University Computer Club Committee Meeting Minutes 2025-07-23

Acknowledgement of Country

Next meeting time

  • Tentatively 4:00pm Sunday 3rd August (Week 2)
  • Then every Wednesday 4pm

Declarations of Potential or Perceived Conflicts of Interest

  • None.

Confirmation of minutes from previous meeting

  • Previous meeting minutes have been uploaded.

Circular Motions

  • [FOX] moved to add $160 to the $700 budget for the Costco run on July 20th.
    • Seconded by [DOC]
    • Motion passed.

Attendance

  • [GPO] Gary O'Donovan, President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [KRY] Krys Maher, Fresher Representative
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member

Apologies

  • [KKZ] Ariel Carter, Vice-President

Absences

  • [IGS] Isobella Gray, Ordinary Committee Member

Start Time

  • 16:18

  • [TWA] enters 16:24

Committee Reports

President's Report

  • Not been here o7

Vice President's Report

  • Joint camp meeting
  • Not here.

Secretary's Report

  • Joint camp meeting

Treasurer's Report

  • Westpac Main $3,231.72

  • Westpac Savings $42,056.10

  • Westpac Card $154.46

  • Guild Account $4,238.28

  • Totals: $49,680.56

  • Did many things treasury wise

  • Cost-Co run with [BIRD] and [GEV]

  • Idk man its been three days.

Fresher Rep's Report

  • No.

OCM Reports

  • [SEB]
    • spoke to DI (unoffically)
  • [TWA]
    • Helped [MPT] and [ROY] with the migration to olive
    • Cable routing stuff in the machine room
    • Joint camp meeting
  • [IGS]
    • Not here.

Action Items from previous meeting

  • Committee: Make and fill in another Committee Photo Day when2meet and decide on a date.

    • Still need to redo

  • Committee: Make an official wiki page / document for death row usage.

    • Will talk about later this meeting

  • [SEB] and [GPO] to contact Andrew J Williams, Elton, Oscar and others about tech talks.

    • [SEB] contacted Tombl
    • [GPO] will contact Elton, Oscar, and Andrew

  • [GPO] to get the $60 shredder from Aldi.

    • Didn't have enought time before, will do soon

  • [SEB] to add the UCC GitHub account to the organisation.

    • forgor :skull:

  • [FOX] to email the UWA Data Institute about the $500 sponsorship.

    • [SEB] said to hold off as they have some more information on this.

  • [KKZ] to make a door quiz website.

    • Not here.

  • [KKZ] to deal with short-term theftbook on Monday.

    • Forgot to bring in folder.
    • The announcement for it has been put out.

  • [KKZ] to bring in free laminator sheets from her house.

    • Not here.

  • [FOX] to contact the ISU person about attending the meeting after next meeting (during Week 2).

    • Done, not responded yet.

  • [KKZ] to print flyers, fresher guides, membership forms, and maybe stickers.

    • [GPO] and others will update and will send to UniPrint.

  • [KKZ] and [KRY] to decide on what specific items to get for O-Day.

    • Done, there is a big list on the discord to get.

  • [KRY] enters 16:39

Machine Technical Reports

Clubroom Machines

  • No updates.

Servers

  • 8TB U.2 drives for milotic and others have been ordered

Networks

  • Migration to olive in progress

Miscellaneous

  • merlo's door relay stopped working; turns out it was just unplugged during the upgrade
    • Was plugged back in and rebooted and works fine now

Clubroom

  • A random desk leg found in the machine room
    • Probably from the machine room desks

New Equipment

  • Mac mini should be coming tomorrow
    • Need to make some space on the desks for a new setup

Drinks and Snacks

  • Costco run happened!!!
    • [FOX] finally has the Costco card!
  • Get crisps from Campbells in the future because it's cheaper
  • We need to get some more bowls for noodles
    • Deeper bowls would be better if possible
  • The snack machine's motor is broken maybe?
    • Might just be improper packing of snacks since the Costco run

General State of the Room

  • o7

External Entities / Club Bureaucracy

Mail

  • Not checked.
  • Check mailing lists here in future

Guild/SOC

  • Next SOCPAC meeting is now Tuesday 5th August @ 6pm

Tenancy

  • No updates.

Other Entities

Convocation

  • Convocation is an Alumni council

  • They have the ability to award scholarships

  • We have money that we could use for public benefit

  • If we have a scholarship fund UCC would be tax-deductible

  • [FOX] talked with them today

  • The convocation can fully administrate for us

  • They can send 1 or 2 councillors to a subcom meeting if we need

  • [FOX] suggests we set up a textbook/laptop fund for regional Australian students

    • Required to be for Australian citizens and/or a few other groups
    • We can put in or own money, ask for donation, or do a $1 donation for every dollar spent at UCC (up to a certain amount)

  • We could put part/all of the interest we earn into the scholarship fund

  • $20k from multiple sources would be good

  • Need to check ACNC reporting in regard to doing this

    ACTION: [GPO] to look into ACNC funding and scholarship details.

  • [FOX] suggests we have a committee mostly made up of old guard, convocation councillors and the current president at the time

    • President to be a non-voting student delegate, unless they are a current recipient of a potential conflict of interest.

  • UCC is not just about computer science, it's anything about computers

    • Scholarship recipients won't need to study Computer Science, it would also include other fields like Computational Physics, Data Science, Meteorology etc.

  • Committee present agree that we should do this

  • [GPO] and [FOX] will start working on stuff required for this

  • We should attend the October Convocation meeting

  • There will still be investments done separate from this

  • [KKZ] and [ROY] enter 17:07

Usergroups

  • [FOX] moves to go into a closed section at 5:16.
    • Motion passes.
  • [GPO] moves to go out the closed section at 5:23.
    • Motion passes.

