University Computer Club Committee Meeting Minutes 2026-01-26

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

  • 15/01/2026: [FOX] moved to allocate an additional $150 for the budget of the food run on 15/01/2026. The total budget would be $450.
    • Motion was passed
    • Vote for ratification is unanimous in favour
  • 15/01/2026: [KKZ] moved to approve a $60 prize budget for UnCharity Vigil
    • Motion was passed
    • Vote for ratification is unanimous in favour
  • 19/01/2026: [GPO] moved to approve the budget distribution for the Den of Wolves events.
    • Motion was passed
    • Vote for ratification is unanimous in favour
  • 19/01/2026: [GPO] moved to budget $70 for the purchase and postage of C13-C14 extension cables, HDMI and DP cables, and the other bits and bobs in this post.
    • Motion was passed
    • Vote for ratification is unanimous in favour
    • Need to reimburse [NTU] $70

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 (late, online)
  • [SEB] Bones Gazey, Ordinary Committee Member
  • [233] Zhenhao (Howard) Jiang, Ordinary Committee Member (late)
  • [BIRD]
  • [GEV]
  • [LHP]
  • [LIZ]
  • [LCY]
  • [BRZ]

Apologies

Absences

  • [TWA] Freya Andromeda, Ordinary Committee Member

Start Time

  • 14:28

Committee Reports

President's Report

  • Busy Bee
  • Writing/updating wiki entries
  • Started on uccmailman3 fork

Vice President's Report

  • booked room for AGM
  • did AGM EMP
  • did EMP for Oday slushy
  • checked timing for classes around events/AGM
  • camp wrapup meeting
  • some more marketing/poster stuff
  • uncharity meetings
  • major events meeting for cam hall
  • went on a food run and a drinks run with [GPO] and [GEV]
  • made a funny reel about random slot

Secretary's Report

  • Just had Joint Camp 2025 subcom wrap-up meeting
    • Need to approve profit distribution

Treasurer's Report

  • Westpac Main $9,098.01
  • Westpac Savings $42,092.88
  • Westpac Card $408.54
  • Guild Account $3,178.28
  • Totals: $54777.71
    • Wowza
  • Booked O-Day, now just need to pay them.
  • Probably did a bunch of other stuff

Fresher Rep's Report

  • Been working on stuff for Uncharity Vigil!
  • Keeping the Instagram as alive as I can with the help of [KKZ]
  • Also been working on designing a few more things for the club in general as well as adverts leading up to O-Day and the start of semester as we get new members!

OCM Reports

  • [SEB]
    • Finally made it to a meeting (thanks to public holiday)
    • no longer sick
    • returned UCC's cisco server that somehow appeared at my house (looks at [MPT])
  • [TWA]
    • Not here
  • [233]
    • nothing
    • wrote nothing
    • started writing a booklet thing for CS students to maybe hand out at EMS expo
    • helped [KKZ] with some advertising stuff

Action Items from previous meeting

  • [KKZ] to email the UWA Data Institute about the sponsorship
    • Emails for sponsorship will be sent out very soon
      • Wait for the new one for this year and respond to that one instead
  • [GPO] to post the fresher guide on the website
    • Done
  • [FOX] and [GPO] to contact UWAIT to establish an SLA with UCC and UWA
    • Done, they haven't responded multiple times
    • Call them?
      • Probably not unless we have a ticket
        • Make a ticket
  • [TWA] to work on spam filtering for the mailing lists
    • Not done, unlikely to have any progress
  • [GPO] to organise ethernet rewiring work with [MTL]
    • Not done
    • Was planned for Christmas break, [GPO] was busy
    • Can still be done during the year potentially
  • [FOX] to call Commbank about the ASIC situation
    • Will do tmr, Public Holiday moment
  • [???] to redesign the UCC poster
    • Done by [KKZ] and [KRY]!
  • [233] to organise door quiz website
    • Not done
  • [GPO] from tech meeting: Return/replace failed WD Blue SATA m.2 drive in mora
    • Not done
    • Will take it out tonight and get it organised
  • [GPO] from tech meeting: Choose/quote/buy quality secondhand boot/cache drives for at least one of the CIRA-donated Storinators
    • [NTU]: Initial testing with an old SATA drive at 85% wear
      • Two enterprise/DC/PLP SATA/SAS/NVMe drives for ongoing use requested, no rush, but a budget/fundraising goal is requested
      • A cheap SAS card would be handy
        • Could steal a cheap SAS card out of the R710's (https://www.amazon.com.au/Internal-SFF-8087-36-Pin-7-Pin-Splitter/dp/B0DXDX5JQV?th=1)
    • https://gitlab.ucc.asn.au/UCC/tech-todo-list/-/issues/112

