UCC Committee Meeting Minutes 2020-03-17
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Meeting opened at 13:09.
## Attendance:
### Present:
[MPT] [TEC] [MLG] [PQZ] Nicholas [ Cormac [
### Apologies:
[AAA] [MVP]
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## Confirmation of minutes from 2020-03-09
- [MPT] minutes confirmed.
Committee Reports
=================
## President's Report
- Am still the President
- What a week
- Tenancy reallocation discussions underway
- Let's get good stuff done 2020
- Need a drinks run today. Coke and mountain dew
- MPT/MLG less money sitting in the safe
- Need to sign over Westpac accounts
## Vice President's Report
- Tenancy, tenancy, tenancy
## Secretary's Report
- hello! looking forward to learning a lot about ucc
+ keen to keep online presence up to date
- hoping to see short events/talks this year by cs majors
+ encourage comp sci students to give short talks about their projects
+ i'm told arduino can be fun and easy for a hands on thing
## Treasurer's Report
- Thought the meeting was tomorrow but somehow rocked up
- Handover has happened
- Safe money has been deposited
- [THA] to provide Treasurer's Report
## Fresher Rep's Report
- Door system could be more regular / regular hours for access to door
- Enjoyed LAN, more LANS are a good idea
- [BRD] needs a TLA
- So does Nic
## OCM Reports
[MVP] Artemis LAN happened and was good
- details to follow
If we do a new WhenIsGood, please note my availability on weekdays starts at 6.30PM
It is important that amongst the chaos we still do things
With that in mind, Can we look at a food run (If it hasn't been done already)
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Machine Technical Reports
=========================
## Servers
- Servers are serving (heil)
## Network
- Net works
## Desktops
- Cobra is still having graphics issues
- Clownfish is having graphics issues under windows
- Porcupune login issues
## Misc.
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New equipment
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- New hand sanitizer and wipes, pls use
- New committee!
Drinks and Snacks
=================
- Need to get more!
- They go pretty quick...
- Coke and Mountain Dew required
[MPT] motion to keep $300 Standing Budget for Drinks and Snacks (/week)
- [MLG] seconds
- passes unanimously
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External Entities
=================
## Mail
- Not checked this week
- Keys are now available, so no longer a problem
- Antibacterial wipes available from guild
## Guild/SOC
- Tenancy reallocations
- Alternative clubroom arrangement
- Appeal due by Friday 20/3/20 COB
[MLG]
- Motion to write up and submit and appeal
- [MPT] amended that the appeal will happen if conditions for alt clubroom not met
- [MPT] seconded with amendment
- Passes unanimously
[TEC] conditions
** Requirements for new clubroom to be Tenable
UCC would like to accept the offer of the stated new clubroom in the Guild
commercial space, subject to the following conditions
- The proposed clubroom would need to either meet, or be retrofitted to meet
(with minimal expenditure, as we cannot afford a significant outlay on a
temporary room) the technical requirements of the club, namely:
+ X many power points, capable of providing a net power draw of Y kilowatts
+ Cooling, and physical security for our servers
+ A gigabit connection
+ Sufficient space that we can retain our equipment without significantly downsizing
- Should the lease on the clubroom lapse before the next tenancy allocations,
UCC would need some guarantee that we wouldn't be left high and dry
- The inaccurate statements made in the Tenancy Allocations result letter need
to be removed, via a formal amendment which reflects the current offer
- We would also need to know whether these conditions can be met before the
appeals cut-off, or have this option still be on the table beyond it.
- This needs to be put in writing
[MPT]
- ACTION [AAA] to follow up re: potential ezone move
- ACTION [MPT] to follow up with SOC re: alt arrangements
[PQZ]
- During negotiations with tenancy keep discussions with guild/uwa positive
- Letters to not be forwarded by committee unless appeal lodged
[MLG]
- ACTION nic/[BRD]/[PQZ]/[TEC] to apply for door
## Other Affairs
- Coronavirus preparations
- Emails from University and Guild
- Reasonable precautions?
- In case of Uni shutdown?
[MPT] If there is a university shut down, limit club activites to
- committee / wheel business
- operations for essential operation
Events
======
## AGM
- Minutes?
- We have them
- Need to publish them
- Need to run through last edit
- ACTION [MLG]/[PQZ] to publish
## Artemis LAN
- "unresounding success"
[MVP] Artemis LAN was a brilliant event.
We had about 20 ppl (probs a bit under)
- This was 4 ships, spread across the UCC clubroom, the Loft, and Unigames clubroom
Huge thanks to:
- [DIE] for organising games and running the show
- [MPT] for technical support
- Unigames for letting us use their clubroom for additional space
- UniSFA and Unigames for cross promoting the event
12pm for 1pm start was not advertised but worked in our favour
- Was surprised by people actually arriving at 12...
- Able to get tech issues and game file distribution done
- First game started a bit before 1pm
We finished up a bit before 5pm
We could not have run this event without UCC's existing infrastructure
- We would be ENTIRELY dependant on attendees bringing their own computers (No Clubroom PCs)
- Have been advised Unifi would not have routed traffic well, would have had massive networking issues
- We would have had to book multiple rooms or the whole CCZ to meet the space requirement
This is a really good event and we should try to keep it up our sleeves for future years
- [GOZ] suggested we take a look at EMPTY EPSILON, which is a similar project but its fully open source
- Intial check out looks neat and whilst similar to (and inspired by) Artemis, should offer a different enough experience
- Discussed holding virtual LAN if uni shutdown
## Tech Talk 1: Intro to SDR
- Need to cancel event
- Can't action something you never advertised :D
- [MPT] to commit to a Sem 1 Tech Talk O N L I N E
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Action Items from 2020-03-09
============================
- [THA] If not above, plz do before AGM.
- [TEC] ACTION to organise cataloging the clubroom
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General Business
================
- [DAS]: [DAS]'s request to borrow the Vive
- [MVP]: This is a good idea as long as we can ensure the gear is looked after
Good to get the Vive more use than once or twice a year for a Vigil.
Won't hurt to investigate new VR titles.
- [MPT]: Some sort of reasonable bond?
- [MLG]: UCC doesn't hold bond for borrowing other expensive equipment
- [PQZ] suggestion to make borrowing process more formal
- [MPT] Out of pockets expenses to be covered in the event of loss / damage
- [MPT] ACTION to look at expenses of borrowing items
- [MLG] want to make sure Vive is insured out of clubroom before approving request
[MLG] + [MPT]
- ACTION submit a list of valuable items to guild to be covered by contents insurance
- Draft document for borrowing items
**Meeting closed at 13:56**
Current Action Items
====================
[MPT]
- to look at expenses of borrowing items
- with [MLG] submit a list of valuable items to guild to be covered by contents insurance
- cancel not advertising Tech Talk 1
- Follow up with SOC re : alt space for clubroom
[TEC]
- Complete draft appeal for tenancy by Thursday
- Start thinking about UCC clubroom catalogue
[PQZ]
- Drinks Run?
- To publish AGM minutes
[AAA]
- investigate potential rooms in ezone for clubroom
OTHER
nic/[BRD]/[PQZ]/[TEC] to apply for door
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*Minutes uploaded by [PQZ] at 14:53 on 2020-03-17*