University Computer Club Committee Meeting Minutes 2025-08-20

Acknowledgement of Country

Next meeting time

  • New when2meet has been made.

Declarations of Potential or Perceived Conflicts of Interest

Confirmation of minutes from previous meeting

  • Previous minutes have been uploaded.

Circular Motions

  • [SEB] moved to approve a budget of $114 to purchase two M.2 to U.2 adaptors (including shipping costs).
    • [KKZ] seconded.
    • Motion passed.

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ariel Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [ROY] Roy Xu
  • [LCY] Chien-Yi Lo (CY)

Apologies

  • [SEB] Bones Gazey, Ordinary Committee Member
  • [KRY] Krys Maher, Fresher Representative
  • [IGS] Isobella Gray, Ordinary Committee Member
  • [TWA] Freya Andromeda, Ordinary Committee Member

Absences

Start Time

  • 16:11

Committee Reports

President's Report

  • EMP and setup for andrew's tech talk
  • Contacted ASIC re: deregistration error
  • Ordered adaptors and organised remaining reimbursements for UniLAN

Vice President's Report

  • Idk
  • Theftbook stuff
  • Went to SOCPAC

Secretary's Report

  • Submitted EMPs for the 3D Printing Workshop and VR Night
  • Tinkered with [KRY]'s 3D Printing Workshop poster a little and did a Discord announcement for the event
  • Made a Discord Event for the the Digital Camera tech talk

Treasurer's Report

  • Westpac Main $
  • Westpac Savings $
  • Westpac Card $
  • Guild Account $
  • Numbers up soon.
  • Did many treasury things.
  • Will submit SPG for Mac Mini soon.
  • In dissertation hell.

Fresher Rep's Report

  • Not here.

OCM Reports

  • [SEB]
    • Not here.
  • [TWA]
    • AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA I HAVE EXAMS TOMORROW PANIC!!!!!! AAAAAAAAAAAAAAAAAAAAAAAAAAA
  • [IGS]
    • Not here.

Action Items from previous meeting

  • Committee: Make an official wiki page / document for death row usage.
    • Done, ty [KKZ]
  • [GPO] to contact Andrew J Williams, Elton and Oscar about tech talks.
    • Done for Andrew Williams; tech talk is tomorrow
  • [GPO] to get the $60 shredder from Aldi (might need to find a different one).
    • No sign of it still
  • [SEB] to add the UCC GitHub account to the organisation.
    • Not here, probably not done
  • [FOX] to email the UWA Data Institute about the $500 sponsorship.
    • Will do shortly
  • [KKZ] to make a door quiz website.
    • Not done, likely won't have time this semester to do it
    • [GEV] might be interested in working on it
  • [GPO] to look into ACNC funding and scholarship details.
    • In progress, there is a lot to go through so it might take some time
  • [GPO] to post the fresher guide on the website.
    • Not done, needs to double check with [BEN] about it
  • [KKZ] to write a guide / a list of tips for people running O-Day / Club Carnival stalls.
    • Draft has been made
  • [KRY] to update the 3D Printing Workshop poster tonight and send to [GPO].
    • Done, further polished by [DOC] before being posted
  • [KRY] to post on Instagram about the 3D Printing Workshop, VR Night and the software dev meeting at CIRA.
    • Done for VR Night and CIRA

Machine Technical Reports

Clubroom Machines

  • Some had borked Linux installs, most have been fixed
  • Mac mini is not full set up yet
    • Active directory is done differently on MacOS
    • [BIRD] is trying to get it working with our system
    • Setting up Keycloak for OIDC for Mac instead
      • Once OIDC is set up we can use if for other stuff
  • [GPO] will do keyboard purchases tonight
    • Will also have a look at what computer mice are available
    • Need to keep in mind that Black Friday sales start in November
  • We need more RAM and coolers for the new CPUs
    • [GPO] will have a look tonight as well
      • Will circular motion if some are found

Servers

  • [ROY]'s proposal of Dell (monika) parts budget:
    • $85 for rails: https://www.dell.com/en-au/shop/cty/apd/770-bbkw
    • $50 for two power cables: https://www.fs.com/au/products/142013.html?attribute=36530&id=4073511
  • [ROY]'s proposal for Intel Servers:
    • $1800 for two more Micron 9200 8TB drives: https://www.ebay.com.au/itm/176509198493
      • [ROY] wants to get a new VM cluster set up sooner rather than later
      • These are the same drives as last time
        • Happy with what we got last time
      • We will buy 1 or 2
  • MOTION: [GPO] moves to budget all above proposals for a total of $2000 + shipping
    • [FOX] seconds.
    • Unanimous in favour.

Networks

  • kerosene is formally dead and is out of the machine room
    • We have fully moved over to our new switch olive
    • Internal network is now 10Gbps
    • If we request changing out the hardware there is a good chance we can get a 10Gbps uplink
      • SUCK IT UNIFI
      • murasoi is dubiously capable of 10Gbps because of the way it processes packets
        • At least 6Gbps upload and download speed
          • Will need to further optimise if we want 10Gbps

UniIT

  • Last Monday UWAIT removed old accounts
    • [MPT] and [GPO]'s accounts were revoved
    • [GPO]'s account has been reinstated now
    • Needed for managing UCC's domain name
    • We should look for two wheel members to take over the accounts each year
      • Preferably fresher or 2nd year wheel members
  • [GPO] will contact UWAIT to sort out firewall and 10Gbps now that they are responding to our tickets

ACTION: [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA.

