UCC Committee Meeting Minutes 2018-05-18 ======================================== Attendance: =========== ## Present: - [CFE] Zack Wong [Treasurer] - [FVP] Felix von Perger [Secretary] - [KAT] C. C. 'Blake' [OCM] - [CHB] Alden Bong [OCM] - [LCY] Chien Yi Lo [OCM] **Non-committee:** - [THA] Thomas Hill Almeida - [LWH] Lai Weng Han ## Late: - [GOZ] Andrew Gozzard [President] ## Apologies: - [JWB] William Chesnutt [Vice President] - [GIR] Caira Bayman [Fresher Rep] ## Mentioned: - [AJT] Alex J. Thatcher - [TPG] John Hodge - [*OX] Frames White - [BOB] Andrew "Bob" Adamson - [TRS] James Andrewartha - [LDT] Roland Kerr - [ROB] Robert Hortin - [LGM] Alex Dawson *Meeting opened at 16.09* ## Confirmation of minutes from 2018-05-11 - [AJT] supplied the financial records/reports for 2017, not 2016. - Camp has been booked from 2018-07-27 to 2018-07-30 (July not June). -------------------------------------------------------------------------------- Committee Reports ================= ## President's Report - Arrived late, report delivered after arrival. - Has a literature review to write. - Bought a Panavise. - [CFE] Motion to reimburse [GOZ] $155.08 for the Panavise 350. - [CHB] seconds. - Motion passes: 5 in favour, 1 abstain. ## Vice President's Report - Absent. ## Secretary's Report - [TPG] found an old paypal account; now updated & added to uccpass. - ACNC Responsible Persons is now up to date - Only exec are listed - Added ACNC login info to uccpass - Sent emails to get feedback on payment providers - [*OX] may be able to source a Paypal Here reader to test with - Camp RMP is now done; only small changes from last year. - Been working on the EMP as well. - Went to SOC meeting (see below) - Also cleaned up machine room. ## Treasurer's Report - Still working through 2016 financial records. - Semester 1 SOC grants due 1st June. - Accounts: - Cheque: $5468.78 - Mastercard: $49.87 - Guild: $1753.65 - Been working on camp stuff. - Our phone bill costs us $22 per month. - [GOZ] That's $264 per year. - [FVP] That's more than interest after inflation from our term deposit. - [LCY] Is there any legal reason for having a phone? - [GOZ] Let's consider getting rid of it. ## Fresher Rep's Report - Absent. ## OCM Reports - OCMs have nothing to report. -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Not dead. ## Network - PositiveSSL certificate for secure.ucc.asn.au about to expire - Still used by IPSec VPN - Will be switched over to LetsEncrypt - Domain registration for ucc.asn.au about to expire - [TRS] recommends VentraIP. - $9.63/year, free transfer. - 100% AU owned. - Minimum 2 year renewal - Currently registered with enetica (renewal is $39 / 2 years) - [CFE] Motion to budget $50 to renew domain registration for ucc.asn.au with VentraIP. - [LCY] seconds. - Motion passes unanimously. - TODO: [CFE]: Transfer to VentraIP and renew domain registration. ## Desktops - Cobra's disk was full; fixed thanks to [LDT]. - Pinball does not boot; hard drive errors. - Other desktops are as broken as usual. ## Misc - Someone keeps unplugging the keyboard on the VT320 behind the couch. -------------------------------------------------------------------------------- New equipment ============= - Machine upgrades and new parts - [BOB] please get a [Samsung EVO 850 500GB SSD](https://www.kogan.com/au/buy/samsung-850-evo-250gb-ssd-mz-75e500/) for `Pinball`. - Cost is $195 + $15 shipping from Kogan. - [GOZ] motion to budet $250 to buy a replacement 500GB SSD for `Pinball`. - [CFE] seconds. - Motion passes unanimously. - TODO: [CFE] to buy 500GB SSD. - [THA] is selling some gaming hardware; specs were sent to `committee@`. - AMD Ryzen 7 1700X CPU: $210 - ASRock X370 Taichi motherboard: $100 - Gigabyte GTX 1080 Xtreme Gaming Waterforce: $750 - [THA] There have been concerns that we don't need high-end graphics cards like GTX 1080s, we should have more high end cards that don't need to be replaced as often (ie. due to becoming outdated). - The GPU has hardly ever been used (except once for testing). - [THA] Put the GPU in a machine that has suitable CPU capacity to complement the GPU and swap the existing GPUs around. - Discussion about buying parts delayed until [GOZ] arrives. - [GOZ] We can build an entirely new machine from the parts; suggestion is to budget around $1300. - [THA] expresses interest in writing a full Drinks and Snacks ================= - Need more drinks - nullcoke - Solo - Kole beer - [CFE] has no time to go on a drinks run. *[GOZ] arrives at 16:35 carrying a Panavise 350.