UCC Committee Meeting Minutes 2019-05-10

Meeting opened: 15:09 Attendance: [MLG] [FVP] [TEC] [420] [THA] [JGM] [MP2] Apologies:

[THA] [DBA]

[JGM] Motion to gift UCC shirt for quiz night prize [FVP] seconds Passes unanimously

[MP2] Motion to reimburse [FVP] $345.01 for the drink/snack run [JGM] seconds Passes unanimously

Motions by circular

  • [MLG] Motion to reimburse [GOZ] $18 for chair wheels and fixing chair
    • Passed, 5:0:0
  • [THA] Motion to reimburse [FVP] $345.01 for the drink/snack run
    • Not passed, 4:0:1

Confirmation of minutes from previous meeting

[JGM] motions to confirm [FVP] seconds 5-0-1

Committee Reports

President's Report

  • Been working on uccportal, getting somewhere.
    • Need to set up a test environment to make sure dispense/AD integration works (yes, it's crucial for account locking! I promise!)
  • Checked mail earlier in the week, nothing there.

  • I have lots of pending reimbursements, plz [THA] do the receipt stuff and pay me the moneys.

  • Can committee please check Discord, if not email, at least the committee channels/lists, on a regular basis.

    • Learn how to use the InTeRnEt. We don't even make people use Facebook for committee communications.
    • Look for stuff tagged @committee. For goodness sake. Please.
    • If you insist on not enabling push notifications, then make sure you scroll up a bit when you do check, and actually read it.
    • Thank you.

Vice President's Report

Start up talk was good - Attendance could have been better - Like 10 people Filled out the EMP (is not submitted yet) - In paper form Would like a strategic plan for next semester - During the holidays potentially Daily reminder to [THA] that he is not the VP [THA] arrived at 15:16

Secretary's Report

Sent emails to people. Started to bug people to do their actions - not sure if it is working yet

Tenancy visited on Wednesday, they said the room was nice - signed the paperwork for tenancy

Went to the Start Up talk - Was interesting - Attendance was poor - The club needs to work on promotion for events - I have observed that the club runs some amazing events (especially all the tech talks that I have attended, but attendance is usually poor and promotion is lacking - Should aim to have all advertising up minimum 1 week BEFORE events. - Guild is delayed at posting posters, we should have this done 2 weeks before event. - Requires commitment/dedication from people planning events - We can do this Was there mail? No replies to emails regarding volunteers for camp yet. - Hopefully people volunteer

