UCC Committee Meeting Minutes 2020-08-17 ======================================== Attendance ========== ## Attending - \[MLG\] - \[PQZ\] - \[MVP\] - \[AAA\] - \[MPT\] - \[HET\] ### Late - \[BRD\] - \[TEC\] ### Apologent - None *Meeting opened 20:05* -------------------------------------------------------------------------------- ## Confirmation of minutes from 2020-08-11 - Were only sent today (2020-08-17) Committee Reports ================= ## President's Report - No more updates from Paul - See Guild section for more updates re: tenancy - Had a think about a couple of events we could run - Read a bit more about legislation - Not too much to say currently - nothing to action this week - Has credentials for the Associations online account - We have access - Is currently at UCC - Missed the branding workshop ## Vice President's Report - Not much to report - Nice news: someone from Data Science Club in joint UWA Tech Clubs Discord - General enthusiasm for potential collaboration in the future ## Secretary's Report - Push all the minutes - Hopefully people can work out what to do with an email - Event plan submitted to Guild for Mondays 12-10 - For UCCans that are non-campus card holders - Guild branding workshop last Wednesday: went to it - See pinned Word Doc in #committee-chat (Due Aug 30) - General advice (given to all clubs) was to be more consistent with branding - And to add *'The University Computer Club'* next to our logo - Or just include it MORE so people can REMEMBER the name - Have to take the perspective of not knowing the club... - Helped draft SPG for vending machine (Fri 2020-08-14) *\[BRD\] flies in AT 20:15* ## Treasurer's Report - Thank you to \[MPT\] to \[PQZ\] for doing the SPG - We still have money - Have not yet made it to UCC yet in person - Plans to count the safe on Wednesday - **Check:** $4,049.18 - **Cash Reserve:** $5,634.31 - **Mastercard:** $77.52 - Wondering: phone costs per month are $22 - Can we justify it? - Deferred to General Business ## Fresher Rep's Report - Came to UCC to help with busy bee - Lots had already been done - Swept up one pile of dust - Signed up a new member - That was fun *\[TEC\] appeared at a time* ## OCM Reports ### \[AAA\] - Hello - Report wise: Not much - Went in today to empty the vending machine - Got the cans out - One can burst ### \[HET\] - Couldn't help out today - Haven't done much with UCC ### \[MVP\] - Haven't been able to do stuff on campus - Tired of finding out about busy-bees from other clubs - Doing mostly good *Adjournment from 20:29 - 20:35* -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Backup server that lives off-site is currently at UCC and is being worked on - Will have a new system disk and more RAM by the time it leaves - Still leaves...what to do with storage discs - Still has a 2TB cap - We will have backups working again soon! ## Network - No updates on that - Some of the website host names have been a bit scrambled - Needs to be fixed up and documented - A to do wheel/\[MPT\] thing - Still things to do under the cloudflare changes ## Desktops - Had Zak (zv_odd) fix a sound issue on one of the computers ## Misc. - Backup server and vending machine currently being worked on -------------------------------------------------------------------------------- New equipment ============= - System Disc SSD in the backup server drives need a replacement - \[NTU\] has a near-new 120GB $30 ### \[MLG\] Motion that we purchase the near-new still-under-warranty 120GB from NTU - *MVP Seconds* - 7-0-1 Drinks and Snacks ================= - Thanks to \[AAA\] for emptying the Vending Machine today - Powerpoint tripped out - \[BOB\]'s diagnostic: Radiator Fan has died and needs replacing - Cost $35 USD up to $50 depending on which one - Could be a lot higher for a branded name *Committee discusses whether to budget a large $$ for vending machine* - Still need to figure out what fits - Consensus was to budget higher, aim for high quality replacement - Want to fix well the first time and not have a cheap replacement break ### \[MVP\]: Motion to budget $300 for the replacment fan for the vending machine compressor. - Seconded: \[AAA\] - *Motion passes 8-0-0* -------------------------------------------------------------------------------- External Entities ================= ## Mail - It was thought about - Not checked ## Guild/SOC - Things happened ### Today's Busy Bee 2020-08-17 - UCC is tidy - Omar had not been working off a checklist - Had said 'breaches' had been 'noted' - But we do not have notice of what and by whom and how urgent and etc - Hope we can work this through with Guild if there are issues to be resolved - Might actually be worth cleaning the stuff off the top of the Machine Room - Will likely put in EMPs for Busy Bee cleaning on weekends so non-campus card holders can come ### Special Project Grant Application - This was to get items/help to fix our beloved coke machine - Sent to committee@ and SOC-treasurer - SPG happened, *submitted 2 minutes before the bell* - Thanks to \[MTL\] and \[PQZ\] - \[MPT\] basically rewrote the draft though - Felt nice to get it in on time ## *Teh Tenancy Meeting Taht Happen at 3:30 AM Today* - \[MPT\] took notes by hand (laptop died) - These will be typed up #### Some things: - 15:30 was the start - Some argument ensued - Some yelling involved between SOC members... - Guild are waiting on some things before the next steps can be taken... - Omar yet to respond to a request for information about reallocation - Do we know if we are moving? Not really - \[PQZ\]: *Did overhear someone say during today's busybee that we would be moving* - Nothing has been *said* however - Maybe they said would have been? Maybe this was misheard? *Can has a divine intervention in UCC's favour please* #### The Tenancy Reallocation Process: When - The Story: We were denied a clubroom - We submitted an appeal in March - Then tenancy reallocation was suspended until September due to pandemic - Then tenancy reallocation was resumed at end of July - Then tenancy reallocation was suspended again - **Now tenancy reallocation is to resume from next Monday 2020-08-23** #### What this means - We still don't know things - Any moving to happen won't happen until