University Computer Club Committee Meeting Minutes 2025-04-01

Next meeting time

  • Unconfirmed

Confirmation of minutes from previous meeting

  • Previous meeting minutes have been uploaded.

Circular Motions

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ariel Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [KRY] Krys Maher, Fresher Representative
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [IGS] Isobella Gray, Ordinary Committee Member

Apologies

Absences

Start Time

  • 16:40

Committee Reports

President's Report

  • Ran Build and Break
  • Ran Open Day stall
  • Attended Club Carnival
  • Attended charity vigil meeting

Vice President's Report

  • Went to Club Carnival
  • April Fooled the University Cat Club Discord
  • Was at UWA Open Day and briefly helped at UCC stall (rip my ears)
  • Talked with PCS about potential collab
  • Talked to CASSA about UniLAN
  • Went to CS dept consult
  • meow

Secretary's Report

  • Helped [KRY] with the project night poster
    • Found out Scribus has a Tux shape tool (true facts - [KRY])
  • Helped at Club Carnival
  • Became a cat

Treasurer's Report

  • Westpac Main $

  • Westpac Savings $

  • Westpac Card $

  • Guild Account $8,170.55

  • Attended SOCPAC meeting

  • Got access to the Guild bank account.

  • Supposedly there is a westpac card for me now.

    • They still haven't given me any information about logging in to the westpac
    • Hopefully they fix it when I go get the card

  • Contacted QFin and UPS about tech talks

    • QFin is keen
    • Need to talk to someone else from UPS since the person I contacted ghosted me lol

  • Did some build and break

  • Club Carnivaled

  • Probably did other things.

Fresher Rep's Report

  • Started my revival attempt of the UCC instagram (i think its going quite well)
    • Created a new project night poster that I put up onto the instagram
    • Made a lot of random stories asking people questions - this is my way of boosting engagement and also casting light amounts of judgement
      • btw im using libreoffice draw instead of word now im sorry for my microsoft mistakes...
  • Talked to CASSA with [KKZ] on the instagram and they were interested in joining UniLAN
  • Helped at the Club Carnival
  • Got a discord reminder bot then immediately kicked it because [SEB] kept pinging me with it - probably should code our own
  • Became a cat

OCM Reports

  • [SEB]
    • errrrrrr
    • i did some things
    • helped at club carnival for a few mins
    • helped at open day stall
    • very behind on uniwork whoops
  • [TWA]
    • learnt about switch configs & stuff
    • helped at club carnival
    • helped at open day for a few mins
    • other things?
  • [IGS]
    • Not here.

Action Items from previous meeting

  • Committee: Discuss project night poster.
    • Poster done by [KRY] (with help from [DOC])
  • Committee: Setup reminder bot.
    • A reminder bot was invited to the discord server before being promptly removed after misuse by [SEB] it was found to be faulty. [KRY] suggests that we should just code our own.
  • Exec: Re-sign Tenancy Contract.
    • Hasn't been sent out yet.
  • [FOX] to reach out to QFin and UPS about tech talks.
    • QFin is keen, UPS did not respond.
  • [SEB] and [KRY] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
    • No progress.
  • [GPO] to do Door group locking.
    • Done.

Machine Technical Reports

Clubroom Machines

  • Two "new" computers are built (using the parts from porcupine and pinball)
    • New machine names are peamouth and chimaera
  • Last machine will probably be built by today, [ZPH] is working on it currently
  • Have the parts for another one, we could build another dual boot PC
  • Majority votes for the new parts to not go into coffinfish
  • Need to buy coolers for peamouth
  • DistCC should not be set up on the clubroom desktops but should be set up on the idle VMs

Servers

  • molmol failed again, has been about a year since it last happened
    • Could update FreeBSD more in the future to (hopefully) prevent the issue
    • Can just turn it off and back on to fix for now though

Networks

  • Nothing to report.

Miscellaneous

  • coffinfish's 'X' key is broken on its keyboard
  • [IGS] arrives 16:54

New Equipment

  • [SEB] is contacting Andrew J Williams about potential new equipment.

Drinks and Snacks

  • Still need to go on a run to Costco
    • We could go this Sunday around midday
    • [GPO], [FOX], [TWA], [DOC], [IGS], [KRY] are free on Sunday
    • [LCY] can also help out and bring their car (yippee)
  • Vegan snacks, vegan drinks, regular noodles, and crisps are things we should get
    • Can consider if we need anything else while at Costco
  • MOTION: [GPO] moves to budget $600 for a Costco run this Sunday
    • [FOX] seconds
    • Unanimous in favour.

