¶ Committee Meeting - 2025-10-25
Previous meeting: 2025-09-25
Next meeting: 2025-11-22
Scheduled start: 2025-10-25, 15:00
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
- Fletcher Boyd
- Joshua Rospondek
- Lewis Peaty
- Lewis Yip
- Renae Currie
-
Apologies:
- Ben Connor
- Johannes Chuah
- Tegan Murphy
-
Absent: Nil
-
Observing: Nil
-
Minute taker: Lewis Yip
-
Chair: Fletcher
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 15:00
- Closed: 18:00
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-09-25
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept minutes | Renae | Anna | Accepted |
¶ Review Previous Meeting's Action Items
- Tegan - Loomio thread regarding sale of 3D printed toys.
- Fletcher - define CROC sponsorship arrangements - post AGM.
- Not done yet.
- Fletcher - review list of keyholders who are also expired laser operators.
- Not done yet.
- JC - contact bands about 2 weeks before 31 Oct (and before their invoices renew) to advise them of the end date for the rehearsal room.
- Fletcher - Raise Loomio thread regarding use cases and stakeholders for the rehearsal room
- Fletcher - update fire (hot works) and related inductions to account for compressed gas storage
- Need to do training refreshers for all people with existing inductions.
- Lewis - progress selling items at White Dwarf Books.
- Lewis, Fletcher, Renae - sense check the BYO tools policy before raising it for adoption.
- Lewis - Raise Loomio thread regarding defining / appointing chairs of subcommittees.
- Lewis, Renae, Fletcher - Draft changes to expense approval bylaws regarding a) delegated expense limits for subcommittees, and b) delegations from the treasurer. - See other business
¶ Review Online Motions
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2025-10-22 12:51:40 | 2025-10-25 12:02:04 | Issue RFID key for member Elspeth Stewart | 👍: 9 👎: 0 🤷♂️: 0 |
✅Passed | Not yet entered |
N/A |
| 2025-10-22 08:03:37 | 2025-10-25 07:01:55 | Approve $150 for purchase of printer ink from the General Fund | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Ink will be purchased |
N/A |
| 2025-10-18 09:31:13 | 2025-10-21 10:01:16 | MOTION: Remove references to the rehearsal room as written effective 2025/11/1 | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Not yet entered |
View on Loomio |
| 2025-10-18 09:20:35 | 2025-10-21 09:01:21 | MOTION: Remove band membership as a membership class effective 2025/11/01 | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Not yet entered |
View on Loomio |
| 2025-10-18 07:44:06 | 2025-10-21 08:01:40 | MOTION: Adopt the BYO tool policy as written | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | The policy has been adopted and announced. | View on Loomio |
| 2025-10-13 13:36:12 | 2025-10-16 14:01:46 | MOTION: Amend the training policy as written | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Training policy has been updated with the new high risk wording. | View on Loomio |
| 2025-10-13 12:30:57 | 2025-10-16 13:01:48 | Approve $120 for transport costs to receive a donation from TADWA | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Ute will be hired. | N/A |
| 2025-10-13 12:17:51 | 2025-10-16 13:01:48 | Approve $126 for purchase of LPG cylinder refills | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Gas bottles will be refilled. | N/A |
| 2025-10-11 11:58:13 | 2025-10-13 05:36:36 | Issue RFID key for member Vlada Barsanova | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | V will be offered a key. | N/A |
| 2025-10-11 11:55:09 | 2025-10-13 05:24:53 | Issue RFID key for member David Stulpner | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | David will be issued a key. | N/A |
| 2025-10-11 11:50:49 | 2025-10-13 05:12:49 | Issue RFID key for member Eduardo Uriguen Zabalgogeazcoa | 👍: 9 👎: 0 🤷♂️: 0 |
✅Passed | Eduardo will be issued a key. | N/A |
| 2025-10-01 05:01:05 | 2025-10-04 04:01:22 | Approve $220 for replacement and claim for SawStop cartridge from General Fund | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Cartridge on order from Total Tools. Will post old cartridge to Carbatec |
N/A |
| 2025-09-29 11:03:28 | 2025-10-02 11:01:31 | Approve $100 for purchase of wood lathe from the General Fund, | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Lathe will be purchased and onsold |
N/A |
| 2025-09-27 00:58:15 | 2025-10-04 04:01:22 | Should we be able to log parts of hours through the bot? | 👍: 5 👎: 0 🤷♂️: 0 |
✅Passed | Not yet entered |
View on Loomio |
| 2025-09-26 20:29:29 | 2025-09-29 21:02:00 | MOTION: Appoint Lewis Peaty as a Membership Storage Officer | 👍: 8 🤷♂️: 1 👎: 0 |
✅Passed | Not yet entered |
N/A |
¶ Correspondence
- Prime Property - RE Outgoings credit (City of Stirling Rates Refund).
