Unigames Committee Meeting #4 - 27/03/2025

tags: committee meeting 2025

Attending

• Connor
• Gen
• Anna
• Nene
• Jeremy
• Jack
• Ash
• Ella
• Lucy

Apologies

Absent

Meeting scheduled: 4:00 pm

Meeting open: 4:03 pm

Reports:

President's Report (Connor):

• Mostly been doing behind da scenes stuff
• Also One ~~punch~~ page advertising, come through!!
• NBA Update: March basketball is snooze, simply watch 2015 Carmelo Anthony in a phone booth

Vice President's Report (Gen)

• attended tenancy and socpac!
• cooking on charity vigil subcom
• been doin quite a few behind the scenes things
• been cooking on painting dayyyyy finally
• been helping with fresher campaignssss
• been getting flesh and blood brainworms
• saw Ben Lee last week!! Seeing the Buoys on Friday!!! Rahhhhgggg I love live music
• tumblr post of the week

Treasurer's Report (Anna):

• apparently im shmonna now (?)
• SNOM was fun (I love polyamory)
• ran some food with connor and ash
• new finance system by ~~monday~~ friday

Guild Account Balance: $10,726.89 (correct as of 13/12/2024)

CommBank Account Balance: $5,436.69 (27/03/2025)

Secretary's Report (Nene):

• charity vigil is shmoving (as in progressing forward, not necessarily changing)
• connor and gen demanded i attend socpac and i did
  • my cruel overlords
• whos hype for the newsletter ill be releasing!!!! wonder if nenes gonna do something fun with it!!!!!
• I GOT VARESA IN GENSHIN WHOS HYPEEEE

Librarian's Report (Jeremy):

• Sent out lecture bashing announcement
• RELEASED the event suggestion form into the wild
• Redid the quick-links and made em super cuuuuuute
• Ran CoC for thingybingy night
• Okay, that’s all the time I’ve got. I got to get back to playing Animal Crossing New Leaf on my Nintendo 3DS.

Fresher Rep's Report (Jack):

• FINISHED FRESHER CAMPAIGN ALLOCATIONS ARE YOU NOT ENTERTAINED
• Hosted my first game night! Went well i hope
• Ran an Alien RPG Oneshot (twoshot....) people in that dm me as i don't think i know all your discords
• Did Fresher rep related things and friendliness
• Fixed my bike 3 times
• Board game related murders are down 37%, however 23% more unigamers have started making deals with fae to win magic games, so dont do that

OCMs' Reports (Ash, Ella, Lucy):

• Ash:

  • SNOM had really high attendance!!!!
  • Tarkir Prelease coming to a unigames near you soon.
  • Precon League looking like a Sunday or a Monday. (Democracy striking again)
  • Food has been run again with conar and anna
  • New Magic Decks coming to a unigames near you

• Ella:

  • ♡ soooo unt many assignment oh mein gott the work I do....
  • ☆ collab?? Collab?? Please say yes fellas. I actually learnt what boardgames we have for you guys </3
  • ♡ my stims are spreading like a plague across unigames
  • ☆ HYPE NENE THEY WRITE SOOOO MANY UNT FREAKING ZE MINUTE

• Lucy:

  • Not gonna lie, haven't been very productive this week
  • Getting my creative juices flowing (working out how to make event posters)
  • Gotta war my hammers
  • I am free from the mould

Past Action Items:

Connor:

• Change the Gatekeeper and Webkeeper links in important links (done by Jeremy)
• EMP and advertising for OPRPGOSN (done)
• Figure out how to stick the Ball photo to the fridge (done)
• Sort out Uncharity Vigil profit distribution (done)
• Contact GMs for D20 One-shot Night (along with Lucy) (in progress)
• Email both Tactics and Good Games about prereleases (in progress)
• Update the Discord rules with a rule against piracy, and the Instagram link (in progress)
• Talk to the webkeepers about changing constitution and amendments on the website (in progress)
• Bring in couch LED strips (not done)
• Do the [REDACTED] EMP (not done)
• EMP and advertising for D20 One-shot Night (along with Lucy) (not done)
• Research step stools (not done)
• Talk to Jackie about the Phoenix Zine (not done)
• Read over the handovers and then send them to Mani (not done)

Gen:

