UCC Committee Meeting Minutes 2015-03-31

Attendees: [GOZ], [CHS], [JDN], [AMS], [HTL], [MVP], [LDA], [SAS]
Apologies: [EJK], [TJB], [BG3]

Meeting opened at 16:00

Confirmation of minutes from previous meeting
- Nothing to report

##President's Report
- I made a mailing list for unigames
- Welcome to the first meeting

##Education Report
- [EJK] Is absent, earning the cashes
  - Will be present next meeting

- Beginning to organise tech talks, have had expressions of interest to speak from many people
  - [AMS]: [MTL] is willing to talk on NBN
  - [AMS] to email [MTL] about tech talk

- Intro Prog going well
- We should stick a sheet with the comittee's faces on it up in the clubroom so that people know who to scream at/ask questions

##Social Report
- [TJB] is absent.
- [HTL]: [TJB] has told me nothing
  - [TJB] to actually talk to his officer
  - [HTL] presumes [TJB] is organising

##Treasurer's Report
- We have money
  - $3241.93 in Westpac
  - $338.30 on card
  - $305.16 in Guild
  - $155 in safe

- Attempted a massive drinks order from Woolworths
  - Around 60% actually showed up, and half of that went to UniSFA
  - Owe [TPG] $181.93
  - Are owed $81.09 by UniSFA
    - Will get paid into our guild account

  - Owe me $75.92 for solo

##Secretary's Report
- Vim is hard, I'll learn it later, or go with [ODF]'s method
  - [GOZ]: Oh god please no

- [SAS]: [CHS] is infinitely times better than [ODF]

##Fresher Rep's Report
- Freshers exist, are also bringing friends
  - Two freshers in room
  - [LDA] to learn how to sign up freshers after meeting

##Machine Technical Reports
###Servers
- Servers are cool
- [BOB] almost killed Maltair
- [TPG] set up gitlab, many thanks

###Network
- Nothing to report

###Desktops
- Windows desktops are continuing to have issues

##New equipment
- Committee

##Drinks and Snacks
- We have more drinks and chips than we have storage space
  - Good job treshra

##External Affairs
###Mail
- Hasn't been checked
  - [CHS]: pls help

###Guild/SOC
- [SAS]: sup
- SOC meeting on the 15th of April
- Busy bee soon

###Other Entities
- Nothing to report

##Events
- Quiz night tickets are in the machine
  - Tickets are in the machine, can be dispensed
  - [MVP]: I handed out tickets!
  - [MVP] prodded most places "we" go to for sponsorship
  - More prodding will be done
    - [GOZ] to help

- Easter LAN
  - [buiten] asking [TJB] on Steam atm
  - [TJB] failed. [TJB] was attempting to organise Easter LAN in conflict with Cameron hall quiz night and ANZAC day
  - [TJB] thinks 17th/18th or 18th/19th, [SAS] and [HTL] to organise, [TJB] to run

- UCC Camp

##Action Items
- New committee says no action items

##General Business

- sk0pe: Jordan and committee should not need to be relied upon to do door duties or be the source of Door attention (e.g. current door members reapplying and not knowing how to do 80% of the requirements).  The position of door doesn't mean anythingas a result.
  - Committee doesn't agree

- sk0pe: First years are looking for organised and to organise functions and tournaments , keep bugging me can't find [GEE] in clubroom
  - Direct enquiries to new frep; [LDA], or soc VP and officer [TJB], [HTL]

- sk0pe: Social: 5v5 CS:GO weekly tournament, with finals at the end of semester?  Possibly open it up to entirety of UWA and require $25 team entry fee or UCC membership, not sure if we can make this a spectator event and -> would lead to increased membership / sales from dispense.
  - Similar to to ISS Dota and TF2 tournaments [TJB] has run, which may or may not have fallen through
  - Will be mentioned to socail dudes

- [BG3]: I would like a budget of $2000 to spend on the improvement of the Vending Machine through the addition of a coin mechanism and a note mechanism.
  - [BG3] Will come back when it comes to purchasing parts to get approval from the committee
  - This would allow members to add money to their dispense accounts without needing to find a door member
    - think clubroom closed, or while everyone is in a game at a LAN
  - The addition will eventually (distant future) allow non members to purchase drinks and snacks from the machine
  - Estimated time of project completion is during the break between semesters.
 
