University Computer Club Committee Meeting Minutes 2025-05-19

Acknowledgement of Country

Next meeting time

  • Monday the 26th of May @ 2pm

Declarations of Potential or Perceived Conflicts of Interest

  • None declared.

Confirmation of minutes from previous meeting

  • Have been reviewed, but not finalised or uploaded yet, been busy with assignments ;-;
  • 30/05/2025: previous and next minutes have been uploaded together

Circular Motions

  • No motions

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ariel Carter, Vice-President (Online)
  • [FOX] Lorenzo Iannuzzi, Treasurer (Minuting)
  • [DOC] Diarmuid O'Connor, Secretary (Online)
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [IGS] Isobella Gray, Ordinary Committee Member

Apologies

  • [KRY] Krys Maher, Fresher Representative

Absences

Start Time

  • 2:26pm

Committee Reports

President's Report

  • I've been in misery for the past week tied to my chair writing bullshit

Vice President's Report

  • passed away from assignemnts
  • i think i did some stuff but i forgor

Secretary's Report

  • Went to Charity Vigil
  • Advertised CFC Cloud Computing Tech Talk

Treasurer's Report

  • Westpac Main $

  • Westpac Savings $

  • Westpac Card $

  • Guild Account $

  • I probs need to do a deposit lol

  • ngl i've been reeeeeeeeeally busy with honours so haven't been doing a whole lot

    • A lot of stuff I've been doing in my brain though dw :3

  • I will start contacting Commbank soon though

  • Also have been drafting things

Fresher Rep's Report

  • Went to Charity Vigil
  • Keeping the instagram sprinkled with joy and whimsy
  • Went to the Club Freedom Festival thing

OCM Reports

  • [SEB]
    • No report given.
  • [TWA]
    • No report given.
  • [IGS]
    • No report given.

Action Items from previous meeting

  • Committee: Setup reminder bot.
    • Not done.
  • Committee: Decide on a date for a Committee Photo Day.
    • Not done.
  • Committee: Read over [KRY]'s Code of Conduct draft to discuss next meeting.
    • Should be done :)
  • Exec: Re-sign Tenancy Contract.
    • Not done.
  • [SEB] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
    • Not done.
  • [FOX] to try and find a cheaper shredder.
    • Not done.
  • [KRY] and [FOX] to book a venue for the Python Study Night.
    • Not done.
  • [KKZ] to send a message to CSSC and UPS for potential collaboration for the Python Study Night.
    • Done.
  • [DOC] to make a when2meet for next week's meeting time.
    • Done as we are here :)
  • [SEB] to add the UCC GitHub account to the organisation.
    • Not done.
  • [GPO] to discuss more with the UWA Data Institute about sponsorships and their open day.
    • Not done.

Machine Technical Reports

Clubroom Machines

  • There seem to be issues with logins

Servers

  • Router will be replaced tonight hopefully
  • People online can hear the servers
  • Need to buy new SSDs for vmhosts
    • SSDs are starting to go, impacting Read/Write latency.
    • [SEB]: Do we want to use this as an opportunity to switch to the intel server with NVME drives?
      • No.

Networks

  • See above

Clubroom

New Equipment

  • Mac M4

    • [GPO]: We should just buy this
    • [GPO] suggest possibly getting two, one as desktop other as remote login.
      • [SEB]: why can't we just login to the desktop?
        • We could, we could even do that for all of our desktops.
      • Do we save any money if we buy them at once?
        • No. Probably better to just buy one and see if there is demand.
      • Might end up being similar to a simple desktop like the linux machines.
      • We'll get one for now and see demand.
    • MOTION: [GPO] moves to budget $850 to purchase a base model M4 Mac Mini.
      • [SEB] seconds
      • Unanimously approved.

  • [SEB] suggest buying a RISC-V Framework board.

    • would be cool and useful to have a RISC-V board.
    • [GPO] will need to be careful because its more than just the board, its also the powerboard and storage
    • circa $500
    • [FOX] thinks we should defer this until next sem, we have time to get this.

  • [DOC]: did we get the microphones that we talked about last meeting? (ATGM1-USB)

    • We have not bought them
    • We will buy them soon
    • Need to move money out of the Guild account.

  • [SEB] new used servers on ebay, pretty well speced for the price (and for UCC).

    • Theres also a rack for sale that is enclosed and lockable, can be well insulated and have good airflow
    • Could migrate servers to the enclosed rack and get rid of or greatly diminish the size of the server room.
    • Also the networking switch that [GPO] brought up.

