UCC Committee Meeting Minutes 2019-02-27

Attendance:

Present:

[FVP] Felix [042] Will [CFE] Zack [LCY] CY [CHB] Alden [GIR] Ciara [MPT] James

Non Committee [MSX] Melissa Star

Late:

Apologies:

[THA] Tom

Absent:

Mentioned:

========================================

Meeting Opened 1842

Confirmation of minutes from 2019-01-30

Minutes Confirmed

Committee Reports

President's Report

  • Away (~130ms or so) in New Zealand, probably getting rained on
  • Sent rack photos to committee
  • Updated ACNC login details in uccpass & updated responsible persons
    • Login system got completely redone about a month after I fixed it last time. ugh.
  • UniSFA has a coffee machine. Opportunity for collaboration?
  • Wrote a thing for the fresher guide
  • Almost but not quite met up with COMSSA, probably going to do that after semester starts
  • Please reimburse me $59.00 for the square reader & $50 for Nexus 5X

Vice President's Report

Not Present

Secretary's Report

  • Bought Tshirts
  • Bought Shirt Rack and Coat Hangers
  • Prepped Application form and agenda for AGM

Treasurer's Report

Accounts: - Guild: $3152.84 - Cheque: $5996.51 - Mastercard: $43.22 Passed reimbursement for CY Via Discord Circular for $167.49

Ask whether Ed team, Soc team, Secretary or OCMs want to make a report

Fresher Rep's Report

  • Do not run Vive
  • Run it in loft instead
  • Traded plants for UCC Tshirt
  • Made event poster for UCC Fresher Night
  • ACTION ITEM [GIR] Post Fresher Event to Discord

OCM Reports

  • [CHB] Made fresher guide
  • [MTP] Attended Uncharity - Has reccomendations for next year
  • [MTP] Looked into constitution in regards to associations act
  • [LCY] Only had 3 people come for acc created today.
    • More people came today
    • More people on the stall needed
    • [FVP] Has added Oday 2020 wiki page

      - [Committee] Oday Grant - student numbers needed by thurs 13th Feb

Machine Technical Reports

Servers

  • New member melissastar [MSX] is interested in colocating a 1RU IBM x3550 M3 for various personal/uni projects
    • Willing to share resources with UCC
    • Has been installed in the rack
  • Maltair has died again, same mode of failure as before.
    • [FVP] suggestion: replace with different model but same vintage to reuse parts, or buy a fancy new server

Network

Desktops

  • cichlid crashed again, complained about PSU
    • Thanks to [DAS] for replacing the PSU
  • Most of the windows machines don't have SSDs, see below
  • [AJT] Corydorus randomly restarted

Misc.

  • uccportal didn't work well on O-day, online payments are broken.

    -Update: Online Payments do work

New equipment

  • Donated Microphone and Audio Interface
  • [MSX] Has donated microsoft keyboard and mouse
  • [042] Has purchased shirt rack
  • One of our chairs is unusuable, 1 has broken hydraulics
    • Action Item: [LCY] Getting new wheels for chairs
    • not the only new Wheels we need, but the wheels we deserve [TBB]
  • [MSX] Reccomends Laser Printer

Drinks and Snacks

  • Snack run Needed - Don't buy things that melt
  • [TBB] Did drinks run

    - Action Item: [MTP] Snack Run with club card

External Entities

Mail

  • Nothing in the mail

Guild/SOC

  • No further news about REDACTED
  • Taco is sending only stuff via Facebook - communication is difficult andd must be resolved
  • Action Item: [FVP] Lobby SOC to communicate via email.

Other Entities

  • Unigames wants to host their website with UCC.
    • Please confirm hosting costs: does everything fit into $25/year nonstudent/nonguild membership fee (for the club)?
      • Confirmed
    • Specifically: webcams, club account & website hosting (incl. existing domain name)
  • Policy is to register as a member of our club. Paying membership as non-members of guild. Gives them access to services of UCC - webcams at discretion of UCC.

Events

Fresher Welcome

  • What is the plan?

