Previous meeting: 2026-09-12
Next meeting: NNNN-NN-NN
Scheduled start: 15:00
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: REMOVE NOT PRESENT
Apologies: Lewis Yip, Allan Clarke
Absent: None
Observing: None
Minute taker: Anna Whitlock
Chair: Fletcher Boyd
Quorum present (4 committee members): YES
Previous meeting's minutes: 2026-09-12
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the minutes of the previous meeting | Renae | Lewis P | Accepted |
| Date Raised | Date Closed | Motion text | Votes | Result | Action | Discussion |
|---|---|---|---|---|---|---|
| 2026-10-06 10:46:34 | 2026-10-06 14:59:50 | Approve $85 for the purchase of rechargable calipers | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Not yet entered |
N/A |
| 2026-10-06 10:46:24 | 2026-10-06 15:00:22 | Approve $130 to replace the electronics bench multimeters | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Not yet entered |
N/A |
| 2026-09-24 14:17:35 | 2026-09-27 15:01:47 | Approve $350 for purchase of a Square terminal | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Not yet entered |
N/A |
| 2026-09-22 03:57:16 | 2026-09-25 04:01:19 | Update tool usage fee rounding post workshop tab introduction | 👍: 6 🤷♂️: 0 👎: 0 👻: 2 |
✅Passed | Not yet entered |
N/A |
| 2026-09-17 08:18:34 | 2026-09-20 08:02:44 | Approve $80 for magnet restock | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Magnets ordered |
N/A |
| 2026-09-16 02:52:59 | 2026-09-19 02:01:29 | Approve $700 for costs associated with Pride Fairday and eventsfrom the General Fund | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Stall will proceed |
View on Loomio |
| 2026-09-14 04:20:44 | 2026-09-16 15:51:17 | Approve $300 for AGM catering expenses | 👍: 8 🤷♂️: 0 👎: 0 |
✅Passed | Food costs will be reimbursed etc |
N/A |
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.
Good news in that we have received 2 grants! $2,600 for portable aircons will be shown in October figures, the $3,500 shown here is for digital items to support our volunteers, such as cameras for eaasier creation of promotional images.
A few people have already adjusted their membership fees to include a regular donation. Further promotion/reminders over time will probably be beneficial.
Timely payment of membership invoices is still an issue and taking up significant volunteer time each month. I've discussed with Fletcher putting a flag for training requests where invoices are overdue. We will also look at introducing a checklist in new member inductions which will include a check whether the first invoice has been paid. This has become possible due to all the work Fletcher has put into the portal, along with the switch to Xero. Membership payments can easily be reconciled daily while I'm eating breakfast
Financial reports are looking a little different this year, as figures are all exclusive of GST. While this will come closer to representing correct figures once we submit our BAS and receive the expected refund, it won't line up with the ongoing bank balances. We will need to spend some time checking through the accounts to make sure the data and our estimations are correct before we do the registration and submit our BAS.
Talkshop income has come in fairly short the first 3 months ($500). About half of this is an expected effect of GST where we are charging GST on food, but not paying it on the cost of ingredients. The "loss" here will be more than made up for in other areas.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 18,047.38 |
| Sponsored Memberships | $ 4,027.13 |
| Secure Account | $ 20,000.00 |
| TOTAL | $ 42,074.51 |
| Income | Sep 2026 | Aug 2026 | July 2026 | Year to Date |
