UCC Committee Meeting Minutes 2018-09-26
========================================

Attendance:
===========

## Present:
- [GOZ] Andrew Gozzard    [President]
- [CFE] Zack Wong         [Treasurer]
- [FVP] Felix von Perger  [Secretary]
- [GIR] Caira Bayman      [Fresher Rep]
- [CHB] Alden Bong        [OCM]
- [LCY] Chien Yi Lo       [OCM]

**Not on committee:**

- [TAY]

## Late:
- [THA] Tom Hill Almeida  [OCM]

## Apologies:
- [JWB] William Chesnutt  [Vice President]

## Mentioned:
- [NTU], [TPG], [BOB], [LLL], [thedom102]
- Hayden of the Tavern
- PCS, CSSC, UEC

----

*Meeting opened at "oh for f\*ck's sake Windows..." [sic] (14:17:33)*

## Confirmation of minutes from 2018-09-19

Committee Reports
=================

## President's Report
- I'm on holiday for a week for the first time since 2015 and I had to come to this meeting.
- Discussed the regs with people, details below.

## Vice President's Report
- Absent.

## Secretary's Report
- Sent (email about charity vigil)[https://lists.ucc.gu.uwa.edu.au/pipermail/ucc-announce/2018-September/000611.html], waaaay too late.
- "Fixed" the DNS issue causing LMS etc to be inaccessible
    - and accidentally caused an entire long weekend of catastrophic downtime :3
    - Thanks to [NTU], [TPG] and [CFE] for sorting that out
- Charity vigil was fun, spent most of it trying to unbreak the UCCDOMAYNE.
- *[THA] arrives at 14:26:23.*
- I like the way Square sends us occasional emails, it reminds us that we still have it set up.
- Checked the mail.

## Treasurer's Report
- Accounts:
    - Guild: $2970.26
    - Mastercard: $81.23
    - Cheque: $4856.59
- Haven't done much this week, have 2 projects to work on.
    - Plus domain stuff broke.

## Fresher Rep's Report
- Made the poster last night.
- Not sure if I am going to run Vive Night tonight, [JWB] might not be coming.
    - Also it's study break.

## OCM Reports
- [LCY] I'll go over what I've done in events.
- [CHB] I'm considering setting up a cron to do my job.
    - [LCY] I appreciate the reminders from [CHB].
- [THA] I am increasingly disappointed with modern software, it's all bloated and sh\*t.
    - My action items kept getting stolen by [FVP].
    - *Technical discussion about Steam on Linux ensues.*
    - TODO: [THA] Talk to [GOZ] about how best to install Steam on Linux desktops.

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Machine Technical Reports
=========================

## Servers
- New maltair has been racked and firmware upgraded.
    - Set up on Monday by [BOB], it's up and running now.
- [FVP] is making a virtual copy of UCC on VMs running inside a VM on Maltair.
    - [FVP] Nested virtualisation is fun.

## Network
- Everything. Broke. Again.
    - See Secretary's report.
- Mussel and mooneye now use only AD for logins! Yay?
- AD replication went gaga, samurai was wiped and cleanly rejoined to the domain.
    - That didn't work either, so samson was restored from backup and is now our only domain controller.
- Webcam scripts are buggy and vulnerable to exploitation, needs fixing.

## Desktops
- Surprisingly functional.
- The mouse on christmas is occasionally unreliable, might be an issue with the USB ports / drivers / BIOS.

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New equipment
=============
- Replacement "hardware" for Maltair
    - [FVP] Please reimburse me AU $369.65.
    - Budget of $550 was approved earlier, payment will be made shortly.
- [FVP] has donated a Dell wireless mouse, thanks to Guild Student Center.
- Our old aircon has been returned, it is now in a bag on the table in the machine room.

Drinks and Snacks
=================
- Nothing to report.

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External Entities
=================

## Mail
- No mail.

## Guild/SOC
- No Guild (if only...)

## Other Affairs
- Electrolux has returned our aircon, it has not been tested and we have not yet been invoiced for the delivery / pickup.

