University Computer Club Committee Meeting Minutes 2026-01-05

Acknowledgement of Country

Next meeting time

  • TBD

Declarations of Potential or Perceived Conflicts of Interest

Confirmation of minutes from previous meeting

  • Previous minutes have been uploaded.

Circular Motions

  • None.

Attendance

  • [GPO] Gary O'Donovan, President
  • [KKZ] Ari Carter, Vice-President
  • [FOX] Lorenzo Iannuzzi, Treasurer
  • [DOC] Diarmuid O'Connor, Secretary
  • [TWA] Freya Andromeda, Ordinary Committee Member
  • [233] Zhenhao (Howard) Jiang, Ordinary Committee Member

Apologies

  • [KRY] Krys Maher, Fresher Representative

Absences

  • [SEB] Bones Gazey, Ordinary Committee Member

Start Time

  • 15:36

Committee Reports

President's Report

  • Working on matrix
  • Submitted a event request to Raspberry Pi Foundation for O-Day, maybe we'll get some free RPIs from it?
  • Not much else over the break

Vice President's Report

  • Added some upcoming events to the Discord events tab

  • Did some boring admin stuff on the discord for the new updates discord is rolling out that keep doing annoying things

    • basically they keep updating the onboarding thing and also changing some permissions stuff

  • Created excel workbook for plans for ODay

    • Tent layout, packing list, roster
    • sent to committee email

  • started on some design stuff for powerpoints, posters

    • my friend who is a designer said he can help me make a proper branding guide

  • will add other stuff when i remember

Secretary's Report

  • Many things probably, will fill in later
  • Joint camp happened

Treasurer's Report

  • Westpac Main $9,906.58
  • Westpac Savings $42,092.88
  • Westpac Card $172.46
  • Guild Account $1,878.26
  • Lots has happened
  • Sem 2 Grant has been returned, we received the Cap.
    • We haven't gotten our end of year distribution though so idk when we're going to get that.
  • Computing Conference planning is underway
  • Gonna start writing up the 2025 Financial Year Report
    • Don't need reciepts for them but if we've paid you in cash for something please let me know
  • We desparately need to leave Westpac, theyve decided we're getting 0.01% interest per year.

Fresher Rep's Report

  • Not here

OCM Reports

  • [SEB]
    • Not here
  • [TWA]
    • Pretty busy
    • Not much since start of break
  • [233]
    • Offered to do some design work
    • Couldn't work on frontdoor

Action Items from previous meeting

  • [KKZ] to email the UWA Data Institute about the sponsorship
    • Sheree told [SEB] we should wait until uni starts again
      • Uni has technically started again today
  • [GPO] to post the fresher guide on the website
    • Will need to double-check
  • [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA
    • They've ghosted us but also its first day back for them so [FOX] will follow up.
  • [TWA] to work on spam filtering for the mailing lists
    • Not done
  • [GPO] to organise ethernet rewiring work with [MTL]
    • Was planned to happen over the break; didn't end up happening because [GPO] has been busy over the holidays
    • Need to get contacts from [MTL]
  • [FOX] to call ASIC about our situation
    • Will need to call Commbank, ASIC said theyre being dumb
  • [???] to redesign the UCC poster
    • [KKZ] and [KRY] have done some work
    • [KKZ] wants to make a big poster and laminate it
      • Also put in CS building
  • [KKZ] to organise door quiz website
    • Not done!!!
    • [233] Interested, to do
  • [KKZ] to make and share a plan for the setup of the O-Day 2026 stall
  • [GPO] from tech meeting: Return/replace failed WD Blue SATA m.2 drive in mora:
    • zpool status: ata-WD_Blue_SA510_M.2_2280_250GB_2339NM401112-part4 FAULTED 30 0 0 too many errors
    • Bought around 2024-07: /home/other/committee/docs/2024/receipts/msy-order-6803173.m.2.20240704.html`
  • [GPO] from tech meeting: Choose/quote/buy quality secondhand boot/cache drives for at least one of the CIRA-donated Storinators
    • Picked up 2025-11-19, see 2025-11-24.ucc
    • SATA? SAS? NVMe?
    • https://gitlab.ucc.asn.au/UCC/tech-todo-list/-/issues/112

Machine Technical Reports

Clubroom Machines

  • Some testing done with hard drives over the break
    • Taking out some of the Storinator 8TB drives and using them
    • There is a way to combine (?) SSDs and hard drives in the Windows machines

Servers

  • Still need to get Storinator going
  • Also three other new servers to get going
    • Need to buy SSDs and some RAM for them
    • Should set us up hardware-wise for another decade
  • One of out proxmox nodes is currently dead due to the weather
  • High-availability has been set up, should be able to be brought back up in the case of things going down again

Networks

  • Discussion last project night about changing the network setup to reduce confusion and complexity
    • More discussion will happen later

Clubroom

New Equipment

  • [GEV]'s Wi-fi router
    • All in favour of accepting the donation
    • VPN set up(?)

