University Computer Club Committee Meeting Minutes 2025-11-24

Acknowledgement of Country

Next meeting time

  • Committee please fill out the schedule

Declarations of Potential or Perceived Conflicts of Interest

  • [TWA] for winadmin/sprocket application

Confirmation of minutes from previous meeting

  • Previous minutes have been uploaded

Circular Motions

  • None

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
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [T4T] Eilidh Ellis-Smith

Apologies

  • [SEB] Bones Gazey, Ordinary Committee Member
  • [233] Howard - "China is very nice"

Absences

Start Time: 14:15

Committee Reports

President's Report

  • UniLAN
  • Den of Wolves
  • Brought in a carpet/upholstery cleaner
    • Cleaned couches with [LCY] and desk chairs at Busy Bee

Vice President's Report

  • busy busy at internship
  • Project night
  • Tech meeting
  • cant rmemeber

Secretary's Report

  • Went to Joint Camp subcom meetings
  • Posted Joint Camp announcements and ticket selling announcment to door
  • Helped out at UniLAN
  • Project nighted

Treasurer's Report

  • Westpac Main $5,960.01
  • Westpac Savings $42,092.18
  • Westpac Card $129.93
  • Guild Account $1878.28
  • Total: $50,060.4
    • Not including $10 bajillion in cash
  • Results are out tonight/tomorrow waow
  • We got our Sem 2 Grant back, we were capped at $1300.
    • Much better than Sem 1

Fresher Rep's Report

  • I haven't been doing much sorry, I did a few posts on Instagram here and there and soon i plan to make a few more posters and stuff when i figure out how to use affinity
  • i talked about a branding guide i will try working on that soon with [KKZ] maybe idk

OCM Reports

  • [SEB]
    • Working full time
    • Not here
  • [TWA]
    • busy bee was dies of dust inhale
    • currently busy reinventing the wheel
    • I have a better appreciation for backups after rm -rf'ing a critical piece of my own infra and finding out I didn't have backups
    • spam is annoying enough that I'll get around to working on filtering soon
  • [233]
    • Working on Frontdoor
    • Went to unilan

Action Items from previous meeting

  • [KKZ] to email the UWA Data Institute about the sponsorship
    • Forgot
  • [GPO] to post the fresher guide on the website
    • Forgot
  • [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA
    • Not done yet
    • Will try tomorrow
  • [TWA] to look at spam filtering for the mailing lists
    • Progress made, not done fully yet
  • [GPO] to organise ethernet rewiring work with [MTL]
    • Not done, have been busy
  • [FOX] to call ASIC about our situation
    • Will try tomorrow
  • [GPO] to update the A3 UCC poster
    • Redesign the poster along with a branding guide
      • Currently is made with LaTeX
        • Could move to Typst or something like Affinity
    • Should try to make it easier to access the media resources
  • [KKZ] to deal with Coca-Cola Recycling Drive Community Group Grant
    • Looked into it
    • A lot of effort for not much
    • Runs until Dec 7th
  • [KKZ] to fix the 2025 committee page
    • [ROY] has fixed it
      • Broke because of something overlooked in an old plugin
  • [KKZ] to organise door quiz website
    • Not done

Machine Technical Reports

Clubroom Machines

  • Reports of some machines not working properly
    • Keep watch on it
  • A few extra M.2 drives which we will put into some machines for extra storage

Servers

  • 2 new Storinator S45 servers (each with 45x8TB)!
    • Massive thank you to CIRA and Andrew J. Williams!
    • Potentially could be used for file storage to replace motsugo and molmol
    • Investment would be required to integrate them but it would be worth it
  • New DELL R7425
    • Thank you Michael (PC-Admin)!
  • Would need new discs and RAM

[LCY] joins 14:41

Networks

  • Some strange packet loss happening at UWA
    • Happening occasionally
    • Also a lot of packet loss that occured at UniLAN
      • One switch in EZONE that was causing problems, likely buffer bloat
    • With data we can report the issues to UniIT

Clubroom

  • Busy Bee happened
    • Couches and chairs are cleaned
      • Some permanent stains that just won't come out
      • Everything is much cleaner still
  • Labelling peripherals so people don't move them around?
    • Sounds like a good idea
  • E-waste bins appearing around UWA
    • Some by Business School and Physics Building
    • None near Guild Village but can just use the other ones

New Equipment

  • 2 x Storinator S45s
  • 1 x DELL R7425
  • Investment for new headsets?
    • Maybe worth buying one or two more pairs
    • [GPO] might be able to get some for free
    • Getting Bluetooth working on some of the machines again would be good so people can use their own earphones/headphones
      • New Bluetooth adapters?
  • Looking into buying a Workstation GPU
    • For training models not LLMs
  • [NTU] has loaned an NVidia RTX 3070
    • Thank you!
    • Put into machop?
  • [T4T] asks about whether there are plans for new chairs
    • Some are in a state of disrepair / are uncomfortable for sitting in for long periods
    • Coxy has a few chairs potentially that can be donated
    • We can also look into buying some new ones
    • We should be fine to get rid of the bad ones for now

Drinks and Snacks

  • Was a surplus of drinks for UniLAN
    • Now in the cupboards
    • Also plenty of spare paper towels (in the cupboards)
  • [KKZ] suggests lowering the profit margin for Coca-Cola
    • Appears to have been raised
      • Might have been a temporary change?
    • [FOX] will revert it now
      • Now lowered to $1.28
  • Costco has returned to being consistently decent for prices
    • Still can sell for a dollar
  • [TWA]: Reminder to the door group that restocking the vending machine is something that can be done / needs to be done regularly
    • Also get dispense credit for doing so!
  • Some interest for energy drinks
    • Keep an eye out for them

