University Computer Club Committee Meeting Minutes 2025-07-20

Acknowledgement of Country

Next meeting time

  • 23rd July (Week 1 Wednesday) @ 4pm

Declarations of Potential or Perceived Conflicts of Interest

  • None declared.

Confirmation of minutes from previous meeting

  • Previous minutes have been uploaded.

Circular Motions

  • [FOX] moved for a budget of $120 for the purchase of a Kensington Security Mount for the Mac Mini.
    • Seconded by [KKZ]
    • Motion passed.
  • [SEB] moved to increase the budget of $500 (for the purchase of a network switch) to $600 for the purchase of an additional network switch.
    • Motion passed.

Attendance

  • [KKZ] Ariel Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [KRY] Krys Maher, Fresher Representative
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [BIRD] Cormac Sharkey
  • [GEV] Conrad Jackson
  • [LHP] Lauren Pudney

Apologies

  • [GPO] Gary O'Donovan, President

Absences

  • [IGS] Isobella Gray, Ordinary Committee Member

Start Time

  • 12:32

Committee Reports

President's Report

  • Not here.

Vice President's Report

  • Was very busy over holidays.

Secretary's Report

  • Helped at the Cam Hall Busy Bee
  • Went to the first Joint Camp subcom meeting
  • Ran the EMS Expo stall with [ROY]
    • Was pretty quiet this time around

Treasurer's Report

  • Westpac Main $4,871.72

  • Westpac Savings $42,056.10

  • Westpac Card $1,637.06

  • Guild Account $3,638.28

  • Proxied for Camp Meeting

  • Went to 2 Quiz Night Meetings

    • Some things to discuss re: SPGs later
    • Budget was ready but many changes have been made so will redo budget.

  • Got our Sem 1 Grant back. Cap of $600

    • Not what we were hoping for but Sem 2 and SPG should be higher (hopefully)

  • Contacted Convocation regarding Scholarship things, have heard back from the Warden (President) but not the person she had CCed in. Will poke on Monday.

Fresher Rep's Report

  • I made a post or two on the instagram but nothing else to be honest sorry gang.

OCM Reports

  • [SEB]
    • errrrrr
    • organised a shuttle bus to get you fuckers here
    • got doored
    • could not do other tasks due to dooring :(
    • purchased switches and took them to uni
  • [TWA]
    • Fixed corvo by execution and reincarnation
    • Signed up few new members
    • helped rearrange server room
    • fixed desk legs!!!!
    • some other things I think - mostly wheel not committee related iirc
  • [IGS]
    • Not here.

Action Items from previous meeting

  • Committee: Fill in new Committee Photo Day when2meet and decide on a date.
    • Filled in everyone except [TWA]
    • Will have to redo
  • [SEB] and [GPO] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
    • did not do this as doored so don't think I could represent the club
  • [GPO] to get the $60 shredder from Aldi.
    • Not here.
  • [SEB] to add the UCC GitHub account to the organisation.
    • frogor.
  • [GPO] to discuss more with the UWA Data Institute about sponsorships.
    • Not here.
    • [LHP] just reached out and confirmed that we can get a $500 sponsorship
      • Would be good to spend on Data Science related endeavours
      • Setup a SOE for Data Science VMs (e.g. R, SQL etc.)
  • [KKZ] to make a door quiz website.
    • completely forgot this existed.

Machine Technical Reports

Clubroom Machines

  • [TWA] killed and revived corvo
  • coffinfish's CRT was dying but isn't anymore apparently???
    • [KKZ] might be able to get a replacement CRT
  • carpsucker's Linux upgrade is in progress (and is currently unavailable to use as a result)

Servers

  • milotic is being set up
    • [333] wants to set up the rest of the machine when the drives arrive
  • R7525 Server needs to be up on the server rack
    • Needs equipment purchasing
  • 2 x Intel Servers need setting up
    • We have NVMe drives we can boot these from, but will also need drives

