UCC Committee Meeting Minutes 2018-09-12

Attendance:

Present:

  • [JWB] William Chesnutt [Vice President]
  • [FVP] Felix von Perger [Secretary]
  • [THA] Tom Hill Almeida [OCM]
  • [LCY] Chien Yi Lo [OCM]

Late:

  • [CHB] Alden Bong [OCM]
  • [GOZ] Andrew Gozzard [President]

Apologies:

  • [CFE] Zack Wong [Treasurer]
  • [GIR] Caira Bayman [Fresher Rep]

Mentioned:

  • Hayden of the Tav
  • Finn Murphy of UniSFA
  • [PJA], [AJT], [DBA], [*OX], [DAA], [BOB], [LLL]

Meeting opened at 13.01

Confirmation of minutes from 2018-09-05

Committee Reports

President's Report

  • Report delivered late.
  • Nothing to report.

Vice President's Report

  • Saw some network things, [CFE] fixed them, so that's good.
  • Lot of assessments last week.
  • How awesome a person is is inversely proportional to [redacted].
    • Our committee is therefore very awesome.
  • [CHB] arrives 13:04.

Secretary's Report

  • Been busy.
  • Organised a bunch of tech talks, see events
  • Sent emails about things
    • Tavern (halloween & anniversary dinner)
      • Spoke to Hayden, see events
    • Maltair replacement (see general business)
    • OGM minutes (for committee review)
    • Square stuff (see general business)
  • Updated guide for new members, added door group to AD so door can now add users directly
  • There is a technique for loading things into the snack machine so they don't get stuck
  • Got a refund for overcharged items at coles, please reimburse me $277.30 for snack run last week.
    • Don't have the receipt yet.
    • [CHB] Motion to reimburse [FVP] $277.30 upon receipt of the receipt.
      • [THA] seconds.
      • Motion passes: 4 in favour, 1 abstains.
  • Checked the mail.

Treasurer's Report

  • Absent.

Fresher Rep's Report

  • Absent.

OCM Reports

  • [CHB] Thinking of things to 3D print for possible charity vigil tutorial, taking suggestions.
    • [JWB] Suggestion: mini pokemon.
    • Am told by [GOZ] that anything printable in spiral vase mode will go much faster.
  • [THA] I've been working on inventorying stuff.
    • Going to write a daemon which sends periodic reports of hardware/usage stats.

Machine Technical Reports

Servers

  • Servers are serving.

Network

  • Walnut (newish 10G switch) died again yesterday, broke our network, fixed by rebooting it.
    • Walnut is still under warranty, if firmware upgrade doesn't fix it then we can get a replacement.
  • [PJA] is having connection issues with the UCC wifi on Windows 10.
    • [FVP] Windows 10 is broken, certificate validation issues and recent updates removing options from Network & Sharing Centre make things more painful than they should be.
    • [GOZ] arrives and [JWB] leaves at 13:18.
    • Can be fixed on a per-computer basis either by adding the connection manually and disabling certificate verification, or by manually installing the UCC CA certificate.

Desktops

  • Porcupine is now functional, graphics cable was the problem.
    • Pending SOE setup?

New equipment

  • Generous "donation" of a wooden toolbox by [DBA].
    • Could be used as a lost property box?

Drinks and Snacks

  • We are out of a bunch of drinks, including coke zero.
    • We have a lot of normal coke but not much else.
    • [THA] Could we just swap the coke slots with coke zero, since we sell more of it?
  • TODO: [THA] Organise a drinks run.

External Entities

Mail

  • No mail.

Guild/SOC

  • Memes.
  • [Secretarial note: SOC meeting this evening at 18:00, was not discussed during meeting.]

Other Affairs

  • No news from Electrolux. They still have our aircon.

Events

Movie nights

  • [LCY] Spoken to the real Finn Murphy, contact has been made.
  • UniSFA isn't running movie nights at this point in semester, people are just too busy.

Vive Nights

  • Not happening this week, everyone who normally runs them is not here.

Charity Vigil

  • Event is on Facebook.
  • Subcommittee meeting next Thursday 5pm.

Cameron Hall-oween

  • No meeting planned yet.
  • [FVP] has spoken to the Tav, things seem in order.

Relay for Life

  • [LCY] has published the UCC Facebook event, UWAnime hasn't published it yet.
    • Need to invite friends so people know about it.
  • To register, speak to [LLL] from UWAnime.
  • TODO: [LCY] Send email about Relay for Life.

44th Anniversary Dinner (2018-10-20)

  • [FVP] spoke to Hayden at the Tav, next available date was Saturday 20th October, weekend before last week of semester.
  • Need to write an EMP, the Tav has a standing RMP.
    • TODO: [FVP] Confirm booking of the Tav for 20th October.
    • TODO: [CHB] Write the EMP once Tav is booked.

Build-A-3D-Printer

  • [GOZ] I am not going to have time for the forseeable future.
  • [AJT] seems to know how it works, [GOZ] can respond to questions about how to print things.

How to UCC

  • [CHB] Decided that it would be best done next semester.

Study Events for all CITS units

  • No reply from CSSC to email last month.

Tech talks

  • [*OX] - "Contributing to Open Source", Tuesday 18th September (?)
    • Prereq: 1+ CS unit or equivalent
  • [DAA] - "Dragging shells into the 90s", Tuesday 2nd October
  • [DAA] - (undecided, probably UCC infrastructure related), Tuesday 16th October
  • TODO: [THA] Make Facebook events and send emails to [email protected].

