¶ Committee Meeting - 2025-07-19
Previous meeting: 2025-06-14
Next meeting: 2025-08-23
Scheduled start: 2025-07-19, 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.
¶ Minutes
¶ Members Present
-
Present:
- Fletcher Boyd
- Johannes Chuah
- Lewis Yip
- Renae Currie
- Tegan Murphy
-
Apologies: Nil
-
Absent:
- Ben Connor
- Joshua Rospondek
-
Observing: Sophie
-
Minute taker: Lewis
-
Chair: JC
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 13:30
- Closed: 14:30
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-06-14
- Solvol updated to Sovol in Other Business
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the previous meeting minutes | Tegan | Renae | Accepted |
¶ Review Previous Meeting's Action Items
- Nil
¶ Review Online Motions
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| Sat 14 Jun 2025 6:44PM | Tue 17 Jun 2025 9:00PM | Issue RFID key for member Amos Tucker (Moss) | Passed (unanimous) |
| Mon 23 Jun 2025 11:12AM | Thu 26 Jun 2025 11:01AM | Approve $389 for purchase of tool cabinet for lathe and milling machine from the General Fund | Passed (unanimous) |
| Wed 2 Jul 2025 10:19AM | Sat 5 Jul 2025 10:01AM | Please approve $200 for purchase of a stand for the fibre laser from the General Fund | Passed (5 in favour - 2 did not participate) |
| Wed 16 Jul 2025 1:13PM | Sat 19 Jul 2025 1:00PM | Approve $400 for Supanova volunteer costs from the General Fund | (6 in favour, 1 did not participate) |
¶ Correspondence
- We recieved compliments on our website from a member of the public - "It is one of the best not-for-profit sites I’ve seen, super easy to navigate..."
- No feedback on our rates exemption application with City of Stirling.
¶ Documents Executed
- Nil.
¶ Incident Reports
- Courtyard bench damage - to be investigated. ACTION
¶ Property Report
- Nothing to report
¶ Chairperson's Report
We’re about two months out from the AGM, and unless something totally wild happens, the Artifactory’s rolling into another solid year.
One thing that came up last time was around how decisions get made. While not everyone reads these minutes... anything and everything that can affect our existing and newmembers goes through the committee.
Sometimes we don’t all agree, but the end results have always been with the greater good of the space, and our members, in mind.
Also, if you’ve noticed that our website is the best...so have others. We’ve had some great feedback, and if you haven’t had a peek recently, it’s worth a look. Massive thanks to Spondy (Joshua)
¶ Treasurer's Report
The Treasurer's Disclaimer: The numbers below have been calculated in a quick way and have not undergone robust checking as for an Annual Report.
A great end to the year, with a successful Supanova bringing in $4,495.50, and attracting many potential new members.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 13,021.17 |
| Sponsored Memberships | $ 2,857.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 45,878.33 |
Approved project funds unspent - $3,825
¶ Income/Expenditure
| Income AUD | June 2025 | Last Month |
|---|---|---|
| Bond | $0.00 | $270.00 |
| Casual | $185.00 | $870.00 |
| Casual - Band Room | $60.00 | $80.00 |
| Consumables for Sale | $94.20 | $3.00 |
| Donation | $975.50 | $0.00 |
| Donation - Pledges/Tools | $2,244.70 | $0.00 |
| Donation - Sponsored Membership | $45.00 | $45.00 |
| Drinks/Snacks | $690.75 | $524.00 |
| Equipment Purchases/Sales | $0.00 | $150.00 |
| Event - Talkshop | $581.00 | $490.00 |
| Fundraising Income and Expenses | $4,555.50 | $104.00 |
| Membership | $4,881.43 | $6,619.78 |