Treasurer's Report

``` |--------------|-------| | Drink | Total | |--------------|-------| | coke |$ 24.70| | null coke |$ 23.00| | Pasito |$ 10.08| | lemon squash |$ 6.00| | lemonade |$ 5.04| | kole beer |$ 2.52| | solo |$ 1.60| |screaming soda|$ 0.84| |--------------|-------|

|---------|-------| | Person | Total | |---------|-------| | frekk |$103.31| | lesscot |$ 78.91| | james1 |$ 19.71| |shelrock1|$ 16.18| |alexjthat|$ 16.07| |---------|-------| ``` Not up-to-date with recipts

Big thanks to [LCY] for drinks runs

Fresher Rep's Report

[420] Thinking about pot plants is hard

OCM Reports

[TEC] Email sent for making poster for camp - No reply yet. Building nice certificates for life members.

Machine Technical Reports

Servers

  • We still have two M4s and one Cisco server unused

Network

  • We have two spare chassis which are probably compatible with Bitumen, probably should do something with those

Desktops

  • The original mouse on pinball has stopped working

Misc

New equipment

Drinks and Snacks

  • [FVP] did a drink&snack run
    • we have chocolates in the snack machine! hurrah!

      - [LCY] did a drinks run

External Entities

Mail

  • No new mail.

Guild/SOC

  • SOC meeting happened after committee meeting last Friday, 3rd May
    • [FVP] went.

  • Pre-tenancy Cameron Hall SOC meeting

    • [FVP] went.
    • Will start sending information by emails
    • Talked about elevators
    • In spooky new clubroom there may be other clubs on same floor.

  • Tenancy meeting happened on Wednesday 8th of May

    • Nobody went.
    • [FVP] spoke with Taco of SOC/Tenancy about the agenda item about the roof (before the meeting)
      • they just wanted to know if we'd gotten anywhere since end of 2018, no news :-(

Other Affairs

  • There is a chair that has been sitting under the stairs for a very long time. Gozz has the parts and has offered to fix it.
    • Chair has been fixed, thanks to [GOZ]
    • [GOZ] notes that they still own the wheels until they have been paid

[420] fell asleep.

Events

Tech talks - [FVP]

  • Expression of interest from [LE@] for talk about decompiling Action [MLG] to organise tech talk with [LE@] next semester
    • or camp?

Vive nights - [GIR]

  • Vive nights are probably happening

  • Thanks [GIR]

    Movie nights

  • Unisfa got a bigger TV

Camp - [FVP], [MPT]

  • EMP deadline is in 1 week.

  • [MPT] needs to organise SLT or find someone else to be camp leader.

    • [DBA] has volunteered, but is busy this week and next.

  • [FVP] would like to run a talk

[FVP] Motion for free ticket for head chef [THA] seconds Motion passes 6:0:1

[MLG] want to volunteer for head chef Action: [MLG] Will send email out communicating for volunteers and advertising head chef - Will decide on chef next week

Action: [FVP] to tour guild for [MP2] [TEC]

Cameron Hall Quiz Night - [THA], [JGM]

-Tickets for camp: - Early bird tickets: $70, $90 - Regular tickets: $80, $100.

-To not run at a loss: Need roughly 25 people.

  • Lots of activities are being planned.
  • Hopefully we can get enough volunteers to do fun things.

  • Potential to make it into a really good tech thing.

    • [MLG] attendance has been going down, is doing camp worth it?
    • [FVP] Camp will be good, no matter how many people go. But we should try and promote it.

Aristotle Metadata Tech Talk - [CHZ]

  • Happened on Wednesday 8th May
  • Was it good? - Yes! but attendance was not great [FVP]

Tech Fixup 17th June - [FVP], [DBA]

  • Organise for after semester
    • Need to pick a date
  • Catering
    • Pizza?
  • List of things to fix?
  • Might come from the wheel meeting.
  • Advertised as a learning opportunity
    • Trial the super-secret thing before CAMP
      • [MLG] offers themself as tribute

Quiz night

  • Nothing to report
  • Everything is organised.
  • Quiz is in 3 hours.

Action Items from previous meeting

  • [FVP] To check that uccpass works. Also fix it when it is found to be broken
    • probably done
  • [FVP] to make quizmittee reps respond to quiz stuff
    • done
  • [FVP] to make fb page public
    • done
  • [FVP] to go to artifactory for fixing cover of cerberus
    • Or we can wait until after semester and do this
    • not done [FVP] looks at people who actually live nearby
  • [FVP] Fix uccportal for account locking
    • In progress (actually)
  • [FVP] Follow up with Bre and send stuff through to committee
    • Not done.
  • [FVP] to do a cost benefit analysis for a colour printer
    • Not done
  • [FVP] and [DBA] to organise tech fixup event
    • Started

  • [FVP] and [JGM] to sell excess server stuff like the two still-working M4s

    • Gotten photos, is happening

  • [THA] find and budget parts for new computers - pinball and porcupine

    • being done
    • budget $2000
    • in progress
  • [THA] buy prizes for quiz
    • done
  • [THA] Find prizes for Quiz Night and camp stuff
    • Programming competition
    • Beat sabre
    • Door prize
  • [JGM] Leaves 15:56
  • [MPT] Email for tech talks for camp
  • [MPT] Find someone else to be camp leader
    • done

  • [MLG] Email for volunteers for camp (food prep, RSA, first aid)

  • [420] Look at pots / trays for plants

    • done
  • [420] to submit changed constitution to commisioner/guild.
    • emailed guild, not done yet
  • [TEC] Prepare HLM certificates for new life members
    • in progress
  • [JGM] and [FVP] to sell excess server stuff like the two still-working M4s
    • in progress
  • [DBA] Check and update catering for tech talk on Monday with updated numbers
    • done with [MLG]'s help
  • [DBA] and [FVP] to organise tech fixup event

    - not done yet

General Business

  1. Group Review
    • No further input by email. [THA] Should do maximum one review per year
  2. should only be kicked off wheel for unethical behaviour, or request [MLG] Or, one email reply for interest for staying on group per year. [TEC] Thinks different process should be used for people currently on groups and new group memberships [FVP] Formal application process don't mean having lots of questions/work
    • Should be consistent and clear guidelines
    • Staight forward and well documented (If interested see his email)
    • Committee should have a list of attributes to work off
      • Trust etc
    • Concerns about people who are not used to having to apply
      • culture of entry by nomination
      • Can have problems with modesty
    • People should be able to answer the questions: "Why do you want to be on wheel" "Why should you be on wheel" "Why do you want to be on door" "Why should you be on door" [MLG] Sproket also exist [FVP] Can be used as a level of trust/testing motivation for wheel
    • Hard to discuss this with whole committee (only some interested parties)

[DBA] enters 16:06 [DBA] Thinks [THA] looks good in formalwear [MLG] agrees [DBA] leave 16:08

[FVP] we sent out an email re: group review - anyone who wanted to have an opinion, they should have emailed there by now

[FVP] we should have a seperate meeting for discussing group review [MLG] We will have an extra meeting at the tav, for group review. Small group of people - Open for interested parties

ACTION: [MLG] to organise club meeting for interested parties.

  1. [MLG] Committee should create a committee-only dicord channel that is only writeable by committe, but readable by the whole server. This way people can see how the committee runs things. - Should convert the current committee-only channel into a sensitive information channel not for regular use. [MLG] Psych: Already done. It was a good idea.

  2. [MLG] We should move future meetings to 2pm on Fridays, since everyone is free. Does this need a motion? You all already nominated 2pm as good. ACTIONS: [FVP] change the meeting times, or show [MLG] how to change the meeting times for committee meetings

Meeting closed at 16:20

Current Action Items

  • [FVP] change the meeting times, or show [MLG] how to change the meeting times for committee meetings
  • [FVP] to go to artifactory for fixing cover of cerberus - Or we can wait until after semester and do this - not done [FVP] looks at people who actually live nearby
  • [FVP] Follow up with Bre and send stuff through to committee
  • [FVP] to do a cost benefit analysis for a colour printer
  • [FVP] and [DBA] to organise tech fixup event
  • [FVP] and [JGM] to sell excess server stuff like the two still-working M4s - In progress

  • [FVP] to tour guild for [MP2] [TEC]

  • [MLG] Make motion to budget for camp prizes

  • [MLG] Send email out communicating for volunteers and advertising head chef

  • [MLG] to organise club meeting for interested parties re:group review in the tav next week

  • [THA] find and budget parts for new computers - pinball and porcupine - being done - budget $2000 - in progress

  • [THA] Find prizes for camp stuff - Programming competition - Beat sabre - Door prize
  • [420] to submit changed constitution to commisioner/guild.
    • emailed guild, not done yet
  • [TEC] Prepare HLM certificates for new life members
    • in progress

  • [JGM] and [FVP] to sell excess server stuff like the two still-working M4s

    • in progress

  • [DBA] and [FVP] to organise tech fixup event

    • not done yet

Minutes uploaded by [MLG] at 11:01 on 2019-05-11