[committee] UCC Door Meeting Minutes 2017-01-21
Oscar Hermoso
oscarhermoso852 at gmail.com
Tue Jan 24 00:57:21 AWST 2017
UCC Door Meeting Minutes 2017-01-21
===================================
Attendance:
===========
Present:
--------
- [CHS] Oscar Hermoso [President]
- [TBB] Alfred Burgress [Education VP]
- [EAR] Elton Rodrigues [Social VP]
- [DJF] Chris Forbes [Treasurer]
- [HYT] Hock Yew Tan [Fresher Rep]
- [SAS] Samuel Shenton [OCM]
- [BLZ] Cain Nixey [door group]
- [BOB] Andrew Adamson [door group]
- [MVP] Matthew Winslade [door group]
- [AMS] Andrew Seeley [door group]
- [TPG] John Hodge [door group]
- [MLG] Grace Rosario [door group]
- [LLL] Lawrence Luo
Late:
-----
- [SOS] Alexander Sosin [Secretary]
- [LDT] Roland Kerr [Education Officer]
- [JMA] Jake Alexander [OCM]
- [JDN] Jordan Meerwald [door group]
- [PJA] Peter Allnutt [door group]
Apologies:
----------
- [AJT] Alex Thatcher [door group]
- [TFM] Thomas Miller [door group]
- [TFD] Timothy Davies [door group]
- [JAB] Jonathon Astbury [door group]
- [LDA] Andre Strydom [door group]
- [NTU] Nick Bannon [door group]
- [*OX] Lyndon "Frames" White [door group]
- [ODF] Jonathan Van Buren [door group]
Absent:
-------
- [MMM] Shahzad Siddiqui [Social Officer]
- [BG3] Mitchell Pommery [door group]
- [LEL] Christopher Buitendag [door group]
- [HTL] Ryan Hall [door group]
- [RAA] Rowan Ashwin [door group]
- [BIG] Nicholas Coetzer [door group]
Meeting opened 1114
Agenda
======
- General Discussion/Club Impression
- Open/Close Procedure
- Expectations of Door Group
- Tutorials for door members
- Drink/snack machine
- New member sign-up
- [SAS]: Let's open this meeting for general discussion as we wait for
late people
General Discussion/Club Impression
==================================
- [BOB]: Restore the tool cupboard?
- [SAS]: Yeah, that's fair
- [CHS]: Use of the theftbook has dimished
> For the uninformed, the theftbook is a wiki page for members to record what
> they've borrowed from the club
- [EAR]: Sort of hard to ask people to sign the theftbook for short duration
borrowing
- [BOB]: The problem is items that don't come back
- Noone reads the theftbook to make sure things come back anyway
- [CHS]: Need to reassess the committee's members roles in terms of clubroom
maintenance, maintaing library, maintaining the theftbook
> [SOS] arrives 1122
> [PJA] arrives 1122
- [BOB]: We need a physical theftbook, rather than just using the wiki
- Everyone agrees
- [MVP]: Theftbook needs to include listed condition so when other members
find things worn out,
- [BOB]: I feel that our members are generally honest, an expectation for
members to donate through dispense if they break stuff
> [LDT] arrives 1125
- [BOB]: We need a drill-bit set
- [CHS]: I'll add it to the agenda for next meeting, [BOB] to send a
reccomendation drill bit set to committee@
- [MLG]: We should actually organise to clean the walls before O-Day
- Attendees agree
- [MLG]: Also what's happening with the bookshelves?
- Ongoing action item belonging to [TBB]
> [JMA] arrives 1132
- [SOS]: I spent a lot of my time cleaning the coffee table. In my absence
it has now returned to what it used to be: a mess
- A general thing to note is to not use the coffee table as a storage area
- It should be for short term usage, not for leaving things overnight
- [MVP]: I think it comes down to a general storage issue
- [SAS]: I can find a place for everything on that table
- [DJF]: Only thing that's currently on the table and should remain is the
tissues
- Everyone argues about the appropriate place in the clubroom for disposable
plates
- [LDT] carefully explains how the constant dust and dead insect rain would
make plates unusable in most locations
- [SAS]: Ok, its 11:35 now so let's get this meeting rolling, latecomers are
now 35 minutes late
Opening and Closing Procedure
=============================
Opening Procedure
-----------------
- [SAS]: First expectation is that anyone who opens the room is expected to
quickly wipe down all of the desks and also vaccuum the room
- In general, opening procedure will be easier than closing procedure
- Also, at the very least, door members should check the drinks machine for
an empty slot and fill it, or ask members to fill it
- There's an LED indicator, just check for red lights
- [BOB]: Get help when you do it, don't be afraid to put other members to work
- [BLZ]: I'm a lazy c*nt and I'll just get the first person who walks in to
do it for me
> [JDN] arrives 1139
- [SAS]: We'll just remove you from door, if you don't take up your
responsibilites we'll just remove you on a case by case basis
- [BLZ]: I'm also a sneaky c*nt and I just won't do it, will committee
actually monitor every day?
