UCC Committee Meeting on 11th February 2024

Attendance

[BLU] Grace Fowler, President
[GPO] Gary O'Donovan, Treasurer
[BRZ] Bryce O'Connor, Ordinary Committee Member
[KKZ] Ariel Carter, Secretary
[BRD] Cormac Sharkey, Ordinary Committee Member
[MCW] Lara Frcej, Ordinary Committee Member
[I2N] Lorenzo Iannuzzi, Vice President

Apologies

Absences

[LTX] Celine Wang, Fresher Representative.

Start Time

16:40

Committee Reports

President's Report

Went to UnCharity Vigil.
Saw tenancy application results (keeping clubroom and potentially sharing with UWAES)
Did 50th anniversary dinner invitations.
Updated O-Day forms.

Vice President's Report

Not here.

Secretary's Report

Not much :disappointed:

Treasurer's Report

Contacted UWAIT Phone modernisation to find out costs.
Contacted Commbank for investment account.
Contacted Venues to organise for UniLAN sem 1 break.
Went to tech meeting and PJ.
Went to UnCharity vigil.
Made sticker for 2024 membership.

Fresher Rep's Report

Absent.

OCM Reports

- Went to UnCharity vigil.
- Went to Tech Meeting and project night.
- Went to unCharity.
- Went to tech meeting and Project Night.
- Currently writing announcement for 50th anniversary events.
- Scheming for ODay. - Working on designs for banners! - Planning stuff.

Action Items from Last Meeting

[MCW] & [KKZ] will have a look into rebranding the website.
- In progress.
- Will probably discuss at project night.
[BLU]: make 3-d printed designs for 50th and in general.
- Not done.
[GPO], [I2N]: Will try to get Commbank account sorted so we can start going into this.
- Have reached out to them to trry and get a meeting done soon.
- They have responded just need to set up the meeting.
Committee/Wheel: Write data retention policy.
- Needs rewording.
- [I2N] wrote a more fleshed out version but some issues with some of the wording.
[BLU] will make another checklist of things we need for open day.
- In progress.
[GPO] make sure to add stuff to handover document about people being on subcom.
- Not done.
[GPO] to talk to Uniprint to see the turnaround time on a banner for ODay.
- Not done.
- Anecdotally horizontal banner turnaround at officeworks is 4 days.
Committee to finish their handover information.
- In progress.
[GPO] to look at foil stickers
- Not available at Uniprint.
- Hard to get in small size anywhere else.
- Will probably go with plaion gold colour.

Machine Technical Reports

Servers

We have a new one! (See new equipment).
We have a plan for the two Dells: get them sorted so they have identical hardware and use them to replace Mollusc.
Talks of Jasper from DUG possibly donating some stuff.

Network

[GPO] and Kelvin have reached out to UWAIT about guild emails being wrong. (DNS records are incorrect for mail).

Desktops

Still working.

Misc.

Nothing for now.

New Equipment

Michael (pcadmin) donated an excellent new server.
- [BLU] motions to accept the donated server.
- Unanimous.
[MPT] just bought new SAS cables for $108.
- [BLU] motions to reimburse $108 for new cables.
- Unanimous.

Drinks and Snacks

[GPO] filled machine with snacks right before UnCharity.
- Now have chips, pretzels, etc.
Need more water and Solo.

External Entities

Mail

Not checked.

