UCC Committee Meeting on 14th January 2024

Attendance

  • [BLU] Grace Fowler, President
  • [GPO] Gary O'Donovan, Treasurer
  • [BRZ] Bryce O'Connor, Ordinary Committee Member
  • [BRD] Cormac Sharkey, Ordinary Committee Member
  • [MCW] Lara Frcej, Ordinary Committee Member
  • [KKZ] Ariel Carter, Secretary
  • [I2N] Lorenzo Iannuzzi, Vice President

Apologies

  • [LTX] Celine Wang, Fresher Representative

Absences

Start Time

  • 15:28

Motions via Circular

  • [GPO] moved to appoint Sebastian Gazey (Bones [SEB]) to wheel.

  • [GPO] moved to approve the financial statement and distribution plan for Joint Camp 2023 Link

    • All motions passed unanimously.

Committee Reports

President's Report

  • Talked to ICONS about having a event meeting and a busy bee.
    • Waiting for event meeting whenisgood.
    • Busy bee should happen weekend before O-Day.
  • Started making a O-Day packing list
  • Went to the Uncharity subcom meeting

Vice President's Report

  • Trying to diagnose why our emails aren't going to guild.
    • Their DNS is yuck.
  • Talked to guild president and they are happy for us to put up a password wall for the webcams for now.

Secretary's Report

  • Have been working :(

Treasurer's Report

  • Casts "Conjure Spider"
  • Looked into email issues with sending to guild.
  • Need to deposit cash from camp.
    • Keep some of the money as a float.

Fresher Rep's Report

  • Not here.

OCM Reports

  • - Went to project night.

    • Went to uncharity subcom meeting
    • Cleaned up the room a littole bit but it immediately reverted back to the previous state.

  • - Nothing to report.

  • - Have been making some merch for the 50th and banner ideas.

Action Items from Last Meeting

  • [MCW] & [KKZ] will have a look into rebranding the website.

    • Front page has been updated a bit.
    • Not sure how much of the website needs to/ can be updated.

  • [GPO] and [BRZ] will join our 50th server.

    • Done.

  • [BLU]: make 3-d printed designs for 50th and in general.

    • Not done yet.

  • [BLU] still needs to chat to icons about events throughout the year (try to get meeting soonish).

    • Done, waiting for whenisgood.

  • [GPO] & [LTX] to design the banner.

    • [MCW] has done.

  • [GPO], [I2N]: Will try to get Commbank account sorted so we can start going into this.

    • No updates.

  • Committee/Wheel: Write data retention policy.

    • Outline is still there hasn't been (?)
    • Everyone pretty much agrees so we are probably good to go ahead.
    • Will work on at next tech meeting.

  • [BLU] will ask ICONS about busy bee.

    • Most likely the weekend before O-Day.

  • [KKZ] will have a look using JB discount.

    • Can do for whatever hmu.
    • Laser printer???

  • [BLU] will make another checklist of things we need for open day.

    • Has been started.
    • In overleaf.

  • [GPO] announcement for UNILAN.

    • Didn't happen.
    • [MCW] organised meeting.
      • Meeting next tuesday 4pm.
    • Probably would need to be at UWA again.
    • Future uncertain.

  • [GPO] make sure to add stuff to handover document about people being on subcom.

    • Need to make it clear for people to read the document.
    • If people don't want to / can't be on subcom anymore they can leave.

Machine Technical Reports

Servers

  • Everything running well.
  • No molmol issues - maybe fixed by applying kernel things?
  • Latency hasn't re-appeared.
  • VPN changing from murasoi ...(?)
  • Upgrading proxmox servers and maybe taking down one of the nodes, moving to (?) cluster.

Network

  • As above.
  • Blocked IPs.
  • In talks with Tony Zhao.
  • Still need to get 10Gbps switch running.

Misc

New Equipment

Drinks and Snacks

  • Mainly need snacks but will do a stocktake of drinks.
    • If you see drinks/snacks for a good price we can reimburse you.

External Entities

Mail

  • Guild hasn't been open over break.
  • Need to return book.
    • Contact Mat.

Guild/SOC

  • SOC council meeting on 30th Jan.
  • Last tuesday of every month 6pm until October.
  • Need to pick up keys and turn in old keys.

Other Entities

Westpac

  • Will deposit soon.