Network

  • New switches arrived
    • [ROY] and [SEB] are setting them up
    • Hopefully can be set up tomorrow at Project Night and then we can get rid of kerosene
      • Should be done before week 2 to avoid a network outage near O-Day

Miscellaneous

  • motsugo upgrades broke CI/CD, will fix on Monday

Clubroom

  • Cam Hall Busy Bee happened July 12th.
    • Death row has been mostly cleared and there is room for bags again!
      • UWAES put some cases on death row, need to clear them
        • We will return the black case to Esports
        • Will message UWAES about better communication about using death row in the future
      • E-waste bin is still on campus
      • Maybe a death row usage checklist / procedure to make sure it doesn't get filled with things that aren't going to be taken
        • Photos of items to be put on death row posted in #tech to gauge interest is also an option

      ACTION: Committee to make an official wiki page / document for death row usage.

    • Machine room desk has also been decluttered
    • Attendence was lower than expected despite a large amount of notice given
      • Potential solution: Countdown of days to busy bee on clubroom door so more people remember when it is / plan around it
    • Thanks to everyone who helped out!

TheftBook

  • Formalise and enforce the TheftBook and have return due dates
  • Paper TheftBook potentially for more accurate tracking of items which are short-term borrowed
    • Probably need a definition of "short-term borrowing"
      • Borrowing and returning within the day
      • Maybe just within Cam Hall / Uni?
  • Potentially holding a personal item like a SmartRider for short-term borrowing
  • [KKZ] suggests making a new wiki page so that it is easier to find than the current one
  • [SEB] suggests a discord bot to track borrowing
  • We can stop short-term borrowing on the whiteboard temporarily until next committee meeting
    • Short-term borrowing still fine as long as it is done through the wiki
    • Need to ping door to remind about the borrowing procedure

ACTION: [KKZ] to deal with short-term theftbook on Monday.

New Equipment

  • [DOC]: We need to discuss / budget for [ROY]'s proposal to buy two 8TB drives (eBay link) or similar
    • For VM storage
    • Storage purchase to bring DELL R640 milotic and DELL R7425 monika online
      • 8TB U.2 drive each for vmstore-ssd (some allocated to vmstore-bigssd)
    • The price will be ~AUD $1787 incl. postage, AUD $111.7 per TB, with a relatively trustworthy smartctl(8) record and a good health.
    • Link to the same drive from their own website (price doesn't include tax)
    • Discord message link to the proposal
    • New drives are needed urgently and will increase performance
    • MOTION: [FOX] moves to budget US$1200 to purchase two 8TB drives for VM Store
      • [DOC] seconds.
      • Unanimous in favour.
  • [SEB]: need to get caddies for the servers just in case
    • MOTION: [SEB] moves to budget $50 for 2 x DELL 2.5" caddies.
      • [FOX] seconds.
      • Unanimous in favour.
  • purchase server rails from [MLD]?
    • Can we find a cheaper option?
      • There are some on eBay for cheaper (~$50 cheaper)
      • Will rediscuss at next meeting after talking to [MLD] again
  • [ROY]: Get transparent boxes for Machine Room?
    • For keeping the room tidy
    • If we put stuff in boxes we might become subject to the "out of sight, out of mind" effect
      • Labelling the boxes can help with this
      • [KKZ] suggests clearing the old boxes and reusing them for storage
  • [ROY] suggests getting 128GB of DDR4 ECC RAM for new servers later
    • For future discussion
    • Can use RAM from the Intel server in the meantime
  • MOTION: [FOX] moves to resolve that the committee get boxes for the Machine Room.
    • [SEB] seconds.
    • Budgeting and organisation discussion will happen later.
    • 4 For, 2 Against

ACTION: [KKZ] to bring in free laminator sheets from her house.

Drinks and Snacks

  • Costco run happening today after this meeting
  • MOTION: [FOX] moves to budget $700 for the Costco run
    • We will try to keep it close to $600 but no promises
    • Includes Vegan Stuff
    • [FOX] is pessimistic on us getting below $600 as it has been a while since last run.
    • [DOC] seconds.
    • Unanimous in favour.

