Annual General Meeting 2023-03-17

The University Computer Club's Annual General Meeting 17/03/2023

Attendance

Cormac Sharkey [BRD]
Lara Frcej [MCW]
Gearoid O'Donovan [GPO]
Grace Fowler [BLU]
Conor Bennett [CJN]
Daniel Ledovsky [->|]
Ariel Carter [KKZ]
Bryce O'Connor [BRZ]
Lo Chien Yi [LCY]
Jordan Campbell [MRO]
Nicholas Chainley
Patrick Burke
Vincent Jeff Liu
Ezran Bailey
Bones Gazey
Julia White [CAS]
Finn Gearon
Lorenzo Iannuzzi [I2N]
Timothy Chaperman [TEC]
James Arcus [MPT]
Jake Alexander [JMA]
Sixteen Armstrong
Katrina Yan
James Osborne [AWS]
Liz Thatcher [LIZ]
Yasa Wiharja
James Taylor
Connor Brennan
Anastasia Basuki
Celine Wang

Start Time

17.42

Committee Reports

President's Report

Was your president for 2022
Club has definitely had its ups and down throughout the year but this year was mostly ups!
Besides chairing meetings: subcom for
- Joint camp 2022
- Tech club quiz night
- both pretty successful.
Did wheely things throughout the year
- Most recently wrote a Mac OS SOE
  - because we totally use them a lot
attended most events
costco runs -> undercut unigames/unisfa
Overall, an absolute pleasure to lead this club. I said when I was elected that one of its biggest strengths was the people and community surrounding it. Very pleased to say that my experience as president has only affirmed this further.
Thank you all

Vice President's Report

Hi everyone, I had the privilege of being your VP for 2022. Being on committee, I gained lots of leadership experience and got to meet loads of wonderful people either on subcoms we were on together, at events or around Cam Hall.
I chaired a couple committee meetings when [BRD] was unavailable. Went on a lot of food runs and organised the cupboard so all of the expiry dates are in chronological order.
I went to basically every UCC event and helped run them, except for a couple ones.
Subcoms I was on:
- Charity Vigil
  - And I am currently proxying for this years Charity Vigil.
- Cam Hall Quiz Night
  - I unfortunately couldn't go to the Cam Hall Quiz Night as I was sick, but I heard it was a sucess and people had fun.
- Tech Clubs Quiz Night
  - This quiz night I did attend and it was a hit.
I've started a club project, redesigning the Events page on the wiki and writing event descriptions for all the events we run. I am also in the process of adding subcom documents to the joint events we run.
- I also created the Clubroom Antics page where I recorded the Question of the Week and Quote of the Day, starting from 2021. I've also started recording the different descriptions that the UCC discord general channel topic has been changed to.
The VP handover on the wiki is pretty easy to understand and follow, but I will say, if you are running for VP today make sure you support your fellow committee members, especially the exec and make sure everyone is having a good time. Being on committee shouldn't be a chore.
Overall 2022 was a pretty epic time with a solid committee and I look forward to see who will be on this years committee.

Secretary's Report

Hi all,
- Hours before last year's AGM I was told to run for UCC Secretary. Looking through the responsibilites on the wiki, I thought I'd do well & now here I am.
- Over the course of the year I minuted our weekly meetings, checked mail (until they got fed up with me), and wrote up a lot of annoucements.
I helped out with a number of events like
- VR nights, fresher welcomes, the 48th anniversary, club carnivals, O-day, Quiz nights, Charity vigil, Uncharity vigil, busy bees. Also attended a bunch of SOCPAC meetings and drove people to do snack runs to costco (big fun).
I was on the subcom for:
- Charity vigil
  - This was right at the start of the year and I was really eager to help out with an event. It went pretty well and we had a great night.
- Joint camp
  - A real effort to run as it goes over the weekend and is away from Uni. We had a number of responsible people on the subcom so it ran pretty smoothly.
Some advice for this position is that you'll have a lot to do so don't feel bad for making some other people on committee (eg OCMS!!!) write up an annoucement or make a poster for events or even fill out EMPs or anything of the sorts.
Anyways thanks for the lovely committee you guys are the coolest and most awesome people ever. Being on committee this year was an absolute blast and I intend to keep coming around and helping out/getting involved.

