University Computer Club Committee Meeting Minutes 2026-03-11

Acknowledgement of Country

Next meeting time

  • Wednesday 4pm, 18th March

Declarations of Potential or Perceived Conflicts of Interest

  • [AJC] on Guild Council
  • [MRP] on UWAnime
  • [TWA] any matters involving member [T4T]
  • [EUT] regarding own door application

Confirmation of minutes from previous meeting

Circular Motions

Attendance

  • [KKZ] Ariel Carter, President
  • [DOC] Diarmuid O'Connor, Vice-President
  • [GEV] Conrad Jackson, Treasurer
  • [KRY] Krys Maher, Secretary
  • [EUT] Ewan Halse, Fresher Representative
  • [TWA] Freya Andromeda, Ordinary Committee Member (online)
  • [MRP] Kush Patel, Ordinary Committee Member
  • [AJC] AJ Church, Ordinary Committee Member

Apologies

Absences

Start Time

  • 13:10

Committee Reports

President's Report

  • Went to project nights and hosted online games night
  • Tried to submit EMP for Tech Talk - had issues
  • Printed AGM ballots n stuff
  • Did final lecture bashingz

Vice President's Report

  • Made the ballots for the AGM
  • Helped [KRY] out with getting the remaining paper membership forms (mostly from O-Day) onto MemberDB
  • Did Secretary teaching/helping for [KRY] on how to:
    • Update the weekly minutes template
    • Commit and push changes to the committee infobase
    • Create and prepare the agenda / minutes doc before meetings
    • Update the committee page for the new year
  • Added some TLAs to the register
  • Collected info and IDs for the Executive Registration Form (ERF) and submitted it on Friday 6th March
    • Had to redo the initial form because we filled it wrong the first time :sob:
      • Ty 2025 committee and ROs for refilling
      • Also ty [LIZ] and [GPO] for the help
  • Sent Door reset announcement over email and Discord
  • Almost done with the last 2 minutes from 2025 mittee
  • [DOC] joins 13:14

Secretary's Report

  • Did the remaining paper membership forms with [DOC]
  • Edited the website to add new committee
  • Worked on a few posters and advertising things for Discord and Instagram
    • Intro to software dev
    • Online games night
    • The weekly schedules
  • Just been trying to figure out all my responsibilities
  • Going to have a fun time doing my first minutes!

Treasurer's Report

  • Westpac Main $
    • Don't have access :/
  • Westpac Savings $
    • Don't have access :/
  • Westpac Card $
    • Don't have access :/
  • Guild Account $
    • Don't have access :/
  • Between 2025-11-25T16:43:37 and 2026-03-04T17:47:05 , dispense statistics:
    • motsugo:~> dispense acct | grep '^>'
    • >additions : $-2001.79 (internal)
    • >countersum : $-6601.12 (internal)
    • >donations : $ 38.00 (internal)
    • >sales:coke : $ 919.80 (internal)
    • >sales:door : $ 0.00 (internal)
    • >sales:pseudo : $ 262.90 (internal)
    • >sales:snack : $ 326.86 (internal)
  • Current dispense liability is $7,296.93. The sum of previous internal accounts was $20 greater than this; we will probably just attribute this to an old account which had balance being deleted on the backend, which caused the countersum and relevant accounts to not update properly.
  • Dispense liabilities are all caught up!!!!! Time to deal with Westpac :sob:
  • Big thank you to [GPO], [TPG], [FOX] and [LIZ] for helping me learn the ropes.
  • None of the links forwarded to me by [FOX] work at all.

Fresher Rep's Report

  • Worked on theftbook website during focused project nights
  • still need to get access to email stuff
  • Trying to figure out if i can help in any other ways

OCM Reports

  • [MRP]
    • Not too much, awaiting first meeting. Focused project night - working on hitbox.
  • [TWA]
    • Not too much, see wheel meeting minutes in 2 weeks time for technical stuff i've been up to.
      • been working on debugging the network issues that have been happening (packet loss, etc).
  • [AJC]
    • Didn't do too much as first meeting and been busy with other commitments.

Action Items from previous meeting

  • [FOX] and [GPO] to work on establishing an SLA with UCC and UWA
  • [GPO] to organise ethernet rewiring work with [MTL] (after committee term)
  • [???] to organise door quiz website
    • [EUT] potentially interested on working on it.
  • [GPO] to get new 0.4mm nozzles for the 3D Printer (after committee term)
    • Ordered
  • [GPO] to talk to [MTL] about Cuckoo's Egg
    • [KKZ] needs to finalise the date and time.

