¶ Committee Meeting - 2026-07-25
Previous meeting: 2026-06-20
Next meeting: 2026-08-22
Scheduled start: 2026-07-25, 14:00
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
- Lewis Peaty
- Lewis Yip
- Tegan Murphy
-
Apologies:
- Renae Currie
- Joshua Rospondek
-
Absent: Nil
-
Observing: Nil
-
Minute taker: Lewis Yip
-
Chair: Fletcher
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 14:05
- Closed: 15:21
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2026-06-20
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the minutes of the previous meeting | Anna | JC | Accepted |
¶ Review Previous Meeting's Action Items
- Lewis - Propose AGM dates
- ✅ Complete, see Other Business
- 🕒 ACTION - Lewis - External Sales - report on external revenue and report back.
- ✅ Complete, see below
- 🕒 ACTION - Ben to begin reporting on reasons why members are resigning. Ben already has access to the relevant email inbox.
- Building out a system for this.
- 🕒 Fletcher - Set up socialmedia@artifactory email group.
- ✅ No longer required
- 🕒 Fletcher - Lasers - review list of keyholders who are also expired laser operators.
- ✅ Done
- ✅ 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. (Mostly complete.)
- ✅ Done
- ACTION - Lewis Peaty to reach out to Pierre Garant (new member application)
- ✅ Replied. "I’ll come on an ad-hoc basis until I come frequently enough to justify a membership."
- ACTION - Lewis Peaty to reach out to Nicholas Tilbury (Nick) (new member application)
- No response.
- ACTION - Lewis Peaty to reach out to Rory Mulligan (new member application)
- ✅ Came in, has completed new member induction with Anna
- ACTION - Lewis Peaty to check storage of terminating members. Check with Fletcher as membership data is in flux.
- ✅ Done
- ACTION - Renae - Check for Pride event application deadlines.
- ⏳ Info not yet released. Signed up for updates.
- ACTION - Fletcher will check to see if we have any reponse re the Evap grant.
- No response, investigating.
- ACTION - Lewis Yip to chase up Curtin Design Club
- ✅ Chased, response was expected around 20 July
¶ Review Online Motions
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2026-07-21 04:59:09 | 2026-07-24 04:01:24 | Approve $275 for NBN Upgrade from General Funds | 👍: 8 👎: 0 🤷♂️: 0 👻: 1 |
✅Passed | Invoice paid |
N/A |
| 2026-07-18 10:19:41 | 2026-07-21 11:01:10 | Modify the 3D Printer - FDM tool usage fee bylaw | 👍: 8 👎: 0 🤷♂️: 0 👻: 1 |
✅Passed | Not yet entered |
N/A |
| 2026-07-06 12:30:11 | 2026-07-09 13:01:06 | Issue RFID key for member Mark Smart | 👍: 7 👎: 0 🤷♂️: 0 👻: 2 |
✅Passed | Not yet entered |
N/A |
¶ Correspondence
- City of Stirling - Rates Exemption has been approved. 🎉 Ref email "Rate Exemption Approval for 16 Guthrie Street OSBORNE PARK WA 6017" dated 2026-07-22.
- ACTION - Renae to forward / discuss approved City of Stirling rates exemption with Jim.
- Contacted by local chapter of the 501st Legion (not-for-profit Star Wars cosplay group) regarding use of the space for cosplay build days.
- Unlikely to proceed - mismatched expectations.
- Shire of Goomalling - contacted RE facilitating 3D printer sessions for library staff and the general public at Goomalling library.
- Discussions ongoing.
¶ Documents Executed
Nil.
¶ Incident Reports
- No HSE incidents.
- Some code of conduct issues which have been resolved.
¶ Property Report
- Nothing to report.
¶ Chairperson's Report
- Very busy, thank you to everyone who is helping keep things going.
- Spinning up for the Symposium at the end of the year (space prep)
¶ 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.
Figures for 2025-26 will be tabled at next month's meeting
Note that we are currently unable to monitor membership payments until the new accounting software is online!
June net cash was significantly up month-on-month due to end of financial year donations.
In particular:
- $2,236 donated to infrastructure fund
- $7,015 was donated through pledges/tools.
And less expenditure on tools and equipment, not counting pledges:
- $0 on 3D printers, down from $3,291 month-on-month
- $1,115 on Equipment purchases down from $4,454 month-on-month
Some new tools were purchased from pledges:
- PAPR Welding Helmet - $1,115
- Oscillating belt sander - $1,499
- Flatbed scanner - $179
- 3D Printer - $599
Most other categories were fairly stable from May to June.