    MOTION: [GPO] moves to budget $1800 for the purchase of equipment for the Storinator - [FOX] seconds - Unanimous in favour

[233] arrives 2:36pm

Machine Technical Reports

Clubroom Machines

  • [CHS] has an R5 3600 and rx5700xt to donate.
    • Will probably go into Corvo
  • One of our machines only has 8GB of ram, would be good to have an extra stick.
    • [GPO]: WHY IS RAM SO EXPENSIVE

MOTION: [GPO] moves to budget $200 for the purchase of as much desktop DDR4 RAM as we can buy

  • [SEB] seconds
  • Unanimous in favour

[KRY] joins online at 2:47pm

  • Keyboards being moved around

Servers

  • [SEB] has an R630; willing to sell for $100
    • 80GB of DDR4 RAM (Thanks [MLD])
    • comes with rails (Thanks [333])
    • could be used for a fast booting router or smt idk
    • "worth it for the RAM" - [GPO]

    MOTION: [GPO] moves to purchase the R630 off [SEB] for $100 - [KKZ] seconds - 6 for, 1 absention - Motion passes

  • Still need to buy drives for new machines

Networks

  • No updates

Clubroom

New Equipment

  • Cables from OCAU

Drinks and Snacks

  • Mostly drinks run from Costco and a snack run from Campbells
  • Well stocked for both now
  • Pretty good for UnCharity
  • Will top-up before UnCharity
    • Will do a stocktake after UnCharity for O-Day
  • Need stuff for slushies

General State of the Room

  • Had a Busy Bee on Saturday
    • Somewhat low attendance
      • Machines weren't listed as a result
        • We will need to organise another day for this
  • Machine pricing:
    • Sell SGIs for $300 USD as we can't say they work fully
    • Bigger Suns are being sold in the thousands online
      • Maybe have a reasonable reserve price on eBay and just wait

[KRY] arrives in-person at 3:00pm

  • Reminder to door members that they need to close the door when leaving / make sure people left in the room are actually door members
    • A short reminder post will be sent by [GPO]

External Entities / Club Bureaucracy

Mail

  • Hasn't been checked; shouldn't be any

Guild/SOC

  • SOC meeting tomorrow at 6pm. They gave us like zero Univeristy days' notice. :(
    • online only so NO PIZZA (grr)

Tenancy

  • No updates

Other Entities

Westpac

  • Will move to Commbank once ASIC stuff is sorted

Usergroups

  • [233] will make a start on the door quiz website (just need a basic form to start)

Policy and Regulations

  • No updates

Treasury

  • No updates

Events

  • Event planning meeting will be after UnCharity

Past Events

Joint Camp

  • Need to approve profit distribution
    • Will be payed $492.62 from Unigames and UniSFA combined
    • We will then need to pay $632.99 to UWA/Student Life for the SSAF grant subsidy

    MOTION: [GPO] moves to approve the Joint Camp 2025 profit distribution - [KKZ] seconds - Unanimous in favour

Confirmed Events

UnCharity Vigil

6️⃣7️⃣ 6-7th February

  • HAHAHA 6️⃣7️⃣ HAHAHAHAH

    • its even funnier than 69 (nice) and 420 (blaze it)

  • Events:

    • Normal LAN
      • Halo
      • Quake
    • CS Scrim with Esports (2-3 hours in)
    • VR
    • Jackbox / Party Games (past midnight)

  • Rock Band maybe for next Charity Vigil

    • Gold coin to put up a song
    • Noise could be a problem unless run in UniSFA with the door shut

ACTION: [KKZ] to buy UnCharity prizes

EMS Expo

Tuesday 17th February

  • [233] has been working on a mini-booklet for the EMS Expo
    • Tips for CS students in general with some UCC stuff sprinkled in
  • Flyers for everyone, booklets for CS majors only
  • [KKZ], [KRY] and [DOC] will be available
  • Need talking points / dialogue tree for people at stall
  • Our marketing and direction is a bit vague
    • Need to focus on a target audience (CS students)
      • Need to have events that focus on them
    • Need to point out our services AND what students can use them for
      • e.g. servers can be used for hosting Minecraft, web apps etc.
    • The direction is not a full transformation of the club into career-based
      • Fights CFC for audience and doesn't work with us
      • Serves as a "pointer" for our marketing, people can decide once they step in the door
    • What distinguishes us from other CS clubs? We need an identity to market with
      • we are a club based around meeting people with similar interests, unlike every other tech club
      • Flexible/modular
      • Meeting new people with similar interests or in your classes
        • [KKZ]: Maybe an event for bringing in new students to make friends
          • With icebreakers etc.
        • [233]: Social event focused on studying/more academic stuff
          • [233] makes a slanderous comment about how project night never has any work done (/s)
          • [233]: I meant that I haven't. ☹
    • If mentioning lab facilitators who are UCC members to students, don't use the work "tutors" to avoid confusion