- Square (payment processor) needed info for KYC - Fixed.
- Containers for Change contract.
¶ Documents Executed
- Containers for change operator contract
- Contract is with Good Sammies (new Balcatta recycling center operator) instead of City of Stirling
- No other meaningful changes
¶ Incident Reports
- A former member posted in Slack asking for general members to supervise them while using the space's 3D printers and laser cutters.
- The former member's permission to use these tools had previously been revoked due to using the tools unsafely. This was not mentioned in the former member's post.
- A committee member clarified in public messages that only tool trainers can supervise the use of tools.
- A committee member direct messaged the former member, pointing out that the request in Slack was misleading because it didn't indicate the true reasons why the former member needed supervision.
- (Continuing from previous month) - RE: A member left the space abruptly during laser cutting
- A laser trainer had a second laser training session with the member.
- During the training session, the trainer raised concerns around the member's previous behaviour.
- The member does not agree with the sequence of events.
- Two committee members discussed this issue with the member and agreed on a staged approach to training and assessment which may better accomodate the member's circumstances.
- The discussion was focused on the member's pathway to laser use, and did not touch on the issue of the member's behavior.
- ACTION: Loomio / slack discussion on further actions.
- ... done.
¶ Property Report
- Nothing to report.
¶ Chairperson's Report
- Thank you to everyone that worked on our action items from the last meeting etc, good to see progress on some of our older oustanding topics.
¶ Treasurer's Report
We have has high expenses during the month of September, exceeding our income by almost $5,000. This is a significant proportion of the funds available at this time outside our reserve. Money will need to be moved from the secure account to pay October rent.
The money was mainly spent to enhance the range of activities that can be supported in the space. This includes $1,513 for welding gas and cylinders, $556.85 for transport and mobile base for our large new jointer, $336 for a battery spot welder, and $200 for an Arbortech wood carver. There was also a significant bar restock ($1,090), a promotional stall for Pride Fairday - ($1,000) a cordless vacuum for the space ($229) and $370 for food for the AGM attendees.
While these are generally planned and budgeted expenses, this level of spending will not be expected to continue. Committee members will need to be mindful that our funds are spent intentionally, and a reserve of is recommended to be agreed upon and maintained.
I have raised a separate item to review and clarify subcommittee spending and Treasurer aporoval authority in other business.
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.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 4,181.91 |
| Sponsored Membership Account | $ 2,766.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 36,948.07 |
Committed to approved projects: $2,939.57
¶ Income/Expenditure
| Income AUD | September | Last Month | Year to Date |
|---|---|---|---|
| Admin - Waste | 0 | 100 | 200 |
| Bond | 450 | 225 | 1250.36 |
| Casual | 515 | 485 | 1720 |
| Casual - Band Room | 0 | 0 | 20 |
| Consumables for Sale | 4 | 0 | 31.2 |
| Donation | 18.56 | 21.76 | 310.26 |
| Donation - Pledges/Tools | 0 | 180 | 180 |
| Donation - Sponsored Membership | 45 | 45 | 135 |
| Drinks/Snacks | 686 | 527.15 | 2273.65 |
| Equipment - Repairs/Consumables | 37.2 | 0 | 37.2 |
| Equipment Purchases/Sales | 150 | 150 | 1770.69 |
| Event - Talkshop | 548 | 570 | 1733 |
| Fundraising Income and Expenses | 49 | 0 | 49 |
| Membership | 5492.38 | 5859.91 | 19356.87 |
| Miscellaneous (Net Zero) | 108.8 | 0 | 108.8 |
| Promotional Expenses | 0 | 153.25 | 153.25 |
| Sale of Timber | 0 | 0 | 200 |