• Talk to Cam again about Introductory Painting Day (done)
• EMP and advertising for Introductory Painting Day (along with Ella) (in progress)
• Get an EOI out for Introductory Painting Day (in progress)
• Research minis for Introductory Painting Day (in progress)
• Write the Gatekeeper training hand-over (in progress)
• Do EMP and book the loft for BOTC event (not done)
• Get stationery box (not done)
• Print out a guide to the table priority in the clubroom and put it up (not done)

Nene:

• Fix the open/close sign (not done)
• Make a timeline for the Phoenix Zine (not done)
• Upload old minutes (not done)
• Fix the old minutes (not done)
• Organise and scan the old records (not done)
• Organise the google drive (not done)
• Organise the email inbox (not done)
• Put the ICONs dates on the calendar (not done)
• Figure out a meet the committee post (not done)
• Write small handover for minuting during the meeting (not done (damn does this guy do anything))

Anna:

• Email Tactics about past overcharges (in progress)

Jeremy:

• Advertising for Tarkir Prerelease (along with Ash) (done)
• Do an audit of the BOTC materials (done)
• Put out lecture bashing announcement (done)
• Put out the event interest form (done)
• Message SNAGs committee to see if they're interested in a collaboration (along with Jack) (in progress)
• Fix the peeling Blood Bowl board (not done)
• Fix the Rogue Trader book spine (not done)

Jack:

• Message SNAGs committee to see if they're interested in a collaboration (along with Jeremy) (done by Ella)

Ash:

• Advertising for Tarkir Prerelease (along with Jeremy) (done)
• Put out Precon League EOI (done)
• Compile list of GMs for WestMarche (in progress)
• Make drafts and get cards for the new MtG club decks (in progress)
• Create EOI for WestMarche (not done)

Ella:

• EMP and advertising for Introductory Painting Day (along with Gen) (not done)

Lucy:

• EMP and advertising for D20 One-shot Night (along with Connor) (not done)
• Contact GMs for D20 One-shot Night (along with Connor) (not done)

Everyone:

• Send in photos and a funny quote for the fridge posters (in progress)

Usual Suspects

Board Games

Social Deduction Boardgames - Week 5, Monday 24/03 @ 4pm

• It happened!
• Attendance: 7
• All one table, played Coup, Secret Hitler, and One Night Secret Werewolf
• Quite a few freshers and 'old people' (as reported by Jack)

Environment Boardgames Night - Week 7, 7th-13th of April

• We would like to run a collaborative event
• Jeremy and Ella will be organising it
• SNAGS have said they'll speak to the whole committee about it, they're unsure if the general club is interested in boardgames, but they said they'll think about it
• We might prepare a backup? We could also just do an environment boardgame night
  • We have so many boardgames about the environment

Jeremy, Jack, Ella: Message SNAGs committee to see if they're interested in a collaboration

Ella, Jeremy: Do the EMP and advertising for Environment Boardgames Night

Blood on the Clocktower Event - Week 7, Sunday 13th of April

• We will have two people running BOTC games, likely with reservations (as we have done in the past)
• Gen will storytell Bad Moon Rising and Ash will storytell Trouble Brewing
• Can probably accomodate up to 25 people
• Gen will do the EMP and advertising by this weekend

Gen: Do EMP and book the loft for BOTC event

Collaborative Boardgames - Study Break, 21st-27th of April

• Can play games like:
  • Aeon's End
  • Forbidden Desert
  • Night Cage
  • Mysterium
  • 5 Minute Dungeon
  • The Crew
  • The Mind
• Anna can run this, Gen can help with the EMP and advertising
  • Baby's first event

Anna, Gen: Do EMP for Collaborative Boardgames

RPGs

Horror One-shot Night - Week 4, Friday 21/03 @ 4pm

• It was last Friday!
• Attendance: 10 players, 2 GMs
• Went well, Jack got some good feedback about his game

One Page RPG One-shot Night - Week 6, Wednesday 02/04 @ 4pm

• Advertising was put out
• If you'd like to run something please show up on the night or express interest in the current events section of our discord!

