[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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