UCC Committee Meeting Minutes 2019-05-31

Attendance: [MLG] [FVP] [JGM] [MPT] [TEC] [THA]

Absent: [420] [DBA]

Meeting Opened at 14:26

Confirmation of minutes from 2019-05-24

  • The planning meeting was to be advertised to members in order to encourage attendance
  • [FVP] motions to confirm
  • [MLG] seconds
  • Passes unanimously

Committee Reports

President's Report

  • Replaced the power supply for the snack machine card reader
    • It is now probably mostly actually fixed
  • Been working on uccportal: account locking is coming soon!
  • Put some stuff on the whiteboards
    • one of which still needs to be mounted to the wall.
  • Perhaps mechanical keyboards aren't so bad after all...
  • Went to Westpac to follow up with the account admin/signatory/online member stuff
    • The changes requested earlier in the year weren't done, should be being followed up now
  • Accounts:
    • Guild: $3,246.84
    • Cheque: $1,250.89
    • Mastercard: $3.27
  • BBQ stuff, talked to Lee
    • Been sent to campus management, hopefully, will get approval by today/Monday.

Vice President's Report

  • Study event was non-event unfortunately
    • [MPT] and [SPK] were here studying.
    • Sucessfully made [MPT] study.
  • Thanks [FVP] fixing the vending machine
    • Plan to look at the code to make it more robust after exams
  • Completed food certificate

Secretary's Report

  • Went camping
    • Is very tired (seems to be a constant problem)
  • There is not enough time in a week to do things
    • Would like to request for someone to build me a time machine/time turner.
    • Pretty please

Treasurer's Report

  • Handed over control of purchasing new parts for Christmas and Pinball to [BOB]. Thanks to him for offering to do it.
  • Did grants and can report that I'm still alive.
    • Gave guild Felix's name + phone number for grants reference.
    • Hopefully everything should go to committee@ because that was the email I gave them.
    • Everyone should have view access to the documents I used for grants.
  • Consider this a notice that I will be away from the 15th of June until the start of next semester. Have fun folks!
  • For some reason my tables still don't align nicely, so I'll figure something out. If anyone wants the tables while I'm away, I think I put the scripts in ~committee as pre_agenda.ion and post_agenda.ion.

  • The last week:

  • Drink | Total

  • -----------------
  • null coke|$ 29.44
  • coke |$ 15.20
  • solo |$ 8.80
  • Pasito |$ 4.20
  • lemonade |$ 1.68

  • kole beer|$ 0.84

  • Person | Total

  • ----------------------
  • shelrock1 |$ 18.53
  • arsewisely |$ 15.27
  • alexjthat |$ 11.03
  • jimbo |$ 7.01
  • thunderweilder|$ 6.38

Fresher Rep's Report

OCM Reports

  • [TEC] Has designed and printed certificates for life members.

Machine Technical Reports

Servers

  • We have servres

    Network

  • We have network

    Desktops

  • We have desktops

    Misc.

  • Schedualed power-outage, Friday June 21st from 0030 to 0500.

    - Will need to organise for shutdown before

New equipment

  • New computers parts are being posted.

Drinks and Snacks

  • We need a drink run plz.
  • [MPT] motions a standing budget of $350 for reinbursments for drinks and snacks
  • [JGM] seconds
  • Passes unanimously

  • [FVP] should go on the regulations page as a standing budget. ACTION: Tom to add standing budget to the regulations page

  • [MPT] Motion to require the treasurer to report drink and snack reinbursments at the following committee meeting.

  • [JGM] seconds
  • Passes unanimously

External Entities

Mail

  • Not been checked

Guild/SOC

  • Testing and tagging happened.
  • All the desktops, screens, speakers got tagged
    • Powerboards got tagged and have a 1 year tag only.
  • Servers, AC, Printer, 3D printer, projector, vending machines got tagged.
  • 5 things failed.
    • 2 powerboards, 2 IEC cables failed, the plug on the vending machine failed
      • Was replaced with plugs on site

  • Safe estimate of $300 for tagging.

  • [MLG] suggests that last time Guild may have paid for testing, so we should search the minutes.

  • ACTION: [MPT] will look for what happened last time UCC was required to tag.

  • [JGM] wants to acknowledge that UCC committee is run by students and not much will happen in the next 2 weeks

    • [JGM] would like clarfication on process for tagging.
  • As a committee, collectively we were not happy with the response from SOC about this issue
    • We would like to discuss how this went with guild.
  • ACTION: [MLG] is going to talk to the Guild President about the process that surrounding tagging

Other Affairs

Events

Semester 2 Planning Session - 14th June, 10am - 2pm.

  • [FVP] motion to change budget for session for $50 for pizza to $50 for any kind of food.
    • [MPT] seconds

  • Passes 5:1:0

  • Agenda for session

    • Brainstorming ideas
    • Frontloading things that can be done, and don't need to be done in committee meetings.

  • Anyone that wants to suggest things or ideas for events for next semester please come along.

    • Would like non-committee members to be involved in events organisation and running events.

ACTION: [MLG] to create an announcements channel in discord ACTION: [MPT] to write up some talking points/agenda for event. ACTION: [MLG] Facebook event and email for event.

[MPT] Study event.

  • [MPT] studied for at least 2 hours.

Tech talks

  • Come to camp!
    • Should plan them during the planning session.
    • If people are intersted in doing tech talks, please contact committee and we can put it on the calander for next semester. ACTION: [MLG] to email [LE@] about his tech talk.

