¶ Committee Meeting - 2026-01-24
Previous meeting: 2025-12-14
Next meeting: NNNN-NN-NN
Scheduled start: 2026-01-24, 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: REMOVE NOT PRESENT
- Anna Whitlock
- Ben Connor
- Fletcher Boyd
- Johannes Chuah
- Joshua Rospondek
- Lewis Peaty
- Lewis Yip
- Renae Currie
- Tegan Murphy
-
Apologies: NAMES
-
Absent: NAMES
-
Observing: NAMES
-
Minute taker: LewisY
-
Chair: Fletcher
-
Quorum present (4 committee members): YES/NO
¶ Meeting Times
- Opened: OPEN
- Closed: CLOSE
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2025-12-14
- DISCUSSION
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| MOTION TEXT | MOVER | SECONDER | Accepted/Rejected |
¶ Review Previous Meeting's Action Items
- Lewis Yip - Correspondence - Next step is to reach out to Curtin Design and ask them to come down to the space for a chat. What are they after, what are they offering?
- Lewis Peaty - Membership - reach out to Tylar Gill, Emily Osborne regarding their membership applications. Touch base with JC for template of email.
- Lewis Yip - Membership - review previous monthly minutes to check for "members awaiting approval" that shouldn't have been marked approved in TidyHQ.
- Lewis Yip - Quartermaster - announce price of chocolate to increasing from $2.00 to $2.50.
- Fletcher - Membership - look into generating a report on membership churn.
- Renae - Associate Membership Panel - nominate a chairperson for the Associate Membership Panel and raise this for approval on Loomio.
¶ Carried over from previous months
-
Fletcher / Lewis - Events - Check in with Ben Connor regarding a Showcase Saturday session for January.
-
Tegan - General - Loomio thread regarding sale of 3D printed toys.
-
Fletcher - Associate Membership Panel - define CROC sponsorship arrangements - post AGM.
-
Fletcher - Lasers - review list of keyholders who are also expired laser operators.
-
Fletcher - Infrastructure - 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.
-
Action item
¶ Review Online Motions
Note to the secretary (delete after reading)
This section requires manual preparation before the meeting.
As per our bylaw on online motions,
The details of each online motion must be recorded in the minutes of the next committee meeting. The details recorded must include:
- The full text of the online motion; and
- The result of the online motion, e.g. passed, failed, lapsed, or withdrawn.
You can get the text and results of online motions by copy pasting out of Loomio.
Also note that the start of a committee meeting causes all outstanding online motions to lapse.
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| XXXX.XX.XX | XXXX.XX.XX | The text of the motion | Passed/Rejected/Lapsed |
¶ Correspondence
- CORRESPONDENCE
¶ Documents Executed
Note to the Secretary (delete after reading)
Record any documents that the Association has executed since the last committee meeting.
Note the requirements of s66 of the Constitution regarding who can execute documents on behalf of the Association.
¶ Incident Reports
- INCIDENTS - note any that are reported and discuss if needed
¶ Property Report
- PROPERTY
¶ Chairperson's Report
- CHAIRPERSON
¶ 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 continue to be met, as membership numbers stay strong.
Overdue invoices report done, with current members with overdue invoices all contacted last week. Fletcher has list to go through resigned members.
Issue with insufficient social food payments resolved this month. Thank you to everyone who helped with nudging or passing terminal around.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 13,552.71 |
| Sponsored Memberships | $ 3,091.16 |
| Secure Account | $ 25,000.00 |
| TOTAL | $ 41,643.87 |
¶ Income/Expenditure
| Income | December 2025 | Previous Month | Year To Date |
|---|---|---|---|
| Admin - Waste | $0.00 | $0.00 | $200.00 |
| Bond | $294.10 | $360.00 | $2,039.46 |
| Casual | $90.00 | $360.00 | $2,825.00 |
| Casual - Band Room | $0.00 | $0.00 | $20.00 |
| Consumables for Sale | $0.00 | $1.50 | $34.70 |
| Donation | $2,482.92 | $222.76 | $3,015.94 |
| Donation - Pledges/Tools | $871.99 | $90.54 | $1,161.55 |
| Donation - Sponsored Membership | $45.00 | $45.00 | $270.00 |
| Drinks/Snacks | $717.75 | $511.75 | $3,919.93 |
| Equipment - Repairs/Consumables | $0.00 | $0.00 | $37.20 |
| Equipment Purchases/Sales | $0.00 | $500.00 | $2,270.69 |
| Event - Talkshop | $685.00 | $380.00 | $3,693.00 |
| Fundraising Income and Expenses | $0.00 | $5,394.67 | $5,463.67 |
| Membership | $5,363.57 | $7,428.19 | $35,517.34 |
| Miscellaneous (Net Zero) | $75.00 | $75.00 | $258.80 |
