¶ Committee Meeting - 2025-11-22
Previous meeting: 2025-10-25
Next meeting: NNNN-NN-NN
Scheduled start: 2025-11-22, 13:00
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
- Johannes Chuah (Arr 13:20)
- Lewis Peaty
- Lewis Yip
- Renae Currie
- Tegan Murphy
-
Apologies: Nil
-
Absent:
- Joshua Rospondek
-
Observing: Nil
-
Minute taker: Lewis Yip
-
Chair: Fletcher Boyd
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 13:03
- Closed: 13:50
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-10-25
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept minutes | Renae Currie | Anna Whitlock | Accepted |
¶ Review Previous Meeting's Action Items
¶ Outstanding
- Tegan - Loomio thread regarding sale of 3D printed toys.
- Waiting on store owner
- Fletcher - define CROC sponsorship arrangements - post AGM.
- Fletcher - review list of keyholders who are also expired laser operators.
- 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.
- Need to do training refreshers for all people with existing inductions.
- Lewis - progress selling items at White Dwarf Books.
- Has progressed, waiting on WDB staff to return from leave.
- Lewis - Raise Loomio thread regarding defining / appointing chairs of subcommittees.
- Will look this afternoon.
- 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
- Resolved by other means. Closed.
¶ Completed
- Fletcher - provision Square accounts in advance of Bunnings on 2nd Nov.
- Anna - assist with Bunnings prep for Sun 2nd Nov on Saturday beforehand.
- Lewis, Fletcher, Renae - sense check the BYO tools policy before raising it for adoption.
- Fletcher - Raise Loomio thread regarding use cases and stakeholders for the rehearsal room
¶ Review Online Motions
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2025-11-08 10:05:12 | 2025-11-11 10:01:17 | Approve $200 for purchase of replacement multi-tool from the Infrastructure and Equipment Fund | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Multitool purchased |
N/A |
| 2025-11-05 08:47:27 | 2025-11-08 09:02:56 | MOTION: Remove references to the rehearsal room from all membership classes | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | All membership classes have been updated to remove references to the rehearsal room. | View on Loomio |
| 2025-11-03 04:34:02 | 2025-11-06 04:01:43 | Approve a further $300 for purchase of supplies for fundraising bbq General Fund | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | Funds spent on BBQ supplies |
N/A |
| 2025-10-29 05:07:54 | 2025-10-31 06:30:56 | Approve $1000 for purchase supplies for the 2nd Nov Bunnings BBQ (General Fund) | 👍: 9 🤷♂️: 0 👎: 0 |
✅Passed | $1000 budget for Bunnings BBQ supplies approved. |
N/A |
¶ Correspondence
- Rent increase - has been actioned.
- Incoming email from Bunnings - no action required.
¶ Documents Executed
- Nil
¶ Incident Reports
- (Continuing from previous month) - RE: A member left the space abruptly during laser cutting
- Have met with the member to discuss.
- Refer Loomio thread for outcomes of discussion.
- No further action required at this time.
¶ Property Report
- Nil
¶ Chairperson's Report
- We definitely need to continue to focus on the first stage of the membership funnel, the latter stages seem to be running smoothly.
- Thank to everyone that helped with Bunnings! And good luck at the fair tomorrow!
- Great to see use of the token system is accelerating.
- 470h recorded for October, already at 460h for November - haven't investigated whether this is significant uptick in new volunteers or skewed by specific people. (There's a bit of a outlier/Spiders Georg situation that makes some processing difficult, we're working on a solution.
¶ 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.
Our costs have gone up as a result of a 4.5% CPI increase to our lease. This does not require any immediate changes to our way of operating, but it does eat up some of the comfort buffer we had. Continuing to be mindful of expenditure, and ensuring membership invoices are paid regularly will suffice for now.
