Unigames Committee Meeting #21 - 24/07/2026

tags: committee meeting 2026

Attending

• Nene
• Ella
• Apollo
• Lucy
• Valerie
• Ronan
• Kynan
• Nate
• Rex
• Sophie

Apologies

• Connor

Absent

Meeting scheduled: 3:00 pm

Meeting open: 3:07 pm

Reports:

President's Report (Nene):

• im new in town
• or old i guess depending on how you look at it
• didn't do my action items #sorry
• song of this week: phoebe by audrey hobert

Vice President's Report (Ella):

• ♡ I am in coral bay!
• ☆ I just did pbta and so much else!
• ♡ hype everyone else!

Treasurer's Report (Apollo):

• brought the rug into the room (yay)
• doing camp thangggggsss (last of budget)
• other things have happened that i do not rememberrrrr i think (mysterious)

CommBank Account Balance: $817.22

Guild Account Balance: $8,040.16

Total Balance: $8,857.38

Secretary's Report (Lucy):

• Warhammer tournament tomorrow! Rooms actually working for once
• Working on booking Warmachine
• Doing weekly what's on
• Doing admin and quiz question for quiz night subcom
• Minuting so much

Librarian's Report (Valerie):

• Historical Oneshots was the best in the world ever
• sending people emails! they aren't responding, though...
• i made some posters! I want to... make more posters! I love unigames committee because i get to make posters!
• im finally playing persona 5!!

Fresher Rep's Report (Ronan):

• sem 2 fresher campaigns are open for sign-ups!!
• re-fresher this week yay
• uni starting....................
• by the time im reading this i will have my lip pierced

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

• Kynan
  • precon league ready to go just needs room
  • ran a snom?
  • first day free in ages, still couldnt sleep
• Nate:
  • got an emp approved
  • awesome sauce
• Rex:
  • nearly done on prelim cooking for my action items! I promise to do actually progress this week.
  • sooo organised on my timetable, for once.
  • congratulations to new pres?
• Sophie:
  • rug aquired!!
  • doing UWA college collab work, advertising asap!
  • went to refresher welcome, embarrassed myself playing codenames
  • congratulations to the new president?

Immediate Past President's Report (Connor):

• Congrats neneor
• Can i please have $4

Past Action Items:

• Ella:
  • Done
    • Book CCZ for PBTA Night
  • Not done
    • Talk about Phoenix and RPG playtest (along with Rex)
    • Look into Speed competition
    • Rewrite food shopping list and food handover
• Apollo:
  • Done
    • Get rug to Unigames
  • In progress
    • Contact SOC for Sem 1 grants
    • Do the square again
    • Look into Bitwarden + set up
• Lucy:
  • Done
    • Organise EMP, booking and advertising for Warmachine event
    • Weekly advertising posts
  • In progress
    • Look into D20 oneshot night
    • Make Blood Bowl tokens
    • Contact people for Warmachine intro event
    • Look into Pixel Expo (along with Valerie)
    • Contact people for Pixel Expo assistance
    • Rewrite camp cooking ingredient amount
    • Do gatekeeper FAQ doc!
    • Look at stickers for merch
    • Organise google drive
• Valerie:
  • Done
    • Adverting for Historical oneshot night
  • In progress
    • EMP and advertising for cute boardgames
    • Look into GM workshop night (along with Rex)
    • Look into Deck building
    • Contact Ash about deck instructions
    • Advertising for F&B (along with Nate)
    • Look into Pixel Expo (along with Lucy)
  • Not done
    • Talk to webkeepers about recording the library on the website
• Ronan:
  • Done
    • Advertising for Sem2 fresher campaigns
  • In progress
    • Contact GMs for Roleplay4Life (along with Rex)
    • Poster for general advertising
    • Look into couch cushion covers
  • Not done
    • Fresher table server/groupchat
• Nate:
  • In progress
    • Cook on precon league (along with Kynan)
    • Start working in Hobbit prerelease
    • Update prerelease handover
    • Advertising for F&B (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)
    • Contact GMs for Roleplay4Life (along with Ronan)
  • Not done
    • General etiquette post and poster
• Sophie:
  • Done
    • Get in contact about UWA College Collab
• Kynan:
  • Done
    • Look into Hobbit draft
  • In progress
    • Cook on precon league (along with Nate)

Boardgames

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

• Valerie would like to run cute boardgames
  • Calico
  • Stardew
  • Everdell
  • Root
  • Flamecraft
  • Fort
  • Wingspan
  • Curses and Covens
• EMP is done
• Advertising in progress

Valerie: Advertising for cute boardgames

RPGs

Historical Oneshot Night - Wednesday 15th July

• It's been!
  • Attendance of 17
• Was pretty good!