Treasurer's Report

2022 certainly was one of the years of all time.
I've ran/helped run many events in 2022, such as:
- VR nights
- Build and Break a PC (or two)
- a 3D printing workshop
- Cameron Hall Quiz Night
- Uncharity Vigil 2023
I also started UniLAN (unknowingly recreating MegaLAN) this year, and it has been a great experience working with clubs outside of UWA. I ran both the semester one and two events as Event Organiser.
In terms of my treasurership, the club made a loss this year of $3,329.33, with the primary loss being depreciation at $5,884.01.
We received $2,663.53 in grants from the Guild, $1,000 of which came from the SPG we applied for the two new PCs built during the year.
We made $1,422.95 from membership this year, with 171 signups or renewals last year.
We brought in $1,965.51 from drinks and snack sales over the past year, against our costs of $1,117.52, thus overall making $847.99.
$2,290.14 was added to dispense over the year, with the dispense liability at the end of the year standing at $5,752.95.
As previously mentioned we purchased parts for two new PCs this year, overall costing $2200.73 thanks to reusing some parts and savvy shopping (thanks to all who suggested parts or sent ozbargain links).
To those nominating themselves for committee this year, I would highly encourage it as it has been a great experience for me overall and I think it would be great for pretty much everyone. However, you only get something out of this if you put something in, and if you aren't willing to step up and take initiative (and also ask for help when needed) then you might not get as much out of this as you hoped. I am pretty positive for the future of the club and can't wait to see where we go from here.

Fresher Rep's Report

Hello
This was the first committee I was on, and I don't regret getting involved (quite the opposite, I think it's a valuable experience to have)
While I'm not running for committee this year (due to already being involved in 2 other committees), I will stay around the clubroom as a door member (and club member more generally) and may eventually turn my sights towards joining wheel
I'll also keep going to project nights every Monday
I'm thankful to have been on committee this year and am keen to see future committees continue running UCC

OCM Reports

[->|]

Howdy!
I've been occupying the position of an ordinary committee member since 8th of March, 2022.
Throughout the year I've been attending and assisting the committee at multiple events:
- 2022 Uncharity Vigil;
- 1st 2022 Inter-University LAN;
- 48th UCC Anniversary;
- Joint Camp 2023 and its preliminary preparations;
- 2023 Uncharity Vigil;
- Build and Break a PC;
- most Busy Bees;
There were probably more events than I remember attending.
I have also done some work on the semi-mysterious inventory of this Club, currently with 300+ items logged, would want to continue doing it, if I'm allowed.
Despite not having a lot of functions, OCMs are a great fun, should you feel responsible enough.
Some pieces of unsolicited advice I can offer to new freshers nominated for this position is that you need to make sure that whatever club-related task you decide to do agrees with the rest of the people you're on committee with and doesn't inconvenience or disinterest you.
The more you are sure about something the more you are motivated to do it and etc.
Most importantly, if you don't know how to socialise, this is a great place to learn to do so (computer club reputations and stereotypes notwithstanding).
Lastly, try to have fun. It is what it's all about.

[DDJ]

Hey everyone!
I joined the club as an OCM during the Special General Meeting on the 30th of August.
I knew I wouldn't be able to continue the next year, so I took the opportunity to learn more about club committees, and how it feels to be part of one.
Engaged in the Cameron Hall Quiz Night on our committee's team, which was great fun.
Joined weekly project nights, where I got the chance to meet some of the members who are rarely around during the day.
Was part of the UniLAN Subcom but sadly didn't get a chance to actually attend the UniLAN...
because I went to Canada in November for exchange (and am still overseas right now). This caused a lot of difficulties, despite that, I tried to be involved in as many meetings as possible.
I'm very grateful for this opportunity to have been of the committee, and I wish the best of luck to future OCMs!

