UCC Committee Meeting Minutes 2018-04-13
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Attendance:
===========

## Present:

- [JWB] William Chesnutt  [Vice President]
- [CFE] Zack Wong         [Treasurer]
- [FVP] Felix von Perger  [Secretary]
- [GIR] Caira Bayman      [Fresher Rep]
- [KAT] C. C. 'Blake'     [OCM]
- [CHB] Alden Bong        [OCM]
- [LCY] Chien Yi Lo       [OCM]

## Late:
- [GOZ] Andrew Gozzard    [President]

## Mentioned:
- [BIG] Nicholas Coetzer
- [BOB] Andrew 'Bob' Adamson
- [AJT] Alex Thatcher
- [CHS] Oscar Hermoso
- Max Cartwright

*Meeting opened at 16:00:53*

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Committee Reports
=================

## President's Report
- Sumbitted a conference paper; unrelated to UCC.
   - Was unable to attend previous meeting due to working on paper.
- Has driven to Clarkson, picked up the new aircon, driven back. Thanks to [BIG] and [JWB] for helping to install it.
   - Was done during a short break whilst working on paper.

## Vice President's Report
- What did I do this week?
- We've got the aircon! (That was interesting).
- The 'baffling' which was cut previously by [BOB] was dodgy. Probably going to fail at some point.
  - Learned a new word! "Baffling"

## Secretary's Report

- Checked mail, one letter from Westpac

## Treasurer's Report
- **Accounts**
  - Cheque: $6259.57
  - Guild: $1753.65
  - Mastercard: $49.87
- Some difficulty with approving reimbursments, still trying to figure it out.
- **Reimbursals:**
  - [GOZ] to be reimbursed $1189.00 for new aircon

## Fresher Rep's Report

- All freshers are still OK.

## OCM Reports

### **[KAT]**
- Has not been able to keep up with advertising this week.
- Present at Easter LAN during the entire event. It was fine.
- Also attended the Wrestlemania screening.
  - [KAT] Standout event of the semester so far.
  - [JWB] Vehemently disagrees with [KAT].

### **[CHB]**
- Was at LAN, was good.

### **[LCY]**
- Nothing to report.

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Machine Technical Reports
=========================

## Servers
- Still serving.
- Loveday is now active again following successful installation of aircon.

## Network
- Wifi is broken as per usual.
- What was not broken remains unbroken.

## Desktops
- Pinball is *still* experiencing difficulties.

## Misc
- TRS-80: Backups to `mollitz` (colocated at Christchurch Grammar school) will be offline from night of Friday 20/04/2018 to Monday 23/04/2018.

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New equipment
=============

- We have a new air conditioning unit!
  - [JWB] Warranty for new aircon existed on a number of conditions.
    - New aircon warranty comes with a 5 year warranty.
  - The old aircon could possibly have been void of warranty as a result of being installed without a qualified technician
    - However, [LDT] was successful in persuading technicians to come anyway.

Drinks and Snacks
=================

- [JWB] is unhappy about price of chips.
- [CFE] When doing snack/drink runs, please write the price of purchase on the packaging.

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External Affairs
================

## Mail
- Mail has been checked. One letter from Westpac.

## Guild/SOC
- [FVP] Went to the SOC meeting. 
  - Two new affiliations were presented
  - Vegan/Vegetarian society.
  - 8 Ball Society (billiards club)
  - Storage reallocations coming up soon.
- [JWB] We still need to sign that tenancy agreement.
  - TODO: Exec to sign tenancy contract.

*[GOZ] arrives at 16:21:52*

## Other Entities

### Cameron hall clubs
- Would UCC support drinking water dispenser in Cameron Hall?
  - [CFE] We had one, it broke.
  - [GOZ] Saw a similar project started when he was last on committee (2015)
    - Removing kitchenette in the loft.
    - Replacing with filtered, refrigerated drink fountain.
  - Committee supports adding a water fountain to Cameron Hall.
- [CFE] would consider donating a kettle to the club.
  - [GOZ] Every kettle that has been left in Cameron Hall has been broken.
  - [JWB] Just buy a cheap kettle that is easily replaceable.

### UWA Womens Department
- [KAT] has been contacted asking about UCC running a coding workshop.
- [GOZ] enjoys teaching and enjoys programming; thus would also be happy to teach programming.

