UCC Committee Meeting Minutes 2019-02-27 ======================================== Attendance: =========== Present: -------- [FVP] Felix [042] Will [CFE] Zack [LCY] CY [CHB] Alden [GIR] Ciara [MPT] James Non Committee [MSX] Melissa Star Late: ----- Apologies: ---------- [THA] Tom Absent: ------- Mentioned: ---------- ======================================== -------------------------------------------------------------------------------- Meeting Opened 1842 ## Confirmation of minutes from 2019-01-30 Minutes Confirmed Committee Reports ================= ## President's Report - Away (~130ms or so) in New Zealand, probably getting rained on - Sent rack photos to committee - Updated ACNC login details in uccpass & updated responsible persons - Login system got completely redone about a month after I fixed it last time. ugh. - UniSFA has a coffee machine. Opportunity for collaboration? - Wrote a thing for the fresher guide - Almost but not quite met up with COMSSA, probably going to do that after semester starts - Please reimburse me $59.00 for the square reader & $50 for Nexus 5X ## Vice President's Report Not Present ## Secretary's Report - Bought Tshirts - Bought Shirt Rack and Coat Hangers - Prepped Application form and agenda for AGM ## Treasurer's Report Accounts: - Guild: $3152.84 - Cheque: $5996.51 - Mastercard: $43.22 Passed reimbursement for CY Via Discord Circular for $167.49 *Ask whether Ed team, Soc team, Secretary or OCMs want to make a report* ## Fresher Rep's Report - Do not run Vive - Run it in loft instead - Traded plants for UCC Tshirt - Made event poster for UCC Fresher Night - ACTION ITEM [GIR] Post Fresher Event to Discord ## OCM Reports - [CHB] Made fresher guide - [MTP] Attended Uncharity - Has reccomendations for next year - [MTP] Looked into constitution in regards to associations act - [LCY] Only had 3 people come for acc created today. - More people came today - More people on the stall needed - [FVP] Has added Oday 2020 wiki page - [Committee] Oday Grant - student numbers needed by thurs 13th Feb -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - New member melissastar [MSX] is interested in colocating a 1RU IBM x3550 M3 for various personal/uni projects - Willing to share resources with UCC - Has been installed in the rack - Maltair has died again, same mode of failure as before. - [FVP] suggestion: replace with different model but same vintage to reuse parts, or buy a fancy new server ## Network ## Desktops - cichlid crashed again, complained about PSU - Thanks to [DAS] for replacing the PSU - Most of the windows machines don't have SSDs, see below - [AJT] Corydorus randomly restarted ## Misc. - uccportal didn't work well on O-day, online payments are broken. -Update: Online Payments do work -------------------------------------------------------------------------------- New equipment ============= - Donated Microphone and Audio Interface - [MSX] Has donated microsoft keyboard and mouse - [042] Has purchased shirt rack - One of our chairs is unusuable, 1 has broken hydraulics - Action Item: [LCY] Getting new wheels for chairs - **not the only new Wheels we need, but the wheels we deserve [TBB]** - [MSX] Reccomends Laser Printer Drinks and Snacks ================= - Snack run Needed - Don't buy things that melt - [TBB] Did drinks run - Action Item: [MTP] Snack Run with club card -------------------------------------------------------------------------------- External Entities ================= ## Mail - Nothing in the mail ## Guild/SOC - No further news about *REDACTED* - Taco is sending only stuff via Facebook - communication is difficult andd must be resolved - Action Item: [FVP] Lobby SOC to communicate via email. ## Other Entities - Unigames wants to host their website with UCC. - Please confirm hosting costs: does everything fit into $25/year nonstudent/nonguild membership fee (for the club)? - Confirmed - Specifically: webcams, club account & website hosting (incl. existing domain name) - Policy is to register as a member of our club. Paying membership as non-members of guild. Gives them access to services of UCC - webcams at discretion of UCC. Events ====== ## Fresher Welcome - What is the plan? - Games going on - Social interaction - Suggestion from [FVP]: Vive, Pizza, Other Stuff - Monday 4th March 1700 - [MPT] Able to do Pizza Run - [LCY][MPT][042][FVP] Should be able to help set up - Action Item: [FVP] Contact [RME] about rock band ## O-Day - Happened. 80+ signups. - Thanks to everyone who helped out, especially [MPT], [TBB], [AJT], [CFE], [GIR], [FVP], [LCY] and a bunch of people from UWAnime. - See the [wiki page](https://wiki.ucc.asn.au/ODay2020) as handover for next year's O-day ## Tech talks - [FVP] sent an email, saying Thursday evening slots, in fact has to be Tuesday - Alastair Irvine is still interested in presenting - Andrew Williams can talk about electronics/python internals of the Murchison Widefield array telescope & coding in astronomy - [LDT] can do a 3D printer workshop on Tuesday 19th March, 5pm - Provide pizza such that it is present at the start of the event - See general business for [FVP]'s suggestions for spending money - Advertised as free pizza and soft drinks - Committee is concensus that budget per person $10 including drinks - Action Item: [MPT] Look into guild special project grant for talks ## Vive nights - [GIR] - Running every week on Thursday evening, not Tuesday (as stated in Fresher Guide) - Stuck between running it at 1700 or at 1800 ## Movie nights - Who's running these? - Next Committee is - [042] Talk to UniSFA about movie nights ## Camp - Our potential booking for 19-21 July has been