D20 One-shot Night - Week 8, 14th-20th of April

• Lucy can run this, with Connor overseeing
• We will probably book more rooms for it (like in the CCZ)
• It won't be just DnD, we will include other D20 systems like Pathfinder, Starfinder and 13th Age
• Connor has a list of D20 GMs, in the next day or two Lucy and Connor will be sorting it all out
• We will be using reservations for this event

Lucy, Connor: EMP and advertising for D20 One-shot Night

Lucy, Connor: Contact GMs for D20 One-shot Night

Next RPG Event - Week 9, 28th-4th of April/May

• Ash is excited about Spire so we could run that
• Can hype up for WestMarche
• Ash and/or Jeremy will sort out the EMP
• We will give action items once the event is closer (it's over a month away right now)

WestMarche

• Ash has a list of four GMs, this may be enough to run WestMarche
  • Ash, Connor, Alistair, and Gibbi
• This WestMarche system will likely be Spire
• EOI will be out once Fresher Campaigns have properly started up (so maybe another two weeks or so)

Ash: Create EOI for WestMarche

TCGs

Magic: The Gathering

Booster Box Buying Bhenanigans

• Bloomburrow low
• We should probably get a Tarkir box before the prerelease. Perhaps two?

Ash: Contact GGs about a Tarkir booster box

MTG Precon League

• Ash edited the challenges and is begging committee for feedback
• EOI was also put out
• Precon will be either Monday or Sunday, but most likely Sunday, so that it doesn't impede on work or study

SNoM - Week 4, Sunday 23/03 @ 11am

• It was last Sunday!
• Attendance: 15
• Pretty high attendance! A bunch of new people, either new to the club or new to MtG

Tarkir: Dragonstorm Prerelease - Week 6, Sunday 06/04 @ 11am

• Advertising is out!
• Good Games is happy to supply us boxes for the prerelease

MTG Sponsorship Feedback

• Tactics has messed up some of our pricing in the past
  • Anna has checked the receipts, we are looking at maybe 400-500 dollars of overcharging (from past transactions as well as recent ones)
  • An email about this will be sent soon to get it rectified
  • Anna has sent an email about the past overcharges, she's just waiting for some people to get back to her about final details
  • They agree about how much we've been overcharged, minimum is 295 and maximum is 463.30, so we're sorting out how we get that money back (in refunds, future purchases, etc)
• Connor will be emailing about how we are going to try a prerelease with Good Games, while making it clear that we still value them as a sponsor, just more for boardgames and books

Connor: Email both Tactics and Good Games about prereleases

Anna: Email Tactics about past overcharges

'Magic in Unigames' Document

• A lot of the changes to club decks will be in line with Gibbi's suggestions, we are looking at updating our club decks as well as buying and creating new ones
  • Noyan Darr and Unesh are being removed
  • Killian may be getting replaced
  • Horde of Notions will get an upgraded
  • Jhoira will be reworked and converted into Shao Jun
  • 2 new decks: Thalisse and Treebeard
• We will also get rid of some of the old ones, most of the people who donated these cards are fine for us to auction them
• The drafts are ready except for the Thalisse deck
• Donald's cards will be returned to him before we auction off Killian, Unesh, and Noyan Darr
  • We will make people aware that these cards have been removed before we auction them
  • They will likely be replaced by basic lands
• We are also considering making info cards for the decks, giving details about the deck (like how to play it) and a QR code to link to the Archidekt

Ash: Make drafts and get cards for the new MtG club decks

Other TCGs

Pokemon Tournament

• Nene is conceptualising a Pokemon tournament
• This cannot be an official tournament as we are not a store and are not eligible
• This means we can use proxies but cannot award points for the tournaments, also means we don't get cooler store exclusive prize packs, but this also makes the event cheaper than a standard tournament
• Would need to buy a booster pack box and use that as prize handouts, one for each attendee and then one more for each round you win
• Would also have to wait until after April 11th as that is when the next standard rotation is out

Pokemon Event

• We have received a request for a more casual Pokemon event in anticipation of a tournament
  • Something like SAP, but probably not SAP
• This would be good for new players and such
• We could play between standards and play in an unlimited format temporarily

Nene, Jeremy: Figure out a new Pokemon Event

Intro to Flesh and Blood

• There has been a lot of interest in Flesh and Blood as of recently
• Gen would like to make up an EOI for it, most specifically for a day that people could make

