Thanks to [TBB] for taking the minutes at the AGM held 2020-03-11
- [333] Dylan Hicks - [AAA] Charlie Owens (OCM) - [ALI] Alistair Langton - [BOB] Bob Adamson - [BRD] Cormac Sharkey - [CFE] Zack Wong - [CHB] Alden Bong - [CHS] Oscar Hermoso - [DAS] Donald Sutherland - [DBA] David Adams - [EED] Alistair McLeod - [JDN] Jordan Meerwald - [LCY] Lo Chien-Yi - [LIB] Edward Kammann - [MLG] Grace Rosario (Secretary) - [MPB] Mark Bastin - [MPT] James Arcus (President, Chair) - [MTL] Mark Tearle - [MVP] Matt Winslade (OCM) - [PQZ] Alexie Wallace - [TAY] Taylor Home - [TBB] Alfred Burgess - [TEC] Timothy Chapman (Vice President) - [THA] Thomas Hill Almeida (Treasurer) - [UMP] Chris Scherini - CC: Chayan Chattejee - JPA: John Paul Acres - MS: Mark Swan - NC: Nicholas Clements
- [ACE] Alaura Evens - [GOZ] Andrew Gozzard - GT: Gavin Tay - NP: Nicholas Pritchard
Meeting opened 17:35
[MPT] Friday afternoon (2020-03-06 @1500) as about to head home
[GOZ]: What is the IP Range? [MPT]: We got 202.something... [GOZ]: A valid answer is ask DNS
historical IP address that needed a few hoops to jump through to keep it at the low $200/year renewal rate[MLG] later returns as treasurer[THA]: “Kill me”
[THA] is overloading, has a part time job and is tutoring a unit[MVP]Not present
[AAA]Reminder: as no motions are listed on the agenda, we can not vote on any items at this meeting. Committee can answer questions and will be open for discussion after the elections.
[GOZ] moves to remove seconds for the duration of the elections[MPT] seconds[MLG] nominates [BOB] → Accepts[TAY] nominates [GOZ] → Accepts[TAY] nominates NP → Accepts[LIB] nominates [ACE] → Accepts
[MPT] moves to conduct approval voting to elect 2 returning officers
[GOZ] withdraws nominationNP and [BOB] are appointed as returning officers[MPT] moves to suspend standing ordersPasses
[MPT][TAY] nominates [UMP] → Declines[LIB] nominates [YAT] → Declines[MPT] wins by default
[TEC][DAS] nominates [CFE] → Declines[THA] nominates [AAA] → Declines[THA] nominates [DBA] → Declines[TEC] wins by default
[BOB] does not think the lack of competition is because no one wants to do it; but because they [are] doing a good job
*** Room was been double booked by Guild. Meeting was put on hold while booking was confirmed. Booking was confirmed for 17:30 - 19:00 & double booking with other club resolved. We will finish our election and then hand over the room to them since their booking also appears to be valid. ***
None
[MLG] nominates [PQZ] → Accepts[THA] nominates [AAA] → Declines[LIB] nominates GT → Declines[JDN] nominates [TBB] → Ineligible[THA] nominates [CHB] → Declines[MPT] nominates [DBA] → Accepts[LCY] nominates [CFE] → Declines[PQZ]
[DBA]
???: If unsUCCessful; will you run again for another position?
[PQZ]: OCM, maybe
[DBA]: if no one else, then yes
▶ Q. [TAY]: Do you have any experience with Guild affiliated clubs?
[PQZ]: Golden Key is affiliated with UWA but is not Guild affiliated
Last year guild did not let GK run an O-day stall, but this year we held a stall as a registered charity
Motivated to improve relations between *Golden Key* and Guild
Wants to have a role on campus that works well with Guild
▶ Q. [BOB]: What does Golden Key do?
[PQZ]: Golden Key is an honour society, you can only get an invite to join.
We are hoping to run events that benefit non-members as well.
For eg., last year had a climate change discussion for all to join.
We want to have events that include non-members as well.
[DBA] withdraws
[PQZ] wins by default
[THA] was away for all of summer and winter holidays
▶ [BOB]: This year will be pretty important for the treasurer role if we do lose the clubroom
None
[ALI] nominates [AAA] → Accepts[DAS] nominates [CFE] → Declines[DAS] nominates [DBA] → Declines[MLG] nominates [MLG] → Accepted (self)[LCY] nominates [MVP] → Ineligible[MPT] nominates [DAS] → Declines??? nominates [JDM] → Declines??? nominates [UMP] → Declines[LIB] nominates [ALI] → Declines[AAA]
[MLG]
NP: Will you run for other positions?
[AAA]: Yes
[MLG]: No
▶ Q. [TAY]: Do you have any opinions on cash expenditure in terms of the term deposits, and what are you going to do if UCC does not get its clubroom?
[AAA]: Buy a boat, no real ideas
[MLG]: Will call a (UCC) SGM; suggests to buy a bus + park it in one of the free bus spots at UWA and use bus as new clubroom
[MLG] leaves 18:20[MLG] wins
[BRD]{Adarsh} (not present)[CHS] nominates {Chayan} → Declines[BRD] nominates NC → Declines[BRD]
{adarsh}
[ALI] UCC Username?
