UCC Committee Meeting Minutes 2019-04-12 ======================================== Attendance ========== ## Committee: ### Present: - [FVP] Felix von Perger [President] - [MPT] James Arcus [Vice President & Acting Secretary] - [THA] Tom Hill Almeida [Treasurer] - [DBA] David Adams [OCM] - [TEC] Timothy Chapman [OCM] ### Late (Apologies Provided): - [JGM] James Myburgh [OCM] ### Apologies: - [420] Albert Smith [Fresher Rep] ## Non-Committee: - [MLG] Grace Rosario - [NTU] Nick Bannon ## Mentioned: - [042], with much love <3 - [TRS], [AJW], [CHZ] -------------------------------------------------------------------------------- *Meeting opened 15:13* ## Confirmation of minutes from 2019-04-29 - Minutes not yet published - [MPT] They're now done though! - Probably still bear revising, will send out draft ASAP though ## Confirmation of minutes from 2019-04-05 - Minutes were published! - Minutes confimed Committee Reports ================= ## President's Report - Not done much this week - Blanket warning to anyone who has left a charger or cable plugged in somewhere - Plz return them to the shelf after use :) - Thanks to [042] for transcribing the AGM minutes, that was a lot - [MPT] also thanks [042] - Audio recording is available on [FVP]'s website, - They still need editing - Action: [FVP]: Put the minutes in the proper directory - Spoke with Bre Shanahan from the Guild Womens Department - Got some more input on stuff like handling complaints, making behavioural expectations clear, etc. - Action: [FVP]: Follow up with Bre and send stuff through to committee - Wheel meeting last Monday, had some interesting discussions - Worth going through those minutes ## Vice President's Report - Still very busy - Managed to actually finish the minutes, and submit the Vive Nights EMP - Other stuff is still less done - Hoping to clear my backlog of stuff by next week - I will be unavailable during study week ## Secretary's Report - [MPT] is acting secretary, currently typing this... ## Treasurer's Report - Weekly reminder to Felix that I'm the treasurer now - We have money - I've wasted more time writing scripts - [MLG]: But not filling the coke machine apparently... - Today as of 10:55... |:-------:|:--------------:| | Drink | Total earnings | |:-------:|:--------------:| |nullcoke | $29.44 | | coke | $ 9.50 | | sprite | $ 7.12 | | solo | $ 5.60 | | pasito | $ 5.04 | |:-------:|:--------------:| |:--------:|:--------------:| | Person | Spenditure | |:--------:|:--------------:| | random58 | $12.76 | | shelrock1| $12.67 | |arsewisely| $10.92 | | jimbo | $ 8.34 | | james1 | $ 8.22 | |:--------:|:--------------:| - Bank accounts - Westpac spending: $2811.90 - Will put the rest in soon ## Fresher Rep's Report - Apologies: - I am eating cake probably - Plants are not done (yet) - Nothing else to report - [FVP]: Happy Birthday! ## OCM Reports - [TEC]: Learnt that `/mp3s` on eggman has _all_ sorts of files in it - Didn't know there were so many file types - [DBA]: Makers isn't going to be able to do a collab for a while - President leaving, no one to fill the position - Not me, despite having endorsement of committee - [DBA]: Met with Product Manager of Digital X Ltd. from the Blockchain Centre, Perth - Tech talk? - [FVP] Let them know we normally have tech talks on Tuesday but can do things on any day - [MLG] Pick a month - [FVP] May - [DBA] is meeting them again next Thursday - This is just an expression of interest, will have to see what they want to do - [MLG]: If you want to talk to people about sponsoring UCC you should do that -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Nothing done yet with Cisco UCS server, or the 2 * x3550 M4s - Suggestion: sell the M4s before they break - [FVP] checked with [TRS], is OK with that - Doesn't have confidence in the firmware upgrade - [NTU] Is nice to have a spare while we're running one - [FVP] We don't have any M4s running at the moment - [FVP] Motion to sell the new M4s via online marketplaces - Can keep them in the minimal configuration they are now, while they're still in working order - [MPT] Seconds - Passes unanimously ## Network - Net works - Aforemention ports are still dead ## Desktops - [THA] sent an email about upgrading clownfish and pinball - Been no response yet - If accepted, total cost will be $1700, will be within top 5 computers - [NTU] Not surpising given other things people have had their mind on - [MPT] I will respond shortly - [FVP] Firefox is being dodgy on cobra - [THA] Need to look into upgrading our Windows 7 machines due to ending support - Or move them to Linux - *Various chatter about gaming machines* - [THA] How do we feel about trialling other distros? - [FVP] Move this to general business ## Misc. - SW