| Tool Repairs/Consumables | 0 | 0 | 13.2 |
| Tool Use/Costs - 3D Printers | 101.99 | 191 | 563.59 |
| Tool Use/Costs - CNC | 36 | 60 | 103 |
| Tool Use/Costs - Lasers | 499.2 | 43 | 650.2 |
| Tool Use/Costs - Mill | 5 | 12.5 | 77.5 |
| Workshop Consumables | 2.4 | 0 | 4 |
| Total | $8,748.53 | $8,623.57 | $30,940.77 |
| Expenses AUD | September | Last Month | Year to Date |
| Admin - Bank Fees | 33.4 | 40.52 | 195.8 |
| Admin - Electricity | 880.24 | 0 | 1952.09 |
| Admin - Internet | 205 | 205 | 701 |
| Admin - Membership Maintenance | 0 | 890 | 890 |
| Admin - Other | 44.98 | 0 | 44.98 |
| Admin - Waste | 199.1 | 99.55 | 482.35 |
| Bond | 0 | 150 | 281.26 |
| Drinks/Snacks | 1082.31 | 0 | 1083.31 |
| Equipment - Repairs/Consumables | 0 | 7.9 | 65.85 |
| Equipment Purchases/Sales | 2024.04 | 0 | 6151.84 |
| Event - Talkshop | 633.15 | 440.83 | 1970.23 |
| Fundraising Income and Expenses | 10.08 | 0 | 494.34 |
| Infrastructure - Expenses | 577.78 | 1728.08 | 2305.86 |
| IT Expenses (not internet) | 259.02 | 30 | 289.02 |
| Lease+Variable Outgoings | 4918.84 | 4918.84 | 14756.52 |
| Membership | 0 | 0 | 43.41 |
| Miscellaneous (Net Zero) | 132.05 | 0 | 132.05 |
| Promotional Expenses | 1005.04 | 0 | 1388.97 |
| Tool Purchases/Sales | 1093.15 | 0 | 3152.89 |
| Tool Repairs/Consumables | 0 | 55.77 | 82.17 |
| Tool Use/Costs - 3D Printers | 122.44 | 0 | 248.39 |
| Tool Use/Costs - Lasers | 54.54 | 0 | 54.54 |
| Volunteer Food | 374.13 | 198.25 | 572.38 |
| Workshop Consumables | 46.42 | 73.9 | 153.32 |
| Total | $13,695.71 | $8,838.64 | $37,492.57 |
| Net Cash Position AUD | September | Last Month | Year to Date |
| Total | -$4,947.18 | -$215.07 | -$6,551.8 |
¶ Expense Report
¶ Expenses Approved by Treasurer
| Date | Total | Contact | Type | Authorisation | Category |
|---|---|---|---|---|---|
| 01/09/2025 | $4,918.84 | Prime Property Agency Pty Ltd | Rent | Lease | Lease+Variable Outgoings |
| 01/09/2025 | $229.00 | Total Tools | Cordless Vacuum | Loomio | Equipment Purchases/Sales |
| 01/09/2025 | $19.99 | Siddament | Subscription | SubC - 3D | Tool Use/Costs - 3D Printers |
| 01/09/2025 | $23.70 | Bunnings | BBQ Covers | SubC - Inf | Infrastructure - Expenses |
| 01/09/2025 | $23.24 | Effie's Gourmet | Social Food | Ticket Sales | Event - Talkshop |
| 01/09/2025 | $22.91 | Ahalna Market | Social Food | Ticket Sales | Event - Talkshop |
| 01/09/2025 | $19.40 | Benara Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 01/09/2025 | $3.60 | MCQ Supermarket | Social Food | Ticket Sales | Event - Talkshop |
| 02/09/2025 | $38.60 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 02/09/2025 | $86.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 03/09/2025 | $24.70 | Coles | Drink Restock | Bar Restock | Drinks/Snacks |
| 03/09/2025 | $57.71 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 03/09/2025 | $4.70 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 04/09/2025 | $54.34 | Coles | Drink Restock | Bar Restock | Drinks/Snacks |
| 04/09/2025 | $19.55 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 04/09/2025 | $8.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/09/2025 | $1,000.00 | Pride Western Australia Inc | Fairday Stall | Loomio | Promotional Expenses |
| 05/09/2025 | $43.35 | Benara Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 05/09/2025 | $30.06 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 08/09/2025 | $21.55 | Bunnings | Couch Cleaner | Cleaning | Infrastructure - Expenses |
| 08/09/2025 | $82.73 | Taobao | Design Lab lighting | Loomio | Infrastructure - Expenses |
| 08/09/2025 | $336.30 | aliexpress | Spot Welder | Loomio | Tool Purchases/Sales |
| 08/09/2025 | $102.45 | Taobao | Print Beds | SubC - 3D | Tool Use/Costs - 3D Printers |
| 08/09/2025 | $3.04 | Bunnings | Powerboard (Event) | SubC - Inf | Equipment Purchases/Sales |
| 08/09/2025 | $5.04 | Bunnings | Banner Rope (Event) | SubC - Promo | Promotional Expenses |
| 08/09/2025 | $135.00 | IKEA | Autimation Switches | SubC IT | Infrastructure - Expenses |
