## Attendance ### Committee - [FVP] - [MPT] - [THA] - [TEC] - [MVP] ### Non-committee - [NTU] - [TPG] - [UMP] ## Late - [MLG] ## Apologies - [JGM] ## Absent - [420] *Meeting opened 14:33* -------------------------------------------------------------------------------- ## Confirmation of minutes from SGM 2019-08-15 - [FVP] moves, [TEC] seconds ## Confirmation of minutes from 2019-08-24 - [MPT] moves, [FVP] seconds ## Motions by circular - Budget $20 to buy 20 Unix sticker sheets - Passed Committee Reports ================= ## President's Report - Sent email about quiz night to other clubs - Published wheel meeting minutes - Put some things on the agenda to be followed up on, see below - They then died (the agenda, that is) - Been doing things for Charity Vigil ## Vice President's Report - Have been very busy last week and will be so next week too - Also had a personal emergency to deal with, which didn't help anything - Gave a second tech talk, despite no prep for it (see above) - It went pretty well, actually - It's good to have things like that running in the clubroom again - Apparently have become the owner of UCC Discord - Probably won't do anything to change that for now - A club holding account for this and other services (see Cory Doras) might be a good idea ## Secretary's Report - Apologies, will be delayed ## Treasurer's Report - I'm probably on another walk - Nope, went for a cycle instead - It's still good for the soul - Finished the SGM minutes last week - Thanks to Maja for helping with that - I've been very busy this week (and probably will be for the next two weeks), so not much has been done. - Had a meeting with PCS and DSC this week about some possible collaboration opportunities. - A giant study night, to probably be held on the Friday immediately before exams. - We could perhaps make a subcommittee for this? - A book about doing CITS/Data science at UWA. | Account | Amount | |:-------:|-------:| | Westpac |$2242.08| | Guild |$2502.64| ## Fresher Rep's Report - Absent ## OCM Reports ### [TEC] - Got behind on uni, so won't be doing much - Though, managed to procrastinate and do new membership form - Will be looking for more procrastination opportunities probably *[MLG] enters 14:42* - Procedural motion to suspend for 5 while [MLG] gets setup online - Passes - Use the opportunity of the cancelled Quiz Night to organise something not-last-minute for next year - [MVP]: We should probably wait until Cameron Hall Quiz Night is done ### [MVP] - This is becoming dangerously close to my job - My stuff is mostly related to events - Will be reaching out to Door to help coordinate Nightmare LAN - Help would be nice, I would like to participate myself - [NTU]: Doesn't have to be just Door ### [JGM] - Apologies -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - [THA]: Will enquire with Wheel about moving some of our services from VMs to containers - Would be helpful as a training tool - [TPG]: Last problem with containers: they couldn't be live migrated - Motsugo's /var filled up, Wheel handled ## Network - Networking ## Desktops - Corvo locked up the other day, but seems to be working OK now - [TPG] fixed Pinball's network, thank - Still have a budget for 4 512GB SSDs for desktops ## Misc. - Wheel meeting occurred Sunday 25th August -------------------------------------------------------------------------------- New equipment ============= - None Drinks and Snacks ================= - Thanks [NTU] for a Campbell's snack run - Also bought V - [TEC] Budget $135 to reimburse [NTU] for S.R. - [FVP] seconds - Passes unanimously - [FVP] also did a Drinks/Snacks run - Was reimbursed via standing budget - [THA] reminds to keep receipts at/around $100 tops - [MLG] We should remind door members - [NTU] enquires about how the reimbursement proportions work - Updated details 2019-09-17: |Claim bracket (claimed amount)|Under $100|$100-$300|$300-$500|$500-$1200|Over $1200| |------------------------------|----------|---------|---------|----------|----------| |Percentage claimable|55%|$55 + 50% of amount over $100| $55 + 50% of amount over $100| $155 + 40% of amount over $300| $235 + 20% of amount over $500|$375 maximum| |Example|$100 claimed. $55 grant.| $100 claimed. $55 grant.| $200 claimed. $105 grant.| $400 claimed. $195 grant.| $1000 claimed. $335 grant.| $2000 claimed. $375 grant.| - [MPT] reminds us that we have a $300 standing budget for reimbursements - [FVP] We could do another run -------------------------------------------------------------------------------- External Entities ================= ## Mail - Haven't checked ## Guild/SOC - SOC meeting this or next week, need to check - [THA] is happy to go - Tenancy/Room access - Need to follow up with Tenancy and other clubs about what the exact rules are and how they differ from existing practise - Work with them to make sure the regulations support clubs in the best way while still satisfying necessary requirements - Convocation clubs - Long discussion ensued, summarised here - Club is on board with the idea, modulo execution - Need to make sure there isn't wasted duplication of effort on what clubs do/needless fragmentation - There are already clubs (including UCC) that have involvement of past students - Would existing clubs be able to affiliate to the Convocation? - Compatibility of rules - ACTION: [MPT] to follow up on the above ## Other Entities - [THA]: DSC and PCS are interested in making a giant CITS study night the Friday before exams start. - Should we make a subcommittee and join them? - Do people think its a good idea? - DSC