UCC Door Meeting Minutes 2017-01-21 =================================== Attendance: =========== Present: -------- - [CHS] Oscar Hermoso [President] - [TBB] Alfred Burgress [Education VP] - [EAR] Elton Rodrigues [Social VP] - [DJF] Chris Forbes [Treasurer] - [HYT] Hock Yew Tan [Fresher Rep] - [SAS] Samuel Shenton [OCM] - [BLZ] Cain Nixey [door group] - [BOB] Andrew Adamson [door group] - [MVP] Matthew Winslade [door group] - [AMS] Andrew Seeley [door group] - [TPG] John Hodge [door group] - [MLG] Grace Rosario [door group] - [LLL] Lawrence Luo Late: ----- - [SOS] Alexander Sosin [Secretary] - [LDT] Roland Kerr [Education Officer] - [JMA] Jake Alexander [OCM] - [JDN] Jordan Meerwald [door group] - [PJA] Peter Allnutt [door group] Apologies: ---------- - [AJT] Alex Thatcher [door group] - [TFM] Thomas Miller [door group] - [TFD] Timothy Davies [door group] - [JAB] Jonathon Astbury [door group] - [LDA] Andre Strydom [door group] - [NTU] Nick Bannon [door group] - [*OX] Lyndon "Frames" White [door group] - [ODF] Jonathan Van Buren [door group] Absent: ------- - [MMM] Shahzad Siddiqui [Social Officer] - [BG3] Mitchell Pommery [door group] - [LEL] Christopher Buitendag [door group] - [HTL] Ryan Hall [door group] - [RAA] Rowan Ashwin [door group] - [BIG] Nicholas Coetzer [door group] Meeting opened 1114 Agenda ====== - General Discussion/Club Impression - Open/Close Procedure - Expectations of Door Group - Tutorials for door members - Drink/snack machine - New member sign-up - [SAS]: Let's open this meeting for general discussion as we wait for late people General Discussion/Club Impression ================================== - [BOB]: Restore the tool cupboard? - [SAS]: Yeah, that's fair - [CHS]: Use of the theftbook has dimished > For the uninformed, the theftbook is a wiki page for members to record what > they've borrowed from the club - [EAR]: Sort of hard to ask people to sign the theftbook for short duration borrowing - [BOB]: The problem is items that don't come back - Noone reads the theftbook to make sure things come back anyway - [CHS]: Need to reassess the committee's members roles in terms of clubroom maintenance, maintaing library, maintaining the theftbook > [SOS] arrives 1122 > [PJA] arrives 1122 - [BOB]: We need a physical theftbook, rather than just using the wiki - Everyone agrees - [MVP]: Theftbook needs to include listed condition so when other members find things worn out, - [BOB]: I feel that our members are generally honest, an expectation for members to donate through dispense if they break stuff > [LDT] arrives 1125 - [BOB]: We need a drill-bit set - [CHS]: I'll add it to the agenda for next meeting, [BOB] to send a reccomendation drill bit set to committee@ - [MLG]: We should actually organise to clean the walls before O-Day - Attendees agree - [MLG]: Also what's happening with the bookshelves? - Ongoing action item belonging to [TBB] > [JMA] arrives 1132 - [SOS]: I spent a lot of my time cleaning the coffee table. In my absence it has now returned to what it used to be: a mess - A general thing to note is to not use the coffee table as a storage area - It should be for short term usage, not for leaving things overnight - [MVP]: I think it comes down to a general storage issue - [SAS]: I can find a place for everything on that table - [DJF]: Only thing that's currently on the table and should remain is the tissues - Everyone argues about the appropriate place in the clubroom for disposable plates - [LDT] carefully explains how the constant dust and dead insect rain would make plates unusable in most locations - [SAS]: Ok, its 11:35 now so let's get this meeting rolling, latecomers are now 35 minutes late Opening and Closing Procedure ============================= Opening Procedure ----------------- - [SAS]: First expectation is that anyone who opens the room is expected to quickly wipe down all of the desks and also vaccuum the room - In general, opening procedure will be easier than closing procedure - Also, at the very least, door members should check the drinks machine for an empty slot and fill it, or ask members to fill it - There's an LED indicator, just check for red lights - [BOB]: Get help when you do it, don't be afraid to put other members to work - [BLZ]: I'm a lazy c*nt and I'll just get the first person who walks in to do it for me > [JDN] arrives 1139 - [SAS]: We'll just remove you from door, if you don't take up your responsibilites we'll just remove you on a case by case basis - [BLZ]: I'm also a sneaky c*nt and I just won't do it, will committee