UCC Committee Meeting on 22nd February 2024

Attendance

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

Apologies

Absences

Start Time

  • 18:20

Committee Reports

President's Report

  • Finished editing the Fresher Guide and Membership Form.
  • Started designing 50th stickers.
  • Attended the end of Busy Bee.
  • Started packing stuff for O-Day tommorrow.

Vice President's Report

  • Busy Bee'd.
  • Made some announcements that got posted.
  • Also wrote an email that will be sent out soon.

Secretary's Report

  • Went to Busy Bee.
  • Tried to pick up banner but wasn't ready yet.
  • Posted instagram post/story for O-Day.
  • Reached out to lecturers about lecture bashing.
    • Three positive responses, one no response.

Treasurer's Report

  • Contacted Uni Club.

    • Will discuss further in 50th.
    • Can't book on beHalf of clubs.

  • Project Night.

  • Missed busy bee due to work.

  • Got stickers and banner printed.

  • Finished fresher guide and leaflets.

  • Membership forms getting printed today.

  • Westpac Main $5,464.94

  • Westpac Savings $46,192.71

  • Westpac Card $1,314.55

  • Guild Account $2,501.53

Fresher Rep's Report

  • Helped design new vertical banner
  • Made fresher welcome poster.

OCM Reports

  • - Project night

    • I got us water but i dont think i mentioned it at the time and i havent been paid back yet...
    • Fresher guides printed and collected.
    • Sent out oday announcement and 50th announcement.
    • Made fresher welcome EMP with [BRZ].
    • I am scheming for tshirt design thing.
    • called nostalgia box

  • - Sent email off to nostalgia box for booking enquiry.

    • Did EMP for fresher welcome with [MCW].
    • Went to project night.
    • Went to busy bee; cleaned up stuff in the clubroom and cleaned down the dusty loft surfaces.

  • - Working on tshirt voting website

    • Picked up fresher guides.

Action Items from Last Meeting

  • [GPO], [I2N]: Will try to get Commbank account sorted so we can start going into this.

    • Moving slowly.

  • Committee/Wheel: Write data retention policy.

    • In progress.

  • [BLU] will make another checklist of things we need for open day.

    • Finished and printed.

  • [GPO] make sure to add stuff to handover document about people being on subcom.

    • Not done.

  • Committee to finish their handover information.

    • Still need President, Secretary needs slight reformatting maybe.

Machine Technical Reports

Servers

  • Samson may be having some frustrations.
    • On some computers temporary profiles aren't working.
    • Checked group policy and restarted, etc.
      • No dice
      • [GPO] will diagnose further after meeting.

Network

  • Ticket to UWAIT about getting IPs unblocked responded to.
    • They will not unblock the IPs they have given us, just wait until we have our own IP range instead.
    • Will try not to close the ticket.
  • Still waiting on response about DNS not having an MX record for guild (so they can't email us).

Desktops

  • Cobra monitor wasn't working properly.
    • Switched from DVI to HDMI and now it seems to be working.
    • Future busy bee should check machines/cables all working.
    • When you move a PC/ change peripherals please make sure it works before you leave it.

Miscellaneous

New Equipment

  • We have a new horizontal banner!
  • [GPO] has got a free Ender5 3D printer, but needs to be repaired.

Drinks and Snacks

  • Owe [MCW] $36.46.
    • [BLU] motions to reimburse [MCW] for snacks.
    • Unanimous.

External Entities

Mail

  • Has been checked, nothing.

Guild/SOC

  • Next SOC meeting is 27th next Tuesday.

Tenancy

  • [BLU] moves to go into closed section.

    • Unanimous.

  • Entered In Camera 18:41

  • [BLU] motions to exit in camera 19:53

    • unanimous

  • [BLU] motions to have a 10 minute break

    • unanimous

  • Meeting reconvenes at 20:03

  • Members thoughts on appeal:

    • [GPO] From what we have seen, which is not much more than what was public, based on Tenancy procedurAL GROUNDS FROMW HAT WE SAW OF THE ALLOCATION and minutes, there are no major grounds for appeal. there are arguments for ?? UCC received a sub optimal outcome as another club received one who shouldn't(?)