* - Need more thin snacks -------------------------------------------------------------------------------- External Entities ================= ## Mail - Not checked. ## Guild/SOC - [FVP] and [GOZ] went to SOC meeting. - Semester 1 grants due 2018-06-01 17:00 (about 2 weeks time). - [CFE] will be spending weekend scanning receipts and doing treasurer stuff. - TODO: [CFE] to do SOC grants. - Guild is looking into a can recycling system called "Crunch". - 10c per can or 15 "Crunch Credits" - UCC could have made around $210 by recycling cans bought this year alone - [GOZ] By our best estimate, Cameron Hall produces around 15000 cans per year. - [CFE] We have a can crusher and can bin, almost nobody uses it. - [GOZ] We should look into this and encourage members to recycle. ## Other Affairs - Mail not checked. We don't know if Electrolux sent any more invoices. Events ====== ## [ROB] UWA Sports eSports Event - [GOZ] bumped into [ROB] sometime during the week. - It sounds like things have been delayed. ## Quiz Night - UCC is the only club that kept proper records of its ticket sales. - [GOZ] The other clubs have `royally f***ed up`. They have literally no idea how much profit they made. - There was documentation available on how to run a quiz night- - [KAT] It was available on the UniSFA google drive. - [GOZ] It was also available in the Unigames archives. - [FVP] Nobody on the quizmittee seemed to have any idea where the documentation could have been, even after asking repeatedly. - [GOZ] Don't minute this, because it will probably be mean. - [GOZ] *(REDACTED)* - [GOZ] This year's quizmittee needs to compile *previous years' records* and *all the mistakes made this year*. - [GOZ] We need to figure out a good way to start keeping records that actually roll over each year. - [GOZ] *It would be nice if we can introduce a decent handover system.* Currently UCC's records are trash. - [GOZ] Quizmittee needs to sort out what is happening with profit distribution. - [FVP] Next Quizmittee meeting is Monday 12pm. - [CHB] Can [CFE] attend the meeting? - [CFE] Yeah, sure. ## Movie nights - [KAT] They worked really well at the start of semester, attendance dropped after study break. - [GOZ] Most people have projects that are due shortly after study break. - [KAT] Probably good to run again at start of next semester. ## Sysadmin "Tech-talk" workshop - To be run after study break. ## Camp - [GOZ] *Blast!* I came up with a proposed list of activities but left it at home. - [GOZ] I'm a postgraduate student, I don't remember when semesters are. - We have 2 weeks left! Need to get posters done ASAP! - [GOZ] points at [KAT] and says something about posters. - [KAT] doesn't really have much time. - [GOZ] Motion to budget $50 for design of camp posters. - [CHB] seconds. - Motion passes unanimously. - TODO: [KAT] to organise / make a poster for Camp. - [FVP] EMP is being written currently, should be done and handed in by end of next week. - We need a draft of the menu. *Looks at [KAT].* - We need details of the Food Safety course we are using. - Need to decide on ticket price. - Current approximate ticket price is $100 per person. - [GOZ] Look at Unigames camp pricing and don't go too far over it. - [GOZ] We expect to make a small loss on camp. - Need an agenda for the EMP. [GOZ] has written a draft. - [GOZ] is thinking of bring his vive, and UCC will bring its vive. - Competitive VR pictionary! How exciting! - [KAT] They recently renovated - double check the power outlet map. - [CFE] found the power distribution map from last year. - [GOZ] is probably going on the Unigames camp and will check the power situation. ## [LDT] Planetside event - Event was going to be run this afternoon after the meeting. - Nobody else is in the clubroom right now, so one could say it has not been a huge success. *[KAT] leaves.* -------------------------------------------------------------------------------- Action Items from 2018-05-11 ============================ - [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 - *to do after exams*. - [FVP]: Update ACNC documentation - *done*. - [FVP]: Send email to `committee@` with business case for payment gateway/EFTPOS options - *done*. - [CFE] and [FVP]: Write the EMP for Camp - *actually in progress, nearly done*. - [CFE]: Untangle financial records for 2016. *We wish him luck.* - [LCY]: Organise first-year unit study events with [EAR]. - [JWB]: Write storage & mailbox applications. - Committee: Everyone with RSA certificates, please send them to [CFE]. -------------------------------------------------------------------------------- General Business ================ - [JWB]: AMSA (Australian Medical Student Association) is holding a convention in Perth, July 2-8 - Organisers want to borrow the vive for part of that period - May be able to do a shoutout to UCC - [GOZ] We need more information. - What will it be used for? - [FVP] Talk to Alex Dawson [LGM] about selling the BeBoxes on behalf of UCC. - [GOZ] They are very interesting devices that are getting no use and no value from sitting here and rusting away. - [CFE] They are valuable but not to us. - Committee is in consensus that the BeBoxes can be sold at a fair price. - TODO: [FVP] contact [LGM] about selling the BeBoxes. - [FVP] Follow up on