UCC Committee Meeting Minutes 2019-05-10 ======================================== Meeting opened: 15:09 Attendance: [MLG] [FVP] [TEC] [420] [THA] [JGM] [MP2] Apologies: [THA] [DBA] -------------------------------------------------------------------------------- [JGM] Motion to gift UCC shirt for quiz night prize [FVP] seconds Passes unanimously [MP2] Motion to reimburse [FVP] $345.01 for the drink/snack run [JGM] seconds Passes unanimously ## Motions by circular - [MLG] Motion to reimburse [GOZ] $18 for chair wheels and fixing chair - Passed, 5:0:0 - [THA] Motion to reimburse [FVP] $345.01 for the drink/snack run - Not passed, 4:0:1 ## Confirmation of minutes from previous meeting [JGM] motions to confirm [FVP] seconds 5-0-1 Committee Reports ================= ## President's Report - Been working on uccportal, getting somewhere. - Need to set up a test environment to make sure dispense/AD integration works (yes, it's crucial for account locking! I promise!) - Checked mail earlier in the week, nothing there. - I have lots of pending reimbursements, plz [THA] do the receipt stuff and pay me the moneys. - **Can committee please check Discord, if not email, at least the committee channels/lists, on a regular basis.** - Learn how to use the InTeRnEt. We don't even make people use Facebook for committee communications. - Look for stuff tagged @committee. For goodness sake. Please. - If you insist on not enabling push notifications, then make sure you scroll up a bit when you do check, and actually read it. - Thank you. ## Vice President's Report Start up talk was good - Attendance could have been better - Like 10 people Filled out the EMP (is not submitted yet) - In paper form Would like a strategic plan for next semester - During the holidays potentially Daily reminder to [THA] that he is not the VP [THA] arrived at 15:16 ## Secretary's Report Sent emails to people. Started to bug people to do their actions - not sure if it is working yet Tenancy visited on Wednesday, they said the room was nice - signed the paperwork for tenancy Went to the Start Up talk - Was interesting - Attendance was poor - The club needs to work on promotion for events - I have observed that the club runs some amazing events (especially all the tech talks that I have attended, but attendance is usually poor and promotion is lacking - Should aim to have all advertising up minimum 1 week BEFORE events. - Guild is delayed at posting posters, we should have this done 2 weeks before event. - Requires commitment/dedication from people planning events - We can do this Was there mail? No replies to emails regarding volunteers for camp yet. - Hopefully people volunteer ## Treasurer's Report ``` |--------------|-------| | Drink | Total | |--------------|-------| | coke |$ 24.70| | null coke |$ 23.00| | Pasito |$ 10.08| | lemon squash |$ 6.00| | lemonade |$ 5.04| | kole beer |$ 2.52| | solo |$ 1.60| |screaming soda|$ 0.84| |--------------|-------| |---------|-------| | Person | Total | |---------|-------| | frekk |$103.31| | lesscot |$ 78.91| | james1 |$ 19.71| |shelrock1|$ 16.18| |alexjthat|$ 16.07| |---------|-------| ``` Not up-to-date with recipts Big thanks to [LCY] for drinks runs ## Fresher Rep's Report [420] Thinking about pot plants is hard ## OCM Reports [TEC] Email sent for making poster for camp - No reply yet. Building nice certificates for life members. -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - We still have two M4s and one Cisco server unused ## Network - We have two spare chassis which are probably compatible with Bitumen, probably should do something with those ## Desktops - The original mouse on pinball has stopped working ## Misc -------------------------------------------------------------------------------- New equipment ============= Drinks and Snacks ================= - [FVP] did a drink&snack run - we have chocolates in the snack machine! hurrah! - [LCY] did a drinks run -------------------------------------------------------------------------------- External Entities ================= ## Mail - No new mail. ## Guild/SOC - SOC meeting happened after committee meeting last Friday, 3rd May - [FVP] went. - Pre-tenancy Cameron Hall SOC meeting - [FVP] went. - Will start sending information by emails - Talked about elevators - In spooky new clubroom there may be other clubs on same floor. - Tenancy meeting happened on Wednesday 8th of May - Nobody went. - [FVP] spoke with Taco of SOC/Tenancy about the agenda item about the roof (before the meeting) - they just wanted to know if we'd gotten anywhere since end of 2018, no news :-( ## Other Affairs - There is a chair that has been sitting under the stairs for a very long time. Gozz has the parts and has offered to fix it. - Chair has been fixed, thanks to [GOZ] - [GOZ] notes that they still own the wheels until they have been paid [420] fell asleep. Events ====== ## Tech talks - [FVP] - Expression of interest from [LE@] for talk about decompiling Action [MLG] to organise tech talk with [LE@] next semester - or camp? ## Vive nights - [GIR] - Vive nights are probably happening - Thanks [GIR] ## Movie nights - Unisfa got a bigger TV ## Camp - [FVP], [MPT] - EMP deadline is in 1 week. - [MPT] needs to organise SLT or find someone else to be camp leader. - [DBA] has volunteered, but is busy this week and next. - [FVP] would like to run a talk [FVP] Motion for free ticket for head chef [THA] seconds Motion passes 6:0:1 [MLG] want to volunteer for head chef Action: [MLG] Will send email out communicating for volunteers and advertising head chef - Will decide on chef next week Action: [FVP] to tour guild for [MP2] [TEC] ## Cameron Hall Quiz Night - [THA], [JGM] -Tickets for camp: - Early bird tickets: $70, $90 - Regular tickets: $80, $100. -To not run at a loss: Need roughly 25 people. - Lots of activities are being planned. - Hopefully we can get enough volunteers to do fun things. - Potential to make it into a really good tech thing. - [MLG] attendance has been going down, is doing camp worth it? - [FVP] Camp will be good, no