¶ Committee Meeting - 2026-04-21
Previous meeting: 2026-04-06
Next meeting: NNNN-NN-NN
Scheduled start: 2026-04-21, 19:00
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
- Joshua Rospondek
- Lewis Peaty
- Lewis Yip
- Renae Currie
-
Apologies:
-
Absent:
- Tegan Murphy
-
Observing:
-
Minute taker: Lewis Yip
-
Chair: Fletcher
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 19:03
- Closed: CLOSE
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2026-04-06
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the previous meeting minutes. | Renae Currie | Lewis Peaty | Accepted |
¶ Review Previous Meeting's Action Items
- Lewis - Prepare paperwork to renew City of Stirling rates exemption.
- Lewis -
Add Grants Officer section to the standard meeting agenda. - Fletcher -
Set up grants@artifactory email group. - Lewis - Add Social Media Officer section to the standard meeting agenda.
- Fletcher - Set up socialmedia@artifactory email group.
- All - Please read the draft position descriptions for Social Media Officer and Grants Officer and provide feedback. https://wiki.artifactory.org.au/testing/drafts/officer . Lewis is continuing to progress this with the prospective appointee.
- Renae - Invoice White Dwarf Books for sale items by end of financial year. Lewis will advise Renae what our commercial terms are.
- Commercial terms: See Google Drive > Committee Documents > Sales.
¶ Previous
- 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.
- 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
- None of note.
¶ 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
- No incidents reported
¶ Property Report
- Nothing to report
¶ Chairperson's Report
- Thank you everyone for helping us get meetings back in sync again.
¶ 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.
Spending on infrastructure projects going ahead as planned. Increased membership income in the month is due to two annual payments set up to match insurance bill season. (Third one due in April)
Insurance bill is due in April, a small reduction from last year, which is a positive sign. We have applied to CoS for a grant to cover $1,000 of the insurance bill.
We will move $5,000 out of the secure account to cover the insurance bill, with the expectation of being able to move it back by end of financial year.
Thanks again to everyone who pays their membership on time, without the need for volunteers to chase you up.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 10,080.46 |
| Sponsored Memberships | $ 3,226.16 |
| Secure Account | $ 30,000.00 |
| TOTAL | $ 43,306.62 |
¶ Income/Expenditure
| Income AUD | March 2026 | Last Month | Year to Date |
|---|---|---|---|
| Admin - Waste | $0.00 | $0.00 | $200.00 |
| Bond | $0.00 | $0.00 | $2,639.46 |
| Casual | $365.00 | $115.00 | $3,715.00 |
| Casual - Band Room | $0.00 | $0.00 | $20.00 |
| Consumables for Sale | $0.00 | $15.00 | $51.70 |
| Donation | $48.64 | $121.44 | $3,359.58 |
| Donation - Pledges/Tools | $0.00 | $38.54 | $1,304.11 |
| Donation - Sponsored Membership | $45.00 | $45.00 | $990.00 |
| Drinks/Snacks | $600.50 | $497.15 | $5,865.58 |
| Equipment - Repairs/Consumables | $0.00 | $0.00 | $37.20 |
| Equipment Purchases/Sales | $110.00 | $0.00 | $2,530.69 |
| Event - Talkshop | $945.00 | $860.00 | $6,268.00 |
| Fundraising Income and Expenses | $35.00 | $0.00 | $5,558.67 |
| Infrastructure - Expenses | $28.00 | $0.00 | $28.00 |
| Membership | $7,253.55 | $6,267.78 | $57,674.37 |
| Miscellaneous (Net Zero) | $0.00 | $0.00 | $514.42 |
| 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 | $120.80 | $69.00 | $1,287.39 |
| Tool Use/Costs - CNC | $0.00 | $0.00 | $147.00 |