| 08/09/2025 | $44.10 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 08/09/2025 | $16.87 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 10/09/2025 | $49.00 | Bunnings | Shelving for bags | SubC - Inf | Infrastructure - Expenses |
| 10/09/2025 | $880.24 | Synergy | Power bill | Utilities | Admin - Electricity |
| 15/09/2025 | $277.96 | Dan Murphys | Drink Restock | Bar Restock | Drinks/Snacks |
| 15/09/2025 | $782.47 | Costco | Drink Restock/AGM Food | Bar Restock/Loomio | Drinks/Snacks, Volunteer Food |
| 15/09/2025 | $10.92 | Bunnings | Cleaner | Cleaning | Workshop Consumables |
| 15/09/2025 | $222.98 | Spud Shed | AGM Food | Loomio | Volunteer Food |
| 15/09/2025 | $39.49 | Bentley Spices | AGM Food | Loomio | Volunteer Food |
| 15/09/2025 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 17/09/2025 | $200.00 | Renae Currie | Arbortech grinder | Pledges | Tool Purchases/Sales |
| 17/09/2025 | $64.47 | Basil's Fine Food | Social Food | Ticket Sales | Event - Talkshop |
| 18/09/2025 | $30.12 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 18/09/2025 | $7.00 | Woolworths | Social Food | Ticket Sales | Event - Talkshop |
| 19/09/2025 | $21.50 | Bunnings | Nitrile Gloves | PPE | Workshop Consumables |
| 22/09/2025 | $1,513.00 | Total Tools | Welding Gas | Loomio | Equipment Purchases/Sales |
| 22/09/2025 | $119.00 | Bunnings | Ryobi Inverter | Loomio | Equipment Purchases/Sales |
| 22/09/2025 | $10.08 | Bunnings | Glue - Rainbow Pens | Loomio | Fundraising Income and Expenses |
| 22/09/2025 | $54.54 | aliexpress | Laser Probes | SubC - Laser | Tool Use/Costs - Lasers |
| 22/09/2025 | $25.65 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 22/09/2025 | $15.58 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 23/09/2025 | $36.10 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 26/09/2025 | $14.00 | Repco | Hand Soap | Cleaning | Workshop Consumables |
| 29/09/2025 | $34.50 | Woolworths | Drink Restock | Bar Restock | Drinks/Snacks |
| 29/09/2025 | $20.00 | Coles | Drink Restock | Bar Restock | Drinks/Snacks |
| 29/09/2025 | $251.91 | Timbecon | Wheeled base for jointer | Loomio | Tool Purchases/Sales |
| 29/09/2025 | $15.00 | Altronics | Cable Sheathing for Kitchen Lights | SubC - Inf | Infrastructure - Expenses |
| 29/09/2025 | $122.14 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 29/09/2025 | $199.10 | Instant Waste | Skip Bin | Utilities | Admin - Waste |
| 30/09/2025 | $33.40 | NAB | Merchant Fees | Bank Fee | Admin - Bank Fees |
| 30/09/2025 | $291.15 | Hertz Car Rentals | Jointer Transport | Loomio | Tool Purchases/Sales |
| 30/09/2025 | $13.79 | Vibe Petrol | Jointer Transport | Loomio | Tool Purchases/Sales |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Anna | Lewis Yip | Accepted |
¶ Deferred Authorisations:
As quite significant amounts have been spent by Sub-committes this month, a number of expenses have been deferred to the full committee below. This includes a larger project - Workshop Speakers ($310.80)
| Date | Amount | Vendor | Description | Authority |
|---|---|---|---|---|
| 02/09/2025 | $160.00 | Altronics | In desk chargers,Speakers | Equipment Purchases/Sales |
| 02/09/2025 | $118.50 | Altronics | Speaker Hookups | Infrastructure - Expenses |
| 02/09/2025 | $75.00 | Altronics | Speakers | Infrastructure - Expenses |
| 05/09/2025 | $19.38 | Bunnings | Speaker Hookups | Infrastructure - Expenses |
| 08/09/2025 | $37.92 | Bunnings | Speaker Hookups | Infrastructure - Expenses |
| 16/09/2025 | $80.00 | Altronics | Charging Station | IT Expenses (not internet) |
| 17/09/2025 | $117.94 | Taobao | HUD Screen | IT Expenses (not internet) |
| 24/09/2025 | $61.08 | Altronics | Charging Cables | IT Expenses (not internet) |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve Expenses listed above | Anna | Lewis Yip | Accepted |
I have had no approval or request for the following transaction. Receipt was uploaded
- Lewis Yip: A3 laminator pouches for laminated signs for the space.
