¶ Committee Meeting - 2025-09-13
Previous meeting: 2025-08-23
Next meeting: 2025-09-25
Scheduled start: 2025-09-13, 14:00
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:
- Anna Whitlock
- Ben Connor
- Fletcher Boyd
- Seong Joo (Johannes) Chuah
- Lewis Peaty
- Li-Aung (Lewis) Yip
- Renae Currie
- Tegan Murphy
-
Apologies:
- Joshua Rospondek
-
Absent: Nil
-
Observing: Nil
-
Minute taker: Lewis
-
Chair: Fletcher
¶ Meeting Times
- Opened: 13:35
- Closed: 13:55
¶ Elect office holders
Refer to procedure in s35 of the constitution regarding Election of office holders.
- Fletcher volunteered to chair the meeting.
¶ Office holder elections
| Position | Nominees | Result |
|---|---|---|
| Chairperson | Fletcher Boyd | Fletcher Boyd appointed |
| Deputy chairperson | Anna Whitlock | Anna Whitlock appointed |
| Secretary | Li-aung (Lewis) Yip | Li-aung (Lewis) Yip appointed |
| Treasurer | Renae Currie | Renae Currie appointed |
¶ Routine Business
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-08-23
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the minutes of the previous committee meeting | Renae | Anna | Accepted |
¶ Review Previous Meeting's Action Items
(Defer to next committee meeting.)
¶ Review Online Motions
(Defer to next committee meeting.)
¶ Officer appointments
- 🟢 = Intends to continue.
| Position | Incumbent(s) | Result |
|---|---|---|
| Deputy secretary | Tegan Murphy | No nomination - position vacant. |
| Deputy treasurer | Ben Connor | No nomination - position vacant. |
| Event officer | 🟢 JC | JC continuing. |
| IT officer | Vacant | No nomination - position vacant. |
| Membership officer | 🟢 Fletcher | Fletcher continuing. |
| Member storage officer | Vacant | No nomination - position vacant. |
| Quartermaster | 🟢 Fletcher | Fletcher continuing. |
| Rehearsal room coordinator | JC, Martin Gonzalez | Position discontinued. |
| The Ambassador | Magnus Danger Magnus | Magnus Danger Magnus continuing. |
¶ Reaffirm Subcommittees
Refer to the subcommittees bylaws regarding Annual review and Membership of subcommittee.
Annual review
At the first committee meeting after each annual general meeting, the committee must consider each subcommittee, and determine -
- Whether the subcommittee meets the minimum requirements to continue operating; and
- If the subcommittee will continue or be disbanded.
Membership of subcommittee
A subcommittee ---
- must have at least two members.
- must include at least one committee member.
- may include any person the committee considers appropriate, whether the person is a member or not.
= Main committee member (must have at least 1)- 🟢 = Intends to continue.
- ❓ = Did not respond.
- ❌ = Resigned - will be removed.
¶ Associate membership panel
Current status of Associate Membership Panel:
- 🟢 Ben Connor
- 🟢 JC
- 🟢 Renae
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the Associate membership panel. | Anna | Renae | Passed |
¶ Infrastructure
Current status of Infrastructure:
- 🟢 Joshua Rospondek
- 🟢 Ben Connor
- 🟢 Fletcher Boyd
- 🟢 Renae Currie
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the Infrastructure subcommittee. | JC | Tegan | Passed |
¶ IT
Current status of IT:
- 🟢 Fletcher Boyd
- 🟢 Blake Samuels
- 🟢 Nick Bannon
- 🟢 Thomas White
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the IT subcommittee. | JC | Lewis Peaty | Passed |
¶ Lasers
Current status of Lasers:
- 🟢 Fletcher Boyd
- 🟢 Lewis Yip
- 🟢 Blake Samuels
- 🟢 Nick Bannon
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the Lasers subcommittee. | Ben Connor | Renae | Passed |
¶ Promotions
Current status of Promotions:
- 🟢 Johannes Chuah
- 🟢 Penny Wood
- Tegan nominated.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the Promotions subcommittee. | Anna | Lewis Peaty | Passed |
¶ 3D Printers
Current status of 3D printers:
- 🟢 Fletcher Boyd
- 🟢 Sophie Murday
- 🟢 Tom White
- 🟢 Penny Wood
- ❓ Ross Minney
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the 3D Printers subcommittee. | Tegan | Anna | Passed |
¶ Correspondence
(Deferred to next meeting.)
¶ Documents Executed
Nil.
