Unigames Committee Meeting #20 - 14/07/2026

tags: committee meeting 2026

Attending

• Anna
• Ella
• Apollo
• Lucy (Online)
• Valerie
• Ronan
• Kynan
• Rex
• Sophie
• Connor (Online)

Apologies

• Nate

Absent

Meeting scheduled: 2:00 pm

Meeting open: 2:05 pm

Reports:

President's Report (Anna):

• thank you for everything
• goodnight

Vice President's Report (Ella):

• ♡ Quiz and joint camp subcom busy!
• ☆ ca-caw calendar
• ♡ PBTA prep! It's happening!
• ☆ Emailed maybe 4000 people
• ♡ Hype the busy bees!

Treasurer's Report (Apollo):

• was still cooking on camp feedback
• doing the last of the monies regs

CommBank Account Balance: $406.27

Guild Account Balance: $8,848.87

Total Balance: $9,255.14

Secretary's Report (Lucy):

• Booking rooms...kinda
• Doing admin
• Can't wait to hobble around uni next sem

Librarian's Report (Valerie):

• things i did 1 time this week: ran an event, a busy bee, an EMP, SLT training, joined a precon league server
• things i did 2 times this week: advertised an event, sent an email, made a poster
• things I did 3 times this week: played a commander game, watched a movie

Fresher Rep's Report (Ronan):

• emping it
• come to refresher rewelcome!! pizza!!
• getting hyped for precon league! ty kynan for all your hard work on it!

OCMs' Reports (Kynan, Nate, Rex, Sophie):

• Kynan
  • Precon league running well
  • We may need a room soon (TM) (exec help required)
  • i need to sleep more
• Nate:
  • First Aid reporting
  • GGs emailed in preparation of prereleasing
  • Working 9 to 5 at my new job called GENG1000
• Rex:
  • prepared for GM workshop and RPG playtest,
  • perchance dusting off an old setting to run again!

• Sophie:

  • back on my rug business woohoo (unhappy voice)
  • busy as a bee (look at that monolith just brimming with old papers nobody would let me throw out)
  • spending all my money on buying things for the club one day I will be reimbursed

    Immediate Past President's Report (Connor):

• Nobody is lying

• Hakuna Matata

Past Action Items:

• Ella:
  • Done
    • Contact GMs for PBTA Oneshot Night
    • EMP and advertising for PBTA oneshot night
    • Email playmats for second lot
  • In progress
    • Talk about Phoenix and RPG playtest (along with Rex)
• Apollo:
  • Done:
    • Look into password manager (along with Lucy)
  • Not done:
    • Contact SOC for Sem 1 grants nd
    • Do the square again
• Lucy:
  • Done
    • Organise EMP, booking and advertising for Warmachine event
    • Contact venues
    • Weekly advertising posts
    • Gatekeeper review form
  • In progress
    • Look into password manager (along with Apollo)
    • Poster for general advertising (along with Ronan)
    • Look at stickers for merch
    • Organise google drive
    • Make Blood Bowl tokens
    • Contact people for Warmachine intro event
    • Look into Pixel Expo (along with Valerie)
    • Do gatekeeper FAQ doc!
  • Not done
    • Look into D20 oneshot night
    • Contact people for Pixel Expo assistance
• Valerie:
  • Done
    • Adverting for Historical oneshot night
  • In progress
    • Look into GM workshop night (along with Rex)
    • Contact Ash about deck instructions
    • Look into Flesh and Blood event (along with Nate)
    • Look into Pixel Expo (along with Lucy)
  • Not done
    • Talk to webkeepers about recording the library on the website
• Ronan:
  • Done
    • Bump fresher GM EOI
    • Do EMP for refresher rewelcome
  • In progress
    • Poster for general advertising (along with Lucy)
    • Look into couch cushion covers
• Nate:
  • In progress
    • Cook on precon league (along with Kynan)
    • Update Prerelease handover
    • Start working in Hobbit prerelease
    • Look into Flesh and Blood event (along with Valerie)
• Rex:
  • In progress
    • Look into RPG playtest night
    • Talk about Phoenix and RPG playtest (along with Ella)
    • Look into GM workshop night (along with Valerie)
• Sophie:
  • Done
    • Get in contact about UWA College Collab
    • Get rug options
  • In progress
    • Get Monster energy
• Kynan:
  • In progress
    • Cook on precon league (along with Nate)

Boardgames

Blood on the Clock Tower Event - Semester break, July 10th @12pm

• It's been!
  • 21 attendance
• 2 games played
• Was pretty good!

