UCC Committee Meeting Minutes 2020-07-21 ======================================== Attendance ========== ## Attending - \[MPT\] - \[PQZ\] - \[AAA\] - \[HET\] - \[TEC\] ### Apologies - \[MVP\] - \[MLG\] ### Late - \[BRD\] arrived 19:49 ### Other Attending - \[AJT\] *Meeting opened 19:35* -------------------------------------------------------------------------------- ## Confirmation of minutes from previous meeting - We have minutes Committee Reports ================= ## President's Report - Biggest thing: it is now past July 20th - We are allowed to now reopen UCC - Anticipate getting that set up - Ty to \[MTL\], \[NTU\], \[LCY\], \[AJT\], \[MPT\], \[PQZ\], \[TEC\], \[HET\], \[DAA\] for doing clubroom stuff - Sent an email to door@ 2020-07-20 about expectations for door - We have a COVID-Safe plan - Clubroom limit is 11 pax during Phase 4 - An email to ucc-announce@ will be sent after this meeting - Still a few things to do before we open, members will be able to be *open* to all by Friday - Door members will need to manage numbers effectively - **UCC now has dual monitors!** - We have a COVID-Safe plan - Will be meeting with Paul soon about UWA network changes - Donation has been made to Zonta House from Charity Unvigil - Still to confirm that split costs have been sorted through dispense and are correct (from Unigames/UniSFA) ## Vice President's Report - Just did the last Tech Talk with actual planned content on emacs - Next week's talk is a Q&A session - Would like to organise Tech Talk slides in a way so it can be handed over to next year's committee - Could have Youtube as a possible target for Tech Talks - Visibility/accessibility - Club reopening: haven't been able to come in over the past few days - **Looks like the clubroom is better than it was before the pandemic** - Hope to sort a few more things over the next few days - Looking forward to \[MPT\]'s Tech Talks ## Secretary's Report - Completed SLT! - Emailed receipt of Charity Vigil payment to Zonta House - Keyboard cleaned a bit - Started updating membership dispense logs - Will probably be around tomorrow/Friday for room/membership things - Had things come up over the weekend... - Also has an exam tomorrow... - Made *two* mistakes in crontab - Warning to future committees: there will be a meeting in (- -) fifty years on a Tuessday - *FYI a 26588729 minute warning is 50 years, 214 days, 9 hours, 56 minutes, and 54 seconds* - There'ss ssurely two misstakess in that esstimate alsso ^ - I like to think of the dash dash as a plus so it's a future date - *Might have some difficulties sending a message to UCC if <1974...* - *Also might need external help sending a message back that far in time...* ## Treasurer's Report - Sent apologies - Has competetive laser tag on Tuesday evenings - Donation to Zonta house made ($1,781) - Receipt/Tax Invoice from Zonta House likely to come tomorrow - Went to the first meeting for CH quiz night: see *events* for updates - **We still have money:** - Westpac Community: $4,089.04 - Cash Reserve: $5,634.08 - Card: $229.04 - 2 x Term Deposits still deposited - Unknown amount in safe - This will be updated when next in the clubroom - Easiest way to keep track of receipts is to email treasurer@ucc.asn.au for reimbursement - **Encourages members to add relevant committee items to discuss to the agenda** - Can add in vigenda on motsugo, email committee@, or ask in discord - This helps committee keep track of requests for committee discussions ## Fresher Rep's Report - Might forget about the meeting - Didn't though! - Is here - Was eating dinner - Had a meeting for quiz night - Is excited for that to happen... - Is back from *down south* - Should be able to hop into the clubroom - Thinks we should upload them to a UCC youtube channel *AAA disappears from 19:51 - 19:53* ## OCM Reports ### [HET] - Is here - Has not got anything to say - Remembers having something to say... ### [AAA] - Hello - Haven't really done much - Haven't really done...anything - Been getting ready for Uni... ### [MVP] - Sent apologies - Is away from 20/07 until 25/07 - Sent updates about Camp - see Events -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Pretty much unchanged from last week - We are getting a lot of log-in spam on motsugo - Failtoban needs to be adjusted/fixed from the upgrade - \[MPT\] to have a look at that - Tech@ mailing list has been notified ## Network - Really need to make an announcement about what's happened and what will happen in future - Wiki page creation of 2020 Network Changes might be needed ## Desktops - Desktops have been rearranged to comply with COVID Phase 4 guidelines - All of the computers along the West end have dual monitors - Other desktops are foldin' - Keyboards, mice, and other peripherals are packed away - Means that when a member uses a computer, they clean peripherals when taken out and put away - Shared headphones are not to be used at this point - Reduced capacity on desktops - Door to ensure computers are used according to club guidelines - If all six computers are being used, Uni work > gaming, etc ## Misc. - Coke machine is still off - Email needs to be sent about