[committee] DRAFT, was Re: Cameron Hall Keys

[Nick Bannon]

Thanks, Felix, for your well organised emails regarding this; and of:
Subject: [committee] Busybees for 2019 (next: 11am Sat 19th Jan) :: O-Day :: Membership forms

I wanted to get some words down, but there's more than will fit in just
one short email in any case.

Felix: You do need your first "we would greatly appreciate if it would"
question answered and probably a bit more than that - I have not yet
seen a response from Jasmine Sullivan or Taco Shiraishi (Tenancy Chair).

The idea that the committee of UCC or the other Cameron Hall clubs should
not have keys to routinely open the building does seem to contradict
the following form. It would be easy to get the wrong impression
because it does conflate the keeping and bearing of clubroom keys with
"access", but it does not mean "mere" access where it's calling out
the keys of the main door of Cameron Hall in particular. It mentions
that it replaces "Guild Room Access Policy for Clubs and Departments"
as issued by the Guild Council and so it's important to remember the
context it was introduced in. It was criticised for being over-formal,
e.g. by specifying _executive_ committee members, but it does have the
catchall authorisation that the Guild President can authorise others in an
"emergency", awkward as that can be.

Is it time that we revisited Cardax-style RFID access to the building
door? Previous quotes were on the order of $7000.

https://myuwastudentguild.com/wp-content/uploads/2018/02/Tenancy-Use-and-Access-Policy.pdf
via:
https://myuwastudentguild.com/clubs-societies/resources/tenancy/
Commencement Date: 1 December 2017
Review Date: June 2019
Division Responsible: Tenancy Committee
Approval Authority: Governance, Guild Council
Contact: Tenancy Committee
7. Access to the keys of the main door of Cameron Hall shall be
   restricted to:
   a. Any member of the Tenancy Committee who is authorised by the
      Tenancy Chair or Tenancy Committee to access tenant spaces;
   b. The Guild President;
   c. Any member of the Executive of the
	[sic. - this should read as "a"?]
      committee which holds a tenancy within Cameron Hall; and,
   d. Any authorised Guild staff member.

If we want to push for more information:
  Hi, Jasmine, Taco,
  You have us at a disadvantage. Can we ask again, more directly - is
  this a new policy embodied in Guild regulations or a newly refreshed
  interpretation? Which ones precisely? and has someone asked for a
  new determination that UCC or the other Cameron Hall club key bearers
  should not routinely open the building for clubroom access?

  UCC (and UniSFA) moved into Cameron Hall in 1992.
  At the time, UCC had:
    * two, then four sets of delegated keys for building access and
      there was no suggestion that we would need borrow them on a
      case-by-case basis, that would have been unworkable;
    * the understanding that we would also have reasonable use of
      the shared spaces;
    * at the time we also used an offsite storage area at UWA's
      Shenton Park space.

  In this past year, UCC has made use of our Cameron Hall clubroom on some
  345 or more days - including every day of this recent holiday season
  with the exception of Christmas Eve, December 24th - when UniSFA was
  using their clubroom in any case.

At times we have negotiated the formalities of our tenancy with the
support of the Guild, Guild President, SOC and Tenancy and UWA Security
- notifications of out-of-hours access, regular access in the summer
holiday, etc.

However, when there have been fewer active delegated key bearers, Cameron
Hall clubs have relied more heavily on Guild Administration and Security.

Nick.

On Sun, Dec 16, 2018 at 10:42:17PM +0800, Felix von Perger wrote:
> Hi Jasmine,
> 
> Thank you for your email.
> 
> UCC does indeed have 2 sets of Cameron Hall keys - specifically 2 sets of
> keys, consisting each of a key to the door at the top of the stairwell and
> another to the door at the bottom of the stairwell.
> 
> Despite the fact that these keys get relatively little use, they are useful
> for us as a club so especially in potential disaster situations (ie. storms,
> power outages, etc) where we greatly appreciate having guaranteed and
> unhindered access to our clubroom (primarily access and potentially
> repair/salvage our server equipment) whenever it may be necessary.
> Naturally, this includes having both a physical clubroom key and any keys
> necessary to access Cameron Hall itself.
> 
> Having said this, if it is indeed against Guild regulations then we will be
> obliged to return the keys to SOC / Tenancy as required. However, we would
> greatly appreciate if it would be possible to quote the exact policy that
> disallows such keys from being held by club executives.
> 
> Regarding returning the keys, I myself am out of Perth for the next 7 days
> and likely unable to pass by UWA in the few days following so I can
> unfortunately not satisfy that particular deadline.
> 
> Best regards,
> 
> Felix von Perger
> UCC President
> 
> On 16/12/18 10:12 pm, Jasmine Sullivan wrote:
> > Hi UCC,
> > 
> > I am Jasmine one of your newly appointed tenancy OCM's. I am looking
> > forward to working with you in the upcoming year.
> > 
> > It has however come to the attention of tenancy that UCC has 2 copies of
> > the upper and lower keys to Cameron Hall which is against guild
> > regulations.
> > 
> > We hope to resolve this as quickly as possible so if UCC could return
> > the keys to Taco, myself or anyone on Tenancy within the next few days
> > that would be ideal.
> > 
> > Kind Regards,
> > 
> > Jasmine Sullivan
> > 
> > _______________________________________________
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-- 
   Nick Bannon   | "I made this letter longer than usual because
nick-sig at rcpt.to | I lack the time to make it shorter." - Pascal