| Tool Use/Costs - Lasers | $77.50 | $52.00 | $1,343.70 |
| Tool Use/Costs - Metal Lathe | $5.00 | $0.00 | $55.00 |
| Tool Use/Costs - Mill | $0.00 | $0.00 | $102.50 |
| Volunteer Food | $0.00 | $0.00 | $5.00 |
| Workshop Consumables | $1.40 | $59.90 | $80.30 |
| Total | $9,635.39 | $8,140.81 | $94,564.12 |
| Expenses AUD | March 2026 | Last Month | Year to Date |
| ------------------------------- | ---------- | ---------- | ------------ |
| Admin - Accounting | $7.50 | $7.50 | $22.50 |
| Admin - Bank Fees | $37.41 | $42.26 | $454.11 |
| Admin - Electricity | $1,145.89 | $0.00 | $5,006.73 |
| Admin - Internet | $209.00 | $209.00 | $1,943.00 |
| Admin - Membership Maintenance | $0.00 | $0.00 | $890.00 |
| Admin - Other | $0.00 | $0.00 | $44.98 |
| Admin - Waste | $199.10 | $99.55 | $1,179.20 |
| Bond | $0.00 | $0.00 | $2,585.36 |
| Consumables for Sale | $0.00 | $41.80 | $86.50 |
| Donation - Sponsored Membership | $0.00 | $0.00 | $540.00 |
| Drinks/Snacks | $503.78 | $349.93 | $2,908.82 |
| Equipment - Repairs/Consumables | $0.00 | $44.15 | $414.94 |
| Equipment Purchases/Sales | $75.00 | $0.00 | $6,425.84 |
| Event - Talkshop | $789.58 | $795.87 | $6,570.20 |
| Fundraising Income and Expenses | $0.00 | $0.00 | $1,879.61 |
| Infrastructure - Expenses | $528.43 | $717.23 | $4,459.31 |
| IT Expenses (not internet) | $27.50 | $105.00 | $3,575.17 |
| Lease+Variable Outgoings | $5,085.00 | $5,085.00 | $51,911.37 |
| Membership | $0.00 | $0.00 | $43.41 |
| Miscellaneous (Net Zero) | $0.00 | $0.00 | $537.67 |
| Promotional Expenses | $93.86 | $283.78 | $1,799.06 |
| Tool Purchases/Sales | $0.00 | $80.99 | $3,519.63 |
| Tool Repairs/Consumables | $125.54 | $59.90 | $731.85 |
| Tool Use/Costs - 3D Printers | $0.00 | $0.00 | $248.39 |
| Tool Use/Costs - CNC | $0.00 | $0.00 | $48.45 |
| Tool Use/Costs - Gas Welding | $0.00 | $108.00 | $108.00 |
| Tool Use/Costs - Lasers | $0.00 | $0.00 | $54.54 |
| Tool Use/Costs - Metal Lathe | $0.00 | $0.00 | $135.95 |
| Volunteer Food | $72.59 | $85.00 | $1,022.30 |
| Workshop Consumables | $0.00 | $27.41 | $573.69 |
| Total | $8,900.18 | $8,142.37 | $99,720.58 |
| Net Cash Position AUD | March 2026 | Last Month | Year to Date |
| --------------------- | ---------- | ---------- | ------------ |
| Total | $735.21 | -$1.56 | -$5,156.46 |
¶ Expense Report
| Date | Total | Contact | Item | Auth | Category |
|---|---|---|---|---|---|
| 02/03/2026 | $227.92 | Costco | Drink Restock | Bar Restock | Drinks/Snacks |
| 02/03/2026 | $69.00 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 02/03/2026 | $30.98 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 02/03/2026 | $5,085.00 | Prime Property Agency Pty Ltd | Rent | Lease | Lease+Variable Outgoings |
| 03/03/2026 | $92.30 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 03/03/2026 | $22.11 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 03/03/2026 | $13.82 | Bunnings | Acetone | Loomio - Tool adaption | Tool Repairs/Consumables |
| 04/03/2026 | $83.05 | Altronics | Desoldering Station Repair | SubCommittee Infra | Tool Repairs/Consumables |
| 05/03/2026 | $90.00 | Aussie Broadband | Internet | Utilities | Admin - Internet |
| 05/03/2026 | $65.07 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 05/03/2026 | $25.83 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 09/03/2026 | $275.86 | Costco | Drink Restock | Bar Restock | Drinks/Snacks |
| 09/03/2026 | $37.39 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 09/03/2026 | $31.64 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 09/03/2026 | $15.69 | Bakers Delight | Social Food | Ticket Sales | Event - Talkshop |
