¶ Committee Meeting - 2026-03-28
Previous meeting: 2026-02-28
Next meeting: NNNN-NN-NN
Scheduled start: 2026-03-28, 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: 2026-02-28
- DISCUSSION
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the previous meeting's minutes | MOVER | SECONDER | Accepted/Rejected |
¶ Review Previous Meeting's Action Items
- Fletcher / Lewis - Draft a position description for a Grants Officer and a Social Media Officer. ✅
- Contact Conti regarding soft drinks for Balcatta Easter Family Night - Thu 26 Mar ✅
- Renae - Terminate Tylar Gill's membership. ✅
- 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.
- ACTION - Fletcher to write up the tech solution so that this can be implemented.
- Fletcher - Lasers - review list of keyholders who are also expired laser operators.
- Pending
- 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
- Training is progressing
- Need to do training refreshers for all people with existing inductions.
¶ 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- The result of the online motion, e.g. passed, failed, lapsed, or withdrawn.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.
Note to the secretary (delete after reading)
This section requires manual preparation before the meeting.
Login to our online banking (NAB) and report on the balance of our 3 main bank accounts as at the end date of the previous month
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 9,159.58 |
| Sponsored Memberships | $ 3,181.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 42,340.74 |
¶ Income/Expenditure
| Income AUD | Feb 2026 | Last Month | Year To Date |
|---|---|---|---|
| Admin - Waste | $0.00 | $0.00 | $200.00 |
| Bond | $0.00 | $510.00 | $2,414.46 |
| Casual | $115.00 | $400.00 | $3,350.00 |
| Casual - Band Room | $0.00 | $0.00 | $20.00 |
| Consumables for Sale | $15.00 | $3.00 | $51.70 |
| Donation | $121.44 | $173.56 | $3,310.94 |
| Donation - Pledges/Tools | $38.54 | $104.02 | $1,304.11 |
| Donation - Sponsored Membership | $0.00 | $585.00 | $855.00 |
| Drinks/Snacks | $497.15 | $577.30 | $4,973.08 |
| Equipment - Repairs/Consumables | $0.00 | $0.00 | $37.20 |
| Equipment Purchases/Sales | $0.00 | $150.00 | $2,420.69 |
| Event - Talkshop | $860.00 | $1,145.00 | $5,548.00 |
| Fundraising Income and Expenses | $0.00 | $0.00 | $5,463.67 |
| Membership | $6,267.78 | $6,646.96 | $50,239.60 |
| Miscellaneous (Net Zero) | $0.00 | $207.62 | $466.42 |
| Promotional Expenses | $0.00 | $0.00 | $153.25 |
| Sale of Timber | $0.00 | $0.00 | $600.00 |
| Tool Purchases/Sales | $0.00 | $0.00 | $20.00 |
| Tool Repairs/Consumables | $0.00 | $0.00 | $13.20 |
| Tool Use/Costs - 3D Printers | $69.00 | $162.00 | $1,183.39 |
| Tool Use/Costs - CNC | $0.00 | $0.00 | $147.00 |
| Tool Use/Costs - Lasers | $52.00 | $205.00 | $1,261.70 |
| Tool Use/Costs - Metal Lathe | $0.00 | $40.00 | $45.00 |
| Tool Use/Costs - Mill | $0.00 | $25.00 | $102.50 |
| Volunteer Food | $0.00 | $0.00 | $5.00 |
| Workshop Consumables | $59.90 | $5.40 | $77.90 |
| Total | $8,095.81 | $10,939.86 | $84,263.81 |
| Expenses AUD | Feb 2026 | Last Month | Year To Date |
| Admin - Accounting | $7.50 | $7.50 | $15.00 |
| Admin - Bank Fees | $42.26 | $0.00 | $416.70 |
| Admin - Electricity | $0.00 | $1,034.32 | $3,860.84 |
| Admin - Internet | $209.00 | $205.00 | $1,644.00 |
| Admin - Membership Maintenance | $0.00 | $0.00 | $890.00 |
| Admin - Other | $0.00 | $0.00 | $44.98 |
| Admin - Waste | $99.55 | $0.00 | $980.10 |
| Bond | $0.00 | $460.00 | $2,585.36 |
| Consumables for Sale | $41.80 | $0.00 | $86.50 |
| Donation - Sponsored Membership | $0.00 | $540.00 | $540.00 |
| Drinks/Snacks | $349.93 | $200.00 | $2,405.04 |
| Equipment - Repairs/Consumables | $44.15 | $27.87 | $414.94 |
| Equipment Purchases/Sales | $0.00 | $199.00 | $6,350.84 |
| Event - Talkshop | $795.87 | $1,140.56 | $5,709.49 |
| Fundraising Income and Expenses | $0.00 | $0.00 | $1,879.61 |
| Infrastructure - Expenses | $717.23 | $689.64 | $3,930.88 |
| IT Expenses (not internet) | $105.00 | $129.00 | $3,547.67 |
| Lease+Variable Outgoings | $5,085.00 | $5,085.00 | $46,826.37 |
| Membership | $0.00 | $0.00 | $43.41 |
| Miscellaneous (Net Zero) | $0.00 | $207.62 | $489.67 |
| Promotional Expenses | $283.78 | $0.00 | $1,685.20 |
| Tool Purchases/Sales | $80.99 | $0.00 | $3,519.63 |
| Tool Repairs/Consumables | $59.90 | $0.00 | $596.32 |
| Tool Use/Costs - 3D Printers | $0.00 | $0.00 | $248.39 |
| Tool Use/Costs - CNC | $0.00 | $48.45 | $48.45 |
| Tool Use/Costs - Gas Welding | $108.00 | $0.00 | $108.00 |
| Tool Use/Costs - Lasers | $0.00 | $0.00 | $54.54 |
| Tool Use/Costs - Metal Lathe | $0.00 | $135.95 | $135.95 |
| Volunteer Food | $85.00 | $0.00 | $870.81 |
| Workshop Consumables | $27.41 | $0.00 | $573.69 |
| Total | $8,142.37 | $10,109.91 | $90,502.38 |
| Net Cash Position AUD | Feb 2026 | Last Month | Year To Date |
| Total | -$46.56 | $829.95 | -$6,238.57 |
¶ Expense Report
| Date | Total | Contact | Item | Auth | Category |
|---|---|---|---|---|---|
| 02/02/2026 | $90.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 02/02/2026 | $41.80 | Bunnings | Earplugs for sale | PPE | Consumables for Sale |
