UCC Committee Meeting Minutes 2018-10-10
========================================
Attendance:
===========
## Present:
- [JWB] William Chesnutt [Vice President]
- [CFE] Zack Wong [Treasurer]
- [FVP] Felix von Perger [Secretary]
- [LCY] Chien Yi Lo [OCM]
## Late:
- [GIR] Caira Bayman [Fresher Rep]
## Apologies:
- [THA] Tom Hill Almeida [OCM]
## Absent:
- [CHB] Alden Bong [OCM]
- [GOZ] Andrew Gozzard [President]
## Mentioned:
*Meeting opened at 13:00:09*
Committee Reports
=================
## President's Report
- Absent.
## Vice President's Report
- Spoke to Hayden, didn't work out as I wanted.
- See events.
- Busy writing essays [...] disgusting.
## Secretary's Report
- Checked the mail.
- Contacted about 5 different venues, see events.
- Been busy.
- 3D printer nozzle heating element has a dodgy connection, may need replacing.
## Treasurer's Report
- Accounts:
- Cheque: $4120.21
- Mastercard: $77.74
- Guild: $2970.26
- Semester 2 grants due on 26th October 5pm, need to start working on those.
- Financial reports have been done.
- New chargers are still not being gotten.
- Busy with coursework.
## Fresher Rep's Report
- Absent, report delivered late.
- Busy with coursework.
## OCM Reports
### [LCY]
- Forwarded emails from Hayden
- [LLL] is a bit worried about Relay for Life attendance
- We will probably be losing to Unigames, come along if you want to change that.
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Machine Technical Reports
=========================
## Servers
- Complaints about AD...
## Network
- Network works.
## Desktops
- Someone suggested to switch Cobra with Corvo so people can sit next to each other while gaming.
- [FVP] doesn't like mechanical keyboards,
- *[GIR] arrives at 13:11:24.*
- Argument ensues about the numerous benefits of mechanical keyboards versus membrane keyboards.
- [Secretary's note: membrane keyboards are still the best.]
- [LCY] is happy to move machines around after the meeting.
- Committee does not think that moving it would not be a good idea.
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New equipment
=============
- No new equipment.
Drinks and Snacks
=================
- [CFE] Need solo.
- [JWB] We need more drinks.
- [LCY] People have requested pasito.
- TODO: [GIR] Organise a drink/snack run.
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External Entities
=================
## Mail
- No mail.
## Guild/SOC
- SOC meeting next Wednesday, 17th October.
- [JWB] can go but might look a bit like Jesus.
## Other Affairs
- Electrolux has not not sent us any invoices.
Events
======
## Vive Nights
- No vive night tonight.
- Cancelled until exams are done.
## Charity Vigil
- There was a wrapup meeting, [JWB] was at work and did not attend.
- TODO: [JWB] Forward subcommittee meeting minutes to committee.
- We have to donate the money.
- Cash in the safe, drink sales etc.
- Each club owes Unigames $0.63
- TODO: [CFE] Make sure subcommittee financial matters are resolved.
## Artemis LAN
- [CHB] is not here yet.
## Cameron Hall-oween
- We have posters.
- Posted on Facebook, twice. Sorry [GIR].
## Relay for Life
- See [LCY]'s report.
## 44th Anniversary Dinner (2018-10-20)
- The Tavern has replied regarding venue hire and catering
- It's too expensive.
- Advertising has already gone out, which makes changing the venue more annoying.
- *[CHB] arrives 13:40:21.*
- [JWB] is extremely disappointed in the members of committee who printed and published advertising material before the event details were finalised.
- Options for venues:
- Chelsea pizza:
- Did not respond to call, 0893867833
- Sent booking enquiry by online form
- Call back from +61431814403 (George)
- Booking a day in advance is fine
- Decoration is possible in advance
- Table service
- Bill splitting is possible
- Bar tab
- Not exclusive booking, up to 80 people in Nedlands restaurant
- 399 Bar:
- Paul (Functions): 0420 922 716 – paul@399bar.com.au
- "Courtyard" available 20th October, outdoor area
- No charges, can order food / delivieries
- BYO food
- TV & Music available
- Cheap in house food
- Large-ish group: selected discounted drinks all night (with arm band)
- Reserved as of 9/10/2018
- Miss Mauds CBD:
- Available on 20th October
- Not exclusive booking, up to 70 people.