[KKZ]

Hihi everyone !!
I was elected OCM at the SGM on August 30th.
I've had an amazing time these last 6 months and I'm really grateful for this opportunity. I've met so many cool people and been a part of some great events, I hope to continue to participate in this clubs for a long time to come :))
I attended Cameron Hall Quiz Night and Tech Clubs Quiz Night.
I attended and helped a little with the set up of sem1 UniLan before I was committee.
I was on subcommittee for uniLan sem2 on behalf of CSSC, but I got into an accident and was only able to attend the wrap up meeting.
I also attended a few VR Nights and a build-and-break which was lots of fun.
I helped out at 2023 ODay and Club Carnival.

Elections

Appointment of Returning Officers

[BRD] Motion to elect Jake Alexander and James Arcus as Returning Officers
- Passes
[BRD] Motion to suspend Standing Orders
- Passes
meeting is suspended for 5 minutes. Forgot some materials.
- would like to thank the committee
- we will go through positions from president down to OCM
- there are existing positions but feel free to nominate yourself or anyone else
- approval voting, you can vote for as many people as you'd like.
  - candidates will leave the room (they will vote themseleves too)
- voting for everyone is the same as voting for no one
- we will be seperately counting votes for non-members

President

Role

Conduct the relations of the Club with other organisations and to the general public subject to the authority of the Committee;
Co-ordinate and supervise the work of the Vice-President, Secretary, Treasurer, and other officers of the Club subject to the authority of the Committee;
Generally carry out the policy of the Club; and
Generally carry out the instructions and decisions of the Committee.

Standing Nominations

[BLU]
- [GPO] seconds

Nominations

Connor nominates Lorenzo
- Lorenzo declines

Speec

[BLU]
- thank you for nominating me
- "Cameron hall Girlboss president sweep!"

Questions

Outcome

[BLU] is elected President

Vice President

Role

Assist in the President’s duties;
Carry out Presidential duties during the absence of the President, during which time the VicePresident shall be deemed to be the President; and
Generally carry out the instructions of the Committee.

Standing Nominations

Lorenzo
- [BRD] seconds

Nominations

Connor nominates [GPO]
- [GPO] declines
James Taylor nominates Liz
- Liz declines

Speech

Lorenzo:
- Vision for ucc is to move more to education
- get people in to break and fix things
- Thank you for this opportunity

Questions

Outcome

Lorenzo is elected Vice President

Secretary

Role

Maintain an up to date register of the members of the Club and the information required by the Act and, upon the request of a member of the Club, make the register available for the inspection of the member;
A member may make a copy of or take an extract from the register but shall have no right to remove the register for that purpose.
Carry out the administrative work of the Club for which the Committee does not appoint or elect an officer;
Record the proceedings of all General Meetings and meetings of the Committee and make these minutes available in an easily accessible portion of the Club online presence;
Conduct and keep copies of all correspondence to the Club;
Generally carry out the instructions and decisions of the Committee relating to the administration of the Club;
Ensure that an accurate copy of the Club constitution is maintained in an easily accessible portion of the Club online presence; and
Unless the members resolve otherwise at a general meeting, have custody of all books, documents, records and registers of the Club, other than those required to be kept and maintained by, or in the custody of, the Treasurer.

Standing Nominations

None

Nominations

[BLU] nominates [GPO]
- [GPO] accepts
- Jordan seconds
[->|] nominates James Osborne
- James Osborne declines
James Osborne nominates Liz
- Liz declines
Lorenzo nomniates [KKZ]
- [KKZ] accepts
- [GPO] seconds

Speech

- Hey all, former Treasurer
- Afraid that no one else would nominate themselves so went for it
- thinks [KKZ] would be a great secretary
- I like boring tasks
- I like filing paperwork
- wants to keep up the wiki more
- used to go on elder scrolls wiki and update it instead of doing homework in school
- unsure if shes qualified but very enthusiastic and willing to learn.
[GPO] withdraws his nomination

