Previous meeting: 2025-02-15
Next meeting: NNNN-NN-NN
Scheduled start: 2025-03-22, 13:30
The table of contents on the left side of the page forms the agenda of this meeting. Agenda must be set 48 hours before start of committee meeting.
Present: REMOVE NOT PRESENT
Apologies:
Absent: Nil
Observing: Nil
Minute taker: Lewis
Chair: JC
Quorum present (4 committee members): YES
Previous meeting's minutes: 2025-02-15
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes | JC | Lewis | Accepted |
Fletcher - band membership phase out to band subscription. - Website side in progress, membership side below
❓ Spondy and Fletcher - Sheet storage audit is due - Not actioned
Renae and Fletcher - finish writing induction checklists - In progress but we sometimes gain tools faster than we can write inductions for them
Fletcher - investigate what happens if we withdraw from our Meetup subscription - We have decided to go on with it.
❓ Renae, Ben, Lewis, Fletcher - draft proposal for revised payment authorisations policy - On hold - Remains on hold
Renae/Fletcher - Forward a copy of the fully executed lease to Lewis for our files. Forwarded
JC - advise band reps of committee discussion and highlight that same rules apply as rest of Artifactory. Keep it clean and tidy. Complete
Fletcher - discuss PA cabling with Aaron's band. Completed by JC
Renae - reach out to Bunnings rep to confirm next Bunnings event at Easter. Completed by Fletcher, events are up on our calendar
Fletcher - reach out to a refrigeration mechanic and find out pricing to inspect the vending machine. Fletcher will then raise an online motion to approve the cost. Quotes received after member favours are still too high ($1,000). Sophie may have found a contact to help.
Renae - detail how the volunteering tokens system would be regulated procedurally. Raise in Loomio. Complete
Fletcher - detail physical implementation of the volunteering tokens section (or delegate to another).
Lewis - Amend the Dangerous Projects policy to insert a record keeping requirement Complete
Lewis - Dangerous Projects policy - Update wiki Fletcher completed
Joshua / Fletcher - Dangerous Projects policy - Update website Complete
Fletcher - Dangerous Projects policy - Announce to membership Complete
Fletcher - Dangerous Projects policy - Check in with event hosts Complete
Lewis - Day pass project restrictions - Update wiki Complete
Joshua/Fletcher - Day pass project restrictions - Update website Complete
Fletcher - Day pass project restrictions - Announce to membership Complete
Fletcher - Day pass project restrictions - Check in with event hosts Complete
Lewis - Vehicle fit out restrictions - Draft bylaw for consideration by committee - Complete - Loomio
Lewis - Vehicle fit out restrictions - Update wiki - Waiting until after bulk edits to bylaws go through
Joshua/Fletcher - Vehicle fit out restrictions - Update website Complete
Fletcher - Vehicle fit out restrictions - Announce to membership Complete
Fletcher - Vehicle fit out restrictions - Check in with event hosts Complete
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| Sat 15 Feb 2025 4:46PM | Tue 18 Feb 2025 5:01PM | Approve $98.01 for purchase of a hose crimper suitable for pneumatic hoses | Passed (Unanimous) |