| 02/02/2026 | $76.10 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 02/02/2026 | $36.60 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 02/02/2026 | $23.74 | Woolworths | Social Food | Ticket Sales | Event - Talkshop |
| 02/02/2026 | $20.00 | Krusty Kob | Social Food | Ticket Sales | Event - Talkshop |
| 02/02/2026 | $19.02 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 02/02/2026 | $20.00 | Altronics | Gaffa Tape | Subcommittee Infra | Infrastructure - Expenses |
| 02/02/2026 | $5,085.00 | Prime Property Agency Pty Ltd | Rent | Lease | Lease+Variable Outgoings |
| 02/02/2026 | $283.78 | Meetup | Meetup Subscription | Committee (2025) | Promotional Expenses |
| 03/02/2026 | $8.51 | NAB | International Transaction Fee - Meetup | Bank Fee | Admin - Bank Fees |
| 04/02/2026 | $51.76 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 04/02/2026 | $45.06 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 04/02/2026 | $80.99 | Amazon | WWW Tools | Pledges | Tool Purchases/Sales |
| 05/02/2026 | $53.89 | Bunnings | Misters/Aircon drain | Subcommittee Infra | Infrastructure - Expenses |
| 05/02/2026 | $28.78 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/02/2026 | $17.46 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 05/02/2026 | $13.70 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/02/2026 | $97.85 | Bunnings | Misters | Subcommittee Infra | Infrastructure - Expenses |
| 06/02/2026 | $25.00 | Altronics | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 09/02/2026 | $28.76 | Altronics | EWP Repair | Subcommittee Infra | Equipment - Repairs/Consumables |
| 09/02/2026 | $44.43 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 09/02/2026 | $18.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 09/02/2026 | $14.57 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 10/02/2026 | $15.39 | Bunnings | EWP Repair | Subcommittee Infra | Equipment - Repairs/Consumables |
| 10/02/2026 | $105.00 | IKEA | Automation Switches | Subcommittee IT | IT Expenses (not internet) |
| 11/02/2026 | $26.13 | Aldi Stores | Social Food | Ticket Sales | Event - Talkshop |
| 11/02/2026 | $55.33 | Altronics | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 11/02/2026 | $31.36 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 11/02/2026 | $11.92 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 11/02/2026 | $39.90 | Timbecon | Sanding Belt | Subcommittee Infra | Tool Repairs/Consumables |
| 12/02/2026 | $46.31 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 12/02/2026 | $9.72 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 12/02/2026 | $177.16 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 12/02/2026 | $28.00 | Total Tools | Courtyard lighting | Subcommittee Infra | Infrastructure - Expenses |
| 13/02/2026 | $11.92 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 13/02/2026 | $4.92 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 13/02/2026 | $27.41 | Bunnings | Cable Ties | Subcommittee Infra | Workshop Consumables |
| 16/02/2026 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 16/02/2026 | $56.81 | Aldi Stores | Social Food | Ticket Sales | Event - Talkshop |
| 16/02/2026 | $20.22 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 16/02/2026 | $13.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 17/02/2026 | $57.00 | Woolworths | Drink Restock | Bar Restock | Drinks/Snacks |
| 17/02/2026 | $85.00 | Innaloo Kebabs | Vol Food | Volunteer Food | Volunteer Food |
| 19/02/2026 | $55.68 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 19/02/2026 | $22.59 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 19/02/2026 | $20.00 | WestOz Tools | Dremel repair part | Subcommittee Infra | Tool Repairs/Consumables |
| 23/02/2026 | $25.25 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 23/02/2026 | $13.20 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 23/02/2026 | $9.70 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 23/02/2026 | $3.99 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 23/02/2026 | $109.20 | IKEA | Tableware | Loomio | Infrastructure - Expenses |
| 23/02/2026 | $108.00 | BOC Ltd | Gas Subscription | Utilities | Tool Use/Costs - Gas Welding |
| 24/02/2026 | $227.93 | Costco | Drink Restock | Bar Restock | Drinks/Snacks |
| 24/02/2026 | $65.00 | Costco | Drink Restock | Bar Restock | Drinks/Snacks |
| 24/02/2026 | $44.05 | Dianella Meats | Social Food | Ticket Sales | Event - Talkshop |
| 24/02/2026 | $90.68 | Bunnings | Courtyard lighting | Loomio | Infrastructure - Expenses |
| 25/02/2026 | $99.55 | Instant Waste | Skip Bin | Utilities | Admin - Waste |
| 26/02/2026 | $7.50 | Xero | Accounting Software | Subcommittee IT | Admin - Accounting |
| 26/02/2026 | $24.24 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 26/02/2026 | $15.76 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 27/02/2026 | $33.75 | NAB | Merchant Fees | 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 -
¶ Infrastructure Fund
| Total in Fund | $ 5,249.47 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ 517.49 |
$109.20 Tableware
$408.29 Courtyard Lighting
¶ Membership Report
¶ Current Status
As at 2026-03-21
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | 57 | 66 | -9 |
| Concession | 42 | 44 | -2 |
| TOTAL | 99 | 110 | -11 |
¶ 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.
