UCC Committee Meeting Minutes 2017-04-04 ======================================== Attendance: =========== Present: -------- - [DJF] Chris Forbes [President] - [LDT] Roland Kerr [Education VP] - [KEK] Arend Pramoko [Social VP] - [DJF] Alex Thatcher [Treasurer] - [AJT] Jeremy Cole [Secretary] - [ROB] Rob Hortin [Social Officer] - [CFE] Zack Wong [OCM] Late: ----- - [TBB] Alfred Burgess [OCM] Apologies: ---------- - [DIE] Cam Locke [Education Officer] - [DXT] Declan Tana [Fresher Rep] Absent: ------- Mentioned: ---------- [EAR] Elton Rodrigues Meeting opened: 1310 Confirmation of minutes from previous meeting ============================================= [TBB] read them and apparently has a brother? -It’s a joke! Timing is a nightmare, [M12] will do better ================= Committee Reports ================= President's Report ------------------ Wrestlemania had all the feels - Hate, love, devastation… - People actually watched and enjoyed it too Emailed Camp with booking for 21-24 July - UniGames and UniSFA ‘camp’ dates? - Busy Bee may cause issues, to be investigated Couldn’t put in an order for mice from MSY - Mice to he bought from PLE instead [EAR] Arrives 1318 [EAR] Talks about Sponsorship and Austin/PLE - See Social Report [EAR] Leaves 1322 [CFE] and I put graphics card in Porcupine - Drivers had issues, but seems to be fixed by [*OX] - Porcupine is limited by its current hardware - Should be replaced this year Mousepads - [CHZ] said the company thought they’d sent it - they hadn’t - [JMA] apparently was getting emails that he didn’t see/check - Meme city Secretary's Report ------------------ Membership reminder email sent - locking will commence on Friday - more ranting about people not filling out forms properly Got complaint about [TPG]’s actions in clubroom - See GB Messing with agenda/minutes scripts - Enjoy! Coke.get from IGA, plz reimburse! ($83.94) - IGA will also have 30 packs on special of all coke varieties as of tomorrow - will get if no one else can MOTION: To reimburse [M12] $83.94 for coke run [AJT], [CFE] Passes Unanimously w/ required abstention Treasurer's Report ------------------ Accounts - Mastercard: $8.71 - Cheque: $4769.21 - Guild: $2030.82 STILL NO WESTPAC ACCESS - Westpac sucks Accounts are a little messy - Need [DJF]s help a bit Fresher Rep's Report -------------------- Apologies ================= Portfolio Reports ================= Education --------- Not much has occurred - But there was an event! Robotics - Low/Moderate attendance - Can be built up if we put some effort in - [LDT] will liase /w [DIE] - Aiming for fortnightly comps, but this will be dependant on a few factors Event posters - we should be careful about attaching posters to the vending machine - [DJF] “A little bit of sticky isn’t a bad thing” - Serious props to the LAN posters, they’re awesome Intro to Programming - Haven’t been able to be present, but is still seeming good - Content is good, getting a bit moire advanced Future stuff - Basic Electronics - Identifying people to help run events - Running in a few weeks time - Tech Talks - Tuesday is NOT a good time Social ------ PLE free stuff - PLE has replied to my second email. They were asking where to send the box and I said I could pick it up from a store in WA. Reimbursement - Elton and I paid for posters and ad space. - $18.22 for me - [EAR] wants at least $10. He paid $17.60. MOTION: To reimburse [EAR] and [KEK] for advertising costs [M12], [DJF] Passes Unanimously Austin computers - [EAR] is in contact with Austin and we're still discussing. Red bull rep - [ROB] needs to contact and try and organise something. I'll pass on contact details. New event with UWALOL club - Discussing with Brendan Ma a league of legends Lee Sin 1v1 tournament. - Will operate similarly to the last 1v1 tournament - Prize for each division: God Fist Lee Sin skin - Riot said they will pay for the skin in whole for every 10 people competing in each division. LAN Attendance ideas - Steam vouchers raffle for new members that sign up - Is a problem due to cost - Will still probably go ahead - General discussion of diversification of the event [TBB] Arrives 1346 ========================= Machine Technical Reports ========================= Servers ------- Serving fresh looks Network ------- Mostly making connections Windows Login problems - Might be the logon service - [DIE]s account is still an issue - Make a new account? - not recommended, but it’s been a long term issue Desktops -------- Some were offline due to upgrades - Everything working again Porcupine has new Graphics Card - GTX 960 ============= New equipment ============= New RAM - 2 8GB DDR3 -> Corvo(?) - Maybe for a new machine - Red RAM - Is buggered ================= Drinks and Snacks ================= -[TBB] Got coke on way to uni for Wrestling MOTION: To reimburse [TBB] $13.99 for coke purchase [DJF], [AJT] Passes Unanimously Need more Coke Zero and a flavour or two - [M12] will get tomorrow/thursday ================ External Affairs ================ Mail ---- You have. No. New. Messages. Guild/SOC --------- SOC Meeting coming up - 12 April - [DJF] to attend Apparently Guild is a bit average at OB forms - M12 has followed up and it’s all OK Other Entities -------------- See Social Report JAPSOC want’s to borrow projector - Committee is ok so long as it’s looked after by [TBB] First Aid needs to be organised - [AJT] to organise ====== Events ====== Intro Prog - less people rocked up than last week - would be a good meme if they rock up this week lol - [GOZ] did stuff to explain ASCII character 255 - Will be run all semester Camp - Planning and booking - $400 booking deposit to be dealt with when booking confirmed - EMP to be organised once booked - RSAs are fine for now,[AJT] will look into getting himself one ============ Action Items ============ [KEK]: investigate space concerns for Fresher LAN - All Good, everything will work - JackBox will be alternated on the projector [LDT]: Windows Keys for machines - Currently 1 windows key can be reclaimed - 5 Keys we have that exist - 2 are in use - Vary across Win 7, 8 and 10 - Need to activate one or two of them - Ultimately need 2 more licences MOTION: To purchase 4 more Windows licences [M12], [TBB] Unanimous [DJF]: Respond to CSSC email - Not Done [AJT]: reimburse [LDT] $85.97 for Clubroom consumables - Done by [DJF] [DJF]: buy 3 Logitech G402 mice - Deferred to [KEK] as part of sponsorship idea [DIE]: email ucc-announce re: cruft cleaning - Kinda done, kinda failed. - to be retried, [M12] or [DJF] to follow up [M12]: email door@ about Procedures - Done [AJT]: investigate Webcam for Panto - In Progress - Need to figure out if it’s even possible [ROB]: investigate identifying THINGS for Committee/Door members - We have a Door Llama, door members would enquire about it - Action Item Dismissed [M12], [AJT]: attend Student Leadership Training - Deferred -> 19/20 April - [KEK] also joining [AJT]: Reimburse [DJF] $173.85 for Snacks/Coke - Done by [DJF] All Committee: update wiki/HowToCommittee as they get handover - [M12] chasing people up Exec: Westpac for Updates - Done - Still waiting for them to get their sh*t together [TBB] Email Guild about Website - Sent another email to Guild - In Progress(wish) [TBB] Tool Cupboard -> Wiki - Nearly Done [TBB] Library -> Wiki - Nearly Done ================ General Business ================ [M12]: Complaint about [TPG] as Door/Wheel member from [JMA] - Fresher was having problems playing a game, asked for assistance [TPG] didn’t provide it - [TPG] seems to believe this was acceptable behaviour according to Discord/IRC - Isn’t in the ‘objects of the club’ - [DJF] “Wholeheartedly disagrees” Committee seconds this - [M12]: Strict interpretation of Constitution doesn’t allow us to fund or involved ourselves in matters that don’t follow the objects of the club - if people agree with this then we stop LANs, we stop buying gaming grade parts, etc - [DJF]: Get rid of the drink/snack machines - This idea demoralises members who might otherwise get more involved - Bigger issue is Door/Wheel members helping only in cases that completely suit them - [M12]: “If you don’t want to help, then don’t. But don’t expect the privileges that come with those kind of positions” - Discussion of conflicts around the reporting of the issue - Discussion of times needed to ‘help’ - We don’t know if it would have taken a minute or an hour - [M12]: Maybe take