Gen: Make up a EOI for Intro to Flesh and Blood

Wargaming

Introductory Painting Day - Saturday, 26th of April @ 12pm

• Gen can't make it but Lucy, Ella and Jeremy probably can
• Finn is interested in helping at Introductory Painting Day alongside Cam
• Paid event, looking at buying minis instead of 3d printing them
  • This would be a mini and a paintbrush people can pay to use and then take home
  • The mini would be imperial guards
  • We may run this at a small loss to keep it affordable
• Gen wants the EOI out this week, one of the questions it'll include is 'how much are you willing to pay for the event'
• $10 might be good but we may be pressed to get figures and brushes for this price, so $15 may be the move (with a better brush)

Gen: Figure out minis and paintbrush for Introductory Painting Day

Gen: Get an EOI out for Introductory Painting Day

Ella, Gen: EMP and advertising for Introductory Painting Day

Warhammer Tournaments - Saturday 5th of April @ 8:30 am, Saturday 12th of April @ 8 am

• Connor has booked the venues and put out advertising for both tournaments
• Matt would be keen for a 1k event on the 5th of April, and a 2k event on the 12th of April
• We can do pizzas and cans, like we have at previous events
• We will probably bump the announcement
• A bunch of signups for the 2k, not so much for the 1k

Lucy: Bump the warhammer tournament announcement

Blood Bowl

• Round 4 is still here
• We will be sending our incident report form to our commissioners as none of them are gatekeepers presently (usually this form is open to committee and gatekeepers exclusively)

OPR/Indie Skirmish

• We have received interest in a skirmish event for OPR, which is basically a cheap Warhammer (with no model requirements and simpler rules)
• Could be ideal considering our apprehension in promoting Games Workshop too much and our hopes for cost effective wargaming
• We can look into running this later as we are presently running a bunch of events

Collaborative Events

• No updates

Major Events

Joint Camp

• Profit distribution is going through
  • $4,096.89 sent to UCC
  • Need to follow up with Guild Finance to see if money is going/has gone through
    • Finn let us know that the money has probably moved but we can't confirm because finance hates us
    • New finance system out soon!
      • Right?

Uncharity Vigil - 1st - 2nd February

• Stretch goals we reached:
  • New paints
    • These have been paid for but we won't receive them until March (likely)
  • New stationery box
  • New Eunigames playmats for the clubroom (Commission)
    • 4 playmats
    • We could work with Good Games to do this, would have to email them and discuss
    • We want to commission Jackie
      • Jackie did our last playmats and they are very very good
    • This requires a larger discussion, we will wait a bit on this
    • Can open up for pre-order as well, this was done last time
• Stretch goals we have acquired:
  • 8 new chair cushions
  • Whiteboard markers
  • Laminator
  • 2 new battle maps
    • One big one small
    • We'll probably get rid of one that's in bad condition because we've now got two new ones
  • Couch LED strips
• Connor looked into the cost distribution mix-up, he'd already sent a message about this and no one said anything
• So it's all going through NOW

Connor: Bring in couch LED strips

Gen: Get stationery box

April Ordinary General Meeting - Week 6, Friday 04/04 @ 2pm

• We are having an ordinary general meeting on the above date at the Guild Council Room for the purpose of electing a new OCM
• We will also be reading out reports at this OGM considering we have been on committee for a little over a month by this point
• Nominations are up on our Facebook! Feel free to self nominate, and if you do not have Facebook, please contact a committee member to make your nomination
• Absentee votes are also open until one hour before the OGM (therefore until 1pm on Friday 04/04), please send in your absentee votes to Nene
  • You must have been an ordinary financial member for at least 42 days to send in an absentee vote
  • You must also be an ordinary financial member to vote and be nominated for a position at the OGM

Club Carnival - Week 6, Tuesday 01/04 @ 12-2pm

• Connor has signed us up for it
• Anna, Ash, Connor and Lucy can definitely be there for full duration
• Ella can be there from 1, Jeremy can maybe be there at start, Gen can be there to help packdown
• Nene booked an EFTPOS machine, they'll email finance beforehand to sort it out again

Nene: Email finance before Tuesday about the EFTPOS machine

[Redacted]

• Leaders: Connor, Gen
• Haha I wonder what this is....
• Next meeting we will sort out roles and the job roster
• Things we have to organise for camp:
  • Food run
    • Changes to the menu
  • Library run
  • Attendance cap
  • Getting food safety certificates

