UCC Meeting on 5th January 2022

UCC Committee Meeting Minutes 2022-02-05

• Last committee minutes have been uploaded to the website

Attendance

• [TEC] Timothy Chapman, President
• [MPT] James Arcus, Vice President
• [BLU] Grace Fowler, Secretary
• [LMH] Liam Hammond, Treasurer
• [EGG] Alex Barker, Fresher Representative
• [HET] Nicholas Clements, Ordinary Committee Member
• [APA] Alistair Parkinson, Ordinary Committee Member

Apologies

Absent

• [OKC] Benjamin Wright, Ordinary Committee Member

Start Time

• 10.36

Committee Reports

President's Report

• Having a full-time job is time consuming! Who would have thought? 😛
• SOC sprung a last-minute only-announced-on-facebook meeting on us 😞. We basically found out by chance less than 12h before the meeting... James was kind enough to jump in at the last minute, but this quite disapoining on SOC's part.
• We now need to basically get two things sorted:
  • Club finances before semester.
  • Preperation for O-day and the start of semester.

Vice President's Report

Secretary's Report

• Ben at uni nearly everyday for the pass couple weekes, playing D&D.
• Had my booster shot on Friday.

Treasurer's Report

• Finances Report:
  • Guild Account - $4,182.96
  • Main Westpac Account - $978.15
  • Credit Card Account - $234.60
  • Term Deposit Account - $44,821.11
• A vertical banner was ordered and has arrived. It is sitting at my house to be transported before O-Day.
• Setting up a Vanguard account is still in progress, will call them on Monday to discuss options.

Fresher Rep's Report

OCM Reports

Machine Technical Report

Servers

Network

Desktops

Miscellaneous

• An isopropyl bottle reapeared.

• The 3D Printer was broken, don't know if anyone has fixed it yet.

  • ACTION [MPT] To: Follow up with Gary to see how broken the 3D printer is.

Action Items From Previous Meeting

[TEC]

• Talk to Guild about server solutions.
  • Progressing (Ongoing).
• Still nothing from Kelvin and Lauren.
  • Ongoing (Guild AFK).
• Poke James to poke people for action items.
  • Poking attempted, results eventually produced. Will repeat.
  • Ongoing.
• Reply to the complaint email.
  • Ongoing.

[MPT]

• Find the secretary keys for [BLU]
  • Not done.
• Look into server cooling Australian company quotes.
  • Ongoing.
• Give [BLU] the annual meeting minutes (Before the next GM)
  • Ongoing.
• Ask Kelvin and Lauren about what's going on.
  • Ongoing.
• Follow up with Gary to see how broken the 3D printer is.
  • Ongoing.
• Book the Guild Council Room for the AGM.
  • Ongoing.
• Find and book a room if necessary for the OGM.
  • Ongoing.

[APA]

• Write up what the sponsorship pamphlet would look like.
  • Ongoing.

[HET]

• Talk to his father who works for Sales Force, about what they're willing to do.
  • Ongoing.
  • [BLU] will repeatedly ping [HET] and he will not respond.
  • We'll get free snacks if he doesn't.

[EGG]

• Check which headphones are working
  • Ongoing.

[BLU]

• Email door about enforcing the clubroom rules.
  • Ongoing.
• Send an email announcing the OGM.
  • Ongoing.
• Send an email announcing the AGM.
  • Ongoing.

New equipment

Drinks and Snacks

• Have gone through the snack and drinks and orded them by use by date in the cupboard.
• The use by date drinks in the vending machine are discounted.

External Entities

Mail

• Has been checked.

Guild/SOC

• Kevin and Lauren have finished their holidays.

  • [MPT] has drafted an email to IT.

• SOC Meeting.

  • Nothing paticulary relevent for our club.

Tenancy

Other Affairs

Events

Tech Talks

Cameron Hall-o-Ween

• There was $20 unaccounted for so we need to redo the distribution.
• [BLU] Motions To: Accept the financial distribution of profits.
  • [EGG] seconds.
    • 5 in favour, 1 abstention.

Tech Clubs Quiz Night

• Need to find the budget documents and will look over it next meeting.

UnCharity Vigil

• Approved the budget via circular.

• Need to buy prizes.

Fresher Welcome

• Have before the AGM, on the same day.

AGM

• [MPT] Minutes from the 2021 AGM?

  • Still not done.

• Will hold the AGM on Thursday 3rd of March at 5.30pm, the first week of semester.

• [MPT] Moves That: We hold an AGM on Thursday the 3rd of March at 5.30pm to be held in the Guild Council room.

  • [TEC] seconds.
    • Unanimous.

• ACTION [BLU] To: Send an email announcing this.

• ACTION [MPT] To: Book the Guild Council Room.

OGM

• To talk about the 30k.

• Recuire 10 days notice.

• Should do it before O-Day.

• The weekend before O-Day, Saturday 19 Feburary at 4PM.

• [TEC] Moves To: Hold a OGM on Saturday the 19th of Feb at 4PM.

  • [MPT] seconds.
    • Unanimous.

• ACTION [BLU] To: Send an email anouncing this.

• ACTION [MPT] To: Find and book a room if necessary.

Start of semester preparation

• TO DO LIST:

  • Book stall.
    • Done.
  • Pay for stall.
    • About to be done on Monday.
  • Gather gazebos and other equipment.
    • [MPT] has a gazebo we can use for the day.
  • Ensure equipment is tagged.
  • Test wifi/network setup.
  • Clean clubroom <2022-02-19 Fri>.
    • Will have a busybee.
  • Directions to Cameron Hall.
  • Ensure 2022 sign-ups can happen easily (uccpass).
  • Door meeting
    • Will have one.

• See https://tec.ucc.asn.au/UCC%20Stuff/Documents/2022/O-Day.html for a "live TODO list"

• [MPT] Moves To: Budget $100 for O-Day materials.

  • [TEC] seconds.
    • Unanimous.

• Have a Semester 1 event planner.

  • Will talk more about it next meeting.

• Should ask professors to do our UCC Talk in lecture 1.

• ACTION [BLU] To: Email the unit co-ordinators asking if they can advertise UCC in their first lecture.

General Business

• Sponsorship draft.

  • Has been sent out to the people wanting it and [MPT] hasn't had a response back.

• [TEC] has incident reports from [LIZ] and [ALI] about the clubroom incident.

  • [TEC] has compiled them and put the documents into private committee docs.

• The Secretary keys still haven't been found.

  • [MPT] is still looking for them.
  • If they haven't been found before the AGM, we will replace the keys and door lock.

• [EGG] leaves 11.21.

End Time

• 11.26