| Date | Amount | Supplier | Description |
|---|---|---|---|
| 15/09/2025 | $44.98 | Officeworks | PK100 A3 80 micron Pouch |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve Expenses listed above | Anna | Lewis Peaty | Accepted |
The following were errors which have been repaid. I paid myself in error instead of Sophie, and Fletcher's Artifactory card was incorrectly used at Altronics for a personal purchase.
| Date | Amount | Supplier | Description |
|---|---|---|---|
| 18/09/2025 | $61.08 | Renae Currie | Error - Repaid |
| 24/09/2025 | $47.72 | Altronics | Error - Repaid |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Acknowledge transactions listed above | Anna | Lewis Yip | Accepted, Renae and Fletcher abstained. |
¶ Due invoices
Figures in TidyHQ currently meaningless due to errors in invoice creation and significant stale debt with no chance of payment.
I have been working through the stale debt with Lewis Peaty and Anna, and Fletcher and I have discussed training them to assist with management officer tasks.
Motion under Membership report to write off a number of unrecoverable debts.
¶ Infrastructure Fund
| Total in Fund | $ $ 6,886.27 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ - |
¶ Membership Report
¶ Keyholder applications
- Patrick Coole
- Please read application text in advance of the meeting. (#committee channel - Tuesday 22nd at 9:21 am - use the
👀 View in appbutton.) - Agreed that while the application has some merit, the space may simply be a poor fit for Pat's circumstances.
- Lewis will discuss with Pat RE possible attendance at Women's Woodworking, noting that women are the priority for that event.
- Please read application text in advance of the meeting. (#committee channel - Tuesday 22nd at 9:21 am - use the
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Reject Patrick Coole's keyholder application at this time. | Anna | Lewis Peaty | Accepted |
¶ Current Status
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Membership Numbers.
🔴 Membership numbers are not accurate for this month. Will be revised later.
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 54 | 60 | -6 |
| Concession | 38 | 36 | +2 |
| Band | 1 | 2 | -1 |
| TOTAL | 93 | 98 | -5 |
¶ New Memberships for approval
| Date | Name | Class of membership |
|---|---|---|
| 2025-08-09 15:02:43 +0800 | Hiram Wilson | Full Membership - Monthly Subscription |
| 2025-08-18 10:11:28 +0800 | Sharif Malak | Full Membership - Monthly Subscription |
| 2025-09-27 11:25:00 +0800 | Calum McKnight | Full Membership - Monthly Subscription |
| 2025-09-29 10:10:35 +0800 | Alberto Gimenez De Los Galanes Cavallo (AJ) | Full Membership - Monthly Subscription |
| 2025-10-18 12:31:40 +0800 | Zac Cavanaugh (Cav) | Full Membership - Monthly Subscription |
| 2025-07-25 13:42:19 +0800 | Mitchell McClements | Concession Membership - Monthly Subscription |
| 2025-07-30 09:24:50 +0800 | Elspeth Stewart | Concession Membership - Monthly Subscription |
| 2025-08-02 14:53:02 +0800 | Roland Gee | Concession Membership - Monthly Subscription |
| 2025-09-20 13:32:13 +0800 | Jim Mullaney (Hypnorm) | Concession Membership - Monthly Subscription |
| 2025-09-26 01:14:42 +0800 | Vlada Barsanova (V) | Concession Membership - Monthly Subscription |
| 2025-10-01 10:58:19 +0800 | Krisandra Kevin (Cassie) | Concession Membership - Monthly Subscription |
| 2025-10-11 11:31:53 +0800 | Esteban Seon-Pheulpin | Concession Membership - Monthly Subscription |
| 2025-10-22 09:30:43 +0800 | Maxine Umana-Olson (Max) | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept all membership applications listed above | Renae | Anna | Accepted |
¶ Memberships terminated for non-payment
- Liam Holt - No inductions
- Troy Marchant - NDIS Stopped Attending
- Joe Skinner - Only paid 1st month.
