UCC Committee Meeting Minutes 2013-12-14 Present: [SZM] [SAS] [XON] [ODF] [GOZ] [NEO] Apologies: [BG3] [VAN] Other: [NTU] Meeting opened at 14:36 President's Report ------------------ - Thank you to everyone for coming in - Last meeting of the year, Merry Christmas to all - Everyone has projects to work on - Been involved in ball prep - Everyone knows how that's going, however (hint: not well) Vice-President's Report ----------------------- - Scanned Mackerel's a syslog for posterity. - Suggest use of Perceptron for webcam archive restoration. - This doesn't mean I am going to do it. - Accounts are a mess, treasurer needs to fix them Treasurer's Report ------------------ - $5,072.71 in Westpac Everyday - GNUCash: I need to look this up, but I think people need to record their transactions - I assume guild account is the same, plus grants - $1,796.95 in interest account - $31.35 in Debit mastercard, should be moved back Secretary's Report ------------------ - I've forgotten about this thing called mail - I'll find some way to check, considering student office is closed at present Fresher Rep's Report -------------------- - Awayyyy Machine Technical Reports ------------------------- Servers - They have broken, many times - Broke yesterday, it was too hot - Murasoi specifically overheated - Various other random servers were also turned off Network - It went down, 'coz Murasoi went down Desktops - Assuming they weren't opperational yesterday, but nothing overheated that we know - catfish should be looked at, very loud fan New equipment - Nothing - We have lots of new space from things chucked out Drinks and Snacks ----------------- - Drinks are cold - Low on snacks - [SZM]: Those coffee tubes were awful - [NEO]: No, they were amazing - No takers for snack run (it's pretty hot, ay) External Affairs ------------------- Mail - Hasn't been checked Guild/SOC - Nothing Other Entities - Marks are out - We're all on holidays Action Items --------------------- - Everyone to work on their summer project things - People (probably [*OX] and [SZM]) to buy server bits - It got "to the lists!"ed, again - People will start buying things now General Business ---------------- [*OX] : Suggest that we offer free accounts (Not memberry, and have the accounts lock, During feburary. This being to coincide with LCA. Last time LCA was in Perth we made bulk money sellign them drinks. We could perhap, set it up so people can sign up by sending a public key to wheel@. Being good people is good. - Good idea, [SZM] knows how to do it - Available only for LCA attendees - Figure out a way to check credentials - [NTU] says they have name tags [SAS] : Triforce Ball - [SAS]'s first comment: I should get a drink - [SAS]: As far as I know, Unigames have not approved the proposed ball at this stage - [ODF]: Unisfa has also not approved it at this point - [ODF]: Since being shut down on Monday, has any other less expensive venue been expensive (previous venue was Hilton) - [SZM] reads off questions/concerns from lists - I don't think we will be able to get enough people to attend - [SAS]: Although they are expensive, there's evidence from other balls from UWA that people will attend expensive balls - Even considering the results from the UCC Facebook poll? - [SAS]: Yes, it would be other Uni students as well - [ODF] adds that he and some other people did an early estimate of Cameron Hall people attendting, and came up with 80: if there are less than half attendees from CH, would that be discouraging from CH people to attend? - [SAS]: The other people attending would be brought into the CH, join clubs etc. - Are you expecting to make a profit? - [SAS]: Yes, or at least break even - Does this really fit the aims of the club? - [SAS]: We do other social events for the club, this one is a bit bigger. It also adds something for the fresher guide as well to draw more. - Can we afford to pay this money, and still do the other things the club needs to do, like purchasing machines, other events etc. - [SAS]: It only requires around $4500 for everything from us, which isn't too much. - Discussion of using other venues, that would be cheaper but still nice - [SAS]: Kate says she looked at other venues, but that the Hilton would be the best - [ODF] suggests a smaller ball to introduce the concept to the club(s) - Consensus from committee members (not all) seems to be that is too expensive in its present state - [ODF] brings up that the Hilton would need to be booked before 19th of December, 2013, else we need to pay at least half even if we pull out later. Much too early to make a decision, he adds. - [SZM] notes that the Ball committee should have been more in contact with the member clubs, so it does not become a yes/no scenario