¶ Committee Meeting - 2025-09-25
Previous meeting: 2025-09-13
Next meeting: 2025-10-25
Scheduled start: 2025-09-25, 19:30
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: REMOVE NOT PRESENT
- Anna Whitlock
- Fletcher Boyd
- Johannes Chuah
- Joshua Rospondek
- Lewis Peaty
- Lewis Yip
- Renae Currie
- Tegan Murphy
-
Apologies:
-
Absent:
- Ben Connor
-
Observing:
-
Minute taker: Lewis Yip
-
Chair: Fletcher
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 19:33
- Closed: 21:27
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-09-13
- DISCUSSION
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept minutes of the previous committee meeting | Tegan Murphy | Lewis Peaty | Passed |
¶ Review Previous Meeting's Action Items
- Tegan - Loomio thread regarding sale of 3D printed toys.
- Awaiting availability of the store owner.
- Renae - follow up City of Stirling for Rates Exemption.
- Success!
- Fletcher - define CROC sponsorship arrangements - post AGM.
- Still to be done.
¶ Review Online Motions
Legend:
👍 : Voted in favour
🤷♂️ : Abstained
👎 : Voted against
👻 : Did not participate
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2025-09-24 00:54:06 | N/A | Approve additional $112 for purchase of AGM food from the General Fund | 👍: 7 👎: 0 🤷♂️: 0 👻: 2 |
🕛Lapsed (Still open at time of meeting) | Not yet entered |
N/A |
| 2025-09-19 02:09:56 | 2025-09-22 03:00:07 | Approve $570 for purchase of Acetylene from the General Fund | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Bottle has been ordered. | N/A |
| 2025-09-19 01:43:26 | 2025-09-21 10:54:23 | Approve $119 for purchase of Ryobi inverter from General funds Fund, | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Purchased |
N/A |
| 2025-09-19 01:35:14 | 2025-09-22 02:00:06 | Approve $1000 for purchase of Oxygen and Welding gas cylinders from the general fund. | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | 5/2 is on site, O2 has been ordered. | N/A |
| 2025-09-17 13:09:28 | 2025-09-20 14:02:34 | MOTION: Offer 100% reduced metal lathe tool usage fees to pledge donors. Valid for six months from the lathe being fully operational. | 👍: 7 🤷♂️: 1 👎: 0 👻: 1 |
✅Passed | Once the new lathe is operational donors will be contacted. | View on Loomio |
| 2025-09-13 23:58:04 | 2025-09-16 04:02:31 | Approve $270 for purchase of AGM food from the General Fund | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Approved (unanimous) |
N/A |
| 2025-09-01 14:53:46 | 2025-09-04 15:01:33 | Approve $350 for purchase of a battery spot welder from the general fund | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Motion passed, the spot welder will be purchased. | N/A |
| 2025-08-27 21:01:08 | 2025-08-30 21:02:38 | Approve $229 for purchase of Bosch 18V shop vac from the general fund | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Vacuum has been purchased. | N/A |
| 2025-08-27 11:01:35 | 2025-08-30 12:02:51 | Issue RFID key for member Seb Davidson | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Seb will be issued a key. | N/A |
| 2025-08-27 10:34:19 | 2025-08-30 11:02:26 | Issue RFID key for member Matt Callaghan | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Matt will be issued a key. | N/A |
| 2025-08-27 03:26:14 | 2025-08-28 10:16:11 | Approve $1200 for Pride Fairday Stall from General Fund | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Passed (unanimous) |
View on Loomio |
- Re-raise lapsed online motion:
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve additional $112 for purchase of AGM food from the General Fund | JC | Tegan | Passed |
¶ Correspondence
- Contacted RE premises in Vic Park.
- Fletcher taking lead
- Annual information statement submitted to ACNC.
- Uptick in enquiries for assistance with RPL for trades
- Seems to be coming from a TAFE.
- We don't currently have the resources to support these.
¶ Documents Executed
- Nil
¶ Incident Reports
-
Front Roller door not secured properly by ModSynth
- Have followed up with
-
Member cut mylar sheet in the laser cutter, which is not on our list of approved laser-safe materials.
- Refer notes in #lasers_trainers channel.
- One of our volunteers raised concerns about the strong smell of the exhaust gasses, and stopped the job.
