Previous meeting: 2026-07-25
Next meeting: 2026-09-12
Scheduled start: 2026-08-22, 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.
Present:
Apologies: Nil
Absent: Nil
Observing:
Minute taker: Lewis Yip
Chair: Fletcher Boyd
Quorum present (4 committee members): YES
Previous meeting's minutes: 2026-07-25
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the minutes of the previous meeting | Anna Whitlock | Lewis Yip | Accepted/Rejected |
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2026-08-19 05:26:36 | N/A | Approve $100 for ute hire to collect donated 3d printer from the General Fund | 👍: 8 🤷♂️: 0 👎: 0 👻: 1 |
✅Passed | Not yet entered |
N/A |
| 2026-08-16 11:22:46 | 2026-08-19 10:00:50 | Add motions to the agenda for the AGM, to amend the definitions of 'Direct message' and 'Written notice' in the constitution, to allow for more official communications via the Member Portal | 👍: 6 🤷♂️: 0 👎: 0 👻: 3 |
✅Passed | The motion will be added to the agenda for the AGM. |
View on Loomio |
| 2026-08-10 15:21:38 | 2026-08-13 15:01:25 | Raise the proposed mechanism for "no confidence in a [committee] nominee" as a special resolution at the AGM | 👍: 6 🤷♂️: 0 👎: 0 👻: 3 |
✅Passed | The motion will be added to the agenda for the AGM. |
View on Loomio |
| 2026-08-10 15:13:16 | 2026-08-13 15:01:25 | Adopt the proposed "Friends of the Artifactory" bylaw | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | The bylaw will be adopted. |
View on Loomio |
| 2026-08-06 02:13:15 | 2026-08-09 03:01:47 | Issue RFID key for member Fiona Gordan | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Fiona will be issued a key |
N/A |
| 2026-08-06 02:11:34 | 2026-08-09 03:01:47 | Issue RFID key for member Jim Mullaney | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Jim will be issued a key |
N/A |
| 2026-08-06 02:07:35 | 2026-08-09 03:01:47 | Issue RFID key for member Allan Clarke | 👍: 7 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Allan will be issued a key |
N/A |
Nil.
Thank you everyone for your contributions to the org this year. We're in a better position to face the upcoming challenges imposed by the rent increase than we would have been in the past.
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.
The reports below are less reliable than usual, due to switch over in accounting software. They are also likely to be exclusive of GST from now on, as that is the figure that will actually affect us overall. It's been a very busy time to get all this working (huge thanks to Fletcher) as well as the annual reporting.
Annual financial report has been distributed via Slack.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 10,399.58 |
| Sponsored Memberships | $ 3,406.16 |
| Secure Account | $ 20,000.00 |
| TOTAL | $ 33,805.74 |
| Income | |
|---|---|
| Bar sales | 151.81 |
| Event attendance fees | 259.10 |
| Membership dues | 5,790.00 |
| Tool usage fees | 132.73 |
| General Donations | 235.00 |
| Pledge donations | 1,000.00 |
| Sponsored Memberships | 45.00 |
| Expenses | |
| Event expenses | 391.06 |
| Bank fees | 8.51 |
| Infrastructure expenses | 711.51 |
| Lease | 4,622.73 |
| Misc Expenses | (141.79) |
| Stripe Fees | 20.97 |
| Net Profit | 2,000.65 |
Excluding talkshop
| Date | Description | Item | Cost | Auth |
|---|---|---|---|---|
| 01 Jul 2026 | Payment: Prime Property Agency Pty Ltd | Lease | $5,085.00 | Lease |
| 01 Jul 2026 | Pentanet | Internet | $119.00 | Utilities |
