¶ Committee Meeting - 2026-02-28
Previous meeting: 2026-01-24
Next meeting: NNNN-NN-NN
Scheduled start: 2026-02-28, 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: 2026-01-24
- DISCUSSION
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| MOTION TEXT | MOVER | SECONDER | Accepted/Rejected |
¶ Review Previous Meeting's Action Items
- Lewis Peaty - ACTION - Follow up with Tylar Gill
- Fletcher - ACTION - add more signage to reinforce new chocolate pricing
- Lewis Yip - ACTION - follow up with Tegan regarding sale of 3D printed toys.
- ✅ Done - Tegan is reaching out to Dan next Saturday (31 Jan)
- Lewis Yip - ACTION - Finalise list of Loomio motions completed before the meeting. ✅
- Renae - Action - Respond to Swancon with polite decline. ✅
- Fletcher - ACTION - Follow up with Pethers for invoicing.
- Lewis Peaty - ACTION - Check if Emily Osborne has a new member induction, follow up if not.
- Lewis Peaty - ACTION - did TJ respond?
- Fletcher - ACTION - Reach out to offer new member induction to Harrison McLean.
- Fletcher - ACTION - Reach out to offer new member induction to Michael Adams.
- Fletcher - ACTION - Process Cherie Giffard key application
- Fletcher - ACTION - Process Alexiea Li key application
- Lewis Yip - ACTION - Amend keyholder induction to include: require keyholders to run visitor inductions / visitor signup process, for people they bring into the space.
- ✅ Loomio thread raised.
- Fletcher - ACTION - Follow up with Ben regarding help for the craft room.
- Lewis Yip - ACTION - reach out to Cherie for "How to give a tour"
- ✅ Lewis has reached out to offer the training
- Lewis Yip - ACTION - follow up with Curtin Design Club regarding sponsorship arrangements for CDC.
- ✅ Done, copied committee@artifactory
- Lewis Yip - ACTION - Advise CROC that we will not be continuing sponsorship this year.
- ✅ Done, copied committee@artifactory
- Lewis Yip - ACTION - Adjust item pricing at White Dwarf Books
¶ Previous action items
- 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.
- Fletcher has started reaching out
- 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.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 9,280.38 |
| Sponsored Memberships | $ 3,136.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 42,416.54 |
| Net Cash Position AUD | Jan 2026 | Last Month | Year To Date |
|---|---|---|---|
| Total | $976.77 | $465.07 | -$8,472.10 |
¶ Income/Expenditure
| Income AUD | Jan 2026 | Last Month | Year To Date |
|---|---|---|---|
| Admin - Waste | - | - | $200.00 |
| Bond | $510.00 | $294.10 | $2,414.46 |
| Casual | $410.00 | $90.00 | $3,235.00 |
| Casual - Band Room | - | - | $20.00 |
| Consumables for Sale | $3.00 | $1.00 | $51.70 |
| Donation | $173.56 | $2,482.92 | $3,189.50 |
| Donation - Pledges/Tools | $104.02 | $871.99 | $1,304.11 |
| Donation - Sponsored Membership | $585.00 | $45.00 | $855.00 |
| Drinks/Snacks | $644.30 | $717.75 | $4,502.43 |
| Equipment - Repairs/Consumables | - | - | $37.20 |
| Equipment Purchases/Sales | $150.00 | - | $2,420.69 |
| Event - Talkshop | $1,205.00 | $685.00 | $4,593.00 |
| Fundraising Income and Expenses | - | - | $5,463.67 |
| Membership | $6,894.89 | $5,363.57 | $42,343.03 |
| Miscellaneous (Net Zero) | $207.62 | $75.00 | $466.42 |
| Promotional Expenses | - | - | $153.25 |
| Sale of Timber | - | - | $600.00 |
| Tool Purchases/Sales | - | $20.00 | $20.00 |
| Tool Repairs/Consumables | - | - | $13.20 |
| Tool Use/Costs - 3D Printers | $177.00 | $181.00 | $1,091.59 |
| Tool Use/Costs - CNC | - | $30.00 | $147.00 |