given away to someone else, 5-7 July and 12-14 July are still available. - $400 deposit to book - [042] Motions to budget $400 for camp - [FVP] Seconds - 5:0:1 (For:Against:Abstaining) - Motion Passes - Poke next committee into getting onto camp ## Busybee - 2019-01-19 - Remove DJF and JDN from door, see FVP's action item - [FVP] Motions to remove [DJF] and [JDN] from door - [042] Seconds - 6-0-0 - Motion Passes unamimously ## Uncharity Vigil - [CHB], [MPT] - Just money stuff to resolve -------------------------------------------------------------------------------- Action Items from 2019-01-30 ============================ - [FVP] Roster and organisation for O-Day sent to [042] - Done - [FVP] Decide which USB-C hubs to buy - Removed - [FVP] To contact [DJF] and [JDN] about staying on door - Done, [DJF] doesn't mind and will reapply later if necessary - [JDN] says not really much point being on door, is not at uni much - Removed - [FVP] Deal with suns - No reply yet to email - Will be going on eBay next week sometime, thanks [MSX] - [MPT] 3D printer workshops - [LDT] working on it - [MPT] Schedule tech talks - Ongoing - [MPT] Make phone case for square reader/Nexus 5X - [FVP] made rudimentary case - Ongoing - [MPT] Contact [GOZ] about Learn2Linux - Ongoing - [MPT] Organise UCC logo stickers - Ongoing - [LCY] Post door poster to discord. - Ongoing - [LCY] Write email to Jack Spagnuolo about clubroom renovation - Ongoing - [LCY] Organise production of membership stickers - Done - [CHB][THA][LCY] Write new group application guidelines - Not Done - [CHB] Look into movie nights with UniSFA - Transferred to [042] - Ongoing - [CHB] Send email about server racks - Not Done - [042][MPT] VR Sign for O-day Vive - No longer needed - [042] Organise T-shirts & logo designs - Done - pickup needed - [042] Plant poster - No longer needed - [042] Manage O-Day progression - Done (poorly) - [CFE] [042] O-Day Tech Stuff - Done - [CFE] Decide which benchtop power supply to buy - Ongoing - [CFE] Update wiki about adding members - Ongoing - will be dealt with when process changes - [COMMITTEE] Deal with door - [042] Will establish policy. -------------------------------------------------------------------------------- General Business ================ - [NTU] Alternate shelving to replace third rack in machine room - or reuse a rack? Mount door terminal in a 19" rack adjacent to the snack machine and compactus? - [FVP] rack in corridor sounds good. - [042] Motions to budget $250 for 4 server rack shelves. - [LCY] Seconded - Motion passes unanimously 6-0-0 - [MSX] Volunteers to purchase the shelves within budget - [FVP] Spend some money - preferably budget as committee but otherwise at the AGM - Tech talks - Honoraria for speakers? ([BOB]'s idea, but not a bad one) - Budget for food & drinks (ie. to provide more reason to attend) - Committee in concensus about giving speakers goodwill gifts up to $30 Value - Buy more SSDs - They're just generally useful and we have lots of computers with disk bottlenecks - Budgeting tips: 500GB for up to $200, 1TB for up to $300 - Look at clubroom desktops and get at least a 500GB SSD (either SATA or NVMe M.2 depending on slots) for every PC that doesn't have an SSD already - desktop machines, current system disk types & usages: - corydoras (450GB of 930GB HDD used, 2TB secondary HDD), SATA3 only - cichlid (350GB of 460GB HDD used, 1TB secondary HDD), SATA3 only - corvo (380GB of 600GB HDD used, 2TB secondary HDD), SATA3 only - christmas (220 of 230GB SSD used, 1TB secondary HDD), has M.2 slot - catfish (890 of 930GB HDD used, no secondary games disk), has M.2 slot - Get 2 large (ie. 1TB) SSDs for each of maltair, loveday, medico (to increase ceph capacity to 2.5TB) - Committee unanimously agrees - [FVP] Motions to budget $300 per 1TB SDD for a total of $1500 for 2x M.2 and 3x SAT SSDs - [042] Seconds - Motion Passes Unanimously 6-0-0 - [MSX] to organise purchase of SSDs and will be reimbursed - [FVP] Is it possible to get 2TB capacity for Virtual Machine hosts? - [MSX] 2560x1440 for p2418d - $190 - [FVP] Motions to budget $190 to buy that monitor - [LCY] Seconded - Motion passes unanimously 6-0-0 - [FVP] Motions to budget $500 per monitor for 144hz monitors - Minumum resolution 1080ppx - [042] Seconded - Motion passes unanimously 6-0-0 Meeting closed at 200 Current Action Items ==================== - [CHB][THA][LCY] Write new group application guidelines - [FVP] Deal with suns - Action Item: [FVP] Contact [RME] about rock band - Action Item: [FVP] Lobby SOC to communicate via email. - [MPT] 3D printer workshops - [MPT] Schedule tech talks - [MPT] Make phone case for square reader/Nexus 5X - [MPT] Organise UCC logo stickers - [MPT] Contact [GOZ] about Learn2Linux - [MPT] Organise UCC logo stickers - Action Item: [MPT] Look into guild special project grant for talks - Action Item: [MTP] Snack Run with club card - [LCY] Post door poster to discord. - [LCY] Write email to Jack Spagnuolo about clubroom renovation - Action Item: [LCY] Getting new wheels for chairs - [MSX] to organise purchase of SSDs and will be reimbursed - [MSX] Volunteers to purchase the shelves within budget - [CFE] Update wiki about adding members - [CFE] Decide which benchtop power supply to buy - [CHB] Send email about server racks - [042] Look into movie nights with UniSFA - [GIR] Vive Nights - ACTION ITEM [GIR] Post Fresher Event to Discord - [COMMITTEE] Deal with door - [COMMITTEE] Camp - [Committee] Oday Grant - student numbers needed by thurs 13th Feb -------------------------------------------------------------------------------- *Minutes uploaded by [042] at 20:31 on 2019-02-28*