| 03 Jul 2026 | Aussie Broadband | Internet | $90.00 | Utilities |
| 04 Jul 2026 | Bunnings Warehouse | Storage Box | $11.98 | Infra subcom |
| 04 Jul 2026 | Pizza Hut | Volunteer food | $85.35 | Volunteer food |
| 06 Jul 2026 | Altronics | Isopropyl Alcohol | $25.71 | 3D subcom |
| 07 Jul 2026 | Bunnings Warehouse | Plasma Chemicals | $47.97 | Loomio |
| 10 Jul 2026 | Hare and Forbes | Metal Bender | $2,749.00 | Directly fundraised |
| 11 Jul 2026 | Bambu Lab | 3D Printer | $3,766.58 | Directly fundraised |
| 13 Jul 2026 | Bambu Lab | 3D printer | $1,036.09 | Directly fundraised |
| 13 Jul 2026 | Taobao | Ultrasonic knife blades for sale | $19.64 | Infra subcom |
| 17 Jul 2026 | Costco | Drink Restock | $956.73 | Kitchen/bar restock |
| 20 Jul 2026 | Bunnings Warehouse | Bolts and castors for metal bender | $117.76 | Infra subcom |
| 21 Jul 2026 | Creality | 3D Print Scales | $38.05 | 3D subcom |
| 21 Jul 2026 | Prime Property Agency Pty Ltd | NBN Upgrade | $275.00 | Loomio |
| 27 Jul 2026 | Xero Xero (Xero) | Xero Subscription (month) | $78.00 | NOT YET AUTHED |
| 28 Jul 2026 | Meetup | Meetup subscription (6 Months) | $283.58 | NOT YET AUTHED |
| 30 Jul 2026 | Hughan's Saw Service | Bandsaw blades | $94.81 | Directly fundraised |
| 31 Jul 2026 | Aussie Broadband | Internet | $95.00 | Utilities |
| 31 Jul 2026 | NAB | Bank Fees | $38.34 | Bank/Merchant fees |
| 31 Jul 2026 | Total Tools | Replacement air gun attachment | $39.95 | Infra subcom |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Renae Currie | Johannes Chuah | Accepted |
Xero Subscription $78
Meetup subscription $283.58
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Authorise the above expenses | Renae Currie | Anna Whitlock | Accepted |
Unable to draw meaningful figures due to software change over - Reminders have been sent - focus is on having accurate data for AGM
The following amounts have been deemed to be unrecoverable.
If there is a future request to attend, these amounts will need to be paid.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above | Renae Currie | Lewis Peaty | Accepted |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above | Renae Currie | Johannes Chuah | Accepted |
Report deferred to next month
Report on external sales revenue (to be filled in by the main liason with the external seller)
White Dwarf Books
Granularity: Month
Range: 2026-02-19 – 2026-08-19
| Date | Total | Full Membership | Concession Membership | Community Social/Recreation Activities |
|---|---|---|---|---|
| 2026-02-19 | 99 | 54 | 44 | 1 |
| Feb 2026 | +4 / -4 | +3 | +1 / -4 | |
| Mar 2026 | +9 / -7 | +6 / -5 | +3 / -2 | |
| Apr 2026 | +5 / -9 | +4 / -1 | +1 / -8 | |
| May 2026 | +8 / -7 | +5 / -6 | +2 / -1 | +1 |
| Jun 2026 | +9 / -4 | +8 / -3 | +1 / -1 | |
| Jul 2026 | +14 / -3 | +9 / -1 | +5 / -2 | |
| Aug 2026 | +7 / -7 | +4 / -3 | +3 / -4 | |
| 2026-08-19 | 114 +15 (+56 / -41) | 74 +20 (+39 / -19) | 38 -6 (+16 / -22) | 2 +1 (+1 / -0) |
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 21 Jul 2026 | Full Membership | Amie Frater | |
| 21 Jul 2026 | Concession Membership | Bridie Cole | |
| 02 Aug 2026 | Full Membership | Paolo Semproni | |
| 08 Aug 2026 | Concession Membership | Jermaine Ng | |
| 17 Aug 2026 | Full Membership | Joe Kotroczo |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Anna Whitlock | Lewis Peaty | Accepted |
ACTION: Fletcher - Follow up Joe Kotroczo member portal setup.
