University Computer Club Committee Meeting Minutes 2024-04-05

Confirmation of minutes from previous meeting

Attendance

  • [BLU] Grace Fowler, President
  • [GPO] Gary O'Donovan, Treasurer
  • [SVN] Lyla Peng, Fresher Representative
  • [ROY] Roy Xu, Ordinary Committee Member
  • [DOC] Diarmuid O'Connor, Ordinary Committee Member
  • [LCY] Lo Chien-Yi

Apologies

  • [SEB] Bones Gazey, Vice President
  • [KKZ] Ariel Carter, Secretary
  • [LHP] Lauren Pudney, Ordinary Committee Member

Absences

Start Time

  • 16:41

Committee Reports

President's Report

  • Went to the Charity Vigil meeting before the event
  • Sad I missed it

Vice President's Report

  • No report

Secretary's Report

  • I had to swap my shift from tomorrow to today (Friday) for UniLAN so I'll try to join online today.
  • Made recurring Discord event for Project Night and other discord events for upcoming things.
  • Went to Charity Vigil, it was so much fun yippee.
  • Restocked the vending machine/drinks.
    • Wrote a note to keep a record of the best before for the chips and put it in the cupboard so we don't have a repeat of the expired bacon and cheese balls.
  • Probably did something else that I forgot.

Treasurer's Report

  • Westpac Main $6,571.52

  • Westpac Savings $46,250.12

  • Westpac Card $212.26

  • Guild Account $2,501.53

  • Have been preparing for UniLAN/recovering from Charity Vigil

  • Emailed [MTL], [TEC], and messaged [EAR] on Discord regarding Week 10 tech talk

Fresher Rep's Report

  • attended project night
  • helped at club carnival
  • set up the fresher-rep email account with the help of [GPO]
  • been busy with uni stuff probably got more time at the club after week 6

OCM Reports

  • [ROY]

    • Helped with club carnival
    • Charity Vigil meetings x2, and a bit of helping (door, pizza)
    • Garymittee
    • R710 Raid card verified (thanks everyone involved)
    • Trivial updates on wiki
    • Project nights

  • [DOC]

    • Helped with setting up, running, and packing up the club carnival stall
    • Attended some of Charity Vigil (although mostly just finishing a lab in the hallway)
    • garymittee
    • I now know how to edit the UCC website pages (ty [ROY]!) so can now fix up typos, do updates etc.
    • Will be helping out at UniLAN tomorrow

  • [LHP]

    • helped set things up at club carnival
    • nothing else to report, busy week so i didn't have a lot of time

Action Items from Last Meeting

  • [DOC] to send the tech talk request email that [KKZ] will write.

    • Not written yet
    • No progress

  • [GPO] and [DOC] will email past tech talk people for requests.

    • Emailed several people last night - [GPO]
    • Try to establish a series (regular) tech talks

  • Need to decide on manufacturer for stickers.

    • [GPO]'s sibling has said can do, but depends on order size
    • Sticker pack / single stickers?
      • will discuss more on subcom meetings

  • Need to update the announcements and posters for tshirt competition.

    • Announcement updated, need to post (poster doesn't need updating)

  • [GPO] will make new project night poster and make recurring EMP.

    • EMP done (up until Oct.)
    • Need posters for several locations

  • [GPO] will try to get Commbank account sorted so we can start going into this.

    • No progress

  • Committee/Wheel: Write data retention policy.

    • No progress

  • [GPO] will go to Campbells for snacks.

    • Done

  • [GPO] will get migoreng from Spudshed.

    • Done

  • [BLU] find Kelvin first thing Monday in regards to the circuit.

    • Done, power supply recovered.

  • Make recurring discord event and advertise in CS building for Project Night.

    • [KKZ] made discord event.

  • [SEB] to go to guild finance and redo signiture on ERF.

    • Done

  • Exec to sign Tenancy agreement.

    • To-do ASAP

  • [BLU] to update the ACNC personal page with [SEB] as VP.

    • Not done

  • [ROY] will continue with setup for Apple developer account.

    • In progress

  • [BLU] will ask clubs how they want to be reimbursed for Charity Vigil.

    • Done

  • [KKZ] to go to UniPrint for new Fresher Guides.

    • Forgor (soz)

Machine Technical Reports

Servers

To Budget:

  • R710: LSI cards ~$40 each including shipping
  • R710: Large HDDs
  • Will Discuss later with wheel

Network

Desktops

  • Carpsucker's potential packet loss
    • Will verify
  • Complaints have been made about the brightness of Christmas

Miscellaneous

  • Christmas (and other PCs) need cleaning
  • Printer ink?
    • ACTION: [GPO] to find cartridges for new printer

New Equipment

Drinks and Snacks

  • Vending machine has been filled and drinks have been restocked

External Entities

Mail

  • Not checked.
  • ACTION: [ROY] to check

Guild/SOC

  • Grand challenge ongoing
  • Lockers reallocated ongoing, [GPO] has done the application
  • SPG (special project grant) due soon
    • skip for this time
  • 3 clubs seeking for affiliation
    • Saudi Arabian culture association: objection vote
    • Effective Altruists: objection vote