Cute Boardgames - Week 3, Tuesday 4th August @5pm Week 3

• Valerie would like to run cute boardgames
  • Calico
  • Stardew
• EMP and advertising by mid next week

Valerie: EMP and advertising for cute boardgames

RPGs

Historical Oneshot Night - Wednesday 15th July

• It's tomorrow
• Almost full signups (12/14)

Valerie: Adverting for Historical oneshot night

PBTA Oneshot Night - Week 2, Tuesday 28th of July

• We might need quite a lot of GMs
• 7 GMs
  • We can host ~42 people
  • Sign ups with ~2 games without
• Advertising ready to go out
• CCZ needs to be booked, maybe 2

Ella: Book CCZ for PBTA Night

D20 Oneshot night - Week 4

• Lucy will take this
  • Will contact GMs
• No updates

Lucy: Look into D20 oneshot night

RPG Playtest Night - Thursday August 27th

• People bring games they've made for the intention to playtest for feedback
• Playtests within established RPGs like monsters, classes etc
• Rex will take this event on
• Ella is interested in integrating writing a oneshot with Phoenix
  • We'll look into running this with a Phoenix workshop
    • Rex and Ella will have a yap about this
• We'll run this in the loft and clubroom
  • EMP and advertising will be need to be done

Rex: Look into RPG playtest night

Ella, Rex: Talk about Phoenix and RPG playtest

GM Workshop - Sunday August 23rd @3pm

• GM workshops/interactive lectures
• Rex will take this on, Valerie will also assist
• Panel display in a lecture theater, then go to Loft for Phoenix "making a oneshot" night
• Split into two events like:
  • 'How to run x system/genre'
  • 'How to enhance your GMing'
    • Panel style with discussions/games afterwards

Rex, Valerie: Look into GM workshop night

Cardgames

Speed Competition

• Ella would like to organise this
• Paid entry
  • Makes prizing possible

Ella: Look into Speed competition

TCGs

Magic: The Gathering

Booster Box Buying Bhenanigans

• Spiderman needs to be taken out...
• Marvel box is here

SNoM - 19th of July @12pm

• Next Sunday!

Precon League - Sem 2

• Kynan has been working on some of the challenges
• He's also contacted TTECU for a possible collab like we did last year
• We should take a look at scheduling and advertising now
  • Aim to do advertising and sign ups for O Week
  • Session 0 covering basics
  • Games starting week 3
• Possibility of doing prizing with GGs
  • Once we know sign up numbers we can look into this further
• EOI will be out today
• Advertising is in progress
  • Pretty much everything else is done
• Entry price will need to be worked out
  • We're thinking ~$15
• Venue, EMP and advertising needs to be done
  • Room booking needs to be done, Ezone needs and exec
    • We're going to sift through the dates due to some booking issues
• We should republish timing across Discord, Insta and Facebook

Kynan, Nate: Cook on precon league

Hobbit Prerelease

• We will need to do sign ups
  • EOI as well possibly
• We should also contact GGs to confirm if they have a maximum they can provide for us
• Get sign ups organised soon after

Nate: Start working in Hobbit prerelease

Nate: Update prerelease handover

Hobbit Draft

• Kynan will be able to get a box
  • Possibly ~$30 entry
• Does limit it to 8 people
• We have many card game events when we'd think to run this
  • We would have to delay it
• Could possibly see if we can get multiple boxes

Kynan: Look into Hobbit draft

Commander Deckbuilding Event - Week 4, Monday 10th August

• Possible week 4 event
• Casual organised time to build decks
  • Might be worth seeing if people can be helpers

Valerie: Look into Deck building

Other TCGs

Deck maintenance

• A member Ash has mentioned wanting to write instructions on how to use the decks and the sideboards
  • Ash is almost done
• No updates

Valerie: Contact Ash about deck instructions

Intro to Flesh and Blood Event - Week 4, Tuesday 11th August

• We might look into running a Flesh and Blood event
• Valerie and Nate will talk to Donald about this
  • Groupchat made
• Decks brought in and clubroom decks