- Lewis Yip attended and discussed with the member.
- Reinforced that materials not on our approved list need to be checked with a laser trainer.
- Member self-nominated for CO2 laser refresher training.
- Action - Fletcher to review list of keyholders who are also expired laser operators.
-
Member left the space abruptly during laser training
- Immediate cause was interpersonal issues between them and the trainer.
- Subsequent discussion raised further issues.
- No further action required at this time.
¶ Property Report
- Bookshelf cleanup
- Advertise surplus books/magazines to members in advance of open day.
¶ Chairperson's Report
- Business as usual, thanks folks
¶ 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.
August figures included in post-AGM Meeting
¶ Membership Report
¶ Current Status
As at 2025-09-22
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 60 | 64 | -4 |
| Concession | 36 | 43 | -7 |
| Band | 2 | 2 | - |
| TOTAL | 98 | 109 | -11 |
¶ New Memberships for approval
| Date | Name | Class of membership |
|---|---|---|
| 2025-09-19 18:35:58 +0800 | Alyx Ayres | Full Membership - Monthly Subscription |
| 2025-09-20 11:31:19 +0800 | David Stulpner | Full Membership - Monthly Subscription |
| 2025-08-30 14:52:24 +0800 | Orlando Morris-Johnson | Concession Membership - Monthly Subscription |
| 2025-09-06 16:44:31 +0800 | Richard Hatwell | Concession Membership - Monthly Subscription |
| 2025-09-07 14:28:29 +0800 | Loc Ngo | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Lewis Peaty | Renae Currie | Accepted |
Deferred until more information available:
| Date | Name | Class of membership |
|---|---|---|
| 2025-06-10 08:25:43 +0800 | Liam Holt | Full Membership - Monthly Subscription |
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- Bunnings Balcatta - Sausage sizzle coming up in November - will request volunteers this week.
- Pride Fairday in November.
¶ Rehearsal Room Coordinators
- Propose to sunset the rehearsal room on 31 Oct.
- Action - JC to contact bands about 2 weeks before 31 Oct (and before their invoices renew) to advise them of the end date for the rehearsal room.
¶ Quartermasters
- Business as usual
¶ Membership Officers
- Business as usual
¶ Membership Storage Officer
- Business as usual, will be nominating Lewis Peaty for the role
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- Investigating improvements to Big Red's bed
- Some friction on implementation methods/procedure, has been sorted out
¶ IT Subcommittee
- Business as usual
¶ Promotions Subcommittee
- Hoshi Con reached out asking if we wanted a 3x3 booth for $250
- Anime/pop colture convention in Cannington, scheduled for end of November
- Unlikely to make return on cost
- Stretched thin for November (Pride)
¶ Associate Memberships Panel
No Applications
¶ Infrastructure Subcommittee
-
Compressor drained, likely ongoing issue
- May need to budget for a more suitable alternative as current compressor likely isn't up to the task for other reasons (at least a few thoasand)
-
Installed new speaker system to get the setup off of the ceiling
-
Ceiling cladding went well, proof of concept works and we can move on to stage two. (more cladding)
-
Will host town hall for rehearsal room soon
- Committee should settle on a broad list of usecases/stakeholders
- Action: Fletcher to raise Loomio thread for it.
-
Fletcher - Fire (hot works) induction will need to be updated for compressed gasses.
¶ 3D Printers Subcommittee
- Sovol is about ready for inductions
- Other printers are operational
¶ Event/Workshop Coordinator Reports
News and discussions on events.
* Denotes run by non-members
¶ Tech
- Arduino U - (Coordinators: Blake, Stewart) - Business as usual
¶ Social
- Talkshop Wednesday (Coordinator: Fletcher, Steve) - Business as usual
- Saturday Lunch (Coordinator: Fletcher, Steve) - Business as usual
- Board Game Afternoon (Coordinator: Anna, Ilke, Tom) -
- 🟢 Ran, attended by a healthy number of members and visitors.
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) - See incidents
¶ General
- General Hacking Day (Coordinator: Committee) - Business as usual
- Open Day (Coordinator: Fletcher) - Business as usual
- Metal Monday (Coordinator: Ben, Lewis) - Ran a metal area cleanup, the metal area looks much nicer now
- Wednesday Woodworking (Coordinators: Renae, Penny, Alice, Veronika)
- Business as usual.
