UCC Committee Meeting Minutes 2016-02-22

Attendees: [BG3], [JDN], [CHS], [LDA], [AMS], [HTL], [MVP], [TBB]
Apologies: [EJK]
Absent?: [TJB]

> Committee waits for [LDA] to finish his Hearthstone game

Meeting Opened 11:47

Confirmation of minutes from previous meeting
- haven't been uploaded yet

##President's Report
- O-Day this week
  - [BG3]: we have the smexiest membership forms ever
- Got free wine over the weekend

> [CHS] doesn't minute something
  - (you could wear them like boxing gloves!)

##Education Report
- [EJK] away
- [AMS]: talking to [EJK] recently
  - Organising a week 2 or 3 tech talk

##Social Report
- [HTL] attending
- We had a LAN 10 days ago
  - Low attendance (4 upstairs, 10 total attending)
    - Due to holiday availability, not too concerning

- Uncharity Vigil was a pretty sad event
  - UCC deliberately didn't run a LAN because it was post cleanup
  - All club's participation fell flat
  - If anything Uncharity Vigil was a cautionary tale
    - Make sure if UCC plans to participate in event organisation, that
      someone is dedicated to making it happen
    - Also don't run events after clean up

##Treasurer's Report
- munny
  - Westpac has ~$2385
  - Card has ~$26
  - Guild has ~$1650

##Fully Sickretary's Report
- Physical fresher guide is pretty close to done
  - However, heaps still to be done for O-Day prep
    - Discussion to continue after meeting

##Fresher Rep's Report
- [LDA] seconds
- [LDA] wants to start pizza nights again once semester starts
- More Hearthstone tournaments to come with new format
- O-Week stuff to be organised post meeting

##Machine Technical Reports
###Servers
- Molmol is significantly less dead
  - [DAA] figured out how to fix it
    - xoxo

###Network
- Working

###Desktops
- Corydoras has login issues
- Catfish CPU fan replaced. now functional
- Combtail is RIP
  - There is a graphics issue, likely motherboard
    - Basically whole machine needs replacing

##New equipment
- Lockbox
- Paper Tray
- 2 Desk Microphones
- Mice
- 200 Cups for water cooler
- Roll of filament
- New whiteboard

##Drinks and Snacks
- Need more coke

##External Affairs
###Mail
- Checked, recieved only spam

###Guild/SOC
- SOC meeting happened
  - 3 hours long oh god
  - Next SOC meetings are 16th of March, 14th of April and 18th of May
  - President summit also on the 16th of March
  - Special projects grant due 4th of March
  - Semester 1 Grants due 3rd of June
  - Treasurer training is weeks 2 and 3
  - Leadership training is 19th and 20th of April and 28th and 29th of June
  - This semester the Tav is offering for clubs that sign up, a free drink
    on Wednesdays for club members
    - Basically UCC'ns get a free drink every Wednesdays at the Tav for no
      cost to the club
  - O-Day
    - Tav will be loud until 6:30 at night, not a big deal
    - Between 7AM and 9:30AM you can take equipment and drive on the oval
      - They said don't please drive on the oval
        - [BG3] to drive on the oval
    - Don't forget $10 deposit for tables
  - SOC reminded everyone that MyGuild exists
  - There was a Samuel Shenton memorial building tour
    - [JDN]: "They have everything there except the things needed to do things"
  - Most of the meeting was just introducing new SOC members and then talking

- Tennancy Meeting
  - Upgrades to Cameron Hall
    - Loft furniture (already happening), whirlys on the roof to get rid of hot air, 
      fixing access doors, recarpeting/repainting
    - We need to make a list of our priorities to upgrade Cameron Hall and
      send them in
  - Some sort of feedback form for Tennancy to created this year
  - We need to fill out an asset list for insurance for 2016
    - Confirmed next committee's problem

##Other Entities
- Nothing

##Events
- Tomorrow LAN
  - Happened, attendance was low
    - Non issue, see Soc report

- O-Day
  - Looking pretty good
  - Discussion happening after meeting

- Fresher Welcome
  - Ed and Soc to organise
  - Meet UCC members, crash course in UCC services and SSH, free pizza for new
    members

- AGM
  - [BG3] moves that UCC hold AGMs at 1PM on Tuesday 15th of March (Week 3)
    - [LDA] seconds, passes unanimously

- Tech Talk
  - To be organised

- Fresher LAN
  - To be organised

##Action Items
- [BG3] to work on webside of Fresher guide
  - Ongoing, discussions after meeting
- [BG3] to set up Unisfa Camera Setup
  - Camera set up set up
- [BG3] to rewrite policies with [SAS]
  - Basis of dispense and membership policy done
    - Ongoing
- [JDN] to buy mice
  - Happened
- [BG3] and [TBB] to investigate new Linux computer
  - Done, see general business
    - Similar to previously purchased machine
- [BG3] to replace Catfish's CPU fan
  - Done, Catfish now functional
- [BG3] to send out emails/delegate for Uncharity Vigil
  - Happened

General Business
----------------
- [MSH]: peanut m&ms for snack
  - Will be looked into for the next snack run
    - None available last run

- [BG3]: New Machines
  - Committee has previously discussed purchasing a new Linux box in the past
  - Also Combtail is dead
    - Currently specced up to cost ~$1200, not including OS
      - 3TB of harddrives, 16GB of RAM, 960 Graphics card
        - Should be budgetting roughly ~$3k every year
          - Replacing computers every 4-5 years
            - On top of that a new server every 1-2 years, and new accessories
        - [BG3]: All of this comes to the point that UCC should be looking into
          sponsorship for next year, purchasing from a single supplier in exchange
          for a discount
          - [BG3] to look into sponsorship
    - [BG3] moves that the club budgets $2600 for the purchase of two new
      computers pending approval of specifications by committee
      - [MVP] seconds, passes unanimously
      - [BG3] to sends specifications to tech@ and committee@

- Reimbursement
  - [LDA] moves to reimurse [JDN] $27.98 for the purchase of a lockbox
    - [TBB] seconds, 7 for, 1 abstain
  - [CHS] moves to reimburse himself ~$12 for two microphones pending receipt
    - [LDA] seconds, 5 for, 2 abstain

- [BG3]: Looking into not for profit status
  - Committee already had a brief discussion on Facebook
  - Has advantages, most relevantly, free Windows licenses
  - Downsides, costs money to be maintained, takes effort to be maintained,
    someone has to look at our books
  - In practise we are already effectively not for profit
  - [BG3] to investigate not-for-profit status

Meeting closed 13:40

##Current Action Items
- [BG3] to investigate not-for-profit status
- [BG3] to look into sponsorship
- Committee to work on webside of Fresher guide
- [BG3] to rewrite policies with [SAS]

Minutes uploaded by [CHS] at 13:51 on 2016-02-22