UCC Committee Meeting Minutes 2018-09-19

Attendance:

Present:

  • [CFE] Zack Wong [Treasurer]
  • [FVP] Felix von Perger [Secretary]
  • [CHB] Alden Bong [OCM]
  • [LCY] Chien Yi Lo [OCM]
  • [THA] Tom Hill Almeida [OCM]

Not on committee:

  • [TAY], [DIE]

Late:

  • [GOZ] Andrew Gozzard [President]

Apologies:

  • [GIR] Caira Bayman [Fresher Rep]

Absent:

  • [JWB] William Chesnutt [Vice President]

Mentioned:

  • [DAS], [*OX], [DAA]

Meeting opened at 13:10:59

Committee Reports

President's Report

Vice President's Report

  • Absent. [apologies not accepted by committee]

Secretary's Report

  • Checked the mail.
  • Organised tech talks.
  • Got the receipt for snack run 3 weeks ago.
  • Been busy studying.
  • Broke everything by fixing molmol, see tech reports below.

Treasurer's Report

  • Accounts:
    • Cheque: $4276.39
    • Guild: $2970.26
    • Mastercard: $81.23
  • Reimbursements:
    • [CFE] Motion to reimburse $146.40 for the snack run last week.
      • [CHB] seconds.
      • Motion passes: 4 in favour, 1 abstains.
    • [GOZ] arrives 13:17:23

Fresher Rep's Report

  • Absent.

OCM Reports

[THA]

  • Have been and am being murdered by assignments.
  • Joined the Thinkpad master race.
  • [THA] and [LCY] did a drink/snack run last week, got lost on the way but now we know where Coles is.

[CHB]

  • Worked on Anniversary Dinner EMP.

Machine Technical Reports

Servers

  • [FVP] "fixed" molmol's IPv6
    • Does not respond to neighbour solicitations unless interface is in promisc mode
    • If it does work, logins break on literally everything
    • IPv6 has since been disabled on molmol pending technical investigation of the problem
    • Might be reverse DNS related (for Kerberos)
  • Maltair's replacement motherboard should be arriving this week

Network

  • IPv6 works reliably for anything other than molmol
    • Autoconfiguration is nice.. but kinda scary
  • Almost everything needs updating in DNS
  • UWA DNS is broken, perhaps more broken than usual.
    • [GOZ]: [DAS], after receiving instructions from me got UWA to fix DNS to access Guild websites internally.

Desktops

  • Corvo had a very weird network setup, v6 was being routed via another part of the world.

Misc.

  • Wifi is still broken for people trying to connect on Windows 10.

New equipment

  • No new equipment.

Drinks and Snacks

  • See OCM reports.

External Entities

Mail

  • No mail.

Guild/SOC

  • [FVP] went to the SOC meeting last week.
  • Language week, stalls on Oak Lawn Tuesday 16th October.
    • TODO: [FVP] figure out what to do for Language Week stall.
  • Tenancy busybee is 29th September.
    • Looks like most of committee will either be unavailable or attending the PCS competition on the same day.
    • Meeting in the Guild Council Meeting Room at 11am, [LCY] can attend.

Other Affairs

  • No news from Electrolux, they still have our aircon.
  • [THA] leaves 13:45:57.

Events

Vive Nights

  • [CFE] is busy, [JWB] and [GIR] aren't here so probably not happening tonight.

Charity Vigil

  • [JWB] was going send an email, no email has been sent yet.
    • TODO: [FVP] Send Charity vigil email.
  • UCC is doing "clubroom activities" and running the Vive in the Loft.
  • [GOZ] How do we monetise UCC's events to raise money?
    • [TAY] A good way to make money is to get people to compete.
    • [GOZ] Some kind of buy-in for playing games with eligibilty to win prizes.
    • [THA] arrives 13:54:36
    • [GOZ] Steam vouchers as raffle prizes.
      • Motion to purchase 3 * $20 steam vouchers as prizes for the event.
        • [CFE] seconds.
        • Motion passes unanimously.
        • TODO: [GOZ] Buy steam vouchers.
  • [FVP] and [LCY] can be there.
  • [CFE] can set up the Vive.