Events

Confirmed Events

UNCHARITY vigil

  • Have had two meetings.

  • Need to approve cost split and prize budget, actual budget, profit split, time and date.

  • February 4pm Sat 3rd to 10am Sun 4th.

  • Will have raffle and auction.

    • Raffle budget is $50.
      • [KKZ] can get good prizes from JB.
    • Only UniGames will run the auction.
    • $1 per raffle ticket. One free ticket with entry
    • Limited to 3 raffle prizes per person.
    • Three to four items per club.

  • Entry is $5 as usual

  • Will need to clear shelves - auction or ebay.

  • Will ask tentative sponsor.

  • Budget and profit splits:

    • Cost split:

      • That all budgeted losses (with stated upper bounds) be split evenly, and any excess unforeseen costs are split by the following arbitration process. The subcommittee will endeavour to devise a split with the objective of minimizing harm to all involved clubs.
      • This split will then be presented to all clubs for approval. Should any club fail to approve this split, this process will be taken to the Guild for oversight and arbitration.

    • Profit Split:

      • Individual club income goes to the club running it.
      • Shared income gets split evenly between the clubs.

    • Budget:

  • [BLU] moves to approve cost split and profit split.

    • Unanimous.

  • [BLU] motions to approve a $50 prize budget per club.

    • Unanimous.

  • Think about what games to run this year.

    • Pay to win Minecraft? Gacha?
    • VR as usual. Paid entry for 10 minutes/one round.
    • Halo LAN again? Gold coin per match.
    • Jackbox gold coin per match.
    • Donations available on dispense.
    • Pay to add a song. Defaults to sea chanty.
    • Pay to draw on whiteboard?
    • Pay to change someones desktop?
    • Pay to put something on Cerberus.
    • Rent out pillow fort hotel.

  • Will have a committee/door discussion of who will run what.

Camp

  • Waiting on UniSFA to pay UCC money.

UniLAN

  • Meeting next Tuesday 4pm to discuss.

O-day

  • Stickers will be gold.

    • UniPrint doesn't seem to do foil.
    • Foil could be expensive - could make it gold but non foil.

  • [BLU] has started making a checklist on overleaf.

  • [GPO] has paid for stall.

  • Oscar in committee chat is offering us stand up banner stand.

  • Can get one wide banner as standard UCC and one as anniversary?

  • Get 50th special standup banner? and new general banner.

    • [MCW] has some designs.
    • Need to decide on size for wide banners
    • Potentially a design with photos to show the club is more than just computers.

  • [BRD] actions [GPO] to talk to Uniprint to see the turnaround time on a banner for ODay.

  • Need to update fresher guide and flyers.

  • Decide what events to do sem1 after ICONS meeting if it's before our next meeting.

  • Figure out everything we need to buy in terms of merhcnadise and advertising.

Tentative/Future Events

  • Fresher welcome will be planned soon.

Club Collaboration

50th anniversary

  • Don't necessarily need the dedicated Discord server for planning.

  • Subcomm is to recommend to next years committee, not to organise it themselves.

  • Maybe have meetings Sundays at 1 to write report to give recommendations to committee.

  • How far in advance do we have to book/ send invites?

  • Make an announcement of what the 50th anniversary events are.

  • [I2N] moves to delegate the following powers to the 50th Anniversary Subcommittee to aid the planning of the 50th Anniversary: - Organising and running the event, - Ability to propose budgets to the Committee and execute the budget once the budget is approved, and - Appoint sub-committee members.

    • [BLU] seconds.
    • Unanimous.

Closed Section

General Business

  • [BLU] actions committee to finish their handover information.

New equipment we should get

  • [007] getting rid of a Blue Yeti because the USB port broke.
    • Should be able to pay to get it fixed.
    • Less expensive than buying a new one.

Action Items

  • [MCW] & [KKZ] will have a look into rebranding the website.

  • [BLU]: make 3-d printed designs for 50th and in general.

  • [GPO], [I2N]: Will try to get Commbank account sorted so we can start going into this.

  • Committee/Wheel: Write data retention policy.

  • [BLU] will make another checklist of things we need for open day.

  • [GPO] make sure to add stuff to handover document about people being on subcom.

  • [GPO] to talk to Uniprint to see the turnaround time on a banner for ODay.

  • Committee to finish their handover information.

End time

  • 16:49