UCC Committee Meeting Minutes 2021-02-04 ======================================== ## Attendance ### Attending - \[MPT\] - \[HET\] - \[MVP\] - \[PQZ\] - \[BRD\] ### Arrived Later - \[MLG\] - \[AAA\] - Meeting opened *19:07* -------------------------------------------------------------------------------- ## Motions passed via circular - Motion to approve purchase of Glasgow Interface Explorer - Total cost of the item was $300 - Split between others \[NTU\], \[DAA\], \[MSH\], \[MTL\] who have also made pledges - Estimated to be up to $80 each - Passed motion 7-0-1 - Further discussion in New Equipment ## Confirmation of minutes from 2021-01-28 - \[MVP\]: Need to amend minutes - *It was me who was happy about the motion regarding camp subcomittee* Committee Reports ================= ## President's Report - Welcome to lockdown again everyone - Glad to have had Uncharity last weekend - Apparently we will have storage - Received an email about this today from Chloe - No contact tracing to forward to Guild from Monday 25 Jan - Things are looking up (no new cases) - Hopefully from Friday lessened restrictions - We need to plan for things - Will need to run through our upcoming events and talk about them - Also received an email from CISSA - Group of 8 Hackathon proposed - Need to check over the email after the meeting - Still haven't heard anything about clubroom tenancy - Still needs to be signed by guild executive - Payment to Guild for our O-Day stall *was* due tomorrow - Has been extended to the 12th - Discussions are ongoing about the Aus interclub union - Action: Reply to email about Hackathon - Action: Follow up on interclub union ## Vice President's Report - Not here - Arrived later - Will be following up with Tech club things - Not much to say - That's basically it - Thinking about O-Day - Need to really wait until tomorrow's announcements ## Secretary's Report - Haven't done much UCC stuff - Still wants to do python night ## Treasurer's Report - \[MLG\] arrives 19:15 - \[MPT]\: Comment about square payments - May need to work out a different way to take payments - \[MLG\] to talk to Zac about this following up - Hopes to come in to count moneys once restrictions ease ## Fresher Rep's Report - Been locked in the house - Still need to get around to Fresher Guide thing ## OCM Reports ### \[MVP\] - Requests amendment to last week's minutes - Re: camp subcommittee - PQZ: Shook, as remembers the section being referred to - Will be amended ### \[HET\] - Went to charity unvigil - Have not done anything else ### \[AAA\] - Not much to report -------------------------------------------------------------------------------- Machine Technical Reports ========================= - \[NTU\], \[MPT\], and \[MTL\] sorted out new BBB functions - Can demo it to people later ## Servers ## Network ## Desktops - There is a broken computer - Corydoras is the broked desktop - Running fine on integrated graphics - Need to work out whether it is the graphics card or the slot - Priority for replacements - When we do replacements when the clubroom is open again - Won't be able to ssh into a desktop - Comps are turned off ## Misc. - Electrician to fix powerpoint was scheduled to come in Monday - We have a logged job by campus management - Vending machine unplugged - Computers inside the clubroom are turned off -------------------------------------------------------------------------------- New equipment ============= - Motion for circular approved purchase of the Glasgow Interface Explorer - The motion bot was not working but we had seven emoji upvotes - Met criteria for five committee members (two of which were executive) - \[Committee\] discusses amount to pledge - Whether to pay half or entire about - MVP suggests to pay entire amount, but seeks shares for donations - Motion by MPT to reimburse \[NTU\] for the purchase of the Glasgow Interface Explorer up to $400 and seek amount for members to cover the other half of the cost NTU DAA MSH MTL - \[MLG\] seconds - Passes 7-0-0 - Action: \[MPT\] to follow up - Link to purchase: https://www.crowdsupply.com/1bitsquared/glasgow Drinks and Snacks ================= - \[MPT\] and \[PQZ\] inventoried the Best Before dates of many things in the Snek machine - Still need to buy more snacks - Might be good to figure out what to not order - Had a lot of poor selling sneks - Discount on the items? Half price suggested - \[MPT\] motion: Move to dispose of expired snacks by offering them for half price. Any snacks left after 2 weeks after the clubroom reopens may be disposed - \[AAA\] seconds - 7-0-0 - MPT has unplugged vending machines (before lockdown) -------------------------------------------------------------------------------- External Entities ================= ## Mail - Lockdown so no mail ## Guild/SOC - Guild is working from home - We got a storage tenancy agreement sent to us - Still haven't heard anything about the clubroom - O-day deadline got pushed back by one week (Now due Feb 12) - Will have to