| Promotional Expenses | $0.00 | $0.00 | $153.25 |
| Sale of Timber | $0.00 | $400.00 | $600.00 |
| Tool Purchases/Sales | $20.00 | $0.00 | $20.00 |
| Tool Repairs/Consumables | $1.00 | $0.00 | $14.20 |
| Tool Use/Costs - 3D Printers | $181.00 | $107.00 | $956.59 |
| Tool Use/Costs - CNC | $30.00 | $0.00 | $147.00 |
| Tool Use/Costs - Lasers | $225.00 | $71.00 | $1,027.20 |
| Tool Use/Costs - Mill | $0.00 | $0.00 | $102.50 |
| Volunteer Food | $0.00 | $5.00 | $5.00 |
| Workshop Consumables | $6.00 | $1.60 | $11.60 |
| Total | $11,088.33 | $15,954.01 | $63,764.62 |
| Expenses | December 2025 | Previous Month | Year To Date |
|---|---|---|---|
| Admin - Bank Fees | $33.81 | $74.15 | $334.78 |
| Admin - Electricity | $0.00 | $874.43 | $2,826.52 |
| Admin - Internet | $205.00 | $119.00 | $1,230.00 |
| Admin - Membership Maintenance | $0.00 | $0.00 | $890.00 |
| Admin - Other | $0.00 | $0.00 | $44.98 |
| Admin - Waste | $99.55 | $199.10 | $781.00 |
| Bond | $594.10 | $1,300.00 | $2,125.36 |
| Consumables for Sale | $44.70 | $0.00 | $44.70 |
| Drinks/Snacks | $203.93 | $567.87 | $1,855.11 |
| Equipment - Repairs/Consumables | $212.67 | $64.40 | $342.92 |
| Equipment Purchases/Sales | $0.00 | $0.00 | $6,151.84 |
| Event - Talkshop | $594.30 | $849.27 | $4,026.50 |
| Fundraising Income and Expenses | $0.00 | $1,385.27 | $1,879.61 |
| Infrastructure - Expenses | $218.15 | $0.00 | $2,524.01 |
| IT Expenses (not internet) | $3,024.65 | $0.00 | $3,432.67 |
| Lease+Variable Outgoings | $5,085.00 | $5,084.99 | $36,656.37 |
| Membership | $0.00 | $0.00 | $43.41 |
| Miscellaneous (Net Zero) | $150.00 | $0.00 | $282.05 |
| Promotional Expenses | $0.00 | $12.45 | $1,401.42 |
| Tool Purchases/Sales | $0.00 | $199.00 | $3,438.64 |
| Tool Repairs/Consumables | $92.00 | $0.00 | $536.42 |
| Tool Use/Costs - 3D Printers | $0.00 | $0.00 | $248.39 |
| Tool Use/Costs - Lasers | $0.00 | $0.00 | $54.54 |
| Volunteer Food | $65.40 | $148.03 | $785.81 |
| Workshop Consumables | $0.00 | $278.06 | $431.38 |
| Total | $10,623.26 | $11,156.02 | $72,368.43 |
| Net Cash Position | December 2025 | Previous Month | Year To Date |
|---|---|---|---|
| Total | $465.07 | $4,797.99 | -$8,603.81 |
¶ Expense Report
| Date | Total | Supplier | Type | Authorisation | Category |
|---|---|---|---|---|---|
| 01/12/2025 | $21.90 | Total Tools | MAPP Gas | SubC - Inf | Equipment - Repairs/Consumables |
| 01/12/2025 | $34.83 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 01/12/2025 | $12.80 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 01/12/2025 | $6.04 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 01/12/2025 | $5,085.00 | Prime Property Agency Pty Ltd | Lease | Lease | Lease+Variable Outgoings |
| 02/12/2025 | $47.40 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 02/12/2025 | $18.00 | Coles | Drinks | Bar Restock | Drinks/Snacks |
| 03/12/2025 | $86.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 03/12/2025 | $38.54 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 03/12/2025 | $11.98 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 03/12/2025 | $3.30 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 03/12/2025 | $75.00 | Alex George | Membership Overpayment Refund | Overpayment | Miscellaneous (Net Zero) |
| 03/12/2025 | $92.00 | Timbecon | Router Bit | Pledges | Tool Repairs/Consumables |
| 04/12/2025 | $75.00 | Jackson Harvey | Membership Overpayment Refund | Overpayment | Miscellaneous (Net Zero) |
| 05/12/2025 | $44.70 | Bunnings | Earplugs for sale | PPE | Consumables for Sale |
| 08/12/2025 | $871.99 | ConnectingUp.org | Monitors | Pledges | IT Expenses (not internet) |
| 08/12/2025 | $59.44 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 08/12/2025 | $20.73 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 08/12/2025 | $12.00 | Krusty Kob | Social Food | Ticket Sales | Event - Talkshop |
| 09/12/2025 | $34.35 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 09/12/2025 | $23.06 | Altronics | Dock Cable | subC IT | IT Expenses (not internet) |
| 09/12/2025 | $50.00 | Innaloo Kebabs | Volunteer Food | Volunteer Food - Infra FB | Volunteer Food |
| 09/12/2025 | $15.40 | Zambreros | Volunteer Food | Volunteer Food - Infra FB | Volunteer Food |
| 10/12/2025 | $164.25 | Bunnings | Feast Table Parts | Loomio - Feast Table | Infrastructure - Expenses |
| 10/12/2025 | $53.90 | Bunnings | Feast Table Wheels | Loomio - Feast Table | Infrastructure - Expenses |
| 11/12/2025 | $85.14 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 11/12/2025 | $41.36 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 11/12/2025 | $20.00 | Bunnings | Drinks | Bar Restock | Drinks/Snacks |
