Meeting 2022-01-10 (members meeting)

Updated 1,088 Days AgoPublic

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Time and location

1230 AEST at the Sanctuary

Attendees

Present:

• @Timotheos
• @Emily
• @Lara (via video conferencing)
• @Owen (via video conferencing)
• @Kane (via video conferencing)
• @maclean (via video conferencing)

Absent:

• @Dylan (due to Internet / power issues)

Agenda

• Personal check-in
• Adding any agenda items not already listed
• Update on Lara's building project
• Officially incorporated: Firestone Sanctuary Incorporated!
  • @Timotheos uploaded documents about incorporation to this site, under Firestone Sanctuary Incorporated.
  • Confirming roles (Secretary).
  • Member status update with @Lara.
  • Obligations to inform the Office of Fair Trading of the land owned by the incorporated association, as per the cover letter F46368: it sounds like we should do this soon.
• @Kane asked about tax-deductible recipient status and how hard it is to obtain
• Next work bee and movie night proposal (as discussed on Discord):
  • @Timotheos proposes the weekend of the 22nd/23rd January 2022. Would the 22nd be preferable for everyone so staying late watching movies / chatting doesn't affect work?
  • Then perhaps @Timotheos might check with Maleny Ecovillage if they're free on the 23rd and might go up and visit then (with anyone who has stuck around from the day before and wants to come).
  • How this works out with the current COVID climate, considering outdoor spaces and events feel fairly safe in comparison to indoor events (and already some visitors will be coming, as per below notes)
  • Work bee focus: look for location for Lara's hut project
  • Work bee focus: pallet retaining wall next to the Pineapple Shed
  • Work bee focus: getting firewood from Mimi's
  • Work bee focus: cutting grass around the roads for surveying
• Visitor to Sanctuary on 22nd or 23rd (Trudianne, doing a Diploma of Sustainability)
• @Kyle staying from 22nd to 25th in the Craft Room of the Cottage
• @Timotheos' plan for transitioning away from work (starting with Monday and Tuesday off work, to potentially match with @maclean's chosen volunteer dates and meeting dates).
• Status of earthmoving dispute (at the time of writing, a complaint has been submitted about the failed dam wall, as per #earthmoving on Discord, and @Timotheos has not heard back).
  • Likely time to open a case with QCAT.
• Direct debit for toilet paper subscriptions based on @Emily's notes

Didn't spend much time on:

• Discussing any changes we'd like to make to the space to make it nicer to live in or visit
  • The discussions on #all-weather-access on Discord about driveway upgrades is probably relevant
  • The Earthmoving task list page is also relevant
• Status of Tenancy Agreements, in particular, agreeing upon 'park rules'
• Follow-up on previous meeting notes Meeting 2021-11-15 (collaborator's meeting)
• Update on meeting Meeting 2022-01-07 (software project group) with software project group.

Notes from the discussion

• For @Lara's building project, apparently there are free building materials from Kate's dad's best friend (who is a builder). The ability to store them in sheds will be very handy, so we should increase urgency of adding shelving.
• We should probably hold off on the Maleny Ecovillage visit until after the stay-at-home-where-possible directives, but make contact anyway.
• @Lara suggested we encourage regular donors for those who use the space a lot, perhaps similar to the "Friends of Bindarrabi" set up. @Timotheos is inclined to keep things as a gift economy, so there's no transactional expectations for regular donors, but is happy to encourage it (especially after the tax-deductible status).
• In response to @Kane's question about tax-deductible recipient status (which @Owen noted works out at ~30% discount for donations for many people), we are waiting until we form the Firestone Sanctuary Trust as that organisation structure will be the easiest for us to obtain tax-deductible gift recipient status (and the most appropriate for it, honestly).
• There are probably enough donations to get that concrete water tank for the Festival Flat.
• We will not announce a work bee in January; however, we will have a small one. Due to the stay-at-home-where-possible directive currently in place, we will go ahead with the work bee but not make it a big event, so not specifically advertise it or send a mailing list email about it. We might do the movie night at a later date when the work bee is bigger.
• @Kane wants shade for the Festival Flat.
• @maclean is planning to leave Victoria on the 19th to be here for the 22nd January.

Actionables

• Increase urgency of getting shelving solutions for the sheds so that we can store more materials
• Quote for the concrete water tank should be done, including potentially moving the existing metal box
• @Timotheos to make contact with Maleny Ecovillage
• @Timotheos will update the Organisation Structure page with the draft plan from @maclean that puts each planned organisation with reference to the other
• Create issue about using the shadecloth for shade on the Festival Flat.
• @maclean to submit the Form 14 to notify the Office of Fair Trading of the land owned by the incorporated association, as per the cover letter F46368.
• Prepare for @Kyle's visit by cleaning out the craft room a little, if possible
• Make signs for the craft room and the other doors in The Cottage rooms, including the restroom/toilet and bathroom.
• Transcribe all non-trivial actionables into tasks on the workboard