UCC ANNUAL GENERAL MEETING MINUTES - 2018-03-20

Attendees:

  • All attendees at the meeting were UCC members.
  • [DJF] Chris Forbes [President]
  • [LDT] Roland Kerr [Education Vice President]
  • [KEK] Arend Pramoko [Social Vice President]
  • [CHS] Oscar Hermoso [Secretary]
  • [JWB] William Chesnutt [Fresher Representative]
  • [ROB] Robert Hortin [Social Officer]
  • [CFE] Zack Wong [Ordinary Committee Member]
  • [CSB] Connor Smith-Birch
  • [MMM] Shahzad Siddiqui
  • [CHB] Alden Bong
  • [HYT] Hock Yew Tan
  • [JDN] Jordan Meerwald
  • [DAS] Donald Sutherland
  • [NRZ] Lewis Graham
  • [LUL] Chris Buitendaf
  • [PJA] Peter Allnutt
  • [TBB] Alfred Burgess
  • [GOZ] Andrew Gozzard
  • [TAY] Taylor Home
  • [FVP] Felix von Perger
  • [DOC] Vincent Dalstra
  • [BRO] Brody Attwater
  • [TFM] Thomas Miller
  • [KAT] C. C. 'Blake'
  • [LCY] Lo Chien Yi
  • [LIB] Edward Kammann
  • [MLG] Grace Rosario
  • [TFD] Tim Davies
  • [eedles] Alistair Mcleod
  • [strax] Thomas Trenaman
  • [nerfqueen] Caira Bayman
  • [po0rspirit] Sam Benson
  • [natebox] Nathaniel Harris
  • [behindyou10] Kyle Bartlett
  • [joccer] Jai Castle
  • [lesscot] Tom Stevens
  • [catbutts] Emily Schofield

Apologies:

  • [AJT] Alex Thatcher [Treasurer]
  • [tayfga15] Gavin Tay Fernandez

Meeting opened at 13:10

Agenda

    1. Committee Reports
    1. Election of 2018 Committee
    1. General Business

Committee Reports

President's Report

  • [DJF]: Presidency of 2017
    • So, we started the year pretty shaky
      • At the last AGM, we had half of the attendees of this one
      • I'm proud of the fact that we have retained the strong memberbase who were around at the start of the year
      • We had lots of fringe members who didn't care strongly for the club further than playing games, so this AGM attendance is really nice
      • At the start of the year there were big dreams, but some of those were crushed, like most presidents I imagine
      • We've had a lot of success in other events that we haven't previously had success in
      • Fundraising for Charity Vigil (shout out to [KEK] for shaving his head)
      • Also Relay for Life, where we teamed up with UWAnime and ran the most laps in Cameron Hall
    • I feel like I should apologise for by absence in the second half of the year, I wasn't a student and it was difficult to be around
    • We can definitely pick it up for the next few years
      • Lots of fresh motivated faces, so that looks good - best of luck to the new committee

Education Report

  • [LDT]: I have been a little unusual as Education officer and Ed vp last year

    • These are positions that will not be making another appearance
    • [LDT] explains the difference between the Social and Education portfolios
    • [LDT] also explains that by reducing committee size these portfolios have been removed

  • [LDT]: Figuring out the next generations of UCC is an important job

    • For example picking up and carrying skills that will support the clubs infrastructure into the future
    • Over the last year, I've tried to keep education ticking - it hasn't been prolific year however
    • We haven't slowed down in second semester, it's been steady
      • Plenty of variety - 3D printing, since I'm the one who teaches it
    • [GOZ] running intro-prog this year and [TBB] running it last year
    • I'm hoping that even though the education portfolio won't be a distinct thing, we will maintain the atmosphere of high learning and self-improvement

Social Report

  • [KEK]: Not going to lie, I went to the tav before the agm, not to celebrate being free, but to celebrate a good year
    • I was nominated, thought something was seriously wrong, and then I won
    • Yikes
    • I did my best, a bunch of lans, charity vigil was dope as heck
    • Camp was cool
    • Being on UCC committee was a great experience, I love my committee
    • Peace out
    • Spread love

