Unigames Committee Meeting #39 - 01/01/2020

Attending

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

Apologies

• Emerald
• Gavin

Absent

• Alaura

Meeting open: 4:12pm

Reports:

President's Report:

• Is cleaning home instead of committee

Vice-President's Report:

• I've been doing subcommittee stuff
• And some gatekeeper stuff
• Also, I might be working in sales again

Treasurer's Report:

• Account balance: $198.97
• Balance is low because a deposit needed to happen
• A few hundred needs to be deposited though
• We kept it because Guild finance was closed
• Done most of the budget priority list
• Organised partially a Charity Vigil meeting
• I'm away from the 3rd to the 20th January, contactable
  • Aoibhinn will be acting Treasurer during this time

Secretary's Report:

• Started off 2020 very nicely
• With a committee meeting coming in to ruin it all
• Oh yeah Merry Christmas Unigames
• I donated a Hive expansion and got sleeves for Love Letter

Librarian's Report:

• Overdue items: none
• There are two things overdue today
• I'll need someone to moderate the library while I'm gone
• I'm away from 14th-28th January, contactable
• Thank you to Donald and Ed for club Christmas presents

• Alistair: Make a post thanking people for Christmas donations

Fresher Rep's Report:

• I'm kinda hungover
• I'm on the couch
• Summer campaigns have sorted themselves out

OCM reports:

Colin: - I'm away from the 8th - 14th

Emerald: - I'm at a music festival!

Elana: - I will be basically unavailable over Janaury

Kyle: - I got a new Wargamer last night!

Past action Items:

Action Items: Alaura (unsure):

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) - WIP Post financial breakdown of CHalloween - done Work on Mega-game stuff after production week (along with Alistair) - WIP Email Tenancy asking when the next meeting is - heard nothing Make Whenisgood for the Storage update/audit - done Check on status of embroidery - done Make Whenisgood for the next committee meeting - done

Taylor:

Send feedback to Relay for Life (along with Elana) - not done Send details of Relay stuff to Elana - not done Do a deposit and withdrawal in the next two days - withdrawal was done Email Guild finance about taking money for testing and tagging - not done Allocate funds to mini storage based on financial breakdown - Write up a list of purchase stretch goals for Uncharity - not done

Donald:

Distribute sealed league prizes - not done Make a post tagging sealed league winners - not done Post about CHall door + Toilet door things - not done Make an archive guide - not done

Alistair:

Organise Panto D&D with Panto (along with Aoibhinn) - Aoibhinn's got it RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) - WIP Work on Mega-game stuff after production week (along with Aoibhinn) - WIP Work on Camp documentation (along with Alaura) - not done Get hinges + other accessories for the shelf - WIP

Amelia:

Get a can-opener - done by Colin

Elana:

Send feedback to Relay for Life (along with Taylor) - couldn't have been done Organise food run (along with Colin) - happened

Emerald:

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

Colin:

Draw up a collab procedure document - not done RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) - WIP Defrost fridge wednesday morning - done Organise food run (along with Elana) - done

Other:

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

Gatekeepers

• no updates

Agenda

Usual Suspects:

Boardgames

• Next board games night is planned for the week of the 6th of January

• Colin: Organise the board games night for the week of 9th of Janaury

• Aoibhinn: Babysit the 9th of Janaury board games night

RPGs

• Next one: Week of the 13th Jan; Panto D&D?
• One GM confirmed
• Date to still be confirmed

• Aoibhinn: 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 wayyyyyyy overdue

• Donald: Distribute sealed league prizes

• Donald: Make a post tagging sealed league winners

• Action items to be redistributed
• Theros sealed league still on the table
• Theros prerelease: Happening on the 19th

• Donald: Sort out advertising for Theros prerelease, poster + event by the end of the week

Wargames

• Kyle was too sick to go to the painting day
• There was a bunch of people there as well
• Kyle had already taught people how to teach other people to paint
• No more events planned

Fresher Campaigns

• Autumn's, Gavin's, and Szymon's games are still running
• No other updates

Collabs:

• D&D Panto as above could be happening, Aoibhinn and Alistair are actioned for that.
• Collab potential: UCC w/ Artemis LAN?
  • UCC contacted us about this first!
  • Trial it in the holidays before a real thing in the semester?