Machine Technical Reports

Clubroom Machines

Servers

  • magikarp potentially having issues.
    • [ZPH] is looking into it.

Networks

  • [TWA] looking into packet loss
    • just got my own monintoring set up and have a suspicion about where the issue is

Miscellaneous

  • Roaming profile issues with AD.
    • [MLD] and [333] are looking into it.

Clubroom

New Equipment

  • [GEV]: Toner?
    • [KKZ] bought the toner.
    • MOTION: [GEV] moves to approve the purchase of toner for $109
      • [KRY] seconds.
      • Unanimous.
  • [KKZ] to be reimbursed for paper and stickers.
    • MOTION: [GEV] moves to reimburse [KKZ] for purchase of paper and stickers for $38.80
      • [DOC] seconds.
      • Unanimous.

Drinks and Snacks

  • [GEV]: Based on some math (which was based on grepping/awking cokelog) we dispense on average 10 drinks a day, and 7 snacks a day (statistics since Jan 1)

    • 30 pack of (Pepsico) drinks is typically ~$24 at Costco, so cost per drink is ~80c per can
      • Best price on Coke is typically ~$1.00/can
    • Snacks are on average between $1.50-$2
    • If we wanna stick to our nominal budget of $300 for drinks runs, then we can get ~375 drinks, which lasts us just over a month
    • I suggest we do monthly Costco runs, and maybe move to allocate an extra $300 for snacks as the default standing budget?
    • Either that or we primarily stick to drinks runs, and do snack runs as needed every few months. This is probably the better option for the time being.

  • [NTU] From the UCC Financial Report 2025-01-01--2025-12-31

    • Cost of Snacks + Drinks = $4532.61
    • Sales of Snacks + Drinks = $1659.07 + $3282.64 = $4941.71
    • 9% gross margin
    • Sundry Income = $892.40 ; some from containersforchange.com.au ?
    • It has long been clear that there's been enough inflation and ancillary costs, spillage, shrinkage and writedowns that these sales are not producing the reliable third of our net income that they used to, sometimes even a loss
      • Post-2020 sales (and membership?) are down
      • Entirely relies on getting bulk buys at the best possible special prices, not allowing for topups at the common +40% anchor regular-retail-price/RRP
      • It's fine to make a loss sometimes, normal margins have to cover this - e.g. free drinks and credit, a discount on soon-to-expire items, or an emergency RRP restock of a few boxes of Coke from a local supermarket if we're totally out
      • but it's usually possible to do a decent sized run to somewhere with specials over the course of a week
    • Amortised ancillary costs (Costco membership, token drive+refill incentives, lossage) can be 4-5 cents-per-can (or spread between snacks and drinks)
      • Incentives are often not fully claimed and unlikely to cover full fuel and parking costs in any case
      • We're not provisioning for a sinking fund: maintenance and repair of the vending systems, 8 +/-2 cents-per-can over 10 years?
      • Some snack maintenance is due (dead slots, RFID)
    • The standing budget for drinks and snacks is to avoid the need for constant standard meeting approvals; and procedurally-demanding ad-hoc emergency S24.5 approvals. It should be increased in line with inflation and the actual costs of a reasonable bulk buy from vendors such as Costco or Campbells.
      • $600-$800 seems sufficient for a not-exactly-monthly run

  • Put snacks and drinks away when doing a drinks and snacks run - not just in clubroom.

  • [KKZ] is opposed to raising most drink prices above $1 as other clubs in Cam Hall sell them for ~$1 so there would not be an incentive to buy from UCC.

  • [TWA] is of the opinion that this is a club service. as long as we are generally breaking even, profit is a nice bonus.

  • MOTION: [GEV] moves to increase the standing budget for drinks and snacks run to $400.

    • [KKZ] seconds.
    • Unanimous

General State of the Room

  • [KKZ] to see when next Cam Hall Busy Bee is.
    • Might call one?
  • If you can clean whenever you're free, please do.

External Entities / Club Bureaucracy

Mail

  • Not checked.
  • Please double check you are getting the mail for the right club - we are not CSSC.

Guild/SOC

  • [GEV] SPG - What include in request?
    • Might need to upgrade motsugo
      • Talk to wheel if there's any infrastructure that needs to be upgraded.
    • In general, if we have ideas please bring them up.

Tenancy

  • Haven't heard anything.
  • Tenancy re-allocations at the end of this year.

Other Entities

Westpac

  • [GEV] See below in Treasury
  • Planned for next week, Wednesday

Usergroups

  • Door resets after this meeting.
    • ACTION: [DOC] to do the door reset.
  • Door and wheel can now add/edit Discord events so people can work on Discord bots.