| Date | Name | Class of membership |
|---|---|---|
| 2026-02-28 12:16:19 +0800 | Steve Coggin | Concession Membership - Monthly Subscription |
| 2026-01-18 02:58:54 +0800 | Harrison McLean (h4rm0n1c) | Concession Membership - Monthly Subscription |
| 2026-03-02 07:26:27 +0800 | Luke Beattie | Full Membership - Monthly Subscription |
| 2026-03-08 10:42:53 +0800 | Jacob Kling | Full Membership - Monthly Subscription |
| 2026-03-11 10:29:02 +0800 | Kirrilli Heath | Full Membership - Monthly Subscription |
| 2026-03-11 19:29:52 +0800 | David Seach | Full Membership - Monthly Subscription |
| 2026-03-19 09:27:31 +0800 | Kuda Mungwariri | Full Membership - Monthly Subscription |
| 2026-01-22 10:04:18 +0800 | Mohamed Ali (Mo) | Concession Membership - Monthly Subscription |
| 2026-01-23 03:46:15 +0800 | Michael Adams (Mike) | Concession Membership - Monthly Subscription |
| 2026-03-07 12:25:45 +0800 | Domenico Nguyen | Concession Membership - Monthly Subscription |
| 2026-03-08 15:50:54 +0800 | ERIN MCGUANE (Ellen) | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | MOVER | SECONDER | Accepted/Rejected |
¶ Membership applications deferred, awaiting further information
| Date | Name | Class of membership |
|---|---|---|
| 2025-12-02 12:15:34 +0800 | Emily Osborne | Concession Membership - Monthly Subscription |
| 2026-02-07 12:23:55 +0800 | George Salama | Full Membership - Monthly Subscription |
| 2026-02-14 12:03:04 +0800 | Sam Cummings | Full Membership - Monthly Subscription |
| 2026-02-26 09:11:50 +0800 | Maria Saad (Jacinta) | Full Membership - Monthly Subscription |
¶ 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
Lewis Peaty has contacted various members to clean up their storage spots, and ex-members to clear their storage spots.
Sheet storage has been shuffled and new material tracking system added to Member Portal.
¶ Grants Officer
- Report on progress of evap air con grant.
- At last check, the application period had been extended by 6 weeks, we are not expecting a response immiently.
ACTION: Lewis - Add Grants Officer section to the standard meeting agenda.
ACTION: Set up grants@artifactory email group.
¶ Social Media Officer
ACTION: Lewis - Add Social Media Officer section to the standard meeting agenda.
ACTION: Set up socialmedia@artifactory email group.
¶ 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
- REPORT ITEM
- DETAILS
- REPORT ITEM
- DETAILS
¶ 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) - Ran, 1 Meetup attendee.
¶ 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, Alice) -
- 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.
¶ Grants Officer
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Create the position of Grants Officer as proposed | MOVER | SECONDER | Accepted/Rejected |
| Appoint Cherie Giffard as Grants Officer | MOVER | SECONDER | Accepted/Rejected |
¶ Social Media Officer
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Create the position of Social Media Officer as proposed | MOVER | SECONDER | Accepted/Rejected |
| Appoint Cherie Giffard as Social Media Officer | MOVER | SECONDER | Accepted/Rejected |
¶ Curtin Design Club (CDC)
¶ Curtin Robotics Club (CRoC)
No response to our email of 2026-01-24 RE not continuing sponsorship.
¶ External Sales
- Ongoing efforts to design tabletop gaming related product for sale.
- White Dwarf Books
- Stock is moving a bit more consistently since we cut the prices by 50%.
- About $20 - $30 in sales per month.
- We have $207.50 in accumulated sales that we can invoice for (minus WDB's cut of the proceeds.)
¶ 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