UCC Committee Meeting Minutes 2018-04-27 ======================================== Attendance: =========== ## Present: - [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] - [TFD] Timothy "Tim" Davies ## Late: - [GOZ] Andrew Gozzard [President] ## Absent: - [LCY] Chien Yi Lo [OCM] ## Mentioned: - [TBB] Alfred Burgess - [BOB] Andrew Adamson - Nick Bannon *Meeting opened at 16:02* ## Confirmation of minutes from previous meeting - Nobody objected so it's fine. -------------------------------------------------------------------------------- Committee Reports ================= ## President's Report - Arrived late. - Has done first aid training. - Last meeting we discussed UCC doing event for Screw Week. - That has been discontinued. - After discussion about what UCC can actually do, they were not so keen any more. - Can't teach something which is "useful in everyday life" in an hour. ## Vice President's Report - Thought about door policy - Even made Facebook group chat. - Practised cooking skills in preparation for Camp. ## Secretary's Report - Bought some crates and pencil holders. - [CHB] Motion to reimburse [FVP] $64.95 for crates and pencil holders. - [CFE] seconds. - Motion passes: 4 in favour, 2 abstain. - Going to run linux sysadmin course. Need to get interest. - Organised meeting and nobody came. - [CFE] Wheel members can't come to anything during the day. - Advertising via FB & ucc-announce & posters. *[GOZ] arrives at 16:08* ## Treasurer's Report - **Accounts** - Cheque: $5212.92 - Mastercard: $49.87 - Guild: $1753.65 - [CFE] I need to be reimbursed: - $243.39 for drinks/snack run - [CFE] Motion to reimburse [CFE] $243.39 for drinks/snacks. - [KAT] seconds. - 5 vote in favour, 1 abstains. - I got us a kettle for free, don't know how long it will last us - Still waiting on Art of Electronics ## Fresher Rep's Report - Did first aid training. ## OCM Reports - [KAT] has nothing to report. - [CHB] did first aid training. -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Sent email to `tech`, [CFE] and [FVP] upgrading `molmol` on Saturday and everything will break. ## Network - Some things will be changed with `murasoi` which will also break everything. ## Desktops - **Pinball**: [TBB] is going to fix speakers properly later. - **Porcupine**: [BOB] was trying to fix it and it still doesn't seem to work properly. - **Chubsucker**: login function is broken. - [GOZ] is plotting and scheming about virtualising all our desktops and turning them into thin clients. (gaming capable!) ## Misc. - [JWB] We need a new AUX cable for the audio setup (stereo-3.5mm RCA jack) - TODO: [JWB] buy AUX cable. -------------------------------------------------------------------------------- New equipment ============= - Crates for project storage and pencil holders. Drinks and Snacks ================= - [CFE] did a drinks run. Already reimbursed. -------------------------------------------------------------------------------- External Affairs ================ ## Mail - Didn't check. ## Guild/SOC - **NEED** to sign tenancy contract. - [GOZ] is busy writing clubroom applications for PCS. - Storage reallocations: we have until 20/05/2018 to sort that out. - Almost guaranteed to lose some cupboard space. - [GOZ] After the meeting we should investigate cupboard contents. - [GOZ] We should do a quick inventory of what is likely to be chucked. - [JWB] Needs to be sent out to lists for oldguard approval before anything happens. - [JWB] is willing to write the storage application. - Mailbox reallocations: we need an address because we are an incorporation. - TODO: [JWB] will look into that. ## Other Entities Events ====== - [GOZ] Despite the fact that most of our events so far have been a flop, good job on the number of events and quality of organisation. ## Quiz Night - [CHB] and [FVP] are meeting the Quizmittee for a meeting after this meeting. - [KAT] has all the tickets printed for UCC! A grand total of 9! - [FVP] and [CHB] will investigate ticketing situation. - UniSFA has set up online ticket sales with Qpay. - [GOZ] PCS is not officially involved in this event but I can promote it there. - [JWB] "[Those are] some god-awful posters." - [KAT] The poster is almost illegible and not well made. - [GOZ] Please make sure we get better posters. - [KAT] Do it quickly! The event is on in 2 weeks! - [CHB] does not respond when asked about progress of question-writing. *[CFE] announces that Chubsucker is now fixed! Much rejoicing!* ## Movie nights - [KAT] Very underwhelming event. Only 2 people attended. - Running another one soon. - [LCY] did not end up running a movie night, so [KAT] has taken over again. ## Hearthstone Tournament - [TFD] Too few people attended. - [KAT] There was no clear event. - [LCY] was absent. To be discussed next week. ## Sysadmin "Tech-talk" workshop - [FVP] Nobody came to meeting so I will organise another one. - [CFE] is happy to help with organisation. ## Camp - [GOZ] From the feedback on polls and talking to people, it is best to run on the 20-23 July. - [CFE] will start to write an Event Management Plan for camp. - [FVP] will help with that later. - [FVP] Does UCC have any info about past camps and EMPs? - [GOZ] Don't know. Unigames has good records of their camps. - [GOZ] The camp should have some activities other than "computer stuff" - Tech talks - CTF? We don't have the expertise to set that up. - Programming competitions. - [JWB] Run events during the day that do not involve computers. - Swimming: Near a lake, but we'd need Bronze Medallion trained staff. - [KAT] Has been looking into costing of different meals for catering. - Wants to do a taco night. - [KAT] has done Food Safety Training. - [GOZ] Everyone on committee should