UCC Committee Meeting Minutes 2016-02-22 Attendees: [BG3], [JDN], [CHS], [LDA], [AMS], [HTL], [MVP], [TBB] Apologies: [EJK] Absent?: [TJB] > Committee waits for [LDA] to finish his Hearthstone game Meeting Opened 11:47 Confirmation of minutes from previous meeting - haven't been uploaded yet ##President's Report - O-Day this week - [BG3]: we have the smexiest membership forms ever - Got free wine over the weekend > [CHS] doesn't minute something - (you could wear them like boxing gloves!) ##Education Report - [EJK] away - [AMS]: talking to [EJK] recently - Organising a week 2 or 3 tech talk ##Social Report - [HTL] attending - We had a LAN 10 days ago - Low attendance (4 upstairs, 10 total attending) - Due to holiday availability, not too concerning - Uncharity Vigil was a pretty sad event - UCC deliberately didn't run a LAN because it was post cleanup - All club's participation fell flat - If anything Uncharity Vigil was a cautionary tale - Make sure if UCC plans to participate in event organisation, that someone is dedicated to making it happen - Also don't run events after clean up ##Treasurer's Report - munny - Westpac has ~$2385 - Card has ~$26 - Guild has ~$1650 ##Fully Sickretary's Report - Physical fresher guide is pretty close to done - However, heaps still to be done for O-Day prep - Discussion to continue after meeting ##Fresher Rep's Report - [LDA] seconds - [LDA] wants to start pizza nights again once semester starts - More Hearthstone tournaments to come with new format - O-Week stuff to be organised post meeting ##Machine Technical Reports ###Servers - Molmol is significantly less dead - [DAA] figured out how to fix it - xoxo ###Network - Working ###Desktops - Corydoras has login issues - Catfish CPU fan replaced. now functional - Combtail is RIP - There is a graphics issue, likely motherboard - Basically whole machine needs replacing ##New equipment - Lockbox - Paper Tray - 2 Desk Microphones - Mice - 200 Cups for water cooler - Roll of filament - New whiteboard ##Drinks and Snacks - Need more coke ##External Affairs ###Mail - Checked, recieved only spam ###Guild/SOC - SOC meeting happened - 3 hours long oh god - Next SOC meetings are 16th of March, 14th of April and 18th of May - President summit also on the 16th of March - Special projects grant due 4th of March - Semester 1 Grants due 3rd of June - Treasurer training is weeks 2 and 3 - Leadership training is 19th and 20th of April and 28th and 29th of June - This semester the Tav is offering for clubs that sign up, a free drink on Wednesdays for club members - Basically UCC'ns get a free drink every Wednesdays at the Tav for no cost to the club - O-Day - Tav will be loud until 6:30 at night, not a big deal - Between 7AM and 9:30AM you can take equipment and drive on the oval - They said don't please drive on the oval - [BG3] to drive on the oval - Don't forget $10 deposit for tables - SOC reminded everyone that MyGuild exists - There was a Samuel Shenton memorial building tour - [JDN]: "They have everything there except the things needed to do things" - Most of the meeting was just introducing new SOC members and then talking - Tennancy Meeting - Upgrades to Cameron Hall - Loft furniture (already happening), whirlys on the roof to get rid of hot air, fixing access doors, recarpeting/repainting - We need to make a list of our priorities to upgrade Cameron Hall and send them in - Some sort of feedback form for Tennancy to created this year - We need to fill out an asset list for insurance for 2016 - Confirmed next committee's problem ##Other Entities - Nothing ##Events - Tomorrow LAN - Happened, attendance was low - Non issue, see Soc report - O-Day - Looking pretty good - Discussion happening after meeting - Fresher Welcome - Ed and Soc to organise - Meet UCC members, crash course in UCC services and SSH, free pizza for new members - AGM - [BG3] moves that UCC hold AGMs at 1PM on Tuesday 15th of March (Week 3) - [LDA] seconds, passes unanimously - Tech Talk - To be organised - Fresher LAN - To be organised ##Action Items - [BG3] to work on webside of Fresher guide - Ongoing, discussions after meeting - [BG3] to set up Unisfa Camera Setup - Camera set up set up - [BG3] to rewrite policies with [SAS] - Basis of dispense and membership policy done - Ongoing - [JDN] to buy mice - Happened - [BG3] and [TBB] to investigate new Linux computer - Done, see general business - Similar to previously purchased machine - [BG3] to replace Catfish's CPU fan - Done, Catfish now functional - [BG3] to send out emails/delegate for Uncharity Vigil - Happened General Business ---------------- - [MSH]: peanut m&ms for snack - Will be looked into for the next snack run - None available last run - [BG3]: New Machines - Committee has previously discussed purchasing a new Linux box in the past - Also Combtail is dead - Currently specced up to cost ~$1200, not including OS - 3TB of harddrives, 16GB of RAM, 960 Graphics card - Should be budgetting roughly ~$3k every year - Replacing computers every 4-5 years - On top of that a new server every 1-2 years, and new accessories - [BG3]: All of this comes to the point that UCC should be looking into sponsorship for next year, purchasing from a single supplier in exchange for a discount - [BG3] to look into sponsorship - [BG3] moves that the club budgets $2600 for the purchase of two new computers pending approval of specifications by committee - [MVP] seconds, passes unanimously - [BG3] to sends specifications to tech@ and committee@ - Reimbursement - [LDA] moves to reimurse [JDN] $27.98 for the purchase of a lockbox - [TBB] seconds, 7 for, 1 abstain - [CHS] moves to reimburse himself ~$12 for two microphones pending receipt - [LDA] seconds, 5 for, 2 abstain - [BG3]: Looking into not for profit status - Committee already had a brief discussion on Facebook - Has advantages, most relevantly, free Windows licenses - Downsides, costs money to be maintained, takes effort to be maintained, someone has to look at our books - In practise we are already effectively not for profit - [BG3] to investigate not-for-profit status Meeting closed 13:40 ##Current Action Items - [BG3] to investigate not-for-profit status - [BG3] to look into sponsorship - Committee to work on webside of Fresher guide - [BG3] to rewrite policies with [SAS] Minutes uploaded by [CHS] at 13:51 on 2016-02-22