Connor: Do the [REDACTED] EMP

Charity Vigil

• Reps: Gen, Nene
• Dates:
  • It's most likely going to be on FriSat 2nd-3rd of May, starting at 5, but major scheduled events won't start until 6 because people will be finishing classes until then
    • Date isn't fully confirmed, we schmoving
• Specific Unigames events:
  • Pay-to-win boardgames
  • Pay-to-win RPGs
  • Connor organising a Ta Yu tournament with a chess clock
  • Connor and Jeremy making coffee
  • MtG draft with the packs we're selling in the clubroom
  • We could auction our [REDACTED] name
• We need to get our raffle prizes soonish
• We would like to donate all our snack money from the night to charity but we don't know how much money we have, so we will decide for sure once we have access to the finance system again
• The choices of charity are between Black Dog Institute and Circle Green, we are leaning towards Circle Green
• We need some things to auction, Gen will look at it
• We also need to organise a schedule for the night
• Bananagrams tournament.........

Gen: Organise raffle prizes

Ash: Sort out random packs for Charity Vigil draft event

Anna, Connor: Set up schedule for Charity Vigil

Fresher Zone

Fresher Campaigns

• THEY'RE OUT!
• Jack and Gen sorted 48 players into 10 games
  • 480 players?
  • No it's 48 players divided between 10 games

Gen: Message the fresher GMs that didn't get groups

Far Future Events

Roleplay 4 Life

• Reps: Ash, Gen

Relay 4 Life

• Reps: Ella, Jack, Jeremy

Blood Bowl 4 Life

• Reps: Connor, Lucy

Quiz Night

• Reps: Ella (Lightmittee), Jeremy (Darkmittee)

Joint [Redacted]

• Reps: Anna, Ash, Connor
• Connor talked to the person who handles SSAF grants
• She is very excited about how we do camps and is estimating we could get 7-8k dollars
  • The crowd cheers
• With this we could do farrrr cheaper tickets but this could go to other stuff as well, like food or transport
• Manjedal does not have aircon so we will not be going with them
• We will be submitting the grant application for this on Friday night

Uncharity Vigil

• Reps: Nene

Crafts Workshop (?)

• Reps: Ella

Reimbursements

Approved

• $20.40 to Oscar for Green Stuff
• $446.60 to Anna for 2x Bloomburrow Booster Boxes
• $6.17 to Anna for new receipt folder

Submitted

Unsubmitted

• $12.16 to Anna for sticky notes
• $80 to Lucy for IKEA cushions
• $355.05 to Anna for food run

Guild

SOCPAC Meeting - Week 5, Tuesday 25/03 @ 6pm

• A few of us went (Nene, Connor, Gen)
• An anti-club carnival is being organised for the purpose of protesting the uni's new lecture bashing policies
• At regular club carnival we will be receiving fliers to display so students are aware of the policies and what this means for them, we also have to pack up our table once we're done
• Lots of talk about sustainability, namely a carbon emissions dashboard
  • It's a complicated thing but basically we ask our event participants to put in data about their transport to the event, we would put in things like receipts for food supplied and such, we then send this through a microsoft form to the dashboard (?) and our emissions are tallied
  • Once everything is tallied, some events can be recognised as carbon neutral, and those that aren't can apply to use carbon credits, which is a whole other thing
  • The point is to reduce the uni's carbon emissions to zero
• There is a new award, organised by the environment department, for being the most sustainable club (worth $500) which is presented at the Guild Ball
• The environment department has also got a sustainable club guide we can follow, beach clean-up kits we can hire out, bags for cans for change (Can Hall return?) and new 'making a difference' grants for people who want to start environment initiatives
• All the environmental stuff maybe isn't fully applicable to us but it is inspiring a couple of us to think about how our events and club room can be more sustainable!