Drinks and Snacks

  • Need to do snack run, and should do a drink run soon
    • Campbells run for snacks
    • Costco for drinks
      • Coles potentially as well if we need
  • Needs more bowls for noodles
  • Need a lot of paper cups (and paper straws) for O-Day slushies

General State of the Room

  • Cam Hall Busy Bee 24th of January 11am
    • Be there or be :square:
  • Everything on Death Row is being put in e-waste today!
  • [FOX] would like some help with eBay selling ancient stuff that's on the shelving
    • Can sell some of the miscellaneous stuff along with the Sun systems
    • Should announce intention to sell stuff on mailing lists so we can get Old Guard's thoughts
  • [FOX]: Can we get bigger mousepads?
    • Current ones are quite small for FPS gaming
      • Current onces are about 33cm in width
    • Can bulk order them and can also sell them as UCC merch???
      • If we do that, we should probably make a new/better design for them
    • Need to consider that space is at a premium in the clubroom

External Entities / Club Bureaucracy

Mail

  • Has not been checked; not expecting anything anyway

Mailing List

  • Primarily spam

Guild/SOC

  • Got ~$640 for Sem 2 grant; applied for ~$3000
  • Unsure when the next SOCPAC meeting is
    • Should be one this month, no email yet though

Tenancy

  • No updates

Other Entities

Westpac

  • Interest rates on our savings accounts are now 0.01%
    • Should look to term deposits if we want to make decent interest

Usergroups

  • No updates

Policy and Regulations

  • Actually confirming the Code of Conduct PLS
    • Is confirmed already, just need to publish it

Treasury

  • [GPO] and [FOX] deposited all the money in the safe

Events

Past Events

Joint Camp

  • Went well and ran smoothly
  • Feedback form has been sent out
  • Had lower attendance than expected despite the lower price
  • Wrap-up meeting will happen sometime soon
  • All profits from the event will be donated to the Guild Food Pantry due to SSAF grant

Confirmed Events

O-Week / EMS Expo

Starting Sunday 15th February

  • Expo is on Tuesday 17th
  • [KKZ] will not be there ;-;
  • CS students tour will be ending there, important to give them flyers!!!

O-Day

Friday 20th February

  • Getting the bigger stall this year
  • We can in theory 3D print flyer holders
    • [233]: May be able to buy some from China for ~$6
  • Budget $8.50 for a black kmart table cloth
  • Slushy machine
    • We will need straws and cups (ideally not large bc slushy machine can handle like 2L at once)
    • I thought it would be nice to accept uccbuccs in exchange for the slushy because the machine will get backed up during the waves of sign ups. So people can come back in 10/20 mins when the machine is being refilled
  • Can have an arcade game running on a CRT
    • With a leaderboard and a prize (dispense credit) for the winner at the end of O-Day potentially
  • Will recruit door members closer to the date
  • Awning for the front of the marquee???

UnCharity Vigil

Early February

  • Reps: [KRY], [KKZ]
    • [GPO] can proxy for [KRY] for the first few meetings if needed
  • What do we want to run?
    • CS2 Scrim against Esports (with microtransactions for advantages in-game)
    • LAN Games (Halo, Quake, etc.)
    • Jackbox
    • VR
    • Some new stuff?
      • Suggest ideas next meeting if you have any
      • [233] suggests Tetris
        • Double-check that Esports isn't running it
        • Could work for running at O-Day CRT as well

AGM

Sometime March

  • Should probably wait for timetables to be released before deciding
  • Requirement is one month of notice (or 1.5 months if we have constiitutional amendments)
  • Probably during the day is better
    • Common lunch hour is probably good
  • Announcements are important for this
  • Week 2 Tuesday 1pm (3rd March) tentatively for the common lunch hour
    • Meet at UCC at 12:45pm and walk them up
    • Need to check for UCC memberships
      • Bring the square terminal with us so we can do sign-ups on the fly if needed
  • Ballots will be secret ballots
  • Approval voting with sequential proportional counting for OCMs, standard approval voting for all other roles

Tentative/Future Events

Pizza + Canned Beer Event

  • (from 2025-11-24.ucc) [GPO] will look into this now, now that there is more time
  • If not running on the break, best to run at some point in July or further out
  • Could run again if it runs well, for future Christmas breaks

2026 UCC Anniversary

  • August-September is a good time
  • Run as a casual and informal event off campus

Club Collaboration

  • UnCharity
  • [KKZ] would like to run another tea party event with Esports

Communications and Records

Social Media

  • Quiet, but some stories from time to time posted by [KRY]
  • Should post more stuff in the lead-up to semester / early semester

Website

  • [GPO] will double-check the fresher guide and Code of Conduct stuff
  • General interest for updating the theming of the website
    • If you want to change something: make changes on a local copy, commit on a branch and make a merge request

Mailing List

  • Will put out a ucc-old and ucc-announce (?) email out for the eBay selling cleanup

Discord

  • Not much has changed other than the change to moderator dimmunity from slowmode and timeout (?)
    • Will come into effect February 23rd

Matrix

  • Nearing completion
  • Need to set up the server and permissions

General Business

  • Those helping at O-Day and EMS expo stalls: wear UCC shirt if you can!

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 Commbank about the ASIC situation
  • [???] to redesign the UCC poster
  • [233] to organise door quiz website
  • [GPO] from tech meeting: Return/replace failed WD Blue SATA m.2 drive in mora
  • [GPO] from tech meeting: Choose/quote/buy quality secondhand boot/cache drives for at least one of the CIRA-donated Storinators

End time

  • 17:09