Events
======

## Vive Nights
- Not being run tonight.

## Charity Vigil
- UCC was part of the event and did contribute... somewhat. 
- [GOZ] Between not giving availability informations and not attending meetings, I feel that [JWB] has failed his responsibilities as a subcommittee rep.
- [FVP] Could be better marketed/attended by UCC.
- [TAY] UCC needs to plan its activities and monetisation strategies in advance, otherwise people don't have an incentive to come.
- [FVP] I ended up taking care of the Vive later in the event, that was fine but I didn't really know what was going on.
    - [TAY] It would be a good idea that if a rep can't make it to an event that they delegate their responsibilities to another committee member.
        - Also important to have other committee members involved in the organisation of the event.
- [GOZ] The way that UCC used to motivate members was with LANs, those have been dead for a while now.
    - I'd be keen to run an Artemis LAN at some point, in the future, not right now.

## Artemis LAN
- Problem for the holidays.

## Cameron Hall-oween
- Date is confirmed: Saturday 27th October.
- [FVP] needs to contact Hayden and ask about alcohol pricing.
    - [TAY] Try to set up a meeting before the Tav opens.
- Volunteer assistants for First Aid / RSA during the event:
    - [GOZ] can do First Aid and RSA
    - [CHB] can also do both
- Decorations:
    - [GOZ] can bring the most terrifying thing he can think of: Printouts of the UCC constitution.
    - [TAY] can bring garden gnomes, if we want to do a themed room...

## Relay for Life
- Emails were sent out, in the same email as the cleanup.
- No news from [LLL], there are not very many people "interested" in the Facebook event.

## 44th Anniversary Dinner (2018-10-20)
- Attendance estimate is 20 people.
    - Will be confirmed with the Tav closer to the event so we can get a more accurate estimate based on ticket sales.
- Tav costs $350 to hire, we shouldn't have to pay for security if the Tav can trust our record.
    - Ticket price of $40 per person should be fine.
    - Suggested budget is $20 per person for food, menu to be confirmed with Guild Catering.
- [GIR] has made a poster, is a good poster.

## Study Events for all CITS units
- Probably want to form a subcommittee if we want to stay "above board"
- PCS committee is keen to be involved, but has not had a meeting since last discussed at UCC.
    - PCS vice president is happy to do the EMP.
- Anna of UEC has replied to email.
- No further news from CSSC but they are presumably still keen.
- TODO: [GOZ] Facilitate a meaningful connection between the different clubs involved in the event.

## Tech talks
- [Tue 2018-10-02 1700--1900](https://www.facebook.com/events/238987390126178) [*OX] Workshop: Contributing to Open Source
- [Tue 2018-10-09 1700--1900](https://www.facebook.com/events/1852078034888302) [DAA] Tech Talk: Dragging Shells into the 90s
- See the [email to ucc-announce](https://lists.ucc.gu.uwa.edu.au/pipermail/ucc-announce/2018-September/000613.html).

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Action Items from 2018-09-19
============================

#### [GOZ]
- Book camp at Camp Leschenaultia for 19th to 22nd July 2019 - *not done*.
    - Ask Camp Lesch to install some eyelets.

#### [CFE]
- Implement committee handover documentation archive - *in progress*.
- Continue writing camp network documentation - *almost done*.

#### [FVP]
- Confirm booking of the Tav for 20th October & Tav catering - *in progress*.
- Add Relay for Life to Cerberus - *not done*.
- Halloween subcommittee:
    - Ask about halloween decorations
        - See above.
    - Ask if people with alcohol certifications can help with the Halloween party
        - See above.
- Contact CSSC, PCS and UEC for study event - *ongoing*.
- Organise language week stall - *in progress*
    - Guild hasn't sent out minutes from the recent SOC meeting which might or might not actually include contact information.

#### [GIR]
- Coordinate with [JWB] about running CITS first year unit study sessions - *stolen by [FVP]*
    - TODO: [GIR] Make a poster for CITS study session.
- Make a poster for Anniversary Dinner - makes quite the impression - *done*.

#### [LCY]
- Send email for busybee on 29th September, starting at 11am - *done*.
- Send email about Relay for Life - *done*.

#### [CHB]
- Facilitate discussions about machine room renovations - *ongoing*
- Submit EMP for Anniversary Dinner (pending Tav booking confirmation) - *ongoing* see above Events entry.
    - It _was_ submitted, then the Guild website was restored from backup...

#### [THA]
- Finish inventorying and make spec cards for machines - *in progress*.
    - Will occur once I don't have assignment.
- Make Facebook events for tech talks and send emails to ucc@ucc.asn.au - *done*.