actually monitor every day? - [LDT]: I actually think there are people in the club who would monitor and make sure that its done - [BOB]: Hose of the vaccuum cleaner is broken - Need to look at it to be fixed or buy a new one Closing Procedure ----------------- - [SAS]: Closing procedure - Push the chairs in - Pushing chairs in is not hard - [DJF]: We all spent 7 years in primary school doing it, get used to it - Peripherals should be secured and plugged into the computer - Your responsibility because you should know about any mice, etc that have been unplugged anyway - [DJF]: One thing I started doing at the end of last year, is that I roll up headphgones or game controllers and leave them wrapped up on top of machines - [SAS]: May decide of a box next meeting to stow away floating peripherals - Will decrease clutter overall and make closing easier - [PJA]: Does any of this need to be done during the day? - Just needs to be done at night, not really neccesary during the day - [SAS]: Everything on the coffee needs to be put away - [SAS]: Project bench needs to be cleaned up if you've used it - [LDT]: Kinda working towards making a box on the side a thing - [BOB]: What about active projects that can't be moved? - [SAS]: That's OK, just make sure that its clean enough to wiped around - [SAS]: Put out the bins too - [BOB]: I'm sorry, I'm not emptying Unisfa's bin - [BOB]: If you want me to empty it, put it back in the clubroom - [SAS]: We moved the bins out of the clubroom for a reason - The cost of the bins being in the clubroom is greater than the small amount of extra rubbish that we have to take out - [BLZ]: In addition to being lazy and sneaky, I'm also stupid - This is too many changes - [SAS]: Changes will be set out on the wiki and printed in the clubroom - [AMS]: Have you tested how long this will take? - [SAS]: That's a good point. I'm happy to run a test tonight and tomorrow morning - [AMS]: Also, the closing procedure seems to be longer than opening - [LDT]: Disagrees, opening seems longer - [SAS]: There is also an expectation that the closing procedure will be a little more shared - [BOB]: If there door members are leaving earlier than others in the evening, are the people leaving earlier expected to close too - [SAS]: Yes - [BOB]: But will committee actually back us up on this - [SAS]: Yes - [SAS]: Members should be told off if they leave rubbish or don't clean up, they should be warned and then doored, and committee will back you up on this - [BOB]: I did this previously, and the decision was reversed by committee - Committee will back you up this time Discussion ---------- - [SAS]: Recap: - Wipe down benches, and couches and chairs if neccesary - Some disagreement from attendees about "if neccesary" - [SAS]: Wording will be adjusted - Vaccuum the room - Check drink slots for being empty - Closing the room - Push in chairs - Rubbish in the room should be taken out - Coffee table should be clear - Project bench should be tidy - Bins taken out - [PJA]: If we can't do the things, can we apologise - [SAS]: Yes, apologies should be sent to committee@ - [MVP] clarifies - it's couches and chairs that are "if neccesary", not benches as well, and now that he understands what was inteded and agrees - [BLZ]: Is there a grace period? - [SAS]: Probably - [BLZ]: Referring to if I forget to, for example, clean the couches - [SAS]: There will be a grace period, I probably won't tell you what it is - The expectation is that you start doing these tasks now Expectations of Door Group ========================== - [EAR]: So essentially, the reason why we made this, > [EAR] yells at people in the loft - The reason why we made this, is because we can't take it up with a door member when they aren't upholding standards - You should be monitoring the clubroom - You should be able to sign people up - You should be able to assist with dispense - As for monitoring the clubroom, one of your responsibilities is making sure that things stay in the clubroom, eg. tools and tech - Also making sure that peripherals for computers are put back - Make sure blue cables stay plugged in - We need to ensure everything is treated with respect - People, property, everything - Noise is a big thing - Getting mad at videogames - Having arguments in the clubroom - [DJF]: Not even neccesarily about anger - [CHS]: Loud music as well - Tell people to calm down, and if they don't door them - Committee will back you - Keep shoes and feet off desks and couches - [BOB]: Couch arms will break internally if you stand on