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
• Projected attendance of 24
• Advertising is out
  • Ella will do some extra advertising and Reels

Ella: Extra advertising for PBTA night

D20 Oneshot night - Week 4

• Valerie will take this
  • Has contacted 1 GM
  • Aiming for 5 with ~3 for DnD
• EMP and advertising needs to be done

Valerie: EMP and advertising for 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
  • Will organise sign ups

Rex: Look into RPG playtest night

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 games
• Split into two events like:
  • 'How to run x system/genre'
  • 'How to enhance your GMing'
    • Panel style with discussions/games afterwards
• Will organise sign up and do outreach for presenters
• Rex will need to book a lecture theatre

Rex, Valerie: Look into GM workshop night

RPG Character Workshops

• Ronan was interested in this due to some Discord discussions
• Might be best to see how GM workshop runs
• We'll look into this later

Cardgames

Speed Competition

• Ella would like to organise this
• No paid entry
  • Using old merch as prizing
• Ella's looking into it
  • Likely a weekend

Ella: Look into Speed competition

TCGs

Magic: The Gathering

Booster Box Buying Bhenanigans

• Spiderman needs to be taken out...
• Marvel box is still here
  • They are not moving much
  • We could use spiderman for precon prizing

F/SNoM - 19th of July @12pm

• It's been
  • Attendance of 12
• Next FNoM is 31st July

Precon League - Sem 2

• 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
  • EMP has not been done due to MyGuild issues
  • Room booking not done so we may use the clubroom for week 0
• We should republish timing across Discord, Insta and Facebook
• Challenges have been written
• Split 50/50 prizing between Unigames and TTECU
  • Can use Spiderman and some Unigames merch
  • Looking at GGs for some prizing

Kynan, Nate: Cook on precon league

Hobbit Prerelease

• We should also contact GGs to confirm if they have a maximum they can provide for us
• Get sign ups organised soon after
• Waiting for venues confirmation
  • Sign ups after

Nate: Hobbit prerelease

Nate: Update prerelease handover

Commander Deckbuilding Event - Week 4, Monday 10th August @5pm

• Casual organised time to build decks
  • Might be worth seeing if people can be helpers
• EMP not done due to MyGuild issues
• May need to look into helpers
  • Kynan has offered

Valerie: Looking for helpers and EMP for deck building event

Other TCGs

Deck maintenance

• A member Ash has mentioned wanting to write instructions on how to use the decks and the sideboards
  • Ash has done 1/4 decks
    • Let's check up on if he's still interested in doing this

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 have others to assist
  • Leaf
  • Donald
  • Winslade
• Decks brought in and clubroom decks

Valerie, Nate: Advertising for F&B

Wargaming

Warhammer

Warhammer Tournament - Week 1, Saturday 25th July @8am - 7pm

• We will need at least 2 people to be there on the day
  • Lucy and Nate
• 11th Edition releases in a few weeks
• Everything is chill

Blood Bowl

• Tokens need to be made
• Unroken...ill make em soon

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

Rex, Nate: Contact Artemis for Bloodbowl

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)
• We will need to budget $12 for popcorn, $24 split between the clubs
• Possibly cheaper at Costco?
  • Nene will take a look
• Motion to approve spending $12 for popcorn
  • Motion passes

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

• 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
• Advertising in process
  • Sophie will check if the intention of advertising is for us or more the collages
• Games will need to be booked out

Valerie: Book games for Collage Collab

Sophie: Advertising for UWA College Collab

Esports Collab

• Esports would like to do another collab
  • Nate has had some discussion about this with Esports committee members
• Boardgames/Videogames event
  • We have a lot more videogame boardgames now
• Might be worth rethinking how we organise boardgames and videogames

Nate: Framework for Esports 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
  • Waiting for a reply

Lucy, Valerie: Look into Pixel Expo

Nene: Read email chain for Pixel

Lucy: Contact people for Pixel Expo assistance

Cam Hall Quiz Night

• Reps: Ella (Light), Lucy (Dark)
• A lot of admin has been done in the subcom
  • Meeting on Tuesday (maybe)
• Booking has been penciled down
• Budget has been done

Ronan: Fresher table server/groupchat

Roleplay 4 Life - 5th to 6th of September

• Reps: Rex + Ronan
• Due to Donald's availability we're changing the dates
  • We'll need people for overnight due to Ronan and Rex's availability
    • Sophie may be able to cover
• Look at old EOI for R4L for contacting GMs

Ronan, Rex: Contact GMs for Roleplay4Life

Relay 4 Life - 3rd to 4th of October

• Reps: Rex
  • UniSFA's rep is James B (vp)
    • UWASCA may also join
  • Unigames goes Unifast lives again
• Advertising needs to be done soon

