UCC Committee Meeting Minutes 2018-10-03 ======================================== Attendance: =========== ## Present: - [JWB] William Chesnutt [Vice President] - [CFE] Zack Wong [Treasurer] - [FVP] Felix von Perger [Secretary] - [LCY] Chien Yi Lo [OCM] - [THA] Tom Hill Almeida [OCM] ## Late: - [GIR] Caira Bayman [Fresher Rep] ## Apologies: - [GOZ] Andrew Gozzard [President] - [CHB] Alden Bong [OCM] ## Mentioned: - [NTU], [LDT], [LLL], [*OX], [thedom102] - Door members: [DAS], [BJS], [JWB], [THA], [CHB], [GOZ], [CFE], [FVP], [osterguard], [TFD], [AJT], [KAT], [PJA], [DBA], [DJF], [GIR], [JDN], [LDT], [LCY], [DIE], [TPG], [NTU] - [Ex-door members](#busybee): [TBB], [ROB], [BIG] -------------------------------------------------------------------------------- *Meeting opened at 13:02:21* ## Confirmation of minutes from 2018-09-26 Committee Reports ================= ## President's Report - Not here. ## Vice President's Report - Nothing to report. ## Secretary's Report - Received notice of [GOZ]'s resignation - OGM has been organised, see general business. - TODO: [FVP] Send OGM notification email. - Nobody else seems to be able to help out for Languages Week stall :'( - Sent email about Halloween decorations. - Policies & procedures page has been updated, doctype grahame is awful. - Checked the mail. ## Treasurer's Report - Accounts: - Guild: $2970.26 - Mastercard: $77.74 - Cheque: $4120.21 - Paper has arrived from Officeworks, chargers have not. - Update: Chargers have been refunded, they were out of stock. - Been doing study. ## Fresher Rep's Report - Made two posters. Yay... ## OCM Reports - [LCY] Facebook post has been made regarding Panto's discounted tickets. - Cleanup: tables were wiped, de-dusted, a surprisingly large soft drink stain was hidden behind Pinball... - Also I deep-cleaned one keyboard, only 2 keyboards left that I haven't cleaned properly yet. - *[GIR] arrives at 13:07:32* - [NTU] was the only person who wanted pizza, so no pizza was ordered. - Advice from [LDT]: don't buy purple methylated spirits, it leaves stains on everything. - Committee is in consensus that the one remaining bottle is leaking. - [THA] I have the specs for all desktops apart from Catfish, all that is missing is the actual cards to put specs on. - My daemon to run on all the computers is almost complete. - [CHB] found Artemis, planning to test Artemis when there aren't 2 assessments. -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Still serving. ## Network - Net is working. ## Desktops - Cobra's screen intermittently fails to power on, seems unrelated to the graphics card being unseated. - Christmas' mouse and keyboard also exhibits intermittent dodginess. -------------------------------------------------------------------------------- New equipment ============= - Paper. Drinks and Snacks ================= - Snack machine has been filled, we have no leftover solo. - [GIR] *might* be able to do a snack/drinks run tomorrow. -------------------------------------------------------------------------------- External Entities ================= ## Mail - No mail. ## Guild/SOC - No Guild. Still no minutes from latest SOC meeting. - [LCY] went to the Tenancy busybee meeting. - If you smell something funny around Unigames, it's probably the pest exterminators. ## Other Affairs - EEEWA event was shared on Facebook. - Still haven't received the transport bill from Electrolux. - Panto is offering half price tickets to UCC members for their show over the next few days. Events ====== ## Vive Nights - [GIR] and [CFE] are busy, [JWB] doesn't want to do it, no EMP has been submitted. - Thursday nights might work better than Wednesdays for committee's availability. ## Charity Vigil - Followup meeting on Sunday 4pm, [GOZ] is presumed to be attending. ## Artemis LAN - We have a bridge license supporting up to 6 people for a single ship. - Located in /home/other/committee/ - [Minutes of their purchase](https://www.ucc.asn.au/infobase/minutes/2013/2013-10-11.txt) ## Cameron Hall-oween - Money for online ticket sales to be deposited into UCC account. - Posters have gone up. - TODO: [FVP] send Halloween email. - TODO: [GIR] make Facebook event. ## Relay for Life - No news from [LLL]. ## 44th Anniversary Dinner (2018-10-20) - [LCY] hasn't spoken to Hayden yet about menu. - Food will be produced in the Tav kitchen, they will produce a custom menu based on our budget ($20 pp) - TODO: [LCY] Get a draft menu for the event. - Posters have gone up, thanks [GIR] and [LCY]. - Decide on exact activities & format of auction for serial terminals. - [FVP] has already sent email saying that they will be auctioned at the Anniversary Dinner. - A number of members were quite interested in them. - The terminals which we are intending to keep are labelled "keep", the rest are candidates for auction. - [JWB] Auction the Lego Mindstorms? - TODO: Determine which things are up for auction after meeting. - Bar tab: - Suggestion is to have an intial amount on the tab with a predetermined maximum, depending on finances. - Matching people dollar-for-dollar as they put money on the tab. - TODO: [CFE] Figure out where we are with spending this year. ## Study Events for all CITS units - Thursday 11th October, 4-6pm. - Tutors have been found, more volunteers are welcome. - [JWB] is happy to lecture bash, given times and locations of lectures. - I'd like A4 or A5 handouts. - UEC is probably able to buy pizza for the event. ## Tech talks - First talk on Tuesday. - It went well, thanks [*OX] for coming in. ## Language Week Stall - Tuesday 16th October 12-2pm, set up a little earlier. - "Passport" stamps and other equipment will be provided by Language week people. - Volunteer assistants needed. - [FVP] will be there. ## Busybee (Saturday 29/09/2018) - Apologies from [DAS], [BJS], [JWB], [THA], [CHB], [GOZ], [CFE], [FVP], [osterguard], [TFD], [AJT], [KAT], [PJA], [DBA], [DJF], [GIR] - Remaining door members: [TBB], [LCY], [ROB], [BIG], [JDN], [LDT], [TPG], [NTU], [ROB] - Attendeed: [JDN], [LDT], [LCY], [DIE], [TPG], [NTU] - Door members who did not apologies: [TBB], [ROB], [BIG] - [JWB] Motion to remove [TBB], [ROB] and [BIG] from door for failure to send apologies. - [LCY] seconds. - Motion passes with 6 committee members in favour, 2 absent. - [JWB] As an afterthought, the email for the cleanup was not sent to door@ and instead to ucc-announce@ - should people really be removed if they didn't see the email? - As a note for future cleanups, send a notification email to door@. - On further note, the members who were removed were indeed subscribed to ucc-announce@. -------------------------------------------------------------------------------- Action Items from 2018-09-26 ============================ #### [GOZ] - Book camp at Camp Leschenaultia for 19th to 22nd July 2019 - *not done*. - Ask Camp Lesch to install some eyelets. - Facilitate a meaningful connection between the different clubs involved in the study event - *done*. #### [CFE] - Implement committee handover documentation archive - *in progress*. - Continue writing camp network documentation - *in progress*. - Buy Comsol chargers from Officeworks - *ongoing*. - Need to find some other chargers. - Buy stickers for 3D printer - *done*. - Waiting for them to arrive. - Investigate options for new monitors. #### [FVP] - Confirm booking of the Tav for 20th October & Tav catering - *not done*. - Action item transferred to [LCY]. - Add Relay for Life to Cerberus - *done*. - Halloween subcommittee: - Send email about halloween decorations & volunteer assistants (RSA / First Aid / Event Managers) - *sort of done*. - Organise study event with UCC, PCS, CSSC and UEC - *in progress*. - Organise language week stall - *in progress*. - Would like some more volunteer assistants. - Update