University Computer Club Committee Meeting Minutes 2024-03-17

Confirmation of minutes from previous meeting

Attendance

  • [BLU] Grace Fowler, President
  • [SEB] Bones Gazey, Vice President
  • [GPO] Gary O'Donovan, Treasurer
  • [SVN] Lyla Peng, Fresher Representative
  • [ROY] Roy Xu, Ordinary Committee Member
  • Diarmuid O'Connor, Ordinary Committee Member
  • [LHP] Lauren Pudney, Ordinary Committee Member

Apologies

  • [KKZ] Ariel Carter, Secretary

Absences

Start Time

  • 12:25

Committee Reports

President's Report

  • Congratulations to my fellow committee members on becoming committee members!
  • Made a 50th Anniversary webpage on our website
  • Made Discord & Facebook announcements for a couple events
  • Attended the first Charity Vigil subcom meeting
  • Changed the webcam password with [TBB] and made signs for it
  • Addedd to the wiki website page

Vice President's Report

  • saved a dell precision from ewaste and finally got it working!
  • helped out at oday
  • signed ERF (twice)

Secretary's Report

  • Been busy as hell (help).
  • Already behind on uni work.
  • Am a panellist at Open Day so I won't be here.
  • Went to nostalgia box!
  • Cleaned up the agenda in the /committee/2024 folder.
    • It's still not markdown compliant I don't think, I'll take another look when I'm not super busy.
  • Collated door applications.
  • Signed the ERF.
    • Need to sign new tenancy agreement.
  • Tried to make the new page for 2024 Committee on the website but got confused and scared. (Someone help)
  • Posted UniLAN announcement.
  • And yeah.

Treasurer's Report

  • Westpac Main $6,709.80

  • Westpac Savings $46,224.25

  • Westpac Card $1,205.73

  • Guild Account $2,501.53

  • Did some stuff.

Fresher Rep's Report

  • No report.

OCM Reports

  • [ROY]

    • Busy helping R710s running (I'm soooo dumb)
    • Added/Modified some wiki pages
    • Project Night
    • Went to nostalgia box
    • Attended the first Charity Vigil subcom meeting
    • Not much work done tbh still getting start
      • Behind on uni work as well yipeee
    • Lodged a D-U-N-S update case

  • Diarmuid:

    • Attended Nostalgia Box event
    • Been waving to new members in the welcome channel of the Discord server
    • Applied for door

  • [LHP]

    • No report.

Action Items from Last Meeting

  • Need to decide on manufacturer for stickers.

    • Not done.

  • Need to update the announcements and posters for tshirt competition.

    • DO TODAY.

  • [GPO] will make new project night poster and make recurring EMP.

    • EMP slightly done.

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

    • Slow progress.

  • Committee/Wheel: Write data retention policy.

    • Nearly done.

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

    • Whoops.

  • Committee to finish their handover information.

    • Done.

  • [GPO] will go to Woolies/Coles/Aldi and try to get more Solo and Lemonade for a reasonable price, and will go to Campbells another time for snacks.

    • Drinks done, need more snacks

  • Recommend new committee needs to reach out about talks.

    • Not done.

  • GPO will get migoreng from Spudshed.

    • Not done.

  • [KKZ] will send out updated agenda for AGM ASAP.

    • Done!

Machine Technical Reports

Servers

  • Minor incident on 13 March: Need to restrict VM creation on VM hosts' local disks, maybe increase space?
    • Don't install VMs to local disk.

Network

  • Lastest firewall issue from UWAIT?
    • Needs looking at, seems unlikely (port 1212).
  • UWA network upgrades, we have scheduled us in for Monday 18/3.

Desktops

  • Carpsucker fixed: IP mismatch with DHCPD (lease)?
    • Plus some port/cable shenanigans.
  • Cobra got Windows reinstalled.
    • Wouldn't boot.

Miscellaneous

  • Circuit still tripped waiting for guild's response?
    • Correct
      • [BLU] find Kelvin first thing Monday

New Equipment

  • Good'ol Combination lock is half-RIP, got a new lock.
  • Laser colour printer donated from Coxy (thank you!).
    • Need new toner cartridges (around A$180).

Drinks and Snacks

  • [BLU] moves to; Approve a standing budget of $300 for food and drink runs.

    • Unanimous in favour.

  • Miso soup from Coles? Around A$0.35/bag

  • Get more cutlery from campbells.

  • Do a Costco order from [NYX].

  • Funnel for isopropyl alcohol.

External Entities

Mail

  • Remember to CC to mailist when replying?
  • Mail has not been checked.

Guild/SOC

  • All execs need to do SLT training ASAP.

Tenancy

  • Execs need to sign the Tenancy agreement again.

Other Entities

Westpac

  • Need to organise an appointment for this years Exec.

  • [BLU] Motions To: Appoint Grace Fowler, Sebastian Gazey, Ariel Carter and Gearoid O'Donovan as signatories on all club bank accounts; and remove all other signatories.

    • Unanimous in favour.

  • [BLU] Motions To: Appoint Grace Fowler, Sebastian Gazey, Ariel Carter and Gearoid O'Donovan as administrators on all club bank accounts; and remove all other administrators.

    • Unanimous in favour.

ACNC

  • Need to submit this years details.
  • AIS is due June 30.

Events

  • [BLU] Motions to: Approve the subcommittee regs.

    • https://www.ucc.asn.au/infobase/policies/subcommittee_regulations_20180918.pdf
    • Unanimous in favour.

  • Appoint new reps to joint events.

    • Charity Vigil
      • [BLU], [ROY]
    • UniLAN
      • [GPO]
    • Quiz Night
      • [SEB], Lauren
    • Camp
      • [ROY], Diarmuid, [GPO]

Past Events

Uncharity Vigil

  • Still having troubles with subcom approving the final budget.