  • Aoibhinn: Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN

• 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
• Meeting tomorow to sort out things
• Treasurers invited
• No further updates

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

• Reps: Taylor + Elana, Emerald
• Colin has opened the Can and counted it!
• Final total: $17.35 from the Can
• Colin will donate that directly to the Cancer council

• Taylor, Elana: Send feedback to Relay for Life

• Taylor: Send details of Relay stuff to Elana

Cameron Hall-oween [26th October]:

• Reps: Aoibhinn, Amelia
• Our profit should be $120.47
• We have currently recieved $34.80
• We'll hold on to donating that until we have gotten the remaining eftpos from UCC

Summer LARP

• Officially cancelled

LARP2020 - The Summer Unit [1st February]:

• Reps: Alistair, Elana, Emerald
• So basically
• All of the paper work is about an hour, tops, to do
• We have a plan of what we want to do
• We just need Emerald to contact LARP people to confirm things so we know what our event is
• Step 1: EMP + RMP so that advertising 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 [8th February]:

• Reps: Aoibhinn, Kyle
• Aiming for two meetings in January
• Aoibhinn has put up a post in gatekeepers asking for suggestions
• EMP is done!
• Clubs currently involved:
  • Unigames, UCC, UniSFA, PCS, UWAnime

• Alistair: Look at games to auction off

• Donald: Make a poster for Un-Charity

O-Day

• Booking might have happened?

• Aoibhinn: Follow up on O-Day booking

• Alaura: Book O-Day

• Fresher guide:
  • Same template as last years
  • General re-read and edit
  • We'd like a map of how to get to Cameron Hall
  • Update the library
  • The logo, post Un-charity

  • Amelia: Take charge of the Fresher guide!

AGM

• Booking might have happened?

• Aoibhinn: Follow up on AGM booking

• Alaura: Book AGM for Week 1 Friday

• Alaura: Remind other clubs about Fresher Welcome

• Donald: Follow up with James Arcus about constitutional ammendment

[REDACTED] 2020:

• Confirmed date: 19th-22nd of June 2020
• 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?
  • Probably not a great idea considering no internet

Guild

• Guild Finance:

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

  • Taylor: Set up the books for deposting when Finance opens on the 6th

• Tenancy cupboard allocations:

  • Still nothing heard

• 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
  • No further updates

• 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
    • Being done now
  • 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 has been defrosted
  • We should have a list of items that we usually purchase
    • Spreadsheet on the drive with sale price and other details

  • Colin: Make a list, include in Treasurer handover

  • Elana: Redo the price list to remove obselete items and make neater

    • Include weights of chocolates and chips

• Storage update/audit:

  • Whenisgood is up
  • 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.

  • Taylor: Allocate funds to mini storage based on financial breakdown

• Speakers:

  • Amelia: When she can, take the speakers to the tip

• Bunnings things:

  • Fridge wedges
    • They've been brought in!
  • Pole pads
    • Alistair used the maximum amount of double-sided tape, and they still fell off
    • We need better double sided tape

    • Colin: Ask about adhesives for Pole Pads

  • President's picture
    • Just hasn't been put up

• Wargaming shelf:

  • No updates

  • 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

• Budget things

  • Current things we need money for:
    • Storage for minis
    • Shirts
    • Speakers
    • New table
    • Pole pad adhesives

• Shirts

  • We're doing a shirts order again!
  • Deadlines:
    • 17th January: Cut off for members to order shirts through
    • 20th Janaury: Cut off for us to send orders to Guild
    • 22nd Janaury: Hard deadline for Guild
  • Prices:
    • $25 a limited edition coloured shirt, preorder only
    • $20 for a regular black T-Shirt bought in the clubroom
    • $18 for a preordered regular black T-Shirt

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

  • No updates

• Board games guide:

  • No updates

• Food run:

  • Food run to be organised at next meeting

• Website:

  • No updates
  • Donald plans to make a webmaster regualtion happen at the next committee meeting

• Event 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

• UniSFA fridge

  • No updates, they haven't moved it
  • Aoibhinn is offering Unigames gatekeeper help for UniSFA fridge moving
  • This is good

• Fridge fundraiser:

  • Donald: Make oversized Chillerpillar

Meeting closed: 8:37PM

-- Action Items: Alaura:

Chat with Winslade about future scheduling Go through Camp feedback and begin writing a handover 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

Aoibhinn:

Babysit the 9th of Janaury board games night Organise Panto D&D with Panto Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN Follow up on O-Day booking Follow up on AGM booking Work on Mega-game stuff after production week (along with Alistair) Check on status of embroidery

Taylor:

Send feedback to Relay for Life (along with Elana) Send details of Relay stuff to Elana Set up the books for deposting when Finance opens on the 6th 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 Sort out advertising for Theros prerelease, poster + event by the end of the week Make a poster for Un-Charity Follow up with James Arcus about constitutional ammendment Post about CHall door + Toilet door things Make an archive guide Make oversized Chillerpillar

Alistair:

Make a post thanking people for Christmas donations RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) Look at games to auction off 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:

Take charge of the Fresher guide! When she can, take the speakers to the tip

Elana:

Send feedback to Relay for Life (along with Taylor) Redo the price list to remove obselete items and make neater

Emerald:

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

Colin:

Organise the board games night for the week of 9th of Janaury Draw up a collab procedure document RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) Make a list, include in Treasurer handover Ask about adhesives for Pole Pads