    • [BLU] We haven't voted but we should. No one really spoke up against we definitely should appeal, committee general consensus is that we should not appeal as we don't have the grounds. We won't do nothing, we will send an email on our thoughts on the situation and our reasonings to the guild.

      • Namely we are two completely different clubs and our dissatisfaction with Tenancy's process. Namely lack of warning for decisions and certain club should probably not have been assigned a room.

    • What are the downsides to an appeal?

      • If it succeeds esports may be disadvantaged.
        • We should be working towards what's best for us not esports.

  • [KKZ] worries about the mental, emotional, and time that would be needed for an appeal that none of committee believe would be likely to succeed.

  • [GPO] writing an email more than just Tony about the issues. Gives us an opportunity to talk about things outside of possible appeals.

    • Essentially the toll this has taken on the club and the transparency.

  • If we appeal it is a more firm stance proving we were unhappy.

    • [KKZ] People shouldn't feel obliged to go through the appeal process if they feel it would be negative(?) for them.

  • [BRD] agrees with [MVP]'s general opinion/sentiment. the appeal is the last chance we have for this application. We send it in for records then when it is successful or not we get over it.

    • No reason to sacrifice our ability to appeal because we may be slightly better off by sending an email.
    • Guild won't even be the same people in three years.

  • [MVP] Assuming best intentions, Tenancy is looking at this as just a space. Part of our allocation process and appeal is educating them that it's not.

    • this has been probably exacerbated by the 'bad' vibes around transparency from tenancy, stuff like that.

    • Either to assess whether the two clubs can appropriately share the space.

    • Other club has not followed rules previouisly and still got alocated a clubroom.

      • Can ask around about tenancy minutes and why they approved the request.
      • SOC pres says the club has already been dealt with since it's already allocated.

    • If the appeal has to be written on procedural grounds what can we mention?

      • Can't mention other clubs.
      • What will happen once we send in the appeal?
        • Previously clubrooms have been majorly reworked.

    • [MPT] Re the email: we may want to tread very carefully, it may not be a good idea to blast people in an unsolicited email.

      • It would be good to work it into the appeal if possible to make sure it's part of official process.
      • If we don't appeal they may ask us in the future why we didn't appeal if we weren't happy.
        • Would be based around the amount of time (10 working days vs months it took), then took weeks to get the actual meeting.
          • They can argue it didn't affect their decision but it affected the club a lot, there was not much warning at all and places a burden on the club.
          • Talking about the merits and what happened due to the allocation, if your opinion is that it's so far out of what the policy states it's limiting currently. (To get in other concerns to make it relevant).
          • The process is one list but it also requires they follow the rest of the policies.

  • [LTX] leaves 20:27 - If it takes away a significant amount of time for the club from other things it may not be worth it. - We had to put our club workings on hold due to Tenancy. it has actually impacted our clubs working.

  • [MPT] Ultimately it is up to Tony, we don't want to get on Tony's bad side.

  • [MPT] We don't have a lot to lose from appealing BUT we don't want to take away

  • Jackie enters

  • [Jackie] If we go to Tony and say 10th subcom isn't up to scratch it may be able to be looked at closer.

    • We have been told incorrect days, etc.
    • This is the biggest stress test of the new Tenancy regs and best time to tell someone if something is wrong.
    • We may want to make sure Tony sees something may be wrong.

  • Can we mention opinions in appeals or only facts?

    • Ultimately it is just an opinion.
    • Can we reference previous tenancy regulations?
      • Maybe decisions would be better, e.g. minutes for previous tenancies decisions and whether it is relevant for the current allocation.

  • Jackie leaves 20:32

  • [MPT] With previous allocations not trying was not an option. it was draining and took away from ability to do other things.

    • Some people have strong opinions but generally the member base is willing to figure out how to make it work.

  • [MVP] is happy to help with any appeals writing, etc.

  • Appeal is valid 10 university working days.

    • Since they sent it past working hours we should have until Monday late night.
    • We should clarify as it;s univeristy working hours not business hours.

