[committee] Minutes from UCC Committee Meeting 2019-08-31

Mon Sep 16 19:14:27 AWST 2019

Minutes from UCC committee meeting 2019-08-31.
Thank you, [MPT] for writing.

## Attendance

### Committee
- [FVP]
- [MPT]
- [THA]
- [TEC]
- [MVP]

### Non-committee
- [NTU]
- [TPG]
- [UMP]

## Late
- [MLG]

## Apologies
- [JGM]

## Absent
- [420]

*Meeting opened 14:33*

--------------------------------------------------------------------------------

## Confirmation of minutes from SGM 2019-08-15
- [FVP] moves, [TEC] seconds

## Confirmation of minutes from 2019-08-24
- [MPT] moves, [FVP] seconds

## Motions by circular
- Budget $20 to buy 20 Unix sticker sheets
- Passed

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

## President's Report
- Sent email about quiz night to other clubs
- Published wheel meeting minutes
- Put some things on the agenda to be followed up on, see below
- They then died (the agenda, that is)
- Been doing things for Charity Vigil

## Vice President's Report
- Have been very busy last week and will be so next week too
- Also had a personal emergency to deal with, which didn't help anything
- Gave a second tech talk, despite no prep for it (see above)
- It went pretty well, actually
- It's good to have things like that running in the clubroom again
- Apparently have become the owner of UCC Discord
- Probably won't do anything to change that for now
- A club holding account for this and other services (see Cory Doras) 
might
be a good idea

## Secretary's Report
- Apologies, will be delayed

## Treasurer's Report
- I'm probably on another walk
- Nope, went for a cycle instead
- It's still good for the soul
- Finished the SGM minutes last week
- Thanks to Maja for helping with that
- I've been very busy this week (and probably will be for the next two 
weeks),
so not much has been done.
- Had a meeting with PCS and DSC this week about some possible 
collaboration
opportunities.
- A giant study night, to probably be held on the Friday immediately
before exams.
- We could perhaps make a subcommittee for this?
- A book about doing CITS/Data science at UWA.

| Account | Amount |
|:-------:|-------:|
| Westpac |$2242.08|
| Guild |$2502.64|

## Fresher Rep's Report
- Absent

## OCM Reports

### [TEC]
- Got behind on uni, so won't be doing much
- Though, managed to procrastinate and do new membership form
- Will be looking for more procrastination opportunities probably

*[MLG] enters 14:42*

- Procedural motion to suspend for 5 while [MLG] gets setup online
- Passes

- Use the opportunity of the cancelled Quiz Night to organize something
not-last-minute for next year
- [MVP]: We should probably wait until Cameron Hall Quiz Night is done

### [MVP]
- This is becoming dangerously close to my job
- My stuff is mostly related to events
- Will be reaching out to Door to help coordinate Nightmare LAN
- Help would be nice, I would like to participate myself
- [NTU]: Doesn't have to be just Door

### [JGM]
- Apologies

--------------------------------------------------------------------------------

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

## Servers
- [THA]: Will enquire with Wheel about moving some of our services from
VMs to containers
- Would be helpful as a training tool
- [TPG]: Last problem with containers: they couldn't be live migrated
- Motsugo's /var filled up, Wheel handled

## Network
- Networking

## Desktops
- Corvo locked up the other day, but seems to be working OK now
- [TPG] fixed Pinball's network, thank
- Still have a budget for 4 512GB SSDs for desktops

## Misc.
- Wheel meeting occurred Sunday 25th August

--------------------------------------------------------------------------------

New equipment
=============
- None

Drinks and Snacks
=================
- Thanks [NTU] for a Campbell's snack run
- Also bought V
- [TEC] Budget $135 to reimburse [NTU] for S.R.
- [FVP] seconds
- Passes unanimously

- [FVP] also did a Drinks/Snacks run
- Was reimbursed via standing budget

- [THA] reminds to keep receipts at/around $100 tops
- [MLG] We should remind door members
- [NTU] enquires about how the reimbursement proportions work

- [MPT] reminds us that we have a $300 standing budget for 
reimbursements

- [FVP] We could do another run

--------------------------------------------------------------------------------

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

## Mail
- Haven't checked

## Guild/SOC
- SOC meeting this or next week, need to check
- [THA] is happy to go

- Tenancy/Room access
- Need to follow up with Tenancy and other clubs about what the exact 
rules
are and how they differ from existing practise
- Work with them to make sure the regulations support clubs in the best 
way
while still satisfying necessary requirements

- Convocation clubs
- Long discussion ensued, summarized here
- Club is on board with the idea, modulo execution
- Need to make sure there isn't wasted duplication of effort on what 
clubs
do/needless fragmentation
- There are already clubs (including UCC) that have involvement of past
students
- Would existing clubs be able to affiliate to the Convocation?
- Compatability of rules

- ACTION: [MPT] to follow up on the above

## Other Entities
- [THA]: DSC and PCS are interested in making a giant CITS study night 
the
Friday before exams start.
- Should we make a subcommittee and join them?
- Do people think its a good idea?
- DSC have suggested that the study night be open to everyone, and that
club members get a goody bag. If we join them, would a similar things
be a good idea?
- [THA]: DSC and PCS are interested in making a general CITS book. I've
already volunteered my services, but any additional help would be great.
- Will have:
- What CITS clubs are there and what are their specialities
- Unit overviews
- Things that are useful to know but generally aren't taught
(e.g. git and LaTeX)