| Mon 17 Feb 2025 9:14PM | Sat 22 Feb 2025 9:02PM | Add the proposed Record Keeping requirements section to the Dangerous Projects policy. | Passed (6 in favour, 1 did not participate) |
| Tue 18 Feb 2025 11:24AM | Sat 22 Feb 2025 11:01AM | Adopt the proposed Vehicle Fitouts bylaw | Passed (6 in favour, 1 did not participate) |
| Wed 26 Feb 2025 3:06PM | Sat 1 Mar 2025 4:02PM | Approve $2,500 for purchase of security cameras and associated accessories from the general fund | Passed (Unanimous) |
| Wed 26 Feb 2025 3:10PM | Sat 1 Mar 2025 4:02PM | Approve $1,600 from our general funds for purchase of materials to clad the ceiling above the Design Lab, Rehearsal Room, and Electronics Lab. | Passed (Unanimous) |
| Wed 26 Feb 2025 3:13PM | Sat 1 Mar 2025 4:02PM | Approve $1,000 from our general fund to purchase materials to upgrade the Design Lab storage | Passed (Unanimous) |
| Wed 26 Feb 2025 3:30PM | Sat 1 Mar 2025 4:02PM | Approve $1,600 for purchase of components required to get the Modix 120X operational. The funding for this purchase will come from our general funds. | Passed (Unanimous) |
| Wed 26 Feb 2025 3:51PM | Sat 1 Mar 2025 4:02PM | MOTION: Sell Little Red to John Parker for $500/$1000 with the conditions specified. | Passed (Unanimous) |
| Wed 26 Feb 2025 3:52PM | Sat 1 Mar 2025 4:02PM | Issue RFID key for member Alex Smedley | Passed (Unanimous) |
| Wed 26 Feb 2025 7:27PM | Sat 1 Mar 2025 8:02PM | Approve $500 for purchase of a Bosch 12Ah battery and fast charger from our general funds | Passed (6 in favour, 1 did not participate) |
| Sat 1 Mar 2025 2:02PM | Mon 3 Mar 2025 8:07PM | Approve $200 for purchase of magnets for Stocked Consumables from General Funds | Passed (Unanimous) |
| Wed 5 Mar 2025 9:39AM | Sat 8 Mar 2025 9:01AM | Approve $320 for purchase of 5 burner BBQ and cover from ourInfrastructure and Equipment Fund | Passed (Unanimous) |
| Sat 8 Mar 2025 2:18PM | Tue 11 Mar 2025 3:01PM | Issue RFID key for member Anna Whitlock | Passed (6 in favour, 1 did not participate) |
| Thu 20 Mar 2025 1:25PM | Approve $82 for purchase of 2 x replacement wood bandsaw blades from the General Fund. | Lapsed - committee meeting | |
| Thu 20 Mar 2025 2:16PM | Approve $45 for purchase of Orbital sand paper from General Fund | Lapsed - committee meeting |
It’s been largely business as usual over the past period. One highlight worth mentioning has been the positive interactions we've seen with new members. It’s been great to see fresh faces not only joining but also engaging actively within the space.
Thank you to our trainers and regular members who consistently step up to help new members feel welcomed into the community. This kind of support is invaluable as it fosters a strong, inclusive culture and ensures that new members feel confident and encouraged to get involved.
As always, the more engaged members we attract, the more regular funding we generate. This in turn allows us to invest back into the space whether that’s upgrading existing infrastructure or acquiring new tools and equipment. It’s a clear sign of a healthy, growing community, and it’s thanks to the collective effort of all involved.
The Artifactory continues to be in a strong financial position. The monthly surplus includes damage restitution for the broken printer that will be spent in future month, ($1710) as well as a contribution from PLUG for past meetup expenses ($630).