Camp - [FVP], [MPT], [MLG]

  • Stall BBQs need to be booked (5th June already done)
  • ACTION: [FVP] to book.
  • No news yet from Campus Management about whether we will actually be allowed to run them
  • Need to check whether we can use a fridge in the stairwell to store leftover food between stalls
  • Still need to organise final approval meeting with Guild, [FVP] and [DBA]

Tech Fixup 17th June - [FVP], [DBA] 2pm onwards. (Pizza 5:30)

  • Planning not done yet, suggest postponing by a week or two
  • Would be nice to have wheel members to help do things
    • Would be nice to have less technical people here that are willing to learn. ACTION: [FVP] to write up a list of things to fix for [MLG] to publish tomorrow.

Movie night

  • Happnening tonight!
  • [FVP] is hosting
  • Everybody reading this on a Friday afternoon should come down.
  • Starship Troopers and pizza at 6:30 tonight! Get amongst it.

Quiz night

  • Wrap up meeting happened.

Ethical Hacking stuff - David Glance

  • Talk to David Glance is you are intested in working with ethical hacking stuff.

Study event with Data Science Club

  • It happened
  • Don't know if anyone from UCC went to it.

Action Items from 2019-05-24

  • [FVP] to email CSSC and ask them to advertise for camp - also do this in person
    • Done!
  • [FVP] to do or ask wheel to create [private] archives of committee-only
    • Not done
  • [FVP] to do movie night 31st May
    • Is happening
  • [FVP] to continue with door training
    • Not done
  • [FVP] Follow up with Bre and send stuff through to committee
    • Not done
  • [FVP] and [JGM] to sell excess server stuff like the two still-working M4s
    • Working on it
  • [MPT] Send things to guild for camp stuff
    • Done
  • [MPT] Figure out when all the CITS units are having exams/where
    • Done
  • [MPT] to follow up if he doesn't hear anything in a week from SAC.
    • No, will follow up.
  • [MPT] Organise study event maybe
    • Done
  • [MPT] To do the facebook thing for camp
    • [MLG] beat him to it.
  • [MLG] to send email to UCC@ and to check with other committee members that the 14th works for committee organisation day
    • Not done
  • [MLG] TO create staff roster for camp once we have volunteers
    • Waiting on volunteers
  • [MLG] we have no volunteers for camp - So email them again.
  • [MLG] to do email and fb event for 31st May movie night
    • Done

  • [MLG] to bring in a copy of Starship Troopers

    • Done

  • [TEC] is going to sort out tagging stuff

    • Done
  • [TEC] to email around for sponserships
    • Not done

  • [TEC] create list of places to go for sponsorship in Perth

    • Not done

  • [JGM] Prepare posters for Tech Fix up event 17th June

    • Will do this weekend.

  • PCS to organise programming competition for camp

  • [TEC] Prepare HLM certificates for new life members

    • Done

  • [JGM] and [FVP] to sell excess server stuff like the two still-working M4s

General Business

  • [MSH]: take photos of all ucc assets in case there's a real fire
    • We should add it to the list for the tech-fixup thing.
  • [MLG] is her lack of understanding, suggests OSC inventory if it works?
  • Should we find another asset list to use.

  • Necessary for guild insurance.

  • ACTION: [MLG] Call next meeting for the 14th of June

  • [SPK]: Review of responsibility of door members to close things such as the machine room/tool cupboard after themselves if they are the only one in use of it to avoid the shifting of responsibility unknowling onto other members of door- [MPT] the ultimate responsibility of closing the room as a door member is to check that all locks

  • [MLG] It should be a curtesy of members to lock up once they are done with the machine room/tool cupboard.

  • ACTION: [FVP] to add this information to his message to door.

  • [FVP] thinkgs that there are too many people in the clubroom who are disengaged with the clubs interests

    • Many people who come in and sit at a computer and play games and don't engage with the community of the club.
    • We should think about ways to find a way to stop the club becoming a lan cafe.
    • We want our memebrs to embodie the values that the club upholds.
  • [JGM] wants to start the University Computer Gaming Club

  • [FVP] thinks that if gamers want to change the way the committee is aiming the club, they should turn up to OGMs and vote for people to aim in that direction.

    • We'll leave the creation of that club to the people who actually want to do that.

  • Wants to suggest that was think about changing the way the club works:

    • Potential changes: Clubroom closed after 11pm.
  • [MLG] That idea might punish tech related things like project night when it runs late.

Meeting closed at 1548

Current Action Items

  • [FVP] to do or ask wheel to create [private] archives of committee-only
  • [FVP] to continue with door training
  • [FVP] Follow up with Bre and send stuff through to committee
  • [FVP] and [JGM] to sell excess server stuff like the two still-working M4s
  • [MPT] to follow up if he doesn't hear anything in a week from SAC.
  • [MLG] to send email to UCC@ and to check with other committee members that the 14th works for committee organisation day
  • [MLG] TO create staff roster for camp once we have volunteers
  • [MLG] we have no volunteers for camp - So email them again.
  • [TEC] to email around for sponserships
  • [TEC] create list of places to go for sponsorship in Perth
  • [JGM] Prepare posters for Tech Fix up event 17th June
  • PCS to organise programming competition for camp

Minutes uploaded by [MLG] at 15:49 on 2019-05-31