Unigames Committee Meeting #40 - 08/01/2020

Attending

• Aoibhinn
• Donald
• Alistair
• Amelia
• Elana
• Emerald

Apologies

• Colin
• Taylor
• Kyle
• Gavin

Absent

• Alaura

Meeting open: 4:12pm

Reports:

President's Report:

• Alaura has not submitted a report

Vice-President's Report:

• I have sent a lot of emails
• Discussed the 2020 vision thing
• I've also been getting a rental property
• Been busy as a result
• My plan to become VP of three clubs was thwarted by Will

Treasurer's Report:

• Account balance: $198.97
• Hi it's Aoibhinn again I'm also the treasurer
• I need to go through the box, it's full of silver coins
• From Taylor:
  • Set up the money box with labels for my absence
  • Chaired CV meeting, very productive, seems like everyone’s on the same page now
  • Fucked off to Sydney. It’s smoky af.
  • In a very in character move I also submitted a formal complaint to Qantas.
  • Account balance still at $198.97
• >Aoibhinn: Do the deposit

Secretary's Report:

• I printed a poster and two Chillerpillars
• That's basically it

Librarian's Report:

• Overdue items: none
• I had a rare flash of intelligence
• Callout at Alaura who was here earlier to borrow games
• Accidentally taught someone how to play Magic
• Emerald is going to look after the Library book while Alistair is away

Fresher Rep's Report:

• Got those mini tubs!!! But I'm bringing them tomorrow because I had to carry other shit today
• Started working on the fresher guide and it's being a little funky but that's okay we're getting there
• And I booked the loft baby! 4-10pm on a date I have to look up again

OCM reports:

Colin: - Will be travelling down south from wednesday (8/01/20) till next tuesday (14/01/20) - Completed the RMP/EMP for LARP2020, just waiting to confirm Prescott court with Unitheatres after EMP is approved - Did donation to WA cancer council - Organised boardgames event and contacted events about getting Cameron hall card access until 9, waiting for confirmation - Wrote a Collab document, can work on more with any feedback - Started a food run list/handover, still needs work - Found foam pad adhesive that will work well for $6.50 (can not be discounted)

Emerald: - The music festival was good! - I have a working laptop! - I talked to Liam about the LARP event!

Elana: - I made nice price list

Past action Items:

Alaura:

Chat with Winslade about future scheduling - not done Go through Camp feedback and begin writing a handover - not done Book O-Day - Aoibhinn did it Book AGM for Week 1 Friday - Aoibhinn did it Remind other clubs about Fresher Welcome - Aoibhinn did it Work on Camp documentation (along with Alistair) - not done Bother the tenancy chair when they come in about the fire escape hydraulics - not done

Aoibhinn:

Babysit the 9th of Janaury board games night - tomorrow Organise Panto D&D with Panto - Panto has made the event Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN - ongoing Follow up on O-Day booking - done Follow up on AGM booking - done Work on Mega-game stuff after production week (along with Alistair) - not done Check on status of embroidery - checked, still ongoing

Taylor:

Send feedback to Relay for Life (along with Elana) - not done Send details of Relay stuff to Elana - not done Set up the books for deposting when Finance opens on the 6th - done Email Guild finance about taking money for testing and tagging - done Allocate funds to mini storage based on financial breakdown - done Write up a list of purchase stretch goals for Uncharity - mostly done

Donald:

Distribute sealed league prizes - not done Make a post tagging sealed league winners - not done Sort out advertising for Theros prerelease, poster + event by the end of the week - poster done, event later today Make a poster for Un-Charity - ongoing Follow up with James Arcus about constitutional ammendment - not done Post about CHall door + Toilet door things - done by Colin Make an archive guide - not done Make oversized Chillerpillar - done

Alistair:

Make a post thanking people for Christmas donations - done RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) - done by Colin Look at games to auction off - not done Work on Mega-game stuff after production week (along with Aoibhinn) - not done Work on Camp documentation (along with Alaura) - not done Get hinges + other accesseries for the shelf - have all stuff, just needs to be assembled

Amelia:

Take charge of the Fresher guide! - started When she can, take the speakers to the tip - haven't been able to yet

Elana:

Send feedback to Relay for Life (along with Taylor) - cannot do Redo the price list to remove obselete items and make neater - done

Emerald:

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

Colin:

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

Gatekeepers

• Cam Locke is now a gatekeeper
• >Aoibhinn: Notify Cam and go over gatekeeper things

Agenda

Usual Suspects:

Boardgames

• Next one is tomorrow!
• >Aoibhinn: Babysit the 9th of Janaury board games night

RPGs

• Next one: Wednesday the 15th Jan; Panto D&D!
• Three GMs 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 wayyyyyyyy overdue
• >Alistair: Distribute sealed league prizes
• >Alistair: 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: Put up the prerelease event
• Theros looks sweet!

