Unigames Committee Meeting #38 - 17/12/2019

Attending

• Alaura
• Aoibhinn
• Taylor
• Donald
• Alistair
• Amelia
• Colin
• Elana
• Emerald
• Kyle

Apologies

• Gavin

Absent

• none

Meeting open: 6:40pm

Reports:

President's Report:

• Gee billy, isn't it fun working retail over christmas?
• I have no idea what's really going on

Vice-President's Report:

• I've been doing subcommittee stuff
• I've also finished Panto production
• Also, I'm no longer working in sales

Treasurer's Report:

• Account balance: $2192.12
• I have to deposit a bunch
• And there's still a food run to come out
• Also Colin needs to be reimbursed for tape and Amelia needs to be reimbursed for wedges
• Taylor: "You'll get your money when I get my wedges!"
• I've been harassing people to get grants
• Panto has consumed my time lately
• However, Charity Vigil is backwards somehow so that's awful

Secretary's Report:

• New laptop who dis
• All of my time has been consumed since I landed from Brisbane

Librarian's Report:

• Overdue items: none
• Guess who has his second strike of the Semester!
• Everyone in unison: GAVIN!
• Nothing is currently overdue, he has returned them
• Panto was fun, I got to sit in a chair and say "go"
• It was a very fun show. Yes.
• I have planned out what I'm doing for the wargaming shelf door thing
• I just need to do it.

Fresher Rep's Report:

• Hello it's me
• Yeah I tried sorting the out the summer games problem
• Contacting the GM is proving difficult.

OCM reports:

Emerald: - I've got so much work

Kyle: - Painting day tomorrow! Kieran is going to come early.

Elana: - Unigames goes to Panto was good! Yay!

Past action Items:

Alaura:

• Chat with Winslade about future scheduling - not done
• Go through Camp feedback and begin writing a handover - not done
• Put up the photos - not done

Aoibhinn:

• Print out more gatekeeper forms (along with Donald) - done
• Retrain Valerie as summer gatekeeper - not done
• Work on Mega-game stuff after production week (along with Alistair) - WIP
• Email Tenancy asking when the next meeting is - done, nothing
• Check on status of embroidery - still WIP

Taylor:

• Follow up on grants - doing it now
• Send feedback to Relay for Life - not done
• Follow up on grants some more - still doing it now
• Write grant appeal - done
• Email Guild finance about taking money for testing and tagging - not done
• Write up a list of purchase stretch goals for Uncharity - not done

Donald:

• Put minutes on website - done
• Print out more gatekeeper forms (along with Aoibhinn) - Aoibhinn did it
• Distribute sealed league prizes - nope
• Make a post tagging sealed league winners - nope
• Post about CHall door + Toilet door things - nope
• Make an archive guide - nope
• Post about the next committee meeting - nope

Alistair:

• Work on Mega-game stuff after production week (along with Aoibhinn) - WIP
• Make a post announcing the end of the freezer fundraiser - done
• Get hinges + other accesseries for the shelf - done

Amelia:

• Bring fridge wedges - not done
• Chase up GMs to figure out which games are left - done
• Get a can-opener - not done
• Get the CHalloween subcommittee to post the minutes - should've been done
• Get double-sided tape (along with Colin) - Colin did it

Elana:

• Make the Unigames goes to panto event - done

Colin:

• Make event for board games afternoon - done
• Draw up a collab procedure document - not done
• Get double-sided tape (along with Amelia) - done

Kyle:

• Find a date for painting day - done

Other:

• (Committee) Dispose of old speakers in the tech waste bin - not done

Gatekeepers

• Aoibhinn tried to re-train Valerie, but was unable to get in contact

Agenda

Usual Suspects:

Boardgames

• Event went well, for Summer themed board games
• Six people showed up
• No events planned until after Christmas
• Next board games night is planned for the week of the 6th of January

RPGs

• Two games ran of L5thR!
• It's been a while since we've gotten two games, so this is good
• Next one: Week of the 13th Jan; Panto D&D?
• Soft lock that in
• >Aoibhinn, Alistair: Organise Panto D&D with Panto
• Carry-over suggestions:
  • 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

