UCC Committee Meeting Minutes 2014-01-31 Committee (Intermittently) Present: [SAS] [SZM] [GOZ] [BG3] [VAN] [ODF] [NEO] Apologies: [XON] Others Present: [ASH] [AMS] [HTL] [TJB] [Random people] [BLZ] (?) Meeting opened at 16:59 (now) President's Report ------------------ - Uncharity vigil is *now*, but postponed until after meeting - Dinner is happening, options will be discussed in General Shouting - [GOZ] complains about complaints for a bit [ODF] derails meeting to kick people out 17:00 - No one leaves - Argument about people being allowed to attend meetings - Talked to Guild IT about VMware. We will get it. - We may or may not need it - Attended training for organising the Camp - Will not be organising the Camp - There is more training mid year Vice-President's Report ----------------------- - Camp documentation sent from Chloe Jackson (Events Officer) is Official - Someone should get on that - Some of file server parts have arrived, see wiki - They wouldn't fit in my bag, still at home - Need to pick a case, read emails, otherwise I will just pick something Treasurer's Report ------------------ - Not here, report given by [SAS] - $1931.49 in Guild - About $3600 in westpac - Still need to pay $500 for O'Day stall - [GOZ] Do we have an invoice? - No, we will pay it then - USBs will arrive sometime - Who is doing website stuff? - *tumbleweed* - We need a sponsors box and a sponsors page - [BG3] to do this - Yes, this is still the Treasurer's report Secretary's Report ------------------ - Sent apologies Fresher Rep's Report -------------------- - Freshers are less dead than [VAN] - may or may not be happy. - Will finish the Fresher Guide - Knows how to use Git! - Argument about pronounciation of LaTeX - "La tech" dammit! Machine Technical Reports ------------------------- Servers - Some of fileserver parts have arrived - Discussion of what the fileserver actually is - There was a 32 bay case, but no we didn't order 32 disks, and we can't get that case anyway - http://wiki.ucc.asn.au/MoneyMoneyMoney/NewStorage - Read this (and emails) Network - We have one - [GOZ] to setup Coconut and/or Bitumen for the LAN tonight - http://wiki.ucc.asn.au/UCCLAN Desktops - The desktop formerly known as Rei is now joined to the domain - It has been renamed ********** - The new name triggers the minutes-censor part of the scripts - Discussion of changing the name back - Someone who cares will do that New equipment - IP cameras arrived recently enough to be considered new - Can't get network on one - It is... notworking - POE for power and wireless for data (why??) Drinks and Snacks ----------------- - Glorious amounts of Coke - [VAN] A scarfaced amount of coke - 135kg - Note: Coca cola - Ran out of bin bags (aaages ago....) - Someone who cares to go get bin bags - [GOZ] says they have been stolen - We need 72->77L bags - [GOZ] repeats claims of thievery External Affairs ---------------- Mail - Status unknown - No one checked Guild/SOC - SOC Meeting 12th Feb - Call for people to attend other than [SAS] - [BG3] to go - [SAS] to go - If he doesn't he will get fined (!) Other Entities - Cameron Hall (Council of Elrond) has a Facebook page. - Discussion may happen there. - Goodbye email, we will miss you - No one ever read you anyway - At least you were more popular than these minutes [ODF]'s kind of report ---------------------- [ODF] arrives 17:14 and gestures for a chair before choosing the couch - Everyone here is shit - "Be less shit" should be an action item - [ODF] to be less shit - [XON] and [SAS] should help with events they volunteer to help with Action Items ------------ - [SAS] thinks there aren't any - [SZM] there are, certain people are just not doing their job... - [GOZ] to email door@, committee@ for Uncharity Vigil helpers - Done - [GOZ] to email GDC regarding packeteer - [GOZ] is busy NOT PAYING ATTENTION, left to later (Note: We never came back to this) - [GOZ] to order SSDs - Not done due to inability to access safe - [SZM] has given [GOZ] the debit card now General Business ---------------- [BOB] : [BG3] to