UCC Committee Meeting Minutes 2018-07-31

Attendance:

Present:

[GOZ] Andrew Gozzard [President]
[JWB] William Chesnutt [Vice President]
[FVP] Felix von Perger [Secretary]
[GIR] Caira Bayman [Fresher Rep]

Late:

[CHB] Alden Bong [OCM]

Apologies:

[CFE] Zack Wong [Treasurer]

Absent:

[KAT] C. C. 'Blake' [OCM]
[LCY] Chien Yi Lo [OCM]

Mentioned:

[superoo7], [MTL], [EAR], [RME], [THA]

Meeting _finally_ opened at 10:41:31, almost an hour late.

Confirmation of minutes from previous meeting

Minutes from previous meeting have not been uploaded yet.

Committee Reports

President's Report

[GOZ] wants [JWB] to do the whenisgood to decide our next meeting time.
Camp happened, I am more than a little dead.

Vice President's Report

Was long.
Did the shopping thing and other various campy things.
- Walked around the lake, that was nice.
- Food could have been worse, had leftovers for lunch yesterday, it was nice.
- Can now kind of play the saxophone.
- Now know how to split wood.

Secretary's Report

Checked mail
Camp. Was fun. Food. Much food. Too much food.
- [GIR] has a large amount of pumpkin at home.
3D printer has arrived, please reimburse me.
- Budget of $350 to buy Anycubic Kossel Linear Plus 2.0 3D printer was approved in writing by 5 committee members prior to meeting.
- TODO: [CFE] to reimburse [FVP] $318.34 AUD for 3D printer.
Made a camp crate filled with things like alfoil, sauces, jams and knives.
- Teatowels were put out in the loft to dry, labelled with [UCC] on the labels.

Treasurer's Report

Treasurer is not.

Fresher Rep's Report

Still alive.
Learned to play Rockband (badly).
Convinced a bunch of attendees to climb childrens playground equipment.

OCM Reports

Committee notes a distinct lack of OCMs at the meeting today.
[CHB] arrives at 10:56:21

[CHB]

Went to camp, played ET, figured out why mortars are bad.

Machine Technical Reports

Servers

Loveday is back in the rack! Not sure if it should be turned on since it could break proxmox quorum?!

Network

Beatentrack was still configured as the router in DHCP just after we left, broke UCC clubroom internet for a while.
Camp network worked well.
[GOZ] is claiming the SIM card back since it is registered in their name.

Desktops

Were not on desks for a while, now back on desks again.

New equipment

Anycubic Kossel Linear Plus 2.0 3D printer, in a large cardboard box in the machine room.
- [GOZ] wants to run an event for building it and getting it up and running.
Knives, a gift from [GOZ].

Drinks and Snacks

Anything left over from camp is now in the snack machine or the machine room, should be added to dispense soon.

External Entities

Mail

Postcard from [MTL]

Guild/SOC

Tenancy busybee was rescheduled to... sometime in the future. Thanks tenancy.

Other Affairs

Corsair water cooler has probably run out of warranty by now, should be looked into ASAP.
- [LCY] last talked to [EAR] about it about a month ago, said it would be under warranty for another month or so.
- [JWB] reckons it was around $90 when we bought it.
- [GOZ] We are very unlikely to have the paperwork, so it would be a lot of work to get it pushed through ACL.
- Not an issue for committee meetings.
Last 4 phone bills have not been paid, [CFE] should hopefully get around to it ASAP.
Electrolux last said they have received the parts and can presumably start repairing it soon.
- No further debt collection notices.
- No further invoices either.
- We should be invoiced for, and pay, the ~$110 transport fee associated with the repair operation.

Events

Busybee 21/07/2018

Door members still have to be removed from dispense and mailing list.

Movie nights

We have fancy posters for movie nights, thanks to [KAT]. They should be put up around UCC.
Wednesdays from 1st August to 15th August, pizza run at 18:30, movie start at 19:00.