Events
======

## Easter LAN
- Overall turnout: more organisers than attendees.
- [KAT] it was nice to watch The Martian.
- [GOZ] Generously said, two attendees. Special mentions to [CHS] and Max Cartwright.
- [LCY], [CHB], [GOZ] and [CFE] attest to being there.
- [GOZ] Event organisation started late enough that we did not have time to market it properly.
  - Recommendation: next year, start Easter LAN organisation before committee changeover.
  - [JWB] Not necessarily more attendees by hosting LAN on Easter weekend.
  - [JWB] Facebook was put out a bit late. Sorry.
- [KAT] Should we run another LAN soon?
  - [GOZ] Exams coming up soon. Maybe not such good timing.
  - [KAT] People want to do LANs during exam period!
  - [GOZ] suggests running *LAN study sessions*.
  - Next LAN likely to be after start of study break.

## [REDACTED]
- [GOZ] "`[REDACTED]` is a good meme, but it should die."
- [GOZ] Conducted survey on Facebook to judge interest for camp.
  - Created an initial poll. Only 6 responses.
  - Created a second poll: Total of 14 respondees this time.
  - Should start a much stronger drive to get interest in camp.
  - "Market research" is permissible according to the Guild.
  - Need to push more extensive "market research" to get attention of interested persons.
- UCC has currently less than 200 members, less than previous years.
  - The 2017 camp had a total of 19 people in attendance, 21 tickets were sold.
  - **Given low attendance of previous camp, it may not be feasible to run camp this year at all.**
  - So far, 7 organisers and 7 attendees for 2018. We need at least 25 people to make it worthwhile.
- [LCY] How easily can we get stats on memberships from previous years?
  - "I want to look at numbers and come up with unscientific gut feeling."

## Cameron Hall Quiz
- [FVP] and [CHB] are on the Cameron Hall Quizmittie.
- Does UCC have any sponsors to ask about getting prizes for the quiz night?
  - [GOZ] We have never succeeded in obtaining standing sponsors in the past.
  - [JWB] We should talk to Varsity. They may have been officially a sponsor for 12 months at some point.
  - [GOZ] By its nature as a computing club, there are not many ways to sponsor the UCC cheaply.
	- [CFE] We had sponsors at one point, now we do not.
  - Anything that people could possibly want as a prize, we will not give away.
  - The Club can donate things for the losing table prize. Lots of things.
- [GOZ] Quiz night subcommittee must agree to the new subcommittee regulations.
  - Modifications to regulations: rules are now considered standing regulations and can be easily modified as required.
- TODO: [FVP] to confirm whether Quiz Night EMP requires club President contact details.

## Hearthstone Tournament
- [LCY] Move committee meeting from 16:00 Friday to another slot so that it doesn't conflict with tournament.
- [GOZ] Committee meetings (by timing) should not interfere with club events.
- [LCY] Shall be printing posters.

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Action Items
============

- [CFE] will contact [AJT] or meet him in person regarding missing financial reports - *not done yet*.
  - [AJT] is departing for China in 2 days.
  - [JWB] ETA on reports is 2-3 weeks, optimistically.
- [GOZ] to book [REDACTED] and pay deposit if necessary - *awaiting results from "Market Research"*.
- [KAT] and [CFE] to coordinate printing cards for machine specs and general clubroom rules - *not done*.
- [CFE] to add [KAT] to committee role on Discord - *not done*.
  - [KAT] to make a discord account - *done*.
- [FVP] to figure out appropriate way to make a to-buy list for members - *sort of done*.
  - Currently located on whiteboard.
- [GOZ] to buy an air conditioning unit - *done*.
- [FVP] to make informational tape to show where things should be placed - *needs tape*.
- [LCY], [JWB] and [CHB] shall discuss door policy reviews - *it has been thought about; ongoing*.
- [LCY] to investigate first-year unit study events; will talk to Elton [EAR] - *too late; not going to be done*.
- Easter LAN - *done*.