Treasurer's Report

  • [AJT] is ill, unable to attendance and has given apologies

    • [CHS] spoke on his behalf

  • Hey everyone, unfortunately I am sick and therefore unable to make it

    • There being a small delay in the financial statements as a result.
    • I'll send out the full financial statements to the ucc@ mailing list once I recover
    • tl;dr: we had a growth in equity of approximately ~$1600 for the 2017 financial year.
    • Most of this is the term deposit growth,
    • A small amount came from an increase in hardware assets,
    • Cash balance remained about the same.
    • Growth to beat inflation was about $1250 so unless I discover any errors in my accounting before I send out the full report the club has come out a little bit ahead.
    • I would suggest the club tries to maintain a similar level of spending, and will be more than happy to work with the next Treasurer to budget for 2018.
    • Being on committee has been quite a learning experience, and I hope to be able to use my experiences to help the club further this year.
    • Before I end my report, I'd like to give a shout out to [JWB] for his vast financial contributions to the club through dispense.
    • round of applause from attendees

Fresher Representative's Report

  • Short and sweet, because we want to get to voting and I was only the fresher rep for half a year
  • Would look forward to the next fresher rep and would encourage all of you to run for it

Election of 2018 Committee

Election of Returning officers

  • [catbutts] and [DAS] nominated for returning officers by [DJF], [TBB] seconds,
    • Motion passes
  • [DJF] moves to suspend standing orders, [CHS] seconds
    • Motion passes

Election of President

  • Quick introduction of the role given by [DJF]
  • [tayfga15] and [AJT] are standing nominations
    • Both are absent
    • [LIB] will speak on behalf of [tayfga15]
    • [DJF] will speak on behalf of [AJT]
  • [GOZ] nominated by [TAY], [TBB] seconds, [GOZ] accepts
  • [LCY] nominated by [TFM], declines
  • [JWB] nominated by [DJF], [MLG] seconds, [JWB] accepts
  • [CFE] nominated by [GOZ], [DJF] seconds, [CFE] accepts
  • [CHS] nominated by [MLG], declines
  • [HYT] nominated by [JWB], declines
  • [TBB] nominated by [PJA], [KEK] seconds, [TBB] accepts
  • [TFM] respectfully requests that any nominees who are not entirely serious about running for president withdraw their nomination
  • [CFE] withdraws his nomination because of the number of other good candidates

Speeches

  • [LIB] on behalf of [tayfga15]: Efficient

    • Artist, sees balance in the universe
    • First person in years for a Unigames secretary not have a laptop breakdown
    • Perfect mix of gaming and ed
    • President of unigames
    • Speech given by ed - HA
    • Vote 1 Gavin

  • Please note, [AJT]'s speech below had to be shortened because of the 60 second time limit imposed on speeches.

  • [DJF] of behalf of [AJT]:

    • Hey everyone, apologies for not being here to run in person due to being ill
    • For those who don't know me, I'm Alex, I was the Treasurer last year and this is my fifth year as a UCC member, studying electrical engineering
    • Last year, I found there was a large amount of organisational failure in the committee, which lead to less successful events, a large amount of committee members experiencing burnout, and overall dissatisfaction from club members.
    • Having seen this happen first hand, I would like to step up to the role of being President such that I can be in a position where I can provide leadership to the committee. Last year I found myself having to organise events such as camp and o-day despite trying to balance Treasurer duties at the same time due to this lack of organisation
    • All of these factors make me feel like I would be able to be a decent President for the 2018 UCC committee, and able to address concerns that members have had about the management of the club recently, such that I hope you will vote me for President.

  • [GOZ]: Hi everyone, I'm [GOZ]

    • I'm the longest standing member here, I've been here since 2011
    • Was vice president, and then president afterwards
    • Members have been generally dissapointed
    • Club used to be amazing, unigames and unisfa were ages behind, but that's not the case anymore - by anyone's fiction
    • I'm also the president of PCS
    • I was happy to leave committee, because the club was going downhill
    • I'm now so unhappy with the state of the club that I want to come back and fix it

  • [JWB]: Hi, I'm [JWB], I was fresher rep last year

    • I'd like to move the club more towards computer science
    • I would be the best choice besides maybe [GOZ]
    • [GOZ] would be a great candidate but i'm worried about his time
    • I do enjoy gaming; I have 1200 hours in Counter Strike
    • But I feel like we're moving away from our constitutional purpose
    • You should vote for me because I care about this club more than anyone else

  • [TBB]: I'm [TBB], I was previously Education Vice President

    • I've been around the club for a long time
    • On two other committees
    • Jap Soc and tenancy
    • I have lots of committee experience
    • Want to get people back into Ed events

