UCC Committee Meeting Minutes 2020-03-17 ======================================== Meeting opened at 13:09. ## Attendance: ### Present: [MPT] [TEC] [MLG] [PQZ] Nicholas [ Cormac [ ### Apologies: [AAA] [MVP] -------------------------------------------------------------------------------- ## Confirmation of minutes from 2020-03-09 - [MPT] minutes confirmed. Committee Reports ================= ## President's Report - Am still the President - What a week - Tenancy reallocation discussions underway - Let's get good stuff done 2020 - Need a drinks run today. Coke and mountain dew - MPT/MLG less money sitting in the safe - Need to sign over Westpac accounts ## Vice President's Report - Tenancy, tenancy, tenancy ## Secretary's Report - hello! looking forward to learning a lot about ucc + keen to keep online presence up to date - hoping to see short events/talks this year by cs majors + encourage comp sci students to give short talks about their projects + i'm told arduino can be fun and easy for a hands on thing ## Treasurer's Report - Thought the meeting was tomorrow but somehow rocked up - Handover has happened - Safe money has been deposited - [THA] to provide Treasurer's Report ## Fresher Rep's Report - Door system could be more regular / regular hours for access to door - Enjoyed LAN, more LANS are a good idea - [BRD] needs a TLA - So does Nic ## OCM Reports [MVP] Artemis LAN happened and was good - details to follow If we do a new WhenIsGood, please note my availability on weekdays starts at 6.30PM It is important that amongst the chaos we still do things With that in mind, Can we look at a food run (If it hasn't been done already) -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Servers are serving (heil) ## Network - Net works ## Desktops - Cobra is still having graphics issues - Clownfish is having graphics issues under windows - Porcupune login issues ## Misc. -------------------------------------------------------------------------------- New equipment ============= - New hand sanitizer and wipes, pls use - New committee! Drinks and Snacks ================= - Need to get more! - They go pretty quick... - Coke and Mountain Dew required [MPT] motion to keep $300 Standing Budget for Drinks and Snacks (/week) - [MLG] seconds - passes unanimously -------------------------------------------------------------------------------- External Entities ================= ## Mail - Not checked this week - Keys are now available, so no longer a problem - Antibacterial wipes available from guild ## Guild/SOC - Tenancy reallocations - Alternative clubroom arrangement - Appeal due by Friday 20/3/20 COB [MLG] - Motion to write up and submit and appeal - [MPT] amended that the appeal will happen if conditions for alt clubroom not met - [MPT] seconded with amendment - Passes unanimously [TEC] conditions ** Requirements for new clubroom to be Tenable UCC would like to accept the offer of the stated new clubroom in the Guild commercial space, subject to the following conditions - The proposed clubroom would need to either meet, or be retrofitted to meet (with minimal expenditure, as we cannot afford a significant outlay on a temporary room) the technical requirements of the club, namely: + X many power points, capable of providing a net power draw of Y kilowatts + Cooling, and physical security for our servers + A gigabit connection + Sufficient space that we can retain our equipment without significantly downsizing - Should the lease on the clubroom lapse before the next tenancy allocations, UCC would need some guarantee that we wouldn't be left high and dry - The inaccurate statements made in the Tenancy Allocations result letter need to be removed, via a formal amendment which reflects the current offer - We would also need to know whether these conditions can be met before the appeals cut-off, or have this option still be on the table beyond it. - This needs to be put in writing [MPT] - ACTION [AAA] to follow up re: potential ezone move - ACTION [MPT] to follow up with SOC re: alt arrangements [PQZ] - During negotiations with tenancy keep discussions with guild/uwa positive - Letters to not be forwarded by committee unless appeal lodged [MLG] - ACTION nic/[BRD]/[PQZ]/[TEC] to apply for door ## Other Affairs - Coronavirus preparations - Emails from University and Guild - Reasonable precautions? - In case of Uni shutdown? [MPT] If there is a university shut down, limit club activites to - committee / wheel business - operations for essential operation Events ====== ## AGM - Minutes? - We have them - Need to publish them - Need to run through last edit - ACTION [MLG]/[PQZ] to publish ## Artemis LAN - "unresounding success" [MVP] Artemis LAN was a brilliant event. We had about 20 ppl (probs a bit under) - This was 4 ships, spread across the UCC clubroom, the Loft, and Unigames clubroom Huge thanks to: - [DIE] for organising games and running the show - [MPT] for technical support - Unigames for letting us use their clubroom for additional space - UniSFA and Unigames for cross promoting the event 12pm for 1pm start was not advertised but worked in our favour - Was surprised by people actually arriving at 12... - Able to get tech issues and game file distribution done - First game started a bit before 1pm We finished up a bit before 5pm We could not have run this event without UCC's existing infrastructure - We would be ENTIRELY dependant on attendees bringing their own computers (No Clubroom PCs) - Have been advised Unifi would not have routed traffic well, would have had massive networking issues - We would have had to book multiple rooms or the whole CCZ to meet the space requirement This is a really good event and we should try to keep it up our sleeves for future years - [GOZ] suggested we take a look at EMPTY EPSILON, which is a similar project but its fully open source - Intial check out looks neat and whilst similar to (and inspired by) Artemis, should offer a different enough experience - Discussed holding virtual LAN if uni shutdown ## Tech Talk 1: Intro to SDR - Need to cancel event - Can't action something you never advertised :D - [MPT] to commit to a Sem 1 Tech Talk O N L I N E -------------------------------------------------------------------------------- Action Items from 2020-03-09 ============================ - [THA] If not above, plz do before AGM. - [TEC] ACTION to organise cataloging the clubroom -------------------------------------------------------------------------------- General Business ================ - [DAS]: [DAS]'s request to borrow the Vive - [MVP]: This is a good idea as long as we can ensure the gear is looked after Good to get the Vive more use than once or twice a year for a Vigil. Won't hurt to investigate new VR titles. - [MPT]: Some sort of reasonable bond? - [MLG]: UCC doesn't hold bond for borrowing other expensive equipment - [PQZ] suggestion to make borrowing process more formal - [MPT] Out of pockets expenses to be covered in the event of loss / damage - [MPT] ACTION to look at expenses of borrowing items - [MLG] want to make sure Vive is insured out of clubroom before approving request [MLG] + [MPT] - ACTION submit a list of valuable items to guild to be covered by contents insurance - Draft document for borrowing items **Meeting closed at 13:56** Current Action Items ==================== [MPT] - to look at expenses of borrowing items - with [MLG] submit a list of valuable items to guild to be covered by contents insurance - cancel not advertising Tech Talk 1 - Follow up with SOC re : alt space for clubroom [TEC] - Complete draft appeal for tenancy by Thursday - Start thinking about UCC clubroom catalogue [PQZ] - Drinks Run? - To publish AGM minutes [AAA] - investigate potential rooms in ezone for clubroom OTHER nic/[BRD]/[PQZ]/[TEC] to apply for door -------------------------------------------------------------------------------- *Minutes uploaded by [PQZ] at 14:53 on 2020-03-17*