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 09 Aug 2026 | Concession Membership | Max Fox | Not known to committee |
| 07 Aug 2026 | Full Membership | Daniel Ghobj | Did new member induction with Anna, haven't seen them since |
| 01 Aug 2026 | Full Membership | Ivan Pupp | Did not attend scheduled new member induction |
| 25 Jul 2026 | Full Membership | Jett Nelson | Not known to committee |
| 25 Jul 2026 | Full Membership | Koda Park | Haven't seen since initial visit |
| 25 Jul 2026 | Full Membership | Minji Jung | Haven't seen since initial visit |
| 07 Jul 2026 | Concession Membership | Emma White | Not known to committee |
| 04 Jun 2026 | Full Membership | Nick Tilbury | Postponed · 25 Jul 2026 |
| 23 Jun 2026 | Concession Membership | Sarah Ledger | Postponed · 25 Jul 2026 |
| 11 Jul 2026 | Full Membership | Dennis Kemboi | Postponed · 25 Jul 2026 |
| 13 Jul 2026 | Concession Membership | Katrina Italiano | Postponed · 25 Jul 2026 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Defer the membership applications listed above | Anna Whitlock | Lewis Peaty | Accepted |
Discussed above.
Reports to be emailed in for review of committee when officer does not attend meeting.
Updates from subcommittees - discussions or requests for action.
News and discussions on events.
* Denotes run by non-members
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.
Figures with notes have been sent through Slack
We drew down $10,000 from our long term savings to accomplish projects in the space through out the year. Any future use of these funds would want to be strategically planned.
Our membership fees have not increased for 12 years, and are not sufficient to continue supporting our operations. I believe that our absolute minimum aim should be for our membership fees to cover our lease and our utility costs. This would still rely on fundraising and other income to cover our other operating costs (cleaning materials, repairs, consumables) as well as any capital expenses.
Last year our membership fees brought in $72,490, while our lease and utilities were $77,665 - a significant shortfall. Separate item below.
As pointed out in the financial report above - last year our membership fees brought in $72,490, while our lease and utilities were $77,665.
We need to increase our fees, while minimising any resulting membership cancellations. I believe our inactive members/supporters are most at risk here.
My proposal is to increase our fees from $75/45 to $85/50, while grandfathering current members to the current rate while they retain their current membership. The higher rate would apply to new or rejoining members, and could potentially have a start date of 1st January 2027 to try and drive membership joining in the next few months.
Last year, 53 members maintained their membership for the whole 12 months, which is about half our average membership.
My back of the envelope calculations are that this action would bring in an extra $3,000 next year, growing slightly each year.
Legacy members would also be encouraged to increase their monthly payments by adding a regular tax deductible donation.
Had we done this last year, we still would likely have fallen short of our target, however I'm not sure there is appetite to raise it any further at this time. I do think it likely we will need to make a similar incremental increase in following years to remain financially viable under our current operational model.
Discussion:
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Present to the AGM a suggestion to raise membership fees as described above | Renae Currie | SECONDER | Accepted |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Add the item "Accounting software subscription fees" to the list of things able to be authorised/paid by the treasurer | Renae Currie | SECONDER | Accepted/Rejected |
See previous minutes for preparation timeline
Notices will have been sent by now.
Honorary membership has been enacted in the form of Friends of the Artifactory .
Constitution amendments have been proposed as special resolutions for:
ACTION: Lewis YIp - Send Slack announcements for AGM.
Thanks to all who have put time in to help so far.
More help needed please!
ACTION: Lewis Yip to check in with Lewis Peaty, Ben Connor, and JC for task allocations for Annual Report
Remember to set next meeting time before closing meeting!
Also update the pinned message in #committee to say the date of the next meeting.
Minutes: 2026-09-12