[BRD]: {cormac} "bird"
[BOB] Techy or Gamer?
[BRD]: {Cormac} Very Interested in tech but also in that tech to host hosting game servers. In terms of hours; games. Recently hasn't been playing too many games. Doesn't know best way to answer the question.
[TAY] Anythng in UCC you would change/add?
[BRD]: {Cormac} for a lot of members; it's kind of hard to get in. Even getting to Cameron Hall is difficult.
▶ Q. [ACE] In the possibility that UCC doesn’t have a room; do you have any ideas of how you could engage freshers?
[BRD]: {Cormac} Willing to take on; but not sure how sUCCessful will be.
[BRD] wins
[BRD] withdrawn[THA] nominates [MVP] → AcceptsNC nominates NC → Accepts (self)[DAS] nominates [LCY] → Declines[THA] nominates [AAA] → Accepts[DAS] nominates [CFE] → Declines[THA] nominates [DBA] → Accepts??? nominates [MTL] → Declines??? nominates [UMP] → Accepts[ZFE] nominates [333] → Declines[JDN] nominates [CHS] → Declines[MVP]
NC
[AAA]
[DBA]
[UMP]
▶ Q. [TEC] Confidence for attending committee meetings?
[MVP] Has a full time job but still nailed duties last year.
{Nicholas} Attend all outside of classes.
[AAA]: Doing computer science and all classes are optional.
[DBA]: Plans week by the hour; can make time.
[UMP]: Monday/Tuesday/Weekends available.
▶ Q. [TAY] Do you intend to run for committee or an executive position?
[MVP]: No intention to go out of way but if need will do it; can not do executive roles Nicholas: will run for exec later [AAA] Executive position in 2021 [DBA]: Will play the numbers game and will fill rules [UMP]: Can not run for executive next year
▶ Q. [ACE] Any particular areas you desire to focus on?
[MVP]: 2019 goal is to make committee desirable. Feels sUCCeeded right up until the tenancy reapplications. Will continue to try run events.
{Nicholas}: will fill any hole that is needed and will do any job.
[AAA]: all aspects of the club / general man power.
[DBA]: There are a lot of projects that are very very cool by past members that a lot of newer members don't know about. Want to see newer members to get involved with old projects.
[UMP]: Scenario planning and implementation based on what happens with the clubroom.
▶ Q. [333]: How interested would you be in running a camp regardless of clubroom outcome
[MVP]: camp is from experience fickle; Trying to organise for midyear now will not be able to be done without immense sacrifice. Camp 2021 Maybe. [Nicholas]: Wouldn't know how to prepare one. Would do what is required if it does go ahead. Doesn't know what would have to do. [AAA]: Interested in camping. In committee of Rovers (Adult Scouts). Runs camps about once a month. [DBA]: heavily involved in first camp to not happen. knows why it failed definitely still within means to run a camp especially with the current freshers would be a good opportunity to engage freshers. [UMP] : yes
[MVP], NC, [AAA] win
[MPT] motion to reinstate standing orders
→ passes
[sic] of the club would be hindered without a clubroom”
"Members can access the clubs infrastructure remotely."
[CHS]
[THA]
[TAY]
[MPT]
[BOB]
has been rescheduled to Friday 2020-04-24 18:30 via Zoom[MPT]
"What has the club done for you that you wouldn't have been able to do otherwise" "As a student, how has the club contributed to your education" "As a graduate, how did the club contribute to your education while you were here."
[ACE]
[TAY]
▶ Q. [ACE]: Worst case scenario where the club loses it’s clubroom; What is the situation?
[MPT]: We are also proceeding with alternative options around the university. Also talking with CSSC and with EMS. We don't know the feasibility of these options. If the club has no clubroom, the club can not operate as it currently does. Plenty of clubs operate without a clubroom. The UCC would survive but would be a shadow of its former self. [MPT] does not foresee the club lapsing.
▶ [ACE]: Gavin Opinions on using computer labs for events
▶ Q. [TAY]: There has been an effort with other clubs who are using UCC services to try and organise a meeting with Tenancy and UCC committee to discuss the effect that losing UCC services will have on those clubs…
[MPT]: We are working with other clubs who have come to in part rely on our infrastructure to make something work for the best possible outcome.We could reasonably charge $100s for the services we provide and it would still be the cheapest option. [THA]: We could easily make it so our biggest source of profit is no longer food & drink.
▶ Q. [TAY]: In the process of appeals, one possible outcome is a compromised solution. What is the general feeling on a compromised clubroom?
???: Smaller space: Workable. Not good but workable.Sharing a space: if it's the best outcome; we would have to make it work. Anything is better than nothing. This is not really an acceptable outcome.
▶ Q. [333]: Where do we put our server gear in the event of a smaller clubroom?