|---|---|---|---|---|
| Bar sales | $435.01 | $446.06 | $633.66 | $1,514.73 |
| Consumables | $1.27 | $2.72 | $10.01 | $14.00 |
| Day Pass/Casual Use | $254.54 | $272.72 | $349.99 | $877.25 |
| Event attendance fees | $622.73 | $690.92 | $899.08 | $2,212.73 |
| Material sales | $150.00 | $220.00 | $0.00 | $370.00 |
| Membership dues | $6,990.00 | $6,990.00 | $5,640.00 | $19,620.00 |
| Tool usage fees | $128.84 | $186.38 | $1,456.37 | $1,771.59 |
| General Donations | $187.44 | $547.80 | $227.04 | $962.28 |
| Pledge donations | $1,050.00 | $1,300.00 | $6,053.68 | $8,403.68 |
| Sponsored Memberships | $45.00 | $45.00 | $45.00 | $135.00 |
| Grants received | $3,500.00 | $3,500.00 | ||
| Total Income | $13,364.83 | $10,701.60 | $15,314.83 | $39,381.26 |
| Expenses | Sep 2026 | Aug 2026 | July 2026 | Year to Date |
| Bar restock | $149.75 | $0.00 | $869.75 | $1,019.50 |
| Consumables restock | $69.41 | $0.00 | $19.64 | $89.05 |
| Event expenses | $887.40 | $557.35 | $1,260.80 | $2,705.55 |
| Membership DB maintenance and Accounting Software | $53.18 | $53.18 | $70.91 | $177.27 |
| Bank fees | $32.10 | $40.22 | $38.34 | $110.66 |
| Electricity | $1,063.60 | $0.00 | $962.73 | $2,026.33 |
| Infrastructure expenses | $708.36 | $1,018.38 | $342.02 | $2,068.76 |
| Internet | $232.42 | $108.18 | $276.36 | $616.96 |
| IT expenses | $0.00 | $0.00 | $250.00 | $250.00 |
| Lease | $4,645.16 | $4,622.73 | $4,622.73 | $13,890.62 |
| General Admin | $77.67 | $77.67 | ||
| Promotional expenses | $500.00 | -$141.79 | $257.80 | $616.01 |
| Stripe Fees | $20.97 | $117.43 | $138.40 | |
| Volunteer food | $276.46 | $0.00 | $77.59 | $354.05 |
| Waste | $99.57 | $97.64 | $94.12 | $291.33 |
| Total Operating Expenses | $8,795.08 | $6,376.86 | $9,260.22 | $24,432.16 |
| Net Profit | $4,569.75 | $4,324.74 | $6,054.61 | $10,379.35 |
| Date | Contact | Item | Gross | Category | Auth |
|---|---|---|---|---|---|
| 03 Aug 2026 | Prime Property Agency Pty Ltd | Lease | $5,085.00 | Lease | Lease |
| 03 Aug 2026 | NAB | International Trans fee - Meetup | $8.51 | Bank fees | Bank/Merchant fees |
| 08 Aug 2026 | Bunnings Warehouse | Filament Shelves | $52.97 | Infrastructure expenses | 3D subcom |
| 17 Aug 2026 | Pentanet | Internet | $119.00 | Internet | Utilities |
| 19 Aug 2026 | Rockingham Towing Services | Forklift transport | $550.00 | Infrastructure expenses | Directly fundraised |
| 19 Aug 2026 | Facebook Marketplace (Marketplace) | Forklift Purchase | 1,800.00 | Tool Purchase | Directly Fundraised |
| 19 Aug 2026 | Altronics Altronics (Altronics) | Isopropyl Alcohol | $25.71 | Infrastructure expenses | 3D subcom |
| 19 Aug 2026 | Myelec Myelec (Myelec) | Power cable for forklift charger | $151.80 | Infrastructure expenses | Directly fundraised |
| 20 Aug 2026 | Ampol | Fuel - Printer transport | $16.95 | Infrastructure expenses | Loomio |
| 20 Aug 2026 | Bunnings Warehouse | Tie Down Straps | $10.95 | Infrastructure expenses | Infra subcom |
| 21 Aug 2026 | Timbecon Timbecon (Timbecon) | Sanding Belts, Router Dust Collection | $59.60 | Infrastructure expenses | Infra subcom |
| 21 Aug 2026 | Timbecon Timbecon (Timbecon) | Sanding Belts, Router Dust Collection | $92.80 | Infrastructure expenses | Directly fundraised |
| 24 Aug 2026 | SCA SCA (Super Cheap Auto) | Degreaser - Forklift | $23.66 | Infrastructure expenses | Directly fundraised |
| 24 Aug 2026 | Bunnings Warehouse | Ute Hire - Printer | $77.00 | Infrastructure expenses | Loomio |
| 24 Aug 2026 | Bunnings Warehouse | Ute Hire Deposit | $500.00 | Misc Expenses | Refunded |
| 26 Aug 2026 | Xero Xero (Xero) | Xero Subscription | $58.50 | Membership DB maintenance and Accounting Software | Accounting Software Subscription |