Notable differences:
- ~$450 spent on tool repairs / consumables. (Wood bandsaw blades, plasma casters, sanding discs).
- General donations up $95
- Casual entry up ~$100
- 3D Printer, laser, and lathe tool use up significantly
Talkshop income was $760 up from $610 in May, however, expenses outpaced income $909 up from $587 in May.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 12,982.13 |
| Sponsored Memberships | $ 4,411.16 |
| Secure Account | $ 20,000.00 |
| TOTAL | $ 37,393.29 |
Total allocated to future approved projects $1,577.18
¶ Income/Expenditure
| - | June 2026 | Last Month | YTD |
|---|---|---|---|
| Net Cash Position | $6,917.16 | -$9,482.55 | -$9,343.01 |
| Income AUD | June 2026 | Last Month | YTD |
| Admin - Other | $0.00 | ||
| Admin - Waste | $200.00 | ||
| Bond | $225.00 | $225.00 | $3,089.46 |
| Casual | $405.00 | $310.00 | $4,850.00 |
| Casual - Band Room | $20.00 | ||
| Consumables for Sale | $5.50 | $36.00 | $203.60 |
| Donation | $195.36 | $100.00 | $3,856.14 |
| Donation - Infrastructure Fund | $2,236.00 | $0.00 | $2,236.00 |
| Donation - Pledges/Tools | $7,015.48 | $0.00 | $8,408.25 |
| Donation - Sponsored Membership | $45.00 | $45.00 | $1,080.00 |
| Drinks/Snacks | $540.50 | $552.42 | $7,147.50 |
| Equipment Purchases/Sales | $0.00 | $0.00 | $2,530.69 |
| Event - Talkshop | $760.00 | $610.00 | $8,633.00 |
| Fundraising Income and Expenses | $5,756.67 | ||
| Infrastructure - Expenses | $28.00 | ||
| Membership | $5,557.30 | $5,749.73 | $72,373.14 |
| Miscellaneous (Net Zero) | $310.54 | $0.00 | $824.96 |
| Promotional Expenses | $295.14 | ||
| Sale of Timber | $65.00 | $0.00 | $665.00 |
| Ticketed Events | $0.00 | ||
| Tool Purchases/Sales | $250.00 | $0.00 | $270.00 |
| Tool Repairs/Consumables | $13.20 | ||
| Tool Use/Costs - 3D Printers | $248.50 | $55.00 | $1,662.89 |
| Tool Use/Costs - CNC | $147.00 | ||
| Tool Use/Costs - Gas Welding | $0.00 | ||
| Tool Use/Costs - Lasers | $364.00 | $97.00 | $1,955.70 |
| Tool Use/Costs - Metal Lathe | $65.00 | $0.00 | $120.00 |
| Tool Use/Costs - Mill | $102.50 | ||
| Volunteer Food | $86.80 | $17.40 | $109.20 |
| Workshop Consumables | $10.00 | $0.00 | $65.10 |
| Total | $18,384.98 | $7,797.55 | $126,643.14 |
| Expenses AUD | June 2026 | Last Month | YTD |
| Admin - Accounting | $9.50 | $7.50 | $47.00 |
| Admin - Bank Fees | $34.34 | $30.58 | $570.44 |
| Admin - Electricity | $0.00 | $1,162.01 | $6,168.74 |
| Admin - Insurance | $3,981.00 | ||
| Admin - Internet | $209.00 | $209.00 | $2,480.00 |
| Admin - Membership Maintenance | $890.00 | ||
| Admin - Other | $44.98 | ||
| Admin - Waste | $106.52 | $315.48 | $1,601.20 |
| Bond | $2,585.36 | ||
| Consumables for Sale | $0.00 | $32.20 | $210.30 |
| Donation - Sponsored Membership | $540.00 | ||
| Drinks/Snacks | $0.00 | $487.92 | $4,914.06 |
| Equipment - Repairs/Consumables | $70.25 | $0.00 | $495.19 |
| Equipment Purchases/Sales | $1,115.00 | $4,454.44 | $12,242.72 |
| Event - Talkshop | $909.09 | $587.28 | $9,037.70 |
| Event - WWW course | $0.00 | ||
| Fundraising Income and Expenses | $1,879.61 | ||
| Infrastructure - Expenses | $212.05 | $713.86 | $5,581.43 |
| IT Expenses (not internet) | $7.39 | $358.27 | $3,940.83 |
| Lease+Variable Outgoings | $5,085.00 | $5,085.00 | $62,081.37 |
| Membership | $43.41 | ||
| Miscellaneous (Net Zero) | $220.54 | $0.00 | $758.21 |
