University Computer Club Committee Meeting Minutes 2025-05-26

Acknowledgement of Country

Next meeting time

  • Might have to do a whenisgood for first week out of exams.

Declarations of Potential or Perceived Conflicts of Interest

  • None declared.

Confirmation of minutes from previous meeting

  • Have been reviewed, but not finalised or uploaded yet yet, still busy with my last assignment ;-;
    • Previous minutes have been approved through consent.
  • 30/05/2025: previous two minutes have been uploaded together

Circular Motions

  • No motions

Attendance

  • [GPO] Gary O'Donovan, President
  • [FOX] Lorenzo Iannuzzi, Treasurer (Minuting)
  • [KRY] Krys Maher, Fresher Representative
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [IGS] Isobella Gray, Ordinary Committee Member

Apologies

  • [KKZ] Ariel Carter, Vice-President
  • [DOC] Diarmuid O'Connor, Secretary
  • [SEB] Bones Gazey, Ordinary Committee Member

Absences

  • None

Start Time

  • 2:06pm

Committee Reports

President's Report

  • Costco run
  • probably some other stuff

Vice President's Report

  • Not here

Secretary's Report

  • Did the EMP for the Python Study Night with [KKZ]
  • Wrote and posted an announcement for the Python Study Night on the Discord

Treasurer's Report

  • Westpac Main $

  • Westpac Savings $

  • Westpac Card $

  • Guild Account $

  • Transfered money from Guild to Westpac

  • Been looking at Commbank things, we essentially need the same stuff

  • Probs should do a safe deposit (if this meeting doesnt go for too long it will be today)

Fresher Rep's Report

  • Advertised Python Study Night on Instagram
  • Remembered i had to uni work for my units

OCM Reports

  • [SEB]
    • Not here.
  • [TWA]
    • dying rn
    • about 1 more bad event away from breaking down completely
    • kill me now
    • todo: delete extra stuff done!
  • [IGS]
    • Lived, loved, laughed

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, they haven't sent us a new one lol
  • [SEB] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
    • [SEB] has, they have talked to Tom abt running a git tech talk
    • [GPO] will talk to Oscar about doing one later.
  • [FOX] to try and find a cheaper shredder.
    • Theres like a $200 shredder we could get
    • Anyways its an investment
  • [SEB] to add the UCC GitHub account to the organisation.
    • Not done.
  • [GPO] to discuss more with the UWA Data Institute about sponsorships and their open day.
    • Open day is in a few weeks, [GPO] hasn't reached out to them.
  • [KKZ] to make a door quiz website.
    • Not here.
  • [KKZ] and [DOC] to book the venue and do EMP for the Python Study Night.
    • Done. Venue booked by CSSC and EMP approved!
  • [IGS] to make a poster for the Python Study Night.
    • URC made a poster for the event instead.

Machine Technical Reports

Clubroom Machines

  • corvo won't boot :(
    • GPU/PSU might be the issue
    • [TWA] will have a go diagnosing it today or tomorrow if she has time.

Networks

  • Spanning tree errors on our switches seem to be causing our outages.
    • Possibly due to bad reconfiguration when we moved over.
    • Hopefully fixed or progress today at Project night.

Misc

  • Toner for printer please
  • Also need to replace printer drums

Clubroom

New Equipment

  • We can get the Mac Mini right now, don't have to wait until Sem 2.
    • [FOX] has confirmed with Nic, the SOC Treasurer, that we can get the mac mini now and then reimburse it for SPG Sem 2.
    • Might not get the full amount since we can just afford it outright.
  • New servers might not be necessary.
    • We might be getting more donated hardware
    • Currently have three servers idle.
    • Might be a waste to spend $500 each on storage on top of new servers.
    • Might be good to take advantage of our current idle hardware.
  • We do want to get the rack though
    • $250 dollars budget, hopefully we spend less.
    • MOTION: [GPO] moves to budget $250
      • [TWA] seconds
      • Passes unanimously in favour.
  • [FOX]: can we just buy the ATGM1-USB now please.
  • Keyboards and Mice
    • We need more + spares.
    • The ones we have are old and have been really good for us
      • They are starting to break down now :(
    • Debate will be deferred until next meeting so [GPO] can nerd out.

