University Computer Club Committee Meeting Minutes 2025-05-04

Start Time

  • 15:14

Acknowledgement of Country

  • [GPO] Acknowledged the Whadjuk-Noongar Nation and paid respects to elders past, present, and emerging.

Next meeting time

ACTION: [DOC] to make a when2meet

Declarations of potential or perceived conflicts of interest

  • [SEB]: paid Hack@UCF $10
  • [TWA]: PCS committee

Confirmation of minutes from previous meeting

  • Previous meeting minutes have been uploaded.

Circular Motions

  • Charity Vigil budget
    • Moved [TWA], seconded [FOX]

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ariel Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [KRY] Krys Maher, Fresher Representative
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [GEV] Conrad Jackson

Apologies

  • [IGS] Isobella Gray, Ordinary Committee Member

Absences

Committee Reports

President's Report

  • did some stuff

Vice President's Report

  • ran unilan
  • am owed money for unilan pizza pls
  • got charity vigil prizes
  • forgor

Secretary's Report

  • Took some photos for [KRY] to use in the 3D Printing Workshop poster
  • Edited the minutes template
  • Did the Student Leadership Training (SLT) course
  • Helped out at UniLAN

Treasurer's Report

  • Westpac Main $

  • Westpac Savings $

  • Westpac Card $

  • Guild Account $

  • Will put up the numbers soon

  • Uhhh idk been busy with Uni

Fresher Rep's Report

  • Wrote a draft for the Code of Conduct
  • Started working on some disciplinary procedure policy and a conflict resolution policy but then the whole socpac thing happened so i'm not sure now

OCM Reports

  • [SEB]
    • forgot to mention ucf things
    • idk more things
  • [TWA]
    • Third wheeled to [GPT] and [MPT]? fixing network
    • Wrote a script that resulted in a ~1300% increase in wiki search speed
    • Working with [GPT] on Charitt Vigil Subcom
    • Fixed Eggman Audio (TODO: find why it broke and make a persistent fix)
  • [IGS]
    • Not here.

Action Items from previous meeting

  • Committee: Setup reminder bot.
    • Not done.
  • Committee: Decide on a date for a Committee Photo Day.
    • Not done.
  • Exec: Re-sign Tenancy Contract.
    • Not done, still waiting for Tenancy meeting.
  • [SEB] and [KRY] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
    • Not done, probably just a [SEB] item.
  • [KKZ] to get prizes for Charity Vigil.
    • Done.
  • [FOX] to find a shredder to buy.
    • Done but expensy
  • [GPO] to update the 3D Printing Workshop presentation.
    • Done a little bit, most things don't need to be changed.
  • [KRY] to make a poster for the 3D Printing Workshop.
    • Working on it.
  • [KRY] and [FOX] to book a venue for the Python Study Night.
    • Not done.
  • [KKZ] to send a message to CSSC and UPS for potential collaboration for the Python Study Night.
    • Messaged URC and CSSC, both interested.
  • [DOC] to make another when2meet to find a new meeting time.
    • Done but didn't get filled out fully, doesn't matter anymore now.
  • [DOC] to edit the weekly minutes template to try the new agenda structure (and add an acknowledgement of country).
    • Done, might mess with the template a bit more if we find it hard to use.

Machine Technical Reports

Clubroom Machines

  • coffinfish monitor having less issues now?
  • [TWA] fixed eggman audio

Servers

  • murasoi (router) died
    • do not know why, diagnostics also don't give anything helpful
    • using an Intel server as a temporary measure
    • [SEB] has offered a replacement server

Networks

  • Rebuilding the network was decently fast thanks to [MPT]'s knowledge
    • We need a mirror of the wiki elsewhere so we can access it when the network goes down
      • GitHub potentially?

ACTION: [SEB] to add the UCC GitHub account to the organisation.

  • [GEV] mentions that the door status was displaying an incorrect name after the door was opened
    • [TWA] has also noticed issues where the door shows as closed despite being open
    • Might be the API that's the problem

Miscellaneous

  • Hedgedoc keeps going down
    • Might be some IP collision issue with other VMs

Clubroom

New Equipment

  • [DOC]: we should have a look at the microphones [ROY] linked in the discord, they are on sale for $30 right now (LINK)
    • Omnidirectional could be a problem if it picks up too much noise in clubroom
    • Stand could be not that good according to [KKZ]
    • ATGM1-USB microphone seems like a decent directional alternative that is also $30 (LINK)
    • MOTION: [GPO] moves to purchase two ATGM1-USB microphones for $60 total including shipping
      • [FOX] seconds
      • Passes unanimously.
  • 3950x
    • sold, oh well
  • [FOX]: shredder is like $290 so /shrug if we actually want to get it. Link
    • Somewhere other than Officeworks might have a good shredder for a cheaper price
    • Probably P4 shredder or higher because we'd be shredding documents with personal information

    ACTION: [FOX] to try and find a cheaper shredder.