General Business
================
- Doorings:
    - [thedom102] Ben Zhao
        - Soft drink was spilled on the desk and floor, it was cleaned but the keyboard was found sticky the day later.
        - TODO: [LCY] Talk to [thedom102] about repeated doorings.
        - The dooring lapses.
- [FVP] Buy a USB C charger
    - [PLE has one](https://www.ple.com.au/Products/632283/ALOGIC-60W-USB-C-Wall-Charger-w-USB-C-Charging-Cable) for $89
    - [Storm computers has one](https://www.stormcomputers.com.au/catalog/product_info.php?cPath=85_347&products_id=7496) for $45
    - [Officeworks has one](https://www.officeworks.com.au/shop/officeworks/p/comsol-usb-type-c-universal-laptop-charger-60w-coucpd60) $18 on clearance
    - [GOZ] We can have multiple chargers and put them in the corners of the room.
    - [LCY] Motion to budget $60 to acquire 3 Comsol USB Type C chargers.
        - [THA] seconds.
        - Motion passes unanimously.
        - [CFE] Shipping is free for orders over $55, need to buy something else which is cheap.
        - TODO: [CFE] Buy Comsol chargers from Officeworks.
- Review of feedback and instatement of the [proposed new regulations](https://www.ucc.asn.au/infobase/minutes/2018/2018-09-19.ucc#new_regulations).
    - [NTU]: Incremental replacement/refactor of https://www.ucc.asn.au/infobase/policies.ucc as separate to Step 1: update as https://www.ucc.asn.au/infobase/procedures.ucc or similar.
        - [GOZ] That would cause unnecessary confusion and generally be far more complicated than is necessary.
        - [THA] There has not been a clear suggestion as to how these should be best rolled out in stages.
    - [BOB] raised issues with the clause "The Committee in consultation with existing Wheel members may appoint Wheel members"
        - [GOZ] The previous (and current) incarnation of the Group Admission Guidelines state that committee alread had this power.
            - That document is purportedly older than everyone on committee except for [GOZ] and [LCY].
            - The constitution grants Committee absolute power over Wheel anyway.
    - [NTU] pointed out that the ITPA Code of Ethics is perhaps not suitable for Wheel group as all members are volunteers, not professionals.
        - [FVP] I've read through the ITPA code and I haven't seen anything that could be remotely considered problematic in the context of a volunteer organisation.
        - [GOZ] I consider them equivalent but I have added the UCC Wheel Group Ethical Guidelines as an appendix to the proposed regulations to replace the ITPA ones.
            - *[GOZ] reads out the Wheel Group Ethical Guidelines.*
    - [NTU] also suggested the idea of "rough consensus" for the appointment of Wheel Members.
        - *Committee meeting adjourned for a number of minutes at 16:34:41 to renew parking and for various other reasons.*
        - *Meeting resumes at 16:40:21, [GIR] has not yet returned.*
        - [GOZ] has received a parking ticket.
        - *[GIR] returns at 16:42:10.*
        - Following discussion, wording is changed require an "absolute majority" to appoint Door and Wheel Members.
    - [GOZ] Motion to replace all existing regulations with the regulations found [here](https://github.com/ucc/regulations/blob/master/README.md).
        - [THA] seconds.
        - Motion passes unanimously.
    - TODO: [FVP] Update UCC website "Policies and Procedures" page.

*Meeting closed at 16:58:29.*

Current Action Items
====================
  
#### [GOZ]
- Book camp at Camp Leschenaultia for 19th to 22nd July 2019.
    - Ask Camp Lesch to install some eyelets.
- Facilitate a meaningful connection between the different clubs involved in the study event.

#### [CFE]
- Implement committee handover documentation archive.
- Continue writing camp network documentation.
- Buy Comsol chargers from Officeworks.

#### [FVP]
- Confirm booking of the Tav for 20th October & Tav catering.
- Add Relay for Life to Cerberus.
- Halloween subcommittee:
    - Send email about halloween decorations & volunteer assistants (RSA / First Aid / Event Managers)
- Organise study event with UCC, PCS, CSSC and UEC.
- Organise language week stall.
- Update UCC website "Policies and Procedures" page.

#### [GIR]
- Make a poster for CITS study session.

#### [LCY]
- Talk to [thedom102] about repeated doorings.

#### [CHB]
- Facilitate discussions about machine room renovations.
- Submit EMP for Anniversary Dinner in person as hardcopy (pending Tav booking confirmation).

#### [THA]
- Finish inventorying and make spec cards for machines.
- Talk with [GOZ] about how best to install Steam on Linux desktops.

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*Minutes uploaded by frekk at 23:15 on 2018-09-26*