do FSA, it's half an hour online and free. - We need to set up the camp network properly a week or so in advance. - [CFE] Don't forget to buy a SIM card! - Last year: 30-50GB was good. - [GOZ] Slow internet/data limits force people to interact rather than just download stuff. - Internet via WAFreeNet is faster than most peoples' home connections. - Technical setup: use Squid and so on for caching. -------------------------------------------------------------------------------- Previous Action Items ===================== - [CFE] to retrieve financial reports from [AJT]. *still not done* - [GOZ] to book camp after performing "Market Research". *now reaffirmed, shall happen soon* - [KAT] and [CFE] to print cards for machine specs and clubroom rules. *not happened yet* - [CFE] has installed LibreNMS which might help. - [CFE] to add [KAT] to committee role on Discord. *done* - [FVP] to put to-buy list somewhere suitable. *not quite done* - Buy a small whiteboard specifically for a buy list. - [FVP] to organise project bench cleanliness standards and nice tape markings. *needs tape* - [FVP] might go past Bunnings on Saturday morning and get stuff. - [CFE] has been meaning to donate a roll of electrical tape. - [LCY], [JWB] and [CHB] shall continue to discuss door policy reviews. *still underway* - [LCY] to talk to [EAR] about first-year unit study events. *not done at all* - Executive to sign tenancy contract. - *MUST DO!* - [FVP] to confirm whether Quiz Night EMP requires club President contact details. *will do in half an hour* - [CFE] to purchase *The Art of Electronics*. - *waiting for it to arrive* - [JWB] to talk to Sam about door member responsibilities. - *done* -------------------------------------------------------------------------------- General Business ================ - [THA] Improve deskspace (mouse-wise) by reducing size of keyboards. - Keyboard which retains all keys but saves space: "Input Club Kira" - [GOZ] Not for the club, horrifyingly expensive (almost $400 AUD). - [GOZ] Numpads are not good for UCC, the average member is unlikely to use it often. - [JWB] Agrees that most people won't use numpads, but there are many people who do not use *that* much mouse space either. - Stefan from Health Student Society wants to ask about UCC providing fun, interactive video games for large number of people. - Thursday 10th May in CCZ (first floor of Guild building) - Fun console games like Jackbox. - [GOZ] owns Jackbox. - [GOZ] Someone could set up a projector and a laptop and run Jackbox; UCC doesn't need to do that. - We could be interested but we need to know more info. - TODO: [FVP] to contact Stefan from HSS and find out more information. - Contact address: 22490998@student.uwa.edu.au - [FVP] Payment gateway: Square - [JWB] and [CFE] identified as "office holders" of the "association" - Need to provide address, DOB, govt. ID under Anti-Money Laundering and Counter-Terrorism Financing Act 2006. - If Square requires updated details every year then it isn't worth it, would probably be better to ask Westpac instead. - TODO: [FVP] to research Westpac options. - [GOZ] spoke to someone recently who highly recommends Square. - 2% surcharge on all things. Standalone device is $59 from Officeworks. - [FVP] Falls well within UCC's profit margins. - [GOZ] is willing to support this. - [FVP] Buy about 20 matching crates to replace currently used ones. - [GOZ] is willing to support a reasonable investment to make the clubroom neater. - Something to do following a tech cleanup. Currently crates work fine although a couple are broken. *[KAT] leaves at 17:16* - [FVP] Cleaning up the clubroom. - Run a tech cleanup. (Nick: 3 months notice) - A few weeks notice should be sufficient if run on a Saturday. - Storage reallocations mean that we are unlikely to be able to justify holding cupboard space in Loft - May need to get rid of large volume of stuff quite quickly. - [CFE] Official Tenancy busybee is 22 July. Hold tech cleanup 2 weeks before that. - [GOZ] That's during UCC camp... - [GOZ] Tell Guild that we are doing our cleanup earlier then. - Suitable date is 23 June, 4 weeks before Camp and last day of semester 1 exams. - TODO: [FVP] to send emails about tech cleanup. - [GOZ] wants to put a box near the door for things that people ask "Why do we have this?" - People, especially non-wheel, find things that really should be thrown out, but do not have the authority to do so. - Best to happen after a tech cleanup. *Meeting closed at 17:32* Current Action Items ==================== - [JWB], [LCY] and [CHB]: Discuss door policy reviews. - [KAT] and [CFE]: Print cards for machine specs and clubroom rules. - [FVP] and [CFE]: Organise sysadmin workshop - [LCY]: Talk to [EAR] about first-year unit study events - **EXEC: Sign tenancy contract!** ### [GOZ] - Buy a *Panavise 350*. - Book camp for 20-23 July. ### [JWB] - Buy 3.5mm stereo AUX cable. - Write storage application - Investigate mailbox reallocation. ### [FVP] - Buy tape from Bunnings - Purchase small whiteboard to use for to-buy list. - Contact Stefan (22490998@student.uwa.edu.au) from HSS and find out more information about potential collaborative event. - Research using Westpac for payment processing - Check with Square about committee changeover procedures. - Send emails about tech cleanup (23 June). - Define project bench cleanliness standards and mark with tape. - Confirm whether Quiz Night EMP requires club President contact details - *will do in half an hour*. - *Answer: yes.* ### [CFE] - Start working on EMP for Camp. - Get the financial reports from [AJT]. -------------------------------------------------------------------------------- *Minutes uploaded by [FVP] at 23:15 on 2018-06-27*