Tenancy

• Connor is planning on talking to SOCPAC about the Guild Master Plan and the renovations
• We (and other clubs) need to know when this will happen
  • Not knowing this date means we can't make more permanent changes in the club room (like new carpet tiles)
  • We don't want to put cool, permanent things in the room if we can't keep using the room
• Connor was rebuffed and will talk to tenancy specifically about it
• Gen went to a tenancy meeting
  • Finding out who to contact for tenancy stuff
    • Apparently someone named Jackie Shan is our SOC rep? Weird...
  • Our tenancy contract hasn't been sent yet, once we get it we need all our execs to sign it and then drop it off to Guild Finance
  • Tenancy is trying to prioritise stuff that needs fixing by sending it on to campus management
    • Please fix our lights campus management
  • There will be inspections, the rough day is Wednesday the 9th, emails will be sent on specifics
    • They will happen over a few days and we will be told a time when they're arriving
    • Would be good to have a committee member present

SPGs

• An SPG is a Special Project Grant, it's a grant to fund club events
• We need to decide what we want to use the SPG for, in the past we've used it for stuff like Quiz Night
• It means we can run events at a 'loss' because the grant is considered a profit
• These are due April 18th, they may be changing about whether they're collaborative or not
• Could be used for something like Cameron Ball for sem 2, but for sem 1 we are still unclear
• Could apply for Charity Vigil? Maybe?

Lecture Bashing Policies

• Jeremy sent out an announcement about lecture bashing policies
  • Got cheesed
• We are also considering joining the anti-club carnival to continue showing our displeasure with these new policies, as well as offering fliers at the real club carnival

General Business

Gatekeepers

• No new gatekeepers
• Jackie is almost done writing the Gatekeeper FAQ document
• We will prepare a handover style document for Gatekeeper training with things we have alerted Gatekeepers to recently

Gen: Write the Gatekeeper training hand-over

Connor: Change the Gatekeeper and Webkeeper links in important links

Webkeepers

• No updates

Connor: Talk to the webkeepers about changing constitution and amendments on the website

Room Updates

Reorganisation of Mini Shelf

• We're just waiting for Cam to finish painting the minis

Jeremy: Glue the mini shelves

New Club Paints

• Funded by Uncharity
• We decided on getting Valejo Inspiration Colour Set
• They have been paid for so we're just waiting to receive them
• Gen will ask when she nexts goes to Tactics

2023 Ball Photo

• Jackie told Connor to look for magnets
• We will soon budget magnets
  • We'll approve it by circular

Connor: Get magnets for the Ball photo

Open/Close Sign

• Nene will fix it

Nene: Fix the open/close sign

Step Stool

• We have received requests for a step stool in the clubroom so shorter people can reach our high up library items
• This would preferably be a fold up step stool

Connor: Research step stools

Library

Sem 2 Book Buy - done

• Games waiting for Tactics:
  • For the Queen
    • They don't have it and don't know when it'll be in

Painting the Blood Bowl Minis

• Current team colours:
  • Black Orcs: Black and purple with gold metallic highlights
  • Imperial Nobility: Purple and green
• James has decided on the dwarves to be painted lore accurate
• Alex has decided the elf should be painted black and red, like the Korean T1 esports team
  • He has also requested for FAKER to be written on the back of one of them
• We need to ask Cam for a status update

Jeremy: Message Cam about the Blood Bowl Minis

Missing BOTC Stuff

• We were alerted in the Discord server that some parts of our BOTC game are missing, specifically the Seamstress 'no ability' token
• Jeremy spoke to the person who alerted us about the materials, apparently the piece we thought was missing is still there, but we do have another piece that is missing
• This piece is non essential and so we can wait to replace it
  • "Until after the BOTC event," says Jeremy
  • "Are you planning on losing 15 BOTC pieces at the event?!" asks Connor

Objective Markers

• We have received feedback about our objective markers for wargaming
  • They are fraying at the edges
  • They are not centred (which does affect gameplay)
  • We also don't have enough, we need 6 more
• We should contact the people who we bought them from on Etsy, if they don't want to give us new ones we can repair the ones we have, and then we will order more (which hopefully have no issues)
• We will handle this next next meeting

Donations

• No updates

General Maintenance

• The Blood Bowl board is peeling in a spot
• The labels for the books in our RPG book shelf are both outdated and peeling
  • These have been fixed!
• The spine for our book Rogue Trader is suffering

Jeremy: Fix the peeling Blood Bowl board

Jeremy: Fix the Rogue Trader book spine

Food Runs

• Ash, Anna and Connor did one
• Got cans, got sodas, got ice creams
• What joy!

