University Computer Club Committee Meeting Minutes 2025-08-03

Acknowledgement of Country

Next meeting time

  • Tentatively Sunday 10th August 4:00pm (can cancel if necessary)
  • Otherwise Wednesday 13th August 4:00pm (Week 4) should work

Declarations of Potential or Perceived Conflicts of Interest

Confirmation of minutes from previous meeting

  • Previous minutes have been uploaded.

Circular Motions

  • [FOX] moved to approve the quiz night date of Friday the 19th of September and the budget for the event.
    • Seconded by [GPO]
    • Motion passed.

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ariel Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [KRY] Krys Maher, Fresher Representative (late)
  • [ROY] Roy Xu

Apologies

  • [SEB] Bones Gazey, Ordinary Committee Member

Absences

  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [IGS] Isobella Gray, Ordinary Committee Member

Start Time

  • 16:12

Committee Reports

President's Report

  • Fresher Welcome
  • Club Carnival
  • Project night
  • Mac mini
  • Updated flyers, fresher guide

Vice President's Report

  • Fresher Welcome

  • Club Carnival (O-Day)

  • Project Night

  • Brought in things for physical theftbook.

    • [TPG] is bringing binder notebook in tomorrow.

  • [KRY] joins 16:20

Secretary's Report

  • Joint camp subcom meeting
  • O-Day announcement + helped pack up the stall
  • Attended Fresher Welcome

Treasurer's Report

  • Westpac Main $42,071.98

  • Westpac Savings $6,366.18

  • Westpac Card $117.91

  • Guild Account $1,238.28

  • Totals: $49,794.35

  • Need to do a count for the safe...

  • Did quiz things

  • Picked up Mac Mini with [GPO], did some setup with [BIRD] ([BIRD] also did a lot more work so shout out <3)

  • Also wrote up a simple document for scholarship to send to convocation for further discussion

  • Commbank called (meeting tomorrow at 1:15)

    • We will need minutes for committee meeting where we approved the bank, for the AGM, and our Constitution
    • Exec remember to bring passport/drivers license tomorrow
      • Alternatively check here for alternative ID.

  • Looking into other brokers we can use, might ask about commsec at the commbank meeting tmr.

    • What might be a shout is to set up a trust which holds most of our $50k with UCC.
      • Being an incorporated association is weird for banking for some reason.

Fresher Rep's Report

  • Helped at O-Day
  • Made some posters for the O-Day stall

OCM Reports

  • [SEB]
    • Not here.
  • [TWA]
    • Not here.
  • [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.
    • We will discuss later in this meeting.
  • [GPO] to contact Andrew J Williams, Elton and Oscar about tech talks.
    • No progess.
  • [GPO] to get the $60 shredder from Aldi.
    • [GPO] couldn't find it :sob:
    • Might have to get a different one
  • [SEB] to add the UCC GitHub account to the organisation.
    • Not here.
    • Not done to our knowledge.
  • [FOX] to email the UWA Data Institute about the $500 sponsorship.
    • [SEB] is currently communicating with DI?
  • [KKZ] to make a door quiz website.
    • In progress...
  • [KKZ] to bring in free laminator sheets from her house.
    • Didn't end up bringing them in
    • [KKZ] will bring them in when we run out
  • [GPO] to update and print flyers, fresher guides, membership forms, and maybe stickers.
    • Done, done, done, no stickers as they weren't needed

    Follow-up ACTION: [GPO] to post the fresher guide on the website.

  • [GPO] to look into ACNC funding and scholarship details.
    • In progress
    • There's a lot to go through so it may take a while

Machine Technical Reports

Clubroom Machines

  • A few machines had broken Linux installs
    • [GPO] fixed a couple of them
    • carpsucker is still broken
  • coffinfish's graphics drivers are weird now
    • Reinstall probably required

Servers

  • On Tuesday, mudkip started boot looping
    • The Ceph cluster is degraded
    • Need a new OS drive for mudkip

Networks

  • More stuff is being moved off kerosene
    • Some things aren't working on olive like the wifi AP (smallwing) and merlo
    • Fixing is in progress
    • kerosene should be able to be retired soon
  • We might be able to increase our uplink to 10Gb if we replace lard with one of the new Ciscos
    • Need to discuss with UWAIT about it

Miscellaneous

  • Having rails on top of the third rack in the machine room is unsafe
    • Also might be good to get rid of the rack entirely because we will have plenty of space after we remove kerosene

Clubroom

TheftBook

  • New short-term borrowing system will be put into place tomorrow
    • Collateral system like Unigames (e.g. student card, smartrider held until the return of the item(s))
  • We will inform door members of the new system
  • We should write on the whiteboard that there's a new system in place
  • Door members should check if the person borrowing is a current member
    • Check student card for membership sticker / portal for membership

New Equipment

  • Mac mini & Kensington security mount
  • O-day / Club Carnival supplies:
    • 2 x Black Tablecloth
    • 3 x A4 Frames with stands
    • Glass Jar (for uccbuccs)
    • Corkboard
    • Pushpins & Thumbtacks
    • Easel

Drinks and Snacks

  • Need to be careful when packing snacks as it can stop rows from working
    • Packing too tightly and packing too far back can cause problems
  • Make sure the front of the packaging is visible
    • [GPO] will remind door members about it

General State of the Room

  • Good for now

Clubroom After Hours Access

  • A case of UWA security removing non-student members from Cam Hall occured recently
  • After Hours Access Request Form has previously been used
    • [FOX]: idk if this will actually let non-students access cam-hall after hours. The form seems to only be to let people access either the CCZ or the Guild area (general) after hours with their student cards.
      • We should contact the Guild abt our members not being allowed to stay in the building after a certain time, seems a bit of a random change?
    • The current version of the form has changed though so might not be able to be used

External Entities / Club Bureaucracy

Mail

  • Has been checked.
    • [GPO] picked up Westpac statements
  • [GPO] has pushed through mailing list emails.