External Entities

Mail

  • Hasn't been checked.
    • Not expecting anything anyway

Guild/SOC

  • SOC meeting happened last week
    • AI club didn't get affiliated
  • Petition to sign an open letter standing against the new UWA club policies regarding club advertising and lecture bashing
    • UCC is in support
    • "Unsanctioned" Evil Club Carnival being organised to rally against the changes
      • Tuesday (15th April) Week 8 @ 12pm - 2pm
      • UCC is planning to attend

Tenancy

  • They haven't sent out the contracts like they said they would.
    • We should just sign a copy of the old one.
  • They haven't changed the locks on the lockers yet either, also like they said they would.

Other Entities

Westpac

  • They hate [FOX] and [DOC] apparently
    • Will follow up this week

Events

Past Events

Build-and-Break a PC

  • Went well, decent turnout
  • Had people interested in professional development stuff
  • Two of the PCs are now built
    • Last PC is in progress still

Open Day

  • Went good, but not many new memberships because many of the people there hadn't finished high school yet

Club Carnival

  • Happened today, went decent
    • Smaller amount of interest, as expected
  • [KKZ] thinks we need a tablecloth to make our table look better
    • A pinboard would also be good
    • Stuff that sits up from the table so people can see stuff while walking
      • Frames for images / info
    • Fake plant for decoration
    • Keep random stationery off the table
    • CRT monitor
    • Update the old UCC logo shaped QR Code from 2013 to put on materials
      • Seems like we can just update the old one's link

Confirmed Events

Linux as a Desktop OS

  • Was supposed to be today, but too much was scheduled
  • Postponed to next Tuesday (8th April) @ 2pm - 4pm-ish
  • Can record it
  • Can post an announcement for it in CS/DS Discord server

ACTION: [GPO] to do the EMP

Charity Vigil

  • Charities
    • Black Dog vs CircleGreen
      • Black Dog Institute is a depression / mental health charity
      • CircleGreen provides legal support for those who can't afford it
        • CircleGreen also runs SLAC which is located in UWA
      • Subcom already has a majority preference for CircleGreen
      • UCCmittee also has support for CircleGreen
  • Date
    • 2nd to 3rd of May
      • DA FEDERAL ELECTION IS HAPPENING
        • Is going to be moved one week forwards, Friday-Sat May 9-10th (Week 10) @ 5pm - 10am
  • Auction items
    • Might auction off one of UCC's old boxes of stuff at Charity Vigil, and another at UnCharity
      • It could be a MYSTERY BOX
  • Do we give dispense profits on the night to charity as well?
    • Committee is in favour of it
  • Raffle prizes
    • Need to acquire soon
    • 3 or 4 prizes (depending on prices)

    ACTION: [KKZ] to get prizes

  • Schedule:
    • LAN Games
    • Microtransation CS Tournament with Esports
    • VR/Party Games
      • Need to get more Beat Saber songs / mods
    • 'The Chase' event after the midnight raffle with Esports and other clubs
    • More party games and Jackbox later after that

Tentative/Future Events

Artemis LAN

  • Sunday 13th April (Week 7) @ 11am - 5pm

3D Printing Workshop

  • Tentatively Week 8
  • 3D printer is back up and running again

Tech Talks

  • No updates, sometime this semester probably

Python Study Night

  • Tentatively Week 12 / Exam Study Break

UniLAN

  • Marketing to be posted very very soon:tm:
  • [GPO] will post shortly

Cameron Hall Quiz Night

  • No updates.

Joint Camp

  • UCC, Unigames and UniSFA have submitted application for SSAF grant
    • $7500 grant potentially
      • Would be very helpful for covering costs

Uncharity Vigil

  • Profit distributions are going out today

Cameron Hall Ball (Cameron Ball)

ACTION: [GPO] will post about Cameron Ball in ICONS

Club Collaboration

Panel Night (with PCS)

  • Alumni and other people working in the field
  • Networking event
  • Will probably be pushed to next semester

Cybersecurity Hackathon (with PCS)

  • Tuesday, Wednesday or Thursday of midsemester break (between Weeks 8 and 9)
    • Wednesday seems to be favoured the most so far
  • [KKZ], [SEB], [IGS], [DOC] are interested in helping
    • [ZPH] is interested
      • [ROY] and Jimmy from Esports might also be interested
        • Need to talk to them

Tech Clubs Quiz Night

  • Is a joint quiz night held between a bunch of the UWA tech clubs that was last held a few years ago

  • Not many good times to host it

    • We could make it work early next semester, but the timing for organising it would be tight

  • Would also be better to run after June 30th, because most freshers from this year will then be aged 18+, so the Tav can work as the venue

  • UCC, CSSC, CFC are interested

    • We should reach out to PCS, URC to see if they are interested

  • [KKZ] and [IGS] as reps.