Clubroom

New Equipment

  • Aforementioned M.2 -> U.2 adaptors
    • Ordered online
  • [GPO] donated a Blue Yeti microphone
    • Omnidirectional and is much better than our current mic
    • MOTION: [GPO] moves to accept the donation
      • [FOX] seconds.
      • Unanimous in favour.
    • Will stay in tool cupboard

Drinks and Snacks

  • We need more drinks
    • A few restocks of the vending machine have occured since the last food run
    • Milkis is in high demand across multiple clubs
      • We should get more than normal at the next food run
      • "milk the Milkis"
  • We should do a full stocktake after this meeting

General State of the Room

  • Need to change the bag rack location
    • Behind the door racks are more accessible rather than reaching over the couch
      • Should swap the varnished wood on the rack with the unvarnished wood (or varnish the unvarnished one)
    • Racks keep on being filled up shortly after being cleared from Death Row
    • E-waste bin may be needed?
  • [GPO] might look at redoing the Ethernet wiring in the clubroom over the holidays
    • New keystones
    • Recruit others for help and also teach them
  • [KKZ]: Cable management is an issue
    • People move peripherals around all the time
      • We need to make sure we have enough/spare peripherals on each setup to avoid this
    • Would also provide more space for other things on the desks

External Entities / Club Bureaucracy

Mail

  • Checked
  • Mailing list has two pending emails
    • Resolved

SOC Affairs

  • SOC meeting Tuesday (26th August)
    • [GPO] or [FOX] can attend
  • SPG due next week

Tenancy

  • Tenancy meeting soon?
  • Guild has dropped the ball on Cameron Hall elevator plans
    • Black mould issue in Shenton House
    • And issues getting contractors
    • Still will eventually happen
  • Cam Hall renovations
    • Current Guild council don't seem to have any interest in it

Other Entities

CommBank

  • CommBank is saying we are deregistered with ASIC
    • We were never deregistered
    • [GPO] has send a data issue to ASIC about it
    • CommBank is blocked until we can get this issue resolved

Policy and Regulations

  • We need to confirm and put the Code of Conduct into effect
    • A clear definitions page and a resolution policy still need to be done
    • We should use the standardised complaints form from the Guild
    • MOTION: [GPO] moves to adopt the Code of Conduct as a Committee Regulation.
      • [FOX] seconds.
      • Unanimous in favour.
    • Will be revisited with each new committee as it is a Committee Regulation.

Treasury

  • We should formally decide what we're doing with the investment of our money (unrelated to the scholarship plans)
    • Trust and/or a financial advisor
    • Still need a lawyer and accountant
    • [FOX] and [BIRD] wrote up a document outlining the plans for the fund
      • Will be sent out publically for feedback
    • This is in line with a 2022 AGM constitution policy.

Events

Past Events

3D Printing Workshop

  • Had a turnout of about 3-4 non-committee and non-door members
    • Was still good, and had people taking interest
  • In the future we should advertise that you actually get to take home something you made / printed

VR Night

  • Room was pretty full
    • 10 people at one point
  • Needed more advertising / earlier advertising

Confirmed Events

How to Build a Digital Camera Tech Talk

  • Tomorrow; Thursday Week 5 (21st August) @ 4pm
  • Discord announcement is out
  • Andrew Williams has many talks that he is willing to do
    • Another Andrew tech talk later this sem could work well

Cam Hall Quiz Night

  • September 19th
  • Meeting Tomorrow @ 3:30pm

Joint Camp

  • Most things are organised

Tentative/Future Events

  • Had plans for another tech talk next week
    • Probably just have no events next week as it is a busy week from midsems and projects

Rockband Night

  • Week 8
    • Friday works well

Pizza + Canned Beer Event

  • No updates.

Other Tech Talks

  • Where we can fit them in before week 10

Club Collaboration

UniLAN

  • Happening on the week after exam week
  • [GPO] is trying to sort out confirming the venue after UWA lecture theatre damage occurred
  • Ask CFC and Game Dev club to advertise

Communications and Records

Social Media

  • [KRY] is managing the Instagram well
  • [KKZ] suggests having more reels on the club account

Website

  • [GPO] has been updating some things
    • Need to remove outdated webcam hyperlinks / redirect to the main page for the door status widget
    • If you see something that's outdated, mention it!
  • Wiki has been moved over to a new platform
    • If there are issues let [TPG] know

Discord

  • We have reached 1000 members on the Discord!!!

General Business

  • Perth Linux Users Group (PLUG) Installfest happening this Saturday 23rd August
    • Link for those interested

Action Items

  • [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.
  • [GPO] to look into ACNC funding and scholarship details.
  • [GPO] to post the fresher guide on the website.
  • [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA.

End time

  • 17:51