go buy some more tape for the label maker - [BG3] printed the last label - We have silver stuff but not white and white is better [BG3] : Some speaker mounts sitting next to the in trays. Someone whould put them up so the speakers can point down. - [BG3] to put up the speaker mounts [SAS] : 40th Anniversary Dinner at the Hilton - There was agreement at the last meeting, so [SAS] has found a quote and organised a contract which we need to make a decision on - We have 4 options - Discussion about how many people [BOB] said to cater for (100/110 ?) - Then [DAA] said we couldn't get that many and everyone panicked Random guy appears 17:18, probably looking for UniSFA - ANYWAY, we have 4 options - SOPYC Ward Room 110 Guests - About $9300 -> $11300 depending on menu, including $1500 bar tab - May want all the money at once; problematique - Hilton Swan Room 100 Guests - About $12000 plus a deposit. - Done in installments - (The other two options are ranges in the SOPYC price) - [ODF] says to get the cheapest one - Upper menu for SOPYC is about the same as Hilton - Discussion of numbers; will we get enough - 32nd Anniversary was 30-40 people - [ODF] we will expect at least 30 people worst case scenario - [BG3] how many do we realistically think we will get? - [ASH] what methods do we have to contact super old guard? - [ODF] Word of mouth from current old guard? - [ASH] Do we have the contact details of the founders? - [GOZ] Yes; or at least Curtin University will - [ODF] is the Hilton going to cream us if we don't get 100 people and is the Yacht Club the same? - [SAS] Yes and probably - [ODF] look into which venues will allow smaller groups - [SAS] Have people been reading emails or not? - [GOZ] and [BG3] want a pizza run in the Acorn Cafe [ASH] notes that printing now works, 17:25 (why am I minuting this?) - [SAS] searches through documents to see if Yacht Club will cater for smaller groups - Both have 7 days notice for final numbers - [BG3] Hilton does not allow door ticket sales - Cutoff for the Hilton is 2014-02-04 (Next Tuesday! ie: The Tuesday Immediately After Today (but not tomorrow, that is Saturday)) - Discussion about people reading emails and not just the subject line - [SAS] Might be able to change that date? - [ODF] wants [SAS] to apologise for not running the Uncharity vigil - Drama looks down in interest - Awkward Silence Random guy appears, looks around, flees in terror 17:29 - Discussion about when we will have to make the commitment for either option - [SZM] is cautiously optimistic about getting 100 people, if we actually advertise - [ODF] thinks we can hit 50 but not 100 - Discussion of Pizza Night with professional chef - [SAS] and [ODF] are poring over documents on [SAS]'s laptop - Minimum number for Hilton is actual 80, not 100. That's $9040 - [SZM] and [ASH] don't think a loss is that big a problem if people enjoy the event - (within reason) - (people won't read that but whatever) - [SAS] we could get grants - [ODF] wants to find out change of numbers policy for the Yacht Club; expects them to be more lenient [NEO] arrives 17:39 "Is the meeting still going?" - [SZM] can we affort the payments without using the Term Deposit? - [SAS] for the Hilton: Probably, for the Yacht Club: No [BOB] arrives 17:40 "Is the meeting still going?" [ODF] leaves 17:41 having given his two cents [BOB]'s two cents ----------------- - Hilton is too big of a risk - [SAS] summarises discussion thus far to [BOB] - Hilton is overrated, Yacht Club is nicer - Something about train stations [ODF] comes back, talking about Uncharity Vigil stuff - Is there a third option? - [GOZ] and [BG3]'s Pizza Run - Repeat of previous discussion about how much we lose if we don't get the numbers [EDO] arrives 17:45 "Meeting still on?" - Break in minutes because people are having about 5 seperate conversations and [SZM] is deaf [*OX] arrives 17:45 "Are we talking about the ball?" - Much derailing, wow - Writing of things down for [ODF] by [BG3] - [BOB] all you are paying for with the Hilton is the name - [ASH] and [BOB] questions to