Our power usage has been increasing significantly - 4400 units in the past 60 days, compared with 3700 last bill, and 3170 this time last year. Our bill for this period is $1,250 (will show in next month figures). I'm looking for input on what may be causing this, as I do not believe there has been particularly high laser or 3d print usage in this timeframe (17 Dec 2024 - 18 Feb 2025)
We are looking to spend significant funds in the next few months on infrastructure upgrades. Ideally some of this could be covered by grants. Ben has taken responsibility for applying for these - discuss with him on his return
| Account - as at 1 March 25 | Balance |
|---|---|
| Operations | $11,124.90 |
| Sponsored Memberships | $ 3,190.16 |
| Secure Account | $30,000.00 |
| TOTAL | $44,315.06 |
| Income AUD | |
|---|---|
| Admin - Waste | $100.00 |
| Bond | $444.10 |
| Casual | $468.41 |
| Donation | $75.00 |
| Donation - Sponsored Membership | $45.00 |
| Drinks/Snacks | $410.50 |
| Equipment Purchases/Sales | $170.00 |
| Event - Talkshop | $160.00 |
| Fundraising Income and Expenses | $20.00 |
| Membership | $5,418.09 |
| Promotional Expenses | $631.38 |
| Sale of Timber | $390.00 |
| Tool Repairs/Consumables | $1,710.60 |
| Tool Use/Costs - 3D Printers | $51.00 |
| Tool Use/Costs - CNC | $360.00 |
| Tool Use/Costs - Lasers | $101.00 |
| Tool Use/Costs - Mill | $20.00 |
| Total | $10,575.08 |
| Expenses AUD | |
| Admin - Bank Fees | $26.61 |
| Admin - Internet | $205.00 |
| Bond | $25.00 |
| Equipment Purchases/Sales | $234.14 |
| Event - Talkshop | $149.87 |
| Infrastructure - Expenses | $188.14 |
| IT Expenses (not internet) | $199.00 |
| Lease+Variable Outgoings | $4,918.84 |
| Promotional Expenses | $9.53 |
| Tool Use/Costs - 3D Printers | $607.06 |
| Tool Use/Costs - Gas Welding | $108.00 |
| Tool Use/Costs - Lasers | $235.62 |
| Total | $6,906.81 |
| Net Cash Position | $3,668.27 |
| Date | Total | Supplier | Item | Category | Authorisation |
|---|---|---|---|---|---|
| 03/02/2025 | $4,918.84 | Prime Property Agency Pty Ltd | Lease | Lease+Variable Outgoings | Treasurer |
| 03/02/2025 | $86.00 | Aussie Broadband | Internet | Admin - Internet | Treasurer |
| 03/02/2025 | $9.53 | NAB | Meetup transaction Fee | Promotional Expenses | Treasurer |
| 04/02/2025 | $54.00 | PLE Computers | Security Camera Power Supplies | IT Expenses (not internet) | Subcommittee |
| 05/02/2025 | $136.13 | Myelec | 3 Phase cable | Equipment Purchases/Sales | Loomio |
| 06/02/2025 | $61.85 | Coles | Social Food | Event - Talkshop | Quartermaster |
| 07/02/2025 | $28.95 | Adrian's Continental Deli | Social Food | Event - Talkshop | Quartermaster |
| 10/02/2025 | $607.06 | Siddament | Filament | Tool Use/Costs - 3D Printers | Loomio |
| 12/02/2025 | $148.50 | Sparky Direct Pty Ltd | Downlights | Infrastructure - Expenses | Loomio |
| 13/02/2025 | $140.64 | Taobao | Laser Extractor | Tool Use/Costs - Lasers | Committee Meeting |
| 14/02/2025 | $27.66 | Bunnings | Ladder Hooks | Infrastructure - Expenses | Subcommittee |
| 14/02/2025 | $25.00 | Ilke Dincer | Bond - new invoice | Bond | Treasurer |
| 17/02/2025 | $98.01 | Taobao | Hose Crimper | Equipment Purchases/Sales | Loomio |
| 17/02/2025 | $119.00 | Pentanet | Internet | Admin - Internet | Treasurer |
| 19/02/2025 | $94.98 | Taobao | Laser Extractor | Tool Use/Costs - Lasers | Committee Meeting |
| 19/02/2025 | $29.30 | Coles | Social Food | Event - Talkshop | Quartermaster |
| 21/02/2025 | $29.77 | Spudshed | Social Food | Event - Talkshop | Quartermaster |
| 21/02/2025 | $108.00 | BOC Ltd | Welding Gas (Contract) | Tool Use/Costs - Gas Welding | Treasurer |
| 24/02/2025 | $11.98 | Spudshed | Paper Towels | Infrastructure - Expenses | Quartermaster |
| 26/02/2025 | $145.00 | PLE Computers | Camera | IT Expenses (not internet) | Loomio |
| 28/02/2025 | $26.61 | NAB | Merchant Fee | Admin - Bank Fees | Treasurer |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Fletcher | Renae | Accepted/Rejected |
Total Overdue - $4,210 (Down from $4,655)
Total Overdue >30 Days - $2,920
Total Overdue >60 Days - $2,215
Total Overdue >90 Days - $1,660
Memberships terminated due to unpaid invoices with no response
| Total in Fund | $ 6,942.26 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ 284.63 |
Approve $82 for purchase of 2 x replacement wood bandsaw blades from the General Fund.