Cameron Hall-oween

  • Next meeting this afternoon at 4pm.
  • [TAY] Given that it's getting to late September, the event needs to go up ASAP.

Relay for Life

  • Not a lot of engagement on the Facebook event.
  • Team name is Narutorun.exe
  • TODO: [LCY] Contact potential participants and get them interested.

44th Anniversary Dinner (2018-10-20)

  • [CHB] EMP is half-written.
  • TODO: [LCY] Go to the Tav and try to get the booking confirmed.

Build-A-3D-Printer

  • Dead.
    • [GOZ] You're not getting my 3D printer any more.

How to UCC

  • Next semester.

Study Events for all CITS units

  • CSSC has replied, at last
    • We'd probably book the Purple Room or the Circle in Reid, could get involved with UEC as well
    • [CHB], [CFE], [THA] and [GOZ] can provide tutoring.
    • [GOZ] PCS can probably also get involved.
  • Suggested plan of action:
    1. Pick a date
    2. Select UCC reps to coordinate with other clubs ([FVP])
    3. Reply to CSSC & contact UEC
    4. Do EMP and book venue
    5. Advertising
  • TODO: [FVP] make sure things happen.

Tech talks

  • [*OX] is presenting on Tuesday 2nd October
  • [DAA] is also presenting on Tuesday 9th October
  • [DAA] is happy to present again sometime in November, probably 20th Nov after exams.
  • Need to do advertising ASAP: [THA] is onto it.
  • Pizza run: [GOZ] should be able to come and so we will have at least 1 car.

Action Items from 2018-09-12

  • [CHB] volunteers as the "Cron-ie", shall remind people of their action items when or before they become overdue.
    • Also help reassign action items if necessary.

[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 going to happen.

[JWB]

  • Send email for Charity Vigil.
    • To be done by [FVP].

[CFE]

  • Implement committee handover documentation archive - in progress.
  • Continue writing camp network documentation - almost done.
    • Still don't have a complete floor plan.
    • Been working on network and power setup, going reasonably well.
    • With luck something will be on the wiki by the end of the week.

[FVP]

  • Confirm tech talk with [*OX] - done.
  • Confirm booking of the Tav for 20th October & Tav catering - in progress.
  • Update cerberus with relay for life and charity vigil - done.
    • TODO: [FVP] Add Relay for Life to Cerberus.

[GIR]

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

[LCY]

  • [DIE] walks in, looks vaguely horrified, and walks out again at 14:30:43
  • Send email for busybee on 29th September, starting at 11am.
  • Send email about Relay for Life.

[CHB]

  • Facilitate discussions about machine room renovations.
    • Ongoing.
  • Submit EMP for Anniversary Dinner (pending Tav booking confirmation).
    • Pending Tav booking confirmation.

[THA]

  • Finish inventorying and make spec cards for machines - in progress.
    • [CFE] First is making an inventory, next is printing physical cards.
  • Organise a drinks run - done.
  • Make Facebook events for tech talks and send emails to [email protected] - ongoing.
    • [THA] has now been added as admin to the Facebook page and group

General Business

  • [TAY] I'm unhappy with the results of last week's committee meeting effectively going against the spirit of the motion at the recent OGM to re-vote existing "policies" [sic].
    • "Procedural motion to delay discussion of any changes to regulations and guidelines of door and wheel within 15 days, and that an email outlining said changes of regulations and guidelines shall be sent to the UCC members to which the regulations and guidelines pertain within 5 days." - that actually doesn't mean anything
    • I am actually exceptionally disappointed with this, honestly this has gone on for too long.
    • I've been on committees for years but I don't think I have seen a committee like this with nobody willing to take on jobs.
    • The committee gets to decide regulations, you don't need to have everyone provide feedback on them before being approved.
    • [GOZ] I believe that committee should approve the regulations before they are sent out, if people want to provide feedback they can do so and we can change the regulations next week.
    • [THA] The motion was to re-vote and re-approve regulations but not necessarily to change them.
    • [GOZ] The regulations as approved last meeting are inconsistent with themselves and invalid.
    • [LCY] The idea of the procedural motion last week was to ensure they got emailed out first...
    • [GOZ] Honestly there is no reason why we can't approve the regulations this meeting.
    • [GOZ] requests that committee read through the proposed regulations.
      • [GOZ] reads out the regulations and committee discusses line by line.
  • Motion for committee to endorse the proposed regulations as a candidate to supersede all current regulations and guidelines with the intent to approve at the next committee meeting, subject to feedback from members.
    • [LCY] seconds.
    • [GOZ] We also didn't remember to approve the subcommittee regulations last week, let's quickly do that now since those are referenced in the new regs.
    • Motion passes unanimously.
  • New sticker for 3D printer surface
    • We don't know how much it will cost, it can be reimbursed later.
    • TODO: [CFE] Buy sticker for 3D printer.

