UCC Committee Meeting Minutes 2018-08-29
========================================

Attendance:
===========

## Present:

- [JWB] William Chesnutt  [Vice President]
- [CFE] Zack Wong         [Treasurer]
- [FVP] Felix von Perger  [Secretary]
- [GIR] Caira Bayman      [Fresher Rep]
- [LCY] Chien Yi Lo       [OCM]

## Late:
- [GOZ] Andrew Gozzard    [President]
- [CHB] Alden Bong        [OCM]

## Mentioned:
- [BOB], [*OX], [TPG], [THA], [PJA], [KAT]
- Wine Appreciation Club (WAC)
- Computer Science Students Club (CSSC)
- UniSFA
- UWA Tavern

----
*Meeting opened at 13.03*

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

## President's Report
- Absent, report delivered late.

## Vice President's Report
- Miserably sick.
- Did admin stuff for Vive Night
    - EMP was submitted last night, probably hasn't been approved yet but that's fine.
    - Loft booking for next week.
    - Game we are going to play on 
- Sent the email to WAC

## Secretary's Report
- Did a bunch of crate sorting
   - Found some arcane and ancient "multiplier boards" on the shelf
     - Now placed on top of wooden Alpha box under desk in antistatic bags 
   - Tempted to resurrect "What is that?" email series
   - Note we have an entire crate full of old/broken keyboards.
   - 2 Logitech headsets found and added to collection in audio/mice/controllers crate
   - Only one "misc bits" box which includes stuff like SATA and PSU cables, among much else.
   - Would be nice to have another large cupboard to replace 3rd rack in machine room.
   - Would also be nice to have another 4 or so crates to store papery things currently decaying in cardboard boxes
- Want to bring back Napoli with a new SSD and a fresh install of OS X
   - Budget for new SSD? Or I just use one of 2 spare 120G SSDs lying around...
   - Already installed OS X using an old SSD (which works)
   - We don't seem to have any apple mice apart from one particularly ugly USB ball mouse.
- Sent email asking about tech talks
   - [\*OX] can do talks on just about anything between 08/09/2018 and 08/10/2018 (probably Julia programming)
      - TODO: [FVP] organise tech talk with [\*OX].
- Doing a snackrun with Tom later.
- Emailed CSSC
- Talked to UniSFA, no news yet
- No reply from Tav yet.
- Checked the mail, no new mail.

## Treasurer's Report
- Broke my email, so I have a week worth of emails to read through.
- *[GOZ] arrives 13:11.*
- Accounts:
   - Guild: $2970.26
   - Cheque: $5310.46
   - Mastercard: $81.23

## Fresher Rep's Report
- Was sick last week, like dying sick.
- Still need to coordinate CITS study sessions.
- Next CITS1402 project is due week 11.
   - [GOZ] contacted CITS coordinator about information sharing for teaching purposes, was denied.
- Running vive night tonight, and ran one last time.

## OCM Reports
- CHB is absent.

### [LCY]
- All the things I haven't done since last week I will do very shortly.
- Following UniSFA on Facebook, looking for news about movie nights.

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

## Servers
- [CFE]'s email is broken, everything else should be fine.
- [GOZ] VM hosting at UCC is getting super dodgy, PCS VM was running out of memory.
- *[CHB] arrives 13:17*.

## Network
- Walnut to Bitumen LACP link (between our two primary network switches) died on the weekend, splitting the network in half.
   - That was not fun, a lot of stuff broke.
   - Thanks to [TPG] for coming in and fixing it.

## Desktops
- Porcupine has been stripped in preparation for new parts.
   - [BOB] has ordered new parts.
- Napoli is setup working with latest version of OS X (High Sierra).
   - Also connected to the domain but home directories are likely broken.

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New equipment
=============
- 2 sets of headphones (technically not new) found in the machine room somewhere.
   - [GIR] We should get some *nice* headphones for the Vive.
      - [GOZ] There is an official audio head strap for the Vive.

Drinks and Snacks
=================
- [FVP] is doing a snack run later.

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External Entities
=================

## Mail
- No mail.

## Guild/SOC
- Next busybee has been set, week after Charity Vigil.

## Other Affairs
- No news from Electrolux.
- No response from Wine Appreciation Club.

Events
======

## Movie nights
- Remain dead for now, pending news from UniSFA.

## Vive Nights
- Alive.

## Charity Vigil
- Next meeting on Friday.
- Proposed regulations did not pass, no votes in favour.
- Charity is "Youth Focused".
- New representatives from Panto.
- $5 entry price, door purchases only.
- [KAT] has made some draft graphics for posters.
- TODO: [JWB] Make a Facebook event.
- Subcommittee agreed to budget up to $30 for printing posters.
- Activities:
   - Space timetable has been produced so we can plan who needs what space when.
   - [GOZ] may be able to bring their Vive so we can play multiplayer.
- Need to look for sponsors and prizes.
   - [GOZ] will go to PLE at some point and try to get a sponsorship.

## Cameron Hall-oween
- Last meeting was on Saturday, [GIR] attended
- Can't do any solid planning yet because the Tav hasn't replied.
- Storage for decorations: Panto doesn't want to store them so alternative locations are required.
- Seems to be going well.

## Relay for Life
- Pre-event needs to be sorted out.
   - [GOZ] Getting nerds to run is hard, getting them to play games and donate money is easier.