Approve $45 for purchase of Orbital sand paper from General Fund
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve expenses proposed above | Fletcher | JC | Accepted |
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Membership Numbers.
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 68 | 66 | +2 |
| Concession | 33 | 35 | -2 |
| Band | 2 | 2 | - |
| TOTAL | 103 | 103 | - |
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Members awaiting approval.
After the meeting, go into TidyHQ and mark the members as approved.
| Date | Name | Class of membership |
|---|---|---|
| 2024-06-01 11:18:19 +0800 | David Bucur | Full Membership - Monthly Subscription (returning) |
| 2025-03-05 21:53:17 +0800 | Kate Chaney | Full Membership - Monthly Subscription |
| 2025-03-10 08:51:06 +0800 | Amos Tucker (Moss) | Full Membership - Monthly Subscription |
| 2023-11-21 18:42:27 +0800 | Troy Marchant | Concession Membership - Monthly Subscription (returning) |
| 2025-02-12 20:22:19 +0800 | Timothy Stewart | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Renae | Fletcher | Accepted/Rejected |
| Date | Name | Class of membership |
|---|---|---|
| 2025-03-17 21:49:57 +0800 | Jaymee Fu | Full Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Renae | Fletcher | Accepted/Rejected - 1 abstained (conflict of interest) |
Prospective members with insufficient information to progress their applications
| Date | Name | Class of membership |
|---|---|---|
| 2025-03-10 09:28:44 +0800 | Anish Shah | Full Membership - Monthly Subscription |
| 2025-03-10 09:33:01 +0800 | Hemal Ruparelia | Full Membership - Monthly Subscription |
| 2025-03-15 18:50:28 +0800 | Emily Vaughan | Concession Membership - Monthly Subscription |
Keyholder applications
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve 24/7 access for Will Bannister | JC | Renae | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Business as usual
Business as usual
Largely business as usual
We have a phone number now
Two new member inductions completed since last meeting, we have a few new potential members that haven't completed inductions or visited the space yet
JC will send a slightly different email for overdue membership invoices when the member has joined, but hasn't meaningfully engaged with us yet (e.g. New Member Induction not completed - visible via TidyHQ groups)
Updates from subcommittees - discussions or requests for action.
Nothing to report.
News and discussions on events.
* Denotes run by non-members
Nothing to report
Other business (items not covered by regular meeting sections) may be added to this section until the notice of the committee meeting is given to the committee members, 48 hours before the meeting.
Urgent business that has not been described in the notice may be conducted at the meeting if the committee members at the meeting unanimously agree to treat that business as urgent.
Refer s43 of the constitution regarding Notice of committee meetings.
Andrew failed to pay for a workshop held on 12th Jan.
Discussion:
The current arrangement is the last of its kind from a bygone age of the Artifactory.
The continued administrative overhead of this arrangement is an ongoing issue.
Going forwards we would usually want for-profit event hosts to be more engaged with the space.
ACTION - JC to draft an email to Andrew re Leathercrafting workshops - pass by Renae for check.
The raw text of the suggested changes are on GitHub.
Notes:
Change to:
The Treasurer is authorised to reimburse/pay for the following expenses without seeking committee approval. The Treasurer may refer a particular payment to the Management Committee for approval at their discretion.
- Lease and variable outgoings
- Bank and merchant fees
- Utilities (eg. internet, welding gas, rubbish disposal, and electricity)
- Fees associated with maintaining the membership database (eg. TidyHQ)
- Filing and administration fees incurred by the Secretary (eg. DMIRS)
- Public building compliance costs (eg. fire extinguishers, fixtures, event toilets)
- Kitchen and bar restocks
- First aid, toiletry, office, and cleaning supplies
- PPE
- Items for use by a subcommittee of the organisation provided that the total amount is less than $75 and the expense has been approved by the head of the relevant subcommittee.