Policy and Regulations

  • [GEV]: Dispense IOUs
    • Motion to reaffirm that each addition of dispense credit must be backed by a transfer of funds on the same day as the command to add credit is run
    • Failure to do so/failure to reasonably explain will be considered an infraction of Section 2.3.3.3 of the Code of Conduct
      • Acceptable explanations can include banking issues, provided that the person in question shows willingness and capability to pay back any debt as soon as possible
  • No IOUs please - preferred to get someone else to pay for it.
  • MOTION: [GEV] moves to update Section 2.3.3.3 to elaborate that IOUs are an improper handling of dispense.
    • [MRP] seconds
    • Unanimous

Treasury

  • Switch from Westpac to Commbank?
    • [FOX] said it was easier to start over.
    • Will deal with this after we get access to Westpac.
  • Handover of card/changing contacts
    • Will try have a meeting next week with Westpac.
      • All execs need some form of ID.
  • Costco card handover
    • Need to get a new one.
    • Can ask [GPO] and [FOX] how they did it last year.
  • [FOX]: Be sure to complete Treasurer Training (has been forwarded to committee@)
    • [GEV]: done.
  • Grants haven't come back yet, still waiting on Data Science Institute and O-Day
    • [GEV] has sent out invoices.
  • Paypal point of contact needs to updated?
    • We don't really use PayPal.

Events

Past Events

AGM

Week 2, Tuesday 3rd March @ 1pm

  • Good turnout.
    • At least 30 people!

Online Games Nights

Week 2, Thursday 5th March @ 6pm

  • Good turnout after Gozz's talk ended.

Confirmed Events

Online Games Night

Week 3, Thursday 12th March @ 7pm

UWA Open Day

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

  • Potential stall on Open Day
  • Available to help: [EUT], [GEV], [MRP], [DOC] (tentative)
    • [KKZ] on Open Day panel - can help in second half.

Club Carnival

Week 5, Tuesday 24th March @ 11-2pm

  • Available to help: [KKZ], [EUT], [MRP] (12pm onwards), [GEV] (11:15am onwards), [DOC], [AJC] (tentative, 11am-12pm)
  • Not as busy as O-Day, but still important!
  • Do the collaborative events - good advertising.

UniLAN

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

  • Potential reps: [KKZ] and [EUT]

  • [MRP] leaves at 2:17

  • [MRP] joins at 2:21

Joint Camp 2026

  • Potential reps: [DOC] (camp leader?), [TWA], [EUT].
  • We try to get a grant for this.
    • Organised by subcom

Charity Vigil 2026

Fri-Sat 3-4th April

  • Reps: [KKZ] and [EUT]

Cam Hall Quiz Night

Sem 2 event

  • Lightmittee: [KKZ]
  • Darkmittee: [AJC] (tentative)

Tentative/Future Events

Dress to Impress Event

  • Will be on a Thursday night - instead of online games night.
  • [KKZ] wants to do a Dress To Impress online games night.
    • Might ask UWAES for a collab event.
  • ACTION: [KKZ] to talk to UWAES about collab Dress to Impress event.

Pizza + Canned Beer Event

  • planned for mid 2024; and 2025-11-21;
  • Planning details: /services/http/infobase/committee/2025/2025-11-02.ucc

Cybersecurity Workshop / Event for Professional Development Requirements

  • ACTION: [KKZ] follow up on [GPO] to see if he reached out to CASSA and Red Room.
    • Otherwise, Cuckoo's Egg counts as a cybersecurity event.
  • To be advertised in CS/DS Discord server.

Tech Talks

  • Interest shown for Linux as a Desktop OS tech talk.
    • [EUT] willing to help out at the tech talk.
    • ACTION: [KKZ] to find someone willing to run Linux as a Desktop OS tech talk.
  • Plans from last meeting:
    • Week 3 - [BIRD] Intro to Software Development at UCC
    • Week 5 - Tom (topic TBC)
    • Week 8 - [AJW] (topic TBC)
    • Week 10 - [MTL] Cuckoo's Egg (24th April @ 2pm)
    • Date TBC - [CHS] (topic TBC)
      • Week 9 and 11 are free
  • [KKZ] needs to follow up on getting the times confirmed.
  • [KRY] can make posters for advertising for the tech talks.

2026 UCC Anniversary

September

  • Will probably send e-mail out towards end of Sem 1 or mid-sem break.

UCC Computing Conference

Save-the-Date EMP for 5-6 Sept

  • Currently, [FOX] is organising.
    • Will hopefully get more info.