Motion: Appoint Lewis Peaty as Deputy Treasurer. Assistance has been invaluable.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Appoint Lewis Peaty as Deputy Treasurer | Renae Currie | Anna Whitlock | Accepted |
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 8,387.81 |
| Sponsored Memberships | $ 2,956.16 |
| Secure Account | $ 25,000.00 |
| TOTAL | $ 36,343.97 |
¶ Income/Expenditure
| Income AUD | October 2025 | Last Month | YTD |
|---|---|---|---|
| Admin - Waste | $0.00 | $0.00 | $200.00 |
| Bond | $575.36 | $450.00 | $1,385.36 |
| Casual | $675.00 | $515.00 | $2,415.00 |
| Casual - Band Room | $0.00 | $0.00 | $20.00 |
| Consumables for Sale | $4.00 | $4.00 | $31.20 |
| Donation | $13.04 | $18.56 | $310.26 |
| Donation - Pledges/Tools | $19.02 | $0.00 | $237.56 |
| Donation - Sponsored Membership | $45.00 | $45.00 | $225.00 |
| Drinks/Snacks | $636.98 | $686.00 | $2,525.13 |
| Equipment - Repairs/Consumables | $0.00 | $37.20 | $37.20 |
| Equipment Purchases/Sales | $150.00 | $150.00 | $1,870.69 |
| Event - Talkshop | $620.00 | $548.00 | $2,233.00 |
| Fundraising Income and Expenses | $20.00 | $49.00 | $3,999.65 |
| Membership | $5,038.06 | $5,492.38 | $25,899.81 |
| Miscellaneous (Net Zero) | $0.00 | $108.80 | $108.80 |
| Promotional Expenses | $0.00 | $0.00 | $153.25 |
| Sale of Timber | $0.00 | $0.00 | $600.00 |
| Tool Repairs/Consumables | $13.20 | $0.00 | $13.20 |
| Tool Use/Costs - 3D Printers | $93.00 | $101.99 | $709.09 |
| Tool Use/Costs - CNC | $18.00 | $36.00 | $117.00 |
| Tool Use/Costs - Lasers | $76.00 | $499.20 | $760.20 |
| Tool Use/Costs - Mill | $0.00 | $5.00 | $77.50 |
| Volunteer Food | $0.00 | $0.00 | $5.00 |
| Workshop Consumables | $1.60 | $2.40 | $4.00 |
| Total | $7,998.26 | $8,748.53 | $43,937.90 |
| Expenses AUD | October 2025 | Last Month | YTD |
| Admin - Bank Fees | $31.02 | $33.40 | $226.82 |
| Admin - Electricity | $0.00 | $880.24 | $2,826.52 |
| Admin - Internet | $291.00 | $205.00 | $906.00 |
| Admin - Membership Maintenance | $0.00 | $0.00 | $890.00 |
| Admin - Other | $0.00 | $44.98 | $44.98 |
| Admin - Waste | $0.00 | $199.10 | $482.35 |
| Bond | $100.00 | $0.00 | $1,606.26 |
| Drinks/Snacks | $0.00 | $1,082.31 | $1,167.28 |
| Equipment - Repairs/Consumables | $0.00 | $0.00 | $65.85 |
| Equipment Purchases/Sales | $0.00 | $2,024.04 | $6,151.84 |
| Event - Talkshop | $666.59 | $633.15 | $2,589.00 |
| Fundraising Income and Expenses | $43.44 | $10.08 | $1,764.09 |
| Infrastructure - Expenses | $0.00 | $577.78 | $2,305.86 |
| IT Expenses (not internet) | $0.00 | $259.02 | $289.02 |
| Lease+Variable Outgoings | $6,644.86 | $4,918.84 | $26,320.22 |
| Membership | $0.00 | $0.00 | $43.41 |
| Miscellaneous (Net Zero) | $0.00 | $132.05 | $132.05 |
| Promotional Expenses | $0.00 | $1,005.04 | $1,395.87 |
| Tool Purchases/Sales | $86.75 | $1,093.15 | $3,239.64 |
| Tool Repairs/Consumables | $388.65 | $0.00 | $444.42 |
| Tool Use/Costs - 3D Printers | $0.00 | $122.44 | $248.39 |
| Tool Use/Costs - Lasers | $0.00 | $54.54 | $54.54 |
| Volunteer Food | $0.00 | $374.13 | $637.38 |
| Workshop Consumables | $33.00 | $46.42 | $153.32 |
| Total | $8,285.31 | $13,695.71 | $53,985.11 |
| Net Cash Position AUD | October 2025 | Last Month | YTD |
| Total | -$287.05 | -$4,947.18 | -$10,047.21 |
¶ Expense Report
| Date | Total | Contact | Item | Authorisation | Category |
|---|---|---|---|---|---|
| 02/10/2025 | $43.44 | Bunnings | Supaglue - Pride | Loomio - Pride | Fundraising Income and Expenses |