  • [MVP] leaves 20:37

  • [BRD] We should be thankful for the fact everyone seems fairly optimistic if we do have to share.

    • Esports is not the ultimate problem.
    • appealing the decision because you hate the process, but not the outcome may seem frivolous.

  • [MPT] More information may yet come out. It mayb be best to empower a decision maker to make the ultimate call.

    • We don't know if any more information will coem out.
    • [BLU] does not feel comfortable with that. Wants to make sure a majority of committee is on the same page.
    • We could write an appeal then potentially call an emergency meeting to vote to send it.

  • [GPO] That we theoretically if we decide not to appeal that it would be on the condition that no further information that could impact our decision making comes out.

  • Committee did an 'anonymous' straw poll.

  • Broadly recommend appeal VS broadly recommend against appeal VS no opinion/neutral

    • Broadly recommend was majority.

  • With the knowledge majority of committee hold the broadly support appeal we will go into writing an appeal.

  • [BLU] moves that we start writing an appeal and if there is no more information we as a committee think we should have an emergency meeting about, we send the appeal before it is due.

    • 5 for 1 against 0 abstain
    • motion passed.

Other Entities

Westpac

Events

Past Events

Busy Bee

  • Wiped down surfaces.
  • Cable management.
  • Relabelled all the faded labels.
  • We have a to-do list.
  • General cable/charger sorting.

UnCharity Vigil

  • [KKZ] is owed ~50 doler $$$
  • Feedback form has not been created.
  • Need to finish the budget so we can approve it.

Confirmed Events

ODay

  • [BLU] has printed out a packing list.

    • Looks good.
    • Bring big ass fan. (it will be hot)
    • Bring UCCbucks

  • Terminal tomorrow - do we want to connect to a laptop?

    • Connect to [GPO] laptop.

  • Who will be there?

    • [BLU] won't be there.
    • [GPO] [KKZ] [BRZ] [MCW] [BRD] will be attending.

  • We have float same as charity vigil.

  • Membership forms need to be printed (tonight)

  • Print flyers (tonight)

  • Will be printing UCCbucks from 3D printer.

  • Need people to be in the clubroom. [CAS] and [->|].

  • MAKE SURE PEOPLE STAY COOL AND HYDRATED.

  • Make sure Square reader is charged and bring charger.

Fresher welcome

  • Should we provide pizza?
    • Ask dietary requirements on the day.
    • One big order to share.
    • Will approve payment via circular later/on the day.

AGM

  • Council room is booked from 2-5pm.

  • We need to submit to EMP.

  • Save the date has been approved.

  • [KKZ] needs to send announcement email.

  • Need a FB post.

50th Anniversary

  • [GPO] asked about booking University Club

    • Got sent a quote (not sure with UWA rates or not)
    • Total estimated spend is $3800 for 50 people (ticket price of ~$76pp at zero loss)
    • Not sure if it is 18+ or not, most likely minors must be accompanied.
    • Unigames had 81

  • Think about covering the cost of tickets for students/people who can't afford it.

  • If we are going to fundraise we need an idea of what we are going to fundraise for.

    • New loveday?

  • Wait to see if we can get rates discounted any more through UWA.

  • Have sent save the date about 3 main events.

  • Booking Nostalgia Box for 11am.

    • Need to get EMP sorted.
    • Won't involve alcohol so we have 2(?) weeks before event.

  • Can immediately start advertising once the booking is approved for the dinner.

  • Start asking people for photos and speeches.

    • Start discussing how to contact/ who to ask.

  • get ideas for raffle and auction.

Project Night

Tech Talks

Tentative/Future Events

Club Collaboration

Closed Section

General Business

  • cleaning the room before O-Day starts because im looking around rn and its already getting a bit messy

Important/Get Done Soon

  • Lecture bashing!
    • See if anyone is interested.
    • Tentative dates are Monday Week 1, Thursday Week 2, unknown day in week 2.

Miscellaneous

Major plan/ideas to do this year

New equipment we should get

Action Items

End time

  • 21:30