Webcam seems fixed - [FVP] thinks it was to do with cable length - See [FVP]'s [email to tech@](https://lists.ucc.gu.uwa.edu.au/pipermail/tech/2019-April/005131.html) -------------------------------------------------------------------------------- New equipment ============= - None Drinks and Snacks ================= - Need to fill up the coke machine - [FVP] notes there are rewards for doing that -------------------------------------------------------------------------------- External Entities ================= ## Mail - Mail checked on Monday, not since then - Still waiting for new bank card? - [THA] got new card directly from Westpac - Tav time? ## Guild/SOC - SOC meeting this Wednesday, attended by [FVP] and [MPT] - See [MPT]'s [committee@ email](https://lists.ucc.gu.uwa.edu.au/pipermail/committee/2019-April/007573.html) ## Other Entities - UWA Sports inter-faculty eSports event: Wednesday 15th of May 12:00pm – 2:00pm in Cameron Hall, see the [email](https://lists.ucc.gu.uwa.edu.au/pipermail/committee/2019-April/007576.html) - Expecting around 50 attendees from 10 faculties - [FVP] Publicity opportunity, but also, we're not a gaming club... - Suggestion: send email to ucc@ asking for volunteers - [MPT] Suggestion: take advantage of large number of abnormal visitors - Have some cool demos or something to try and encourage new members - [THA] Lots of their events are very tangential to us (largely console gaming) - [MLG] Given you're trying to get the club onto a less gaming track - [FVP] If people from the club want to help out, sure, but not sure we want to put effort into this as a committee - We could allow them to sign up for an account as an external entity, let them use their account for Rocket League on multiple computers - They're using it under the same terms as other clubs, not a specific collaboration - [MLG] Make sure there is a door member available - Anyone have a problem with that? - [NTU] As a one off, no - Action: [FVP] Reply to UWA Sport about their eSports event - Action: [FVP] Send out email asking for volunteers *[JGM] arrives 15:52* - [NTU] Went to a robocup event recently - Not just robo soccer - Potentially put in a team for some of the events - Better off having a few well-promoted events rather than lots of small ones - [FVP] We don't have a good framework in place at the moment to organize lots of really good events, especially not for others - Hope to build that e.g. next semester - Anything extra we run now will put us in a worse position to organize the ones we want to run - [MLG] Feedback: this committee has not been great at promoting events - Having one less exec and needing an acting secretary doesn't help Events ====== ## Tech talks - [FVP] - [AJW] is presenting "Coding in Astronomy" on Tuesday - Has been in the rego form from the beginning, though we didn't have a specific date until recently - Advertising status: degraded - Registration form updated - Discord post done - Facebook events needed - Action: [JGM] Create a Facebook event ASAP - Post a link in Discord, get people to invite people - Action: [MPT] Send an email TODAY to ucc-announce@ - [FVP] Motion to budget $80 for pizza - [FVP] can bring a car and do pizza run - [THA] seconds - Passes unanimously ## Vive nights - [GIR] - Did it run this week? - [MPT] filed the EMP, so it *can* run ## Movie nights - Try to organise another screening with unisfa? - [FVP] suggests after study break - [MLG] suggests running Game of Thrones night ## Camp - [FVP], [MPT] - Draft RMP, Itinerary and code of conduct should be submitted to Guild by the end of the week - [FVP] worked with [MLG] on the itinerary, is almost done - *Super secret thing* - [MPT] is working on the EMP? - Yes, most things copied over from last year's, just need names for responsible people - [FVP] Can put that in later, not needed immediately for the draft - Both camp leaders need Student Leadership Training - [AJT] notes not everyone invovled needs to be on committee - Who wants to do SLT? (preliminary interest from [THA], [MLG], [JGM]) - We're gonna use /home/other/committee/docs/ for the camp stuff, yay for UCC systems - Action items for camp: - Find prizes for competitions (ie. programming competition, Beat Sabre, eventual "best project" prizes, etc.) - Action: [MPT] Email for tech talks for camp - [MLG] Aim at least one at people who are less techy, and one at people who are very techy - Action: [FVP] Email for volunteers for camp (food prep, RSA, first aid) ## Dine Below the Line - No further news - [FVP] Could make a part of camp e.g. "Charity Lunch" on one day then donate money to charity ## Cameron Hall Quiz Night - [THA], [JGM] - [THA] Did everyone see the amendments that were proposed? - Actually