- Purchases funded by fundraising campaigns (eg. Pledge Bot)
- Purchases funded by event ticket sales
Notes:
Change to:
- The Office bearers, Deputy Treasurer, Deputy Secretary, and Membership Officers are authorised to accept written notices of resignation under section 10 of the constitution.
- The Office bearers, Deputy Treasurer, Deputy Secretary, and Membership Officers are authorised to assist the Secretary maintain the register of members under section 13 and clause 30.4 of the constitution.
Notes:
Change to:
- Any committee member may authorise a new event if it:
- will bring in the day pass minimum rate per attendee (excluding members)
- does not require exclusive access of the Artifactory
- does not conflict with another event/workshop unless the hosts of the other event see no conflict
- will not conflict with attendees using loud tools (eg. mill, welders)
- does not require the rehearsal room to be reserved
- The Chair and any three other committee members may waive the above rules if it is considered beneficial to the Artifactory to do so. The decision must be documented at the next regular committee meeting
By-law removed. The parts that prescribed accounts are better left to Treasurer discretion. The donation/tax advice was also misplaced.
Notes:
Changes:
Notes:
Change to:
- Physical keys are issued at the discretion of the Management Committee to assist with emergency access to the workshop.
- A record of who has physical keys to the Artifactory shall be maintained in the membership database by the Secretary.
Notes:
Change to:
- Separate to the application process detailed below the committee may grant 24/7 access to anyone performing a task on behalf of the organisation for the purpose of performing that task. (eg. external event hosts)
- All ordinary and sponsored members may apply to the committee for 24/7 access to the space. The committee will approve the application provided that the member -
- Has held their current membership for at least two weeks,
- Has not acted against the interests of the Association,
- Pays a bond appropriate to their membership class,
- Has no outstanding invoices,
- Pays their membership invoices via bank transfer (not card),
- Is competent to make decisions on who can enter the space, and
- Has demonstrated an ability to -
- Work unsupervised,
- Undertake tasks safely,
- Clean their work area, and
- Communicate any issues to committee.
- 24/7 access may be revoked at the discretion of the committee should any of the above no longer be true.
- When a member moves to a different membership class the bond amount shall be the lesser of the classes
- Members requesting keys must submit a head/shoulders photo suitable for identification purposes. The Secretary or Treasurer may rule that a provided picture does not meet these requirements at their discretion.
- The member must maintain accurate personal and emergency contact details in the Artifactory's member management system (e.g. TidyHQ) at all times.
- The Chair, Treasurer and any two other committee members may waive the bond if it is considered beneficial to the Artifactory to do so. The decision must be documented at the next regular committee meeting.
- Bond amounts are as follows:
Membership Bond Full Membership $225 Concession Membership $135 Band Membership $100 Sponsored Student Membership $135
Notes:
Change to:
Eligibility criteria Any person over 18 years of age, who represents a band. (The nominated contact person for the band.) All members of the band must be over the age of 18 or supervised by a parent/guardian as per our by-laws. Special rules for this class of membership N/A Type of membership (ordinary or associate) The nominated contact person in the band is an ordinary member Membership fee $100 per month, payable monthly. Use of communal areas - social area, kitchenette, and toilet facilities Yes Use of the indoor and outdoor workshop areas Social use (Day Pass required for projects) Use of workshop tools, equipment, computers, etc. Day Pass required Tool usage fees The "day pass rates" listed under Tool Usage Fees. Can store property at the space No Use of rehearsal room Yes - three bookings per month. Additional bookings subject to availability. Fees to attend Artifactory-run events and workshops Free entry for band members to ModSynth building nights held on the Artifactory premises. Otherwise, the non-member rate for the event. Eligible for 24/7 access A single key per band used only for accessing the space when a rehearsal is booked. Issue of keys is subject to our by-laws. Secondary keys may be issued at the discretion of the Management Committee. Amount of bond for 24/7 access Refer to the by-laws. Maximum number of members in this class of membership 2
- Band membership entitles each band to the following:
- 4 rehearsal slots/month;
- Extra bookings may be made if a slot is free, no earlier than 48 hours in advance of the time you are booking
Notes:
Change to:
Our space is a collaborative workshop, not a child care service. Minors (people under the age of 18) are welcome to attend and participate in the space, provided they are supervised by a responsible guardian.
