UCC Committee Meeting Minutes 2021-02-25 ======================================== ## Attendance ### Attending - [MPT] - [TEC] - [BRD] - [MVP] ### Late - [HET] ### Apologies - [PQZ] ### Absent - [MLG] - [AAA] -------------------------------------------------------------------------------- *Meeting opened 19:26* ## Confirmation of minutes from 2021-02-18 - Minutes confirmed by [MPT] ## Motions by circular - Ed: insert drink motion Committee Reports ================= ## President's Report - Nice to see people around ## Vice President's Report - Not too long until FW, AGM, changes in the near future - Interesting to see how things go - Fresher Welcome last year, a few things could have been better - Aim to improve on that - Tech clubs/Intro to CS event has yet to happen - Not cancelled, just postponed - Other people were the contact for that, ball is in their court - Have happened across a few UCC posters around campus, pleasantly surprised ## Secretary's Report *Report submitted via Discord.* - Sorry, was too tired to hang back til late today - There's a nomination we received put into the agenda - I will be at AGM to take minutes but wont be running - Did my first tiny python code today ## Treasurer's Report *Absent.* ## Fresher Rep's Report - The freshers are here! - Been in the room quite regularly this week - Seen a fair few freshers - Sitting at the door has been good - Haven't signed that many people but have showed people around - Freshers getting screwed by opening hours this week - Problem noted down last year when I was a fresher - No direct solutions now, but worth noting - Communicate better with door? - Fresher welcome: can we put stuff in the loft? - We have a booking - Computers in the loft? - Could do, especially with the social distancing of PCs - [TEC]: need to cut down on aimless standing around - Need to speak about this in Events ## OCM Reports ### [MVP] - Full time work continues to be the death of [MVP] - Was happy to be helping out at O-Day - Should talk about O-Day recap - Goals achieved: New marquee - And were there early to set things up! - Thank you to everyone who showed up to help! - Will continue to help with Artemis things -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - No changes - Still could do with increasing storage over time ## Network - Nothing to report - UWAnime sadly no longer have UCC connectivity after their move to Guild Building - They've been relegated to Unifi ## Desktops - Still haven't diagnosed Corydoras graphics issues - Have moved Christmas to the door corner to encourage door to be more visible - And to see people as they enter - Could move the second monitor over there, too - [MVP] did testing for Cerberus - It doesn't seem to be talking to its monitors - Monitors independently all tested and working - It's not being looked after by being out there on the vending machine - In theory and machine that can run the 3 outputs can be Cerberus - Further diagnosis required - [MPT] could even be swapped to 3 Raspberry Pis - [MVP]: Cerberus for "Build and Break a PC" event - [MPT]: Have talked to people interested in that event, so definitely should run it ## Misc. - New webcam installed, see new equipment - Found PS1 does not have a power cable - We should figure out what needs to happen and use it again - We should do Eggman things - Should have a guide/shill it in the clubroom - Also UI improvements if possible -------------------------------------------------------------------------------- New equipment ============= - We have the 3 webcams we ordered, one is installed in place of the broken cam - New cams are very nice, could consider swapping out another - Pull-up banner: we have one, it's got a School of Indig. Studies banner on it - We should find out where it came from - Black toner to be done by circular Drinks and Snacks ================= - Running very low on snacks - Should do that before FW - [MVP] good for run on Sunday, with [MPT] - We're fine for stock of drinks, although vending machine needs a top up -------------------------------------------------------------------------------- External Entities ================= ## Mail - Not checked - Soc meeting read out a list of clubs with uncollected mail - We weren't on it ## Guild/SOC - Tenancy contract is signed and returned - We can now officially occupy the room - Tenancy meeting this Friday, 5-7 pm - [MPT] will attend - Opportunity to talk about year ahead with Tenancy/Guild peeps ## Other Affairs *[HET] arrives 20:03* - Go8 hackathon proposal - We let them know we were considering it - ACTION: [MPT] to offer to discuss details further - Remember regulatory requirements Events ====== ## O-Day Recap - [MVP] moves committee thanks our O-Day volunteers - [HET] seconds - Passes unanimously - Seriously is a big thank you to have people to help us - Ed: insert list here - No O-Day plan survives James Oval - New gazebo is An Good(tm) - [MVP] - Was mostly at the clubroom not the stall - Stall went alright - [HET] felt it was busy - No cause for concerns - Limited connectivity for online signups - We definitely want clipboards - Battle-test online signup on James Oval beforehand - [MPT]'s idea to do self-serve signups didn't work for a couple of reasons - People had internet problems on their own devices - Having a stall volunteer more directly interacting with potential signups helps the conversion to signup - Clubroom felt pretty quiet - Only a couple of OD account creations - Didn't convert members to accounts as - Thus show off our clubroom tour didn't happen - Talk in FW section - Should aim to have Cerberus at O-Day - Other clubs had vertical banners - We should get a new banner - They were far more readable at a distance - Taped posters wasn't the best, definitely - Nice to have people out an interacting - Not nice standing out in the sun - [TEC] thinks we should steal the parasol idea from PCS - Tours to the clubroom didn't fire - Need to be prearranged - Talking O-Day with other clubs beforehand is not a bad idea - Stall depth - [TEC] thinks we were a bit far back - Good to have people signing up in shade - Have some sort of presence at the front of the marquee - Having people out front is definitely good - [BRD] was at UWAnime. Any ideas? - Had a line - Had committee with clipboards working around, getting people to sign forms outside and letting them know about the club - "Clipboard duty" is important - Then bring people in to pay - Ran out of tech clubs flyers - Up from 75 to 150, they all went - UCC flyers worked well (though 300 is maybe a bit too many) - Committee wants feedback! (Seek this out in email) ## Fresher Welcome - Tuesday, 4PM - Need account signup line on the day to get through those - Things to do for FW: - Signups - Have things to do when people arrive: let's be games! - Screencheat - Old console - PS1, [MVP]'s N64 - LAN/some machines upstairs - Other party style games (there's always Jackbox, probably later) - Welcome to UCC speech/presentation - Encourage AGM attendance at there - Proposed run schedule: - Ed: remember what I said - Pizza budget - Free for all? Encourage current member attendance - ultimately decided against - Need individual pizzas under COVID rules - Definitely should give perks for returning 2020 members - Should get Uncharity pizza list - Pizza order sign-in - [MPT] is driving the pizza order, I guess - [MPT] moves to budget $8 per person for Pizza served at the prices - Free for freshers - Free for returning 2020 freshers - $5 for other members - [MVP] seconds - Passes unanimously - Need cutting-edge tech - VR - Have the 3D printer running - Resin printer? - Poll Freshers and members in emails what we should get into - Mass 3D-print something to give to freshers - Logo, keychains, etc ## AGM: Thursday, March 4, 5PM - Need advertising blitz - Should line up potential returning officers ### Standing Nominations #### Fresher Rep Natasha Nicole #### OCM Natasha Nicole ## Tech Talks - Decided on a rough schedule - Linux intro, week 3 - Git, week 4 - Linux 2, week 5 - LaTex, week 6 - Linux 3, week 7 - Study break - Build and Break a PC (week post study break) - ACTION: [MPT], [MVP] publishing events on Sunday ## Artemis LAN - Previously Saturday week 4, (March 20) - Book loft - Talk to unisfa - EMP - 1pm arrive for 2pm start - Artemis WAN setup - Field test the OpenVPN setup if needed? - Firewall punching? ## Joint [redacted] - Report from subcommittee: - Booking for Manjedal, 19/11 - 22/11 is preferred - Deposit of $1000 will be split three ways, UCC to pay and be reimbursed - [WIZ] to book on behalf of UniSFA - [MVP] moves to approve preliminary camp budget - [MPT] seconds - Unianimous - Note to subcom: read terms and conditions fully - Check for fees -------------------------------------------------------------------------------- Action Items from 2021-02-18 ============================ ### \[MPT\] and \[MVP\] - O-Day float - Done ### Execs - To sign the form for money to distribute to other clubs from CH Halloween 2019 - Done ### \[MPT\] - O-Day sunscreen and snacks - [MVP] done - Python workshop! - In progress - Follow up on interclub happenings - Ongoing - Present shirts to committee/volunteers to wear - Done - Network things for Unigames' webcams - Done ### \[PQZ\] - AGM email - Done ### \[TEC\] - Forward SOC meeting slides (done) - done - Follow up on date for CS Students Faculty welcome - ongoing - Make a slide for UCC display at the Faculty welcome - Not done ### \[MVP\] - Visit the IGA before O-Day tomorrow - Done ### \[MLG\] - Confirm recent invoice payments - Done ### Purchase List - Ed: UCCBot needs fixing for motions - Insert in relevant sections ### Other - Charity unvigil wind-up by \[BRD\]/\[HET\] - Ongoing, needs mutual approval - Move Corydoras away from door and replace with a gud PC - Done - Tech club flyers (print 75) - Done -------------------------------------------------------------------------------- General Business ================ - Handover - UCCpass, ensure regulatory post-AGM notifications are done - Arrange time after AGM for newmittee inductions and meeting organziation - Post 2020 handover meeting: things we should do meeting - Transfer admins post-AGM *Meeting closed 21:13*