Tenancy

  • Tenancy Busy Bees should be a few days after the Cam Hall Busy Bees, according to [NIX]
    • Cam hall BB: 28th April (Week 8 Sunday)
  • Need to give more than 2 weeks notice
    • Study breaks' BB not happened

Other Entities

Westpac

  • Need to book a meeting for exec

ACNC

  • Update needed, due June
  • ACTION: [BLU] to submit update
  • Activity Information Statement (AIS) is due 31st June OH

Apple

  • Apple dev fee waiver application in progress
    • Keep asking [ROY] for employment letter

Events

Past Events

Uncharity Vigil

  • Just need 2 exec in person to sign the pink book.
    • Will do on Monday
  • [BLU] sent the clubs guild info and how much we owe them
  • [GPO] moves to approve the final budget and profit distribution of Uncharity Vigil 2024
    • [SVN] seconds
    • 5 in favours, 1 abstention
      • Motion passes

Charity Vigil

  • Raised $110.40 in cash, $28 from dispense donate
    • Fridge money unknown
    • Make firm confirmation in the future

Club Carnival

  • Got 5 or 6 signups
  • Got power, thanks Leigh
  • Probs need to bring sandbags for the stand up banner

Confirmed Events

UniLAN

  • On tomorrow
  • [GPO] made several purchases for UniLAN
    • About $650 (this is also not true afaik)
    • Spend $403.63 so far (not including pizza or prizes costs)
    • Prizes are being purchased by [KKZ] today
    • Sold 70 tickets so far, revenue $1050 ($15 per ticket)
    • On track to make a profit

Project Night

  • EMP has been made, can be advertised more widely now
    • advertised as a casual meet-up event

Tech Talks

  • [TBB]'s Git talk is next Tuesday 3pm?
    • [BLU] needs to double check
    • Needs to be advertised ASAP
    • Needs an annoucement ASAP

50th Anniversary

  • Need to reimburse [MCW] for the Nostalgia Box
    • [GPO] moves to reimburse [MCW] $100 for the Nostalgia Box event
      • [SVN] seconds
      • 5 in favours, 1 abstention
      • Motion passes
  • New committee is welcomed to join the server
50th Anniversary LAN
  • Will be 10am Saturday 20th July (Saturday before sem starts). A whole day event.
  • Need to book the loft
  • Will have a pizza order
  • It'll be a chill event
  • Possible alchohol license
    • [GPO] will ask Jackie Shan for details
Sit Down Dinner
  • University Club
    • Minors: fine if accompanied by adult
    • Half banquet hall, 60min, 100max ppl
    • Current quote: $4850 total. At min of 60ppl it is ~$80 per person, at 100 it is $72.50 per person
    • Subcom consensus is to go with this venue
      • [GPO] to confirm quote if approved
        • Committee consensus?
          • Pretty acceptable cost / setup
    • Make a UCC quiz
    • Speeches and get someone from each decade
    • Need to reach out to oldguard and ask if they want to say a speech
    • Go through the wiki, see people who are still active and ask them
    • Have a table of stuff we can show off, ir ACC Murphy
    • Have a sign in guest book
  • Running time:
    • 6-10pm or 11pm
  • Dress code:
    • Smart casual ~ Formal
  • Collect more options/comments in the next week
  • Estimated $1500 to be spent for the event

Tentative/Future Events

  • Console night with Esports?
    • Not happening this semester
  • [BLU] needs to talk to Esports about it

Joint Camp

  • Unigames Prez Josh has booked Ern Halliday for 15th to the 18th of November
    • Weekend after exams (an entire week after exams)
  • Server should be made soon

Club Collaboration

  • Ask CFC about coadvertising week 10's tech talk

  • Week 11 could do a screening with UniSFA?

  • Online games night? (Week 11/12 evening(s))

  • [KKZ] joined meeting at 17:43

Closed Section

Door Applications

  • Alistair Langton's membership renewal

    • Approved

  • [BLU] leaves meeting at 17:44

General Business

  • Filtering certain domains?
    • 163.com/126.com: Primary spam source
    • foxmail.com / qq.com?
  • APNIC is sorted

Important/Get Done Soon

Miscellaneous

Major plan/ideas to do this year

New equipment we should get

Action Items

  • [GPO] and [DOC] will email past tech talk people for requests.

  • Need to decide on manufacturer for stickers.

  • Need to update the announcements and posters for tshirt competition.

  • [GPO] will make new project night poster and make recurring EMP.

  • [GPO] will try to get Commbank account sorted so we can start going into this.

  • Committee/Wheel: Write data retention policy.

  • [SEB] to go to guild finance and redo signiture on ERF.

  • Exec to sign Tenancy agreement.

  • [BLU] to update the ACNC personal page with [SEB] as VP.

  • [ROY] will continue with setup for Apple developer account.

End time

  • 18:01