UCC Committee Meeting Minutes 2016-11-04 ======================================== Attendance: =========== Present: -------- - [CHS] Oscar Hermoso [President] - [TBB] Alfred Burgress [Education VP] - [DJF] Chris Forbes [Treasurer] - [SOS] Alexander Sosin [Secretary] - [HYT] Hock Yew Tan [Fresher Rep] - [LDT] Roland Kerr [Education Officer] - [SAS] Samuel Shenton [OCM] - [JMA] Jake Alexander [OCM] - [TPG] John Hodge - [TFM] Thomas Miller - [DAS] Donald Sutherland Late: ----- - [EAR] Elton Rodrigues [Social VP] Apologies: ---------- - [MMM] Shahzad Siddiqui [Social Officer] Absent: ------- Mentioned: ---------- - [TFM] Thomas Miller - [TPG] John Hodge - [DAS] Donald Sutherland - [DAA] David Adam - [BG3] Mitchell Pomery Meeting opened: 1405 Confirmation of minutes from previous meeting ============================================= - [TFM] pointed out errors in previous minutes - problems fixed, thank you Committee Reports ================= President's Report ------------------ - Hardcore finishing off CITS projects over the last week - They've both been due today - More or less finished, at least until exams - Also went to LoL finals and the Project Night - See ecents Secretary's Report ------------------ - Screwed up committee notification email script - Fixed now - No meetings till the 25th Treasurer's Report ------------------ - I thought I would make a relatively neat report this week, considering that [SOS] can't actually fix reports when I make blatant errors in them, despite having someone proof-read them and not spotting the numbers replacing letters in words even when I have clearly written a message to him informing him that they are not written correctly. - [SOS]: thanks - sung to the tune of Bon Jovi's hit single "Living on a Prayer" - (committee in tears) - semester grants - we claimed $5,640.64 - take my receipts, we'll get reimbursed i swear - thats $800 more than last semester - I didn't claim a few things, mostly cheap food, maintenance things - Anniversary Dinner receipt isn't itemised but is mostly alcohol which is unclaimable - We maxed out easily though so it doesn't matter - Drinks run on Wednesday night, [JMA] dogged the boys - [LDA] offered to sell drinks to club for cheap - Gave same offer to Unigames - Didn't mention he was also selling water bottles as part of it - Unigames outbid us - [LDA] confirmed bad bloke, dogs the boys - and people were going to vote him as our president - Mastercard: $15.31 - Cheque: $4,667.19 - Cash Reserve: $0.05 - Guild: $1344.71 Fresher Rep's Report -------------------- - Hello...again - [Rest of committee]: Hello - Brought freshers into the clubroom - good meme - they commented on the lack of cleanliness in the clubroom - also said the website looks (and I quote) "shit" - [LDT]: Kids these days wantin high tech websites [EAR] arrives 1412 Machine Technical Reports ========================= Servers ------- - power outage - at 0505 - back up at 0537 - Webcams fixed now - thanks [TPG] - How to boot servers guide on servers - Currently on motsugo - Really should be printed in machine room Network ------- - Vigenda has gained the brand new feature allowing people to override the editiability of it if someone else has opened the file and left it open and gone for several days *cough*oscar*cough* - Default is no - Thank you [*OX] for this new feature Desktops -------- - On desks - Porcupine seems to be RIP HDD - Fine now (I think) - May have actually been network issues from the power outage - Not actually the HDD - [TPG]: don't remove prerifierals, Don't leave them removed >:( New equipment ============= - [Sam Shenton] = (SAS) card in molmol (good meme) - thanks [DAA] and [BG3] Drinks and Snacks ================= - Coke and Solo 4 dayz boiiiiii - Drinks Drinking - Snacks barely snacking External Affairs ================ Mail ---- - Checked - get spammed - Recieved mail from campbells - Doesn't even have any good deals in it Guild/SOC --------- - Guild Ball happened on Friday - Shoutout to Unigames for Best Club Runners Up - No awards for LoL club, clearly robbed - Semester 2 Grants - See Treasurer's Report Other Entities -------------- - None Events ====== - LoL event - No cash box or float - Sold a lot of hot dogs - Almost as good as a bunnings snag - A good learning experience - 1v1 didn't happen - Not enough people - Just played a normal game - Project night - Low attendance - 1 Can bought = financial success for the club - Good job team - [MMM] suggests mini social events for post-exam chill - Mini social events and chill? - Jackbox games used on