UCC Committee Meeting Minutes 2018-07-10

Attendance:

Present:

[JWB] William Chesnutt [Vice President]
[CFE] Zack Wong [Treasurer]
[CHB] Alden Bong [OCM]
[LCY] Chien Yi Lo [OCM]

Absent:

Apologies:

[GOZ] Andrew Gozzard [President]
[FVP] Felix von Perger [Secretary]
[GIR] Caira Bayman [Fresher Rep]
[KAT] C. C. 'Blake' [OCM]

Mentioned:

[NTU], [LDT], [DAS], [TFM], [TBB]

Confirmation of minutes from 2018-07-03

Meeting opened 10:45

Committee Reports

President's Report

Absent

Vice President's Report

Wallpapered Unigames window with our camp posters
Worked on door policy

Secretary's Report

Checked the mail on Wednesday, see below
Printed more posters, spent $13.99 at Uniprint for 40xA3 to put up around Cameron Hall
Sent email about UWA open day, has been accepted by SOC.
Found myself on a surprise holiday on Rottnest this week

Treasurer's Report

Accounts:
- Cheque: 5096.76
- guild: 1753.65
- mastercard: 54.08

Fresher Rep's Report

RSA on the way.

OCM Reports

Nothing to report

Machine Technical Reports

Servers

Serving ish

Network

Net is working

Desktops

Snafu

Misc.

Nothing to report

New equipment

No screens bought yet
- [CFE] has been informed that screens can be budgeted more, as they last a long time.
- Consider increasing the budget to $400 per screen.

Drinks and Snacks

We have more.

External Entities

Mail

One letter to [NTU]
Bank statement(s) from Westpac

Guild/SOC

Application for stall on open day has been accepted

Other Entities

Has been a surprisingly quiet and complaint free week

Events

[ROB] UCC Nostalgia Night - 07/07/2018

Event was poorly advertised, we should run it again because no one came.
Tentatively running it on the evening of Saturday the 11th of August.
EMP to be done by the end of this week.
Put posters up immediately after camp is done.
- Resolution that fits A3.
Plug it at camp.
Make sure advertising is done properly
- Mail
- Facebook
- Discord
- Give at least 1 week notice, preferably 2 weeks notice

Movie nights

Happening

Vive Nights

Roughly starting Thursdays at 6:30 when semester starts.

Sysadmin "Tech-talk" workshop

Camp

[FVP] Please reschedule camp network night to Friday 20/07/2018 so I can be there.
- 20/07/2018 is too close to the Tech/Cleaning Busybee below.
- [CFE] can handle it.

Tech/Cleaning Busybee 21/07/2018

Remember to clean the keyboards this time.
Send emails.
Make FB event.

Action Items from 2018-07-03

[GOZ]

[GOZ] Make nice camp handbook.
- Not here

[JWB]

[JWB] Investigate replacing locks.
- Not done yet

[CFE]

[CFE] Implement committee handover documentation archive - in progress.
[CFE] Chase up [LDT] and ask about Windows licenses - not done.
[CFE] Make sure google drive folder for camp is shared with rest of committee.
- Done

[FVP]

[FVP] Send expression of interest for UWA Open Day.
- Done
[FVP] Send more emails and make a Facebook event for busybee.
- Not done
[FVP] Do Food Safety Training - not done.
[FVP] Update the Camp wiki page - not done.
[FVP] and [CFE]: Organise sysadmin workshop for semester 2 - deferred.

[KAT]

[KAT] and [CFE]: Print cards for machine specs and clubroom rules - not done.

Others

[FVP], [CFE], [JWB] and [CHB] to promote Camp via social circles.
[JWB], [LCY] and [CHB]: Continue discussing door policy reviews - in progress.
- Progress was actually made this week!
Committee: Everyone with RSA or Food Safety certificates, please send them to [CFE].

General Business

[FVP] Do votes to add people to door have to be unanimous?
- Yes.
- Please don't go about instating door policy without my input on this matter.
- Your input will be considered, when it is received.
[TFM] wishes to have apologies for tenancy busybee reconsidered.
- [FVP] Did the reply give sufficient information for committee to accept the apologies? (ie. vote on this matter independently)
- If apologies accepted, [TFM] should be re-added to door.
- If apologies not accepted, [TFM] wishes to be otherwise reinstated as a door member.
- There was roughly a week and a half of notice via email.
- We considered contacting [TFM], but decided to not play favourites and treat every door member is the same manner.
Doorgroup reapplications / expressions of interest:
- [DAS], [TFM] (as per the above)
- [TBB] has been named.
- [JWB] motions that we add [DAS] to door group after careful consideration of his application.
  - [LCY] seconds.
  - Passes unanimously.
Lets talk about the word "policy".
- The constitution states that in a general meeting (GM) the club may create constitutional policies to govern the club, which can only be changed at another GM.
  - Such policies must become an appendix to the constitution.
- This does not preclude committee from enacting it's own committee policies, which can be made or unmade by committee.
- Constitutional policies are in the constitution, committee level policies are still policies, provided they are constitutional.

Meeting closed 11:42.

Current Action Items

Food safety training can be found here.

[GOZ]

[GOZ] Make nice camp handbook.

[JWB]

[JWB] Investigate replacing locks.

[CFE]

[CFE] Implement committee handover documentation archive.
[CFE] Chase up [LDT] and ask about Windows licenses.

[FVP]

[FVP] Send more emails and make a Facebook event for busybee.
[FVP] Do Food Safety Training.
[FVP] Update the Camp wiki page.
[FVP] and [CFE]: Organise sysadmin workshop for semester 2 - deferred.

[KAT]

[KAT] and [CFE]: Print cards for machine specs and clubroom rules.

[LCY]

[LCY] Write an EMP for Nostalgia Night (11-08-2018), submit it and book the loft.

Others

[FVP], [CFE], [JWB] and [CHB] to promote Camp via social circles.
[JWB], [LCY] and [CHB]: Continue discussing door policy reviews.
Committee: Everyone with RSA or Food Safety certificates, please send them to [CFE].

Minutes uploaded by chibi at 22:07 on 2018-07-10