Unigames Committee Meeting #36 - 27/11/2019

Attending

• Alaura
• Aoibhinn
• Donald
• Taylor
• Alistair
• Colin
• Elana

Apologies

• Emerald
• Amelia
• Kyle
• Gavin

Absent

• none

Meeting open: 4:46pm

Reports:

President's Report:

• Hey yo I brought the thing in
• I haven't done much, but I called the meeting

Vice-President's Report:

• I'm very excited about dogs
• That's it

Treasurer's Report:

• Account balance: $2192.12
• This includes $300 from the freezer fundraiser
• I have not yet done the withdrawel from the last food run though
• I have had a very weird week
• Getting recognised by someone while broken down on the highway
• Haven't had a chance to do a food run
• Grants have come through - they are not very good, I will follow up on them
• >Taylor: Follow up on grants

Secretary's Report:

• I have been ultra depressed for some reason
• >Donald: Put minutes on website
• I made the event for Card Game nights

Librarian's Report:

• Overdue items:
• I was at UniSFA camp
• It was a camp
• It was enjoyable
• All of our games returned safely
• Nothing is currently overdue
• Donald officially has 1 strike
• There's a donation as well

Fresher Rep's Report:

• Amelia is Beach Island Sweden

OCM reports:

Elana: - Started organising the one-shot, but can't do EMPs

Past action Items:

Alaura:

• Chat with Winslade about future scheduling - not done
• Go through Camp feedback and begin writing a handover - still WIP
• Make freezer funraiser post on main facebook group and gatekeepers - done
• Bring in tiny whiteboard - done

Aoibhinn:

• Print out more gatekeeper forms - not done
• Harass people about whenisgood - done

Taylor:

• Go to next UCC committee meeting - didn't have to
• Donate money if not donated by Tuesday - ready to go when Guild gives the go ahead
• Send feedback to Relay for Life - waiting for relay people to be elected
• Get a can-opener - not done
• Grants? - done, they're bad
• Draw on the windows - done
• Do a small freezer run (along with Colin) - not done

Donald:

• Put minutes on website - not done
• Organise board/card games event (along with Colin) - done
• Distribute sealed league prizes - not done
• Make an archive guide - not done
• Make a post about the guild bathrooms - not done
• Turn off post approval - done
• Make a list of summer jobs - not done

Amelia:

• Follow up on summer games after exams
• Chase up GMs to figure out which games are left
• Buy window wedges (for fridge/freezer) and double sided tape - done, might not be brought in yet

Elana:

• Organise a L5thR one-shot for the week of the 2nd December - WIP

Colin:

• Organise board/card games event (along with Donald) - done
• Draw up a collab procedure document - not done
• Get perspex - done
• Do a small freezer run (along with Taylor) - not done

Gatekeepers

• Robert Trainer is now a gatekeeper
• >Aoibhinn: Organise gatekeeper training for new gatekeepers

Agenda

Usual Suspects:

Boardgames

• Card games event is happening tomorrow!
• Should be sweet
• Next one in two weeks, then probably skip them until the next year
• Maybe Christmas themed?
• >Colin: Poll memberbase to see when they want board games event
• >Colin: Make board games event

RPGs

• L5thR happening next week
• Elana is struggling with the EMPs
• Then none until after the christmas/newyear period
• Taylor suggests multiple things:
  • Homebrew testng day
  • GM networking day
  • player networking day
  • other RPG related social events
• to happen over the holidays, that don't require people don't commit to a one-shot
• Also: potential Panto collab - D&D night?

Magic

• Sealed league prizes are still wayyyy overdue
• >Donald: Distribute sealed league prizes
• Theros sealed league
• Might be some magic happening tomorrow for card games night
• After that: chill commander night or something?

Wargames

• Tournament happened
• Was negatively impacted by the door locks
  • Turns out the door is just locked on the weekend
• Jake and Kieran did well
• Full wargaming report coming soon

Fresher Campaigns

• Full fresher campaign report coming soon
• >Amelia: Follow up on summer games after exams
• >Amelia: Chase up GMs to figure out which games are left

Collabs:

• It's the holidays
• If we do anything it'll be with Cameron Hall clubs
• After Christmas: Panto D&D or Panto Microscope?
• Collab potential: UCC w/ Artemis LAN?
  • Large scale co-op game
  • Future event
• Collab procedure:
  • >Colin: Draw up a collab procedure document

Events:

CAMP - Fiends and Fae (Un-Redacted!) [21st-24th June 2019]:

• >Alaura: Chat with Winslade about future scheduling
• >Alaura: Go through Camp feedback and begin writing a handover

LARP1001

• Reps: Colin, Emerald + Elana, Aoibhinn
• >Colin: Write up a report for LARP1001

OGM [10th September]:

• Is Kyle on committee yet?
  • Nope
  • Re-sent the changes to SOC and also the Guild president
  • One day our 4th OCM will return from war

Charity Vigil [28th/29th September]:

• Reps: Colin, Taylor
• We have gotten the totals from UCC
• Our final total amount is $1184.60
• Neville has been in contact with Guild Finance to find out how they want the money sent to them
• Taylor has put the put the UCC amount into our cash bag
• So UCC currently owes us $26.80
• We'll tell them to put it on dispense
• The rest of the charity vigil wrap-up has not occured

Relay for Life [12th/13th October]:

• Reps: Taylor + Elana, Emerald
• >Taylor: Send feedback to Relay for Life
• >Taylor: Get a can-opener