projector to get UCCans interested on being social - EG Drawful 2 - May add to comforting appeal of the club room - [MMM] to organise - [CHS] to help - Pizza Night???????? - Pizza Night! - Should be this Friday Action Items ============ - [EAR] to set up csgo server - This action item shouldn't be here - The server has already been set up by [TPG] - [JMA] and [CHS] to order mouse pads - [CHS] reminded [JMA] to order these today - Not done - Website changes to be considered by [CHS] and [SOS] - Not done - [CHS] to organise shirt buy - Communication still happening between us and shirt seller - They wanted more confirmation - [CHS] gace confirmation - Ongoing - [CHS] to follow up with internal review of committee - Not done - [JMA] and [CHS] to purchase marquee - Not done - [TBB] to catalogue library - Catalogue'd - Needs to be put on wiki - [TBB] to upload books library to wiki - Anyone but [DJF] to do a drinks run (as per shotgun not rules) - Done by [DJF] - Committee to consider lock out hours and timer based account lock outs - See general business - Committee to discuss education events for the period between exams and O-Week - not done [TFM] arrives 1452 General Business ================ - [BIG]: Run collab ed events with CSSC - This was raised after clubroom discussion on how to improve Ed - Now in the minutes to raise discussion - Discussed - Ed tried to organise an event with the in the past - Ed will attempt o interact with CSSE some more - [BIG]: Cobra not discoverable on the network by Windows - [CHS] asked [BIG] to look into this when he raised the complaint - [BIG] then went on to make all of the machines on the network discoverable - Thanks [BIG] for this - [LDT]: Resume Windows license acquisition for Caan or Chubsucker? - Also, Windows 7 license for Cobra? - According to [JDN], he may have a Windows key for UCC in his email - ___ to follow up? - So for some context for new committee; - UCC acknowledged the need for more Windows keys with the last committee - It was also realised that we would be able to get cheap/free Windows keys; - But only if we were a charity - [CHS] and [BLZ] began investigating - We eventually applied, succeeded - We then went to purchase the keys - (there is a small administration fee, per key) - Upon reading terms and conditions for purchase, we discover we may only make one purchase, ever, through the site - A further complication, there is a different form of distribution for the keys based on whether we get 25 keys or less - Previous secretary [BLZ] was tasked to send an email asking for recommendations - Then he resigned, and here we are - In short, [CHS] to send the email that [BLZ] was supposed to send - [DJF]: don't take work away from [SOS], make him work - [SOS] to email tech@ - [LDT]: We should address the replacement and/or repair (HAHAHA) of speakers for clubroom machines on the basis that the propagation of headphones is an unsuitable long term measure given our current rhetoric of encouraging inter-member engagement and sociability. Also, door members should not be using headphones. - mfw we actioned the purchase of speakers months ago - Purchased - [LDT] sole door members in room should not wear headphones - Committee agrees - Will be added to door group policy hopefully soon - [HYT]: it will make door members more approachable - [DAS]: how do webcams work? - Is it on the wiki? - [TPG]: it should be - Times for photos taken across the minute are not 5sec apart - Talk to [BG3] - He's the man of the hour - [EAR] came back from buying canned milo - canned milo wtf???? - Committee homework - Strap yourselves in boys, we're gonna be here for a while - Time out hours and account lock outs - [SAS] We have 24 hour access to clubroom for activities in our clubroom - It is up to the interpretation of the committee - [DJF]: proposes a excessive use policy - If in clubroom for excessive time e.g. 40 out of 48 hours - Numbers can be changed - Should be doored for a period of time - [SAS]: Excessive use policy would seem more like a personal agenda than a general rule - [JMA]: Lock out hours will affect those members that just want to come in and play games overnight - [TBB]: What happens if people want to study overnight? - Send email to committee with reason and await approval - This would probably be the best way to handle it - [LDT]: People would have to apply every evening for overnight usage - giving committee a better view of club activity in the early hours - [TFM]: Committee should address the problem directly and not make complex solutions to fix it - If