| Sale of Timber | $400.00 | $80.00 |
| Tool Use/Costs - 3D Printers | $75.36 | $27.00 |
| Tool Use/Costs - CNC | $0.00 | $12.00 |
| Tool Use/Costs - Lasers | $103.60 | $184.00 |
| Total | $14,892.04 | $9,458.78 |
| Expenses AUD | June 2025 | Last Month |
| Admin - Bank Fees | $0.00 | $31.38 |
| Admin - Electricity | $0.00 | $1,079.78 |
| Admin - Insurance | $0.00 | $2,430.00 |
| Admin - Internet | $205.00 | $205.00 |
| Admin - Other | $22.87 | $0.00 |
| Admin - Waste | $91.85 | $91.85 |
| Consumables for Sale | $0.00 | $39.42 |
| Drinks/Snacks | $2,225.31 | $72.00 |
| Equipment - Repairs/Consumables | $52.16 | $0.00 |
| Equipment Purchases/Sales | $229.04 | $0.00 |
| Event - Talkshop | $575.90 | $522.98 |
| Fundraising Income and Expenses | $605.07 | $18.45 |
| Infrastructure - Expenses | $67.90 | $1,077.23 |
| IT Expenses (not internet) | $16.04 | $78.10 |
| Lease+Variable Outgoings | $4,918.84 | $4,918.84 |
| Membership | $0.00 | $0.00 |
| Promotional Expenses | $500.59 | $0.00 |
| Tool Purchases/Sales | $0.00 | $333.67 |
| Tool Repairs/Consumables | $24.90 | $60.89 |
| Tool Use/Costs - 3D Printers | $2,119.34 | $0.00 |
| Workshop Consumables | $16.00 | $87.97 |
| Total | $11,670.81 | $11,047.56 |
| Net Cash Position AUD | June 2025 | Last Month |
| Total | $3,225.87 | -$1,588.78 |
¶ Expense Report
| Date | Cost | Contact | Item | Category | Type |
|---|---|---|---|---|---|
| 02/06/2025 | $21.55 | Homecraft Textiles | Tablesaw cover | Equipment Purchases/Sales | Loomio - tool |
| 02/06/2025 | $86.00 | Aussie Broadband | Internet | Admin - Internet | Treasurer |
| 02/06/2025 | $87.90 | Woolworths | Social Food | Event - Talkshop | Treasurer |
| 02/06/2025 | $21.90 | Bakers Delight | Social Food | Event - Talkshop | Treasurer |
| 02/06/2025 | $4,918.84 | Prime Property Agency Pty Ltd | Rent | Lease+Variable Outgoings | Treasurer |
| 02/06/2025 | $1,902.92 | Siddament | Filament | Tool Use/Costs - 3D Printers | Loomio - 3D Filament |
| 02/06/2025 | $19.99 | Siddament | Siddament membership (Monthly) | Tool Use/Costs - 3D Printers | SubC - 3D Printing |
| 03/06/2025 | $196.43 | Bambu Lab AU | 3D consumables | Tool Use/Costs - 3D Printers | Loomio - 3D Consumables |
| 05/06/2025 | $60.00 | IKEA | Smart Plugs | Infrastructure - Expenses | Loomio - Supanova materials |
| 05/06/2025 | $7.90 | Bunnings | Jointer cover | Infrastructure - Expenses | SubC Infra |
| 09/06/2025 | $34.01 | Coles | Social Food | Event - Talkshop | Treasurer |
| 09/06/2025 | $24.90 | Total Tools | Dremel Mandrels | Tool Repairs/Consumables | SubC - Infra |
| 10/06/2025 | $42.85 | Dianella Meats | Social Food | Event - Talkshop | Treasurer |
| 10/06/2025 | $31.76 | Spud Shed | Social Food | Event - Talkshop | Treasurer |
| 11/06/2025 | $83.85 | Coles | Social Food | Event - Talkshop | Treasurer |
| 12/06/2025 | $49.50 | Woolworths | Drinks | Drinks/Snacks | Treasurer |
| 12/06/2025 | $40.91 | RSEA | Gloves | Equipment Purchases/Sales | Treasurer |
| 13/06/2025 | $75.00 | IKEA | Supanova Boxes | Fundraising Income and Expenses | Loomio - Supanova materials |
| 13/06/2025 | $20.00 | IKEA | Supanova Boxes | Fundraising Income and Expenses | Loomio - Supanova materials |
| 13/06/2025 | $16.00 | Coles | Paper towels | Workshop Consumables | Treasurer |
| 16/06/2025 | $119.00 | Pentanet | Internet | Admin - Internet | Treasurer |
| 16/06/2025 | $46.00 | Coles | Social Food | Event - Talkshop | Treasurer |
| 17/06/2025 | $2,175.81 | Costco | Drinks | Drinks/Snacks | Treasurer |
| 17/06/2025 | $52.16 | Carbatec | Dust Collector bags | Equipment - Repairs/Consumables | SubC Infra |