| Tool Use/Costs - Lasers | $205.00 | $225.00 | $1,212.20 |
| Tool Use/Costs - Metal Lathe | $40.00 | - | $40.00 |
| Tool Use/Costs - Mill | $25.00 | - | $102.50 |
| Volunteer Food | - | - | $5.00 |
| Workshop Consumables | $6.40 | $6.00 | $18.00 |
| Total | $11,340.79 | $11,088.33 | $74,498.95 |
| Expenses AUD | Jan 2026 | Last Month | Year To Date |
|---|---|---|---|
| Admin - Accounting | $7.50 | - | $7.50 |
| Admin - Bank Fees | $39.66 | $33.81 | $374.44 |
| Admin - Electricity | $1,034.32 | - | $3,860.84 |
| Admin - Internet | $205.00 | $205.00 | $1,525.00 |
| Admin - Membership Maintenance | - | - | $890.00 |
| Admin - Other | - | - | $44.98 |
| Admin - Waste | $99.55 | $99.55 | $880.55 |
| Bond | $460.00 | $594.10 | $2,585.36 |
| Consumables for Sale | - | $44.70 | $86.50 |
| Donation - Sponsored Membership | $540.00 | - | $540.00 |
| Drinks/Snacks | $200.00 | $203.93 | $2,055.11 |
| Equipment - Repairs/Consumables | $27.87 | $212.67 | $370.79 |
| Equipment Purchases/Sales | $199.00 | - | $6,350.84 |
| Event - Talkshop | $1,140.56 | $594.30 | $5,089.08 |
| Fundraising Income and Expenses | - | - | $1,879.61 |
| Infrastructure - Expenses | $689.64 | $218.15 | $3,233.65 |
| IT Expenses (not internet) | $129.00 | $3,024.65 | $3,442.67 |
| Lease+Variable Outgoings | $5,085.00 | $5,085.00 | $41,741.37 |
| Membership | - | - | $43.41 |
| Miscellaneous (Net Zero) | $207.62 | $150.00 | $489.67 |
| Promotional Expenses | - | - | $1,685.20 |
| Tool Purchases/Sales | - | - | $3,438.64 |
| Tool Repairs/Consumables | - | $92.00 | $536.42 |
| Tool Use/Costs - 3D Printers | - | - | $248.39 |
| Tool Use/Costs - CNC | $48.45 | - | $48.45 |
| Tool Use/Costs - Lasers | - | - | $54.54 |
| Tool Use/Costs - Metal Lathe | $135.95 | - | $135.95 |
| Volunteer Food | - | $65.40 | $785.81 |
| Workshop Consumables | $114.90 | - | $546.28 |
| Total | $10,364.02 | $10,623.26 | $82,971.05 |
¶ Expense Report
| Date | Total | Contact | Item | Auth | Category |
|---|---|---|---|---|---|
| 02/01/2026 | $121.31 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 02/01/2026 | $5,085.00 | Prime Property Agency Pty Ltd | Lease | Lease | Lease+Variable Outgoings |
| 05/01/2026 | $113.31 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $66.55 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $19.72 | Bakers Delight | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $17.46 | Bentley Spices | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $15.60 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $10.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $6.99 | Allfoods | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $6.28 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $3.81 | Aldi Stores | Social Food | Ticket Sales | Event - Talkshop |
| 05/01/2026 | $119.00 | PLE Computers | SSD | IT Subcommittee | IT Expenses (not internet) |
| 06/01/2026 | $86.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 06/01/2026 | $207.62 | Microsoft | Refunded | Refunded | Miscellaneous (Net Zero) |
| 07/01/2026 | $48.45 | Bunnings | CNC Router Spoilboards | SubC Infra | Tool Use/Costs - CNC |
| 07/01/2026 | $26.75 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 07/01/2026 | $180.50 | Bunnings | Formply - metalwork work bench | Loomio | Infrastructure - Expenses |
| 07/01/2026 | $66.00 | Hare & Forbes MachineryHouse | Metal Lathe Lubrication | Loomio | Tool Use/Costs - Metal Lathe |
| 07/01/2026 | $53.00 | Repco | Metal Lathe Lubrication | Loomio | Tool Use/Costs - Metal Lathe |