| 09/03/2026 | $50.48 | Taobao | Dimmers for courtyard lighting | Loomio - Courtyard lighting | Infrastructure - Expenses |
| 11/03/2026 | $37.42 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 12/03/2026 | $66.00 | Altronics | Outdoor Speakers | SubCommittee Infra | Equipment Purchases/Sales |
| 12/03/2026 | $9.00 | Altronics | Speaker | SubCommittee Infra | Equipment Purchases/Sales |
| 16/03/2026 | $1,145.89 | Synergy | Power Bill | Utilities | Admin - Electricity |
| 16/03/2026 | $119.00 | Pentanet | Internet | Utilities | Admin - Internet |
| 16/03/2026 | $49.69 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 16/03/2026 | $8.00 | Krusty Kob | Social Food | Ticket Sales | Event - Talkshop |
| 16/03/2026 | $7.46 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 17/03/2026 | $11.00 | Australia Post | CG WWC Card | Loomio - Diversity Expo | Promotional Expenses |
| 17/03/2026 | $48.40 | Pizza Hut | Vol Food - FB | Volunteer Food | Volunteer Food |
| 18/03/2026 | $49.73 | Effie's Gourmet | Social Food | Ticket Sales | Event - Talkshop |
| 18/03/2026 | $42.48 | Arancini | Vol Food - Event | Loomio - Diversity Expo | Promotional Expenses |
| 19/03/2026 | $36.70 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 19/03/2026 | $26.93 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 20/03/2026 | $37.80 | Spud Shed | Social Food | Ticket Sales | Event - Talkshop |
| 23/03/2026 | $54.20 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 23/03/2026 | $28.67 | Bunnings | Sledge Handle | SubCommittee Infra | Tool Repairs/Consumables |
| 24/03/2026 | $361.00 | Bunnings | Formply for Benches | Loomio - Workbenches | Infrastructure - Expenses |
| 26/03/2026 | $36.30 | Dianella Fresh | Social Food | Ticket Sales | Event - Talkshop |
| 26/03/2026 | $7.50 | Xero | Accounting Software | Subcommittee IT | Admin - Accounting |
| 26/03/2026 | $199.10 | Instant Waste | Skip Bin | Utilities | Admin - Waste |
| 26/03/2026 | $53.14 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 26/03/2026 | $85.40 | Bunnings | Feast Table Wheels | Loomio - Feast Table | Infrastructure - Expenses |
| 27/03/2026 | $31.55 | Total Tools | Recip Blade | Loomio - Workbenches | Infrastructure - Expenses |
| 30/03/2026 | $2.20 | Coles | Social Food | Ticket Sales | Event - Talkshop |
| 30/03/2026 | $27.41 | Bunnings | Cable Ties | SubCommittee Promo | Promotional Expenses |
| 30/03/2026 | $12.97 | Bunnings | Powerboard | SubCommittee Promo | Promotional Expenses |
| 30/03/2026 | $24.19 | Abra Kebabra | Vol Food - FB | Volunteer Food | Volunteer Food |
| 31/03/2026 | $27.50 | Web in a box | Domain Name | Subcommittee IT | IT Expenses (not internet) |
| 31/03/2026 | $37.41 | NAB | Merchant Fees | Bank Fee | Admin - Bank Fees |
| Motion Text | Moved by | Seconded by | Status | ||
| ----------- | ----------- | ----------------- | ----------------- | ||
| Accept Expenses as reported above | Renae Currie | Johannes Chuah | Accepted |
¶ Due invoices
Total Overdue - $5,621.89
¶ Members terminated for non-payment of Invoices:
- Samuel Lucas Benherrou $225
- Tylar Gill $225
- Victor Kicinski $225
- Kylie Kinstan $525
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above as unrecoverable | Renae Currie | Ben Connor | Accepted |
¶ Resigned membership invoice write offs:
- Richard Hatwell $90
- Clinton Jansen $225
- Elle Sibon $135
- Joe Hoedemaker $135
- Cameron Pether $75
- Wendell Pether $75
- James Lockwood $90
- Emily Osborne $135
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above | Renae Currie | Ben Connor | Accepted |
¶ Infrastructure Fund
| Total in Fund | $ 4,721.04 |
|---|---|