| 15/12/2025 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 15/12/2025 | $165.93 | Costco | Drinks | Bar Restock | Drinks/Snacks |
| 16/12/2025 | $225.00 | Adam Gardner | Bond Refunds | Bond Refunds | Bond |
| 17/12/2025 | $150.00 | Aaron Kim | Bond Refunds | Bond Refunds | Bond |
| 17/12/2025 | $22.00 | Web in a box | Domail Name | Utilities | IT Expenses (not internet) |
| 18/12/2025 | $47.69 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 18/12/2025 | $12.94 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 18/12/2025 | $2,107.60 | ConnectingUp.org | Monitors | Pledges | IT Expenses (not internet) |
| 20/12/2025 | $225.00 | David Bucur | Bond Refunds | Bond Refunds | Bond, Gateway Fee |
| 22/12/2025 | $56.35 | Bunnings | Air Fittings | SubC - Inf | Equipment - Repairs/Consumables |
| 22/12/2025 | $46.90 | Bunnings | Dishwasher Hoses | Loomio - Dishwasher | Equipment - Repairs/Consumables |
| 22/12/2025 | $74.54 | Bunnings | Dishwasher Hoses | Loomio - Dishwasher | Equipment - Repairs/Consumables |
| 24/12/2025 | $12.98 | Bunnings | 9V Batteries | SubC - Inf | Equipment - Repairs/Consumables |
| 29/12/2025 | $99.55 | Instant Waste | Skip Bin | Utilities | Admin - Waste |
| 29/12/2025 | $125.76 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 31/12/2025 | $33.81 | NAB | Merchant Fee | Bank Fee | Admin - Bank Fees |
| Motion Text | Moved by | Seconded by | Status | ||
| ----------- | ----------- | ----------------- | ----------------- | ||
| Accept Expenses as reported above | Renae | SECONDER | Accepted/Rejected |
¶ Due invoices
Total Overdue - $5,565
Due December 2025 - $1,020 (16)
Due November 2025 - $540 (8)
Older - $4,005
¶ Memberships cancelled due to non-payment of invoices
Timothy Stewart - $90
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off amounts above as unrecoverable | MOVER | SECONDER | Accepted/Rejected |
¶ Infrastructure Fund
| Total in Fund | $ 6,291.33 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ 339.59 |
Dishwasher Repair - $121.44
Feast Table Build Part 1 - $218.15
¶ 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 | xxx | xxx | +xx |
| Concession | xxx | xxx | +xx |
| Band | xxx | xxx | +xx |
| TOTAL | xxx | xxx | +xx |
¶ New Memberships for approval
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Members awaiting approval.
After the meeting, go into TidyHQ and mark the members as approved.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | MOVER | SECONDER | Accepted/Rejected |
¶ Memberships ended
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Quartermasters
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Membership Officers
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Membership Storage Officer
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ IT Subcommittee
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Promotions Subcommittee
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Associate Memberships Panel
No applications
¶ Infrastructure Subcommittee
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ 3D Printers Subcommittee
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ Event/Workshop Coordinator Reports
News and discussions on events.
* Denotes run by non-members
¶ Tech
- Arduino U - (Coordinators: Blake, Stewart) -
¶ Social
- Talkshop Wednesday (Coordinator: Fletcher, Steve) -
- Saturday Lunch (Coordinator: Fletcher, Steve) -
- Board Game Afternoon (Coordinator: Anna, Ilke, Tom) -
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) -
¶ General
- General Hacking Day (Coordinator: Committee) -
- Open Day (Coordinator: Fletcher) -
- Metal Monday (Coordinator: Ben, Lewis) -
- Wednesday Woodworking (Coordinators: Renae, Penny) - Strong numbers have continued after the Christmas break. Good flow on into general community participation.
- Showcase Saturday (Coordinators: Fletcher) -
¶ Other
(new and once off events)
- EVENT NAME (COORDINATOR) - REPORT
¶ Loomio Review
- Review outstanding Loomio threads
¶ 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.
¶ OTHER BUSINESS EXAMPLE
What/Inform/Issue
¶ Motion
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| MOTION TEXT | MOVER | SECONDER | Accepted/Rejected |
- To take effect from: XXXX/XX/XX - if new bylaw allow time for example for the website/wiki/tidyHQ to be updated
¶ Action items
| Action Items | Who |
|---|---|
| do/buy/make/implement the thing. By xx/xx/2020 | John |
| update website/wiki/TidyHQ/bylaws/etc | Jane |
| Inform | Jed |
¶ 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: NNNN-NN-NN, NN:NN N weeks
Minutes: NNNN-NN-NN
¶ Action Summary
- LIST ACTIONS AND ACTIONEES