Committee Meeting 2019.12.07

Table of Contents on right side of page forms the agenda of this meeting. Agenda must be set 48 hours before start of committee meeting.


  • Present: Hugh, Vincent, Fletcher, Lauren, Jean, Stuart, Iain
  • Apologies: Melanie
  • Absent: Steve
  • Observing: NAMES
  • Minute taker: Jean-Michel
  • Chair: Iain
  • Opened: 3:08pm
  • Closed: 3:43pm
  • Next meeting: See end of minutes
Moved By Vincent
Seconded By Iain
Status Accepted
    • Purchase a replacement Hard disk drive for server - IT - (Scott)
    • Selling/disposal of printers - (Scott)
    • Purchase a new tube for Little Red - Lasers - (Blake and Fletcher investigating)
    • Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)
    • Update Meeting template - Event Reporting - Sunday Crafternoon (Fletcher) DONE
    • Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response - no reply
    • DoorBot status report follow up with Lemming - (Vincent)-discussion ongoing.
    • Zlab left in messy state. Remind members to cleanup after themselves. (Steve)
    • Official warning to be given privately regarding conduct during event.(Steve to followup) DONE
    • Update workspace usage policy to bylaws - (JM) DONE
    • Update Intellectual property to bylaws - (JM) DONE
    • Update Artifactory expenses proposal policy - (JM) DONE
    • Update 3D printer prices - (JM) DONE
    • Update subcommittee roles - (JM) DONE

Gill'd Community Grant

  • Member Kym applied for a small community grant 31/10 from Grill’d Leederville.
  • 6/11 Advised we are eligible for a Grant are $100-300 and works on the basis jar voting. We will be advised which month a jar will appear for us.
  • Angle grinder potential incident, added an item to other business
  • Door got hit yesterday, seems to have survived. Beau looking into it.
    • Business as usual

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. We're also trialing an automated version of this report here.

30/11/2019 31/10/2019
Bank Accounts (excluding Auspicing) $12,618.87 $12,943.70
Pending from TidyHQ/EFTPOS/Cash + Float $944.32 $558.17
BALANCE $13,563.19 $13,501.87 Ideally should be larger than bond value
Guthrie St Bond $6000 $6000
Quarantined Funds 30/11/2019 31/10/2019
Estimated Key Bond $11,060.00 $10,775.00
For Insurance 19/20 $1,856.00 $1,624.00 +232 for each month due annually 31/3. ($2781.25 in 2019)
For TidyHQ 19/20 $49.00 $0.00 +49 for each month due annually Oct. ($588.75 in 2019)
For Extra Outgoings 19/20 $400.00 $300.00 +100 for each month due annually Aug. ($442.66 in 2019)
DESIRED BALANCE $13,365.00 $12,699.00
Funds Available (+Yes -NO) BALANCE-DESIRED BALANCE $198.19 $802.87
REVENUE (Excludes Bond + Money Collected on behalf of others) Nov-19 monthly average
Membership Income $3,740 $3,709
Space Cash (drinks/events/tool fees/casual) $946 $2,368
Fundraising/Grants $1,000 $718
Donations $27
Donations - For Membership $90 $83
TOTAL INCOME $5,776 $6,905
EXPENSES $43,788 monthly average
Lease/Utilities/BOC/Bank Fees/Insurance $5,150 $5,222 Lease+Insurance paid inadvance, Others in arrears
Kitchenette/FundraisingFridge/Toiletries/Sale Program $618 $588
Total Regular Expenses $5,768 $5,810
Fundraising Expenses $117 $250
Equipment/Infrastructure Expenses $365 $502
Total Expense $6,249
Moved By Fletcher
Seconded By Jean-Michel
Status Accepted

Membership as at 2019-xx-xx:

-increase in members

  • CONCESSION - Patrick Kent.
  • FULL - Ryan Coleman, Roland Adeney, Barry Marshall, Oscar White, Adam Mellor
  • Associate - Daniel Ohm, Jonah Meggs
  • CONSESSION - Addam Eid
Moved By Fletcher
Seconded By Vincent
Status Accepted

Reports to be emailed in for review of committee when officer does not attend meeting.

  • IT Officer
    • REPORT
  • Event Officers
    • REPORT
  • Rehearsal Room Coordinators
    • Aircon remote not working
  • Quartermasters
    • REPORT
  • Membership Officers
    • REPORT
  • Membership Storage Officer
    • REPORT

Updates from subcommittees - discussions or requests for action.