long term thefts (see theftbook) - [GOZ] Definitely follow up some of those. - [FVP] Johnson [LWH] wants to run an event about blockchain development at UCC - Has contacted Prof. David Glance who can potentially provide support. - [LWH] An introductory event about what blockchain is and how it works. - It is most commonly associated with cryptocurrencies, however it has other uses - [GOZ] An event about the technical aspects of blockchain, maybe with some information about cryptography, would definitely be an event that UCC would like to support. - [GOZ] Tech talks can be run in the clubroom using the projector and notice of about a week. - [GOZ] Could be a good tech talk to run during camp, right now is just not a great time to run it. - [FVP] will stay in contact with [LWH] about running this event. - [FVP] Buy a scanner. Cheapest from Officeworks is around $170, suggest buying secondhand or asking for donations. - [GOZ] We used to have a scanner - it may have belonged to one of our past treasurers. - [CFE] The only person who has complained about not having a scanner is me, and I'm happy to go down to the library when necessary. - [GOZ] A scanner, while cheap, probably wouldn't be of great value to the club. - [GOZ] A professional document scanner or nice multifunction printer (with a document feeder) could be useful to the club. - [CFE] Something worthwhile researching. - TODO: [FVP] to research multifunction printers. - [FVP] Upgrade 802.11 infrastructure. Discuss budgeting. - [GOZ] is happy to completely redo the wifi. - [FVP] Price ranges (per access point) - Less than $50: cheap, dodgy devices that probably don't support OpenWRT - Between $50 and $100: Decent brands that OpenWRT runs on. - $100 to $150: Something of reasonable quality such as Ubiquiti. - [GOZ] suggests about a $500 budget for the upgrades. - [FVP] Incentives for people who do snack/coke runs & refill machine. - [GOZ] Since there's a very good chance we will lose the cupboard space anyway, we may as well move the drinks back downstairs. - [GOZ] Maybe should incentivise taking the bins down as well - they are overflowing far too often. - [GOZ] Unigames has a good model for this - free cans to people who take the bins down. - **Trial incentive scheme:** - Tier 0: $0.96 dispense credit - Taking out the bin when it is full (by a door member's judgement). - Filling up the snack / coke machine. - Tier 1: $5.12 dispense credit - Snack runs (filling up the car with drinks/snacks) - [GOZ] Motion to trial the above-listed incentives until 2018-06-23 (end of June), effective immediately. - [CFE] seconds. - Motion passes unanimously. - TODO: [GOZ] to send email about incentives. - [GOZ] We need better handover documentation - *discuss further at next meeting*. - [CFE] The wiki is currently our best option. Some folder that is easy to access would also be useful. - [GOZ] Make a committee user so we can put the committee documentation in its public-html. - TODO: [CFE] to implement committee handover documentation archive in a suitable format. - [GOZ] Other alternatives for committee communication - *discuss at next meeting*. - Slack works very well for PCS. - Almost half of committee is absent, so this shall be discussed next week. - [FVP] Decide which payment provider(s) to commit to - [FVP] wants to play with both Square and Paypal. - [*OX] might be able to borrow a Paypal Here device for us to test. - [FVP] Square has better rates for online payments, Paypal Here has a better card reader. - [GOZ] Motion to authorize [FVP] to apply for Square and Paypal Here on behalf of the UCC. - [CFE] seconds. - Motion passes unanimously. - [FVP] Officially wishes [LDT] good luck with the Planetside event. *Meeting closed at 18:12.* Current Action Items ==================== ### [GOZ] - [GOZ]: Send email about door incentives. ### [JWB] - [JWB]: Write storage & mailbox applications. ### [CFE] - [CFE]: Untangle financial records for 2016. *We wish him luck.* - [CFE]: Transfer `ucc.asn.au` to VentraIP and renew domain registration. - [CFE]: Buy 500GB SSD for Pinball. - [CFE]: Write and submit SOC grant applications. - [CFE]: Implement committee handover documentation archive in a suitable format. ### [FVP] - [CFE] and [FVP]: Finish writing and submit the EMP for Camp. - [FVP] and [CFE]: Organise sysadmin workshop - *to do after exams*. - [FVP]: Contact [LGM] about selling the BeBoxes. - [FVP]: Research options for multifunction printers. ### [KAT] - [KAT]: Get a poster for Camp. - [KAT] and [CFE]: Print cards for machine specs and clubroom rules. ### Others - [JWB], [LCY] and [CHB]: Discuss door policy reviews. - [LCY]: Organise first-year unit study events with [EAR]. - Committee: Everyone with RSA / First Aid certificates, please send them to [CFE]. -------------------------------------------------------------------------------- *Minutes uploaded by [FVP] at 23:15 on 2018-06-27*