| Donations Received | $ - |
| Donation Matching | $ - |
| ------------------------------------------ | ------------ |
| Expense | -$ 553.43 |
Expenses - Workbench adaption, Feast table wheels, Courtyard lighting dimmers
¶ Membership Report
¶ Current Status
Renewals in progress at the beginning of the meeting (so no accurate numbers). Will be updated after the meeting and numbers provided to the committee
¶ 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 |
Reject membership application for Mike Adams - Failed to attend two booked new member inductions. Offered 6 sheets of plywood as donation, we organised collection to find he was only giving us two very poor quality sheets. No payment of member invoices. Reject membership application.
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- Nothing to report.
¶ Quartermasters
- Large Costco restock complete
¶ Membership Officers
- Nothing to report
¶ Membership Storage Officer
- Cleared out some ex-member storages
- Trialing new improvements to member storage (sheet labelling)
- ACTION - Lewis Peaty - Assign Adrian Nguyen a storage spot and move his things into it.
¶ Social Media
N/A
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- Have bought the PVC pipe required to build the laser bed cleaning bathtub.
¶ IT Subcommittee
- Portal development marches on
- New channel for people testing portal features - #it_portal. Bug reports still go through the existing interface
- Xero migration development has begun
- Code side is unlikely to be amazingly difficult, mostly dealing with TidyHQ/Xero oddities
- Getting external assistance with some of the bookkeeping/accounting decisions to try and stay at least vaguely in line with industry practices
¶ Promotions Subcommittee
-
Nothing to report
-
Supanova is coming in a few months.
¶ Associate Memberships Panel
- No applications received
¶ Infrastructure Subcommittee
- Work on the workbenches continues
- Thank you to everyone that has been accommodating of the project area occupation
- Outlier has been addressed
- Another electronics donation has been received
- Processing is underway
- Craft room - on hold.
- v2 of tool register is in progress (as part of Member Portal)
¶ 3D Printers Subcommittee
- Funding for restock request likely within 2 weeks.
- Anticipate somewhere between $500 - $1000
¶ Grants
-
AussieBB Connected Community grants
- We are probably not the target audience for this grant.
-
City of Stirling - grant application for insurance has been submitted - expected to hear back this week.
¶ 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) - Primarily attended by members, one new casual attendee that expressed interest in membership (student).
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) - Running right now
¶ General
- General Hacking Day (Coordinator: Committee) - Business as usual
- Open Day (Coordinator: Fletcher) - Business as usual
- Metal Monday (Coordinator: Ben, Lewis) - Ran, has been a lot of metalwork happening on the steel tables. Has been a good opportunity to upskill members on metal cutting tools and welding.
- Wednesday Woodworking (Coordinators: Renae, Penny) - Strong attendance, especially for lunch. Some people even finishing projects!!
- Showcase Saturday (Coordinators: Fletcher) - This month was on heat transfer vinyl, thank you to Joshua and Lewis Yip
¶ Other
- Have an offer from Juliet to run a once off pottery event.
¶ 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
- ACTION - Lewis Peaty - Assign Adrian Nguyen a storage spot and move his things into it.
- ACTION - Fletcher - Liase with Tom regarding filament in Pride colours