Meeting closed at 15:33:32

Current Action Items

[GOZ]

  • Book camp at Camp Leschenaultia for 19th to 22nd July 2019.
    • Ask Camp Lesch to install some eyelets.

[CFE]

  • Implement committee handover documentation archive - in progress.
  • Continue writing camp network documentation - almost done.
    • Still don't have a complete floor plan.
    • Been working on network and power setup, going reasonably well.
    • With luck something will be on the wiki by the end of the week.

[FVP]

  • Confirm booking of the Tav for 20th October & Tav catering - in progress.
  • Add Relay for Life to Cerberus.
  • Send email about Charity Vigil.
  • Add link to OGM minutes on website - done.
  • Halloween subcommittee:
    • Ask about halloween decorations
    • Ask if people with alcohol certifications can to help with the Halloween party

[GIR]

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

[LCY]

  • Send email for busybee on 29th September, starting at 11am.
  • Send email about Relay for Life.

[CHB]

  • Facilitate discussions about machine room renovations.
  • Submit EMP for Anniversary Dinner (pending Tav booking confirmation).

[THA]

  • Finish inventorying and make spec cards for machines - in progress.
  • Make Facebook events for tech talks and send emails to [email protected] - ongoing.

Appendix: Proposed UCC Committee Regulations 2018

This document constitutes a proposed complete list of all necessary UCC Committee Regulations. These regulations are intended to expire and be replaced during the first meeting of a new Committee immediately following an Annual General Meeting. Included are appendices for any technical details or guidelines pertaining to club operations that are not appropriate as regulations.

  • The Committee shall make every reasonable effort to clearly communicate all responsibilities and tasks to the members to whom they apply

    • The Committee may require a member sign a statement that they are aware of their responsibilities

  • Members wishing to apply to join any group are ecouraged to contact committee in writing

  • Members shall adhere to the Club Service Usage Guidelines

  • There shall be a group known as 'Door'

    • The Committee may appoint Door members
    • Door members have the following responsibilities:
      • To act in good faith towards the club
      • To represent the club to current and prospective members
      • To open and oversee the use of the room
      • To maintain a welcoming and helpful atmosphere in the room
      • To ensure the safety and security of club members and property in the room
      • To ensure the club and its members adhere to club, Guild, and University rules and standards including but not limited to:
      • To accept money from members on behalf of the club
    • The Committee will afford powers to Door members so that they may fulfil these responsibilities
    • The Committee may remove Door members or call for their reapplication as they see fit
    • See the Door Group Manual for technical details about Door

  • Committee and Door members may temporarily evict and ban individuals from the room (known as 'dooring' or 'being doored')

    • The dooring may be conditional, for example on time or behaviour
    • Doorings lasting a significant amount of time should be reported to Committee and Door
    • The maximum duration of a dooring is until the next Committee or General Meeting, at which the dooring will be reviewed, and either extended or lifted

  • There shall be a group known as 'Wheel'

    • The Committee in consultation with existing Wheel members may appoint Wheel members
    • Wheel has the following responsibilities:
      • To act in good faith towards the club
      • To maintain the functionality and security of club systems and services
      • To ensure the club and its members comply with University network access policies
      • To adhere to the ITPA Code of Ethics
    • The Committee will afford powers to Wheel members so that they may fulfil these responsibilities
    • The Committee may remove Wheel members or call for their reapplication as they see fit