December or January - if this happens to any club - We have to trust in the process... - ...or just ensure a process happens - Worst case: have to submit more appeals - The case: more waiting for now #### Other Agenda Items for the meeting: - Agenda items had been forwarded to us from UwaAnime Pres... - Some important things only...came...a few hours before the meeting... - These will be forwarded separately - Aside from the revised reallocation plan, other agenda items were: - Busy bee (they're somewhat weekly now) - Tenancy consultation hours (Thursdays) - Feasibility study about CH accessibility (to be completed by the 31st of August) #### So, Information We Did Get: **Busy Bees:** Every Monday: 1-2 **Thursdays:** Tenancy Consultation Hours are 11-12 *\[AAA\] Left at 20:52* #### An example of the tightness of rooms on offer at UWA - UWA reaquired a room because it was spare - That room was being used in the reallocations... - Has complicated things more #### Cleaning of Shared areas - Shared areas: Cleaning contract was brought up again by \[TAY\] - Omar has confirmed Tenancy will be taking control of shared areas - Tenancy policy also states Guild to clean shared areas #### \[MVP\] On shared areas: - Tenancy tries to make common areas cleaned by specific clubs - Trying to push that back onto clubs is not fair - ...especially if there is a busy bee every week - Would like to just focus on making sure UCC is good #### Tenancy/SOC Communications - Facebook confirmed as *not* the official channel - Emails should be sent - Hopefully this happens so we are all in the loop in this trying time #### Leisure - Had been allocated a room - Deallocated a locker... #### The Point - Reallocations are causing tensions between clubs who have been told they will have a clubroom - However clubs haven't been given even the tentative plans - That is, clubs have to find out from other clubs which clubs have been allocated a room and where - Rather than it coming directly from tenancy - More information may follow ## Other Affairs - Learned a bit more about the Associations Act - Information Statement: Not just finances but involves finances - \[MPT\] to send example to \[MLG\] Events ====== - MORE OF THEM - M O R E. O F. T H E M. - Ad hoc events - Have things happening - Let's make have things happen - We can happen things ## Tech Talks - \[MPT\] will publish them tonight - Will start next week ### UCCatch up by \[MVP\] - Wednesday or Thursday (DATE TBA) - Sort of like a belated welcome back - Find the source - The SAUCE - Stream twitch on our superior internet connection - Need to make this happen soon ### Game Night - Committee to just *be* in the club more ### Movie Night - Let's restart this - Thursday/Friday nights ### Other event ideas - Zak suggested to run a security challenge event - Could collaborate with other clubs - Committee agrees this is a good move \[PQZ\]: Wants to play Geoguessr on the Projector - And stream this - Instead of studying for MATH ## Camp - Did not have a meeting last week as we are still waiting on budget breakdowns - Still waiting on updates about camp meetings - It continues... ## Quiz Nights ### Tech Quizmittee - \[TEC\]: Updates to come...maybe this month ### CH Quizmittee - Thursday, 22nd of October is go time - Booked a venue - Need $110 for venue-hire - Have submitted an EMP - \[BRD\] is on light-mittee (org-side) - \[MLG\] is on dark-mittee (quiz-side) ### **\[MLG\]: Motion to put $110 towards venue hire** - \[MPT\]: Seconds - Passes 7-0-0 ### **\[MLG\]: Motion for $50 prize item for CH quiz night** - \[MVP\]: Seconds - Passes 7-0-0 -------------------------------------------------------------------------------- Action Items from 2020-08-11 ============================ ### \[Committee\] Ongoing: - Think of an event we can run ### \[MPT\] Ongoing: - Will take charge of compliance related things - Info statements, constitution, Charity statement ### \[PQZ\] Ongoing: - Following up on the webcam - Can get wholesale from Leader if we want a new one - Help re: past Information statements ### \[MLG\] Ongoing: - ACAN Charity Statement Due: Aug 31 - Help with financial things for Info Statement ### \[AAA\] **Completed:** Empty vending machine ### Other **Completed:** - Vending machine details for SPG - SPG for vending machine submitted Fri Aug 14 -------------------------------------------------------------------------------- General Business ================ - Landline: Discussion $22 / month - Do we want this - Number is Well known - Number is Practical - Number is a UWA extension: 6488 - Having a phone: people call to get let in - Internal calls: aren't charged \[MVP\]: - *Do we value the phone, or the number...* - Can call the security extension - Simplifies the process - Against having a mobile phone for the club (in place of the landline) - Mobile phone: harder to keep track - Ease of calling the clubroom rather than knowing someone who is already there - Recommendation is to leave it alone until we are forced to get rid of it \[PQZ\]: Generally agree is worth *Meeting closed 21:49* -------------------------------------------------------------------------------- Current Action Items ==================== ## \[Door\] - Get AHA COVID Cert - No Food Eatings in clubroom - Knife and fork? No - Greasy things? No - Things requiring a napkin? Do not - Drinks are okay - Find the door briefing - Please take care with heaters if you are cold - Make sure they are put away after use ### \[Committee\] - Plan minor events and advertise them to give \[LCY\] time to adapt - In person meeting next week? ### \[MPT\] - Info statements - Tech Talk: Publish the first one - Is it in person? At UCC? Online? Date? Time? ### \[TEC\] - Follow up with Guild about Tenancy ### \[PQZ\] - Webcam quotes - Account renewals - Ad hoc in person event(s) - Will be around Mondays generally ### \[MLG\] - To do Charity ACAN statement - And help with info statements ### \[AAA\] - Hype the Relayforlife train - Get the Relay team happening - Who on the team ### \[HET\] - Come into the clubroom ### \[BRD\] - Help with $50 quiz item decision -------------------------------------------------------------------------------- *Minutes uploaded by [PQZ] at 23:25 on 2020-08-17*