Valerie, Nate: Advertising for F&B

Wargaming

Warhammer

Warhammer Tournament - Week 1, Saturday 25th July @9am - 7pm

• We will need at least 2 people to be there on the day
  • Lucy and Nate
• 11th Edition releases in a few weeks
  • EMP has been approved
  • Room booking submitted via email
    • Venues booked the wrong date...I'm waiting for a reply

Blood Bowl

• Tokens need to be made
  • Lucy just needs to turn on their printer...
    • So busy...
    • And ankle? Broken... can't get into garage...
• No updates

Lucy: Make Blood Bowl tokens

Bloodbowl Tournament

• Artemis and Leaf have been contacted
• Artemis would like to start the organisation of this
• EOI has been posted
• Rex and Nate would like to organise this, lucy can be there for support
• No updates

Intro to Warmachine

• Ella and Lucy have had a chat with them!
  • They are willing to sponsor this event in part
  • We're looking to do a week in August
  • Early sem 2, will be perfect to advertise to freshers!
  • We have decided Ezone will be the best venue
• Lucy has put out an EOI in wargames to gauge interest and potential dates
  • We may either have a raffle door prize or small freebies provided to us!
• Ella will put out an EOI for this
  • Looks like we'll do the first week of August
• No updates

Lucy: Contact people for Warmachine intro event

Lucy: Organise EMP, booking and advertising for Warmachine event

Collaborative Events

After Hours - UniSFA Collab - Week 2, Thursday 30th of July @5-8pm

• It's genuinely cooking
• Ella has been in contact with UniSFA
  • Contacting James (VP)
• Start of sem 2, Thursday week 2
• Ezone movie and boardgames
• EMP submitted
• Advertising in process
• Booking once venues opens on the 20th

UWA College Collab - Week 3, Monday August 3rd @1-2pm

• We got an email from a college rep!
  • They were interested in running a collab to get people more into uni clubs!
• Ella met with them last Thursday
• They are interested in easy, quick games 1-2pm Mondays or Fridays
  • They would like this to be a weekly event
  • We might not be able to do this weekly, but they are welcome to borrow out games

Sophie: Get in contact about UWA College Collab

Major Events

Pixel Expo - August 15-16th

• Lucy has emailed about yes for our attendance
  • Lucy will be the primary contact
• Valerie will take this on along with Lucy
• We'll be sent our contract soon!
• Lucy will get into contact with people to assist with the transportation and organisation
• It seems like they want us to teach boardgames (that are not ours) and provide GMs
  • We're not sure if they want us to bring other games/the games they want us to run are not the best
• We'll send some emails for clarity

Lucy, Valerie: Look into Pixel Expo

Lucy: Contact people for Pixel Expo assistance

Far Future Events

Roleplay 4 Life - 4th to 5th of September

• Reps: Rex + Ronan

Ronan, Rex: Contact GMs for Roleplay4Life

Relay 4 Life - 3rd to 4th of October

• Reps: Rex

Cam Hall Quiz Night

• Reps: Ella (Light), Lucy (Dark)
• Reps from other clubs have been reached out to
• First meeting has been
  • We'll need to check on one of the UCC reps

Ronan: Fresher table server/groupchat

Joint ~~Redacted~~

• Reps: Ella, Sophie, Valerie
• Reach out towards the end of holidays
• The server is almost done (Diarmuid is doing it)
  • We have all the reps. Yay!

Uncharity

• Reps: Nate, Valerie
• Reach out immediately after sem 2 exams

UWASCA + Unigames Collab

• Reps: Ronan, Kynan
• We will ponder it soon...