| Promotional Expenses | $1,799.06 | ||
| Tool Purchases/Sales | $2,704.08 | $221.00 | $6,444.71 |
| Tool Repairs/Consumables | $522.69 | $70.65 | $1,500.39 |
| Tool Use/Costs - 3D Printers | $0.00 | $3,291.07 | $3,539.46 |
| Tool Use/Costs - CNC | $48.45 | ||
| Tool Use/Costs - Gas Welding | $108.00 | ||
| Tool Use/Costs - Lasers | $0.00 | $32.99 | $187.42 |
| Tool Use/Costs - Metal Lathe | $135.95 | ||
| Volunteer Food | $240.45 | $148.35 | $1,461.05 |
| Workshop Consumables | $21.92 | $72.50 | $668.11 |
| Total | $11,467.82 | $17,280.10 | $135,986.15 |
¶ Expense Report
| Date | Amount | Contact | Item | Category | Auth |
|---|---|---|---|---|---|
| 01/06/2026 | $200.00 | Hammett Jan | Wood lathe (onsold) | Tool Purchases/Sales | Loomio |
| 01/06/2026 | $2.00 | Australia Post | Form Postage | Admin - Accounting | Pub Compliance |
| 01/06/2026 | $16.95 | Jaycar | Air Filter Starter Cap | Equipment - Repairs/Consumables | SubC Inf |
| 01/06/2026 | $54.10 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 01/06/2026 | $7.73 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 01/06/2026 | $5,085.00 | Prime Property Agency Pty Ltd | Lease | Lease+Variable Outgoings | Lease |
| 01/06/2026 | $212.72 | Bunnings | Plasma Castors | Tool Repairs/Consumables | Loomio Plasma |
| 02/06/2026 | $90.00 | Aussie Broadband | Internet | Admin - Internet | Utilities |
| 02/06/2026 | $22.70 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| 02/06/2026 | $132.05 | Bunnings | Workbench paint | Infrastructure - Expenses | Loomio Workbench |
| 03/06/2026 | $7.39 | GCM | IT Expenses (not internet) | SubC IT | |
| 04/06/2026 | $39.19 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 04/06/2026 | $15.65 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| 04/06/2026 | $7.02 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 04/06/2026 | $599.00 | Officeworks | 3D printer | Tool Purchases/Sales | Pledges |
| 08/06/2026 | $62.44 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 08/06/2026 | $11.86 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 08/06/2026 | $10.80 | Krusty Kob | Social food | Event - Talkshop | Ticket Sales |
| 08/06/2026 | $5.03 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 08/06/2026 | $4.75 | Vibe Petrol | Plasma Pickup - Fuel | Tool Purchases/Sales | Loomio Plasma |
| 08/06/2026 | $99.50 | Noodle Home | Volunteer Food | Volunteer Food | Vol Food FB |
| 08/06/2026 | $21.92 | Bunnings | White Spirits | Workshop Consumables | SubC Inf |
| 09/06/2026 | $24.25 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| 10/06/2026 | $9.00 | Krusty Kob | Social food | Event - Talkshop | Ticket Sales |
| 10/06/2026 | $220.54 | Sparky Direct Pty Ltd | Incorrect order - refunded | Miscellaneous (Net Zero) | Incorrect order - refunded |
| 11/06/2026 | $77.62 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 11/06/2026 | $25.30 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 11/06/2026 | $23.00 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 11/06/2026 | $18.75 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| 11/06/2026 | $16.00 | BWS | Social food | Event - Talkshop | Ticket Sales |
| 11/06/2026 | $4.22 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 12/06/2026 | $12.00 | IKEA | Smart plugs | Equipment - Repairs/Consumables | SubC IT |