Treasurer about if anyone has done the calculations - [NEO] can we postpone the fileserver? - No, we have half of it - [NEO] we have half a computer, can we leave the other half until after the ball? (his words) - No, we need it before the SAN explodes and the NetApp becomes sentient - [SAS] 3D printers are $500 - I have no idea where the discussion is, that was one of the things to write down for [ODF] - [BOB] We need to graph numbers of people vs cost for both options and compare them - [NEO] may get around to it - [SZM] to get the Hilton we need the decision *today* - [*OX] says the Hilton's contract is terrible and awful and we should never agree to it - You still need to pay the full amount even if you cancel (note: depends on date but either way it's a lot of money) - [BOB] we need a graph to make a decision - [SZM] in that case we need it *today* (unless we have another meeting) - [BG3] suggests leaving it for a day or two - [SAS] goes to write numbers on the whiteboard as a graph alternative - People mumble various things at each other. [ASH] leaves 17:54 [TPG] arrives 17:54 and *doesn't* ask if the meeting is still going - Happy Birthday! - He just asked if the meeting was still going -_- - [SZM] says we aren't getting anywhere with the discussion and either need to vote now or agree to vote over the internet - [SAS] says he will give people until Sunday and then we need to vote. - [SZM] if people don't vote can we count it as No - [SAS] not voting will count as Abstain - (these count No per the current committee's interpretation of the constitution but we have decided to record them anyway) - Everyone agrees. We are all set to finish... - [BOB] points out that there hasn't been a motion - [SZM] moves that we approve the 40th Anniversary Dinner at the Hilton hotel, with the vote to be carried out on Sunday. - Votes have to be to committee@ so we have a record - [SAS] seconds, unanimous [BOB] : exception for uncharity vigil for those who are not participating in the vigil and are performing club business (coke machine modifications) - [SAS] has no problem - [GOZ] moves - [ODF] objects - [BOB] is broke - [ODF] objects to [BOB] being broke on the grounds that everyone is broke [SAS] leaves 17:59, [SZM] is both acting chair and acting secretary (the power!) [NEO] leaves 17:59 [ODF] leaves at some point, whatever - [VAN] seconds motion - We don't have enough exec for quorum - [NEO] comes back - Motion passes: 4 for, 1 abstain (ie: no) - [BOB] objects to paying for clubroom stuff at an event he is not "attending" [BG3] : Reimburse $192 for Coke Run - [NEO] seconds, passes unanimously [NEO] : Motion to end the meeting - [SZM] excercises incredible power to close the meeting Meeting closed at 18:02 Post Meeting Business (because I can) -------------------------------------- - [*OX] wants to get rid of the coffee table since we have trestle tables - [BOB] the current coffee table is bullet proof. Literally. - [TPG] has fixed the door relay and/or dispense (they were broken?) - No idea what was going on. Something wrong with fork(2) - [EDO] has problems with the switch, wheel members are deployed - Uncharity Vigil commences Current Action Items -------------------- - [SZM] to order file server parts - [BG3] to fix sponsors on the website - [VAN] to finish the Fresher Guide - [GOZ] to setup Coconut and/or Bitumen for the LAN tonight - Someone who cares to rename *********** back to Rei - [BG3] to setup IP camera without exploding it - Someone who cares to go get bin bags before we drown in our own filth - [BG3] and [SAS] to go to SOC meeting on 2014-02-12 - [GOZ] to email GDC regarding packeteer - [GOZ] to order the SSDs - [BG3] to go buy some more tape for the label maker - [BG3] to put up the speaker mounts - [SAS] to provide any additional information to committee@ about the dinner options by Sunday - [NEO] to make a graph of the various dinner options - Someone to setup the NetApp - EVERYONE TO READ THEIR EMAILS - EVERYONE TO USE EMAIL TO VOTE ON THE DINNER LOCATION Minutes uploaded by [SZM] at 18:58