Wargames

• No more events planned

Fresher Campaigns

• Autumn's, Gavin's, and Szymon's games are still running
• Summer games seem to be going ok
• No other updates

Collabs:

• D&D Panto as above is 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?
  • >Alistair/Donald: Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN
• Collab procedure:
  • Procedure document in progress
  • >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
• Both Reps aren't here, but Aoibhinn went to the meeting
• UCC is paying 50%
• UniSFA and PCS are each paying 25%

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

• Reps: Taylor + Elana, Emerald
• >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

LARP2020 - The Summer Unit [1st February]:

• Reps: Alistair, Emerald, Colin
• EMP and RMP is complete, just waiting on venue confirmation from Uni-theatres
• Liam is on board to do a speech
• Lionel still needs to be contacted
• >Emerald, Amelia: Work on a poster
• >Alistair: Make a "save-the-date" event for LARP2020

Un-Charity Vigil [8th February]:

• Reps: Aoibhinn, Kyle
• Another meeting today!
• EMP and RMP are submitted!
• Aoibhinn might make a save the date event
• By the end of the meeting today, I want to have an idea of events and equipment
• Want advertising to go up ASAP
• >Alistair: Look at games to auction off
• >Donald: Make a poster for Un-Charit

O-Day

• Aoibhinn submitted a booking
• She hopes she did it right
• We have to pay by the 7th of February
• We will also have to pay for a bunch of stickers and leaflets and booklets
• 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!
• >Elana: Harass gatekeepers about O-Day and general help planning

Fresher Welcome:

• Yay!
• Closer to the date, we'll have to decide how we want the Pizza to be organised, considering our current financial situation

AGM

• Booking done
• EMP needs to happen
• >Aoibhinn: Do the EMP for the AGM
• >Donald: Make the AGM event
• >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
• >Taylor, Alistair: Work on Camp documentation
• EMP should start getting preliminarily hammered out
• Do as much work for the next committee as possible

Guild

• Tenancy Allocations:

  • Full reallocation is happening!
  • Must be submitted by February 7th
  • Currently Taylor and Alaura are on it
  • That might change next meeting

• 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:

  • Cameron Hall locks:
    • 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
    • Winslade has written up a email to query about the opening hours, and requested to CC us for it
      • Permission granted by Aoibhinn
  • Work orders:
    • Reminder to re-state current work orders to next tenancy chair

Room Update:

• Storage update/audit:

  • Friday night or Sunday midday is when this is happening
  • >Amelia: Bring in the Mini storage boxes

• Speakers:

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

• Odd jobs:

  • Pole pads
    • Colin found some adhesive for $6.50
    • Approved buying that
  • President's picture
    • Just hasn't been put up
  • Wargaming shelf:
    • No updates
    • >Alistair: Get hinges + other accesseries for the shelf

• Budget things

  • >Taylor: Post the stretch goals
  • Current things we need money for:
    • Storage for minis
    • Shirts
    • Speakers
    • New table
    • Pole pad adhesives

• Shirts

  • We're doing a shirts order again!
  • Burgundy won!
  • There will be black shirts!
  • Post needs to go up now.
  • >Aoibhinn: Make a post for T-Shirts: main group and gatekeepers group
  • 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:

• Donald: $50.40 for storage boxes - waiting on receipt

General Business:

• Embroidery:

  • Ongoing, almost finished

• Archives:

  • >Donald: Make an archive guide
  • No updates

• Board games guide:

  • No updates

• Food run:

  • Food run happening tomorrow via Donald and Emerald

• Website:

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

• Handovers

  • Note on handovers:
  • If you run an event, please write a handover for it
  • If you are in charge of a job, please write a handover for it
  • If you have an exec position, please write a handover for it
  • If you are in charge of an ongoing process, please write a handover for it

• Short-term borrowing:

  • Because of the card access changes to Cameron Hall, we want to clarify that you don't need to use your Student Card to short-term borrow games
  • It is highly preferable if you use photo-ID or some other identifying item up to the discretion of the gatekeeper.
  • >Alistair: Make a post about student card borrowing.

• Next meeting:

  • >Aoibhinn: Make a whenisgood for the next committee meeting

Meeting closed: 5:19PM

Action Items: Alaura:

Chat with Winslade about future scheduling Go through Camp feedback and begin writing a handover Bother the tenancy chair when they come in about the fire escape hydraulics

Aoibhinn:

Do the deposit Notify Cam and go over gatekeeper things Babysit the 9th of Janaury board games night Organise Panto D&D with Panto Do the EMP for the AGM Work on Mega-game stuff after production week (along with Alistair) Make a post for T-Shirts: main group and gatekeepers group Make a whenisgood for the next committee meeting

Taylor:

Send feedback to Relay for Life (along with Elana) Send details of Relay stuff to Elana Work on Camp documentation (along with Alistair) Post the stretch goals

Donald:

Put up the prerelease event Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Alistair) Make a poster for Un-Charit Make the AGM event Follow up with James Arcus about constitutional ammendment Make an archive guide

Alistair:

Distribute sealed league prizes Make a post tagging sealed league winners Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Donald) Make a "save-the-date" event for LARP2020 Look at games to auction off Work on Mega-game stuff after production week (along with Aoibhinn) Work on Camp documentation (along with Taylor) Get hinges + other accesseries for the shelf Make a post about student card borrowing.

Amelia:

Work on a poster (along with Emerald) Take charge of the Fresher guide! Bring in the Mini storage boxes When she can, take the speakers to the tip

Elana:

Send feedback to Relay for Life (along with Taylor) Harass gatekeepers about O-Day and general help planning

Emerald:

Work on a poster (along with Amelia)

Colin:

Draw up a collab procedure document