¶ Incident Reports
(Deferred to next meeting.)
¶ Property Report
(Deferred to next meeting.)
¶ Chairperson's Report
(Deferred to next meeting.)
¶ 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.
We have had another good month, strong memberhip income as most members are paying on time.
Significant expenses for the month were the materials for the design lab shelving and part 1 of the ceiling cladding.
Both these projects have worked out well.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 8,758.59 |
| Sponsored Memberships | $ 2,676.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 41,434.75 |
Funds committed - $4,239.45
¶ Income/Expenditure
| Income AUD | August 2025 | Last Month | Year to Date |
|---|---|---|---|
| Admin - Waste | $100.00 | $100.00 | $200.00 |
| Bond | $225.00 | $0.00 | $225.00 |
| Casual | $485.00 | $700.00 | $1,255.00 |
| Casual - Band Room | $0.00 | $20.00 | $20.00 |
| Consumables for Sale | $0.00 | $23.20 | $23.20 |
| Donation | $21.76 | $256.90 | $278.66 |
| Donation - Pledges/Tools | $180.00 | $0.00 | $180.00 |
| Donation - Sponsored Membership | $45.00 | $45.00 | $90.00 |
| Drinks/Snacks | $527.15 | $654.50 | $1,237.65 |
| Equipment Purchases/Sales | $150.00 | $1,320.69 | $1,470.69 |
| Event - Talkshop | $570.00 | $455.00 | $1,075.00 |
| Membership | $5,859.91 | $5,409.60 | $11,820.62 |
| Promotional Expenses | $153.25 | $0.00 | $153.25 |
| Sale of Timber | $0.00 | $200.00 | $200.00 |
| Tool Use/Costs - 3D Printers | $191.00 | $240.60 | $431.60 |
| Tool Use/Costs - CNC | $60.00 | $3.00 | $63.00 |
| Tool Use/Costs - Lasers | $43.00 | $86.00 | $189.00 |
| Tool Use/Costs - Mill | $12.50 | $60.00 | $72.50 |
| Total | $8,623.57 | $9,574.49 | $18,985.17 |
| Expenses AUD | August 2025 | Last Month | Year to Date |
| Admin - Bank Fees | $40.52 | $121.88 | $162.40 |
| Admin - Electricity | $0.00 | $1,071.85 | $1,071.85 |
| Admin - Internet | $205.00 | $205.00 | $410.00 |
| Admin - Membership Maintenance | $890.00 | $0.00 | $890.00 |
| Admin - Waste | $99.55 | $183.70 | $283.25 |
| Bond | $150.00 | $131.26 | $281.26 |
| Drinks/Snacks | $0.00 | $1.00 | $1.00 |
| Equipment - Repairs/Consumables | $7.90 | $57.95 | $65.85 |
| Equipment Purchases/Sales | $0.00 | $4,127.80 | $4,127.80 |
| Event - Talkshop | $440.83 | $588.92 | $1,029.75 |
| Fundraising Income and Expenses | $0.00 | $440.82 | $440.82 |
| Infrastructure - Expenses | $1,728.08 | $0.00 | $1,728.08 |
| IT Expenses (not internet) | $30.00 | $0.00 | $30.00 |
| Lease+Variable Outgoings | $4,918.84 | $4,918.84 | $9,837.68 |
| Membership | $0.00 | $43.41 | $43.41 |
| Promotional Expenses | $0.00 | $383.93 | $383.93 |
| Tool Purchases/Sales | $0.00 | $2,059.74 | $2,059.74 |
| Tool Repairs/Consumables | $55.77 | $0.00 | $55.77 |
| Tool Use/Costs - 3D Printers | $0.00 | $125.95 | $125.95 |
| Volunteer Food | $198.25 | $0.00 | $198.25 |
| Workshop Consumables | $73.90 | $0.00 | $73.90 |
| Total | $8,838.64 | $14,462.05 | $23,300.69 |
| Net Cash Position AUD | August 2025 | Last Month | Year to Date |
| Total | -$215.07 | -$4,887.56 | -$4,315.52 |
¶ Expense Report
| Date | Cost | Contact | Item | Category | Authorisation |
|---|---|---|---|---|---|
| 29/08/2025 | $31.33 | NAB | Merchant Fee | Admin - Bank Fees | Treasurer |
| 01/08/2025 | $9.19 | NAB | International Transaction Fee | Admin - Bank Fees | Treasurer |
| 15/08/2025 | $119.00 | Pentanet | Internet | Admin - Internet | Treasurer |
| 01/08/2025 | $86.00 | Aussie Broadband | Internet | Admin - Internet | Treasurer |
