University Computer Club Committee Meeting Minutes 2025-01-08

Next meeting time

  • Tuesday 14th Jan 16:30

Confirmation of minutes from previous meeting

Circular Motions

  • [GPO] moves to approve the purchase of a KWH60CRF ($1106) to replace our current AC unit, due to the failures we've been experiencing.
  • [GPO] moves to approve the final budget and profit distribution for joint camp.
  • [BLU] moves to ratify all circular motions
    • Unanimous

Attendance

  • [BLU] Grace Fowler, President
  • [GPO] Gary O'Donnovan, Treasurer
  • [KKZ] Ariel Carter, Secretary
  • [DOC] Diarmuid O'Connor, Ordinary Committee Member
  • [ROY] Roy Xu, Ordinary Committee Member
  • [SVN] Lyla Peng, Fresher Representative

Apologies

  • [LHP] Lauren Pudney, Ordinary Committee Member

Absences

  • [SEB] Bones Gazey, Vice-President

Start Time

  • 18:10

Committee Reports

President's Report

  • Haven't done much cause of holidays.
  • Went to Uncharity Vigil subcom.

Vice President's Report

  • Absent.

Secretary's Report

  • Have been away.

Treasurer's Report

  • Westpac Main $1,131.75

  • Westpac Savings $43,918.32

  • Westpac Card $477.83

  • Guild Account $3,849.31

  • Reracking, AC replacement, lots of Wiki works, Busy Bee.

Fresher Rep's Report

  • Not here.

OCM Reports

  • [ROY]

    • Wrote an email to Chris.M requesting adding us on CSINFO
      • No reply yet
    • Wrote an email to CSSE requesting adding us on some major info page on UWA Handbooks, and inviting us to O-Day
      • No reply yet
    • Busy Bee
    • Some small tweaks on minutes bot and backup scripts
    • Helped around misc works

  • [DOC]

    • Can't remember much, but I don't think there was much anyway.

  • [LHP]

    • Absent.

Action Items from previous meeting

Machine Technical Reports

Clubroom Machines

  • 2070super installed on christmas

Servers

  • Server reracking completed
  • Murasoi upgraded from Debian 10 to Debian 12: [TPG]

Networks

  • Possibly redistributing IPs?
    • May move member VMs up(?)

Miscellaneous

  • Meyer, Kalimari failed, new Kelvinator unit installed: [GPO] [MPT] [NTU] et al.
    • Its name shall be Mojave

New Equipment

  • Kelvinator KWH60CRF
  • Nvidia 2070super from [BIRD], for $150
    • [GPO] moves to accept it
      • [ROY] seconds
    • Unanimously pass
    • [BLU] moves to reimburse [BIRD]
      • [GPO] seconds
      • Unanimously pass

Drinks and Snacks

  • [I2N] says: drink and snack run pwease 🥺.
    • Snacks: Popcorn, Jellysnakes, Pork crackle (American BBQ flavour), Various Crisps with suitable size
    • Drinks: Coke, PepsiMax, Solo, Cokezero, Mtd, Sunkist/Fanta, Schweppes, Kirks
    • Get whatever is cheap on the list
  • Paper towel (and rack/sleeve), tissue, Sparying cleaning agent

External Entities

Mail

  • Last check before uni shutdown

Guild/SOC

  • UWA O-day invitation received, registration open
    • Tent renting: [Large Stall-Rectangle] for $515, chairs are optional
    • [GPO] to do the registration
    • [GPO] moves to purchase the [Large Stall-Rectangle] pack for O-day
      • [BLU] seconds
      • Passed unanimously
  • SLT training announced
    • 5-6th of Feb and 12-13th of Feb

UWA

  • Inspected Cameron Hall on 16 Dec 2024, for an alledged purpose seeing Clubroom usage for updating the Cameron Hall layout with the alleged elevator installation
    • they are quite happy about our usage

Tenancy

  • Cam Hall Busy Bee Saturday 25th of January, 11:00
  • UCC will be cleaning the tav and guild stairs with Esports, and our own clubroom
  • The Busy Bee will be mandatory as we'll have more than 2 weeks notice
  • [BLU] will do the announcment

Other Entities

Nvidia

  • [ROY]: write an email to local team to enquire about sponsorship, for providing students computing resourses (ML, generic projects) as a charity
    • ACTION: [ROY] to write an email

DMIRS

  • "THE UNIVERSITY COMPUTER CLUB INC. has until 30 June 2025 to submit the 2025 information Statement."
  • Update the Users after AGM? [CHS], [ACC] and [MPT] are still on the list
    • [GPO] tried to fix it, but the system was somewhat buggy
      • [GPO] to fix it again

Events

Past Events

Confirmed Events

Uncharity Vigil 2025

  • Need to approve $60 budget for prizes

    • [BLU] moves to budget $60
      • [KKZ] seconds
      • Pass unanimously

  • [SVN] joins 18:44

  • Date and Time

    • Saturday 1st of Feb 5pm - Sunday 2nd of Feb 10am

  • Events

    • Lan 5 - 8pm
      • Halo & Quake as usual, maybe with Esports
        • 5-6pm Quake, 6-7pm Halo
      • CS2 with Esports, 5v5
        • 7-8pm
    • Dinner expected ~8pm
    • VR 8 - 10pm
    • Jackbox/Party Games 10 - 2am

Tentative/Future Events

  • Build&Break a PC
    • We've got the CPUs already
    • 3 PCs on the way, [GPO] making a part list now
    • $1800 for all 3
    • Can be our first event after the fresher welcome, around week2
  • AGM
    • Tentative time: Week3, Tue./Wed.
  • Lecture Bashing
    • CITS1003, CITS1401, etc.
    • Start to pick units & write emails
    • [KKZ] on the list for now

Door Applications

  • Aryaman Bhoosreddy
    • Aryaman has been appointed to door
    • They should be exempted from the next door purge around the start of next sem

General Business

  • Utilizing some desktops for machine learning during idle time? Routine? Method?

    • [I2N]: We can already kind of do this with the VM hosts, having some sort of idle set up with the desktops could prove tricky if they are powered off or not in the right OS.

      • [I2N]: Solution could be to set up a GPU cluster with the GPUs we have been acquiring with our upgrades to the desktops? Don't know if they all have to be the same kind of GPU.

    • [GPO]: Integrate WSL2 and SSH into Windows SOE instead, and hopefully getting a GPU workstation card in the near future
  • Retire Theftbook (Whiteboard), chase up every item still recorded on it
    • [ROY]: a web app for logging items? Or keep using wiki? People forget to use it all the time
      • [I2N]: Wiki is fine if we actually remember to use it. The drawbacks of having another app would be that we now have to maintain and check another thing. Another solution is to schedule emails with return dates to get people to return the equipment.
    • Whiteboard the theftbook_tmp is gone.
    • Good to have: script/app to remind people
      • (pseudo) [ROY] to come up with a solution

Important/Get Done Soon

  • Confirm to CSSE about spot on faculty's O-Day
    • It seems like they offered a wrong event, pending clarification
  • Prepare for O-day
  • [I2N] Call AGM when uni calendars are out - the sooner the better.
    • Could also get around this by just scheduling it for like 5pm on a Tuesday or something so you avoid scheduling issues - we used to do this.
    • We will come back to this later

Miscellaneous

Major plans/ideas to do this year

  • in January: Send Medaka to offsite

New equipment we should get

Action Items

  • [GPO] to register for O-Day
  • [ROY] to email NVidia about possible sponsorship
  • [GPO] to sort out the PC part list
  • [KKZ] to prepare for lecture bashing

End time

  • 19:19