had a formal subcommittee meeting about that - General consensus was the amendments need rewording - [THA] is on the panel making sure they get reworded well - Budget for CHQN is likely going to stay the same - Unlikely that we need to pay for a security guard, but that was budgeted for - Tickets are currently in the safe, and on dispense - [FVP] We could put them in the keysafe - All online sales from Eventbrite will go to our account, but is not actually ours - Facebook event will come out today - [FVP] Make sure we spruik it on Discord - Action: [THA] Send email to door to let them know the procedure for buying tickets ## Aristotle Metadata Tech Talk - [CHZ] - [CHZ] is co-founder of the startup - Going to be in Perth for a week - Action: [TEC] Look for a suitable venue - Action: [TEC] Oversee promoting the event - [TEC] accepts provisionally - [MPT] can help with organizing venues, EMPs - They will sponsor event, want venue for up to 100 people -------------------------------------------------------------------------------- Action Items from 2019-04-05 ============================ - [MPT] Submit EMPs for Vive Nights - Done - [MPT] Write handover document for Fresher Welcome - Not done - [FVP] Contact [CHZ] about Aristotle Metadata talk - Done, got a response that was forwarded to committee-only@ - [FVP] Book venue for OGM - Done, it's in the Loft, 30th April 1-3:30pm - [FVP] Submit EMP for OGM - Transferred to [MPT] - [FVP] Send email about account locking - Not done - Really need to fix uccportal so it checks/syncs membership payments properly, then we get a list of accounts to be locked... - [MPT] Need to follow up on constitutional changes - Not done - Needs to be sent ASAP - [420] Look at pots / trays for plants - Not done -------------------------------------------------------------------------------- General Business ================ *Committee goes in camera 16:28* - Door applications - [SPK] Sheldon Kristianopulos - [FVP] motions to accept, [THA] seconds - Passes unanimously (5/7 committee present) - [MLG] Grace Rosario - [THA] motions to accept, [MPT] seconds - Passes unanimously (5/7 committee present) - Committee notes that an absolute majority consists of 4 committee members, since there is currently one vacant position - [JGM] James Myburgh - [JGM] leaves the room for the duration of the consideration - [FVP] motions to accept, [THA] seconds - Fails (4/7 committee present) - [JGM] returns *Committee exits camera, re-enters projector 16:57* - Door purge - Call for re-applications by a certain date (probably a committee meeting), then do the purge, and (re-)approve applicants individually - [JGM] & [MLG]: Need to give people plenty of time to respond - [FVP] Committee needs to revise door guidelines before any deadline, also exams - Target date for re-applications 3rd May - [NTU] doesn't think that regulations will be revised by then - [JGM] Thinks we should have clear published expectations - [MPT] I think we should use terminology other than "purge" - [MPT] I don't think the regulations are a barrier to doing anything we want to do - [FVP] Worth having a more clear application process - Will have a door training thing to focus on techincal skills of the role - Applications should focus on demonstrating an understanding of what the role means - We should have a more comprehensive set of guidelines for applicants - [MPT] agrees - [THA] Motion to call for reapplications of all door members, to be submitted no later than 3rd May - On the condition that committee makes its expectations clear for the contents of such applications - All existing door members shall be reconsidered at this date - [MPT] seconds - Passes unanimously (5/7 committee present) - Door training - [FVP] It's a good idea - Will be for all door members from this date - Details will be provided, will take the form of a training event - [MPT] Motion to require door members to attend training within a reasonable timeframe after a successful appllication - [THA] seconds - Passes unanimously - Action: [FVP] Organize door training - OGM in Cameron Hall Loft, rather than lecture theatre - Last minutes said lecture theater but [FVP] booked the Loft - [FVP] Motion to approve change of venue - [TEC] seconds - Passes 4:0:1 - [FVP] Impartially moderated meeting - I think that was resolved at the committee meeting 2 weeks ago (2019-03-29) - Does committee think we need to go any further with this? - Consensus is no - [FVP] Motion to transfer `illuminati.org.au` to UniSFA, pending their approval - [FVP] I spoke to Katherine, she will talk to the committee - [JGM] Speaks against, the idea was that this had value, to hand out to members - Giving away isn't necessarily the right move - [FVP] The