    • Games going on
    • Social interaction
    • Suggestion from [FVP]: Vive, Pizza, Other Stuff
    • Monday 4th March 1700
    • [MPT] Able to do Pizza Run
    • [LCY][MPT][042][FVP] Should be able to help set up
    • Action Item: [FVP] Contact [RME] about rock band

      O-Day

  • Happened. 80+ signups.

  • Thanks to everyone who helped out, especially [MPT], [TBB], [AJT], [CFE], [GIR], [FVP], [LCY] and a bunch of people from UWAnime.
  • See the wiki page as handover for next year's O-day

Tech talks

  • [FVP] sent an email, saying Thursday evening slots, in fact has to be Tuesday
  • Alastair Irvine is still interested in presenting
  • Andrew Williams can talk about electronics/python internals of the Murchison Widefield array telescope & coding in astronomy
  • [LDT] can do a 3D printer workshop on Tuesday 19th March, 5pm
    • Provide pizza such that it is present at the start of the event
  • See general business for [FVP]'s suggestions for spending money
  • Advertised as free pizza and soft drinks
  • Committee is concensus that budget per person $10 including drinks
  • Action Item: [MPT] Look into guild special project grant for talks

Vive nights - [GIR]

  • Running every week on Thursday evening, not Tuesday (as stated in Fresher Guide)
  • Stuck between running it at 1700 or at 1800

Movie nights

  • Who's running these?
  • Next Committee is

  • [042] Talk to UniSFA about movie nights

    Camp

  • Our potential booking for 19-21 July has been given away to someone else, 5-7 July and 12-14 July are still available.

  • $400 deposit to book
  • [042] Motions to budget $400 for camp
    • [FVP] Seconds
    • 5:0:1 (For:Against:Abstaining)
    • Motion Passes
  • Poke next committee into getting onto camp

Busybee - 2019-01-19

  • Remove DJF and JDN from door, see FVP's action item
  • [FVP] Motions to remove [DJF] and [JDN] from door
    • [042] Seconds - 6-0-0
    • Motion Passes unamimously

Uncharity Vigil - [CHB], [MPT]

- Just money stuff to resolve

Action Items from 2019-01-30

  • [FVP] Roster and organisation for O-Day sent to [042]
    • Done
  • [FVP] Decide which USB-C hubs to buy
    • Removed
  • [FVP] To contact [DJF] and [JDN] about staying on door
    • Done, [DJF] doesn't mind and will reapply later if necessary
    • [JDN] says not really much point being on door, is not at uni much
    • Removed
  • [FVP] Deal with suns
    • No reply yet to email
    • Will be going on eBay next week sometime, thanks [MSX]
  • [MPT] 3D printer workshops
    • [LDT] working on it
  • [MPT] Schedule tech talks
    • Ongoing
  • [MPT] Make phone case for square reader/Nexus 5X
    • [FVP] made rudimentary case
    • Ongoing
  • [MPT] Contact [GOZ] about Learn2Linux
    • Ongoing
  • [MPT] Organise UCC logo stickers
    • Ongoing
  • [LCY] Post door poster to discord.
    • Ongoing
  • [LCY] Write email to Jack Spagnuolo about clubroom renovation
    • Ongoing
  • [LCY] Organise production of membership stickers
    • Done
  • [CHB][THA][LCY] Write new group application guidelines
    • Not Done
  • [CHB] Look into movie nights with UniSFA
    • Transferred to [042] - Ongoing
  • [CHB] Send email about server racks
    • Not Done
  • [042][MPT] VR Sign for O-day Vive
    • No longer needed
  • [042] Organise T-shirts & logo designs
    • Done - pickup needed
  • [042] Plant poster
    • No longer needed
  • [042] Manage O-Day progression
    • Done (poorly)
  • [CFE] [042] O-Day Tech Stuff
    • Done
  • [CFE] Decide which benchtop power supply to buy
    • Ongoing
  • [CFE] Update wiki about adding members
    • Ongoing - will be dealt with when process changes
  • [COMMITTEE] Deal with door
    • [042] Will establish policy.