the minute or two, if it turns into a bigger issue that you can’t deal with, pass it on or note that it should be dealt with later - Communication fell down here - Everyone should try where they can - [JMA] is a WinAdmin and could have helped however he didn’t feel he had the knowledge and organised a three way swap of machines - [TBB]: He should have known better, should he be warned? - [M12] If we do this, we have to commit to it and enforce the expectation with any of its costs - Discussion of Door/Wheel policy and if there was a breach - Wheel policy ethical guidelines have possibly been breached - Discussion of interpretation, consensus is split EXTERNAL MOTION ON FACT: (Taken post meeting on 05/04/2017) Motion: That UCC Committee believes that John Hodge [TPG] was in breach of the UCC Wheel Group Ethical Guidelines and that he shall be warned as such. For: 2, Against: 4, Abstain: 1, No Vote: 3. - Door policy isn’t so cut and dry - Door members are the face of the club - They have to be friendly and approachable - [LDT] is ok with sending an email re: dereliction of duty but is probably not a full on breach of Door policy [LDT] Leaves 1450 - Discussion of enforcement causing drama - Previous committees have become fatigued by implementing things like this - [M12]: if we do warn [TPG] we need to commit to that as a standard and not back down unless there is clearly information we haven’t been provided - Comparison to [BOB] emailing/setting punishment for clubroom littering - [M12]: Timeframes are possibly similar on solving the problem, I think the comparison is fair - We need to be consistent as otherwise people won’t want future responsibility if they can’t count on committee to be fair and consistent - [DJF] Points out we ask for Door members to be ‘courteous and helpful’ in group guidelines - Discussion of cost of ‘scaring members away’ to the club and the room - some members don’t value gamers as ‘real’ members of the club - these members help fill the room and keeping the guild ok with us having the biggest clubroom - Discussion of belief that people aren’t willing to learn about the club - [M12]: There are members that make it difficult to learn off them, these members are the ones with these complaints IMO - [DJF] Agrees, Computer Science is learnt both on your own and with help - Discussion of communication between Door members in the clubroom - We can all be better at this - There’s a lot of expectation on door members to communicate, but this is required to fulfil your role in the club. - [M12] quotes from #ucc re: proof of reason to not help member - [DJF] “Then I think it’s fair enough, we can send an email” - Discussion of what a warning entails MOTION: To enforce a three strikes, you’re out policy in dereliction of group duty [M12], [TBB] Unanimous - [TBB] to send MOTION: Sending [TPG] an email informing him of his breach under the three strikes policy [M12], [KEK] Unanimous - [M12] to send with Committee oversight - [TBB]: can we try reschedule meeting k thx ily bae - Difficult because we’re all free really erratically - Leave as is TBB will just be late - Financial Year issues - Is set as March 31 with ACNC - Investigation is needed - [M12] Reluctantly volunteers - Contacting ACNC is best way forward Meeting closed at 1513 ==================== Current Action Items ==================== [DJF]: attend SOC Meeting on April 12 [M12]: lock overdue accounts on Friday [AJT]: organise First Aid Training with UniSFA/UniGames [TBB]: purchase 4 Windows Licences [DJF]: respond to CSSC email (URGENT) [KEK]: purchase 3 Logitech G402 Mice [DIE]: retry email of ucc-announce re: cruft (URGENT) [M12]/[DJF] to follow up [AJT]: investigate Webcam for Panto [M12], [AJT], [KEK]: attend Student Leadership Training -> 19/20 April All Committee: update wiki/HowToCommittee [TBB]: Website response from Guild [TBB] Tool Cupboard -> Wiki [TBB] Library -> Wiki [TBB]: Send door@ email regarding three strikes policy [M12]: Email [TPG] about breach of Policy Reimbursements: --------------- [M12]: $83.94 for coke (Dispense credit acceptable) [TBB]: $13.99 for coke [EAR]: $17.60 for posters [KEK]: $18.22 for advertising Minutes uploaded by [M12] at 20:09 on 2017-04-04