Far Future Events

Joint ~~Redacted~~

• Reps: Ella, Sophie, Valerie
• Reach out towards the end of holidays
• The server is almost done (Diarmuid is doing it)
  • First meeting tomorrow

Uncharity

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

UWASCA + Unigames Collab

• Reps: Ronan, Kynan
• Kynan has contacted Chrome
  • Group chat needs to be made

Kynan: Make groupchat for UWASCA collab

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 have been sent
  • One had an error we are sorting
• A lot of budget has been done
• We have submitted a booking for the 2-5th of July for next year
  • Not payed yet

Lucy: Rewrite camp cooking ingredient amount

Ella: Rewrite food shopping list and food handover

Fresher Zone

Fresher Campaigns

• Sign ups for players has been sent out
  • QR code sign ups for Oday
• Closing end of week 3

Ronan: Print QR codes for Oday

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

• It's been!
  • Attendance of 25
• Quite a lot lower than last year
  • Possibly due to being before Oday?
  • In future we should try to do it after Oday
• Was still pretty good
• Paid $67.45 for pizzas

Reimbursements

• Done
  • $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
  • $394 to Sophie for rug
  • $67.45 to Sophie for Re-Fresher Pizza
• In Progress
  • None
• Unsubmitted
  • None

Guild

Tenancy

• Electrical covers have been fixed!

2.0-Day - Week 2, Tuesday 28th of July @11-1pm

• We are signed up
• Who will be there?
  • Ronan
  • Ella (pack up)
  • Sophie (pack up)
• We should ask some gatekeepers for help

Ronan: Contact gatekeepers for assistance for 2.0Day

Nene: Post on Facebook for 2.0Day

SOCPAC Meetings

• 4th of August is next meeting
  • Ella can 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
• Gatekeeper review for Semester 2 has been completed
  • Alistair Langton was removed from gate
  • Jay Gilbert was removed from gate
  • Lorenzo Iannuzzi was removed from gate
  • Oscar Gates was removed from gate
• Here are our Semester 2 gatekeepers (so far):
  • Adam Visser
  • Alice
  • Artemis Prosser
  • Ash Sanctis
  • Ben Berglin
  • Chris Leak
  • Chrome Hinton
  • Devan Perry
  • Donald Sutherland
  • Finn Gearon
  • Gen Allen
  • Jack Bariss
  • Jackie Shan
  • James Brierley
  • Leaf Francis
  • Leo Boghossian Kiperman
  • Lloyd Easton

Lucy: Do gatekeeper FAQ doc

Webkeepers

• Regulations need to be updated

General Unigames Advertising

• General advertising posters for guild screens are in progress
• Weekly What's On has been posted
• Social posts are being schemed
• General etiquette poster in progress

Lucy: Weekly advertising posts

Ronan: Poster for general advertising

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
• We have the rug!
  • Just waiting for it to unfold

Nene: Put up new whiteboard

Eunigames Playmats

• We have the (first) order!
  • We are getting a second lot!
• We'll likely price these at $16
  • Preorders are now being picked up
• Once the second set is in we'll do general sale

Couches

• There is degradation in the cushions, Ronan and Sophie have an idea

• Let's look into this for SPG

Apollo: Look into couches for SPG

Library

Bookbuy

• Book buy has been!
• We are still waiting on the following resources:
  • RPGs
    • Paranoia (2023)
    • Shadowrun 6e: Hong Kong
  • Boardgames
    • Terraria
• We have acquired:
  • Calico
  • Stardew Valley
  • Articulate
  • Wingspan: Oceania Expansion
  • Pico
  • Lying Pirates
  • Vampire: The Masquerade 20th Anniversary Edition
• 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

Lucy: Return Kill Team minis

Donations

• No updates

General Maintenance

• Sleeving time
• Icepack for freezer (medical)
• Heat pack
  • We can grab a couple of both

Lucy: Look into ice and heat packs

Food Runs

• Nene would like to do one tomorrow

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

• It has been
• Kynan and Valerie have been ratified
• Nene Mars is our new president

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
• Needs to be put onto the website

Nene: New regulations on website

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

Commbank Meeting

• Per regulations, VP, Pres, and tres to be on the commbank, currently it is only tres
• Motion to remove Anna Bailey as a Signatory on the Bank Account
  • Motion passes unanimously
• Motion to Approve Nene Mars, Ella Dillon, and Apollo Walters as signatories on the external bank account
  • Motion passes unanimously
• Need to obtain new bank card
  • Put under Apollos name

Apollo, Nene, Ella: Organise Commbank meeting time

Approvals by Circular

• None

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

• Bitwarden set up
  • Passwords need to be updated

Lucy: Update Bitwarden passwords

Archiving

• Nene is working on old minutes

Close section Open: 4:38pm

Close section Closed: 5:05pm

Meeting Closed: 5:11 pm