Treasury

  • [FOX] will contact CommBank tomorrow
  • Our current savings account interest is below inflation
    • We should do something about this
    • We are technically losing money

Vanguard

  • [FOX] called them
  • Minimum investment for a brokerage account is $500k
    • A bit out of reach unfortunately
    • Might be able to do things with CommBank instead
  • [TWA] might be able to reach out a broker through her connections
  • [FOX] will call CommSec tomorrow
  • Term deposits vs. investments
    • We should avoid short-term term deposits
      • Becomes an active thing and we will eventually forget
      • Also cannot guarantee we will maintain a high rate

Events

Past Events

  • None.

Confirmed Events

Sem 2 O-Day

  • 29th July (Tuesday Week 2) @ 11am-2pm
  • [GPO] will do material updates and submit the materials to UniPrint after this meeting
  • Available: [GPO], [KKZ], [KRY], [DOC], maybe [TWA], [ROY] will pay a visit.
  • Supplies we will get:
    • 2 black tablecloths
    • Frames for QR codes so we can stand them up
    • Jar for uccbuccs so they look nicer
    • Small corkboard, easel to stand it up and pushpins for photos
  • [GPO] will get the stuff from Kmart tomorrow
  • MOTION: [GPO] moves to budget $60 for the purchase of O-Day supplies from Kmart
    • [SEB] seconds.
    • Unanimous in favour.

Fresher Welcome

  • Wednesday 30th July @ 4pm - 6pm
  • Shorter presentation would be better
  • Free pizza
    • MOTION: [GPO] moves to budget $100 for pizza for the fresher welcome.
      • [FOX] seconds.
      • Unanimous in favour.
  • Show freshers the clubroom and talk to them
  • Available: [KKZ], [TWA], [SEB], [DOC], [GPO], [FOX] maybe
    • Should ask some door members as well
  • [GPO] will post account creation instructions to the #door channel

Cam Hall Quiz Night

  • No updates, meeting tmr? maybe next week.

Joint Camp

  • Committee agrees on the [REDACTED] theme 😲😲😲

Tentative/Future Events

Ideas from last meeting to discuss

  • Technical Event Ideas:
    • Ethics of AI Tech Talk ([FOX])
    • Jujutsu Version Control Tech Talk (Tombl)
    • Self-hosting/Homelab Tech Talk ([TWA])
    • Resume Workshop ([KKZ])
  • Fun/Chill Event Ideas:
    • VR Night
    • Study Night
    • Artemis LAN
      • Probably shouldn't be it's own event
      • Can be a casual event or a part of a bigger LAN event instead

Online Games Night

3D Printing Workshop

  • Presentation ready
  • Best in Week 3

Rockband Night

  • [GPO] and Geoff will test the equipment tomorrow
  • Sometime this semester

Pizza + Canned Beer Event

  • More of a casual event but needs an EMP
  • Need a temporary liquor license
  • Cam Hall might not be the right location due to risks like the open roof of UCC
  • Need to provide free water if we run in Cam Hall

Rough Semester 2 Plan

  • Week 1: Online Games Night (?)
  • Week 2: Sem 2 O-Day, Fresher Welcome
  • Week 3: 3D Printing Workshop
  • Week 4: VR Games + maybe Tech Talk / Workshop
  • Week 5: Alumni Tech Talk (?)
  • Week 6: Alumni Tech Talk + maybe study night
  • Study Break: Laser Tag
  • Week 7: Cam Hall Quiz Night
  • Week 8: Rockband Night (?)
  • Week 10: Resume Workshop
  • Week 11: Alumni Tech Talk
  • Week 12: Study night/nothing
  • Holidays: UniLAN, Joint Camp, Pizza + Canned Beer event

Club Collaboration

PCS x UCC Panel Night

  • [GPO] will chat to Kat about whether this will still happen

UCC x UWAES x Unigames Laser Tag

  • Committee are happy to run this again

  • Will discuss later

    • Should be pretty easy and quick to organise

  • Ash enters 18:18

Communications and Records

Social Media

  • More silly Instagram stuff would be good

Mailing List

  • Committee needs to be regularly checking and managing mailing lists

Discord

  • Try to remove superadmin role

General Business

  • Mac mini pickup?
    • Tomorrow or Friday, soz [FOX] was busy.

TheftBook/BorrowBook

  • Potentially have a book and have a collateral requirement (student card, smartrider etc.) for short-term borrowing

    • Potentially write short-term borrowed items on whiteboard with a name and correlate with the collateral
    • If you are the last door member to leave, let those who borrowed things know that you are leaving and get a phone number from them so they can be contacted if needed
    • Enforce requirement of a membership to short-term borrow
      • Door members should check when unsure if they are a member or not
    • Short term borrowing is defined as "same day & within Cam Hall"

  • Ash suggests having a record of phone numbers and emails when long-term borrowing

    • Also to check the list of borrowed items regularly

  • Long-term borrowing needs to still use the wiki

  • Have door members confirm / record borrowings

  • Ash leaves 18:30

Action Items

  • Committee: Make and fill in another Committee Photo Day when2meet and decide on a date.
  • Committee: Make an official wiki page / document for death row usage.
  • [GPO] to contact Andrew J Williams, Elton and Oscar about tech talks.
  • [GPO] to get the $60 shredder from Aldi.
  • [SEB] to add the UCC GitHub account to the organisation.
  • [FOX] to email the UWA Data Institute about the $500 sponsorship.
  • [KKZ] to make a door quiz website.
  • [KKZ] to bring in free laminator sheets from her house.
  • [GPO] to update and print flyers, fresher guides, membership forms, and maybe stickers.
  • [GPO] to look into ACNC funding and scholarship details.

End time

  • 18:34