The guardian must ensure that the minor –
- Complies with our policies and procedures (e.g. the Training policy and Code of Conduct).
- Follows all appropriate safety requirements (e.g. wears appropriate PPE).
- Is not endangered by activities occurring in the space.
- Does not interfere with members and attendees.
- Does not consume alcohol.
Different levels of supervision are required based on the area and the activities occurring in the area.
For General supervision, the guardian must be –
- present in the space, and
- able to see the minor, and
- generally aware of what the minor is doing.
For Active supervision, the guardian must be –
- in the same area as the minor, and
- actively aware of what the minor is doing, and
- ready to physically intervene if required.
Any attendee can temporarily declare that an area is an active supervision area, based on the presence of –
- Hazardous conditions or activities, e.g. power tools, spray painting, hot works.
- Something easy to damage, e.g. wet paint, delicate parts.
Minors – Under 13 years Minors – Under 18 years Low risk areas
- Social Area
- Design Lab
- Kitchen
- Project area
- Rear Courtyard
General supervision General supervision Medium risk areas
- Rehearsal room
- Electronics / 3D printing lab
- Laser area
Active Supervision General supervision High risk areas
- Machining bay
- Welding bay
- Machine room
- Any area temporarily declared to be an active supervision area.
Active Supervision Active Supervision
Notes:
Changes:
Change Membership Storage Officer to:
- Maintain the register of all Member Storage areas within the Artifactory.
- Ensuring all Member Storage are identified and labelled.
- Maintain a wait list for Member Storage requests if required
- Assist the Committee in allocating storage space to members
- Ensuring storage spaces are cleared prior to making them available for reallocation.
- Conducting audits of the Member material racks & Member Storage to ensure material storage is consistent with applicable by-laws.
Remove, page is unnecessary and it's unclear whether it's a by-law
Notes:
Changes:
The full text can be viewed on GitHub, too long to include here.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the changes to the Artifactory Expenses by-law as presented | Fletcher | JC | Accepted |
| Accept the changes to the Duties Delegated by the Secretary by-law as presented | Fletcher | JC | Accepted |
| Rename the Events and Workshops by-law to Event Authorisations and accept the changes as presented | Fletcher | JC | Accepted |
| Remove the Money Donations by-law | Fletcher | JC | Accepted |
| Accept the changes to the NeverNever by-law as presented | Fletcher | JC | Accepted |
| Rename the Physical Keys + Safe Access by-law to Physical Keys and accept the changes as presented | Fletcher | JC | Accepted |
| Rename the RFID Keys for Members by-law to 24/7 Access and accept the changes as presented | Fletcher | JC | Accepted |
| Remove the RFID Keys for Non-members by-law | Fletcher | JC | Accepted |
| Limit the number of band memberships to 2 | Fletcher | JC | Accepted |
| Expand the band membership entitlements as presented | Fletcher | JC | Accepted |
| Accept the changes to the IT Officer, Membership Officer, Quartermaster, and Membership Storage Officer positions as presented | Fletcher | JC | Accepted |
| Accept the changes to the Subcommittees by-law as presented | Fletcher | JC | Accepted |
| Action Items | Who |
|---|---|
| Update wiki | Fletcher |
Remember to set next meeting time before closing meeting!
Also update the pinned message in #committee to say the date of the next meeting.
(Having online committee meeting on a Thursday evening, as no Saturdays in April were suitable.)
Minutes: 2025-04-17
Carried over from previous meetings