Phoenix Revival

• Jackie got a quote, we can afford to pay for them
• They will be kept in the clubroom
• For 5 copies it's 10 dollars, 2 dollars each
• Jackie will get these and show someone how to order them

Connor: Talk to Jackie about the Phoenix Zine

Nene: Make a timeline for the Phoenix Zine

Newsletter

• It'll come out when it's ready
  • It's time. Soon.
  • I probably won't do anything fun with it
  • Nene got no time :(

Event Interest Form

• Jeremy put it in the quick-links and announced it
• It's already been used three times!

Table Priority in the Clubroom

• We can print out the table priority list and put it in the clubroom

Gen: Print out a guide to the table priority in the clubroom and put it up

Discord Moderation

• Anna has suggested we have a code of conduct for our discord and give more instruction to our gatekeepers on how to moderate the discord
• We could just push the code of conduct we have into more discord specific stuff
  • We do also have our rules in our discord which encapsulate most of the code of conduct stuff, but this isn't very helpful for instructing gatekeepers on what to do if someone breaks said rules
• Anna can reach out to eSports and UniSFA about it

Anna: Look into discord moderation with eSports and UniSFA

Committee Business

Empty OCM Position

• We appointed Gary "Gary from UCC" O'Donovan as a temporary OCM until we can have our OGM
• Please find details about the upcoming OGM under the Major Events header and "April Ordinary General Meeting"
• Committee has received feedback about how we handled the resignation of our previous OCM:
  • Originally we called a special general meeting as we got mixed up about the timeline of an SGM compared to an OGM (they both have to have 2 weeks of notice, we were under the incorrect impression it was 1 weeks notice)
  • Having to push the OGM back a week due to notice meant that we were outside of the timeline of having a new OCM elected by a couple of days
  • Because of this we then appointed Gary (with his consent) to the position of "OCM", differing from a usual OCM position in that he has no access to committee documents on our drive, passwords, the room code, etc (Gary is also not a gatekeeper presently)
    • This specifically was criticised for setting a bad precedent for the future - who is to say we don't at some point do this in bad faith and act undemocratically by keeping a legitimately elected committee member out of the committee documents?
    • However, us taking this course of action of appointing an "OCM" was inspired by what occurred in 2023 when a then gatekeeper was appointed because the gap between the resignation and the next OGM was too long
  • Committee has not done any of this in bad faith, it was a genuine mistake and mix up that we had which we then tried to remedy through following the constitution, but we are taking the received feedback on board and keeping track of it so future committees can learn from us if they find themselves in a similar situation
  • As well, constitutional amendments are being planned to be more lenient about how much time we need to replace a resigned OCM (changing the time span from 3 weeks to 4)

Piracy

• Connor will update the Discord rules soon

Connor: Update the Discord rules with a rule against piracy

Banking

• Anna is interested in a cap on how much we have in our Commbank account
• She was talking to UniSFA about it, they are only allowed to have $500 dollars in that account as a protective measure
• It may be better practice to put it into the Guild account instead of collecting in the Commbank

Uploading Old Minutes

• No updates

Nene: Upload old minutes

Nene: Fix the old minutes

Organising Old Records

• No updates

Nene: Organise and scan the old records

Housekeeping

• No updates

Nene: Organise the google drive

Nene: Organise the email inbox

Nene: Put the ICONs dates on the calendar

2025 Committee Posters

• Need to redo the fridge and freezer posters for 2025 committee
• We could also post a 'meet the committee' post on Instagram/Facebook/Discord like some other clubs do (per Anna's suggestion)
• It will hopefully be put up right after our upcoming OGM!

Everyone: Send in photos and a funny quote for the fridge posters

Nene: Figure out a meet the committee post

Website Updates

• No updates

Handovers

• Nene will be writing a small handover for minuting so even if they're not at a meeting, the minutes always have a uniform format
• Mani of Tabletop ECU fame has also requested access to some of our past handovers to get a frame of reference for how he could organise his club
  • We are happy to do this, but will check over them first to make sure they're all suitable
• We will at some point write a handover for our AGMs and how to run them properly, this will have to be done after SOC finishes updating their documents, and after we make amendments to our constitution surrounding AGMs and voting

Nene: Write small handover for minuting during the meeting

Connor: Read over the handovers and then send them to Mani

Meeting closed: 5:56 pm