that -------------------------------------------------------------------------------- New equipment ============= - Shopping trip to happen tomorrow to get more hand sanitiser - Probably need a few things to organise clubroom items - Eg. magazine holder, proper boxes ### Reimbursements for cleaning supplies - $61.93 of $200 budget spent - Still need to get a few clubroom items - \[MPT\] to get with the club card #### \[AJT\] - \[AJT\] purchase of cleaning supplies - *Completed 2020-07-20 via bank transfer* - **Total: $17.55** - Receipt is in /home/other/committee/docs/2020/receipts #### \[MTL\] - \[MTL\] $5.00 for printer paper - *\[MPT\] reimbursed via dispense on 2020-07-20* - **Total: $5.00** - \[MPT\] has receipt and will upload or email to treasurer@ #### \[NTU\] - \[NTU\] purchase of cleaning supplies - *Reimbursed 2020-07-20 via bank transfer* - **Total $43.93** - Receipt is in /home/other/committee/docs/2020/receipts Drinks and Snacks ================= - Vending machine for SPG? - See **Guild SP Grants** below -------------------------------------------------------------------------------- External Entities ================= ## Mail - Not checked since last week ## Guild/SOC - Opening date was going to be the 20th under COVID safety rules for Phase 4 - Leigh from Guild events has confirmed access for non-student members following COVID rules - Tenancy process should have started again? - \[MPT\] will follow up with an email to SOC ### Club Carnival - Is 2020-08-04 from 12-2pm - \[HET\] has nothing on Tuesday, Aug 4 - Should be able to come - Signup link is: https://signup.com/go/PhvHdLu - You can add comments when you sign up - For eg., if you are non-committee but are on door, you can signup for an all day spot and say you'd like to be in the clubroom :) - This will help committee see who we expect to be around on the day - Can sign up with TLA - ...or message committee if you want to attend :) ## Other Affairs - There's already a lot going on with current affairs... ### Guild SP Grants - \[AJT\]: SPG could be for the vending machine - Idea to also use for a backup server as well - Will need to discuss budget with \[MLG\] Events ====== ## Tech Talks - \[TEC\] doing a talk right now on emacs - Almost finished: one to go - *\[TEC\] and \[HET\] bond over org* ### \[MPT\]'s chooses Tech Talk titles 1. Remote access: *How to talk to UCC's systems* 2. Shell: 3. Editing 4. Version control 5. Build systems (make or cmake) 6. Debugging - *Dates TBA* - **First talk likely to be in Week Two** - Hopefully the people will be *back in force* - Could be tied in with a welcome event - Hoping to line up talks with Units at UWA and assessment timelines - Hoping to cross-promote talks with other Tech clubs - Workshop sessions may be included - In person livestream? - Could book a lecture theatre - *Watch this space* ## Camp ### Notes from MVP: - Next camp meeting is 2020-07-29 - Are reevaluating the camp to see if we can have some LAN space - Traditional LAN might not be possible - Suggestion to set up a table or two for a smaller number of people (possibly between 6-10) - Suggestion to bring one or two UCC Desktops to relieve pressure on attendees - Need to figure out what questions to ask Ern Halliday about UCC's requirements for camp (like Powerpoints and Internet Access) - Would like committee to have a list of things to run at camp in like with how Oneshots are organised - Have a list of things we are looking to run (eg. Artemis or Warcraft 3 custom games, etc) ### PQZ: - VR set up at camp? - \[MPT\]: probably not VR with COVID risk - *\[PQZ\] remembers COVID is a thing* - Can reevaluate later in the year - Would be a bit hard if second wave or Phase 4 - Face sharing items bad ### MPT: - We have our own powerpoints, switches, desktops to bring - UCC can supply as much or as little equipment as needed - Could bring our 4G thing down or use their connection - UCC is used to having bad connectivity during camps... - *LANing* is for *LAN* games - Having things that can run on a laptop: is good - Suggestion is Minecraft as it's fun - Encourages committee to make a list of possible LAN games for next meeting ### TEC: - *"I must leave."* *TEC leaves 20:24 to eat food* *Returned at end of meeting* ## Quiz Nights ### CH Quizmittee - Quizmittee to contact the UWA Tavern about costs/dates - Will report back on last year's financial reports and minutes - \[BRD\] to email minutes to committee@ so it isn't lost to Discord ### Tech Quizmittee - Will return to this when TEC returns - To update next week -------------------------------------------------------------------------------- Action Items from previous meeting ============================ ### [committee] - Come to the clubroom over the weekend if possible to help get it ready for reopening - Ty to \[MPT\] / \[NTU\] / \[AJT\] this week for coming in and helping with COVID-19 Safety Plan and rearrangement of monitors ### [Exec] **Not Ongoing:** - Banned member database **Ongoing:** - Follow up with Westpac about club cards (ensure name is updated to current committee) **Done:** - Reimburse MTL for printer paper ### \[MPT\] **Done:** - Sent