- [LDT]: I actually think there are people in the club who would monitor and
make sure that its done
- [BOB]: Hose of the vaccuum cleaner is broken
- Need to look at it to be fixed or buy a new one
Closing Procedure
-----------------
- [SAS]: Closing procedure
- Push the chairs in
- Pushing chairs in is not hard
- [DJF]: We all spent 7 years in primary school doing it, get used to it
- Peripherals should be secured and plugged into the computer
- Your responsibility because you should know about any mice, etc that
have been unplugged anyway
- [DJF]: One thing I started doing at the end of last year, is that I roll
up headphgones or game controllers and leave them wrapped up on top of
machines
- [SAS]: May decide of a box next meeting to stow away floating peripherals
- Will decrease clutter overall and make closing easier
- [PJA]: Does any of this need to be done during the day?
- Just needs to be done at night, not really neccesary during the day
- [SAS]: Everything on the coffee needs to be put away
- [SAS]: Project bench needs to be cleaned up if you've used it
- [LDT]: Kinda working towards making a box on the side a thing
- [BOB]: What about active projects that can't be moved?
- [SAS]: That's OK, just make sure that its clean enough to wiped around
- [SAS]: Put out the bins too
- [BOB]: I'm sorry, I'm not emptying Unisfa's bin
- [BOB]: If you want me to empty it, put it back in the clubroom
- [SAS]: We moved the bins out of the clubroom for a reason
- The cost of the bins being in the clubroom is greater than the small
amount of extra rubbish that we have to take out
- [BLZ]: In addition to being lazy and sneaky, I'm also stupid
- This is too many changes
- [SAS]: Changes will be set out on the wiki and printed in the clubroom
- [AMS]: Have you tested how long this will take?
- [SAS]: That's a good point. I'm happy to run a test tonight and tomorrow
morning
- [AMS]: Also, the closing procedure seems to be longer than opening
- [LDT]: Disagrees, opening seems longer
- [SAS]: There is also an expectation that the closing procedure will be a
little more shared
- [BOB]: If there door members are leaving earlier than others in the
evening, are the people leaving earlier expected to close too
- [SAS]: Yes
- [BOB]: But will committee actually back us up on this
- [SAS]: Yes
- [SAS]: Members should be told off if they leave rubbish or don't clean up,
they should be warned and then doored, and committee will back you up on
this
- [BOB]: I did this previously, and the decision was reversed by committee
- Committee will back you up this time
Discussion
----------
- [SAS]: Recap:
- Wipe down benches, and couches and chairs if neccesary
- Some disagreement from attendees about "if neccesary"
- [SAS]: Wording will be adjusted
- Vaccuum the room
- Check drink slots for being empty
- Closing the room
- Push in chairs
- Rubbish in the room should be taken out
- Coffee table should be clear
- Project bench should be tidy
- Bins taken out
- [PJA]: If we can't do the things, can we apologise
- [SAS]: Yes, apologies should be sent to committee@
- [MVP] clarifies - it's couches and chairs that are "if neccesary", not
benches as well, and now that he understands what was inteded and agrees
- [BLZ]: Is there a grace period?