| 20/06/2025 | $13.95 | Coles | Biscuits - FWWA event | Promotional Expenses | SubC - Promo |
| 23/06/2025 | $16.04 | Jaycar | No Face Repairs | IT Expenses (not internet) | Loomio - Supanova materials |
| 23/06/2025 | $134.00 | Brother Australia | Printer | Equipment Purchases/Sales | SubC IT |
| 23/06/2025 | $32.58 | Bunnings | Wheels | Equipment Purchases/Sales | Loomio - tool |
| 23/06/2025 | $21.30 | Coles | Social Food | Event - Talkshop | Treasurer |
| 23/06/2025 | $20.00 | Krusty Kob | Social Food | Event - Talkshop | Treasurer |
| 23/06/2025 | $10.05 | Dianella Fresh | Social Food | Event - Talkshop | Treasurer |
| 23/06/2025 | $5.20 | Bakers Delight | Social Food | Event - Talkshop | Treasurer |
| 23/06/2025 | $185.67 | Bunnings | D&D Screen materials | Fundraising Income and Expenses | Loomio - Supanova materials |
| 23/06/2025 | $118.40 | Spotlight | D&D Screen materials | Fundraising Income and Expenses | Loomio - Supanova materials |
| 23/06/2025 | $96.00 | Bunnings | D&D Screen materials | Fundraising Income and Expenses | Loomio - Supanova materials |
| 24/06/2025 | $72.95 | Clark Rubber | No Face Repairs | Promotional Expenses | Loomio - Supanova materials |
| 25/06/2025 | $16.99 | Spud Shed | Social Food | Event - Talkshop | Treasurer |
| 25/06/2025 | $63.09 | Bunnings | No Face Repairs | Promotional Expenses | Loomio - Supanova materials |
| 26/06/2025 | $91.85 | Instant Waste | Skip Bin | Admin - Waste | Treasurer |
| 26/06/2025 | $125.73 | Coles | Social Food | Event - Talkshop | Treasurer |
| 26/06/2025 | $26.11 | Dianella Fresh | Social Food | Event - Talkshop | Treasurer |
| 26/06/2025 | $2.25 | Coles | Social Food | Event - Talkshop | Treasurer |
| 27/06/2025 | $22.87 | Officeworks | Receipt paper | Admin - Other | Treasurer |
| 27/06/2025 | $110.00 | IKEA | Supanova Boxes | Fundraising Income and Expenses | Loomio - Supanova materials |
| 27/06/2025 | $37.90 | Subway | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 27/06/2025 | $29.96 | Officeworks | No Face Repairs | Promotional Expenses | Loomio - Supanova materials |
| 30/06/2025 | $82.00 | Crust Pizza | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $79.20 | Subway | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $48.00 | Newhaven Bakehouse | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $41.05 | Bunnings | No Face Repairs | Promotional Expenses | Loomio - Supanova materials |
| 30/06/2025 | $8.99 | Spud Shed | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $8.50 | Asian Corner | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $5.05 | City of Perth Parking | Supanova Parking | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $5.00 | Dan Murphys | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| 30/06/2025 | $4.95 | Caltex | Supanova Food/drinks | Promotional Expenses | Loomio - Supanova Costs |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Tegan | JC | Accepted |
¶ Due invoices
Most of this debt is very stale, and is likely to need to be written off, some will be recouped from bonds.
Debt collection follow up has been effective, as seen by the small amount <30 days overdue (some again is membership period realignment)
Total Overdue - $5,955
30 days - $4,985
60 days - $4,565
120 days - $4,055
¶ Infrastructure Fund
| Total in Fund | $ 6,886.27 |
|---|---|
| Donations Received | - |
| Donation Matching | - |
| ------------------------------------------ | ------------ |
| Expense | - |
¶ Membership Report
¶ Current Status
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Membership Numbers.