Events
======

## First aid training
- Mentioned organizing an event for that
- Charity Vigil already has its first aiders
- Will need to group clubs together to make a booking
- [FVP] was talking to Nadia
- Reminder: if you're interested in getting qualified, contact committee

- ACTION: [FVP] to communicate about first aid training

## Tech Talks - [MPT]
- Gave one
- Next ones are line up
- Thanks [BEN] for making some really snazzy marketing material
- They've gone up around Guild
- [FVP]: Should print out some more A3 ones

- Facebook advertising:
- [UMP] Assign someone planning on continuing next year and get them to
learn the sh*t out of marketing
- [MVP]/[FVP] on this

*[THA] leaves 15:37*

## Charity Vigil - [FVP], [MPT]
- [FVP] attended Thursday, [MPT] did not
- Date is confirmed 28-29 September (Saturday 5pm - Sunday 8am)
- UCC could be the Jackbox room with the projector
- Could set up the Vive in the room
- Ideas for events are welcome
- Budget for miscellaneous costs exists, will forward to committee
- $10 per club for misc costs, unused goes to charity

- [FVP] Motion to approve $10 Charity Vigil miscellaneous budget
- [MVP] seconds
- Passes unanimously

## Cameron Hall-oween - [MVP], [FVP]
- Nothing has happened budget-wise, will happen shortly
- Subcommittee regs: club can appoint replacement to maintain voting 
power
- Please do this

*[MLG] leaves 15:46*

- Offered the Square reader for the other promotion events to the other 
clubs
- [MPT]: We shouldn't be eating the surcharge, it should be up to the 
club using it
- Or they pass the cost on if they want, that's up to them
- Need a transparent club logo
- For each event, if there aren't 20 presale then we consider whether 
the event runs

- End of week 12, 26-27th

- [FVP]: Guild card readers exist too

## Nightmare LAN - [MVP]
- Have a timeline
- Slots in week 10, 11, 12 for advertising
- Need to set a date for nightmare LAN now
- [MVP] is away 12-13th weekend
- [MVP] would prefer a weekend for the LAN

- [MPT] suggests it runs later, closer to Halloween itself
- Looking at Friday 18th
- Will run past subcommittee, check for clashes

- Have to get the LAN EMP sorted, book the loft
- Will contact a few Wheel members to help for setup
- We can play Wolf:ET at this LAN, but only if you admit it's dead!

- [MPT] motions to support holding and organizing the event on the 18th
- Consensus

- ACTION: [MPT] to help [MVP] with EMP and loft booking

## Vive Nights
- Dead for now, need to contact [GIR]

--------------------------------------------------------------------------------

Action Items from 2019-08-24
============================

## [MPT]
- To write guidelines for non-wheel groups
- Nothing written, but know exactly what I want to say (see previous 
reports)

## [THA]
- To draft welcome messages and welcome emails and an email to explain 
our standing on defamatory content
- Still in progress
- To encorporate freenode channel guildlines into his UCC guidelines
- Also still in progress
- To create a webpage of all active committee resolutions, motions and 
constitutional interpretations
- Also also still in progress

## [MLG]
- Communicate to [BEN] that committee are happy for him to procede with 
the discord archiving bot
- Done
- Publish committee discussion from ~~last week~~ many weeks ago
- Not done

## [TEC]
- To organise another planning event for UCC
- Not done
- To investigate discord bots for nicknames and making discord more 
welcoming.
- Ongoing
- Needs help with AD integration
- Help to organise CC quiz night
- Ongoing

## [MVP]
- Hype train for Charity Vigil
- Ongoing
- To do stuff to organize Nightmare LAN
- Ongoing

--------------------------------------------------------------------------------

General Business
================

- [NTU]: Committee meeting key audit
- Make sure key register is up to date
- Check what we have as a committee now
- Will do after meeting

- [MPT]: Discuss moderation guidelines
- Deferred

- [UMP]: Willing to help out with marketing
- Developing a marketing plan over next 2-4 weeks for out til O-Day
- Committee consensus is: Awesome, do that
- Will then be up to committee to approve and implement

*Meeting closed 16:09*

--------------------------------------------------------------------------------

Current Action Items
====================

## [FVP]
- Communicate about first aid training

## [MPT]
- Write guidelines for non-wheel groups
- Follow up with other clubs & Tenancy about room access
- Keep an eye on how the Convocation Clubs proposal proceeds
- Help [MVP] with EMP and loft booking for Nightmare LAN

## [THA]
- Draft welcome messages and welcome emails and an email to explain our 
standing on defamatory content
- Incorporate freenode channel guildlines into his UCC guidelines
- Create a webpage of all active committee resolutions, motions and 
constitutional interpretations

## [MLG]
- Publish committee discussion from ~~last week~~ many weeks ago

## [TEC]
- Organise another planning event for UCC
- Investigate Discord bots for nicknames and making discord more 
welcoming

## [MVP]
- Hype train for Charity Vigil
- Do stuff to organize Nightmare LAN