| 03/10/2025 | $190.00 | Total Tools | Sawstop cartridge | Loomio | Tool Repairs/Consumables |
| 03/10/2025 | $86.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 03/10/2025 | $26.40 | Bunnings | Steel wool | Loomio - Tool adaption | Tool Repairs/Consumables |
| 06/10/2025 | $18.40 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 06/10/2025 | $13.08 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 06/10/2025 | $12.00 | Krusty Kob | Social Food | Ticket Sales | Event - Talkshop |
| 06/10/2025 | $10.00 | Bunnings | Dustpan&Broom | Cleaning | Workshop Consumables |
| 07/10/2025 | $31.90 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 09/10/2025 | $23.00 | Chemist Warehouse | Dishwasher Tablets | Cleaning | Workshop Consumables |
| 13/10/2025 | $90.00 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 13/10/2025 | $20.00 | Krusty Kob | Social Food | Ticket Sales | Event - Talkshop |
| 13/10/2025 | $17.65 | Coles | Cooking oil | Ticket Sales | Event - Talkshop |
| 13/10/2025 | $10.20 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 15/10/2025 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 16/10/2025 | $126.00 | Bunnings | LPG Refills | Loomio | Event - Talkshop |
| 16/10/2025 | $46.60 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 16/10/2025 | $45.20 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 16/10/2025 | $25.20 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 17/10/2025 | $83.00 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 17/10/2025 | $28.47 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 20/10/2025 | $86.75 | Bunnings | Ute Hire -TADWA | Loomio | Tool Purchases/Sales |
| 20/10/2025 | $26.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 20/10/2025 | $16.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 20/10/2025 | $7.99 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 21/10/2025 | $5,078.34 | Prime Property Agency Pty Ltd | Lease | Lease | Lease+Variable Outgoings |
| 21/10/2025 | $1,566.52 | Prime Property Agency Pty Ltd | V/O adjustment | Lease | Lease+Variable Outgoings |
| 22/10/2025 | $80.00 | Rainbow Vinyl | Sublimation Dye | Loomio | Tool Repairs/Consumables |
| 22/10/2025 | $57.70 | aliexpress | Sublimation printer parts | SubC Inf | Tool Repairs/Consumables |
| 27/10/2025 | $48.90 | Flinders Fruit and Veg | Social Food | Ticket Sales | Event - Talkshop |
| 27/10/2025 | $12.55 | Australia Post | Sawstop postage | Loomio | Tool Repairs/Consumables |
| 30/10/2025 | $22.00 | Bunnings | Steel wool | Loomio - Tool adaption | Tool Repairs/Consumables |
| 31/10/2025 | $86.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 31/10/2025 | $31.02 | NAB | Merchant Fees | Bank Fee | Admin - Bank Fees |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Ben Connor | Anna Whitlock | Accepted |
¶ Due invoices
- Overdue - $5100
- <30 days - $1,145
- Over 12 months $1,185
¶ Memberships terminated for non-payment
- Richard Mogie
- Kristee Page
- David Aldred
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Delete outstanding invoices for terminated memberships listed above | Renae Currie | Anna Whitlock | Accepted |
¶ Infrastructure Fund
| Total in Fund | $ 6,886.27 |
|---|---|
| Donations Received | $ 0 |
| Donation Matching | $ 0 |
| ------------------------------------------ | ------------ |
| Expense | -$ 0 |
¶ Membership Report
¶ Current Status
As at 2025-11-20.