Magic and Mayhem Camp - Semester break, 3-6 July

• It's been!
• 48 attendance overall
  • 4 people who bought tickets did not attend
• Feedback:
  • Most people who didn’t attend was due to timing
  • Advertising was liked, poster + reel
  • Events well attended and enjoyed
    • Craft needs more instructions
    • LARP swords were great, more physical activities?
    • Good quiz but general and music were a bit too niche, mini games high and low
    • Some people wanted serious, some wanted silly, better clarity
    • No RPGs and a lot of BOTC
  • Sleeping and general space was good...toilets clogged before we got there, more communication with gendered dorms/toilets
  • Well organised, clear person to speak to
  • Food was awesome!
  • Less rainy due to the time of year, good!
• We might try this week or a week earlier for next year
• More carpooling organisation and earlier
• Committee feedback
  • Site
    • Both main room toilets clogged
    • 2/3 grills not working
    • No microphone
    • HDMI cable was very broken, we cant use our own due to it going into the roof
    • There was rubbish not from us on site
    • Bottom kitchen door missing screws
  • Organisation
    • Checklist for whole camp
    • Timelines
    • Task distribution
    • We need both money box keys/leaders have 1 key each
    • Librarian checklist
    • All roles checklist
    • Sign in docs
  • Food
    • Shopping and foods
    • Firestarters on list
    • Dietary reorganisation
    • Cooking roster, dishes-->cleaning
• Ticket reimbursements
  • 2/4 people have asked for reimbursements
  • Manjedal will not give us a refund on their tickets
  • We will do these refunds ourselves
• Motion to approve 2 full camp ticket refunds
  • Passes unanimously

Lucy: Rewrite camp cooking ingredient amount

Ella: Rewrite food shopping list and food handover

Valerie: Talk to webkeepers about recording the library on the website

Fresher Zone

Fresher Campaigns

• Sign ups for players will go out late O week
  • QR code sign ups for Oday

Ronan: Advertising for Sem2 fresher campaigns

Refresher Rewelcome - Week 1, Thursday 23rd July @4pm

• Sem 2 fresher welcome
• EMP and advertising is done
• Ronan can be there for pizza but would be preferable for someone else

Reimbursements

• Done
  • $63.60 to Ella for camp supply run
  • $60.80 to Clarice for Camp supply run
  • $7 to Ronan for assassins supplies
  • $52.23 to Ella for camp craft supplies
• In Progress
  • $75.91 to Chrome for firewood
  • $118.80 to Apollo for Camp monster run
  • $110 for 3x camp ticket refund
  • $45 to Sophie for food run
• Unsubmitted
  • None

Guild

Tenancy

• The tenancy chair has emailed guild maintenance about the electrical covers
  • We've sent a photo to Guild Maintenance

2.0-Day - Week 2, Tuesday 28th of July

• We are signed up
  • We should have enough people to attend and run

SOCPAC Meetings

• 28th of July is next meeting
  • Ella (might) attend

Grants

• Guild did not follow the correct process
  • We will need to email them to follow this up
  • We'll need to know what the grant cap was and if we reached it
• Got back $220 in our account for sem 1 Grant
• Quiz night subcom would like to use SPG for Quiz Night
  • Approved

Apollo: Contact SOC for Sem 1 grants

General Business

Gatekeepers

• Lucy will take over Gatekeeper FAQ document
• We might want to update the training guide to make it more clear
• Gatekeeper review will be done next week
  • Form has been made
• We will go through all of our gatekeepers and may have discussions with those we think may be lacking in some areas but they will not be removed unless they wish to be or we find it necissary to do so

Lucy: Do gatekeeper FAQ doc!

Webkeepers

• UCC website will be intermittently down for the next 24hrs

General Unigames Advertising

• General advertising posters for guild screens are in progress
• Weekly What's On has been posted
• Social posts are being schemed
• No updates

Lucy: Weekly advertising posts

Ronan: Poster for general advertising

Loft usage and UCC

• The loft is a public space however noise carry over can be disruptive during UCC meeting
• UCC has potentially offered the solution of booking the loft if they need quieter meetings
  • We can them put a loft booking whiteboard (to notify people) by the campaign board
• We will also do a general announcement and gatekeeper reminder
  • Posters as well?

Rex: General etiquette post and poster

Merch

• Lucy will organise semester 2 sticker competition
  • Lucy would like to have this kicked off for the start of sem 2
• Hoodie have arrived
  • We got the the purple quantities for green and visa versa
  • Ella has followed up with people who preordered for sizing issues
• We have emailed them and they have responded
  • We'll receive the correct amount of purple
• At the moment, green hoodies are for general sale
• No updates

Lucy: Look at stickers for merch

Room Updates

Uncharity Vigil

• We raised $825.85! Door and raffle money is being sorted out now
  • With door and raffle finalised, the total is $944.00
• Goals:
  • Unacquired:
    • New rug
• Sophie has rugs
• We've decided to go with this one:
  • https://www.spotlightstores.com/en-au/p/loopsie-knightsbridge-washable-rug/920040263
• It is $150 more than we previously budgeted for
• Motion to approve spending a further $150 on the rug
  • Passes unanimously
• Apollo may be able to get the rug to uni
  • Will be delivered to Apollo