  - Approx Cost Breakdown:
    - Computer
      - $120 for Raspberry Pi Setup
      - ~$200 for a mini PC build using secondhand parts
      - $1000 for a prebuilt mini PC
      - $750 for a custom PC Build
    - Validators
      - $490 to $670 for 6 tube coin mech (depending on supplier)
      - $385 for a 4 tube coin mech (used)
      - $395 to $570 for note acceptor
    - Other
      - $80 for Misc Parts (Din rail, cable ties, cables, postage)
      - Getting faceplate redone for the machine
      - Mounting validators inside the machine
      - Security within the machine
        - One of the most important parts
        - Needs to be in place before it starts getting used
      - Extra as a buffer

  - Would like to start with my own raspberry pi initially and move to a custom PC build closer to completion
  - Aiming to buy both validators from the same company
  - Misc parts cover all the small things I will need.
  - Currently looking at $1250 for both validators
    - only one supplier has responded to me, out of 8 contacted
    - Has also been asking questions to make sure he isn't selling me the wrong thing

  - Once parts start to arrive, will be documenting process
    - For Website/Wiki
    - Also for presentations
      - Have already done presentation at Bankwest
        - Vending Machines, Virtualization and Home Made Accounting Software
      - Currently writing a presentation to show to Coderdojo kids
        - Toying With Vending Machines

  - If you would like to have an input into the exact implimentation, please come and talk to me. Please don't bikeshed during the meeting. I am happy to provide more information and answer questions. Please let me know what other information you would like or what questions you would like answered.
  - <EOT> from [BG3]

  - Committee supports proposal, will keep it in mind when budgeting, and asks that [BG3] approach committee with individual budgest for project sections

- [BG3]: Consider the purchase of a lockbox and required mounting gear so that committee can access the vending and coke machines. Lockbox would contain tool cupboard key, Vending machine key and coke machine key. Between $60 and $110 depending on the lock box purchased. Unsure if the cheapest lockbox has a settable combination, would suggest one of the others instead.
  - http://www.bunnings.com.au/key-storage-safe-sandleford-combination-wall-mount_p4210229 $31
  - http://www.bunnings.com.au/key-safe-masterlock-wall-mounted_p4210912 $55
  - http://www.bunnings.com.au/key-safe-masterlock-wall-mounted-extra-large_p4210327 $80
  - [AMS]: Perhaps just use tool cupbboard instead, as door members need to know code.
  - [BG3]: Perhaps dispense open the coke and snack machines the same way as door.
  - [MVP]: Perhaps dispense key in bag through snack machine.
  - Committee agrees that keys to snack and coke machines are a good idea
  - Committee agrees the lockbox is a good idea

  - [GOZ] moves that the club budgets $100 to purchase a lockbox, [JDN] seconds
    - Passes unanimously
  
  - [BG3] to purchase lockbox

- [EJK]: HDMI cables for club, to be kept in tool cupboard or machine room.
  - Useful for connecting laptops to projector
  - Recommend $25 budget
  - Kogan sell 5 pack of 3m ones for $20 (but that's probably too short)
  - Also sell 5m for $15
  - Or we could just get DVI/HDMI converter.
  - [*OX]: If you buy HDMI cables for the club, then they should be kept in the cables box on the shelf. They are not tools so do not belong in the tool cupboard, and are not machines so they do not belong in the machine room. Both places are full, anyway. and at $25 it is not overly care if it is stolen...
  - [GOZ]: should also get adapters, hdmi to dvi
  - [AMS]: Larger budget? $40

  - [GOZ] moves that the club budgets $50 for at least 2 adapters, and appropriate length  HDMI cables, [AMS] seconds
    - Passes unanimously

  - [EJK] to purchase HDMI cables
  
- [*OX]: I would kinda like to be on door, but not hugely, so whatever. *shrug*

- [CHS]: Bought 7 mousepads for the club, $25.93
  - Shipped March 30th
  - All are labeled with UCC logo
  - Currently 4 computers without mousepads
  - If club wants to give me cashbucks, I'll take them

  - [GOZ] moves that the club reimburses [CHS] $25.93 pending presentation of receipt, [MVP] seconds
    - 6 for, 1 abstain

- Committee goes in camera to discuss door applications
 
Meeting closed at 18:51

##Current Action Items
- [AMS] to email [MTL] about tech talk
- [TJB] to actually talk to his officer
- [EJK] to purchase HDMI cables
- [BG3] to purchase lockbox