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 68 | 61 | +7 |
| Concession | 39 | 37 | +2 |
| Band | 2 | 2 | - |
| TOTAL | 109 | 100 | +9 |
¶ New Memberships for approval
| Date | Name | Class of membership | |
|---|---|---|---|
| 2025-07-03 10:17:21 +0800 | Alex George | Full Membership - Monthly Subscription | |
| 2025-07-05 12:10:03 +0800 | Choki Dorji (Cheki) | Full Membership - Monthly Subscription | |
| 2025-07-05 13:45:05 +0800 | Samuel Lucas Benherrou (Carrotcakeface) | Full Membership - Monthly Subscription | |
| 2025-07-07 22:36:41 +0800 | Aaron Bertone | Full Membership - Monthly Subscription | |
| 2025-07-11 12:10:48 +0800 | Jack Hou | Full Membership - Monthly Subscription | |
| 2025-06-27 02:48:20 +0800 | Joe Hoedemaker | Concession Membership - Monthly Subscription | |
| 2025-07-05 12:02:03 +0800 | Jamyang Lhamo (Jam) | Concession Membership - Monthly Subscription | |
| 2025-07-16 12:00:07 +0800 | Janelle Lundy | Concession Membership - Monthly Subscription | |
| 2025-07-19 11:02:06 +0800 | Ben Scalley | Concession Membership - Monthly Subscription | |
| Motion Text | Moved by | Seconded by | Status |
| ----------- | ----------- | ----------------- | ----------------- |
| Accept the membership applications listed above | Lewis | JC | Accepted/Rejected |
Deferring the following, awaiting further information -
| Date | Name | Class of membership |
|---|---|---|
| 2025-06-10 08:25:43 +0800 | Liam Holt | Full Membership - Monthly Subscription |
JC will reach out to Liam Holt regarding his membership application.
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- Nothing to report
¶ Rehearsal Room Coordinators
- Enquiry Received from "MumBand"
Enquiry received from MumBand (a band consisting of all mums), interested in trialling the rehearsal room once per fortnight.
JC is arranging to have their key access activated, and Lewis will conduct the keyholder induction at a Wed Talkshop (23/7)
A MumBand representative has signed up via TidyHQ.
JC to follow up post First jam (28/7) and follow up with membership for the subscription date activation and request keybond amount of
There was some pushback from AaronBand regarding their regular Tuesday bookings, following JC's one-off Tuesday booking made two weeks in advance for MumBand. This was addressed in the private Facebook group, where it was clarified that:
- No band holds entitlement to specific nights,
- JC had made the booking within the expected time frame,
- The session was later rescheduled to a Monday night as a courtesy.
MumBand is happy to proceed with Monday night bookings for now but expressed interest in having the flexibility for one Tuesday per month if possible.
JC reiterated to AaronBand that bands should continue to coordinate and self-manage bookings via the usual system.
Monitor how this develops.
Query from teacher (solo) looking to room booking info
- JC advised of subscription fees and link to bookings calender for an insight of available times. offered to give tour if interested. no response
Wednesday Rehearsal Bookings
- Due to feedback from members attending social events and ongoing ArduinoU + Woodworking workshops, JC changed Wednesday Rehearsal Room booking slots from “Reserved for Quiet Bands only” to “Reserved for Artifactory Event” on a recurring basis.
¶ Quartermasters
- 🟢 Restocked post Supanova - stock levels good.
¶ Membership Officers
- Business as usual.
¶ Membership Storage Officer
- Business as usual.
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- 🟡 Poorly set up and poorly supervised job in Big Red produced large amounts of smoke and required a full clean / optics polishing of Big Red.
- 🟢 Laser maintenance occurred as scheduled.
- 🟢 Money approved to buy adjustable table for fiber laser.
¶ IT Subcommittee
- Business as usual
- Thank you Tom for handling the load while Fletcher away
¶ Promotions Subcommittee
- 🔥🔥 Supanova!
- Lots of interest from attendees (lots of flyers handed out)
- Long delay from Supanova attendance to space attendance as per usual
- Thank you to everyone who helped prepare, bump in, run the stall, and bump out
- Overstocked on sale items - looking at other avenues to move this stock.
- Tegan has an avenue to move on some items by consignment - similar prices to White Dwarf - Tegan will put in Loomio to confirm pricing.
¶ Associate Memberships Panel
- Nothing to report
¶ Infrastructure Subcommittee
- Business as usual
- Bay light over the mill burned out during power outage, temporary light in place.