| 12/06/2026 | $6.99 | Spud Shed | Social food | Event - Talkshop | Ticket Sales |
| 12/06/2026 | $4.99 | Spunky Spud | Social food | Event - Talkshop | Ticket Sales |
| 15/06/2026 | $119.00 | Pentanet | Internet | Admin - Internet | Utilities |
| 15/06/2026 | $45.10 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 15/06/2026 | $10.92 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 16/06/2026 | $34.35 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| 17/06/2026 | $90.00 | Innaloo Kebabs | Volunteer Food | Volunteer Food | Vol Food FB |
| 17/06/2026 | $6.30 | Krusty Kob | Social food | Event - Talkshop | Ticket Sales |
| 18/06/2026 | $25.22 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 18/06/2026 | $7.26 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 19/06/2026 | $222.33 | Sparky Direct Pty Ltd | Plasma Electrical | Tool Purchases/Sales | Loomio Plasma |
| 22/06/2026 | $80.00 | Taobao | Air filter shipping | Infrastructure - Expenses | Loomio Air Filter |
| 22/06/2026 | $55.27 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 22/06/2026 | $14.83 | Bakers Delight | Social food | Event - Talkshop | Ticket Sales |
| 22/06/2026 | $4.80 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 23/06/2026 | $50.95 | Pizza Hut | Volunteer Food | Volunteer Food | Vol Food FB |
| 24/06/2026 | $13.20 | Krusty Kob | Social food | Event - Talkshop | Ticket Sales |
| 25/06/2026 | $39.92 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 25/06/2026 | $8.23 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 26/06/2026 | $7.50 | Xero | Xero Sub | Admin - Accounting | SubC IT |
| 26/06/2026 | $106.52 | Instant Waste | Skip Bin | Admin - Waste | Utilities |
| 26/06/2026 | $41.30 | Total Tools | Sanding Discs for Trestle Tables | Equipment - Repairs/Consumables | SubC Inf |
| 26/06/2026 | $1,115.00 | Total Tools | PAPR Welding Helmet | Equipment Purchases/Sales | Pledges |
| 26/06/2026 | $1,499.00 | Timbecon | Oscillating belt sander | Tool Purchases/Sales | Pledges |
| 26/06/2026 | $179.00 | Officeworks | Flatbed Scanner | Tool Purchases/Sales | Pledges |
| 26/06/2026 | $309.97 | Hughan's Saw Service | Wood Bandsaw Blades | Tool Repairs/Consumables | Pledges/SubC Inf |
| 29/06/2026 | $34.31 | Coles | Social food | Event - Talkshop | Ticket Sales |
| 29/06/2026 | $10.54 | Dianella Fresh | Social food | Event - Talkshop | Ticket Sales |
| 30/06/2026 | $34.34 | NAB | Bank Fees | Admin - Bank Fees | Bank Fees |
| 30/06/2026 | $123.90 | Bunnings | BBQ pellets | Event - Talkshop | Ticket Sales |
| 30/06/2026 | $28.30 | Dianella Meats | Social food | Event - Talkshop | Ticket Sales |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Ben Connor | Lewis Peaty | Accepted |
¶ Due invoices
No report this month due to accounting system switchover
¶ Infrastructure Fund
| Total in Fund | $ 4,299.79 |
|---|---|
| Donations Received | $ 2,236.00 |
| Expense | -$ - |
¶ External Sales
- White Dwarf Books
- $102.50 revenue over last 3 months.
¶ Membership Report
¶ Current Status
Populated for the first time using our shiny new analytics system.
These statistics are calculated differently (more correctly!) than the statistics in previous minutes. The statistics are not expected to be continuous between the old analytics and the new analytics.