UCC website "Policies and Procedures" page - *done*. #### [GIR] - Make a poster for CITS study session - *done*. #### [LCY] - Talk to [thedom102] about repeated doorings - *not done*. - Contact potential Relay for Life participants and get them interested - *not done*. - Go to the Tav and confirm the Anniversary Dinner booking - *ongoing*. #### [CHB] - Facilitate discussions about machine room renovations. *ongoing* - Submit EMP for Anniversary Dinner in person as hardcopy. *ongoing* #### [THA] - Finish inventorying and make spec cards for machines - *almost done*. - Talk with [GOZ] about how best to install Steam on Linux desktops - *ongoing*. -------------------------------------------------------------------------------- General Business ================ - Organise second OGM for the year. - [FVP] "Final call for resignations!" - Booked for Tuesday 23rd October 14:00 in GCRM. - EMP has been submitted. - Notice should be displayed on Cerberus. - Ratify recent Wheel Group additions: [FVP], [333] and [LE@]. - [FVP] would motion to approve wheel group additions but has a conflict of interest. - Note: By regulation, an absolute majority of committee must vote in favour for door/wheel appointments/removals. - [JWB] Since [FVP] was not officially voted in by committee before nominating [333] and [LE@], those nominations are invalid. - [FVP] The wheel nomination / approval process has happened anyway, and with the new regs we may consider that wheel has been consulted and no objections have been raised. - [LCY] Motion to ratify [FVP]'s addition to wheel. - [THA] seconds. - Motion passes with 5 committee members in favour, 1 abstains, 2 absent. - [LCY] Motion to ratify [LE@]'s addition to wheel. - [FVP] seconds. - Motion passes with 5 committee members in favour, 1 abstains, 2 absent. - [JWB] Motion to ratify [333]'s addition to wheel. - [CFE] seconds. - Motion passes with 5 committee members in favour, 1 abstains, 2 absent. - [JWB] Chairs - New chairs have been on the wishlist for ages. - The link to new chairs on [the wiki](http://wiki.ucc.asn.au/MoneyMoneyMoney) is now broken. - We should probably investigate the possibility of buying new chairs. - TODO: [JWB] Investigate possibility of buying new chairs. - [LCY] Motion to ratify all committee discussions between 13:00 and 14:00. - [THA] seconds. - Motion passes unanimously. - [JWB] How's the Square payment thing going? - [FVP] I need to work on it a bit more, fiddle with hardware etc. - [JWB] Basic requirements are: - Needs to be permanently plugged into a charger - Permanently secured in some manner. *Meeting closed at 14:40:26 - only an hour and 40 minutes!* Current Action Items ==================== - Committee: Determine which things are up for auction after meeting. - [GOZ] Book camp at Camp Leschenaultia for 19th to 22nd July 2019 & ask to install eyelets. - [CFE] Implement committee handover documentation archive. - [CFE] Continue writing camp network documentation. - [CFE] Buy USB-C chargers. - [CFE] Investigate options for new monitors. - [CFE] Figure out where we are with spending this year. - [FVP] Organise study event with UCC, PCS, CSSC and UEC. - [FVP] Organise language week stall.. - [FVP] Send Halloween party email. - [FVP] Send OGM notification email. - [LCY] Talk to [thedom102] about repeated doorings. - [LCY] Contact potential Relay for Life participants and make them interested. - [LCY] Follow up with Anniversary Dinner booking & organise menu. - [CHB] Facilitate discussions about machine room renovations. - [CHB] Follow up with Anniversary Dinner EMP. - [THA] Finish inventorying and make spec cards for machines. - [THA] Talk with [GOZ] about how best to install Steam on Linux desktops. - [JWB] Investigate possibility of buying new chairs. -------------------------------------------------------------------------------- *Minutes uploaded by frekk at 15:38 on 2018-10-05*