| 27 Aug 2026 | Instant Waste | Skip Bin | $107.40 | Waste | Utilities |
| 29 Aug 2026 | Total Tools Total Tools (Total Tools) | Flapdisks - Workbenches | $58.80 | Infrastructure expenses | Loomio |
| 31 Aug 2026 | NAB | Merchant Fees | $31.71 | Bank fees | Bank/Merchant fees |
| Various | Various | Social Food | $565.56 | Event expenses | Ticket sales |
| $9,395.92 | |||||
| Date | Supplier | Item | Gross | Account | Auth |
| 01 Sep 2026 | Prime Property Agency Pty Ltd | Lease | 5,085.00 | Lease | Lease |
| 02 Sep 2026 | Aussie Broadband | Internet | 95.00 | Internet | Utilities |
| 04 Sep 2026 | Costco Costco (Costco) | Bar restock | 164.72 | Bar restock | Kitchen/bar restock |
| 09 Sep 2026 | Bunnings Warehouse | Nitrile Gloves | 107.85 | Infrastructure expenses | PPE |
| 10 Sep 2026 | CWL CWL (Cooper Webb Lawyers) | Legal Fees - Lease | 990.00 | Lease | Lease |
| 10 Sep 2026 | Various | AGM Lunch | 294.88 | Volunteer food | Loomio |
| 12 Sep 2026 | Department of Local Government | Change of Rules Lodgement | 42.00 | Postage | Secretary filing and admin |
| 12 Sep 2026 | . Officeworks (Officeworks) | Annual Report Printing | 24.23 | Postage | Secretary filing and admin |
| 12 Sep 2026 | . Officeworks (Officeworks) | Financial Report Printing | 15.00 | Postage | Secretary filing and admin |
| 14 Sep 2026 | Synergy | Power Bill | 1,169.96 | Electricity | Utilities |
| 15 Sep 2026 | Pentanet | Internet | 119.00 | Internet | Utilities |
| 16 Sep 2026 | Pride Pride (Pride Western Australia Inc) | Fair Day Stall | 550.00 | Promotional expenses | Loomio |
| 18 Sep 2026 | Bunnings Warehouse | Fire Emergency Equipment | 381.35 | Infrastructure expenses | Public building compliance |
| 18 Sep 2026 | Aussie Broadband | Internet | 41.67 | Internet | Utilities |
| 21 Sep 2026 | aliexpress aliexpress (aliexpress) | Magnet restock | 76.35 | Consumables restock | Loomio |
| 28 Sep 2026 | Costco Costco (Costco) | Square Terminal | 289.99 | Infrastructure expenses | Loomio |
| 28 Sep 2026 | Xero Xero (Xero) | Xero Subscription | 58.50 | Membership DB maintenance and Accounting Software | Accounting Software Subscription |
| 28 Sep 2026 | Instant Waste | Skip Bin | 109.53 | Waste | Utilities |
| 30 Sep 2026 | NAB | Merchant Fees | 32.10 | Bank fees | Bank/Merchant fees |
| Various | Various | Social Food | $897.37 | Event expenses | Ticket sales |
| Total | 10,544.50 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Lewis P | Jack | Accepted |
Total Unpaid September: $2,495
Total overdue older: $4,455
Total paid in advance: $1,365
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 | Ben | Accepted |
The following amounts have been deemed to be unrecoverable.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Write off invoices above | Ren | Jack H | Accepted |
ACTION: Renae to write off invoices.
| Total in Fund | $ 4,299.79 |
|---|---|
| Donations Received | - |
| Donation Matching | - |
| ------------------------------------------ | ------------ |
| Expense | -- |
| Date | Total | Full Membership | Concession Membership | Community Social/Recreation Activities |
|---|---|---|---|---|
| 2026-08-10 | 115 | 75 | 38 | 2 |
| 2026-08-10 | -1 | -1 | ||
| 2026-08-12 | -3 | -2 | -1 | |
| 2026-08-15 | -1 | -1 | ||
| 2026-08-17 | +1 | +1 | ||
| 2026-08-20 | +1 | +1 | ||
| 2026-08-22 | +1 / -1 | +1 / -1 | ||
| 2026-08-23 | -2 | -2 | ||
| 2026-08-26 | +1 | +1 | ||
| 2026-08-29 | +2 | +1 | +1 | |
| 2026-09-02 | -1 | -1 | ||
| 2026-09-03 | +1 / -1 | +1 / -1 | ||
| 2026-09-05 | +5 | +5 | ||
| 2026-09-08 | -1 | -1 | ||
| 2026-09-09 | +1 | +1 | ||
| 2026-09-10 | +1 | +1 | ||
| 2026-09-12 | +1 / -1 | +1 | -1 | |