¶ Subscription count changes
Granularity: Month
Range: 2026-01-24 – 2026-07-24
| Date | Total | Full Membership | Concession Membership | Community Social/Recreation Activities |
|---|---|---|---|---|
| 2026-01-24 | 99 | 53 | 45 | 1 |
| Jan 2026 | +1 / -2 | -2 | +1 | |
| Feb 2026 | +11 / -10 | +9 / -3 | +2 / -7 | |
| Mar 2026 | +9 / -7 | +6 / -5 | +3 / -2 | |
| Apr 2026 | +5 / -9 | +4 / -1 | +1 / -8 | |
| May 2026 | +8 / -6 | +5 / -5 | +2 / -1 | +1 |
| Jun 2026 | +9 / -4 | +8 / -3 | +1 / -1 | |
| Jul 2026 | +9 / -3 | +5 / -1 | +4 / -2 | |
| 2026-07-24 | 110 | 70 | 38 | 2 |
¶ New Memberships for approval
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 22 Jun 2026 | Full Membership | Dakota Squire | |
| 06 Jul 2026 | Concession Membership | Aveesha Fernando | |
| 07 Jul 2026 | Full Membership | Cameron Davis | |
| 15 Jul 2026 | Concession Membership | Jin Cao | |
| 16 Jul 2026 | Full Membership | Josh Grunow | |
| 24 Jul 2026 | Full Membership | Caitlin Shaw | |
| 17 Jun 2026 | Full Membership | Rory Mulligan | Postponed · 20 Jun 2026 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Anna Whitlock | Tegan Murphy | Accepted |
¶ Postpone
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 23 Jun 2026 | Concession Membership | Sarah Ledger | |
| 11 Jul 2026 | Full Membership | Dennis Kemboi | |
| 13 Jul 2026 | Concession Membership | Katrina Italiano | |
| 22 Jul 2026 | Concession Membership | Amie Frater | |
| 04 Jun 2026 | Full Membership | Nick Tilbury | Postponed · 20 Jun 2026 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Defer the membership applications listed above | Anna Whitlock | Johannes Chuah | Accepted |
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- Nothing to report
¶ Quartermasters
- Restock in progress
¶ Membership Officers
- Anna: New member inductions going well, recent new members seem promising.
- ACTION: Anna: Fix the webcams slide in the New Member Induction (replace with a screenshot.)
¶ Membership Storage Officer
- Requests are being met
- There is some spare locker capacity.
¶ Social Media Officer
- Position vacant.
- Fletcher is responding to messages as they come in.
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ Laser Subcommittee
- Still need to look at shipping options for new tubes.
- Laser maintenance coming up
- Heard back from manufacturer of the red dot aiming pointer - it can be detached and cleaned - this may allow us to salvage the existing tube on big red.
¶ IT Subcommittee
- Some NBN outages
- NBN upgrade next week (FTTP) - should be able to decrease our internet costs.
¶ Promotions Subcommittee
- Were not invited to attend Supanova.
¶ Associate Memberships Panel
- Nothing to report
¶ Infrastructure Subcommittee
- Feast table currently in usable (temporary state)
- Other big table is being painted.
- CNC plasma cutter is up and running, volunteers are currently gaining experience with using it and working out CAM workflows.
- Sheet metal bender has arrived, should be in service room
- Adding more storage racks for bulk filament storage.
- Some damage to bandsaw blades, was a tool usage issue, have retrained the user and they have covered the cost of the replacement blades.
¶ 3D Printers Subcommittee
- New Bambu A2L, H2C and P1S printers have come on board.
- Some smaller printers have been temporarily withdrawn from service (no space).
- New 3D printer inductions for the Bambu-Dual (dual nozzle printers) and engineering filament printing.
- Changes to 3D printing cost bylaw for BYO engineering filament.
- Good feedback on new filament (PLA) supplier - local to Perth.
- Looking at labelling spools as to which are easiest for us to restock.
- Have finalised the prototype for filament tracking (software + hardware) - just waiting for the final set of scales.
¶ Grants Subcommittee
- Nothing to report.
- Anna will raise a motion once they are ready to appoint the initial subcommittee members.
¶ 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. New smoker is a hit.
- Saturday Lunch (Coordinator: Fletcher, Steve) - Business as usual.
- Board Game Afternoon (Coordinator: Anna, Ilke, Tom) -
- Recent board games event was chaos (8x external Meetup attendees, including 2 who came with a support worker without RSVPing)
- Event hosts were overwhelmed, 3x members who wanted to play board games couldn't
- Experience has shown that the board games event would be more enjoyable for our members as a member-focused event (members + guests), rather than a public event.
- Board games has been moved to 4-6pm and is no longer advertised on Meetup.
¶ Cosplay and Craft
- N/A
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits) - Ran, business as usual.
¶ General
- General Hacking Day (Coordinator: Committee) - Business as usual.
- Open Day (Coordinator: Fletcher) - Right number of volunteers, ran well
- Metal Monday (Coordinator: Ben, Lewis) -
- Most recent one (2026-07-20) very well attended thanks to Ben's CNC router demonstration session. Thanks Ben!
- These events have been more lively in general - new machinery has people excited, and new member inductions running on these nights (thanks Anna!)
- Idea to build a belt grinder as a group project. Needs a bit of budget but would be fun and useful. Project would take a couple of months including the accessories (turning, welding...)
- Ben will take the milling machine down for maintenance in the near future.
- Wednesday Woodworking (Coordinators: Renae, Penny, Alice) - Running well, 1 new member, 2 others likely
- Showcase Saturday (Coordinators: Fletcher) - Did not run.