wait to hear about the clubroom - Action: \[MPT\] to send out notes from tenancy meeting ### Tenancy - Intention was to offer lease for three year deadline - However the contract will be for three years including 2020 - So it will be a three year cycle that will expire at the end of 2022/start of 2023 - Date will be confiremd ## Other Affairs Events ====== ## Clean up - Might not happen next week - COVID restrictions mean large clean up won't happen - COVIDsafe plan will probably stay the same for a while... ## O-Day - Let's hope it happens - Still planning for it to happen - Guild may update this later ## Uncharity (happened) on the 30th! - Went pretty well - \[BRD\]: Things went well - There were people there - Lucky it happened before lockdown - \[HET\]: wrap-up meeting is upcoming - \[MPT\]: cash donations are stored away in the safe - Unsure amount, did not get a chance to count it - MPT: Went as well as previous events - Vive was popular once it got going - People enjoy jackbox late at night - Had some players for minecraft - Screencheat went off - Destroying minecraft server needs to happen sooner - Ppl are asleep or gone after about 4AM... - Need a few more small silly things to get people donating to - Action: HET and BRD to make a wiki page about the event (including how it is run, how it went, etc) ## Artemis LAN - Definitely worth pushing for - Could run it online - ARTEMIS LAN become ARTEMIS WAN - iWAN(t) play aWAN - Could be via discord... ## Tech talks - Could happen online - Would like to run them in person - Need to go back through topics brought up in previous minutes ## AGM - Need to update AGM time on Facebook - Action: MPT to fix - Also will be announced by email ## Python afternoon/night - Could book a lecture hall - Python meeting - Could collaborate with another club *19:54 \[BRD\] leaves* -------------------------------------------------------------------------------- Action Items from 2021-01-28 ============================ - Many action items remain pending due to lockdown and COVID breakout ### \[Committee\] - Reply to corporate emails (by 2021-01-28) - Cleaning - (Postponed) - EMPs for meetings / cleaning events (on weekends) - EMP Saturday 13th of Feb for a big cleaning event - (Postponed) - EMP for Saturday 6th of Feb for tossing out things? - (Postponed) - Is the contract for three years...? - See discussion above - Contract will be for 2020 + 2021 + 2022 - So two years ### \[MPT\] - Forward minutes from last tenancy meeting - Forward email request for Loft to Eleanor - Account locking with PQZ - After hours access request to guild ### \[TEC\] - Chat to tenancy about UCC clubroom - Ideas for server room etc ### \[PQZ\] - Submit EMP for Committee Meetings - Submit EMP(s) for cleaning - Fresher guide with BRD ### \[BRD\] - Fresher guide revamp - Movie night planz? ### \[MVP\] - Look over door policy -------------------------------------------------------------------------------- General Business ================ ## 5 Day lockdown - May have to wait 14 days no cases before we will go back to normal - Announcements to follow - No one permitted on UWA campus currently - We are in a reactive position based on advice ## What form circular should take - Our discord bot for motioning circular items is broked - Financial decisions must be 'By written consent' - Tabled and minuted in the next committee meeting - MPT: Argues that emojis are a form of written writing - Precedent for emojis as communication exists - If the intention is clear, and a bunch of people gave a thumbs up - Screenshot of message text with screenshot of the list of names who reacted to confirm done by committee members - For our records - \[PQZ\]: integrating into circular motion which emoji to use to vote - No emoji for how to against or abstain was included in the last circular - Committee agrees this is acceptable - This is just in the case that the bot is down *\[MLG\] and \[AAA\] leave around 20:15* *Meeting adjourned from 20:15 until \[TEC\] shows up* *\[TEC\] appears at 20:19* *Meeting closed 20:21* Current Action Items ==================== ## \[Committee\] - Fix motion bot - Look over door policy ### \[HET\] and \[BRD\] - Make a wiki page about the event (including how it is run, how it went, etc) ### \[MPT\] - Pres email - Follow up payment of Glasgow Interface Explorer to \[NTU\] - Loft booking things - Email to CISSA ### \[TEC\] - Tech clubs / club unions - Tenancy room discussions ### \[MLG\] - Count moneys in person when clubroom opens again ### \[PQZ\] - Amend minutes to put MVP AND NOT MPT in the bit - Fresher guide - Python event planning (venue, date) - EMPs for things that may or may not happen (cleaning) - Make suggested change to constitution re: payment to management committee members by next week - As required by the Inc Associations Act ### \[BRD\] - Fre\$herTeX with PQZ -------------------------------------------------------------------------------- *Minutes uploaded by [PQZ] at 19:10 on 2021-02-11*