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General Business
================

- [BOB] has reclaimed a screen that he allegedly donated to the club previously. It was not being used.
- [*OX]: Can we buy a jeweller's vice? Very useful for soldering etc.
  - [BOB] actually can we get a panavise, they knock the socks off any other vice for soldering
  - [CFE] Motion to budget $160 to [GOZ] to buy a *Panavise 350*.
    - [FVP] seconds.
    - Motion passes unanimously.
- [BOB] Our bible is out of date, can we please get the updated version? https://www.bookdepository.com/The-Art-of-Electronics-Paul-Horowitz/9780521809269
  - [CFE] reckons that the book would be worthwhile getting.
  - Cost of purchase is about $100.
  - [CHB]: always free shipping on bookdepository.
  - [JWB] Motion to budget $110 to [CFE] to buy *The Art of Electronics* by Paul Horowitz.
    - [CHB] seconds.
    - Motion passes unanimously.
  - TODO: [CFE] to purchase *The Art of Electronics*
- [FVP] Accepting payment online or with card.
  - Investigate setting up a payment gateway for online purchases (ie. dispense credit, etc)
    - Fat Zebra: Must inquire about pricing. Probably around $110 + 24c per transaction.
    - Paypal (accepts major cards and paypal)
      - Website Payments Standard: "It’s just 2.6% + $0.30^ per sale"
      - Braintree: "1.75% + $0.30 per transaction."
      - [GOZ] UCC has a paypal account but it was locked ages ago.
  - Alternatively, accept card payments in person or online using *Square*
    - Card reader is $59 from Officeworks; should work with any smartphone/tablet/rpi with android etc.
      - [BIG] Started own business and did not have upfront costs with Square.
      - [BIG] A lot of research suggests that card readers are superior to physical cash in terms of revenue.
    - Flat rate of 1.9% (contactless) or 2.2% (if keyed) on transactions. No monthly fees.
    - Also has APIs for online purchases with website integration.
  - OR Westpac merchant account
    - Genie app: no monthly fees, uses Bluetooth card reader ($100 once-off, 1.95% flat rate on transactions)
      - No obvious indication of discounts for Not For Profit organisations.
    - OR Standalone portable terminal: $55 to $225 per month (!)
  - [GOZ] Do more research and talk about it next week.
  - [FVP] would be willing to work on it as a project.
- [FVP] running CTF events at UCC: training sessions/making teams etc.
  - [JWB] Need to do more research to determine when next big CTF event takes place.
  - [GOZ] UCC doesn't have expertise (or time) to run such an event itself.
    - Submitting teams to open access events sounds like a good idea.
- Door applications:
  - [JWB] We want *more welcoming* door members.
    - [GOZ] Since we are considering redoing door policy.
  - po0rspirit (Sam Benson)
    - [GOZ] Some errors in door application, although relatively minor.
    - [GOZ] Moves to add Sam Benson to door group.
      - [LCY] seconds.
      - Passes unanimously.
    - TODO: [JWB] to talk to Sam about door member responsibilities.
- [FVP] Discuss appropriate language in the clubroom.
  - [JWB] I don't think that it has been getting worse recently.
  - [BIG] If someone feels uncomfortable, they should let a door member know.
  - [GOZ] Door members should be responsible for handling this on a case-by-case basis.
    - If it is a specific case, a door member should witness it and handle it appropriately.
    - [JWB] Committee should not be required to hunt down individuals on the basis of antisocial behaviour.
  - [KAT] Two people at Wrestlemania event were being antisocial.
    - Not active UCC members but known amongst member base.
    - Talked to them and seems unlikely to happen again.
- [JWB] Need to name new aircon.
  - [GOZ] Theme for naming is deserts.
  - Kalamari (originally Antarctica) was previous aircon.
  - Suggestions are welcome!

*Meeting closed at 18:02:14*

Current Action Items
====================

- [CFE] to retrieve financial reports from [AJT].
- [GOZ] to book camp after performing "Market Research".
- [KAT] and [CFE] to print cards for machine specs and clubroom rules.
- [CFE] to add [KAT] to committee role on Discord.
- [FVP] to put to-buy list somewhere suitable.
- [FVP] to organise project bench cleanliness standards and nice tape markings.
- [LCY], [JWB] and [CHB] shall continue to discuss door policy reviews.
- [LCY] to talk to [EAR] about first-year unit study events.
- Executive to sign tenancy contract.
- [FVP] to confirm whether Quiz Night EMP requires club President contact details.
- [CFE] to purchase *The Art of Electronics*.
- [JWB] to talk to Sam about door member responsibilities.


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*Minutes uploaded by [FVP] at 23:15 on 2018-06-27*