Present

• Andrew Wheat (Candle) – President
• Fred Emmott (fred) – Technical Officer
• Bruce Tinton (Bruce) – Treasurer
• Arun Prasannan (Polar) – Academic Officer
• David Buckley (bucko) – Gaming Officer

• Tim Retout (Tim) – Acting Chief Minuter

1. Apologies

• Apologies for absence were received in advance from Laurence Hurst (Laurence). Technically he’s not an exec member any more, but whatever.
• Kim Tibbetts-Harlow (Kim) had resigned the same morning.
• No one knew where Sean Connolly (Morlark) was.

2. Previous Minutes

No one had the previous week’s minutes, but I’m sure we would have approved them at this point.

3. AGM

• Andrew proposed to hold an AGM in week 7 next term, and co-opt a secretary until week 2, when we could hold an EGM, as suggested at the previous exec meeting.
• David questioned whether having a secretary was necessary.
• Arun thought that a secretary could be co-opted until week 7.
  • Fred mentioned that Sadiq thought that a seven-week long handover period was “lame”.
  • David pointed out that CompSoc used to have a longer handover period of thirteen weeks.
• Bruce pointed out that he had already booked a room for an AGM in week 7.

It was agreed to hold the AGM in week 7, and not to hold an EGM.

4. Emergency Funding

• Fred restated the need for hardware upgrades to molotov, and that he would ask for £750.
• Andrew agreed that the society might as well ask for the money, as the load on molotov had increased over the year.
• David suggested that the application give statistics of hits on the web server.
• Fred pointed out that the hardware in molotov could be moved to twilight, which needs upgrading.

It was agreed to apply for £750 of emergency funding, with the application to give details of the number of hits on the server, the numbers of societies and users we host, the quantity of data hosted and the throughput of data served.

5. A.O.B.

5.1 Technical services

• Andrew asked about igor. Fred said that he needed to contact DCS again; he had been asking both the helpdesk and the chief technician about igor. Andrew asked Fred to visit DCS in person next time he was on campus.
• Fred asked whether anyone objected to raising a formal complaint with ITS about insomnia, which has had a ticket open for an extended period.

It was agreed that Fred should raise the complaint about insomnia with ITS.

5.2 Socials for next term

• David wanted there to be a social near the start of next term, ideally not bowling or a pub crawl.
• Fred proposed that the social be held on campus. Andrew suggested week 1.
• David was thinking week 3, and for the social to be different from the weekly CompSoc socials. He proposed Karting.
• Arun suggested that the exec ask the freshers what sort of social they would prefer. David pointed out that this might be more difficult now that term had ended.
• Andrew was happy to go Karting, but was concerned about attendance that early in the term.

After some discussion, it was agreed that there shall be:

1. Bowling in Leamington (with a pub meal beforehand), on Thursday Week 3 (25th January 2007), leaving campus at around 6pm.
2. Karting on Wednesday Week 7 (21st February 2007), leaving campus at around 2pm.

5.3 BFL

• Arun pointed out that the Engineering department have booked Lib 2 for part of the BFL, but the society should book Lib 2 for the rest of the week.
• David recommended that the society contact Engineering, to check whether they were holding an exam during the BFL. If so, a quiet period would need to be advertised in advance.

It was agreed that David shall contact the Engineering department regarding the BFL.

5.4 Job list

• Arun pointed out that Andrew had outstanding tickets in Bugzilla.
• Andrew replied that he had checked, and hadn’t noticed any. Fred reminded Andrew of the presence of the ‘My Bugs’ link.

It was agreed that Andrew should look at Bugzilla again.

Additionally, it was agreed that Tim should visit David at some point during the holidays, to assist with the gaming section of the website.

5.5 Google Ambassador

• David asked whether there had been any volunteers for the role of campus ambassador to Google, since last week. No one was aware of any.

It was agreed that Andrew should find a first-year to become our representative to Google.