## 44th Anniversary Dinner (2018-10-05)
- Waiting on email from Tav.
- Need to make advertising material and EMP.
- TODO: [GIR] Make a poster for Anniversary Dinner.

## Build-A-3D-Printer
- UCC's printer has been built, works quite well.
- [GOZ] would like to bring their 3D printer along to run an event.
- Filament costs: Until it becomes a significant expense for the club ($100+ per year) it will remain free to encourage people to try using it.

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Action Items from 2018-08-22
============================

### [GOZ]
- Book camp at Camp Leschenaultia for 19th to 22nd July 2019 - *not done*.
   - Ask Camp Lesch to install some eyelets.
- Coordinate 3D printer event - *not done*.
- Coordinate snack run at some point - *done by [FVP]*.
- Purchase new computer bits - *done by [BOB]*.

### [JWB]
- Finalise updated door policy.
- Figure out how to fix Facebook group and do so.
   - From next year, start a "UCC Freshers" and an overarching UCC group.

### [CFE]
- Implement committee handover documentation archive - *ongoing*.
- Finish inventorying and make spec cards for machines - *very not done*.
   - If you put things somewhere in /home/other/committee, they will eventually end up on the web.
- Write camp network documentation - *in progress*.

### [FVP]
- Make some graphics material for Relay for Life advertising - *not done*.
   - TODO: [LCY] Make graphics for Cerberus (4:3) and Facebook.
- Send emails asking about tech talks - *done*.
- Contact CSSC about running collaborative study events - *done*.
   - [GOZ] talked to CSSC, found out that most of them don't know about UCC, we might see some of them around sometime.
   - [FVP] sent an email to committee@cssc.asn.au, maybe we will get a response eventually.
- Follow up with Tav about bookings and catering for Anniversary Dinner.
   - Still no reply from the Tav, seems Hayden (Tav events person) is very busy.

### [GIR]
- Coordinate with [JWB] about running CITS first year unit study sessions.

### [LCY]
- Make Facebook event for Relay for Life.

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

- Discuss moving the machine room.
   - [GOZ] Meetings are probably the most inefficient way to discuss this.
   - **Suggestions are welcome.**
   - TODO: [CHB] Facilitate discussions about machine room renovations.
- New aircon has yet to be named.
   - [JWB] wants to call it "Patagonia".
   - Committee is in consensus.
- Door applications
   - [THA] Thomas Hill Almedia
      - Previously was on door, was kicked off because apologies were sent directly to secretary as opposed to committee@ by email.
      - [GOZ] Motion to add [THA] to door.
         - [JWB] seconds.
         - Motion passes unanimously.
   - [PJA] Peter Allnutt
      - *[GOZ] grills [PJA] about "bad responses" in door application.*
         - 20 minutes later, grilling intensifies.
         - *[GOZ] grills [CFE] about Active Directory.*
      - *[GOZ]'s grilling finishes at 14:03.*
      - [JWB] Motion to add [PJA] to door.
         - [LCY] seconded.
         - Motion passes unanimously.
   - TODO: [FVP] Add [THA] and [PJA] to door.
- Deepthought (UniSFA computer) should have wheel keys installed and/or be joined to the domain.
   - [GOZ] It was installed with the understanding that it could be disconnected from the network at any time.
      - Worst case, we disconnect it from the network if we notice that UniSFA has violated network terms of usage.
   - [JWB] We should have the ability to do things to the computers on the network 
- tpg: Discuss a policy for other clubs using UCC network (related to Deepthought), should require UCC have a suitable level of control over the target machine (and potentially MAC-based hardware lockdown)
   - [GOZ] MAC based lockdown makes sense.
   - [GOZ] There is no more reason for us to have access to it than for UWA to have access to our systems.
- UWA Sport wants to coordinate with us to organise more eSport events.
   - [JWB] There's not a lot you can do which matches their criteria of 15-20 minute games.
      - Rocket league is pretty much one of the only good optinos.
   - [GOZ] A lot of effort for not much gain.
- Buy airhorn.
   - [JWB] Motion to budget $20 to buy an airhorn.
      - [FVP] seconds.
      - Motion passes, 4 in favour, 3 against.

*Meeting closed at 14:12.*
  
Current Action Items
====================
  
### [GOZ]
- Book camp at Camp Leschenaultia for 19th to 22nd July 2019.
   - Ask Camp Lesch to install some eyelets.
- Coordinate 3D printer event.

### [JWB]
- Finalise updated door policy.
- Make a Facebook event for Charity Vigil.

### [CFE]
- Implement committee handover documentation archive.
- Finish inventorying and make spec cards for machines.
   - If you put things somewhere in /home/other/committee, they will eventually end up on the web.
- Write camp network documentation.
- Facilitate discussions about machine room renovations.

### [FVP]
- Follow up with Tav about bookings and catering for Anniversary Dinner.
- Organise tech talk with [*OX].
- Add [THA] and [PJA] to door.

### [GIR]
- Coordinate with [JWB] about running CITS first year unit study sessions.
- Make a poster for Anniversary Dinner.

### [LCY]
- Make Facebook event for Relay for Life.
- Make graphics for Cerberus (4:3) and Facebook for Relay for Life.

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*Minutes uploaded by [FVP] at 14:49 on 2018-08-29*