people are sleeping in the club room - tell them - If people start being a problem - Committee should act accordingly to what they're specifically trying to fix - [SAS]: We are trying to deal with a bigger problem and that is fixing the stigma of the club - People are staying in the clubroom for excessive amounts of time - People believe that they have ownership of machines - It's getting to the point where it has to be fixed - If we can't rely on our door members to fix these issues on a individual level - Committee needs to create a blanket rule - And therefore, lockout hours were proposed - It's less of people sleeping in the clubroom and some sort of agenda against gamers - But more of improving the cleanliness, culture and stigma of the club as a whole - Trying to get a new clubroom to help fix this - Lockout hours also create a reset point for the club - This allows a fresh start to each day - UwAnime does this and their clubroom looks amazing - We want to actively improve the environment that is our clubroom - [DAS]: What is the stigma of the clubroom? - The common stereotype, we've all heard it before (feels bad man) - [HYT]: Clubroom looks dirty and unwelcoming to freshers - As oppose to uwanime which looks very welcoming - [LDT]: first impression of the club is very poor - old dirty stuff should be the first thing you see when entering the club - committee derails (help) - [EAR]: UCC stigma outside of cameron hall is very poor - People are less inclined to associate themselves with UCC - Lockout hours may not be the most complete solution to this problem - But it is a step in the right direction to help change the stigma - [CHS]: Improving club perception is a very good step forward - We do however have other things to value apart from our stigma - Believe lock out hours are only appropriate during semester - They would be too much to push for it during the holidays - [TBB]: Cleaning the clubroom and starting fresh can be done at a certain hour or when the clubroom is open which ever comes first - [SAS]: We could have days where we can be open 24 hours like Fri-Sun - [JMA]: Agree to lockout hours over the weekdays - However lockout hours during holidays and semester are 2 different things - [TFM]: Regarding the stigma - First impressions differ from person to person - Can't please everyone - We aren't catering for people who aren't interested in a computer club - What makes this a club for me is that I can be in here anytime and interact with people - [CHS]: There are so many people doing computer science at uni but UCC has only a small turn out - [DJF]: We need to retain new members - [SAS]: Lots of things we need to fix - [JMA]: Lack of cleanliness is a failure on door's behalf - [SAS]: Club has been stagnant for the past 3-4 years, we aren't really getting anyone new in - We need to engage a larger group of people - Attendance at events is shocking - Lockout laws are a push in the right direction - [LDT]: The club is actually at a low utilisation faze - In my first year, it was actually hard to move in the clubroom - Even though all of our computers are being used now, we used to be fuller - [SAS]: Lockout hours make security and management of the club easier and allows for more frequent cleaning - We remove door privelages those that don't clean - [SAS]: Moves to apply lockout hours between 3-7am as of Monday where no one is allowed in the clubroom unless on committee business or wheel business or have been approved by a member of committee by email, which is to be reviewed at the next upcoming committee meeting - If a committee member approves a application wrongly, repercussions will be considered by the rest of committee - [SOS] seconds - Motion passes, 5-4 [LDT] leaves 1609 - [DAS] door application is reviewed - Application unsuccesful [DAS] leaves 1623 - [DJF]: We should have door members clean in the morning and tidy in the evening - Committee rests this matter till next meeting [TBB] leaves 1629 - [TFM]: Door members not getting any communication from committee - Door list broken - [SOS]: (while writing minutes late): It's fixed now - Thanks [TPG] Meeting closed at 1632 Current Action Items ==================== - [SOS] to email tech@ about windows key acquisition - [JMA] and [CHS] to order mouse pads - [TBB] to upload library to wiki - Website changes to be considered by [CHS] and [SOS] - [CHS] to follow up with internal review of committee - [CHS] to organise shirt buy - [JMA] and [CHS] to purchase marquee - Committee to discuss education events for the period between exams and O-Week