Questions

Outcome

[KKZ] is elected Secretary

Treasurer

Role

Be responsible for the receipt of all moneys paid to or received by, or by him or her on behalf of, the Club and issue receipts for those moneys in the name of the Club;
Keep accounting records as correctly record and explain the financial transactions and financial position of the Club, in such a manner that permits convenient and proper auditing;
Render an account at each meeting of the Committee of all receipts and payments since the previous meeting;
Render an account of the petty cash at each meeting of the Committee;
Furnish the Committee with such other accounts and information relating to the finances of the Club as the Committee may require;
Present a current financial statement showing all receipts and payments at each Ordinary General Meeting and by motion of Committee, an auditor’s report at the Annual General Meeting;
Unless the members resolve otherwise at a general meeting, have custody of all securities, books and documents of a financial nature and accounting records of the Club; and
Generally carry out the instructions of the Committee relating to the property and finances of the Club.

Standing Nominations

[GPO]

Nominations

None.

Speech

Questions

Outcome

[GPO] is elected treasurer

Fresher Reprisentative

Role

Represent the interests of members of the Club who are in first year University or who have not previously been members of the Club;
Assist the other Committee Members in the executions of their duties, especially in the case were they relate to new members; and
Bear any responsibilities that the Committee shall from time to time decide.

Standing Nominations

Celine
- [GPO] seconds

Nominations

None

Speech

Celine:
- "I'll make sure to be a very good fresher reprisentative"

Questions

Outcome

Celine is elected fresher rep

Ordinary Committee Members (3 positions)

Role

Assist the other Committee Members in the executions of their duties; and
Bear any responsibilities that the Committee shall from time to time decide.

Standing Nominations

[BRD]
[MCW]

Nominations

[->|] nominates Jeff
- Jeff rejects
Nic nominates Jordan
- Jordan accepts
- Conor seconds
Patrick nominates James Taylor
- James Taylor declines
Yasa nominates himself
- [GPO] seconds
Bryce nominates himself
- [GPO] seconds
Jeff nominates himself
- Lorenzo seconds
[BLU] nominates [->|]
- [->|] declines

Speech

- I am former president, and I want to continue to help out as a non-student, and want to make sure the club continues smoothly.
- I am former secretary, still interested in club and want to help the new committee members. In terms of OCM, I believe I am proactive and can get things done as necessary.
Jordan:
- I am currently CSSC Pres and VP of UWAES, but want to make sure that people continue how to learn how PCs work and ensure education is important in the club. I believe that I would be a great OCM as I am reliable and versatile.
Yasa:
- second year comp sci student
- would like to join committee as he likes what ucc is doing
- great for that reason above, i know how it feels to not know whats going on
- also CFC OCM and makers OCM so has experience
- helped induct people into Makers club so can do the same for UCC
- teach people new techniques
- would be happy to join committee
Bryce:
- fourth year of undergrad
- comp sci and math
- would like to be ocm as he likes what the club would like to do
- would b a good OCM as I am quite dedicated at the things he does
Jeff:
- first year studing engineering and robotics
- demystify computers
- want to help run the place and be available to fix it
- make the experience for people in the club enjoyable

Questions

Questions must be relevant and applicable to all people.

Connor: do you have any plans to run for committee postions next year?

- yes would be interested
- yeah would be interested if didn't get it now
Jordan:
- would still be intersted in trying to
Yasa:
- would like to nominate myself if he doesnt get in this time
Bryce:
- would be running again if he doesnt as long as the guild will let him as he won't be a student next year
Jeff:
- yes in following years

Tim: any ideas to join any other clubs?

- no
- no
Jordan:
- on 3 other committees
Yasa:
- might go on other committies and currently is on the makers for this year. might run for a position for makers but not exec.
Bryce:
- no plans to run
Jeff:
- no other plans to run for any other clubs

Lorenzo: would you pick up a UCC project if you were on the committee?