Questions

  • Questions must be phrased so that they can be answered by all candidates
    • Don't ask bad questions
  • [ROB]: Are you guys on other committees, and would you give up other committees for the sake of conflict of interest and time?
    • [tayfga15]: is President of Unigames and secretary of access department, however he would have enough time to be UCC president too and doesn't believe there is any conflict of interest between Cameron Hall clubs
    • [AJT]: Not on other committees
    • [GOZ]: President of PCS, definitely would not resign
    • [JWB]: not on other committees
    • [TBB]: would not resign from other committees, Jap Soc and tenancy OCM
  • How would you further education and computer science in the clubroom?
    • [tayfga15] is a creative guy, but no real answer prepared
    • [AJT] would run new events according to his speech
    • [GOZ]: I'm the president a club about programming, also running introprog
    • [JWB]: Interested in cryptography, enigma and also old capture the flag challenges, would run a bunch of events
    • [TBB]: Has lots of computer science experince and was Ed VP
  • What is the biggest difficulty that the club is facing right now?
    • [tayfga15]: Problem with cohesion and delegation
    • [AJT]: Organisational and motivational problems
    • [GOZ]: Apathy, bare minimum is being done by committee members
    • [JWB]: wants to resist shift away from computer science and gaming
    • is a gamer, but neglecting that is out biggest floor
    • [TBB]: Not enough tech interested people in the club
  • [TAY]: How are you gonna get more girls?
    • [tayfga15] has no prepared answer
    • [AJT] has no prepared answer
    • [GOZ}: Problem is self-perpetuating, it's hard to get girls into the club when there's no girls to welcome them - we should follow Unigames mentality of "girls get girls"
    • [JWB]: [GOZ] stole my answer, need more girls on committee, and we need to remove crappyness from clubroom
    • [TBB]: I did get 3 girls to sign up last year
    • Applause
      • [TFM]: Was one of those your sister?
      • [TBB]: No that was the year before
        • More applause
  • [TFM]: Something that exemplifies or shows dedication to club?
    • [tayfga15] is good at everything
    • [AJT] is a wheel member, has made a commitment to committee already as treasurer and spends a lot of time in the club
    • [GOZ] is a wheel member, not happy to come back, but im doing it anyway
    • [JWB] entered a bunch of membership forms into the membership database when it wasn't even his job at all
    • He even took them home so he could enter more in
      • So committed
      • [TFM]: Wow
    • [TBB] is running for UCC president even though he's already on two other committees and working
  • [TAY]: What is your opinion on dooring? Proactive or retroactive?
    • [tayfga15]: Should be proactive, better to prevent harm than fix it after
    • [DJF] on [AJT]'s behalf: [AJT] would probably answer retroactive based on previous committee experience
    • [GOZ]: Doorings should be dealt with on a case by case basis
    • [JWB]: When I was on my first week on door, I doored someone, should be proactive where possible, but sometimes that option is not available.
    • Regardless, we should be harsher
    • [TBB]: Doorings should be mostly retroactive
  • Questions closed
  • Candidates leave room for voting

  • Candidates return

  • Congratulations to [GOZ] (Andrew Gozzard); elected as UCC President 2018

Election of Vice President

  • Description of the role given by [DJF]

  • [FVP] and [JWB] are standing nominations

  • [BRO] nominated by [LIB], [HYT] seconds, [BRO] accepts
  • [TBB] nominated by [PJA], [LUL] seconds, [TBB] accepts

Speeches

  • [FVP]: Hi everyone,
    • I'm first year, with no committee experience
    • However, what I lack in experience I make up for in motivation
    • I already attend most project nights
    • Important to increase focus on technological interests
    • I think it'd be good to have someone to represent freshers
  • [JWB]: I'd like to quickly respond - my opinion is that is what the fresher representative position is for, not the vice president
    • Again I'll keep it short
    • You heard my presidents speech
    • I think [GOZ] is a great president, want to be there to support him
  • [BRO]: Have no prior committee experience, but I'm very loyal and have been around for a year
    • The club is environment is toxic right now, we need to remove the feeling of isolation for new members
  • [TBB]: Have been vice president before
    • You heard the presidential speech