O-Day

Friday 20th February

  • [KKZ] made an Excel spreadsheet for organisational purposes
  • Roles for people running the stall:
    • Slushies
    • Arcade game thing
    • Sign up
    • Talking about the club
  • Need to budget for a black tablecloth and a flyer stand

MOTION: [GPO] moves to budget $50 for the purchase of stuff for the table at O-Day (including a black tableloth, flyer stand and any other miscellaneous items that might crop up) - [FOX] seconds - Unanimous in favour

  • Need to print more uccbuccs to redeem for slushies up at the clubroom

Semester Welcome

Week 1, Wednesday 25th February @ 3pm MOTION: [GPO] moves to budget $200 for the purchase of pizza for the Semester Welcome - [KKZ] seconds - Unanimous in favour

Girls, Gays and Genders Brunch

Week 1, Tuesday 24th February @ ~11am (tentative)

  • Budget for food?

    MOTION: [GPO] moves to budget $60 for food for the Girls, Gays and Genders Brunch - [SEB] seconds - Unanimous in favour

AGM

Week 2, Tuesday 3rd March @ 1pm (common lunch hour)

  • [NTU]: Please put this date in the Fresher Guide/O-Day materials
  • Venue is booked

MOTION: [GPO] moves to budget $100 for the purchase of pizza for the AGM - [KKZ] seconds - Unanimous in favour

UWA Open Day

Week 4, Sunday 22nd March @ 10am-3pm

  • Far away and for next committee, we will do some planning for it, but not in this meeting

UniLAN

Study Break, Sat-Sun 11-12th April @ Curtin University

Tentative/Future Events

Pizza + Canned Beer Event

July or further out

  • [NTU]: Please pick a date to aim for, how about Monday 2026-06-01 or Friday 2026-06-05?
    • This is a straightforward, relatively small event to run, but it needs:
      • at least a couple of named RSA's/hosts: [GPO]? [ZPH]?
      • EMP and permit (see /services/http/infobase/committee/2025/2025-11-02.ucc )
      • notice, 21 days or more after EMP approval for the permit
      • not to be combined with larger or more complicated events
      • to be in the specific booked venue (clubroom or Loft) to work well
      • Time-restricted, area-restricted, no sales, basic beer/cider served with food
      • Can be ticketed, paid even: enough to cover pizza, supplies, transport, spillage
      • ...and not to be marketed or overegged or rescheduled to odd weekend times or odd target audiences

Online Games Nights

  • [KKZ] wants to run some of these occasionally
  • In voice chat on the Discord
    • Gartic Phone for example

Hack Nights

  • Events where people can code just for fun, not for contribution
  • Low threshold, new people friendly, etc
  • e.g "Worst UI design" or impromptu game jam
  • [233] is interested in running this

Cybersecurity Workshop

  • For Defensive Cybersecurity requirements
  • [GPO] might ask [MTL]

Tech Talks

  • [BIRD] is interested in running a series of tech talks throughout the first semester
    • About UCC stuff and UWA's missing learning gaps
    • "By a software engineer at Canva"
    • Can be our first tech talk of the semester
  • Need to reach out to others for talks

2026 UCC Anniversary

Sometime August-September Notionally our Anniversary is the 21st of September

  • [NTU]: Please pick a save-the-date to aim for, to put in the Fresher Guide/O-Day materials
  • [GPO] says it's not worth pre-booking a venue based on past experience
    • The time and effort is not worth the hassles of booking
    • Belgium Beer Cafe in the city could be a good spot as it is big

UCC Computing Conference

  • Save-the-Date EMP for 5-6 Sept
    • This is specifically so we can advertise it, we do not actually have the date firm 100% as of yet.

Communications and Records

Social Media

  • [KRY] is keeping the Instagram updated

Website

  • Need to upload the Code of Conduct

Mailing List

  • Please be cautious when pushing things through to the mailing list
    • Check if the contents are confidential

Chat

  • Matrix is essentially fully up and running on the Discord

General Business

  • o7

Action Items

  • [KKZ] to email the UWA Data Institute about the sponsorship once the 2026 emails go out
  • [FOX] and [GPO] to make a UWAIT ticket for establishing 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
  • [233] to organise door quiz website
  • [GPO] from tech meeting: Return/replace failed WD Blue SATA m.2 drive in mora
  • [KKZ] to buy UnCharity prizes

End time

  • 16:28