Magic

• Sealed league prizes are still wayyyyyy overdue
• >Donald: Distribute sealed league prizes
• >Donald: Make a post tagging sealed league winners
• Theros sealed league still on the table
• Chill commander night after new-years; week of the 30th of Decemeber

Wargames

• Someone commented on the painting day asking if they can learn to paint
• Hell yeah, that's the point of the event
• Future us problem: Wargaming events in the new year

Fresher Campaigns

• See reports for the rundown
• Autumn's, Gavin's, and Szymon's games are still running
• No one else has replied to me
• Alistair's game has ended

Collabs:

• D&D Panto as above could be happening, Aoibhinn and Alistair are actioned for that.
• 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

Charity Vigil [28th/29th September]:

• Reps: Colin, Taylor
• Update on the fine
  • Total value of the fine: $140
  • Decision at the last meeting: Unigames pays nothing, that UniSFA pays a maximum of 25%, and the remainder should be distributed on a means-based system.
  • There seems to be some confusion about how much the fine is weighted based on means and why.
  • Another meeting to resolve this is being organised.
    • Subcommittee meeting, with an open invitation to all commitee members
  • Vote: Raise the maximum amount of money we are willing to contribute to more than $0
    • Vote fails: 5 for, 5 against
  • There was extensive discussion about this that was not minuted. A lot of aspects were explored with many different opinions.
    • For more information, please contact committee.

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

• Reps: Taylor + Elana, Emerald
• We missed the deadline to donate to Relay for Life
• We will instead be donating the Cancer Council directly
• We do need the money to be opened and counted before it can be donated
• >Taylor, Elana: Send feedback to Relay for Life
• >Taylor: Send details of Relay stuff to Elana
• >Amelia: Get a can-opener

Cameron Hall-oween [26th October]:

• Reps: Aoibhinn, Amelia
• Financial meeting happened
• Liquidation of alcohol is all that needs to happen
• Greater financial breakdown is available
• >Aoibhinn: Post financial breakdown of CHalloween
• >Alaura: Put up the photos

Unigames goes to Panto:

• We did it, it was fun

Summer LARP:

• Reps: Alistair, Elana, Emerald
• UniSFA is all-in on cancelling the event
• If we want to scale it down, then a lot of paperwork needs to be done very quickly
• Do we still want to do it?
• Colin puts hand up to run something similar to LARP1001 instead.
• Emerald is keen, also bring in outside help
• Colin: LARP2020?
• Colin, Alistair, Emerald are gonna handle this
• Step 1: EMP + RMP so that adveritsing can go up ASAP
• >Colin, Alistair, Emerald: RMP and EMP for LARP to go up ASAP
• Step 2: Contact wider LARP community about equipment loan
• Step 3: Draft up a day plan

Un-Charity Vigil:

• Reps: Alaura, Aoibhinn, Kyle
• There was a meeting
• Date is now confirmed for 8th February
• EMP should be done by the end of the month/done now
• We need to brainstorm events - involve gatekeepers
• Clubs currently involved:
  • Unigames, UCC, UniSFA, PCS, UWAnime

O-Day

• Booking needs to happen
• >Alaura: Book O-Day

AGM

• Booking needs to happen the AGM
• >Alaura: Book AGM for Week 1 Friday
• >Alaura: Remind other clubs about Fresher Welcome

[REDACTED] 2020:

• Confirmed date: 19th-22nd of June 2020
• Real confirmed this time!
• Aoibhinn has the mega-game materials
• >Aoibhinn+Alistair: Work on Mega-game stuff after production week
• >Alaura, Alistair: Work on Camp documentation
• 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
  • >Taylor: Do a deposit and withdrawal in the next two days

• Tenancy cupboard allocations:

  • 2020 problem

• Elevator:

  • Currently trying to organise next meeting

• Grants:

  • There's been clerical errors
  • They're going through everyone's grants again to make sure they're all correct
  • We will also be getting a full breakdown
  • How long this will take is a mystery

• SOC:

  • Next SOC meeting: Feb

• Tenancy:

  • >Aoibhinn: Email Tenancy asking when the next meeting is
  • >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
    • Unclear if this has been done
  • Cameron Hall locks:
    • >Donald: Post about CHall door + Toilet door things
    • When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
    • >Alaura: Bother the tenancy chair when they come in about the fire escape hydraulics
  • 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:

• Fridge and Freezer:

  • Fridge needs to be defrosted, before a food run.
  • >Colin: Defrost fridge wednesday morning

• Storage update/audit:

  • Kyle: We need to pick a date to reorganise our Minis
  • Dig through everything, and sort it/flag it if it missing.
  • Dates: Preferably not when the librarian is missing.
    • First half of January is preferable.
  • >Aoibhinn: Make Whenisgood for the Storage update/audit
  • >Taylor: Allocate funds to mini storage based on financial breakdown

• Speakers:

  • We forgot to dispose of the speakers
  • >Committee: Dispose of old speakers in the tech waste bin

• Bunnings things:

  • Fridge wedges
    • Have not been brought in
  • Pole pads
    • >Alaura: Put up pole pads
  • President's picture
    • >Alaura: Put up the president's picture

• Wargaming shelf:

  • Perspex has been acquired
  • Ongoing
  • >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

Reimbursements:

• Amelia:
• Gozz: $1075.13 for food run
• Donald: $360.62 for Food Run
• Colin: $4 for double sided tape

General Business:

• Embroidery:

  • Ongoing, almost finished
  • >Aoibhinn: Check on status of embroidery

• New T-Shirts:

  • Guild is doing a big T-shirt order things
  • Deadline is 22nd of January
  • Taylor will address it in financial breakdown

• Archives:

  • >Donald: Make an archive guide

• Board games guide:

  • Nothing received yet

• Food run:

  • Needs to happen, preferably before Guild finance closes
  • >Elana, Colin: Organise food run

• Website:

  • Project Phylactery now exists
  • Donald plans to make a webmaster regualtion happen at the next committee meeting

• 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
  • Handovers for Charity Vigil, Halloween, and the LARP1001 need to be done

• Committee Meetings during holidays

  • >Aoibhinn: Make Whenisgood for the next committee meeting.

• UniSFA fridge

  • Aoibhinn is offering Unigames gatekeeper help for UniSFA fridge moving
  • This is good

• Fridge fundraiser:

  • How do we want to display the name?
  • Label now, magnet thing later.

Meeting closed: 8:37PM

-- Action Items: Alaura:

Chat with Winslade about future scheduling Go through Camp feedback and begin writing a handover Put up the photos Book O-Day Book AGM for Week 1 Friday Remind other clubs about Fresher Welcome Work on Camp documentation (along with Alistair) Bother the tenancy chair when they come in about the fire escape hydraulics Put up pole pads Put up the president's picture

Aoibhinn:

Organise Panto D&D with Panto (along with Alistair) Post financial breakdown of CHalloween Work on Mega-game stuff after production week (along with Alistair) Email Tenancy asking when the next meeting is Make Whenisgood for the Storage update/audit Check on status of embroidery Make Whenisgood for the next committee meeting.

Taylor:

Send feedback to Relay for Life (along with Elana) Send details of Relay stuff to Elana Do a deposit and withdrawal in the next two days Email Guild finance about taking money for testing and tagging Allocate funds to mini storage based on financial breakdown Write up a list of purchase stretch goals for Uncharity

Donald:

Distribute sealed league prizes Make a post tagging sealed league winners Post about CHall door + Toilet door things Make an archive guide

Alistair:

Organise Panto D&D with Panto (along with Aoibhinn) RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) Work on Mega-game stuff after production week (along with Aoibhinn) Work on Camp documentation (along with Alaura) Get hinges + other accesseries for the shelf

Amelia:

Get a can-opener

Elana:

Send feedback to Relay for Life (along with Taylor) Organise food run (along with Colin)

Emerald:

RMP and EMP for LARP to go up ASAP (along with Alistair, Colin)

Colin:

Draw up a collab procedure document RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) Defrost fridge wednesday morning Organise food run (along with Elana)

Other:

(Committee) Dispose of old speakers in the tech waste bin