Questions

  • [MLG]: What will you do with the role?
    • [FVP]: Positive first year who will keep it fresh
    • [JWB]: I wish to support the president
    • [TBB]: Would find out when [GOZ] is busy, and make sure that I'm available during those times
    • [BRO] withdraws nomination, feels that he doesn't have the experience to perform the role adequetly
  • [LDT]: How will you compliment the presidents leadership style?
    • [FRK]: Again, I'll bring motivation and freshness - and I learn quickly
    • [JWB]: It's the same thing that I've said twice now, but I will support him as a science major, I'm someone thats gone to many project nights, etc
    • [TBB]: unsure about goz's leadership style, but I wish to make it work
  • [GOZ]: How much time do you have to contribute to the role?
    • [FRK]: Many hours a week, including weekends
    • [JWB]: Like, I ran for president, you already know I have heaps of time
    • [TBB]: Enough time to do the job well
  • Questions closed
  • Candidates leave room for voting
  • Candidates return
  • Congratulations to [JWB] (William Chesnutt); elected as UCC Vice President

Election of Treasurer

  • [CFE] nominates himself, [CHS] seconds
  • [DJF] nominates [JDN]
    • [JDN]: Why would you do this to me
    • [JDN] declines nomination
  • [CHS] nominates [TFM], [TFM] is ineligible
  • Returning officers make sure there are no other nominations
  • Congratulations to [CFE] (Zack Wong); elected by default as UCC Treasurer

Election of Secretary

  • Description of the role given by [CHS]
  • [FVP] nominated by [CHS], [DJF] seconds, [FVP] accepts
  • [CHB] nominated by [JWB], [CFE] seconds, [CHB] accepts
  • [TFD] nominated by [TFD], declines
  • [TBB] nominated by [PJA], [LUL] seconds, [TBB] accepts

Speeches

  • [FRK]: I have experince using a terminal
    • Frequently on discord, facebook, emails
    • I understand that it's a technically difficult position, but I like challenges and I learn quickly
  • [CHB]: Very willing to pick up a role on UCC committee
    • Knows about wiki, where to get help, and how to discord
  • [TBB]: I regularly take minutes
    • I'm familiar with the UCC minute scripts

Questions

  • [ROB]: We went through 3 secretary changes per year in the last two years, do you fully understand this?
    • [FVP]: Is aware, as said earlier
    • [CHB]: I like steep learning curves
    • [TBB]: Fully aware
  • Questions closed
  • Candidates leave room for voting
  • Candidates return
  • Draw in votes between [FVP] and [CHB]
  • [FVP] and [CHB] to give another short 30 second speech
  • [FVP]: I will push for an increase online presence, discord, facebook, and I will update the UCC website
  • [CHB]: Need to push for a change in the behaviour of door members
  • Candidates leave room for voting
  • Candidates return
  • Congratulations to [FVP] (Felix von Perger); elected as UCC Secretary

Election of Fresher Representative

  • [CFE] and [JWB] give a description of the role
  • [CHS] nominates all freshers in the room, [DJF] seconds
    • No-one accepts nomination
  • [JWB]: You will not regret it
    • We have a fantastic committee this year
    • No offence, but it's way better than last year
      • Good opportunity to end up on further positions next year, or move to other clubs and university committees
  • [DAS] asks for a show of hands of everyone in the room who is eligible
  • [CHS] nominates [lesscot], [DJF] seconds, [lesscot] accepts
  • [CHS] nominates [nerfqueen], [DJF] seconds, [nerfqueen] accepts

Speeches

  • [lesscot]: Studying computer science and data science
    • When I entered the clubroom, I had no idea who to talk to,
    • No idea who is experienced in the room, want to change that
  • [nerfqueen]: Studying computer science and software engineering
    • Actually has some committee experience already
    • Would like to make the room more inviting

Questions

  • [DJF]: Would you run any events to encourage people to come to the club
    • [lesscot]: Yes
    • [nerfqueen]: Yes
  • Questions closed
  • Candidates leave room for voting
  • Candidates return
  • Congratulations to [nerfqueen] (Caira Bayman); elected as Fresher Representative

Election of Ordinary Committee Members

  • [CHS] explains that there are 3 Ordinary Committee Members to be elected

  • [CHS] gives a description of the role

  • [BRO] is an existing standing nomination

  • [TBB] nominated by [PJA], [JWB] seconds, [TBB] accepts
  • [KAT] nominated by [CHS], [TFM] seconds, [KAT] accepts
  • [TFM] nominated by [CHS], [KAT] seconds, [TFM] accepts
  • [LCY] nominated by [TFM], [CHS] seconds, [LCY] accepts
  • [CHB] nominated by [JWB], [CFE] seconds, [CHB] accepts
  • [DJF] nominates himself, [CHS] seconds

