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: [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.

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 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