Guild/SOC

  • SOCPAC meeting this Tuesday 5th August @ 6pm
    • [KKZ] is free to attend

Tenancy

  • No updates.

Other Entities

  • The person from Pawsey has sent us an email
    • They would like us to advertise their summer internship program
  • The DTO would like us to advertise their internship program as well
  • [GPO] will post the internship program details in #job-hunting
  • Some members are interested in colocating servers
    • Might be fine if we have space in the machine room
    • We would like members to be careful when arranging/rearranging servers
    • Should be discussed further in a tech meeting

Usergroups

  • No updates.

Policy and Regulations

  • Code of Conduct still needs to be addressed
  • The draft that [KRY] wrote is agreed to be good
    • We should take a week to consider it and discuss/approve it at next meeting
    • Adding definitions of terms would be helpful

Treasury

Commbank

  • CommBank meeting tomorrow at 1:15!
    • Exec bring ID with you (driver's license / passport)
    • Constitution and AGM minutes are needed to be brought

Trust

  • Old legal relationship between a trustee and a beneficiary (in this case, UCC)
  • Institutions are more comfortable dealing with trusts
  • [FOX] suggests if we do this, we should talk to a lawyer

Events

Past Events

Sem 2 O-Day

  • Very good, the new supplies helped a lot (ty [KKZ] and [KRY]!!!)
  • We ran out of flyers once again!!
    • Almost 350 flyers were given out!
  • 8 signups (1 of which was a renewal)
    • A lower amount is expected for sem 2, so it's still good
  • We need a QR code for portal.ucc.asn.au

Fresher Welcome

  • Some new people came that weren't at O-Day
  • Some more sign-ups
  • We should send earlier announcements in the future
  • Small turnout, but went well
  • Lots of people ask what the difference between UCC and others clubs are
    • Maybe have something for people manning the stall so that they know the differences / uniqueness of UCC
      • We don't want it to be a fixed line to say every time
      • Having a list of discussion points would be helpful
      • Events are good to mention
  • We should have some way to get freshers involved with activities
    • Games are an option (Jackbox, VR, Kahoot, trivia etc.)

ACTION: [KKZ] to write a guide / a list of tips for people running O-Day / Club Carnival stalls.

Confirmed Events

3D Printing Workshop

  • Thursday 7th August (Week 3) @ 3pm
  • [GPO] tested the 3D printer on Friday
    • All functional
  • We need to print some fun things to show off at the event and at future O-Day / Club Carnivals

ACTION: [KRY] to update the 3D Printing Workshop poster tonight and send to [GPO].

VR Night

  • Sometime Week 4
  • [GPO] is happy to run
  • Pizza maybe
  • We should decide on a date/time
    • Tuesday or Thursday works for [GPO]
    • Starting 3pm or 4pm
    • Thursday is the same time as an Esports event
  • Tuesday 12th August 4:30pm works best
  • Games: Superhot, Keep Talking and Nobody Explodes, Beat Saber, Takelings House Party
  • Who can attend (out of those who are present): [GPO], [KRY], [FOX], [DOC]

Cam Hall Quiz Night

  • EMP has been submitted
  • [IGS]'s poster for advertising will be going out soon
  • Tickets sold both online and in-person
    • Sold in the same way as camp tickets

Joint Camp

  • No updates.

Tentative/Future Events

Rockband Night

  • Sometime Week 8
  • [GPO], Geoff and one other person experienced in setting up the equipment are ready to go

Pizza + Canned Beer Event

  • In progress.

Tech Talks

  • Sometime Week 5
  • [GPO] will reach out to Elton and others

Club Collaboration

PCS x UCC Panel Night

  • Has not been discussed with Kat yet.
  • [GPO] will talk to Aiden and Freya about it

UCC x UWAES x Unigames Laser Tag

  • [GPO] will talk to Alex and Connor about it

UniLAN

  • First meeting happened
  • [GPO] has been looking into the venue (will be at UWA this time) and getting permission from UWAIT
    • EMP can be done after the venue is sorted
  • Will likely be the the week after exams finish
    • Booking will be made for November 14th - 16th

Communications and Records

Social Media

  • Need to post for events coming up (3D Printing Workshop & VR Night)
  • Also should post for the software dev meeting at the Curtin Institute of Radio Astronomy (CIRA)

ACTION: [KRY] to post on Instagram about the 3D Printing Workshop, VR Night and the software dev meeting at CIRA.

Website

  • [GPO] will post the fresher guide for this semester

Discord

  • Need to post for events coming up (3D Printing Workshop & VR Night)

General Business

  • We have a door application from a few weeks ago that was missed :skull:
  • MOTION: [GPO] moves to enter a closed section.
    • Motion passes.
  • MOTION: [GPO] moves to appoint Geoffrey Glazier to door
    • Motion passes.
    • Geoffrey Glazier is appointed to door
  • MOTION: [GPO] moves to exit the closed section.
    • Motion passes.

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 (might need to find a different one).
  • [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.
  • [GPO] to look into ACNC funding and scholarship details.
  • [GPO] to post the fresher guide on the website.
  • [KKZ] to write a guide / a list of tips for people running O-Day / Club Carnival stalls.
  • [KRY] to update the 3D Printing Workshop poster tonight and send to [GPO].
  • [KRY] to post on Instagram about the 3D Printing Workshop, VR Night and the software dev meeting at CIRA.

End time

  • 17:47