General Business

  • [NTU] Alternate shelving to replace third rack in machine room - or reuse a rack? Mount door terminal in a 19" rack adjacent to the snack machine and compactus?
    • [FVP] rack in corridor sounds good.
    • [042] Motions to budget $250 for 4 server rack shelves.
      • [LCY] Seconded
      • Motion passes unanimously 6-0-0
      • [MSX] Volunteers to purchase the shelves within budget
  • [FVP] Spend some money - preferably budget as committee but otherwise at the AGM
    • Tech talks
      • Honoraria for speakers? ([BOB]'s idea, but not a bad one)
      • Budget for food & drinks (ie. to provide more reason to attend)
      • Committee in concensus about giving speakers goodwill gifts up to $30 Value
    • Buy more SSDs
      • They're just generally useful and we have lots of computers with disk bottlenecks
      • Budgeting tips: 500GB for up to $200, 1TB for up to $300
      • Look at clubroom desktops and get at least a 500GB SSD (either SATA or NVMe M.2 depending on slots) for every PC that doesn't have an SSD already
        • desktop machines, current system disk types & usages:
          • corydoras (450GB of 930GB HDD used, 2TB secondary HDD), SATA3 only
          • cichlid (350GB of 460GB HDD used, 1TB secondary HDD), SATA3 only
          • corvo (380GB of 600GB HDD used, 2TB secondary HDD), SATA3 only
          • christmas (220 of 230GB SSD used, 1TB secondary HDD), has M.2 slot
          • catfish (890 of 930GB HDD used, no secondary games disk), has M.2 slot
        • Get 2 large (ie. 1TB) SSDs for each of maltair, loveday, medico (to increase ceph capacity to 2.5TB)
      • Committee unanimously agrees
      • [FVP] Motions to budget $300 per 1TB SDD for a total of $1500 for 2x M.2 and 3x SAT SSDs
        • [042] Seconds
        • Motion Passes Unanimously 6-0-0
      • [MSX] to organise purchase of SSDs and will be reimbursed
    • [FVP] Is it possible to get 2TB capacity for Virtual Machine hosts?
    • [MSX] 2560x1440 for p2418d - $190
    • [FVP] Motions to budget $190 to buy that monitor
      • [LCY] Seconded
      • Motion passes unanimously 6-0-0
    • [FVP] Motions to budget $500 per monitor for 144hz monitors
      • Minumum resolution 1080ppx
      • [042] Seconded
      • Motion passes unanimously 6-0-0

Meeting closed at 200

Current Action Items

  • [CHB][THA][LCY] Write new group application guidelines

  • [FVP] Deal with suns

    • Action Item: [FVP] Contact [RME] about rock band

  • Action Item: [FVP] Lobby SOC to communicate via email.

  • [MPT] 3D printer workshops

  • [MPT] Schedule tech talks
  • [MPT] Make phone case for square reader/Nexus 5X
  • [MPT] Organise UCC logo stickers
  • [MPT] Contact [GOZ] about Learn2Linux
  • [MPT] Organise UCC logo stickers
  • Action Item: [MPT] Look into guild special project grant for talks

  • Action Item: [MTP] Snack Run with club card

  • [LCY] Post door poster to discord.

  • [LCY] Write email to Jack Spagnuolo about clubroom renovation

    • Action Item: [LCY] Getting new wheels for chairs

  • [MSX] to organise purchase of SSDs and will be reimbursed

  • [MSX] Volunteers to purchase the shelves within budget

  • [CFE] Update wiki about adding members

  • [CFE] Decide which benchtop power supply to buy

  • [CHB] Send email about server racks

  • [042] Look into movie nights with UniSFA

  • [GIR] Vive Nights

  • ACTION ITEM [GIR] Post Fresher Event to Discord

  • [COMMITTEE] Deal with door

  • [COMMITTEE] Camp
    • [Committee] Oday Grant - student numbers needed by thurs 13th Feb

Minutes uploaded by [042] at 20:31 on 2019-02-28