AGM

  • We had it with quorum.
  • [MPT] and [TPG] now have life membership.
  • We can now do account locking.

Nostalgia Box

  • Successful event, 15 attendees.
  • Need to advertise further in advance.
  • [BRD] took photos during the event.

Confirmed Events

3D Printer Workshop

  • This Thursday 3.30pm.

Charity Vigil

  • Event time: 29th March 16:00~09:00 (next day).

    • Approved

  • [BLU] Moves to: Approve a $60 prize budget.

    • Unanimous in favour.

  • [BLU] Moves to: Approve the Charity Vigil budget.

    • Unanimous in favour.

  • Donating fridge money/profit?

    • If UniSFA/Unigames are doing it we are happy to join.

  • Activities time schedule?

    • Basic layout is LAN, VR, Jackbox.
    • The loft is free, Unigames might using the table for board games.
    • Welcome to suggestions.
      • Nintendo Switch games.

  • [KKZ] joins 13:43

UniLAN

  • Tickets and advertising are out.
  • Venue, IT, and EMP are sorted.
  • Curtin are asking for a list of Curtin students who are attending for 24-hour card access.
    • For now all subcom members attending will give theirs.
    • We will also make a list of students attending the event and submit their student ID number a few days before.

Project Night

  • New poster and recurring EMP need to be made.

    • See action items.

  • Also make recurring discord event and advertise in CS building.

Tech Talks

  • 3D printing workshop next week.

  • [MPT] has shown interest in running his "Building the Internet" series again.

  • [EAR] & [CHS] have said they are up to run another.

  • [MTL] has run interesting talks in the past.

  • [LGM] has shown some interest in running another.

  • We are also looking for people to run a tech talk/workshop on Git.

    • [TBB] has said they are up to run it.
    • Run in week 8, as week 7 has two tests.

  • [TEC] has run an Emacs/Org Mode tech talk in the past, worth reaching out.

  • [BLU] actions Diarmuid to send the tech talk request email that [KKZ] will write.

  • [GPO] and Diarmuid will email past tech talk people for requests.

Tentative/Future Events

  • Week 4
    • 3D Printing Tech Talk.
  • Week 5
    • Party Games.
    • Charity Vigil.
  • Study Break
    • UniLAN.
  • Week 6
    • VR Night.
  • Week 7
    • Git Tech Talk.
  • Week 8
    • Artemis LAN.
  • Week 9
    • Undecided tech talk.
  • Week 10
    • Jackbox.
  • Week 11/12
    • Probably no events as people will be busy with end of sem.
  • Winter Holidays
    • 50th Anniversary LAN.

Club Collaboration

  • Console games night with UWAES.

    • They have a switch.
    • We have a playstation.
    • Maybe committee bring in their own?
      • [KKZ] has every console under the sun.

  • Collab with Curtin Esports.

  • Collab with UWA tech clubs on tech talks.

  • Collab with UniSFA for screenings.

Closed Section

Door Applications

[NTU] Nick Bannon

  • Motion to: Approve Nick's door membership
  • Motion passes.

[I2N] Lorenzo Iannuzzi

  • Motion to: Approve Lorenzo's door membership
  • Motion passes.

Thomas Newman

  • Motion to: Approve Thomas' door membership
  • Motion passes.

[CAS] Cas White

  • Motion to: Approve Cas' door membership
  • Motion passes.

[ZPH] Anthony Do

  • Motion to: Approve Anthony's door membership
  • Motion passes.

[LCY] Lo Chien-Yi

  • Motion to: Approve CY's door membership
  • Motion passes.

[QWS] James Osbourne

  • Motion to: Approve James' door membership
  • Motion passes.

[TBB] Alfred Burgess

  • Motion to: Approve Alfred's door membership
  • Motion passes.

[ROY] Roy Xu

  • Motion to: Approve Roy's door membership
  • Motion passes.

Diarmuid O'Connor

  • Motion to: Approve Diarmuid's door membership
  • Motion passes.

Lauren Pudney

  • Motion to: Approve Lauren's door membership
  • Motion passes.

General Business

  • APNIC renewal is now due for 2024-03-01--2025-02-28, invoice #204628 for $632.50 including GST.

    • Need to pay for IP adresses?

  • [GPO] moves to approve the payment of $632.50 for APNIC renewal

    • [KKZ] seconds.
    • Unanimous, motion passes.

  • [BLU] moves to approve the committee regulations.

  • Get Wheel to add committee to stuff they need to access, ie. UCCpass.

  • Handover of UCCPass/Portal/MailistAdmin passwords?

  • New committee meeting times?

    • Friday 16:30.

Important/Get Done Soon

Miscellaneous

  • Next BusyBee arrangement?

    • Brief one: 1st April 13:00.
    • Cameron hall's Sun 28th April.

  • Waiting for DUN's response, then we can get an free Apple Dev account.

Major plan/ideas to do this year

New equipment we should get

  • Display for Grafana inside clubroom?
    • Get Grafana working properly first.

Action Items

  • [BLU] actions Diarmuid to send the tech talk request email that [KKZ] will write.

  • [GPO] and Diarmuid will email past tech talk people for requests.

  • Need to decide on manufacturer for stickers.

  • Need to update the announcements and posters for tshirt competition.

  • [GPO] will make new project night poster and make recurring EMP.

  • [GPO] will try to get Commbank account sorted so we can start going into this.

  • Committee/Wheel: Write data retention policy.

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

  • [GPO] will go to Campbells for snacks.

  • GPO will get migoreng from Spudshed.

  • [BLU] find Kelvin first thing Monday in regards to the circuit.

  • Make recurring discord event and advertise in CS building for Project Night.

End time

  • 15:06