Speeches

  • [BRO]: I spend a lot of time in the clubroom over the year, lots of friends, I want to help committee and club, only reason why i stood down from vp, is because I care about the club and didn't feel experienced to take position
  • [TBB]: I've been around a while, love the club, run events and everything
  • [KAT]: I've been a member for a really long time, but recently increased involvement, started learning, went to Ed events and want to be someone that old or new members can lean on, want to that person
  • [TFM]: After taking about 6 months off UCC, I returned as a door member, webcam trawling to reduce litter, theres evidence that I want to do that and even small things - maitenence, coke machine, been around for a while
  • [TFD]: I'm the previous secretary of PCS, also a door member, that's it
  • [LCY]: I want to take an active role, will be a future committee member too
  • [CHB]: I will learn all tools to get it done, got another 3 years around UWA to contribute to the club
  • [DJF]: I was 2017 president, treasurer 2016, lots of experince, plan to use that to give people on new committee experince and knowledge to push in right direction

Questions

  • [TAY]: Do you have future goals on UCC committee? Exec?

    • [BRO]: Yes
    • [TBB]: No
    • [KAT]: Maybe
    • [TFM]: Depends on eligibility
    • [CHB]: Maybe
    • [TFD]: No
    • [LCY]: Yes
    • [DJF]: No

  • [CHS]: If you could just give one word to what you'd bring as an UCC - what would that be?

    • [BRO]: Supporting
    • [TBB]: Events
    • [KAT]: Women
    • [TFM]: Stability
    • [CHB]: Education
    • [TFD]: Door
    • [LCY]: Perspective
    • [DJF]: Drinks

  • Questions closed

  • Candidates leave room for voting

  • Candidates return

  • Congratulations to [KAT], [LCY] (Lo Chien Yi) and [CHB] (Alden Bong); elected as Ordinary Committee Members

Closing of Elections

  • [DJF] moves to reinstate standing orders, [CHS] seconds

    • Motion passes

  • [DJF] gives quick speech about those who weren't elected should not feel demotivated - those who are not committee members can absolutely still contribute, attend meetings

    • Drinks runs need to be dun

  • [TFM] wishes for the attendees to show appreciation and goodwill for last committee

General Business

  • [TAY]: UCC is the only major clubroom in Cameron Hall that hasn't undergone renovations in the last 18 months

    • UCC has $56k in a term deposit that could be used for renovation
    • UCC is also falling apart right now
    • [TFM]: We aren't just sitting on it, it's an investment - we make interest
    • [DJF]: We split up the deposit so that we could access the finances

    • That money is only to be taken out if it's approved at a Special General Meeting

      • Should not be touched without a proper financial plan and serious commitment and support from the committee

    • [ROB]: If we were to renovate, the club ought to be rearranged to fit our purposes better - better access to tool cupboard, workbench, 3D printer

    • [TAY]: Guild tenancy aspect things

    • Current treasurer of soc council
      • One of the things that I was pushing hard with tenancy was to get stuff fixed around cameron hall
      • Business case to redo flooring in unigames, one of the projects lined up was to get flooring done in rest of clubrooms
        • The dream is that it's at no cost to UCC or the other clubs
      • Talks over holidays about card access to comms room
        • Trying to make sure that doesnt happen for ucc
        • If card access was set up without consultation, UCC almost definitely wouldn't have access to the room
        • Want to set up access agreement
        • [CHS]: Taylor is referring to moving all or some of our servers to the comms room to free up space in the clubroom
        • The common counter-argument is that keeping the servers in the clubroom encourages the idea that they can be repaired, fiddled with, etc - they are a lot more tangible rather than abstract

  • Server room rebuild

    • [LDT]: clubroom doesnt look new, quite the time for renewal and change in cameron hall right now
    • UCC deteriorates rapidly because we have no roof
    • No functional equivalent of room
      • It's not worth it until we solve the roof situation

  • Discussion briefly continues further without much further consensus

  • [CHS]: Can we get a show of hands about general interest of eating into part of the term deposit to generally improve the environment in the clubroom?

    • Near unanimous agreement that the some of the funds should be used to improve the room
    • [CHS]: This is absolutely something the 2018 committee should strongly consider and consult with others about

Meeting closed 1515

Minutes uploaded by [FVP] at 23:06 on 2018-06-27