have suggested that the study night be open to everyone, and that club members get a goody bag. If we join them, would a similar things be a good idea? - [THA]: DSC and PCS are interested in making a general CITS book. I've already volunteered my services, but any additional help would be great. - Will have: - What CITS clubs are there and what are their specialities - Unit overviews - Things that are useful to know but generally aren't taught (e.g. git and LaTeX) Events ====== ## First aid training - Mentioned organising an event for that - Charity Vigil already has its first aiders - Will need to group clubs together to make a booking - [FVP] was talking to Nadia - Reminder: if you're interested in getting qualified, contact committee - ACTION: [FVP] to communicate about first aid training ## Tech Talks - [MPT] - Gave one - Next ones are line up - Thanks [BEN] for making some really snazzy marketing material - They've gone up around Guild - [FVP]: Should print out some more A3 ones - Facebook advertising: - [UMP] Assign someone planning on continuing next year and get them to learn the sh*t out of marketing - [MVP]/[FVP] on this *[THA] leaves 15:37* ## Charity Vigil - [FVP], [MPT] - [FVP] attended Thursday, [MPT] did not - Date is confirmed 28-29 September (Saturday 5pm - Sunday 8am) - UCC could be the Jackbox room with the projector - Could set up the Vive in the room - Ideas for events are welcome - Budget for miscellaneous costs exists, will forward to committee - $10 per club for misc costs, unused goes to charity - [FVP] Motion to approve $10 Charity Vigil miscellaneous budget - [MVP] seconds - Passes unanimously ## Cameron Hall-oween - [MVP], [FVP] - Nothing has happened budget-wise, will happen shortly - Subcommittee regs: club can appoint replacement to maintain voting power - Please do this *[MLG] leaves 15:46* - Offered the Square reader for the other promotion events to the other clubs - [MPT]: We shouldn't be eating the surcharge, it should be up to the club using it - Or they pass the cost on if they want, that's up to them - Need a transparent club logo - For each event, if there aren't 20 presale then we consider whether the event runs - End of week 12, 26-27th - [FVP]: Guild card readers exist too ## Nightmare LAN - [MVP] - Have a timeline - Slots in week 10, 11, 12 for advertising - Need to set a date for nightmare LAN now - [MVP] is away 12-13th weekend - [MVP] would prefer a weekend for the LAN - [MPT] suggests it runs later, closer to Halloween itself - Looking at Friday 18th - Will run past subcommittee, check for clashes - Have to get the LAN EMP sorted, book the loft - Will contact a few Wheel members to help for setup - We can play Wolf:ET at this LAN, but only if you admit it's dead! - [MPT] motions to support holding and organising the event on the 18th - Consensus - ACTION: [MPT] to help [MVP] with EMP and loft booking ## Vive Nights - Dead for now, need to contact [GIR] -------------------------------------------------------------------------------- Action Items from 2019-08-24 ============================ ## [MPT] - To write guidelines for non-wheel groups - Nothing written, but know exactly what I want to say (see previous reports) ## [THA] - To draft welcome messages and welcome emails and an email to explain our standing on defamatory content - Still in progress - To incorporate freenode channel guidelines into his UCC guidelines - Also still in progress - To create a webpage of all active committee resolutions, motions and constitutional interpretations - Also also still in progress ## [MLG] - Communicate to [BEN] that committee are happy for him to proceed with the discord archiving bot - Done - Publish committee discussion from ~~last week~~ many weeks ago - Not done ## [TEC] - To organise another planning event for UCC - Not done - To investigate discord bots for nicknames and making discord more welcoming. - Ongoing - Needs help with AD integration - Help to organise CC quiz night - Ongoing ## [MVP] - Hype train for Charity Vigil - Ongoing - To do stuff to organise Nightmare LAN - Ongoing -------------------------------------------------------------------------------- General Business ================ - [NTU]: Committee meeting key audit - Make sure key register is up to date - Check what we have as a committee now - Will do after meeting - [MPT]: Discuss moderation guidelines - Deferred - [UMP]: Willing to help out with marketing - Developing a marketing plan over next 2-4 weeks, for now until O-Day - Committee consensus is: Awesome, do that - Will then be up to committee to approve and implement *Meeting closed 16:09* -------------------------------------------------------------------------------- Current Action Items ==================== ## [FVP] - Communicate about first aid training ## [MPT] - Write guidelines for non-wheel groups - Follow up with other clubs & Tenancy about room access - Keep an eye on how the Convocation Clubs proposal proceeds - Help [MVP] with EMP and loft booking for Nightmare LAN ## [THA] - Draft welcome messages and welcome emails and an email to explain our standing on defamatory content - Incorporate freenode channel guidelines into his UCC guidelines - Create a webpage of all active committee resolutions, motions and constitutional interpretations ## [MLG] - Publish committee discussion from ~~last week~~ many weeks ago ## [TEC] - Organise another planning event for UCC - Investigate Discord bots for nicknames and making discord more welcoming ## [MVP] - Hype train for Charity Vigil - Do stuff to organise Nightmare LAN