Vive Nights

[JWB] will discuss with [CFE] when to do them, now working Tuesdays and Thursdays
Tuesday evenings work, although [JWB] has to leave early. [CFE] and [GIR] can do setup and pizza runs if numbers allow.

Sysadmin "Tech-talk" workshop

No time to sort that out yet, will discuss later.
Hoping to start it around week 3-4, or even as late as after study break.

Camp

Camp ran, went very well although we needed more attendees.
- Technically more attendance compared to last year!
[RME] has said it was the most involved camp in the last few years, if not ever!
[GOZ] has received the invoice from Camp Lesch.
Programming competition didn't end up running, [GOZ] was deathly ill when it should have been run and all the people interested had left afterwards.
Movie nights didn't end up running either.
Tech talk on Blockchain was good, thanks [superoo7].
[JWB] heard that one attendee decided to come because of the variety of activities advertised.
- [GOZ] Calling it a weekend-long LAN is not a good strategy to gather interest.
Food & catering.
- Shopping list was done at the last minute, spent a total of $572.85 on catering.
- We had too much food and went "well over-budget".
- Food was planned based on levels of consumption at Unigames camp.
- [FVP] notes that we did not have a proper budget for food, estimated budget was around $15-20 per person but it ended up being more like $30 per person.
- Camp ran at a loss, not sure how much just yet, we were expecting that.
There was no documentation of how the network was physically configured in previous years.
Laundry was used effectively as a comms cupboard.
[GOZ] and [CFE] took measurements of the building, should be able to come up with foolproof plan for network setup next year.
- TODO: [GOZ] Ask the owner to add some eyelets in convenient locations to attach ropes and cables.
- Owner of Camp Lesch is aware of the concern about bathrooms.
Data usage was minimal, only 37GB of 100GB was used.
Need to be more organised in terms of printing things on paper (posters/rosters/activities).
[GOZ] This year's camp was not perfect, but it was a huge improvement. We just need more attendees.

Nostalgia Night (11-08-2018)

[LCY] is supposed to be taking care of the EMP, not here.
- Secretary's note: [LCY] showed up just after the meeting and says that EMP is all done.

Action Items from previous meeting

[CFE]

[CFE] Implement committee handover documentation archive - ongoing.

[FVP]

[FVP] Do Food Safety Training - done.
[FVP] and [CFE]: Organise sysadmin workshop for semester 2.

[KAT]

[KAT] and [CFE]: Print cards for machine specs and clubroom rules - deferred.

[LCY]

[LCY] Write an EMP for Nostalgia Night (11-08-2018), submit it and book the loft - in progress.

Others

[JWB], [LCY] and [CHB]: Continue discussing door policy reviews. ongoing
Committee: Everyone with RSA or Food Safety certificates, please send them to [CFE]. done

General Business

Door policy will be discussed further next week.
[JWB] doesn't want as much onion in the food on camp.
[JWB] will make Cobra a Linux machine sometime during the week.
[GOZ] Current system of cable locks is inconvenient and makes it difficult for members to do things with the computer.
[FVP] Budget for new porcupine.
- It sounds like [THA] has decided to sell his computer parts to [CFE] and [JWB]
- [JWB] We should budget around $700
- [GOZ] We should set a target budget of around $800.
- TODO: [FVP] to produce specsheet for new porcupine.

Meeting closed at 11:50:28

Current Action Items

[GOZ]

Ask Camp Lesch to install some eyelets.

[JWB]

Ensure that committee has access to the draft door policy before next meeting.

[CFE]

[CFE] Implement committee handover documentation archive - ongoing.
[CFE] to reimburse [FVP] $318.34 AUD for 3D printer.

[FVP]

[FVP] and [CFE]: Organise sysadmin workshop for semester 2.
[FVP]: Produce specsheet for new porcupine.

[KAT]

[KAT] and [CFE]: Print cards for machine specs and clubroom rules - deferred.

Others

[JWB], [LCY] and [CHB]: Continue discussing door policy reviews. ongoing

Minutes uploaded by [FVP] at 13:10 on 2018-07-31