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 56 | 54 | +2 |
| Concession | 42 | 38 | +4 |
| Band | 0 | 1 | -1 |
| TOTAL | 98 | 93 | +5 |
¶ New Memberships for approval
| Date | Name | Class of membership |
|---|---|---|
| 2025-11-03 12:46:07 +0800 | Daniel Harrison (Dardonel) | Full Membership - Monthly Subscription |
| 2025-11-09 13:45:02 +0800 | Simon Fitzpatrick | Full Membership - Monthly Subscription |
| 2025-11-11 19:14:14 +0800 | Wayne Andrews | Full Membership - Monthly Subscription |
| 2025-11-14 12:19:47 +0800 | Steve Meyers | Full Membership - Monthly Subscription |
| 2025-11-14 13:25:16 +0800 | Victor Kicinski | Full Membership - Monthly Subscription |
| 2025-07-25 13:42:19 +0800 | Mitchell McClements | Concession Membership - Monthly Subscription |
| 2025-09-06 16:44:31 +0800 | Richard Hatwell (rich) | Concession Membership - Monthly Subscription |
| 2025-09-07 14:28:29 +0800 | Loc Ngo | Concession Membership - Monthly Subscription |
| 2025-10-31 15:17:49 +0800 | Alex Knoop (Savage) | Concession Membership - Monthly Subscription |
| 2025-11-10 12:16:52 +0800 | Daniel Wallis-Barker | Concession Membership - Monthly Subscription |
| 2025-11-19 09:36:53 +0800 | Camila Portuguez Souse | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Renae Currie | Anna Whitlock | Accepted |
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- Nothing to report
¶ Quartermasters
- Stock is largely running okay, had a minor stock issue with Costco that we'll hopefully resolve next week.
- Will look at cold things for summer
¶ Membership Officers
- Somewhat large (6) person member induction last week, there'll be a little bit of a strain on the rest of the membership pipeline as they acclimatise
| Motion | Moved by | Seconded by | Status |
|---|---|---|---|
| Issue RFID key for member Richard Hatwell | Anna Whitlock | Johannes Chuah | Accepted |
¶ Membership Storage Officer
- Lewis Peaty appointed to the role
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- Training requests in our area are being met in a timely fashion
- 3 new faces at maintenance, productive evening
- Found an issue with Big Red's head
- Causing alignment issues that means we burn through lenses faster and maintenance takes more time
- Replacement head is around $100, ordering
¶ IT Subcommittee
- Work on the design HUD continues, most functionality is there and the system is in use
- Feedback has been positive
- Should we introduce the same system to other areas of the space? (eg, machine room)
- Discussed - machine room, craft room, laser area
- General improvements to Training Tracker, Volunteer Tokens, and Pledge Bot were completed
- Interfaces should be a bit more responsive (less affected by TidyHQ being slow)
- Work on a member portal has begun
- This wasn't a planned project, it just kinda started
- Ready for supervised testing now but otherwise please leave it alone (access fills up the logs in confusing ways when debugging)
- At some point in the next six months will likely require the org to pay for a MYOB subscription ~$50/mo to develop certain features. (cost will be offset by savings down the line)
¶ Promotions Subcommittee
¶ Bunnings BBQ Report
Bunnings BBQ went really well.
- Thank you to all volunteers, especially Aaron Mathews and Kira Sparrow who did all the prep for the day.
- Very smoothly run.
- Did not get the number of volunteers hoped for, but had significant contributions from a number of legends.
Total of 13 volunteers.
