University Computer Club Committee Meeting Minutes 2024-04-05
Confirmation of minutes from previous meeting
Attendance
- [BLU] Grace Fowler, President
- [GPO] Gary O'Donovan, Treasurer
- [SVN] Lyla Peng, Fresher Representative
- [ROY] Roy Xu, Ordinary Committee Member
- [DOC] Diarmuid O'Connor, Ordinary Committee Member
- [LCY] Lo Chien-Yi
Apologies
- [SEB] Bones Gazey, Vice President
- [KKZ] Ariel Carter, Secretary
- [LHP] Lauren Pudney, Ordinary Committee Member
Absences
Start Time
- 16:41
Committee Reports
President's Report
- Went to the Charity Vigil meeting before the event
- Sad I missed it
Vice President's Report
- No report
Secretary's Report
- I had to swap my shift from tomorrow to today (Friday) for UniLAN so I'll try to join online today.
- Made recurring Discord event for Project Night and other discord events for upcoming things.
- Went to Charity Vigil, it was so much fun yippee.
- Restocked the vending machine/drinks.
- Wrote a note to keep a record of the best before for the chips and put it in the cupboard so we don't have a repeat of the expired bacon and cheese balls.
- Probably did something else that I forgot.
Treasurer's Report
-
Westpac Main $6,571.52
-
Westpac Savings $46,250.12
-
Westpac Card $212.26
-
Guild Account $2,501.53
-
Have been preparing for UniLAN/recovering from Charity Vigil
-
Emailed [MTL], [TEC], and messaged [EAR] on Discord regarding Week 10 tech talk
Fresher Rep's Report
- attended project night
- helped at club carnival
- set up the fresher-rep email account with the help of [GPO]
- been busy with uni stuff probably got more time at the club after week 6
OCM Reports
-
[ROY]
- Helped with club carnival
- Charity Vigil meetings x2, and a bit of helping (door, pizza)
- Garymittee
- R710 Raid card verified (thanks everyone involved)
- Trivial updates on wiki
- Project nights
-
[DOC]
- Helped with setting up, running, and packing up the club carnival stall
- Attended some of Charity Vigil (although mostly just finishing a lab in the hallway)
- garymittee
- I now know how to edit the UCC website pages (ty [ROY]!) so can now fix up typos, do updates etc.
- Will be helping out at UniLAN tomorrow
-
[LHP]
- helped set things up at club carnival
- nothing else to report, busy week so i didn't have a lot of time
Action Items from Last Meeting
-
[DOC] to send the tech talk request email that [KKZ] will write.
- Not written yet
- No progress
-
[GPO] and [DOC] will email past tech talk people for requests.
- Emailed several people last night - [GPO]
- Try to establish a series (regular) tech talks
-
Need to decide on manufacturer for stickers.
- [GPO]'s sibling has said can do, but depends on order size
- Sticker pack / single stickers?
- will discuss more on subcom meetings
-
Need to update the announcements and posters for tshirt competition.
- Announcement updated, need to post (poster doesn't need updating)
-
[GPO] will make new project night poster and make recurring EMP.
- EMP done (up until Oct.)
- Need posters for several locations
-
[GPO] will try to get Commbank account sorted so we can start going into this.
- No progress
-
Committee/Wheel: Write data retention policy.
- No progress
-
[GPO] will go to Campbells for snacks.
- Done
-
[GPO] will get migoreng from Spudshed.
- Done
-
[BLU] find Kelvin first thing Monday in regards to the circuit.
- Done, power supply recovered.
-
Make recurring discord event and advertise in CS building for Project Night.
- [KKZ] made discord event.
-
[SEB] to go to guild finance and redo signiture on ERF.
- Done
-
Exec to sign Tenancy agreement.
- To-do ASAP
-
[BLU] to update the ACNC personal page with [SEB] as VP.
- Not done
-
[ROY] will continue with setup for Apple developer account.
- In progress
-
[BLU] will ask clubs how they want to be reimbursed for Charity Vigil.
- Done
-
[KKZ] to go to UniPrint for new Fresher Guides.
- Forgor (soz)
Machine Technical Reports
Servers
To Budget:
- R710: LSI cards ~$40 each including shipping
- R710: Large HDDs
- Will Discuss later with wheel
Network
Desktops
- Carpsucker's potential packet loss
- Will verify
- Complaints have been made about the brightness of Christmas
Miscellaneous
- Christmas (and other PCs) need cleaning
- Printer ink?
- ACTION: [GPO] to find cartridges for new printer
New Equipment
Drinks and Snacks
- Vending machine has been filled and drinks have been restocked
External Entities
- Not checked.