¶ 3D Printers Subcommittee
- Tom and Anna have been maintaining the printers post Supanova.
- Tom looking to restock on spare parts.
- Member interest in buying the Prusa XL if we can't get it repaired.
¶ Event/Workshop Coordinator Reports
News and discussions on events.
* Denotes run by non-members
¶ Tech
- Arduino U - (Coordinators: Blake, Stewart) - Running as usual - Tom has been helping in Fletcher's absence.
¶ Social
- Talkshop Wednesday (Coordinator: Fletcher, Lewis) - 🟢 Running well - thanks to Steve for filling in for Fletcher! Thanks also Fred for making sticky date pudding.
- Saturday Lunch (Coordinator: Fletcher, Lewis) - 🟢 Running well - thanks to Steve for filling in for Fletcher!
- Board Game Afternoon (Coordinator: Tom / Ilke / Anna) - 🟢 Running well under new management - thanks Tom, Ilke, and Anna!
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) -
- Ran, paid promptly.
- Ran, paid promptly.
¶ General
- General Hacking Day (Coordinator: Committee) -
- 🟢 Running well
- 🟡 Strong demand for training - keeping up for now - prioritising members.
- 🟡 Reminder - All day pass users need to complete the visitor induction.
- 🟡 Really need to set expectations with Day Pass users RE opening hours, training, volunteer contributions.
- General expectations for training time to be repaid on the same day for day pass users - within a reasonable time for members.
- Be much more firm that general public (random people) day pass users need to book yellow/red tool training in advance - not the same day.
- Lewis action - clarify day pass requirements (inductions etc) with active volunteers.
- Day pass users at the end of the day can't take up too much of our volunteer time and resources.
- Open Day (Coordinator: Fletcher) -
- 🟢 Well attended, multiple member signups
- 🟡 There are not enough volunteer resources on an Open Day to help Day Pass users who need training or supervision. Be more firm that they need to book in advance.
- 🟢 Lewis has test run the "How to give a tour" induction with Anna - to be rolled out more generally.
- Metal Monday (Coordinator: Ben, Lewis) -
- 🟢 Training sessions coming up for mill and new lathe - thanks Ben!
- Kamil donated some welding equipment.
- Wednesday Woodworking (Coordinators: Renae, Penny) -
- 🟢 Seems to be generating new memberships
¶ Other
- Fine Woodworking Association visited
- Hosted Bayswater Women's Shed for wood preparation event
¶ Other Business
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.
¶ Repurposing the rehearsal room
The rehearsal room (and band memberships) have been a feature of the space since at least 2015.
Our community has changed significantly since 2015.
- Our mission is now much more focused on being a community shed, and much less on music and musicians.
- The rehearsal room is underutilised during peak times when our other spaces are overcrowded.
- We have an increasing need for another quiet / comfortable room to accomodate crafting activities, training sessions, and social events - which are growing activities (or things we would like to grow.)
While respecting that bands have been part of our community for over a decade, there seems to be more appetite for a multi-purpose room than for a rehearsal room.
We propose:
- Giving the 2 existing long-term bands a generous period to find new rehearsal spaces.
- Not accepting any new permanent bands.
- Sunsetting the rehearsal room once the existing bands have found new homes.
- Target availability of the repurposed room by summer (December 2025).
Discuss -
- Is there consensus on this?
- Yes
- Actions required?
- Communicate with bands. JC will draft by end of week.
- Look into administrative arrangements / changes required.
- Lewis will action this.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Convert the rehearsal room to workshop use targeting availability by December 2025. | Fletcher | Lewis | 4 in favour. 1 abstained. 2 not present. Passed. |
¶ End of Meeting
Remember to set next meeting time before closing meeting!
Also update the pinned message in #committee to say the date of the next meeting.
- Next meeting: 2025-08-23, 13:30 5 weeks
Minutes: 2025-08-23
¶ Action Summary
- Incident reports - ??? - investigate damage to courtyard bench.
- Memberships - JC - Reach out to Liam Holt regarding his membership application.
- Promotions - Tegan - Post Loomio thread to endorse selling excess Supanova stock on consignment, and approve sale pricing.
- Repurposing the Rehearsal Room - JC - Draft communications to current bands
- Repurposing the Rehearsal Room - Lewis - Look into administrative arrangements / changes required.