| 07/01/2026 | $16.95 | Total Tools | Metal Lathe Lubrication | Loomio | Tool Use/Costs - Metal Lathe |
| 08/01/2026 | $113.79 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 08/01/2026 | $55.73 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 09/01/2026 | $2.99 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 12/01/2026 | $66.91 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 12/01/2026 | $11.22 | Bunnings | Spraypaint - tables | SubC Infra | Infrastructure - Expenses |
| 12/01/2026 | $10.00 | PLE Computers | Monitor Cable | IT Subcommittee | IT Expenses (not internet) |
| 13/01/2026 | $1,034.32 | Synergy | Power Bill | Utilities | Admin - Electricity |
| 14/01/2026 | $225.00 | AA | Bond Refund | Bond Refund | Bond |
| 14/01/2026 | $100.00 | MG | Bond Refund | Bond Refund | Bond |
| 14/01/2026 | $67.39 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 15/01/2026 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 15/01/2026 | $26.10 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 18/01/2026 | $135.00 | PR | Bond Refund | Bond Refund | Bond |
| 19/01/2026 | $74.73 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 19/01/2026 | $4.01 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 19/01/2026 | $75.37 | Bunnings | Feast Table | Loomio | Infrastructure - Expenses |
| 20/01/2026 | $250.00 | Altronics | Tanko | Loomio | Infrastructure - Expenses |
| 21/01/2026 | $199.00 | Sydney Tools | Cordless Vacuum | Loomio | Equipment Purchases/Sales |
| 21/01/2026 | $540.00 | Sponsored Student Account | Sponsored Membership | Donation | Donation - Sponsored Membership |
| 21/01/2026 | $141.24 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 21/01/2026 | $63.34 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 21/01/2026 | $40.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 22/01/2026 | $71.65 | Easy Pest Supplies | Mouse Bait Stations | SubC Inf/Pledge | Infrastructure - Expenses |
| 23/01/2026 | $27.87 | Bunnings | Vacuum Bags | SubC Infra | Equipment - Repairs/Consumables |
| 27/01/2026 | $24.50 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 27/01/2026 | $100.90 | Green Lighting | Replacement Bay Light | SubC Infra | Infrastructure - Expenses |
| 28/01/2026 | $7.50 | Xero | Accounting Software | IT Subcommittee | Admin - Accounting |
| 28/01/2026 | $200.00 | Coles | Bar Restock | Bar Restock | Drinks/Snacks |
| 28/01/2026 | $52.05 | Woolworths | Social Food | Ticket Sales | Event - Talkshop |
| 29/01/2026 | $114.90 | Bunnings | Nitrile Gloves | PPE | Workshop Consumables |
| 29/01/2026 | $99.55 | Instant Waste | Skip Bin | Utilities | Admin - Waste |
| 30/01/2026 | $39.66 | 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 Due -
Total Overdue -
¶ Members terminated for non-payment of Invoices:
Alberto Gimenez De Los Galanes Cavallo - $225
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above as unrecoverable | Renae | SECONDER | Accepted/Rejected |
¶ Resigned membership invoice write offs:
Tanuja Dave: $150 Jan - Feb 2026
Rob Johnson $150 Oct - Nov 2025
Sean Johnson $225 Sep - Dec 2025
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above | Renae | SECONDER | Accepted/Rejected |
¶ Infrastructure Fund
| Total in Fund | $ 5,766.96 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ 524.37 |
$199 Bosch Cordless Vacuum
$250 Tanko storage units
$75.37 Feast Table legs
¶ 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 |
¶ 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) - Healthy attendance with people doing cool stuff.
- 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