| 2026-09-14 | -1 | -1 | ||
| 2026-09-15 | -1 | -1 | ||
| 2026-09-19 | +2 | +1 | +1 | |
| 2026-09-20 | -1 | -1 | ||
| 2026-09-22 | -1 | -1 | ||
| 2026-09-23 | -1 | -1 | ||
| 2026-09-29 | +1 | +1 | ||
| 2026-10-03 | +2 / -2 | +2 / -2 | ||
| 2026-10-05 | +1 / -1 | +1 / -1 | ||
| 2026-10-07 | +2 | +2 | ||
| 2026-10-09 | -2 | -1 | -1 | |
| 2026-10-10 | 116 +1 (+23 / -22) | 78 +3 (+18 / -15) | 36 -2 (+5 / -7) | 2 |
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 26 Aug 2026 | Concession Membership | Siqi Lin | Accepted |
| 03 Sep 2026 | Full Membership | Pedro Zambrana | Accepted |
| 05 Sep 2026 | Full Membership | Travis Gorman | Accepted |
| 10 Sep 2026 | Full Membership | Oscar Rafiq | Accepted |
| 12 Sep 2026 | Full Membership | Jack Williamson | Accepted |
| 19 Sep 2026 | Full Membership | Jacob Don | Accepted |
| 19 Sep 2026 | Concession Membership | Nathan Duong | Accepted |
| 03 Oct 2026 | Full Membership | Naomi Gors | Accepted |
| 05 Oct 2026 | Concession Membership | Ethan Lim | Accepted |
| 07 Oct 2026 | Full Membership | Damian Lopata | Accepted |
| 03 Nov 2026 | Concession Membership | Naomi Gors | Accepted |
| 01 Aug 2026 | Full Membership | Ivan Pupp | Accepted |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | Anna | Lewis P | Accepted |
| Start date | Type | Member | Latest activity |
|---|---|---|---|
| 20 Aug 2026 | Full Membership | Cormac Thompson | Postponed 10/10/2026 |
| 29 Aug 2026 | Concession Membership | Hycil F | Postponed 10/10/2026 |
| 05 Sep 2026 | Full Membership | Lynda Skeffington | Postponed 10/10/2026 |
| 05 Sep 2026 | Full Membership | Simon Halteh | Postponed 10/10/2026 |
| 05 Sep 2026 | Full Membership | Callum Lees | Postponed 10/10/2026 |
| 05 Sep 2026 | Full Membership | Laura Cely | Postponed 10/10/2026 |
| 29 Sep 2026 | Full Membership | Edinson Andres Mora Ayala | Postponed 10/10/2026 |
| 03 Oct 2026 | Full Membership | Seniru Perera | Postponed 10/10/2026 |
| 07 Oct 2026 | Full Membership | Jordan Lee | Postponed 10/10/2026 |
| 23 Jun 2026 | Concession Membership | Sarah Ledger | Postponed · 25 Jul 2026 & 10/10/2026 |
| 07 Jul 2026 | Concession Membership | Emma White | Postponed · 24 Aug 2026 & 10/10/2026 |
| 11 Jul 2026 | Full Membership | Dennis Kemboi | Postponed · 25 Jul 2026 & 10/10/2026 |
| 25 Jul 2026 | Full Membership | Jett Nelson | Postponed · 24 Aug 2026 & 10/10/2026 |
| 07 Aug 2026 | Full Membership | Daniel Ghobj | Postponed · 24 Aug 2026 & 10/10/2026 |
| Motion Text | Moved by | Seconded by | Status |
| ----------- | ----------- | ----------------- | ----------------- |
| Defer the membership applications listed above | Anna | Lewis P | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Event Officer: Johannes Chuah
Quartermaster: Fletcher Boyd
Membership Officer: Fletcher Boyd
Membership Storage Officer: Lewis Peaty
Social Media Officer: Vacant
Updates from subcommittees - discussions or requests for action.
Laser Subcommittee: Blake Samuels (chair), Fletcher Boyd, Lewis Yip, Nick Bannon
IT Subcommittee: Fletcher Boyd (chair), Blake Samuels, Nick Bannon, Tom White
Promotions Subcommittee: Anna Whitlock (chair), Penny Wood, (???)
Associate Memberships Panel: Ben Connor (chair), Johannes Chuah, Renae Currie
Infrastructure Subcommittee: Joshua Rospondek (chair), Ben Connor, Fletcher Boyd, Renae Currie
3D Printers Subcommittee: Tom White (chair), Fletcher Boyd, Penny Wood, Ross Minney, Sophie Blackwood
Grants Subcommittee: Anna Whitlock (chair), Penny Wood
News and discussions on events.
* Denotes run by non-members
(new and once off events)
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.
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: 2026-11-14