- 8 Artifactory members
- 2 from Bayswater Women's Shed
- 3 of Renae's friends volunteered on the day.
- Would need more people willing to help to agree to take this on again.
| BBQ | |||
| Income | Cash | $ 832.65 | |
| EFTPOS | $ 3,016.00 | ||
| Misc | $ 11.00 | ||
| Cost | -$ 1,266.57 | ||
| Net | $ 2,593.08 | ||
| Promo table | |||
| Income | Cash | $ 30.00 | |
| EFTPOS | $ 339.50 | ||
| Cost | Square fees | -$ 9.48 | |
| Net | $ 360.02 | ||
| Grand total | $ 2,953.10 |
¶ Upcoming Pride Fairday Stall
- Stall to be held tomorrow 23rd October
- 10 volunteers helping out throughout the day, split into 2 shifts
- Others have helped out with preparing items for sale
- A bigger marquee has been booked this year after the success last year. ($1000 raised, plus an Anna gained)
- Pride also had a "club day" this year. Unsure if this is worth participating in next year, difficult to get volunteers as it was run on a Saturday (today)
- Will be looking for help loading Penny's van tonight
¶ Associate Memberships Panel
No applications received
¶ Infrastructure Subcommittee
- Training requests in our area are being met in a timely fashion
- The design lab lighting has taken a back seat to other projects
- Lights installed in the spray booth, give them a go!
- Work continues on sorting the electronics lab
- Our new gas bottles have arrived
- Will continue setup with Kamil
- Yellow fridge trolley has been temporarily claimed as a storage location for one of the bottles
- ACTION - Signage required to shed.
- Work on the craft room has begun
- Likely looking at around $1k to redo the walls/ceiling
- Design is fairly robust and reflects the predicted use of the room (kickboards etc) and the available skillsets (no one wants to do plastering)
- Budget proposal will go up in Loomio
- Call out for donations for the room fitout
¶ 3D Printers Subcommittee
- The influx of interested members is causing a bit of a delay in training
- We're working through the backlog
¶ 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. 3 AF members, 2 members of the public.
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) - No reported issues.
¶ General
- General Hacking Day (Coordinator: Committee) - Busy but running well
- Open Day (Coordinator: Fletcher) - Running well, the latest wave of volunteers has settled in
- Metal Monday (Coordinator: Ben, Lewis) - Active as a general workshop event.
- Wednesday Woodworking (Coordinators: Renae, Penny, Alice) -
- Small regular group forming, have introduced weekly lunches.
- 1 new membership.
- Thanks Fletcher for helping out.
- Showcase Saturday (Coordinator: Fletcher) -
- Ran - Lewis - vinyl cutting.
- Tom and Ilke helped with prep - thank you!
- 6 attendees.
- Some scheduling conflict with tool training - people jumped in and jumped to attend other training - a bit disruptive.
- Did pull in a couple of members who didn't know the event was on in advance - good!
- Next session - sand blasting with Lewis - Dec 13th.
- ACTION: Check in with Ben Connor - maybe can run taps and dies again, filing and fitting?
¶ Other
- Nil other events.
¶ Loomio Review
-
Review outstanding Loomio threads
-
Dust extraction thread (Ben Connor) remains open - move to infrastructure.
¶ 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: 2025-12-14, 13:00 4 weeks
Minutes: 2025-12-14
¶ Action Summary
-
LIST ACTIONS AND ACTIONEES
-
Fletcher / Lewis - Check in with Ben Connor regarding a Showcase Saturday session for January.
¶ Review Previous Meeting's Action Items
¶ Outstanding
- 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 - update fire (hot works) and related inductions to account for compressed gas storage
- Need to do training refreshers for all people with existing inductions.
- Need to do training refreshers for all people with existing inductions.
- Lewis - progress selling items at White Dwarf Books.
- Has progressed, waiting on WDB staff to return from leave.
- Lewis - Raise Loomio thread regarding defining / appointing chairs of subcommittees.
- Will look this afternoon.