matter how many people go. But we should try and promote it. ## Aristotle Metadata Tech Talk - [CHZ] - Happened on Wednesday 8th May - Was it good? - Yes! but attendance was not great [FVP] ## Tech Fixup 17th June - [FVP], [DBA] - Organise for after semester - Need to pick a date - Catering - Pizza? - List of things to fix? - Might come from the wheel meeting. - Advertised as a learning opportunity - Trial the super-secret thing before CAMP - [MLG] offers themself as tribute ## Quiz night - Nothing to report - Everything is organised. - Quiz is in 3 hours. -------------------------------------------------------------------------------- Action Items from previous meeting ============================ - [FVP] To check that uccpass works. Also fix it when it is found to be broken - probably done - [FVP] to make quizmittee reps respond to quiz stuff - done - [FVP] to make fb page public - done - [FVP] to go to artifactory for fixing cover of cerberus - Or we can wait until after semester and do this - not done *[FVP] looks at people who actually live nearby* - [FVP] Fix uccportal for account locking - In progress (actually) - [FVP] Follow up with Bre and send stuff through to committee - Not done. - [FVP] to do a cost benefit analysis for a colour printer - Not done - [FVP] and [DBA] to organise tech fixup event - Started - [FVP] and [JGM] to sell excess server stuff like the two still-working M4s - Gotten photos, is happening - [THA] find and budget parts for new computers - pinball and porcupine - being done - budget $2000 - in progress - [THA] buy prizes for quiz - done - [THA] Find prizes for Quiz Night and camp stuff - Programming competition - Beat sabre - Door prize - [JGM] Leaves 15:56 - [MPT] Email for tech talks for camp - [MPT] Find someone else to be camp leader - done - [MLG] Email for volunteers for camp (food prep, RSA, first aid) - [420] Look at pots / trays for plants - done - [420] to submit changed constitution to commisioner/guild. - emailed guild, not done yet - [TEC] Prepare HLM certificates for new life members - in progress - [JGM] and [FVP] to sell excess server stuff like the two still-working M4s - in progress - [DBA] Check and update catering for tech talk on Monday with updated numbers - done with [MLG]'s help - [DBA] and [FVP] to organise tech fixup event - not done yet -------------------------------------------------------------------------------- General Business ================ 1. Group Review - No further input by email. [THA] Should do maximum one review per year - should only be kicked off wheel for unethical behaviour, or request [MLG] Or, one email reply for interest for staying on group per year. [TEC] Thinks different process should be used for people currently on groups and new group memberships [FVP] Formal application process don't mean having lots of questions/work - Should be consistent and clear guidelines - Staight forward and well documented (If interested see his email) - Committee should have a list of attributes to work off - Trust etc - Concerns about people who are not used to having to apply - culture of entry by nomination - Can have problems with modesty - People should be able to answer the questions: "Why do you want to be on wheel" "Why should you be on wheel" "Why do you want to be on door" "Why should you be on door" [MLG] Sproket also exist [FVP] Can be used as a level of trust/testing motivation for wheel - Hard to discuss this with whole committee (only some interested parties) [DBA] enters 16:06 [DBA] Thinks [THA] looks good in formalwear [MLG] agrees [DBA] leave 16:08 [FVP] we sent out an email re: group review - anyone who wanted to have an opinion, they should have emailed there by now [FVP] we should have a seperate meeting for discussing group review [MLG] We will have an extra meeting at the tav, for group review. Small group of people - Open for interested parties ACTION: [MLG] to organise club meeting for interested parties. 2. [MLG] Committee should create a committee-only dicord channel that is only writeable by committe, but readable by the whole server. This way people can see how the committee runs things. - Should convert the current committee-only channel into a sensitive information channel not for regular use. [MLG] Psych: Already done. It was a good idea. 3. [MLG] We should move future meetings to 2pm on Fridays, since everyone is free. Does this need a motion? You all already nominated 2pm as good. ACTIONS: [FVP] change the meeting times, or show [MLG] how to change the meeting times for committee meetings *Meeting closed at 16:20* Current Action Items ==================== - [FVP] change the meeting times, or show [MLG] how to change the meeting times for committee meetings - [FVP] to go to artifactory for fixing cover of cerberus - Or we can wait until after semester and do this - not done *[FVP] looks at people who actually live nearby* - [FVP] Follow up with Bre and send stuff through to committee - [FVP] to do a cost benefit analysis for a colour printer - [FVP] and [DBA] to organise tech fixup event - [FVP] and [JGM] to sell excess server stuff like the two still-working M4s - In progress - [FVP] to tour guild for [MP2] [TEC] - [MLG] Make motion to budget for camp prizes - [MLG] Send email out communicating for volunteers and advertising head chef - [MLG] to organise club meeting for interested parties re:group review in the tav next week - [THA] find and budget parts for new computers - pinball and porcupine - being done - budget $2000 - in progress - [THA] Find prizes for camp stuff - Programming competition - Beat sabre - Door prize - [420] to submit changed constitution to commisioner/guild. - emailed guild, not done yet - [TEC] Prepare HLM certificates for new life members - in progress - [JGM] and [FVP] to sell excess server stuff like the two still-working M4s - in progress - [DBA] and [FVP] to organise tech fixup event - not done yet -------------------------------------------------------------------------------- *Minutes uploaded by [MLG] at 11:01 on 2019-05-11*