General State of the Room

  • The room is much cleaner and decluttered since the Busy Bee.
  • Legs on desks are no longer bad!!!
    • Thanks to [TWA]'s dad

External Entities / Club Bureaucracy

Mail

  • [FOX] will check mail tomorrow.
  • We should include checking mailing lists as well at this point in meetings in the future.

Guild/SOC

  • SOCPAC meeting possibly moved to first week of August because of clash with Sem 2 O-Day 2 Electric Boogaloo
  • If we want to do lecture bashing need to get a permit now, they have finally a form up to get one on the Guild Website.
    • We should be fast with this so we can get spots

Tenancy

  • No updates?

Policy and Regulations

  • Follow up next meeting on Code of Conduct
  • [FOX] has emailed Tony, who CC'd in the head of the ISU
    • We have the opportunity to discuss at a committee meeting about what the University wants in regards to short-term banning and similar

ACTION: [FOX] to contact the ISU person about attending the meeting after next meeting (during Week 2).

Treasury

  • [SEB] $600 reimbursement for Switches
  • Finally bought the Mac Mini after much deliberation
    • [FOX] bought with the education discount
    • Will submit SPG next week.
  • UWA Data Institute is happy to give us a $500 sponsorship for stuff.

ACTION: [FOX] to email the UWA Data Institute about the $500 sponsorship.

Westpac

  • Continues to hate [FOX] and [DOC] (and [TWA] for PCS) but in new and exciting ways.
  • Seems like the latest pestering from [FOX] has let them transfer funds on the online portal
    • BUT ONLY FROM THE CARD ACCOUNT
    • We just need to do the same for [DOC]

Commbank

  • MOTION: [FOX] moves to:
    1. Create a Savings, Checking, and Card Account with Commonwealth Bank.
    2. Have the Savings and Checking account be two to sign, and the Card Account be one to sign.
    3. Add Gearoid O'Donovan, Ariel Carter, Lorenzo Iannuzzi, and Diarmuid O'Connor as signatories to the Commonwealth Bank Accounts held under the Club's name.
    4. Add Gearoid O'Donovan, Ariel Carter, Lorenzo Iannuzzi, and Diarmuid O'Connor as web administrators of the Commonwealth Bank Accounts
    5. Create two Debit Cards under Gearoid O'Donovan's and Lorenzo Iannuzzi's names.
    • [TWA] seconds.
    • Unanimous in favour.

Vanguard Australia

  • [FOX] sent an email to Vanguard Australia about setting up a brokerage account with them so that we can start invest money into the stock market as required by the 2022 AGM motion.
  • How much should we invest?
    • We have $50k cash
    • Between 50% ($25k) and 60% ($30k) investment seems good
    • Do we do dollar-cost averaging?
      • Yes, it is safer.

Events

Past Events

EMS Expo

  • [DOC] and [ROY] ran the stall.
  • Our attendance was only decided last minute, so there wasn't much time for preparation.
    • Committee need to check emails more regularly.
  • We need to update the flyers for Sem 2 O-Day.
  • Also need to print more fresher guides, membership forms and maybe membership stickers.

Confirmed Events

Sem 2 O-Day

  • 29th July (Tuesday Week 2) @ 11am-2pm
    • Need to update flyers

    ACTION: [KKZ] to print flyers, fresher guides, membership forms, and maybe stickers.

  • Who can help out:
    • [DOC], [FOX], [GEV], [KKZ], [KRY], maybe [TWA]
  • Need a black cloth tablecloth, a pinboard, and pins
  • We are somehow missing 2 entire whiteboards and our whiteboard erasers

ACTION: [KKZ] and [KRY] to decide on what specific items to get for O-Day.

Cam Hall Quiz Night

  • Day still TBC with Tavern
  • Week 7 Thursday/Friday (11th/12th September)
  • Budget in progress
  • [FOX]: Do we want to use a bit of our SPG (no more than like $200) for Quiz Night?
    • Important Context: We can apply for multiple SPGs, we just are more likely to hit the cap with more things applied.
    • So we can apply for Mac Mini AND Quiz Night and be Gucci.