Guild/SOC

Have a new tenancy allocation to share with UWAES.
- Not 100% on it yet, looking at appealing. We did put 'no' on our application.
  - We did send an email saying we put no because there was no 'other'. We wanted a no to explain worst case scenario is sharing instead of no room.
- Esports isn't super into it either so we will see.
  - UWAES preferred to be in Guild hall.
  - We don't want to screw over esports so we will have to see what they say.
- Minutes haven't been released from tenancy meeting.
- Can maybe only appeal on procedure not results.
[I2N] joins 17:00
Try to see if we can get Tenancy to release the minutes or at least get clarification on the rules surrounding appeals.
- Minutes are listed as commercial in confidence.
- How to appeal on procedure if we can't see the procedure?
No one has a huge issue sharing with esports but we will support them getting their own room.
We don't know enough yet.
We should probably also talk to esports about how the arrangement would work.
- Maybe assign one or two computers to gaming.
  - We would like all of our computers for events and project night.
- [I2N]: Potentially they pay us a certain amount a year and we onboard some of their members.
  - We may wait a year and see how this goes with people just buying both memberships.
- Not everyone will want to join both clubs and thus purchase two memberships.
  - May be easier to set up a dual membership system, will revisit after a while of sharing.
- They likely won't take up much space:
  - They only run events in ezone anyway so they won't be using clubroom for events mostly.
  - Could put their switch/ monitors where the unused Mac is or the laptop space.
- Esports will most likely adopt our door policies - we could make sure all committee members go through door training.
  - They could potentially do what UWAnime does and check a key in and out.
  - Members of Esports who are also UCC members can apply to become door members regardless.
  - We may be left with only two keys per club.
  - And we have cameras either way - esports is happy with the way we use them.

Other Entities

Commbank

[GPO] reached out and got response.
Asked if we were after CDIA, should be fine since we are incorporated.
[GPO] will continue to contact them.

Events

Past Events

UnCharity Vigil

Around $340 all up.
- Raised $205.10 inside the clubroom.
- Approximately $140 from door entry.
LAN ran better than in the past
Went through Quake, Halo, Ultimate Chicken Horse, Keep Talking and Nobody Explodes, Jackbox.
Made a lot of money from [CAS] dressing up and charging for photos.
All of our stuff was returned fine.

Confirmed Events

O Day

[GPO] has nearly finished sticker design.
- Will reach out to UniPrint.
[MCW] and [GPO] working on banners.
[BLU] has made all the flyers to hand out.
Will be bringing Einstein down and set up with a raspberry Pi
UCCbucks, power cables, extension cords.
Should be allocated a power generator.
Should move our tables further back this year.
Set up PCs in the shade.
Lecture bashing arrange?
- Maybe leaving some leaflets around.
- [KKZ] [GPO] [I2N] [MCW] are down to go in person.
- Everyone will contact lecturers about lecture bashing.

Tentative/Future Events

Odd weeks will be game weeks.
Start brainstorming events.
Run a 3D printing workshop, and learn to Linux.
Week 1: Fresher welcome Wednesday 3pm.
Week 2: AGM. [KKZ] to run online games night.
Week 3: Saturday 16th March Nostalgia Box, Game Night? (VR)
Week 4: Intro to Linux. Wednesday?
Week 5: Party Games Night somewhere not in clubroom for accessibility reasons. (Ezone or CCZ) Wednesday 4pm
Week 6: UniLAN potentially in midsem break.
50th anniversary invites need to go out for dinner.
- [GPO] will contact University Club to look into booking.
- Have started making up an invitation.
- Should have a save the date for all 50th anniversary dates out by the end of the week.
Meetings moved to Thursdays 6pm.

Club Collaboration

Important/Get Done Soon

Misc

New equipment we should get

Major plans/ideas to do this year

[NTU]: Streamline/update of the HowTo/handover wiki docs, while it's fresh.

Action Items

[MCW] & [KKZ] will have a look into rebranding the website.
[BLU]: make 3-d printed designs for 50th and in general.
[GPO], [I2N]: Will try to get Commbank account sorted so we can start going into this.
Committee/Wheel: Write data retention policy.
[BLU] will make another checklist of things we need for open day.
[GPO] make sure to add stuff to handover document about people being on subcom.
[GPO] to talk to Uniprint to see the turnaround time on a banner for ODay.
Committee to finish their handover information.
[GPO] will look into stickers
Everyone will contact lecturers about lecture bashing.
[GPO] will contact University Club to look into booking for 50th.

End time

17:48