Previous meeting: 2026-10-10
Next meeting: NNNN-NN-NN
Scheduled start: 2026-11-14, 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: NAMES
Absent: NAMES
Observing: NAMES
Minute taker: Lewis Yip
Chair: Fletcher Boyd
Quorum present (4 committee members): YES/NO
Previous meeting's minutes: 2026-10-10
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the minutes of the previous meeting | MOVER | SECONDER | Accepted/Rejected |
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- The result of the online motion, e.g. passed, failed, lapsed, or withdrawn.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 list of Loomio motions by:
- Logging into
util~/projects/loomio-proxy/run.shAlso 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 |
Note to the secretary (delete after reading)
Go through our email inbox and list out any correspondence we have had with other organisations.
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.
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 | $xxx,xxx.xx |
| Sponsored Memberships | $xxx,xxx.xx |
| Secure Account | $xxx,xxx.xx |
| TOTAL | $xxx,xxx.xx |
| Date | Cost | Supplier | Item | Category | Authorisation |
|---|
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | MOVER | SECONDER | Accepted/Rejected |
Total Due -
Total Overdue -
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 | MOVER | SECONDER | Accepted/Rejected |
| Total in Fund | $ xx,xxx.xx |
|---|---|
| Donations Received | $ xx,xxx.xx |
| Donation Matching | $ xx,xxx.xx |
| ------------------------------------------ | ------------ |
| Expense | -$ xx,xxx.xx |
Note to the secretary (delete after reading)
See the spreadsheets located in Committee Google Drive - Sales.
Note to the secretary (delete after reading)
Populate using information from Member Portal - Subscriptions - Analytics. Use the table under "Subscription count changes" - there's a "Export Markdown" function.
| Class | This month | Prev month | Diff |
|---|---|---|---|
| Full | xxx | xxx | +xx |
| Concession | xxx | xxx | +xx |
| Band | xxx | xxx | +xx |
| TOTAL | xxx | xxx | +xx |
Note to the secretary (delete after reading)
Populate using information from Member Portal - Admin Tools - Subscriptions - Approvals. There's an "Export Markdown" button at the top.
After the meeting, go into Member Portal and process the approvals.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the membership applications listed above | MOVER | SECONDER | Accepted/Rejected |
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: Johannes Chuah (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 Murday
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.
What/Inform/Issue
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| MOTION TEXT | MOVER | SECONDER | Accepted/Rejected |
| Action Items | Who |
|---|---|
| do/buy/make/implement the thing. By xx/xx/2020 | John |
| update website/wiki/TidyHQ/bylaws/etc | Jane |
| Inform | Jed |
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: NNNN-NN-NN