General State of the Room

  • Good now after Busy Bee
  • [GPO]: Reminder to please throw away rubbish as you see it and empty the bin so the room doesn't get messy again
  • Another reorganisation of the machine room will likely be done over the break
    • [TWA] might be able to model it in CAD software

External Entities / Club Bureaucracy

Mail

  • Has been checked
  • 2 letters found in the spare paper pile in the clubroom
    • Dated July 2022 and addressed to UCC's 2013 Treasurer
      • Contained missing Westpac cards for [GPO] and [BIRD] from 2022

Mailing List

  • [BIRD] started signing us up for Goodstack
    • Might be able to get some discount for tech companies
    • Paid time for employees can be used to work on community (UCC) projects

Guild/SOC

  • We should be getting a distribution hopefully
  • Registration for O-Day 2026 is now open
    • Should apply for a double-wide stall
    • Can go for a smaller one if we don't want to show off as much

    ACTION: [KKZ] to make and share a plan for the setup of the O-Day 2026 stall

Tenancy

  • Tenancy consultation meeting
    • Wasn't eventful

Other Entities

  • UWA School of PMC has also invited us to run a stall at Open Day and EMS expo
  • Running events that we can coordinate with the Defensive Cybersecurity unit?
  • Lecture bashing
    • For the Intro to Cyber unit among others

Usergroups

Door Applications

  • [GEV] Conrad Jackson

Winadmin/Sprocket Applications

  • [T4T] Eilidh Ellis-Smith

Policy and Regulations

  • [FOX]: can we upload our Code of Conduct and Conflict Resolution policy and make an announcement for it please
    • Can do

Treasury

  • [FOX] is looking at government grants
    • Need to keep watch on the themes that change each year

Events

Past Events

UniLAN

  • $1140 revenue
    • Likely no profit with all the expenses
    • Budget is being finished off
  • Organisational stuff went smoothly
    • Venue, events etc. ran very well
    • 26 people in CS
    • 15 in Valorant
    • 32+ people in MC Hunger Games
  • Internet issues plagued the event
  • Was a very good event

UCC+PLUG: Microbackup Server Workshop by [CMD]

  • Mostly used as a venue for PLUG
    • 1 or 2 UCC people joined in
    • More advertising could've been done
    • PLUG aligns well with our goals
      • Should do similar things like this in the future

Den of Wolves Megagame

  • Essentially an 18 person board game
    • Had a 13 person turnout
    • Fairly successful
  • Profits will go into UWAES account
    • Will be distributed soon
  • Not well advertised
  • There is interest
    • Maybe running the a 60-person version???

Confirmed Events

Joint Camp

Friday 5th December to 8th December

  • Rock band not planned at present
    • Need to check if it is still doable
  • Probably post another reminder announcement for tickets
  • [FOX] suggests running Den of Wolves at future camps
    • Could work quite well
  • [LCY] is willing to help out bringing a small amount of stuff to camp
  • [GPO] will have 2 cars available, so bringing UCC stuff should be able to be managed

Tentative/Future Events

Pizza + Canned Beer Event

  • [GPO] will look into this now, now that there is more time

UCC Conference Club

  • [FOX] wants to run 1 or 2 days of tech talks / workshops by UCC or external people
  • Work with PLUG, CASSA, UWA CS Dept. for example
  • For next year (Sem 2 Break earliest, Late Nov-Early Dec latest)
  • What theming would we want
    • FOSS?
    • Broader tech theming?
  • Collab with other clubs, student academics
  • Sponsoring/partnership from companies like Atlassian
  • Set up a subcom for this early if we want to run it
    • Seems like a good idea
  • Tentative volunteers: [FOX], [TWA]
    • [GPO] can help out with connections to other clubs but will have lower contact with the actual organisation of it

UnCharity Vigil

Early February

  • Microtransation-based events to raise money for clubs
  • Need 2 for subcom
    • Tentative Reps: [KRY], [KKZ]

Communications and Records

Social Media

  • Ty to [KRY] for maintaining the Instagram!
  • [TWA] has an idea for having UCC Tumblr

Website

  • If people want to help and are unsure on how things are set up, [BEN] is a good person to reach out to for details

Discord

  • [GPO] has done a bit of work on getting Matrix set up
    • 10th December social media ban is looming

General Business

  • MOTION: [GPO] moves to go into a closed section
    • Unanimous in favour
  • MOTION: [FOX] moves to re-appoint [GEV] to door
    • [GEV] is re-appointed to door
  • MOTION: [GPO] moves to appoint [T4T] to winadmin/sprocket
    • [T4T] is appointed to winadmin/sprocket
  • MOTION: [GPO] moves to exit the closed section
    • Unanimous in favour

Action Items

  • [KKZ] to email the UWA Data Institute about the sponsorship
  • [GPO] to post the fresher guide on the website
  • [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA
  • [TWA] to work on spam filtering for the mailing lists
  • [GPO] to organise ethernet rewiring work with [MTL]
  • [FOX] to call ASIC about our situation
  • [???] to redesign the UCC poster
  • [KKZ] to organise door quiz website
  • [KKZ] to make and share a plan for the setup of the O-Day 2026 stall

End time

  • 15:58