- would like to do more than just wheel duties
- would like to invest more effort into maintaining knowledge that leaves the club
- fixing website/ssh as its outdated
Jordan:
- tinkering around with the servers
- improve the current infrastructure
- teaching others how to use the things on ucc
Yasa:
- not sure about projects currently happening in ucc but would like to be involved
Bryce:
- unsure about projects but willing to take on
Jeff:
- categorise the inventory of UCC which draws upon [->|]s work

[MPT]: if you did not get onto committee, would you still come around to the club?

- will still be around and attending events
- would still come around for sure
Jordan:
- no reason to not come around to the club
- still very interested
Yasa:
- still very interested and gain as much experience as he can
Bryce:
- definitely be attending events and coming around to the clubroom
Jeff:
- same as Bryce

[BLU]: how often are you around cameron hall?

- right now at around cameron hall a lot, so come in frequently
- Love cam hall, will be coming in frequently
Jordan:
- frequently around cameron hall and at project nights
Yasa:
- mostly focusing on studies
- still will try to come over there if he has time
Bryce:
- already spending a lot of time in cam hall as he has a lot of friends there
Jeff:
- would definitely be around cameron hall frequently

Celine: what are your current majors and why do you want to join the club/commitee?

- data science and joined the club because looking at the UWA clubs during year 12 he saw there was a group of people who have the same interest as him.
Jordan raises his hand and states he does not believe that this question is relevant to all people running
Returning officers do not agree with his concern so questioning continues
- biochemistry but always interested in computer related stuff, doing honours in molecular dynamics simulations now.
Jordan:
- english lit then philosophy
- some aspects of computing did not relate to him and some did, UCC compliments him well
Yasa:
- computer science and philosophy
Bryce:
- computer science and maths
- joined UCC to learn more about parts of computer science they don't really teach in the course
Jeff:
- engineering
- wanted to join to get a better understanding of the computer science side of things

James Taylor: other commitments?

- two casual jobs
- beside wed and thursday, the other job is flexible
- Honours, but can do all her work away from the computer Lab
Jordan:
- pretty flexible times.
Yasa:
- full time student is all
Bryce:
- full time student which will graduate at 2nd sem.
Jeff:
- full time student

Outcome

[BRD], [MCW], and Bryce are elected as the Ordinary Committe members.

General Business

James Arcus [MPT] has been nominated by Lorenzo for Honorary Life Membership
- Seconded by [BRD]
- [MPT] declines: the motion should have been proposed before the meeting within the proper notice period.
[MPT] asks about [BLU]s vision for UCC
- - Her vision is to make UCC more modern and more open to people from all backgrounds as she is someone that doesnt have a Comp sci background.
  - Would like more technical events so that both gamers and people interested in the technical aspect of computers will get involved.
[BLU] would like to host an OGM this semester for [MPT]s life membership and talks about ETFs
- [GPO] is continuing to look into it.
- [MPT]: "check before general meeting to see if there was a time limit"
- Stated it should be revisited at the next AGM. No time limit
New changes to guild constitution where nonstudents can't vote
- not being able to vote for elections. Currently it says financial members can still vote. We might have to split up the vote to ordinary financial members/assisting members
- We are kind of a separate organisation as we are incorporated. Will need to speak to someone at guild. Even consider unincorporating? Not quite as simple as unisfa and unigames have it.
- Need written permission for non members to be on committee. Need to have it checked over by someone that knows in great detail about it. Need to talk to student legal services
- It will take some time
- 'Would love to see the OCMS that didn't get it, to stick around and perhaps run again"
Jake: - "any plans for door purges?"" -Yes. Door and wheel are volunteer groups so we won't force people to stay when they don't want to. - Send out an email to see about engagement and if no response in a certain amount of time, then we will take them off. - remind people to renew their memberships.
James Taylor:
- wants to discuss noise complaints in the loft
- UCC committee should communicate with unigames committee for policies in the loft so noise doesnt become a big issue again.

End Time

19.21