Cameron Hall-oween [26th October]:

• Reps: Aoibhinn, Amelia
• Wrap-up meeting happening on the 30th
• >Alaura: Put up the photos

Summer LARP:

• Reps: Alistair, Elana, Emerald
• UniSFA are pushing pretty hard to cancel before the end of the week if advertising isn't up.
• A budget was made, and apparently $500 is for props
• Emergency open meeting, with invite extended to all relevent committees to come to the conclusion to either:
  • Continue as is
  • Cancel
  • Or scale it down to a smaller Unigames event

Un-Charity Vigil:

• Reps: Alaura, Aoibhinn, Kyle
• Tentative date options: 8th Feb, or 1st Feb if SLARP moves
• Aoibhinn has made a whenisgood for a prelim meeting
• Clubs currently involved:
  • Unigames, UCC, UniSFA, PCS, UWAnime
• Clubs currently confirmed not involved:
  • Panto, Chess

[REDACTED] 2020:

• Confirmed date: 19th-22nd of June 2020
• Real confirmed this time!
• Aoibhinn is contacting Mega-game people to get a framework from them
• EMP should start getting preliminarily hammered out
• Do as much work for the next committee as possible
• Ideas stolen from UniSFA camp: Scavenger Hunt?

Guild

• Guild Finance:

  • Will be closed from the 20th December to 6th January

• Tenancy cupboard allocations:

  • 2020 problem

• Elevator:

  • Currently trying to organise next meeting

• Grants:

  • We recevied $416 for grants
  • That's pretty small
  • >Taylor: Follow up on grants some more

• SOC:

  • Next SOC meeting: Feb

• Tenancy:

  • >Taylor: Email Guild finance about taking money for testing and tagging
  • We need to send approval to Guild Finance for $35.20 for the tagging and testing that was done earlier in the year
  • Our microwave needs to be tagged and tested
    • Next tenancy problem
  • Cameron Hall locks:
    • Cameron Hall opening hours are 8am to 6pm weekdays only.
    • Closed on weekends entirely.
    • For after hours events, we will need to submit an EMP for.
    • Get an after hours access pass if it's in the loft.
    • Send that pass to security to request the doors be unlocked for the event duration.
    • When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
  • Busy bees and inspections:
    • Awaiting new tenancy chair for next busy bee date
  • Work orders:
    • Reminder to re-state current work orders to next tenancy chair
  • Reallocation:
    • Full allocation coming up soon
    • Keep an eye out for that

Room Update:

• Freezer Fundraiser:

  • Fundraiser is going very well, with $312 being raised
  • Fundraising will end officially at the end of the next committee meeting, which will be Tuesday 3rd
  • Currently Elsa is in the lead with $200
  • This has lead to universal outrage

• Speakers:

  • Alaura explained the speaker choice a little more
  • Committee has approved buying it immediately if it's below $50, and Alaura contacts us if it's below $100.

• Bunnings things:

  • Fridge wedges
    • Have alledgely been purchased
  • Pole pads
    • We still need to put them up with double-sided tape
  • President's picture
    • We are gonna tape it on to prevent glass breaking.

• Wargaming shelf:

  • Perspex has been acquired
  • >Alistair: Get hinges + other accesseries for the shelf

• Storage solutions:

  • >Taylor: Write up a list of purchase stretch goals for Uncharity
  • Storage solutions will be looked at once stretch goals are drawn up

• Cleaning the clubroom

  • Please clean the clubroom, please

Reimbursements:

• Gozz: $1075.13 for food run
• Kyle: $31.45 in cash for L5R dice and wargaming tournament prize

General Business:

• Embroidery:

  • Ongoing, almost finished

• New T-Shirts:

  • Going on potential stretch goal list

• Archives:

  • >Donald: Make an archive guide

• Board games guide:

  • Nothing received yet

• Food run:

  • >Taylor+Colin: Do a small freezer run

• Campus Toilets:

  • >Donald: Make a post about the guild bathrooms

• Website:

  • Project Phylactery now exists

• Discord things:

  • >Aoibhinn: Sort out discord this week

• Handovers:

  • The way we do handovers need to change
  • We currently treat the wrap-up meeting minutes as the "handover"
  • This is a bad idea
  • Make a document for each event, and copy and edit those documents each year
  • Taylor will test these changes with Charity Vigil

• Committee Meetings during holidays

  • Next committee meeting on the 3rd
  • >Donald: Post about the next committee meeting + freezer

Meeting closed: 6:40PM

--

Action Items:

Alaura:

• Chat with Winslade about future scheduling
• Go through Camp feedback and begin writing a handover
• Put up the photos

Aoibhinn:

• Organise gatekeeper training for new gatekeepers
• Sort out discord this week

Taylor:

• Follow up on grants
• Send feedback to Relay for Life
• Get a can-opener
• Follow up on grants some more
• Email Guild finance about taking money for testing and tagging
• Write up a list of purchase stretch goals for Uncharity
• Do a small freezer run (along with Colin)

Donald:

• Put minutes on website
• Distribute sealed league prizes
• Make an archive guide
• Make a post about the guild bathrooms
• Post about the next committee meeting + freezer

Alistair:

• Get hinges + other accesseries for the shelf

Amelia:

• Follow up on summer games after exams
• Chase up GMs to figure out which games are left

Colin:

• Poll memberbase to see when they want board games event
• Make board games event
• Draw up a collab procedure document
• Write up a report for LARP1001
• Do a small freezer run (along with Taylor)