Joint Camp

  • Subcom meetings have begun
  • Need first aid certs from committee
    • Might organise something to renew certs
  • Roughly December 8th

Tentative/Future Events

3D Printing Workshop

  • Sometime early semester 2
  • Rediscuss next meeting
    • [TWA] I can't wait bc I need to 3d print large server parts lol

Rockband Night

  • Sometime late semester 2
  • Rediscuss next meeting when [GPO] is here

Tech Clubs Quiz Night

  • It's dead o7 🫡

Pizza + Canned Beer Event

  • Applications: https://www.uwa.edu.au/about/campus-services/security-and-emergencies/alcohol-on-campus
  • RSA's: [ZPH] ...?
  • https://discord.com/channels/264401248676085760/264411219627212801/1395427982675411197
  • [TWA]: Cider/Ginger Beer pls too not just normal beer, or 196, or other things that don't suck :3
    • also non alcoholic options too
    • and snacks
  • Rediscuss next meeting

Semester 2 Event Planning

  • We should alternate on-and-off between technical and fun events
  • Need to plan for Fresher Welcome
  • Cam Hall-oween may be dead

Event Ideas

  • [FOX]: Ethics of AI

  • [SEB]: will ask Tombl about doing a tech talk (and reach out to others)

  • [TWA]: Self-hosting/Homelab Night

  • [KKZ]: Resume thing if ppl are interested.

    • Could work with old guard.

  • [KKZ]: VR Night is normally popular

  • [KKZ]: Some sort of study night

  • [GPO]: Rockband Night

  • [DOC]: Laser Tag Collab

  • [FOX], [BIRD] and [GEV] leave 2:14pm

Rough Tentative Semester 2 Plan

Week 1

  • Online Games Night maybe
    • needs to be a time when people can actually show up

Week 2

  • Tuesday (29th July): Sem 2 O-Day
  • Wednesday (30th July): Fresher Welcome

Week 3

  • 3D Printing Workshop

Week 4

  • VR Games

Week 5

  • Tech talk: maybe [TWA] with homelab?

Week 6

  • Usually an assessment period
  • Maybe a study night then?

Study Break

  • Maybe Laser Tag

Week 7

  • Cam Hall Quiz Night

Week 8

  • Rockband Night? (need to ask [GPO])

Week 9

  • Maybe resume workshop
    • [TWA]: we should get some old guard who have hiring experience to run practice interviews, talk about how they read a resume as an interviewer

Week 10

  • Artemis LAN??

Week 11

  • Tech talk

Week 12

  • Maybe study night (will be busy as hell)

Club Collaboration

PCS x UCC Panel Night

  • [GPO] was going to reach out, but isn't here today.

UCC x UWAES x Unigames Laser Tag

  • Need to contact UWAES about dates n stuff

Communications and Records

  • [TWA]: Will spin up a CalDav Calendar for UCC Committee that we can subscribe to :3
    • Since I have just spun up my own selfhosted one and know what I'm doing vaguely
    • Also will spin up a public one using LDAP maybe bc I wanna try that lol

General Business

  • o7

Action Items

  • Committee: Make and fill in another Committee Photo Day when2meet and decide on a date.
  • Committee: Make an official wiki page / document for death row usage.
  • [SEB] and [GPO] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
  • [GPO] to get the $60 shredder from Aldi.
  • [SEB] to add the UCC GitHub account to the organisation.
  • [FOX] to email the UWA Data Institute about the $500 sponsorship.
  • [KKZ] to make a door quiz website.
  • [KKZ] to deal with short-term theftbook on Monday.
  • [KKZ] to bring in free laminator sheets from her house.
  • [FOX] to contact the ISU person about attending the meeting after next meeting (during Week 2).
  • [KKZ] to print flyers, fresher guides, membership forms, and maybe stickers.
  • [KKZ] and [KRY] to decide on what specific items to get for O-Day.

End time

  • 14:38