straight off - Discussion ends, no votes either way (not going to happen at the Hilton, as they require booking for December 19th) [SAS] : O-Day 2014 - Oday stalls are available for reserving, we should reserve one! - Typically $140 in unshaded area - We could spend extra on a marquis (extra space) - [ODF] suggests moving us closer to Cameron Hall, not near Reid - Anything that gets fresehers closer to the club helps for membership - After price checking, the basic with no shade provided is $135 -[SAS] moves that we budget $135 to book a basic, no shade provided, stall for ODay 2014, [XON] seconds - Motion passes, 6:0 - Traditionally have borrowed shade from [DTK], will ask him again - Getting an oculus rift for demonstrations (including ODay) - Use it to attract the masses - And we then also have an oculus rift - [GOZ] says it costs $334.71 (including shipping) - Discussion of whether, if we get an OR, to have it at the club or down at the stall on ODay - [SAS] moves that we budget $350 for purchasing an Oculus Rift, [GOZ] seconds - Motion passes, 6:0 - [GOZ] discovers it costs a bit more Australia monies - [SAS] moves to amend previous motion, so we approve the purchase of the Oculus Rift of up to $450, [ODF] seconds - Motion passes, 6:0 [SAS] : Projects - [SAS] wants people to talk about their projects - There is a website with projects on them, www.wiki.ucc.asn.au/HowToCommittee/Projects - Feel free to go there and pick a project, email someone from committee to add yourself to it (or do it yourself, I suppose) - Committee members have allocated themselves to a few of them - [ODF] has added himself to Camp, Clubroom Improvement, and Policy Review - [NEO] has added himself to Publicity, Anniversary Dinner - Refer to the website (which is also on the white board, if I mispelled it above) - These are to be worked on over the summer holidays, to help for next year - All progress should be updated on the wiki [ODF] : Unigames wants to organise UNCharity Vigil - End of January, similar to Charity Vigil, but we gets da profits - Things likes stretch goals for the night, horrible markup for everything - Will also be transparent: You are spending this much for these tangible rewards (for the clubs) - eg.: beanbags for Unisfa, Unigames will buy these books - [GOZ]: How will profits be split? - [ODF] wants it split even - [GOZ] and [NEO] suggests it being representative of input given - [ODF] notes that food/drinks would be on a per club basis, but large things like entry tickets and raffles etc. would go to a general pool, which would be an even split - [SAS] and [XON] to help organise on UCC's side [ODF] : Thievery - Some theft from Unigames, [ODF] has heard of talk of theft from UCC - Discrepancy in accounts between what should be and what is in the safe - people adding money to accounts and not adding it to safe - They are 100% sure it's deliberate, may be intersection with theft from UCC - Discussion of coke members slacking off, not seeing money go into safe before adding money to account - Also slack is adding it to their own account, and forgetting to put the money into safe - May be an issue with people doing withdrawals, but those are logged properly - [NEO] to look into this issue, consult with [ODF] - [NEO] suggests a paper version: put money in envelope with time and amount, put that into safe - [NTU] notes that this has been done before, with ziplock bags with registered numbers - The coke member would add the bag number in the transaction - [NEO] wants time-stamping somehow [SAS] : Co-Located Machines - We're turning off those machines because it's too hot in the machine room - Other window in machine room doesn't open, air-con is big already - Might have to add another portable air-con - Alternatively installing a proper air-con - Seems to be a problem that co-located machines being left on add heat (and are not necessary) - People using co-located machines might be charged for it to fund an air-con - [SZM]: Shouldn't cost of membership cover that? Also we have quite high restrictions on who - Additionally, might not be a big problem, just do some re-organising - [NTU] notes that we need emergency shutdown procedures - Temperature logs are mostly broken, [SZM] expressed interest in fixing them - Solution needed? To the lists! Meeting closed at 15:51 Current Action Items --------------------- [NEO] to fix accounts [NEO] to fix accounts [NEO] to fix accounts [NEO] to investigate discrepancy in accounts (related to possible theft) [SAS] and [XON] to help organisation of Un-Charity Vigil [GOZ] to book the ODay stall [SZM] and [NTU] to organise free accounts for LCA People to buy parts of storage server ([*OX] and [SZM}]) Minutes uploaded by [XON] at 16:15 on 2013-12-14