[TAY]: One of the things mentioned in the tenancy email is issues of non-compliance with building regulations. We are 99% sure this is in reference to the machine room but no confirmation has been given. We have never received any form of information or citation regarding non-compliance before this email. Even in the event that we remain in the same location, it is possible that the machine room would have to go. If it is an issue about the machine room, it seems unlikely as it is a temporary structure. [333]: It's been mentioned that supposedly the machine room has a room number. [GOZ]: It was put on and then taken off. [TAY]: No map I have seen has the machine room with a room number. [TBB]: If it does have a room number, it would have been in reference to the UWA Security's maps.
[BOB] Have we considered exploring other options even if we do get to keep the room?
???: We do have the memberbase and infrastructure to run two concurrent clubrooms. This would give us a little big of immunity from guild masterplan. [TAY]: In the event that our appeal is sUCCessful and we remain in the current clubroom and we get an additional space elsewhere in the university, we would almost certainly lose our clubroom in the next full reallocations. Whether or not the club has space elsewhere on campus is a factor that is taken into consideration by tenancy committee. [MPT]: Not going to stop exploring options of moving into external locations if available. If guild comes back with a small room, it may be our best option to move.
▶ Q. [ACE]: If the only option ends up being a space that is quite small, would we lean towards trying to have servers and other things or would we go all in and become services only?
[MPT]: Fundamentally the machine room could be smaller...it is how it is because how it is. We only really need 1/2 a rack. [CHS]: If our serves moved to an external location; our infrastructure becomes effectively invisible to the club. [BOB]: The machine room was built in a time where servers were a lot bigger. We required 3 racks in the past when we build it. Technology has advanced to a point where we could run UCC off 1 machine if we were desperate.
▶ Q. [TAY]: Is UCC going to get into contact with IT in regards to the Communications room in Cameron Hall?
[MPT]: Unsure of who even is meant to control of that space. [CHS]: It's specifically under control of UNI IT and it's a security risk for students to have access. The only time we were able to get access it was by mistake and guild got in trouble. [TAY]: No, they've been giving access now. Security will just let people in. [CHS]: In the 2017 committee, when we were exploring alternatives for space, access to that room ended up getting heavily investigated... [TAY]: Even though the university keeps a lot of valuable stuff in the room, the space is allocated to the Guild. In terms of who the space belongs to and who is allowed to keep stuff there... ??? [MPT]: The communications room currently has: - 2 terminated fiber bundles - Uni switches which drive Unifi - One fiber connects to UCC's switch which is connected to the clubroom - The Rack that everything sits on is UCC's [MPT]: It would depend on how the question is asked to Uni IT for the use of the space. [TAY]: Cameron hall is unique as it is a building owned by the University where all the space is allocated to the Guild. Neither wants to put money into the building for maintanance. Every time the topic of who can have their stuff where, it becomes an argument of 'oh, this is my space so I get to do this to it.' In 2017, [TAY] had to stop Uni IT from changing the locks on the door.
GT leaves @19:19
[MPT] asks for last points
▶ Q.[BOB] What questions would you like to ask the membership at an GM?
[MPT] Would appreciate people to read over drafts, would be asking for letters. [MPT] What is the aspect of the club that you would not want to loose as UCC drops in size. [TAY]: UniGames being able to stream. [ALI]: Server Hosting. [BOB]: Couches and a tinkering space. [333]: Server/network infrastructure and the fact that most of our members have an opportunity to work, tinker and break it. [CHS]: workbench/tool-space, couches and microwave. [TBB]: Some form of a sandbox for any part of the clubs goals. [ACE]: Broad strokes of what we offer but can't get elsewhere.
▶ Q. [CHS] logistically going forward; in the situation somehow we don’t get the clubroom should the GM see that we have a first preference or should we go to a GM?
[BOB]: Some very quick decisions will have to be made and I think as long as committee is very open on the communications channels it shouldn't be an issue. [CHS]: Assuming there is enough time to make a decision; moves to hold a GM in the event that an outcome that would constitute a club decision. > No Seconder [MVP] previously we were offered a space in guild commercial space that was old UniPrint. The timeframe UCC had to resspond to that was hours to days. We did not have enough of an opportunity to run an AGM and run the space against the club as a whole. Due to the time we were unable to make that call. As long as the club remains transparent the club should be fine. [TEC]: Having a formal motion will not help. [MVP]: We do have a tone of channels to respond and keep the club in contact. [MPT]: If you are interested in the committee or the running of the club subscribe to the committee @ mailing list. [TAY]: Given that discord is not restricted; Please be very careful with what you say on it.Everything on our communications channels are public. There are past tenancy chairs and tenancy committee members who are on the discord - please be polite. The guild are student representatives who still deserve respect. It is very important to remain respectful in publish channels. [MPT]: Let's not air allegations defame people.
▶ Q. [THA] Ideas for food/drink machines?
???: They are currently wired to Merlo. [BOB]: Old guard has been looking into storage options in the meantime. [MPT]: If the club goes dark; we loose our presence but we will find some way to keep some presence. [TEC]: This entire process will be tough but no matter who you are, there will be a way you can help. Every effort will be very much appreciated. [TBB]: Even if you didn't get onto committee, you are always encouraged and free to help out the club in what ever way you can or want to. [MPT]: Our first event as a new committee will be as Artimus LAN this weekend.
[BOB]
Meeting closed 19:37