| 29/08/2025 | $890.00 | TidyHQ | Annual Subscrption | Admin - Membership Maintenance | Treasurer |
| 28/08/2025 | $99.55 | Instant Waste | Skip Bin | Admin - Waste | Treasurer |
| 25/08/2025 | $7.90 | Bunnings | BBQ Cover | Equipment - Repairs/Consumables | SubC - Infra |
| 20/08/2025 | $242.26 | Spud Shed | Social Food | Event - Talkshop | Treasurer |
| 25/08/2025 | $49.06 | Coles | Social Food | Event - Talkshop | Treasurer |
| 20/08/2025 | $44.64 | European Foods Marketplace | Social Food | Event - Talkshop | Treasurer |
| 26/08/2025 | $29.25 | Dianella Meats | Social Food | Event - Talkshop | Treasurer |
| 20/08/2025 | $28.27 | Bentley Spices | Social Food | Event - Talkshop | Treasurer |
| 25/08/2025 | $18.29 | Dianella Fresh | Social Food | Event - Talkshop | Treasurer |
| 20/08/2025 | $17.95 | Kongs Oriental | Social Food | Event - Talkshop | Treasurer |
| 25/08/2025 | $9.80 | Krusty Kob | Social Food | Event - Talkshop | Treasurer |
| 25/08/2025 | $1.31 | Dianella Fresh | Social Food | Event - Talkshop | Treasurer |
| 11/08/2025 | $1,328.14 | JBS | Timber - Ceiling Cladding | Infrastructure - Expenses | Loomio - Ceiling |
| 22/08/2025 | $338.20 | Bunnings | Design Lab Shelves | Infrastructure - Expenses | Loomio - Design Lab |
| 26/08/2025 | $56.14 | Bunnings | Fixings - Ceiling Cladding | Infrastructure - Expenses | Loomio - Ceiling |
| 25/08/2025 | $5.60 | Bunnings | Kitchen Fixings | Infrastructure - Expenses | Loomio - Kitchen |
| 25/08/2025 | $30.00 | IKEA | Switches | IT Expenses (not internet) | SubC - IT |
| 01/08/2025 | $4,918.84 | Prime Property Agency Pty Ltd | Rent | Lease+Variable Outgoings | Treasurer |
| 19/08/2025 | $31.37 | Bunnings | Dremel Bits | Tool Repairs/Consumables | SubC - Infra |
| 18/08/2025 | $24.40 | Total Tools | Track splinter guard | Tool Repairs/Consumables | SubC - Infra |
| 26/08/2025 | $88.00 | Innaloo Kebabs | Food - Design Shelving | Volunteer Food | Committee - Ren |
| 25/08/2025 | $58.30 | Dominos | Food - Ceiling Cladding | Volunteer Food | Committee - Fletch |
| 26/08/2025 | $51.95 | Pizza Hut | Food - Printer setup | Volunteer Food | Committee - Fletch |
| 29/08/2025 | $54.00 | Bunnings | Nitrile Gloves, Earplugs | Workshop Consumables | Treasurer |
| 07/08/2025 | $19.90 | Bunnings | Nitrile Gloves, Earplugs | Workshop Consumables | Treasurer |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Anna | Lewis Peaty | Accepted |
¶ Due invoices
This figure is inflated as we are in the middle of merging membership invoicing groups, so member's due dates are different, but there has been no formal communication as of yet.
We will not chase these for now as long as they are making regular payments
Total Overdue - $8,310
Under 30 Days - $4,050
Over 120 Days - $2.965
¶ Infrastructure Fund
| Total in Fund | $ 6,886.27 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ - |
¶ Membership Report
¶ Current Status
(Deferred to next meeting.)
¶ New Memberships for approval
(Deferred to next meeting.)
¶ Officer Reports
(Deferred to next meeting.)
¶ Subcommittee Reports
(Deferred to next meeting.)
¶ Event/Workshop Coordinator Reports
(Deferred to next meeting.)
¶ Other Business
¶ Onboarding / offboarding committee members
IT access permissions, safe codes, physical keys to the Artifactory, etc.
| Action Items | Who | Status |
|---|---|---|
| N/A | - | - |
Action item - Fletcher to get more physical keys cut
¶ 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: 2025-09-25, 19:30 2 weeks
Minutes: 2025-09-25
¶ Action Summary
(Deferred to next meeting.)