them - [SAS]: If you stand on a bench to get to the projector, wipe it down afterwards - Damaging any equipment in the clubroom or using equipment dangerously is absolutely a doorable offense - Personal hygiene needs to be maintained - [DJF]: For example, [JMA] stank, so we told him to leave and put deoderant on - Perfectly reasonable - If a member smells bad or hasn't showered, it is the door members responsibility to tell them to leave and put deoderant on, or use the showers on campus - And if they don't, door them - [MLG]: Does this follow through to clothes as well? Grubby t-shirts - [SAS]: If all else fails, just use common sense - If people are licking their fingers, or playing with their feet, or generally being gross, warn them, and tell them to wipe down their hands with hand sanitiser - Going into winter, if people are falling sick, coughing, sneezing, although understandable, makes sure that they are not sneezing/coughing on other people, and they have't got a stack of used tissues going - I want door members to realise that they are actually the face of the club, even if you're not a frequent door member. Make sure that you say hello to people, greet them. It's your job, responsibility - If you're going to leave the clubroom for a period longer than 30 seconds, close the door. It is acceptable to go to the toilet or otherwise leave for a period of less than 5 minutes and leave one or two people int the clubroom - [BLZ]: If two people door each other, how is it to be resolved - [SAS]: Will be resolved at the next committee meeting - [AMS]: Standard for dooring should be 1 day - [TPG]: Don't forget that committee can veto a dooring - [BLZ]: Is there a doorgroup communication channel besides email? - [SAS]: No, because it probably won't be used, use #committee for now - Argument occurs about door members paying too much attention to videogames - [MVP]: Situation have occurred where people can't get dispense credit onto their account because the door members are fixated on videogames - [SAS]: I agree, but I think that it's up to door members to make sure that happens - [MVP]: Is it grounds for a warning if door members are too involved? - [SAS]: Yes - [LDT]: I'm not 100% sold on the idea of it being on door members heads if something goes wrong, because it's hard to determine wheter it was because of door members not paying attention - [MLG]: A few questions, one about food - What about people eating greasy food at keyboards? Should we not let them eat greasy food? - [AMS]: No, just punish them if they leave stuff messy, too hard to enforce - Attendees agree - Argument begins about what is an appropriate tolerance for offensive and potentially offensive comments in the clubroom - ... > Apologies for everything below this point being poorly minuted. There are > multiple reasons for this. Firstly, compared to the rest of the meeting, > this discussion was far less structured. People argued over the top of each > other and there were many side conversations. The discussion was difficult > to follow. Secondly, the meeting had been running for three hours and I was > pretty exhausted. Thirdly, in my opinion, many of the comments made were > innapropriate to be minuted. I have erased a sizable amount of what little I > wrote down. Fourthly, I often became quite involved in the conversation > myself - causing me to fall behind with what I was typing. - ... - [BOB]: Essentially comes down to "Don't be a dick" - ... - [EAR]: I think that most of the time that I've been warned for being loud or swearing, it's been sufficient - ... - [BLZ]: In addition to all previous things that I am, I am also socially incompetent. If I do something that makes you uncomfortable, please point it out at the time so that I can improve - ... > [MLG] leaves 1310 > [BOB] leaves 1310 - [JMA]: I propose that UCC's level for tolerance of offensive conversation should be similar to that of business - ... > [PJA] leaves 1324 - ... - [LDT] finds an appropriate businesses Code of Conduct online - Reads code of conduct - Volunteers to draft similar Code of Conduct for UCC - Good enough Tutorials for Vending Machine and Member Sign Up ================================================ - Postponed until a later date, everyone is exhausted Meeting closed 1401 Action Items ============ - Drill-bit set - We should actually organise to clean the walls before O-Day - Need a record of tools that are in the cupboard - Inspect the vaccuum cleaner - Automatic air fresheners - Peripherals box - Behavioural code of conduct