a pres email to door@ - Charity UnVigil payment confirmed and sent **Ongoing:** - CamperonHalloween 2019? - ucc-announce@ email - SPG for the coke machine? ### \[TEC\] **Ongoing:** - Help \[MPT\] with the things - Streamline the cataloging process / help \[PQZ\] - Get talks up on Facebook or Youtube ### \[PQZ\] **Done:** - Have sent a second email to the First Aid events team... - Asked what information they need first to arrange a date mid/late August for training - Obtained SLT Cert **Ongoing:** - Learn how to do the acc locking Saturday - Post social media pics for the engagements - Fix dispense and membership payments (make sure they add up...) - Follow up list of CompSci clubs **Notes:** - Had something come up over the weekend - Can do stuff post-exam - Memberships post-AGM have been logged in dispense ### \[MLG\] **Hasn't been in UCC yet but will be soon!:** - File loose receipts found in filing cabinet (have been placed in one blue folder and labelled) - Charity Statement Aug 31 - Report back on Margaret River ### \[MVP\] **Ongoing:** - Help work out whether mini-camp-LAN is possible **Notes:** - Has reported back on LAN and suggests we look at a reduced size LAN and/or bring UCC desktops to camp -------------------------------------------------------------------------------- General Business ================ ### \[NTU\]: Special Project Grants for Events or Initiatives: - SPG: opens 2020-07-31, submit by Friday 2020-08-14? - Answer is Fri 2020-08-14 - Draft a document for revew and refinement in late July: upgrade of our backup server as a Special Project - Research and physical build or modification of the server - Ansible build of the software in a way other groups (such as Guild IT? could re-use) - Compare and contrast of the current rdiff-backup solution to a new borgbackup solution - Tech-talk or physical build/test sessions - Running over a simulated offsite network link with limited bandwidth ###\[MLG\]: - NTU (and committee): Upgrading the backup server as a Special Project sounds like a good idea - Requests budget the costs of that event (including a budget for the gear required)? - Can draft an application with that information ## ucc.asn.au - Homepage needs updating with opening date ## \[PQZ\]: Motion to budget $100 for a 3x3 Gazebo for Club Carnival and Other Times - \[MPT\]: Guild has two Oztrail marquees to hire - Costs money each time to hire - Old gazebo: needs a degree in gazebology to put up - Getting a gazebo will pay for itself - \[MPT\]: Seconds - Passed: 5-0-0 - \[MPT\] thinks this one: https://www.bunnings.com.au/marquee-3-x-3m-easy-up-non-permanent-gazebo_p3192411 *Meeting closed at 20:45* Current Action Items ==================== ## All \[committee\] ### Door Briefing - Get clubroom ready and watch \[MPT\]'s door briefing - Website update needed; please review homepage and make suggestions in committee-chat and/or edit if confident ### Club Carnival Shifts - Sign up for club carnival shifts (Tue Aug 4) - Sign up link is: https://signup.com/go/PhvHdLu - Non-committee members welcome to sign up - If you want to attend but don't want to use sign up, please message committee or email committee@ - Will need people at stall and door members in clubroom ### Free Guild Workshop Sign Up - Sign up for club workshop: https://www.uwastudentguild.com/clubs/workshops - Max is five people, please post in committee-chat if you want to join ### LAN games for camp - Report back on things to run during camp (what LAN games!) ### Other - Decide on the replacement HDD for motsugo and who to purchase... ## \[Exec\] - The Westpac Card ### \[MPT\] - Running door meeting Thur 2020-07-23 - Add committee members to door as per 2020-03-24 minutes - Contact Paul and arrange a meeting to talk about non-ucc websites hosted at UCC - Send all the emails or convince \[TEC\] to (tenancy stuff, tech@, ucc-announce@) - Flesh out tech talks - Work out Failtoban things - Purchase more hand sanitiser for UCC opening with clubroom card - CH halloween 2019? - Network changes to be described/added to a page on wiki.ucc.asn.au ### \[TEC\] - Do last Tech Talk! - Help \[MPT\] with the things - Put the talks on UTub ### \[PQZ\] - Account renewals - Social media/Media Release/UWA CompSci recommended clubs - Post \[MPT\]'s Tech Talks online - Follow up on First Aid email... - Get rdy for memberships! - Update socials once ucc-announce@ email from pres is out - Poke \[TEC\] about UCC YouTube UpLoads - Plaintext the minutes page and add wheel meeting minute links ### \[MLG\] - Confirm Charity Vigil Tax Invoice/Receipt from Zonta House - File loose receipts from 2017/2018/2019 (all in one blue folder) in appropriate spots - Charity Statement Aug 31 - Draft SP grant for Backup Server and Coke Machine? (with help) ### \[AAA\] - Give us the DOOM report ### \[BRD\] + \[HET\] - Sign up for Club Carnival? ### \[BRD\] - To email minutes from Quizmittee meeting to committee@ - *Done* ### \[MVP\] - Prepare a rant - Come into UCC once back from your holiday! :) -------------------------------------------------------------------------------- *Minutes uploaded by [PQZ] at 21:50 on 2020-07-21*