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2023-04-04 Agenda

Start Date: 04-04-2023
Present: helpdesk, treasurer, sysadmin, events, sysadmin, vice-chair, helpdesk, webmaster, secretary, sysadmin, gdo, helpdesk, ordinary-member
Absent: ordinary-member, gdo
Excused: chair, ordinary-member, vice-chair, sysadmin,
Late: sysadmin, events

Person Year
vice-chair 4th
helpdesk 4th
sysadmin 4th
sysadmin 3rd
webmaster 3rd
helpdesk 3rd
events 3rd
treasurer 2nd
gdo 2nd
events 2nd
sysadmin 2nd
sysadmin 1st
helpdesk 1st
secretary 1st
ordinary-member 1st

Agenda:

  • Check previous Minutes

  • Points of Info:

    • Admin update:
      • Presented by: sysadmin
        • Handover document
        • Any other updates?
        • Discuss with new cmt about irc issue
    • Events update:
      • Presented by: sysadmin
        • pub quiz in Points of Discussion.
        • Any other updates?
    • Treasurer update:
      • Presented by: treasurer
        • did mastercard send money?
        • card activated?
        • all cap reqs done?
        • missing receipts
        • combed through hoodie paypal statements?
        • General House keeping
        • Any Updates?
    • HelpDesk update:
      • Presented by: helpdesk
        • Any updates?
    • Webmaster update:
      • Presented by: webmaster
        • website status?
        • any other updates?
    • PRO Update:
      • Presented by: gdo
        • any other updates?
        • did you post galstem spark event insta story?
    • GDO update:
      • Presented by: gdo
        • any other updates?
    • First Year Rep Update:
      • Presented by: sysadmin
        • the first years are happy
    • Ordinary Member Update:
      • Presented by: helpdesk
        • any other updates?
    • Vice Chair Update:
      • Presented by: vice-chair
        • Any Updates?
        • were mastercard details passed on to next events officer?
    • Chair Update:
      • Presented by: sysadmin
        • did sysadmin and chair go to the bank to deal with sistem money?
        • msg yet to be sent after donation.
        • refund requests for sistem status
        • Any Updates?

  • Points of Discusion:

    • Google drive change

    • Hoodie update? (urgent)

    • Money stuff

    • Pub quiz planning

      • irc message of the day
      • event plan uploaded?
      • arista sponsor (follow up on je vouchers)
      • register teams in advance?

    • AGM

      • handover meeting
        • did people write the handover docs?

    • Admin irc bridge issue

    • Last committee meeting :-(

AOB:

  • Happy Tuesday
  • Happy handover
  • Happy resignation
  • Common room-gdo

Minutes:

Started at 18:23
Does Committee agree on last weeks minutes: yes

  • Points of Info:

    • Admin update:

      • no handover doc, group call instead, make root accounts, guide through the basics

    • Events update:

      • old committee helping with pub quiz
      • forms have been uploaded online

    • Treasurer update:

      • mastercard technically sent on stripe, not sure if recieved
      • card activated, pin changed, sysadmin has it
      • no online banking
      • sysadmin and chair signatories
      • all cap requests filed for this semester
      • last sem not submitted yet, waiting for c&s
      • gordon sent all reciepts

    • HelpDesk update:

      • handover, sending powerpoints and link to drive
      • need to put old stuff from last year on drive
      • put new committee on drive

    • Webmaster update:

      • no website this year
      • no updates on website

    • PRO Update:

      • posters are posted
      • 25th anniversary photos, organised on drive, never sent out
      • 25th needs to go to alumni also
      • fosdem photo link

    • GDO update:

      • poster changes made
      • hackerclub poster template done up for next year

    • First Year Rep Update:

      • first years are happy
      • bunch of first years verified in server (already paid but not verified)
      • informal hackerclub (networking assignment)
      • stickers - ordinary member’s job

    • Ordinary Member Update:

      • no updates

    • Vice Chair Update:

      • no mastercard details sent to event officers
      • mc office trip next year ;)
      • events chat on discord (good for asking qs)

    • Chair Update:

      • sysadmin and chair haven’t gone bank
      • going on thursday
      • refunds exists, will talk about it

  • Points of Discusion:

    • Google drive change

      • Minutes go back to 2015
      • Hopefully everything there
      • needs to be organised
      • new tresurer folder in drive, applied folder, what has been submitted but not approved yet
      • chair in charge, people need to be added
      • Suprise chair with emails :)

    • Hoodie Update

      • Going to refund, easier to do that than give to new committee
      • Need to send out announcement today
      • Doing it next week
      • helpdesk and sysadmin, Tuesday Lunchtime, cash only - action item
      • Review hoodie form
      • Email using mailing list (those who filled in interest form)
      • hoodies2023@redbrick.dcu.ie
      • gdo will send discord announce - action item
      • sysadmin will do email- action item
      • sysadmin has cash, will give to sysadmin
      • Alumni and ordinary members first, them committee