- ACTION: [ROY] to check
Guild/SOC
Grand challenge
ongoing- Lockers reallocated ongoing, [GPO] has done the application
- SPG (special project grant) due soon
- skip for this time
- 3 clubs seeking for affiliation
- Saudi Arabian culture association: objection vote
- Effective Altruists: objection vote
Tenancy
- Tenancy Busy Bees should be a few days after the Cam Hall Busy Bees, according to [NIX]
- Cam hall BB: 28th April (Week 8 Sunday)
- Need to give more than 2 weeks notice
- Study breaks' BB not happened
Other Entities
Westpac
- Need to book a meeting for exec
ACNC
- Update needed, due June
- ACTION: [BLU] to submit update
- Activity Information Statement (AIS) is due 31st June OH
Apple
- Apple dev fee waiver application in progress
- Keep asking [ROY] for employment letter
Events
Past Events
Uncharity Vigil
- Just need 2 exec in person to sign the pink book.
- Will do on Monday
- [BLU] sent the clubs guild info and how much we owe them
- [GPO] moves to approve the final budget and profit distribution of Uncharity Vigil 2024
- [SVN] seconds
- 5 in favours, 1 abstention
- Motion passes
Charity Vigil
- Raised $110.40 in cash, $28 from
dispense donate
- Fridge money unknown
- Make firm confirmation in the future
Club Carnival
- Got 5 or 6 signups
- Got power, thanks Leigh
- Probs need to bring sandbags for the stand up banner
Confirmed Events
UniLAN
- On tomorrow
- [GPO] made several purchases for UniLAN
- About $650 (this is also not true afaik)
- Spend $403.63 so far (not including pizza or prizes costs)
- Prizes are being purchased by [KKZ] today
- Sold 70 tickets so far, revenue $1050 ($15 per ticket)
- On track to make a profit
Project Night
- EMP has been made, can be advertised more widely now
- advertised as a casual meet-up event
Tech Talks
- [TBB]'s Git talk is next Tuesday 3pm?
- [BLU] needs to double check
- Needs to be advertised ASAP
- Needs an annoucement ASAP
50th Anniversary
- Need to reimburse [MCW] for the Nostalgia Box
- [GPO] moves to reimburse [MCW] $100 for the Nostalgia Box event
- [SVN] seconds
- 5 in favours, 1 abstention
- Motion passes
- [GPO] moves to reimburse [MCW] $100 for the Nostalgia Box event
- New committee is welcomed to join the server
50th Anniversary LAN
- Will be 10am Saturday 20th July (Saturday before sem starts). A whole day event.
- Need to book the loft
- Will have a pizza order
- It'll be a chill event
- Possible alchohol license
- [GPO] will ask Jackie Shan for details
Sit Down Dinner
- University Club
- Minors: fine if accompanied by adult
- Half banquet hall, 60min, 100max ppl
- Current quote: $4850 total. At min of 60ppl it is ~$80 per person, at 100 it is $72.50 per person
- Subcom consensus is to go with this venue
- [GPO] to confirm quote if approved
- Committee consensus?
- Pretty acceptable cost / setup
- Committee consensus?
- [GPO] to confirm quote if approved
- Make a UCC quiz
- Speeches and get someone from each decade
- Need to reach out to oldguard and ask if they want to say a speech
- Go through the wiki, see people who are still active and ask them
- Have a table of stuff we can show off, ir ACC Murphy
- Have a sign in guest book
- Running time:
- 6-10pm or 11pm
- Dress code:
- Smart casual ~ Formal
- Collect more options/comments in the next week
- Estimated $1500 to be spent for the event
Tentative/Future Events
- Console night with Esports?
- Not happening this semester
- [BLU] needs to talk to Esports about it
Joint Camp
- Unigames Prez Josh has booked Ern Halliday for 15th to the 18th of November
- Weekend after exams (an entire week after exams)
- Server should be made soon
Club Collaboration
-
Ask CFC about coadvertising week 10's tech talk
-
Week 11 could do a screening with UniSFA?
-
Online games night? (Week 11/12 evening(s))
-
[KKZ] joined meeting at 17:43
Closed Section
Door Applications
-
Alistair Langton's membership renewal
- Approved
-
[BLU] leaves meeting at 17:44
General Business
- Filtering certain domains?
- 163.com/126.com: Primary spam source
- foxmail.com / qq.com?
- APNIC is sorted
Important/Get Done Soon
Miscellaneous
Major plan/ideas to do this year
New equipment we should get
Action Items
-
[GPO] and [DOC] will email past tech talk people for requests.
-
Need to decide on manufacturer for stickers.
-
Need to update the announcements and posters for tshirt competition.
-
[GPO] will make new project night poster and make recurring EMP.
-
[GPO] will try to get Commbank account sorted so we can start going into this.
-
Committee/Wheel: Write data retention policy.
-
[SEB] to go to guild finance and redo signiture on ERF.
-
Exec to sign Tenancy agreement.
-
[BLU] to update the ACNC personal page with [SEB] as VP.
-
[ROY] will continue with setup for Apple developer account.
End time
- 18:01