- Want to add Veronika Metcalf as an event host to fill in for Renae for short periods (< 1 hour).
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Appoint Veronika Metcalf as an event host for Wednesday Woodworking. | Lewis Yip | JC | Accepted |
¶ Other
(new and once off events)
- EVENT NAME (COORDINATOR) - REPORT
¶ Loomio Review
- Action items
- Lewis to progress selling items at White Dwarf Books.
- Lewis, Fletcher, Renae to sense check the BYO tools policy before raising it for adoption.
¶ 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.
¶ Annual Financial Authorisations Review
Refer to our bylaw regarding Artifactory Expenses.
¶ Endorse chairpersons of subcommittees who have expenditure authorisation
- Items for use by a subcommittee of the organisation provided that a) the total amount is less than $150, and b) the expense has been approved by the chair of the relevant subcommittee or delegated subcommittee member.
| Subcommittee | Chairperson |
|---|---|
| 3D Printers | Fletcher Boyd |
| Infrastructure | Joshua Rospondek |
| IT | No chair |
| Lasers | Blake Samuels |
| Promotions | No chair |
| Associate Memberships Panel | No chair |
- Actions:
- Define/appoint chairs
- Resolve overlap between similar officer roles and subcommittee chairs (e.g. IT officer and IT subcommittee chair)
- Raise motion to endorse appointment of chairs.
- Need to tighten up wording about expense limits - per-project expense limits vs ongoing maintenance, monthly limits?
¶ Endorse subcommittee expenditure delegations
- Subcommittee chairs and the Management Committee may independently delegate approval authority within the subcommittee, in whatever manner they choose, provided it is documented on the relevant subcommittee page on the wiki.
- Delegated authority may be limited to specific purposes or limits as specified in the delegation.
| Subcommittee | Current delegations |
|---|---|
| 3D Printers | Tom White: 3D printer parts, up to $100 |
| Infrastructure | Nil |
| IT | Nil |
| Lasers | Nil |
| Promotions | Nil |
| Associate Memberships Panel | Nil |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Affirm the delegated expense authorities listed above | Lewis Yip | Renae Currie | Accepted |
¶ Treasurer Delegations
Treasurer would like to make the following delegations.
-
Delegate to Quartermaster:
- Kitchen and bar restocks
- First aid, toiletry, office, and cleaning supplies
- PPE
- Public building compliance costs (eg. fire extinguishers, fixtures, event toilets)
-
Delegate to Secretary
- Filing and administration fees incurred by the Secretary (eg. DMIRS)
- First aid, toiletry, office, and cleaning supplies
This will need some modifications of bylaws.
Actions:
- Lewis - Draft modification to expense approvals bylaw to allow this delegation.
- Write in an annual review provision
¶ Annual review of Event Fees:
| Event | Current | Proposed | Outcome/Communication |
|---|---|---|---|
| Modsynth | $15 per person direct deposit only | No change | |
| Arduino U | $10 | No change | |
| PLUG | $5 | No change | |
| Metal Monday | $20 | No change | |
| Social Wednesday | $20 | No change | |
| Woodwork Wednesday | $20 | No change | |
| Board Games | $5 | No change | |
| Laser Maintenance | $0 | No change | |
| Open Day | $0 | No change | |
| General Making Day | $20 | No change |
- Generally endorsed by those present.
¶ Jointer donation/transport
- While this has been on the backburner since the Fine Woodworking visit the equipment owner indicated today that they'd like the gear moved sooner rather than later. Kamil is only available until Monday (Need MR license)
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Treat jointer transport funds as emergency business | Lewis Yip | Anna Whitlock | Accepted unanimously by all present |
- We have been offered a big arse jointer for free, but it weighs a tonne.
- Truck hire and fuel up to $400.
- Materials to construct a wheeled base estimate $300
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve up to $700 for jointer transport and adaptations for our workshop | Tegan Murphy | Anna Whitlock | Accepted |
¶ 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: 2025-10-25, 13:00 4 weeks
Minutes: 2025-10-25
¶ Action Summary
- LIST ACTIONS AND ACTIONEES