Drinks and Snacks

  • [GPO] [BIRD] [MCW] [GEV] went on a costco run yesterday.

    • Spent $600 - $300 over budget
    • They did get a lot tbf
    • MOTION: [FOX] moves to approve the $598.57 expenditure retroactively
      • [KRY] seconds
      • Passes unanimously in favour.
    • Still a few things that need to be put into the snack machine

  • [FOX] still needs to get their cost-co card.

  • Also might go on a Campbells run soon.

  • We have the keys to the lockers :3

General State of the Room

  • Its OK
  • A little bit of rubbish hanging around
  • Busy-bee after exams to be organized.
    • Might also check ICONs calendar

External Entities / Club Bureaucracy

Mail

  • Mail has not been checked.

Guild/SOC

  • SOCPAC meeting tomorrow 6pm.

Tenancy

  • We have locker keys.
  • Next meeting/busybee unclear.

Policy and Regulations

  • [FOX] suggests having a special meeting to specifically discuss the Code of Conduct
    • [GPO] says that next meeting will be discussing feedback on python study night, so we can also just do it then as a bare bones meeting.
    • [FOX] is happy with [GPO]'s suggestion.
    • Code of Conduct
    • Discord/Moderator Guidelines
    • Conflict Resolution Policy
    • Disciplinary Action Policy
    • Review of the Door Regulations
    • Formalisation of Wheel Regulations
    • Possible ammendments to Constitution

Treasury

  • Sem Grants are due the 14th of June.

Commbank

  • Require same stuff as Westpac realistically
  • Might also look at bonds/term deposits now that interest rates are going down.

Events

Confirmed Events

Python Study Night

  • On this Wednesday 28th May, 3:00pm - 6:30pm @ Hemsley Learning Suite (Reid Library)
  • [KKZ], [DOC], [SEB], [KRY] and are running
  • EMP has been submitted and approved
  • Announcements have been made on the Discord and Instagram
  • [GPO] will try to attend
  • MOTION: [GPO] moves to budget $100 for pizza for the night
    • [FOX] seconds
    • Motion passes unanimously in favour.

Tentative/Future Events

Mega-game

  • There is already a subcom between Esports and Unigames.
  • Basically MUN but cooler.
  • EVE Online based scenario.
  • Trial run over the holidays.
  • Requested our help for the tech details.
    • [GPO] is unsure what we need to do?
    • More details to come.
  • We will say yes.
  • [FOX] [IGS] [GPO] put their handup for helping.
  • No date settled yet.

3D Printing Workshop

  • No updates.

Rockband Night

  • What it says on the tin
  • Collab between us and Esports
  • [GPO] and Geoff have all the equipment

Tech Clubs Quiz Night

  • No updates.

Cam Hall Quiz Night

  • As decided previously: [FOX] as lightmittee, [IGS] as darkmittee
  • Need to form the subcom :>

Club Collaboration

PCS x UCC Panel Night

  • Look at starting to organise that soon.

Communications and Records

Social Media

  • [KRY] is killing it on social media

Mailing List

  • UniSFA wants to do make a mailing list for us
    • We are happy to (re)set it up for them.
  • We can offer email to other clubs.
    • Outgoing email with separate domain can also be done.
    • We might want to charge a setup fee if clubs want to use their own domain.

Discord

  • Clarification of what is 'confidential' since there does seem to be confusing.
  • Short answer: if it is sensitive information, as in security issues or discussion about a specific person(s)
    • Probably can be a Pinned Message and be put in Door Manual.

General Business

  • 3D printer does not have any documentation abt it
    • We do have the workshop, but we should probably have it set up.

Action Items

  • Committee: Setup reminder bot.
  • Committee: Decide on a date for a Committee Photo Day.
  • Exec: Re-sign Tenancy Contract.
  • [SEB] and [GPO] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
  • [FOX] to try and find a cheaper shredder / committee to decide on if the $200 one is worth it for the price.
  • [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.
  • [KKZ] to make a door quiz website.

End time

  • 3:23pm