  • Laser Subcommittee
    • discussion around laser tube purchase
  • IT Subcommittee
    • Progress on wiki stuff
  • Promotions Subcommittee
    • Fringe coming up. Collab with Perth Machine learning group.
      • Potential promotional to tie in
  • Sponsored Memberships Panel
    • +2 memberships
  • Infrastructure Subcommittee
    • We had a meeting. Did a bunch of stuff. coming up with a wish list.

News and discussions on events.

# Denotes run by non-members


  • ADUG - (Coordinators: Richard Harrington, Scott Hollows#) - Haven't paid for a while. Haven't replied to email.
  • Arduino U - (Coordinators: Hugh, Doug) - Fine
  • Open Source Hackers (Coordinators: Stephen Price#) - 2 people, event runner was late.


  • ARTIfrag (Coordinator: Iain) - On now
  • Chess Knight (Coordinator: Stuart) - Chess was played

Cosplay and Craft

  • Crafternoon (Coordinator: Lauren) - Lots of people, chilled vibe.
  • Cosplay (Coordinator: Scott) - BAU
  • Leathercraft Workshops (Coordinator: Andrew L aka Western Leathercraft) - BAU
  • PikPI Cosplay Workshops (Coordinators: Hayleye#) - NA


  • DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits#) - NA
  • Mostly Modular Synth (Coordinators: Hugh, Jon) - Didn't add to calendar. Band on the same time, conflicted.
  • Noizemaschin!! (Coordinators: Stuart, Tim, Jean-Michel, Skot) -Attendance: 30ish
    • Lots of self-made instruments
    • New resident artist Danny.
    • Ongoing sound problems (50hz hum and lots of noise)
  • Future plans: Finish building lighting rig.
    • Storage racks for PA equipment.
    • Audio setup and troubleshooting session
    • Make recording simpler (4 channels)


  • General Hacking Day (Coordinator: Committee) -
  • Open Day (Coordinator: Steve Hodges) - Busy and had people
  • Wine & Design (Coordinator: Committee) -
  • Workshop Wednesday (Coordinator: Fletcher) - visitors

Idea to integrate calendars, Other (new and once off events)

  • OTHER Events
    • Fringe make event. Collab with Machine learning group approved.

This is a report to the Committee and no action is required.

  • Background Artifactory acted as Auspicor.(Administrator of the Grant on behalf of Propel Youth Arts) Members Stuart and Jean-Michel managed it.
  • Final report received on the project 01/11/2019.
  • All documents associated with Auspicing are in the Committee GDrive - Treasurer - Auspicing - Reinvention Room.

Pros and Cons of Auspicing a Grant for future reference.

  • It is does require some effort for those Artifactory members that agree to monitor it on behalf of the Artifactory.
  • We did receive a fee 3% of the Grant. In the future maybe at least go double.
  • We ended up with a new permanent member as well as received tool usage fees for lasers, welding and membership fees that allowed for those running the project to be umbrella under our insurance.
  • The Artifactory received promotional exposure

Recommendations for the future

  • Those taking on Auspicing of the Future should be aware that it will be time intensive at times.
  • It would be easier to keep their Insurance coverage separate from ours
  • Don't get involved in grants where the Artifactory would have to pay wages. (Not that that was a thing with this)
  • A separate bank account was opened to administer that Grant. Definitely do that again in the future.

As the space evolves we've got more and more tools that have a serious risk of injury if used improperly. The Infrastructure subcommittee will usually have a high % of tool skilled members and can adequately identify the more dangerous tools.

By-law addition: Tool inductions

The Infrastructure Subcommittee may gate dangerous tools behind a tool specific induction at their discretion and appoint trainers.

A list of gated tools and appointed trainers must be made available on the wiki and on or near the tools themselves.

Moved By Fletcher
Seconded By Vincent
Status Accepted

The laser subcommittee still hasn't bought a tube, should we adjust or rescind our spending motions and/or provide more direction for the subcommittee?

Committee discussion regarding laser tube decisions. Decision made at previous meeting still stands.

Other business (items not covered by regular meeting sections) may be added to this section up to 48 hours before start of committee meeting.


Remember to set NEXT_MEETING before closing meeting!

  • Next meeting: 3pm 11th January 2020, 5 weeks
    • Purchase a replacement Hard disk drive for server - IT - (Scott)
    • Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response - no reply
    • DoorBot status report follow up with Lemming - (Vincent)-discussion ongoing.
    • Selling/disposal of printers - (Scott)
    • Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)
    • Purchase a replacement Hard disk drive for server - IT - (Scott)
    • Zlab left in messy state. Remind members to cleanup after themselves. (Steve)
    • By-law addition: Tool inductions (JM)
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