6. Date of next meeting

It was agreed that the next exec meeting shall be held on Friday Week 1 next term (12th January 2007).

Present (Exec listed first)

Bruce Tinton (Bruce)
Andrew Wheat (Candle)
Frederick Emmott (Fred)
Arun Prasannan (Polar)
Sean Connolly (Morlark)
Laurence Hurst (Laurence)

Timothy Retout (Tim)
Sadiq Jaffer (Sadiq)

Agenda

Secretary
Progcomp promotion
OSP
Emergency fund for server upgrades
Any other business

Joblist

Person	Item
Laurence	Notify members of date of EGM as well as procedure for nominations and proxy voting and deadlines for each.
Bruce	Check that we can move the AGM to week 7 of term 2.
Candle	Organise a mailout to DCS students advertising the progcomp.
Bruce & Fred	Sort out stuff for emergency fund application. (Find the amount of ram in crypt and graveyard and the amount we can contribute.) Draw up thress upgrade plans, one for a 300GBP budget, one for 600GBP and one for 900 GBP. Also obtain quotes for co-location of insomnia.

Secretary

It was suggested that we could hold the AGM at the end of week three to elect the new exec and a replacement secretary. Sadiq said that this was too soon for an AGM and was generally agreed with. Candle suggested holding an EGM at the end of week 1 but Fred pointed out that this may conflict with exams in week 1. Sadiq reminded the exec that we can take a proportional representation of the members for a basis of a decision even if the vote is not quorate. Candle asked if there were any further objections to week 1 of term 2 and none were made. Tim asked what the deadline for nominations would be, and Candle said one week before the EGM. Candle also said he would like to hold the AGM in week 7 of term 2 and asked Bruce to investigate the possibility of this.

Progcomp promotion

Polar asked about the possibility of tshirts with Accenture’s logo on for the competition entrants. Sadie suggested the CompSoc logo, Accenture’s logo and the phrase “Computing Society Programming Competition ‘06’’ which would act as free advertising for next year’s competition. Polar pointed out that in order to organise this we would need to know numbers for the tshirts. Candle asked if we could get the tshirts from Sadiq’s supplier and Sadiq said there would be better options for this kind of tshirt production and he will investigate and get back to us. Bruce said that we need to check how much we should be invoicing Accenture for as a number of figures have been mentioned and their last email was not clear. It was generally agreed that physical prizes are better than cash and the possibility of organising physical prizes should be investigated.

OSP

Polar reported that a number of people had enquired about Compsoc running an OSP as they do not wish to partake of ones associated with the LUG, like the “mini OSP’‘s currently happening. Sadiq suggested asking whoever was so keen to have an OSP to organise it.

Emergency fund for server upgrades

Bruce asked if we should apply to the emergency fund for money for server upgrades. Fred reported that he needed more RAM for crypt and graveyard, and a new motherboard and processor for Molotov with the current ones moving into Twilight. Sadiq asked how much RAM is in crypt and graveyard at the moment and Fred replied that he needed to check but it was only 128MB or 256MB. Sadiq suggested that 350GBP would get a new Core 2 Duo, motherboard and RAM for moltov. Laurence said that he thought given the way Moltov is used it would probably benefit from a dual core or multi-processor setup. Bruce said that we may be able to afford this without support from the emergency fund, but will have to check as some of the money is earmarked for ongoing server running costs.

Any other business

Fred reported that a new switch is required for the DCS cupboard. Polar said he had asked Microsoft for a tech talk next term and the Windows User Group might be able to organise some projects, talks etc.

Sadiq proposed changing the way the CompSoc exec are elected to having termly elections like the LUG. Morlark objected as he though it would result in a lack of continuity with too much time spent on handover and not enough on actually doing things. Sadiq pointed out that it ensures continued engagement with the members and is something to think about and possibly discuss on the forums. Polar suggested a compromise could be a core exec of 3 people and a termly elected committee making up the rest.