Drinks and Snacks

  • Out of crisps, Mountain Dew and a few other things
  • We should go on a run before Charity Vigil
    • Probably Monday or Tuesday
  • [GPO], [KRY], [DOC] are free

General State of the Room

  • Need to do a tidy for Charity Vigil
  • Small leak from one of the skylights above the monolith
  • New microwave location is a little dangerous being over the couch
    • We should move it somewhere else

External Entities / Club Bureaucracy

Mail

  • Checked.
    • Got a merch parcel from Hack@UCF (yippee)

Guild/SOC

  • SOCPAC meeting last week
    • [KKZ] attended.
    • Standardised complaint forms
      • The form is to be used as a guideline for clubs
      • We will look to see if it's suitable for UCC, and adapt where necessary
    • Freedom Fest
      • Is now officially authorised by UWA
      • Has been postponed until Tuesday 13th May (Week 11) @ 12pm - 2pm on the lawn next to Reid Library
      • [KRY], [GPO] and maybe [DOC], [TWA] can attend
      • Is effectively a Club Carnival, but is symbolically about protesting for club freedoms
      • We are already registered

Tenancy

  • Still waiting for the new contract

Westpac

  • [DOC] and [FOX] still need to get access to the Westpac account
    • [FOX] has access to the online account but can't do anything with it...
  • We could look at moving the club's money to a different bank account for less issues in the future
    • CommBank seems pretty good
      • There is also a branch in Claremont

UWA Data Institute

  • Offering sponsorships and a stall at their open day 13th June

ACTION: [GPO] to discuss more with the UWA Data Institute about sponsorships and their open day.

Usergroups

Door Applications

  • naur

Door

  • [SEB] found the old Door quiz
    • We could bring it back maybe as an extra check after committee approval and training but before giving door privileges

Policy and Regulations

  • [KRY] wrote a draft for the Code of Conduct and started on Discord rules and guidelines
  • Disciplinary Procedures need to be discussed as a whole committee

Treasury

  • Westpac should probably be here
  • If you have any receipts please put it in the Treasurer/Receipts drawer (in the things where the membership forms are)

Events

Past Events

PCS x UCC x Red Room Cybersecurity Workshop & CTF

  • Went very well, room was quite full
    • Roughly 50 people
    • Was helpful that Unit Coordinators advertised it
  • The room was a little awkward for the event
  • Should have communicated the workshop style of the event a bit better
  • PCS applied for a SPG for it, so we should get some money back for that
  • Could be good to collab with other computer clubs from other universities more regularly

UniLAN

  • Went well
  • A bit lower attendance than usual, but still a good turnout
    • Likely because it was late in the semester

Confirmed Events

Charity Vigil

  • [GPO], [SEB], [DOC], [KKZ], [TWA], [KRY] are planning on attending
    • Would be good if everyone here could arrive an hour early for setup
  • Anyone can run LAN
  • [GPO] will be running the CS Scrim event again
  • VR: Superhot, Beat Saber, Keep Talking and Nobody Explodes are good
    • Need to move the table out of the room beforehand
  • [GPO] will be the chaser for UCC
    • Will look down menacingly from the Loft
  • Raffle: Need to go through the UCC Mystery Box
    • To do at Project Night tomorrow likely

3D Printing Workshop

  • Planned for week 9
  • Busy time of semester for everyone, we will move it to next semester

Tentative/Future Events

Python Study Night

  • Planned for Week 12
  • [SEB], [DOC], [KRY] and [KKZ] are running
  • URC and CSSC are on board
  • EZONE is likely the best location to run

Cameron Hall Ball (Cameron Ball)

  • No updates.
  • Waiting on discussion from other clubs.
  • Not discussed at ICONS meeting.

Cam Hall Quiz Night

  • No updates.

Club Collaboration

CFC Cloud Computing Tech Talk

  • We shoudl advertise on the UCC Discord today or tomorrow

Communications and Records

Social Media

  • [KRY] has been keeping everything up to date on the Instagram

Website

  • [SEB] helped in updating the Constitution on the website, it had a version from few years ago

Wiki

  • [TWA] wrote a script to recursively delete auto-generated junk pages
    • Improved text search speed on the wiki massively

Mailing List

  • We should send a tech update about the murasoi problems

Discord

  • No updates.

General Business

  • [SEB]: we should send Hack@UCF some of our merch
    • Include some 50th Anniversary shirt(s) and merch
    • Need to figure out shipping costs

Committee Discussion (?)

ACTION: Everyone to read over [KRY]'s Code of Conduct draft to discuss next meeting.

Constitution (LINK)

  • Need to update for gender-neutral language and for some small formatting changes

Action Items

  • Committee: Setup reminder bot.
  • Committee: Decide on a date for a Committee Photo Day.
  • Committee: Read over [KRY]'s Code of Conduct draft to discuss next meeting.
  • Exec: Re-sign Tenancy Contract.
  • [SEB] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
  • [FOX] to try and find a cheaper shredder.
  • [KRY] to make a poster for the 3D Printing Workshop.
  • [KRY] and [FOX] to book a venue for the Python Study Night.
  • [KKZ] to send a message to CSSC and UPS for potential collaboration for the Python Study Night.
  • [DOC] to make a when2meet for next week's meeting time.
  • [SEB] to add the UCC GitHub account to the organisation.
  • [GPO] to discuss more with the UWA Data Institute about sponsorships and their open day.

End time

  • 17:08