- Mei-en Liao (Kimmy) - Only paid 1st month.
- Aaron Bertone - Only paid 1st month.
- Ben Scalley - Only paid 1st month,
- Mark Bolton - Only paid 1st month.
- Sarah Elsbury - Only paid 1st month.
- Madison Rogers - Billing issues, Stopped attending
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Delete outstanding invoices for terminated memberships listed above | Renae | Anna | Accepted |
¶ Jeremiah Finch
Received email from past member Jeremiah Finch enquiring about renewed membership.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Consider Jeremiah Finch's application as emergency business. | Anna | Lewis Peaty | Accepted |
| Deny Jeremiah Finch's membership application on Code of Conduct grounds. | Anna | Renae | Accepted |
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- No report submitted
¶ Rehearsal Room Coordinators
- Rehearsal room sunsets soon. Bands advised.
¶ Quartermasters
- Restock required, will action pending funds
¶ Membership Officers
-
Inductions continuing as usual, have incorporated BYO tool policy (awaiting feedback on wording)
-
New member inductions - discussion: how do we train / approve people to give this induction?
¶ Membership Storage Officer
- Lewis Peaty has stepped up as a storage officer, will be onboarded over the coming months by Fletcher
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- Had an incident with a laser probe, current probe repaired but spares ordered just in case
- A member started trialling a bed underframe
- Issues with process identified and were followed up on
- Will continue investigating
¶ IT Subcommittee
- Volunteer token system is in full swing
- Improvements to Training Tracker have been made, largely QoL improvements for trainers but also includes probationary sign offs
- Speakers have been replaced with rigged versions on the roof, no longer impedes transfer of items to ceiling and no longer a potential danger for members. (a subwoofer previously vibrated off the ceiling) - Possible due to off the cuff warehouse sale at Altronics
- Progress has been made on changing the charging situation in the social area to better support social events (we're getting rid of the turret thing)
- We're implementing a camera monitoring system so event hosts (WWW etc) can easily view cameras from the Design Lab.
- Hardware side is mostly done, software side is mostly done
¶ Promotions Subcommittee
-
Bunnings BBQ 2nd November
- Reaching out to partner organisations asking for help staffing bbq
- Square still locking us out, Fletcher working on. Need to test terminals (Payments are now being received!)
- ACTION - Fletcher - provision Square accounts.
- Need to prep promo stuff Saturday 1st after open day.
- ACTION - Anna to assist with Bunnings prep on Saturday beforehand.
-
Pride Fairday this month.
¶ Associate Memberships Panel
No applications received
¶ Infrastructure Subcommittee
- Progress continues on Design Lab upgrades
- Uplighting is in prototyping
- Charging pads being added to workstations to further reduce phone clutter on social table (we got a deal thanks to damaged boxes)
- Minor issues with the compressor fittings
- Will need a replacement part, system is only partially operational
- Significant progress being made on sublimation printers, should be ready to test once new ink arrives - Thanks V!
- Metal lathe is back in operation
- Once it's been stable for a week we'll roll out the six months of free use for donors offer previously motioned
- Investigating ways to smooth out the setup for social events, starting to get larger
- Supplies have been sourced to finish out the cosmetic side of the kitchen lighting
- Somewhat difficult to put in place due to height, will require a few people
- Started cleaning up more of the courtyard to better place the BBQ
- Still needs work, wasn't in shade for Saturday lunch (a priority)
- Replacement Sawstop cartridge has arrived (not the warranty one)
- Waiting on gas from Total Tools, issue was the minimum order for the store itself
- Now that we have a better understanding of the underlying timeframe constraints we can plan better - will work with TT directly for this part
¶ 3D Printers Subcommittee
- We've stocked up on beds for the A1 Minis
- Previous bed stock ups have come from Fletcher's pocket
- Sovol is operational
- No significant progress on Modix, next step requires a drive to Capral Aluminium (metal supplier) the current volunteers can't complete themselves
¶ Event/Workshop Coordinator Reports
News and discussions on events.