  • Discussion about having a smaller rack for our servers

    • We want extra space for if we need it and for cooling purposes
    • We can also just get an extra smaller rack for testing or for user servers.
    • The racks that [SEB] is suggesting do look useful, but we should be mindful of the extra space on the rack.
    • Not a bad idea, we should think about getting it, especially if it allows us to open up the machine room to better use the space.
      • [TWA] has an argument against: once we get rid of the server rack, does that make it easier for Tenancy to move us to a smaller room/get rid of us.
        • Not really?

Drinks and Snacks

  • We should get some
  • We can get chocolate for vending machine
  • Please keep an eye out if you're in Coles or Woolies
    • If you can get the big chocolate bars (not blocks) under $1.50 please get some
  • Drinks run through Cost-co possibly :)

General State of the Room (o7)

  • [FOX] can we reattach the legs of the tables.
    • We can have a drill, need the drill bit.
  • Door please close the lock box.

External Entities / Club Bureaucracy

Mail

  • No

Guild/SOC

  • Meeting tomorrow 6pm
    • [FOX] will go online

Tenancy

  • Still need to resign the contract.
  • Locker keys might not have been replaced?

Usergroups

Door

  • Door quiz
    • [SEB] found the old quiz.
    • People should be able to pass the quiz before getting on door.

ACTION: [KKZ] to make a door quiz website

  • MOTION: [GPO] moved to enter into a closed section
    • Unanimous in favour.
Door applications

Conrad Jackson

  • MOTION: [GPO] moved to appoint Conrad to door
    • Motion passed.

Lily Ellis-Smith [TWA] declared a conflict of interest and left for this section

  • MOTION: [GPO] moved to appoint Lily to door

    • Motion passed

  • MOTION: [GPO] moved to exit the closed section

    • Unanimous in favour.

Policy and Regulations

  • Code of Conduct discussion tabled.

Treasury

  • New standalone Square reader?
    • Like the one unigames has, costs <$300
    • Current one we have is older than some members /j
  • MOTION: [FOX] moved to budget $235 to get a square terminal
    • [SEB] seconded
    • unanimous
  • Commbank my beloved, everyone ok with me ([FOX]) contacting them so we can transfer banks?
  • [FOX] has been working on a new budget but alas honours has made their life hell.

Westpac

  • [FOX] rabidly hates them

Events

Past Events

Charity Vigil

  • Event was a success, raised a lot of money overall across the clubs
  • UCC didn't raise a whole lot because of a few unfortunate reasons
    • CS broke the day before so we couldn't raise any money for it, we still ran a game though
    • The Chase was good, but needed more questions as we only got to run one round
      • Lots of interest, should definitely run again
  • [GPO] helped out with Esports taskmaster which did well
  • Final subcom meeting is tonight.

Confirmed Events

Python Study Night

  • [SEB], [DOC], [KRY] and [KKZ] are running
  • Planned for this week (Week 12)
    • Move to study break??
  • [GPO]: what is happening
    • People have been dying
    • Might need to put in Study Break
    • Book the venue now please
  • CSSC, URC, UPS, PCS collaborating

ACTION: [KKZ] and [DOC] to book the venue and do EMP ACTION: [IGS] will make a poster

Tentative/Future Events

3D Printing Workshop

  • Moving to Semester 2

Tech Clubs Quiz Night

  • Might overlap with Cam Hall Quiz Night if it does happen.

Cam Hall Quiz Night

  • No updates, probably should form the subcom soon.

Club Collaboration

Craft Club

  • They exist now
  • UCC x Craft Club collab
    • Mixed feelings
    • [KKZ] will head the collaboration

ICONs

  • Email alias for club presidents for ICONs

Communications and Records

Social Media

  • [KRY] has been doing an amazing job with the Instagram
    • Thank you [KRY]
  • ASMR snack and drink machine refilling <3

Website

  • why does uccmd (our hedgedoc instance) hate us

    • [GPO] will diagnose it tonight

  • [BIRD] added the how to get to clubroom video as a button on the main page of the website

    • Thank you [BIRD]

  • [GPO] will be investigating the door sensor tonight

Discord

  • [TWA] wants to add a bot which allows people to ping only online door or wheel
    • People don't think it would really change anything.

General Business

  • [FOX]: please try to be present in person at committee meetings

Action Items

  • Committee: Setup reminder bot.
  • Committee: Decide on a date for a Committee Photo Day.
  • Exec: Re-sign Tenancy Contract.
  • [SEB] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
  • [FOX] to try and find a cheaper shredder.
  • [SEB] to add the UCC GitHub account to the organisation.
  • [GPO] to discuss more with the UWA Data Institute about sponsorships and their open day.
  • [KKZ] to make a door quiz website.
  • [KKZ] and [DOC] to book the venue and do EMP for the Python Study Night.
  • [IGS] to make a poster for the Python Study Night.

End time

  • 3:52pm