Collab event with Makers & URC

  • Potential 3D printing collaboration event.
  • [KKZ] can ask [GPO] if he wants to host on behalf of UCC
  • Around end of Sem 1, start of Sem 2

Profs and Pints

  • Potential collab with CSSC.
  • Ethan has sent out email to department
    • Some interest
  • Potentially over mid-sem break.
  • Potential rep: [KKZ] and [MRP]
  • ACTION: [KKZ] do some thinking about Profs and Pints event.

Networking Event

Semester 2

  • [KKZ] going to talk to [LHP] about advice as she has ran CFC networking events.

Nerd Sessions/Study Night

  • [233]'s suggestion.

  • [KKZ] wants one Python related as its one of the biggest CS units.

    • [AJC] can advertise it within the colleges.
      • Can look over collaborative event with the colleges.
    • Look into around Week 9-10.
    • [KRY] and [233] can help with a poster.
    • [MRP] can look into communication with HSS, potentially physics.
    • Can look into collab with URC, UPS, and potentially CSSC.
    • We can ask if QFIN can advertise for us.

  • [AJC] leaves 2:54pm

Laser Tag

  • Reps: [KKZ] and [MRP]
  • Potential time - weekdays of mid-sem break.
    • ACTION: [KKZ] to check when we can run Laser Tag

Vintage Games LAN

  • Potential time towards the end of semester - week 11
  • Potential games:
    • Cube 2 Sauerbraten
    • Quake
    • Age of Empires
    • Arcade games
      • Ask [NTU] where he got the arcade controller from.

Communications and Records

Social Media

  • If you have suggestions for reels, let us know.
    • Look into doing collab reels.

Website

  • If people want to help make it look nicer with our new branding, please help.
  • [KRY] and [DOC] can help with website branding/looks.
  • [EUT] would like to help improve indexing on the wiki and making it look nicer.

Mailing List

  • [TWA]
    • For those who don't know, mailing list pw can be found with uccpass '/UCC/committee/committee@' on motsugo
    • I have access, I'll help add others if needed
      • I'm no longer actioned for it (intentionally), but if I do get ADHD about fixing stuff I might still work on mailing list spam
      • On that note, please please please actually read emails before approving them (not just the subject line)
      • So that it only annoys people who get the moderator emails rather than everyone subscribed to the list)
    • I also just went through all emails in the committee mailing list and approved some (and rejected some spam)

Door Applications

  • MOTION: [KKZ] moves to enter a closed section.

    • [GEV] seconds.
    • Unanimous

  • [TWA] leaves 15:20.

New applications:

  • Aryaman Bhoosreddy
    • Appointed to door.
  • [EUT] Ewan Halse
    • Appointed to door.
  • Jonathan Pham
    • Not appointed to door.
  • [LHP] Lauren Pudney
    • Appointed to door.

2025 Renewals:

  • [BRZ] Bryce O'Connor

    • Appointed to door.

  • [FOX] Lorenzo/Laurel Iannuzzi

    • Appointed to door.

  • [T4T] Eilidh Ellis-Smith

    • Appointed to door.

  • [SEB] Bones Gazey

    • Appointed to door.

  • [JLG] Jay Gilbert

    • Appointed to door.

  • [NTU] Nick Bannon

    • Appointed to door.

  • [->|] Daniel Ledovsky

    • Appointed to door.

  • [LCY] Lo Chien-Yi

    • Appointed to door.

  • [BIRD] Cormac Sharkey

    • Appointed to door.

  • [233] Zhenhao (Howard) Jiang

    • Appointed to door.

  • [BLU] Grace Fowler

    • Appointed to door.

  • [LIZ] Liz Thatcher

    • Appointed to door.

  • Darius Lakkis

    • Appointed to door.

  • [GPO] Gary O'Donovan

    • Appointed to door.

  • [TWA] Freya Andromeda

    • Appointed to door.

  • [JCK] Jack Langoulant

    • Appointed to door.

  • MOTION: [MRP] moves to exit the closed section.

    • [KRY] seconds.
    • Unanimous.

General Business

Action Items

  • [DOC] to do the door reset.
  • [KKZ] to talk to UWAES about collab Dress to Impress event.
  • [KKZ] follow up on [GPO] to see if he reached out to CASSA and Red Room.
  • [KKZ] to find someone willing to run Linux as a Desktop OS tech talk.
  • [KKZ] do some thinking about Profs and Pints event.
  • [KKZ] to check when we can run Laser Tag.

End time

  • 16:08