* Denotes run by non-members
¶ Tech
- Arduino U - (Coordinators: Blake, Stewart) - Business as usual, a touch quiet
¶ Social
- Talkshop Wednesday (Coordinator: Fletcher, Steve) - Busy, 10+ attendees is the norm now
- Saturday Lunch (Coordinator: Fletcher, Steve) - Busy, 10+ attendees is the norm now
- Board Game Afternoon (Coordinator: Anna, Ilke, Tom) - Ran, AF members attended and had fun, no external attendees
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) - No reported issues, 20 casual attendees
¶ General
- General Hacking Day (Coordinator: Committee) - Business as usual
- Open Day (Coordinator: Fletcher) - Busy, adequate volunteers to meet demand
- Metal Monday (Coordinator: Ben, Lewis) - Running, quiet, but people are getting to do the things they want.
- Wednesday Woodworking (Coordinators: Renae, Penny, Alice) -
- Business as usual - 2 new members joined up.
- Thankyou to Fletcher for providing support in Penny's absence.
¶ Other
- Showcase Saturday
- New event concept to showcase 1 tool per month.
- Objectives
- "...a monthly event that gives you an opportunity to gain experience with tools and techniques you otherwise wouldn't get to!"
- Increase member engagement
- 2 hour session with group attendance - requires some prior prep so every attendee gets to Do The Thing that the session is focussed on, within that session.
- A training / induction signoff is NOT an outcome of these sessions.
- Ran, thank you Tom for showing us Biscuit Jointers.
- Program of sessions planned out to April.
- Currently looking for ideas/volunteers to run sessions on Jan 10th and Feb 14th.
- May need to charge a cover fee for materials.
Bayswater Women’s Workshop visit (Renae)
- 6 members of Bayswater Womens Workshop attended to prepare materials for their future courses. Hosted by Ren, Fletcher, Anna and Penny.
- Very positive morning, attendees had a great time and want to collaborate more in future.
- BWW paid the casual attendees cost for attendees and paid for our volunteer lunches.
- There is potential for them to apply for grants to pay for combined events in future.
¶ Loomio Review
- Review outstanding Loomio threads
¶ Other Business
¶ Subcommittee Spending and Treasurer approvals
As mentioned in the Treasurer's report, there has been significant expenditure by subcommittee chairs which was not approved elsewhere.
September:
- IT Subcommittee - $687.52 (Workshop Speakers, HUD Screen, Design Lab Charging Station, Replacement system for charging phones near social table )
- Infrastructure Subcommittee $208.04 (Workshop Speakers,Bag Shelving, BBQ Covers)
- 3D Printer Subcommittee - $122.44 (Printer Beds, Subscription)
- Laser Subcommittee - $54.54 (Probe)
- Promotions Subcommittee - $5.04 (Rope)
Each transaction was individually under $150 (or split between sub-committes) I want to clarify the scope and intention of the committee in delegating the expenditure authority, and the expectations around reporting.
In my opinion, all of the expenses were appropriate and added value to the space, my query is around the extent to which the committee want to be involved and/or informed.
My thoughts are that any project or item total exceeding $50 should be included in the relevant monthly subcommittee report to the committee.
I would like clarity on committee preferences as to what should be approved by the treasurer vs deferred to committee meeting.
- Wide ranging discussion on this topic.
¶ 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: 2025-11-22, 13:00 4 weeks
Minutes: 2025-11-22
¶ Action Summary
¶ Previous periods
- Tegan - Loomio thread regarding sale of 3D printed toys.
- Fletcher - define CROC sponsorship arrangements - post AGM.
- Fletcher - review list of keyholders who are also expired laser operators.
- Fletcher - Raise Loomio thread regarding use cases and stakeholders for the rehearsal room
- Fletcher - update fire (hot works) and related inductions to account for compressed gas storage
- Need to do training refreshers for all people with existing inductions.
- Lewis - progress selling items at White Dwarf Books.
- Lewis, Fletcher, Renae - sense check the BYO tools policy before raising it for adoption.
- Lewis - Raise Loomio thread regarding defining / appointing chairs of subcommittees.
- Lewis, Renae, Fletcher - Draft changes to expense approval bylaws regarding a) delegated expense limits for subcommittees, and b) delegations from the treasurer. - See other business
¶ Current period
- Fletcher - provision Square accounts in advance of Bunnings on 2nd Nov.
- Anna - assist with Bunnings prep for Sun 2nd Nov on Saturday beforehand.