UCC Committee Meeting Minutes 2020-03-24 ======================================== *Meeting opened 11:09* ### Attendance #### Present: \[MPT\] \[TEC\] \[MLG\] \[PQZ\] \[BRD\] \[HET\] #### Apologies: \[MVP\] #### Absent: \[AAA\] -------------------------------------------------------------------------------- ## Confirmation of minutes from 2020-03-17 - \[MPT\] confirmed minutes exist Committee Reports ================= ## President's Report - Helped with AGM minutes - Sent the rest to \[PQZ\] to finish - Worked on appeal - Just after submitting the appeal: - Received an email from Guild President stating Tenancy Reallocations are suspended for 6m - This includes the processing of Tenancy appeals - Still was good to have the appeal done ## Vice President's Report - Helped draft and finalise appeal - Also added professional UCC header and footer - Sent UCC acnnounce email about club closure due to Covid-19 - Made a new [LinkedIn Group](https://www.linkedin.com/groups/13844386/) - Currently has 13 members - Action: to catalogue clubroom items ## Secretary's Report - Tenancy outcome appeal: helped draft - Thanks to everyone who contributed - Teamwork is the best - Appeal was sent by the deadline 2020-03-20 by \[TEC\]/\[MPT\] - Also helped \[TEC\] draft UCC announce email sent 2020-03-22 - Email contained important announcements on: - Club closure - Covid-19 - Tenancy - How to support UCC - AGM minutes emailed and uploaded to web - Learned the difference between git mv and mv - Also accidentally Ctl+X the minutes from today - It's now 13:11 and minutes are in Sublime Text - *Mistakes were made* ## Treasurer's Report - Been busy in assignment land - Assignment land is okay - Need O-Day invoice from \[MPT\] - Action: predict the fiscal year for UCC ## Fresher Rep's Report - The clubroom is closed - Will advise on how to engage Freshers in these uncertain times ## OCM Reports - Please update for next week :) -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Still serving - If a fan is broken but no one is around to hear it, is it really broken? ## Network - \[MPT\]/@ wheel to investigate DNS stuff / cloudflare routing - Already actioning - Apparently needs to be sorted by 2020-04-03 ## Desktops - We must find a way to remotely access all that raw power ## Misc. - Committee to review action items from the Wheel meeting 2020-03-21 -------------------------------------------------------------------------------- New equipment ============= - COVID-19 - Be careful everyone Drinks and Snacks ================= - \[PQZ\] bought a carton of Coke - Receipt is quarantined in clubroom drawer - \[MVP\] checked the expiry of a lot of snack foods in UCC - Lots was due to expire within the next six monts - Unfortunately due to clubroom closure/strict social distancing measures, snacks are quarantined... - Budget for Drinks/Snacks likely to change given the closure of Cameron Hall - Treasurer to update us on snack attack -------------------------------------------------------------------------------- External Entities ================= ## Mail - Not checked - Action: \[MLG\] to check today ## Guild/SOC - Tenancy Allocations suspended for six months - Cameron Hall closed for six months - \[MPT\]/\[TEC\] have access if necessary - Action: \[MPT\]/\[TEC\] to photograph and catalogue items in the clubroom ## Other Affairs Events ====== There is a pandemic, please stay home if you can! You can join us online : ## Tech Talks - Tech Talk 1 to happen April - Advertising this week - Wonder how swr is going to happen ## Charity Vigil - Planned for Semester 1 - Cancelled in usual form - Online charity auctions/streams/games? - UniSFA wants us to elect reps to discuss - \[MPT\]/\[TEC\] to be reps ## UCC Social - Weekly social time proposed - Details to be hashed out on discord - Vague plans to lock in Saturday from 3pm - Online interaction for a club hangout - Would be nice to see some streaming - Maybe even simultaneous movie watching -------------------------------------------------------------------------------- Action Items from 2020-03-24 ============================ \[MPT\] - To look at expenses of borrowing items *Postponed due to limited clubroom access* \[MLG\] - Submit a list of valuable items to guild to be covered by contents insurance → *Ongoing* - Cancel not advertising Tech Talk → *Event to be rescheduled online for the week of April 6* - Follow up with SOC re: alt space for clubroom → *Not much is happening in these uncertain times* \[TEC\] - Complete draft appeal for tenancy by Thursday → *Appeal sent* \[PQZ\] - Drinks Run → *Done* - AGM minutes → *Emailed and pubished* - 2020 minutes also stuck in 2019 dir → *Fixed* \[AAA\] - Investigate potential rooms in ezone for clubroom - Due to clubroom closure, hard to negotiate - Time contraints lessened also -------------------------------------------------------------------------------- General Business ================ #### Review committee regulations \[MPT\] - Review current regulations - Re-ratify new Joint Event Subcommittee Regulations - Rule additions: - Codify clubroom to close during general meetings - Maintaining a valuable item register? - Valuable item borrowing rules - Clubroom rules in response to COVID-19? - c.f. Unigames and UniSFA rules and announcements - Extra powers to allow restrictions to adapt to any freshly-announced government/uni/guild rules? #### Door applications \[HET\]/\[BRD\]/\[PQZ\] - Applications assessed, all added to door. \[TEC\] - Didn't apply, and no one is sure if he ever will. #### Misc \[BOB\]: - A friendly reminder to committee that https://wiki.ucc.asn.au/HowToCommittee exists - DNS error happened with wiki but mostly - - Tenancy Appeal and Covid-19 changed the handover a bit - Less chance for face-to-face discussions - Handover reportedly better than last year - \[MPT\] to follow up with a formal welcome to committee email #### MOTIONS PASSED: \[MPT\]: Clubroom to be formally recognised as closed until further notice. Seconded , passed unanimously. \[MPT\]: Committee to review current UCC regulations. Seconded , passed unanimously. Current Action Items ==================== #### **All [committee]:** - To review joint subcommittee regulations & UCC regulations - Please submit suggestions to secretary@ucc.asn.au - Suggestions will be collated for the next meeting - Westpac handover for [exec] - Action items from the [Wheel meeting 2020-03-21](http://ucc.asn.au/infobase/committee/2020/2020-03-21_wheel.ucc) - Committee to look at how to recruit more @wheel members - Could avertise on UCC socials #### \[MPT\]: - Organise Tech Talk 1 for week beginning April 6 - Possibly pre Tech Talk next week for advertising - Make the FB event or delegate - Send committee any further details for handover - Start being a subcommittee rep for Charity Vigil - Contact Geoff from Uni IT about this cloudflare business - and/or coordinate with @wheel #### \[TEC\]: - Catalogue clubroom - From Wheel meeting: - Investigate getting a GPU/compute server up and running #### \[PQZ\]: - Fix AGM minutes link on website - Update Web/Facebook/etc to state clubroom is closed - Also post things about letter writing for tenancy - Also look at updating socials to request @wheel applications ? - Investigate the membership registrar set up and ensure compliance #### \[MLG\]: - Check UCC mail - Create a treasured treasurers report to predict the fiscal year ahead - Prepare for how committe can submit a list of valuable items to guild (for contents insurance) - Check https://www.governance.uwa.edu.au/regulations/guild/archives #### \[HET\]: - Accept subcommittee position for Charity VIGIL by making contact with relevant clubs - Present ideas next meeting for Charity Vigil - Present ideas on how to get Freshers involved in the club in these uncertain times #### \[BRD\]: - Also to present ideas for how to engage freshers online - ? *Meeting closed 12:19* -------------------------------------------------------------------------------- *Minutes uploaded by [PQZ] at 13:35 on 2020-03-24*