UCC Committee Meeting Minutes 2018-03-23 ======================================== Attendance: =========== Present: -------- **All committee members were present:** - [GOZ] Andrew Gozzard [President] - [JWB] William Chesnutt [Vice President] - [CFE] Zack Wong [Treasurer] - [FVP] Felix von Perger [Secretary] - [GIR] Caira Bayman [Fresher Rep] - [KAT] C. C. 'Blake' [OCM] - [CHB] Alden Bong [OCM] - [LCY] Chien Yi Lo [OCM] Mentioned: ---------- - [AJT] Alex Thatcher - [CHS] Oscar Hermoso - [MLG] Grace Rosario - [DJF] Chris Forbes - [TFM] Thomas Miller - [EAR] Elton Rodrigues *Meeting opened at 16:11.* **Note: Committee did not have full notice for this meeting so we intend to ratify any decisions made here at the following meeting.** Confirmation of minutes from previous meeting ============================================= Committee Reports ================= President's Report ------------------ - President for 3 days! (Mistakes were made) - First session of Introduction to Programming (following Learn to Linux) Vice President's Report ----------------------- - Nothing to report. Treasurer's Report ------------------ - Went down to Westpac and filled out forms. - [GOZ] accounts are viewable but we cannot do anything with them yet - Account balance: - Westpack check account: $4875.32 - Guild has *god knows how much* - Mastercard: $49.85 - Several pending reimbursements to be done as soon as details are available - Financial reports for 2017 to be finished by Sunday. - TODO: [CFE] will contact [AJT] regarding missing financial data - Oscar [CHS] should upload remainder of old minutes "today" Secretary's Report ------------------ - Sent out emails & created Facebook event for "UCC @ RFLAN 60" - Received email from RFLAN secretary Tim Raphael (raphael.timothy at gmail.com); group bookings would be possible - send names. - Grace Rosario [MLG] sent email regarding volunteering at RFLAN event. Fresher Rep's Report -------------------- - Nothing to report. OCM Reports ----------- - [KAT]: Intro to Programming event was successful - Movie night was a success. - [JWB]: In previous committee meetings, regular events have been said to be good due as a way to answer question "what time is good to meet new people?" - Suggestion to formalise project night event on Mondays Machine Technical Reports ========================= Servers ------- - Servers appear to be functional. - TODO: [CFE] will work through remaining Active Directory glitches in free time - Roland [LDT] has attempted to get air conditioning repaired under warranty - so far this has been unsuccessful. - Previous committee had already approved budget for aircon repair/replacement. - Air conditioning has been offline for extended period. - [GOZ] Arguably better value for money to buy a new one. - TODO: [GOZ] will coordinate with [LDT] to eventually buy a fully new replacement air conditioning unit. - Committee unanimously approves of [GOZ] organising new aircon. Network ------- - WiFi network has been flaky. - [CFE] is able to but does not want to touch it. - TODO: [JWB] will look into it. - Unifi access points (courtesy of Campus Management) appear to be using entire 2.4GHz spectrum Desktops -------- - Tom Almeida [tommoa] has inspected desktops and taken notes on all hardware of desktops. Thanks. - [GOZ] suggests to print cards for machines to advertise their specs. - [CFE] to consider reinstalling monitoring software to automatically keep machine info up to date. - TODO: [KAT] and [CFE] to coordinate printing cards for machine specs and general clubroom rules. Miscellaneous ------------- - Issue with lights flickering has been fixed! New equipment ============= - New committee has been installed. Drinks and Snacks ================= - We have drinks and snacks. - TODO: [JWB] will yell at Oscar [CHS] regarding putting V in the Coke Zero slot. - Thanks to Chris [DJF] for doing the drinks run when he didn't have to. External Affairs ================ Mail ---- - Nobody has checked mail. Guild/SOC --------- - Committee needs to sign the tenancy contract. Other Entities -------------- - See RFLAN. Events ====== Easter LAN ---------- - Second weekend of study break. - Only two weeks left to organise the event. - TODO: - [JWB] shall take care of Easter LAN event management plan. - [CFE] to do technical setup - [KAT] to do marketing Camp ---- - [GOZ] Camp is not booked yet. It should be booked. Very soon. - Have to find a weekend, preferably late in midyear break, that does not clash with Unigames camp, after midyear (in order to ensure that people are 18+) - [GOZ] suggests contacting Camp Leschenaultia to book. $400 deposit will be required. - TODO: [GOZ] to book camp and pay deposit out of pocket. Hopefully be reimbursed later. - [GOZ] may be at a conference at the time of Camp. - TODO: [FVP] to oversee and delegate organisation of the Camp. - [JWB] and [CFE] are willing to assist with paperwork Quiz Night ---------- - [CHB] is the *Dark Lord* (question writing, judging and MC) - [FVP] is the other event representative Miscellaneous ------------- - [GOZ] is going to do Student Leadership Training for Programming Competition Society (PCS) - At *least* 2 members are required to have done SLT. - [CFE], [FVP] and [JWB] to comlete SLT in leadup to the Camp. (4-5 April) Action Items ============ - First meeting; hence no action items from previous meeting. General Business ================ Miscellaneous ------------- - TODO: [GOZ] to perform account locking. - All executive members must sign to renew the tenancy contract with the Guild. - [GOZ] recommends to officially review and reinstate all policies. (next week) - TODO: [JWB] to chase down [CHS] and find out about machine keys - frekk: - Discuss possible replacement aircon (see Machine/Technical) - Booking of camp venue (see above) - RFLAN team sponsorship (see above) - Contact UWA IT regarding potential removal of excess Unifi hotspots in Cameron Hall (not going to happen) - Buy replacement parts to upgrade/rebuild Porcupine ([GOZ] leave until after inventory) - Consider upgrading Clownfish as well ([GOZ] also to be left until after inventory) - [TFM]: Is agenda script going to be used again? - Yes. Agenda script will be used. - [TFM]: If so please consider the email I am about to send to committe-only@ - Potential tech talks about object-oriented programming. - TODO: [GOZ] to follow up. Door Applications ----------------- - Unable to resolve this at the moment. Real committee meeting must be held first. - [GOZ] suggests purging the door group. - Elton [EAR] recommends incentivising door group membership. - [GOZ] wants everyone currently in the door group to submit their application and for the Committee to vote to reinstate their membership. - [GOZ] notes that UniSFA and Unigames do a "door purge" every 6 months. - Committee is not in consensus regarding a door reset, thus it becomes a matter of discussion for a future meeting. *Meeting closed at 17:49.* Current Action Items ==================== In no particular order; - [CFE] will contact [AJT] regarding missing financial reports - [GOZ] to follow up about tech talks - [JWB] to chase down [CHS] and find out about machine keys - [GOZ] to perform account locking. - [FVP] to oversee and delegate organisation of the Camp. - [GOZ] to book camp and pay deposit if necessary. - Easter LAN: - [JWB] shall write event management plan. - [CFE] to do technical setup - [KAT] to do marketing - [JWB] will yell at Oscar [CHS] regarding putting V in the Coke Zero slot. - [KAT] and [CFE] to coordinate printing cards for machine specs and general clubroom rules. - [CFE] will work through remaining Active Directory glitches in free time -------------------------------------------------------------------------------- *Minutes uploaded by [FVP] at 13:32 on 2018-07-02*