¶ Loomio Review
- Review outstanding Loomio threads
¶ Other Business
¶ Curtin Design Club
- Lewis Yip last heard from CDC on 24 June and they were expecting to reach out around 20 July (after their new committee election.)
- No one from CDC has reached out as at time of writing.
- Lewis Yip is deferring the time committment until there are active signs that an event is being organised.
¶ Australasian Makerspaces Symposium 2026
- Hosting tour group 2nd Dec, Lewis Yip and Fletcher have tickets to attend the conference on 3rd and 4th.
- Lewis Yip has submitted a presentation to the conference programme (programme not yet finalised.)
- Space preparation has begun.
- See Taiga.
¶ Annual General Meeting
-
All committee members who responded to the poll "Set date for 2026 AGM" are available on Sat 12 Sep 2026 at 1pm.
-
Proposal to introduce a class of Honorary membership
- Need to define the entitlements of honorary membership.
- By design would want this to be reviewed every year.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Set the date of the 2026 Annual General Meeting to 1pm on Sat 12th September 2026. | Lewis Yip | Anna Whitlock | Accepted |
ACTION: Lewis Yip: Raise Loomio for honorary membership proposal.
Checklist:
-
By 2025-08-15 (T-28 days)
- Lewis Yip to sort out his ACNC access.
- Prepare draft documents for AGM.
- Notice of AGM
- Committee nomination form
- Proxy voting form
- Prepare mailing list for AGM notice - all members who are eligible to vote (s58.8) (Member Portal ✨)
- Create
Google CalendarMember Portal ✨ event for AGM, complete with Google Meet link.
-
By 2025-08-22 (T-21 days)
- Send notifications for AGM, via
TidyHQMember Portal ✨ - no later than 1pm on Saturday 2025-08-23, to meet 21 day notice requirement. - Contact existing subcommittee members and other officers and ask if they intend to continue in their roles, or not.
- Send notifications for AGM, via
-
By 2025-08-29 (T-14 days)
- Complete draft of the Annual Report
- Complete draft of the AGM slide show
-
By 2025-09-05 (T-7 days)
- Committee nomination period ends
- Distribute updated proxy voting form (with names of nominees inserted)
- Finalise the Annual Report
- Distribute the Annual Report
- Print and bind 3 copies of the Annual Report
- Finalise the AGM slide show
- Prepare agenda for "First committee meeting after the AGM" (Elect office bearers; reaffirm subcommittees)
-
By 2025-09-11 (T-1 day)
- Have a complete list of members who will be eligible to vote on the day. (Member Portal ✨)
- Determine number of members required to meet quorum. (Member Portal ✨)
-
2025-09-12 (T-0 days)
- Google Meet (online attendance) setup.
- A/V setup.
- Statutory annual reporting to DEMIRS and ACNC.
¶ Annual report
-
Due by 2026-08-29
-
Please upload your photos!!!! 📷✨
- any photos you have dating from yyyy-mm-dd forwards
- (yyyy-mm-dd was when Google Photos stopped supporting the way we were uploading photos previously)
-
Will be looking for assistance with:
- Chasing up members to upload cool photos of their projects (+ permission to publish, + descriptions)
- Delegating pages or sections
- Office holders to prepare their reports (chair, treasurer)
¶ 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: 2026-08-22, 14:00 4 weeks
Minutes: 2026-08-22
¶ Action Summary
- 🕒 ACTION - Ben to begin reporting on reasons why members are resigning. Ben already has access to the relevant email inbox.
- Building out a system for this.
- ACTION - Lewis Peaty to reach out to Nicholas Tilbury (Nick) (new member application)
- No response.
- ACTION - Renae - Check for Pride event application deadlines.
- ⏳ Info not yet released. Signed up for updates.
- ACTION - Fletcher will check to see if we have any reponse re the Evap grant.
- No response, investigating.
- ACTION - Renae to forward / discuss approved City of Stirling rates exemption with Jim.
- ACTION - Lewis Yip to process member approvals / deferrals.
- ACTION - Anna: Fix the webcams slide in the New Member Induction (replace with a screenshot.)
- ACTION - Lewis Yip + Fletcher to define honorary membership.
- ACTION - Lewis Yip: Raise Loomio for honorary membership proposal.
- ACTION - Lewis Yip - Start running the annual general meeting and annual report treadmill.