  • Wheel members shall have administrator access to all club machines, and are responsible for administering such access

  • Wheel members may lock and unlock member accounts

    • Accounts may be locked if:
      • It is requested by the Committee; or
      • There is, in the opinion of the Wheel member, a technical or security reason to do so; or
      • The user of the account is no longer a member of the club
    • An attempt should be made to notify the user of the account of any locking
    • An account should remain locked only so long as there is reason for it to be

  • A club member may be rewarded with dispense credit for performing certain services for the club

    • Emptying a full bin: 96c
    • Restocking the coke machine: 128c
    • Driving a food run: 512c

  • Donations to the club must be reported to the Committee, and are considered to remain the property of the donor until they are accepted by the Committee, at which point they become the property of the club

  • The club shall abide by the Joint Event Subcommittee Regulations.

Appendix A: Club Service Usage Guidelines

Any services provided by the club are provided with the understanding that the user will behave in a responsible manner. These guidelines are in addition to the conditions of any external services accessed using the club's services. Ignorance of any guideline or rule is not considered adequate excuse for the violation of that guideline or rule. Account security and activity is considered the responsibility of the holder of that account.

Fundamental guidelines include but are not limited to:

  • Not attempting to break or weaken security measures in any way without prior and continued permission from the administration of all systems and networks concerned
  • Not making excessive, inappropriate, or abusive use of any club services as defined by the administration of that service
  • Treating the services, systems, users, and administrators of any club service with respect and common courtesy
  • Not participating in any illegal activities
  • Obeying the guidelines and rules of all systems, services, and networks accessed
  • Not using club services in such a way that hinders their more appropriate or club-related use
  • Not sharing account access or other security credentials with another entity without the permission of the administration of the service in question

In general the following uses are considered to have priority corresponding to their order:

  1. Club work
  2. University work
  3. General education
  4. General computing including gaming

Appendix B: Door Group Manual

The following is intended as a quick reference guide for Door members

  • Contact numbers

    • Security (Emergency): (6488) 2222
    • Security (Non-emergency): (6488) 3020
    • UWA Medical Centre: (6488) 2118
    • Note: 6488 prefix is not required on campus landlines

  • See the Instructions for Signing Up New Members

  • Dispense cheat sheet:

    • dispense username +1000 "money in safe bag 14" will add 1000 cents ($10.00) to the account 'username' with a note saying that the cash has been put in the safe in money bag number 14
    • /home/other/coke/cokelog or ~coke/cokelog contain logs of dispense activity
      • Browse the file with less ~coke/cokelog, press q to quit the less program
      • See the bottom (most recent) few lines with tail ~coke/cokelog
      • Search for occurrences of "mytext" using grep "mytext" ~coke/cokelog
    • dispense refund username coke:3 will refund the account 'username' for a purchase of the item in slot 3 of the coke machine, and similarly for snack: and pseudo:
    • dispense slot snack:23 120 "tiny teddies" will rename slot 23 of the snack machine to "tiny teddies" and set its price to 120 cents ($1.20)
    • man dispense or dispense --help will show full documentation of the dispense command

  • Door members are able to dispense the 'door' item and so unlock the electronic door lock by:

    • Logging into the snack machine and entering item code 55
    • Logging into any club machine with 'dispense' installed and running the command dispense door

  • If you are the last Door member leaving the room and closing up:

    • Bin any litter
    • Make sure all members and their property are out of the room
    • Turn off:
      • Lights
      • Fan
      • Soldering iron
    • Close and lock:
      • Tool cupboard
      • Machine room
      • Windows
      • Room door
    • If Cameron Hall is empty close the fire escape and lock the doors at the top and bottom of the front stair well

  • In the event of a fire or other emergency, evacuate in accordance with University Emergency Procedures, closing the room if it is empty and safe to do so

Minutes uploaded by [FVP] at 21:03 on 2018-09-19