- Dinner option: 5-9pm, $65 per person on a Saturday
- The Royal:
- 60 Royal St, East Perth WA 6004
- Functions catering / drinks options have been received.
- Drinks: drinks package with set cost per person per hour or bar tab
- [JWB] 399 Bar drinks "special" pricing is not great.
- Event will be at the Royal (East Perth), 6-9pm
- [JWB] Ideally we don't want to run this at more than $500 loss.
- 14:23 [FVP] leaves
- Ticket price is $40pp, food allowance is $25pp, drinks allowance (initial bar tab) $600, will match further additions to bar tab dollar to dollar.
- [jwb] motions to budget $500 to run aniversary dinner
- [cfe] seconds
- passes, all for
## Study Events for all CITS units
- Happening on Thursday 4-6pm.
- Posters were made, Facebook events were put up, no posters have been postered anywhere though.
## Tech talks
- Thanks to [DAA] for presenting yesterday, it was fun.
- Attendance was generally low, nobody knew they were on for some reason.
- Emails were sent, facebook/discord event made, not really more we could do.
## Language Week Stall
- Will be happening next week.
## Busybee (Saturday 29/09/2018)
- Door members have not been administratively removed from door yet.
- TODO: [FVP] Remove ex-door members from door.
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Action Items from 2018-10-03
============================
- Committee: Determine which things are up for auction after meeting.
- [GOZ] Book camp at Camp Leschenaultia for 19th to 22nd July 2019 & ask to install eyelets - *not done*.
- [CFE] Implement committee handover documentation archive - *in progress*.
- [CFE] Continue writing camp network documentation - *in progress*.
- [CFE] Buy USB-C chargers - *ongoing*.
- [CFE] Investigate options for new monitors - *not done*.
- [CFE] Figure out where we are with spending this year - *done*.
- [FVP] Organise study event with UCC, PCS, CSSC and UEC - *done*.
- [FVP] Organise language week stall - *done*.
- [FVP] Send Halloween party email - *done*.
- [FVP] Send OGM notification email - *done*.
- [LCY] Talk to [thedom102] about repeated doorings. - *done*
- [LCY] Contact potential Relay for Life participants and make them interested. - *done*
- [LCY] Follow up with Anniversary Dinner booking & organise menu. - *done*
- [CHB] Facilitate discussions about machine room renovations. - *ongoing*
- [CHB] Follow up with Anniversary Dinner EMP. - *done, need to redo*
- [THA] Finish inventorying and make spec cards for machines.
- [THA] Talk with [GOZ] about how best to install Steam on Linux desktops.
- [JWB] Investigate possibility of buying new chairs. - *done*
- current chairs should be fine for now
- mesh back chairs were looked into, not a great idea for the club
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General Business
================
- Door Applications:
- [DIE]
- defferred since committee has not read the application yet
- [osterguard] left clubroom door open overnight on Monday
- exterminator came in and they didn't close the door after the exterminator left
- [osterguard] was talked to after forgetting.
- door was left open again the next day again by [osterguard].
- [jwb] will discuss with [osterguard], further discussion will occur at next meeting.
*Meeting closed at 14:50*
Current Action Items
====================
- Committee: Determine which things are up for auction at Anniversary Dinner.
- [GOZ] Book camp at Camp Leschenaultia for 19th to 22nd July 2019 & ask to install eyelets.
- [CFE] Implement committee handover documentation archive.
- [CFE] Continue writing camp network documentation.
- [CFE] Buy USB-C chargers.
- [CFE] Investigate options for new monitors.
- [CFE] Make sure Charity Vigil financial matters are resolved.
- [FVP] Remove ex-door members from door.
- [CHB] Facilitate discussions about machine room renovations.
- [CHB] Follow up / redo Anniversary Dinner EMP.
- [THA] Finish inventorying and make spec cards for machines.
- [THA] Figure out how to best install/fix Steam on Linux desktops.
- [GIR] Organise a drink/snack run.
- [JWB] Forward subcommittee meeting minutes to committee.
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*Minutes uploaded by frekk at 10:38 on 2018-10-13*