- [SAS]: Probably
- [BLZ]: Referring to if I forget to, for example, clean the couches
- [SAS]: There will be a grace period, I probably won't tell you what it is
- The expectation is that you start doing these tasks now
Expectations of Door Group
==========================
- [EAR]: So essentially, the reason why we made this,
> [EAR] yells at people in the loft
- The reason why we made this, is because we can't take it up with a door
member when they aren't upholding standards
- You should be monitoring the clubroom
- You should be able to sign people up
- You should be able to assist with dispense
- As for monitoring the clubroom, one of your responsibilities is making
sure that things stay in the clubroom, eg. tools and tech
- Also making sure that peripherals for computers are put back
- Make sure blue cables stay plugged in
- We need to ensure everything is treated with respect
- People, property, everything
- Noise is a big thing
- Getting mad at videogames
- Having arguments in the clubroom
- [DJF]: Not even neccesarily about anger
- [CHS]: Loud music as well
- Tell people to calm down, and if they don't door them
- Committee will back you
- Keep shoes and feet off desks and couches
- [BOB]: Couch arms will break internally if you stand on them
- [SAS]: If you stand on a bench to get to the projector, wipe it down
afterwards
- Damaging any equipment in the clubroom or using equipment dangerously is
absolutely a doorable offense
- Personal hygiene needs to be maintained
- [DJF]: For example, [JMA] stank, so we told him to leave and put
deoderant on
- Perfectly reasonable
- If a member smells bad or hasn't showered, it is the door members
responsibility to tell them to leave and put deoderant on, or use the
showers on campus
- And if they don't, door them
- [MLG]: Does this follow through to clothes as well? Grubby t-shirts
- [SAS]: If all else fails, just use common sense
- If people are licking their fingers, or playing with their feet, or
generally being gross, warn them, and tell them to wipe down their
hands with hand sanitiser
- Going into winter, if people are falling sick, coughing, sneezing,
although understandable, makes sure that they are not sneezing/coughing
on other people, and they have't got a stack of used tissues going
- I want door members to realise that they are actually the face of the
club, even if you're not a frequent door member. Make sure that you say
hello to people, greet them. It's your job, responsibility
- If you're going to leave the clubroom for a period longer than 30
seconds, close the door. It is acceptable to go to the toilet or
otherwise leave for a period of less than 5 minutes and leave one or two
people int the clubroom
- [BLZ]: If two people door each other, how is it to be resolved
- [SAS]: Will be resolved at the next committee meeting
- [AMS]: Standard for dooring should be 1 day
- [TPG]: Don't forget that committee can veto a dooring
- [BLZ]: Is there a doorgroup communication channel besides email?
- [SAS]: No, because it probably won't be used, use #committee for now
- Argument occurs about door members paying too much attention to
videogames
- [MVP]: Situation have occurred where people can't get dispense credit
onto their account because the door members are fixated on videogames
- [SAS]: I agree, but I think that it's up to door members to make sure
that happens
- [MVP]: Is it grounds for a warning if door members are too involved?
- [SAS]: Yes
- [LDT]: I'm not 100% sold on the idea of it being on door members heads
if something goes wrong, because it's hard to determine wheter it was
because of door members not paying attention
- [MLG]: A few questions, one about food
- What about people eating greasy food at keyboards? Should we not let
them eat greasy food?
- [AMS]: No, just punish them if they leave stuff messy, too hard to
enforce
- Attendees agree
- Argument begins about what is an appropriate tolerance for offensive and
potentially offensive comments in the clubroom
- ...
> Apologies for everything below this point being poorly minuted. There are
> multiple reasons for this. Firstly, compared to the rest of the meeting,
> this discussion was far less structured. People argued over the top of each
> other and there were many side conversations. The discussion was difficult
> to follow. Secondly, the meeting had been running for three hours and I was
> pretty exhausted. Thirdly, in my opinion, many of the comments made were
> innapropriate to be minuted. I have erased a sizable amount of what little I
> wrote down. Fourthly, I often became quite involved in the conversation
> myself - causing me to fall behind with what I was typing.
- ...
- [BOB]: Essentially comes down to "Don't be a dick"
- ...
- [EAR]: I think that most of the time that I've been warned for being
loud or swearing, it's been sufficient
- ...
- [BLZ]: In addition to all previous things that I am, I am also socially
incompetent. If I do something that makes you uncomfortable, please
point it out at the time so that I can improve
- ...
> [MLG] leaves 1310
> [BOB] leaves 1310
- [JMA]: I propose that UCC's level for tolerance of offensive conversation
should be similar to that of business
- ...
> [PJA] leaves 1324
- ...
- [LDT] finds an appropriate businesses Code of Conduct online
- Reads code of conduct
- Volunteers to draft similar Code of Conduct for UCC
- Good enough
Tutorials for Vending Machine and Member Sign Up
================================================
- Postponed until a later date, everyone is exhausted
Meeting closed 1401
Action Items
============
- Drill-bit set
- We should actually organise to clean the walls before O-Day
- Need a record of tools that are in the cupboard
- Inspect the vaccuum cleaner
- Automatic air fresheners
- Peripherals box
- Behavioural code of conduct
Meeting minutes are also available at http://www.ucc.asn.au/infobase/minutes
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