Apollo: Get rug to Unigames

Eunigames Playmats

• We have the (first) order!
  • We are getting a second lot!
• We'll likely price these at $16
• Announcement for preorder pick up needs to be done

Couches

• There is degradation in the cushions, Ronan and Sophie have an idea
  • Cushions on the couch are super yucky and gross
  • Ronan and Sophie could make new couch covers
• We could draft a pattern for this though that is a lot of work
• We could take a look at throws
  • NOT blankets
• Covers might be the go
• No updates

Ronan: Look into couch cushion covers

Library

Bookbuy

• Book buy has been!

• We are still waiting on the following resources:

  • RPGs
    • Paranoia (2023)
    • Vampire: The Masquerade 20th Anniversary Edition
    • Shadowrun 6e: Hong Kong
  • Boardgames
    • Terraria

• We have acquired:

  • Calico
  • Stardew Valley
  • Articulate
  • Wingspan: Oceania Expansion
  • Pico
  • Lying Pirates
• We have been contact with Tactics to acquire the resources they have
  • Valerie picked up the available book buy games
  • Tactics has Paranoia, Shadowrun, and Terraria on backorder

Mini Stuff

• Lucy still has the Kill Team minis they've been painting
  • Lucy will return these to Unigames but continue to work on them
• Valerie has started cleaning the minis
• No updates

Donations

• No updates

General Maintenance

• Sleeving time

Food Runs

• Monster, many

Phoenix: Future/Past

• Next Phoenix: Wednesday July 29th
• We will collage playing cards, awesome
• Ella is still thinking really hard. Thank you Ella!

Committee Business

OGM - Week 1, Friday 24th of July @1pm

• Friday 24th of July
  • Needs to be announced by the 10th of July
• Look into constitutional changes
• ROs organised
  • Winslade
  • Leaf

Regulation changes

• Apollo has some proposed regulation changes

• changing to (each point is changing the number point it is in the regs already):

  • 8. The President, Vice President, and Treasurer must all be signatories on the Unigames External Banking Account.
    9. Other Office Bearers may be signatories at the committee’s discretion.
    10. At any Committee meeting or General meeting this amount must be below $1000. a. This limit can be breached with the approval of the Committee. This should be re-approved each meeting until the value has dropped below $1000. b. At the time of an Annual General Meeting, this amount must not exceed $500.
  4. When the change of President, Vice President, Treasurer, or any other Office Bearer who are a signatory occurs, actions to change signatories must occur within 4 weeks.
  5. If this cannot be done within this timeframe, reason(s) must be publicly minuted.
  6. In the event that this bank account may close, all funds must be transferred to the Unigames Guild Bank Account.
  • 10. The Treasurer, or a Committee Member acting on their instruction, may spend up to $600 on consumables (such as food, stationary, or cleaning products) per fortnight without consulting the Committee. These Purchases may still be subject to review by the Committee.
  • 11. The Treasurer, or a Committee Member acting on their instruction, may spend up to $400 on Magic: the Gathering products per fortnight without consulting the Committee. These purchases may still be subject to review by the Committee.

• Motion to approve above regulations

  • Passes unanimously

Banking

• Square still having issues
  • Needs to be done by OGM
• Non-profit Assessment
  • Due to our ABN we are required to notify of this by Nov 2nd

Apollo: Do the square again

Approvals by Circular

• Approved CA-CAW regulations

Google Drive

• The organisation drives Lucy nuts
  • Will reorganise a bunch of folder
  • Will prune out unnecessary folders
• No updates

Lucy: Organise google drive

Passwords

• Apollo and Lucy would like to get a password manager
  • Good for security
  • Updating passwords the way we currently do it takes so long
• Apollo recommends Bitwarden
  • Apollo knows how to use it and set it up
• Apollo doing bitwarden

Apollo: Look into Bitwarden + set up

Archiving

• Nene is working on old minutes

Organising Old Records

• No updates

Close section Open: 3:57pm

Close section Closed: 4:17pm

Meeting Closed: 4:17 pm