  • [KRY] leaves 17:45

Door Applications

  • No applications.

General Business

Discord Channels

  • [FOX] says we have too many of them
  • [GPO] says too many channels leads to fragmentation of information (?)
  • Could merge all gaming channels into one
  • Archive channels could be changed to read-only permissions as there's no need for write permissions
  • Audit the channels to see which ones can be compressed
  • Threads don't work with IRC, and also expire after a while which is annoying for persisting topics
  • #welcome, #ucc, #marketplace, #unihelp and #pc-help are definitely to stay as is
  • Idea with #tech to interact with the tech@ mailing list.

ACTION: [KKZ] (maybe also [DOC]) to do compression / merging of Discord channels.

Agenda Structure and Items

  • [FOX] has posted a proposed agenda structure which moves stuff around and adds things which aren't already in there.
    • Some items aren't meant to always be discussed but its there in the template if needed.
      • Can delete them in meetings if not required

ACTION: [FOX] to create a compare/contrast for the current vs. proposed agenda structure and also provide short descriptions of each heading.

Committee Bonding

  • Committee Photos for Social Media / Website
  • Costco run on Sunday
  • Doing events specifically for committee.
    • Committee is worried that it might make the committee too cliquey.
  • [GPO] Committee should go to project night where possible
    • Has benefits for committee getting stuff done, more welcoming for freshers at project night
  • Something like bowling, escape rooms or laser tag, so that committee WILL have fun together (compulsory) /j
    • Could do one or two unofficial committee meetups for bonding time

ACTION: Committee to do the Photo Day when2meet.

Website and Wiki Discussion

  • Plenty of stuff that is out of date on the website and wiki
  • Would be good to go through and update a lot of it
  • Hard for new committee members / members to find up-to-date information relating to the club
    • A lot of the knowledge of the club is memorised and not written down
  • If you find something that is out of date and can fix it, do it then and there if you can
  • Might try to find the most commonly visited pages, to see what gets the most attention / which ones are the most important to update
  • Do we keep both the website and wiki as two separate sources of information about the club?
    • Could merge together potentially so information is easier to find
    • We could move from MoinMoin wiki (current) to Media wiki potentially
    • We can still keep the old wiki around as an archive of older information
      • Otherwise revisions over the years could be lost if we were to only keep the current page-states
    • OR we could update the way the wiki looks
      • Rendering two different pages for mobile and desktop for example is something we could look at

Usergroups

  • [FOX] to committee: Can we do tech meetings more often?

    • [GPO]: Is voluntary and so people might not have time to work on things often, and so there might not be much to talk about if we were to have meetings every month, which would make them less worthwhile.
    • [FOX]: People forget because meetings are less regular.
      • Also meetings would be shorter, instead of 3-hour-long meetings.

  • MOTION: [GPO] moves at 18:58 to go into a closed section including Door and Wheel members.

    • Unanimous in favour.

  • MOTION: [GPO] moves at 19:17 to go out of the closed section.

    • Unanimous in favour.

  • To have for next meeting:

    • Code of Conduct
    • Disciplinary Procedure Policy
    • Conflict Resolution/Mediation Policy

  • To have later:

    • Moderator Guidelines (based off of the disciplinary procedures and Code of Conduct)
      • No wheel warring (no more than three disagreements back-to-back)
      • Ask other moderators if unsure

Action Items

  • Committee: Setup reminder bot.
  • Committee: Organise Photo Day when2meet.
  • Exec: Re-sign Tenancy Contract.
  • [SEB] and [KRY] to contact Andrew J Williams, Elton, Oscar and others about tech talks.
  • [GPO] to do the EMP for the Linux as a Desktop OS Tech Talk.
  • [KKZ] to get prizes for Charity Vigil.
  • [GPO] to post about Cameron Ball in ICONS.
  • [KKZ] and [DOC] to do compression / merging of Discord channels.
  • [FOX] to create a compare/contrast for the current vs. proposed agenda structure and to provide short descriptions of each heading.

End time

  • 19:17