names and people attached to this, I think we should try to put it behind us - Stalling, doing or not doing things with it may be interpreted negatively - [MPT] I propose to change the motion to allow us to transfer it to another association if UniSFA do not agree - Motion amended to: Motion to transfer `illuminati.org.au` to UniSFA or another willing and suitable organization, upon their approval - [MPT] seconds - Passes 4:0:1 - [FVP] Make a working group for club culture stuff, regulations, etc. - Task list (adapted from motion last week), in order of priority: 0. Consult with the member base in a structured way regarding existing mentality and culture, both positive and negative 1. Organise meetings with representatives from Guild departments (ie. Womens, Pride, Access, etc) and other clubs - Already partially done by [FVP], pending reports to committee 10. Reviewing clubroom regulations and door guidelines with focus on first impressions - Getting specific feedback from Guild depts and other clubs regarding the regulations themselves - Highlight constitutional dispute process, implement a streamlined complaints process 11. Communicating our expectations clearly with members - Stuff like drafting/sending announcements, making posters (or getting them made), etc. - [JGM] Wants to clarify we make sure we consult the membership appropriately - [FVP] Wants the working group to work on getting an initial - [NTU] Can't rush results - You [FVP] have proposed some regulation changes, don't want things to be presumed no feedback = accepted - Need to make sure each change is separate enough to get focused pros vs cons - [JGM] We need to have a high-level look at the culture of the club first, and recognize where we are and develop a roadmap into the future - Show of hands who wants to meet up outside of committee meetings to work together on these things - [FVP], [JGM], [TEC], [NTU] - What this working group would do is write stuff, collating feedback and proposing concrete suggestions - Action: [FVP] Send email inviting participation in the working group - [NTU] At some point you need a whole concrete change that can then be proposed to the membership of the club - [JGM] I think we should add into the working group the goal of consulting with the member base in a structure way - [TEC] Since what [JGM] said was relevant to the above, I think this should be discusses - [FVP] Motion to delegate the above tasks to a working group - [JGM] seconds - Passes unanimously - [FVP] Reminder to committee to add items to the agenda before the meeting - [THA] Reminder to [FVP] to let go of the lockfile sometimes - [FVP] Discussion on what we want to do about negative dispense balances - [NTU] There is a history with this. Coke members used to be allowed to go to -$20 balance - [THA] I will notice when there is a discrepancy - [DAS] I think anyone can *argue* that they're going to pay it back, but they don't - [NTU] There are recorded discussions on this in the past, should act on the information you have in the cokelog - [NTU] You don't need to allow or encourage this - [THA] It is generally not a problem if you have a guarantee they're going to pay it back - [JGM] Motion to give any person with a negative dispense balance 30 days to repay the money or suspend their membership - [MPT] seconds - *discussion continues* - Motion fails 0:5:0 - [FVP] Motion to allow the treasurer to direct that members with negative dispense balances be doored and have their account locked - [JGM] seconds - Passes unanimously *Meeting closed at 18:23* Current Action Items ==================== - [MPT] Write handover document for Fresher Welcome - [MPT] Need to follow up on constitutional changes - [MPT] Email for tech talks for camp - [MPT] Send an email TODAY to ucc-announce@ - Done, by [FVP] - [JGM] Create a Facebook event for [AJW]'s talk ASAP - Done - [FVP] Fix uccportal for account locking - [FVP] Email for volunteers for camp (food prep, RSA, first aid) - [FVP] Follow up with Bre and send stuff through to committee - [FVP] Reply to UWA Sport about their eSports event - [FVP] Send out email asking for volunteers to help with eSports event - [FVP] Speak to [SPK] and [MLG] about door stuff - [FVP] Send email about door reapplications - [FVP] Look into a door training scheme - [THA] Send email to door to let them know the procedure for buying tickets - Done - [TEC] Look for a suitable venue - [TEC] Oversee promoting the event - [420] Look at pots / trays for plants - Committee: Find prizes for Quiz Night and camp stuff - Committee: Sell the two still-working M4s -------------------------------------------------------------------------------- *Minutes uploaded by [FVP] at 16:25 on 2019-04-22*