Action Items from 2018-09-05

[GOZ]

  • Book camp at Camp Leschenaultia for 19th to 22nd July 2019 - not done.
    • Ask Camp Lesch to install some eyelets.
  • Coordinate 3D printer event - not done.

[JWB]

  • Send email & make facebook event for Charity Vigil - partially done.
    • Still need to send emails.

[CFE]

  • Implement committee handover documentation archive.
  • Continue writing camp network documentation.

[FVP]

  • Follow up with Tav about bookings and catering for Anniversary Dinner - done.
    • sent an email on the weekend
  • Organise tech talk with [OX] - *done
    • and another with [DAA], see events
  • Send email about Square proposal to tech@ - done.

[GIR]

  • Coordinate with [JWB] about running CITS first year unit study sessions.
  • Make a poster for Anniversary Dinner.

[LCY]

  • Make Facebook event for Relay for Life - done.
  • Make graphics for Cerberus (4:3) and Facebook for Relay for Life - done.
    • TODO: [FVP] Update cerberus with relay for life and charity vigil.
  • Send email & make facebook event for busybee on 29th September, starting at 11am - partially done.
    • Still need to send email.

[CHB]

  • Facilitate discussions about machine room renovations - ongoing.

[THA]

  • Finish inventorying and make spec cards for machines - in progress.

General Business

  • Review and re-vote rules, regulations and guidelines (some of which have been previously called policies)
    • Constitutional policies are not committee matters, they can only be changed at a general meeting.
    • [GOZ] Rewriting the current regulations is much better than reapproving them as-is.
      • Network account usage guidelines: should be made clear on the membership form.
      • Account locking guidelines: accounts should not be for disciplinary reasons, needs a rewrite.
      • Coke group and door group are now one group, I've rewritten the guidelines.
      • Winadmin & sprocket have no guidelines.
      • Webmaster has not been used according to guidelines in years, it can just die.
      • [GOZ] presents a draft of updated policies he has written.
        • Essentially a 5-line set of door regulations accompanied by a set of guidelines.
        • Something similar for wheel.
    • [JWB] arrives 14:11.
    • Heated discussion about nature of regulations/guidelines ensues.
    • [THA] Procedural motion to delay discussion of any changes to regulations and guidelines of door and wheel within 15 days, and that an email outlining said changes of regulations and guidelines shall be sent to the UCC members to which the regulations and guidelines pertain within 5 days.
      • [LCY] seconds.
      • [GOZ] Can we cut it down to 1 week, 2 weeks is excessive.
      • [JWB] Anything less than 1.5 weeks is far too short notice, at least 13 days is better?
      • [THA] We should be able to email members in advance so that people have time to discuss things.
      • Motion passes: 5 in favour, 1 against.
    • [FVP] Motion to approve the [existing and unmodified] Wheel Group Ethical Guidelines, "Group Guidelines" (specifically including wheel and door guidelines), Network Account Usage Guidelines, Group Admission Guidelines, Account Locking Guidelines and Door Group "Policy" (henceforth renamed to Regulations), as listed on https://www.ucc.asn.au/infobase/policies_.ucc.
      • [THA] seconds.
      • [GOZ] I am voting against this motion because I believe that blanket approval of regulations is not in line with the spirit of the motion made at the recent general meeting.
      • Motion passes: 5 in favour, 1 against.
    • Documents which committee considers outdated but have been approved as-is:
      • Group guidelines document (coke, door, ftpmaster, webmaster, wheel)
      • Account locking guidelines
      • Door group regulations
      • Network account usage guidelines
      • Group admission guidelines
    • Documents which have been instated by committee and are considered up to date without modification:
      • Wheel Group Ethical Guidelines
  • Door applications
    • [osterguard]
      • [FVP] Motion to add [osterguard] to door.
        • [LCY] seconds.
        • Motion passes: 4 in favour, 2 abstain.
    • [GIR]
      • [GOZ] Motion to add [GIR] to door.
        • [THA] seconds
        • Motion passes unanimously.
  • Budget for replacement maltair.
    • [FVP] Looks like this ebay item is the best option for replacement parts.
    • Costs $500 upfront, would essentially be a replacement motherboard for Maltair
    • [BOB]'s offer of $200 was rejected, [FVP] has offered $320, results pending.
    • [THA] Motion to budget $550 for replacement [parts for] Maltair.
      • [LCY] seconds.
      • Motion passes: 5 in favour, 1 abstains.
  • Meeting closed at 15:05.

Current Action Items

[GOZ]

  • Book camp at Camp Leschenaultia for 19th to 22nd July 2019.
    • Ask Camp Lesch to install some eyelets.
  • Coordinate 3D printer event.

[JWB]

  • Send email for Charity Vigil.

[CFE]

  • Implement committee handover documentation archive.
  • Continue writing camp network documentation.

[FVP]

  • Confirm tech talk with [*OX].
  • Confirm booking of the Tav for 20th October & Tav catering.
  • Update cerberus with relay for life and charity vigil.

[GIR]

  • Coordinate with [JWB] about running CITS first year unit study sessions.
  • Make a poster for Anniversary Dinner.

[LCY]

  • Send email for busybee on 29th September, starting at 11am.
  • Send email about Relay for Life.

[CHB]

  • Facilitate discussions about machine room renovations.
  • Submit EMP for Anniversary Dinner (pending Tav booking confirmation).

[THA]

  • Finish inventorying and make spec cards for machines.
  • Organise a drinks run.
  • Make Facebook events for tech talks and send emails to [email protected].

Minutes uploaded by [FVP] at 18:27 on 2018-09-15