    • Money stuff

      • Mainly sistem money in bank account
      • Need to pay sistem money to charity - sysadmin & chair
      • Paypal also, can only be accessed by clubs and socs
      • Roughly €2000 in PayPal and roughly €3000 in bank
      • New committee need to decide how to use card
      • sysadmin’s suggestion (only the chair has it)
      • C&S rule, card should have name (ours does not have name)
      • Online banking in discussion (decide who has access, suggested chairperson)
      • Change of signatories not happening now, need Siobhan’s (C&S) signature
      • Email Una Redmond to get access to paypal (chair knows)
      • Sistem: redbrick vote for who is organising it
      • Spreadsheets in google drive: tracking fosdem money, paying back 2 years
      • Any questions about gdrive: contact sysadmin

    • Pub quiz

      • form done
      • hopefully alumni coming
      • sysadmin sent message into rootholders
      • event plan uploaded
      • Buy vouchers, get code, send pic of code in dms on discord
      • Make sure nobody else sees the code
      • Tshirts to be handed out for funny answers
      • Teams won’t be registered in advanced
      • Server room has pens
      • Using last year’s one by sysadmin
      • sysadmin will correct this year
      • This Thursday 7PM Nubar
      • €100 for food (usual platters)
      • Veggie version and chicken version
      • €20 per platter
      • At least 45-50 people

    • Committee portal

      • new committee not being added yet

      • handover with chair to sort it out

      • before next semester, will need access

      • gdo will be put down as PRO (it’s a core role)

      • Core roles: Chair, secretary, pro, treasurer

    • AGM

      • Smoother compaired to last year
      • Only look at C&S constitution
      • Github and google drive out of date
      • Whole committee bar fyr and pro, will be in september
      • Handover meeting, happening now
      • Each role needs to have call with new committee
      • Old committee contact new committee, set up time

    • Admin IRC Issue

      • New sysadmin need to fix, rehashed (butler’s job - only has access)
      • Some don’t want fixed (low usage, 3-4 people)
      • Discord and IRC brigde, might stop that, older and younger, different vibes, might be better to have dedicated channel
      • New committee’s issue

  • Action Items:

    • sysadmin will send out email about hoodies
    • Check Alumni orders
    • helpdesk and sysadmin, Tuesday Lunchtime, cash only
    • gdo will send discord announce
    • treasurer, sysadmin and ordinary-member to do call to sort out cap requests
    • vice-chair will follow up and email arista about getting codes, justin and vice-chair cced, events will be CC’ed
    • sysadmin will check with Ash if phone can be plugged in for music round, how much platters will be
    • gdo: Paper
    • helpdesk & sysadmin: Pens

  • AOB:

    • Last meeting :(

      • New people, if you feel you can’t do role or feeling stressed, lean on ordinary members, ask for help
      • Don’t just ignore work and then leave
      • New Committee: Meeting next week, discord meeting (sysadmin will talk to chair about possible irl)
      • Same time as today, later if it’s on discord (Keep eye on discord channel)
      • Current time suits new committee, might make it later

    • Common room

      • Switch magic room keycards
      • Engineering Soc cleaning room, not notifiying redbrick
      • Engineering soc hosting events there, not preventing rb members from entering
      • Could do joint event in croom, could be packet
      • Common room committee could run events for regular members
      • Common room committee: 2 members from rb and 2 members from eng soc, in charge of cards, keeping room clean
      • magic room, cmt only have key cards, only cmt members to be in, stay away from 3d printers
      • Card collection needed: gdo
      • Give cards to gdo: action item
      • Give cards back after pub quiz
      • New cmt need to organise collecting cards- next sem, cards change every year
      • 4th years, send message end of next week, gdo
      • Next friday in common room, return keys, gdo
      • Could put box in common room, “leave your card in it”
      • Only 4th years can give to rb cmt members, everyone else puts in box
      • gdo to do announce
      • 4th years to organise box

2023-04-11 Agenda

Start Date: 11-04-2023
Present: treasurer, sysadmin, events, sysadmin, vice-chair, helpdesk, secretary, sysadmin, gdo, helpdesk, ordinary-member, chair, vice-chair, sysadmin, events
Absent: helpdesk,ordinary-member, gdo, sysadmin, ordinary-member
Excused: webmaster
Late:

Person Year
vice-chair 4th
helpdesk 4th
sysadmin 4th
sysadmin 3rd
webmaster 3rd
helpdesk 3rd
events 3rd
treasurer 2nd
gdo 2nd
events 2nd
sysadmin 2nd
sysadmin 1st
helpdesk 1st
secretary 1st
ordinary-member 1st

Agenda:

  • Check previous Minutes

  • Points of Info:

    • Admin update:
      • Presented by:
        • Group call organisation
        • Root account creation
        • Handover process
        • Any other updates?
    • Events update:
      • Presented by:
        • Any other updates?
    • Treasurer update:
      • Presented by: treasurer
        • Mastercard money received?
        • Last semester receipts c&s update
        • Any Updates?
    • HelpDesk update:
      • Presented by:
        • Old powerpoints uploaded?
        • Do new committee have access to drive?
        • Any updates?
    • Webmaster update:
      • Presented by: webmaster
        • any other updates?
    • PRO Update:
      • Presented by: gdo
        • 25th anniversary photos update
        • any other updates?
    • GDO update:
      • Presented by: gdo
        • any other updates?
    • First Year Rep Update:
      • Presented by:
        • any other updates?
    • Ordinary Member Update:
      • Presented by:
        • Stickers
        • any other updates?
    • Vice Chair Update:
      • Presented by:
        • Any Updates?
        • were mastercard details passed on to next events officer?
    • Chair Update:
      • Presented by:
        • bank trip for sisteme
        • refund for sistem
        • Any Updates?

  • Points of Discusion:

    • New cmt on google drive?
    • Hoodie refunds, how did today go?
    • Were handover calls arranged and done?
    • Update on common room keycards
    • Drop in box update
    • All cap requests sorted out?

AOB:

  • Happy Tuesday
  • Happy last week
  • Sad exams
  • sistem update

Minutes:

Started at 20:03
Does Committee agree on last weeks minutes: yes

  • Points of Info:

    • Admin update:

      • admin handover
      • wednesday 7pm

    • Events update:

      • pub quiz went well
      • 4 teams, wish there was more turnout
      • quiz too hard?
      • recipet given to treasurer, cap request to go through
      • vouchers came through quickly
      • vice-chair sent thank you email

    • Treasurer update:

      • mastercard money, not sure if recieved
      • can’t check bank statements, not signatory
      • cns replied, treasurer can upload last years also
      • need to get done by the 14th of April
      • if you want anything purcahsed, need to let treasurer know by 14th April
      • mastercard needs to be in the chair update (sistem)

    • HelpDesk update:

      • waiting on access to drive and helpdesk email
      • conor uploaded powerpoints

    • Webmaster update:

      • No updates, will have next week

    • PRO Update:

      • no updates
      • didn’t get chance to do 25th anniversary

    • GDO update:

      • no updates

    • First Year Rep Update:

      • no updates

    • Ordinary Member Update:

      • no updates

    • Vice Chair Update:

      • event went well, no other updates

    • Chair Update:

      • todays meeting, set expectations for next year, event last week, hoodies
      • everyone bar sysadmin have had handover
      • put email in action items for sysadmin to add

  • Points of Discusion:

    • Hoodie Updates

      • Hoodie refunds, anyone not on cmt recieved refunds
      • issue with change, sysadmin revoluted €1 to make up
      • 27€ left in wallet
      • google sheet fully updated
      • rest of money will come in future
      • chair and sysadmin need to update settlement

    • Google Drive

      • Deadline for old committee, will be kicked from drive
      • anything they want to add, do it before then
      • need to change ownership of file (sysadmin, chair, current cmt), otherwise it won’t be accessable
      • DEADLINE: Sometime middle of summer

    • Common room

      • gdo hasn’t gotten arround
      • announce tonight so people know
      • gdo will be in room tomorrow

    • Cap Requests

      • all cap requests sorted

  • Action Items:

    • announce tonight about keycards, first years last day wednesday
    • sysadmin owed €1
    • Request access to google drive
    • Change ownership of your files on google drive
    • Admin Handover: 7PM Wednesday

  • AOB:

    • Sistem update

      • sysadmin and chair waiting on mc payment

      • arrived on stripe, takes time to go to bank account

      • still hasn’t entered

      • doc made with all money, will send out correct amount to owed people

      • sistem owe money to some

      • all money in our bank is probably sistem money (€3K)

      • from forms, probably all sistem money

      • need to paypal sistem

      • platters for pubquiz, might have been sourced from sistem, might need to be repaid to sistem

      • rb might have borrowed sistem money, sysadmin will look through statements

      • r3 went through

    • Summer Mettings

      • few meetings over summer
      • strawpolls sent out
      • discord for info
      • maybe 2 meetings
      • if there is a problem, let someone else know
      • if you need help with something, just ask

    • events and helpdesk

      • specific meeting

      • 3 weeks before semester start

      • plan out what semester looks like

      • provisinal event plan, makes lives easier

      • ask sysadmin for help with it

      • helpful for committee

      • redbrick vs blueblock summer thing

      • ending with redbrick breaking down blueblock( idea)

      • as soon as 1 event finished, event info will be posted that evening

      • all events forms can be filled in advanc (hopefully)

      • get out as early as can(in case of any changes)

      • if you have assignments to do, let chair know when stuff is due and how big it is, if clash with something important

    • event idea

      • weekend over the summer

      • team building event

      • last years suggestion

      • carlingford adventure centre, zipit, etc

      • if interest now, can plan a month in advance

      • if gdo has any ideas about rb vs bb, send in chat

      • rb launch can be redbrick uprising (confuse first years)

      • make memes

      • new vms, website, etc (plan over summer)