Unigames Committee Meeting #42 - 17/12/2020

Attending

• Alistair
• Jackie
• Autumn
• Emerald
• Alice
• Josh
• Gwen

Apologies

• Kyle
• Ash

Absent

• Taylor

Meeting scheduled: 6pm

Meeting open: 6:23pm

Reports:

President's Report (Alistair):

• Taking advantage of the fact that I can stealth my reports into the minutes
• Tenancy happened yesterday, good progress
• Mostly been watching UniSFA move their library around and playing Hades
• It's been a week

Vice-President's Report (Taylor):

• Went to tenancy consultation and it was amazing and not even in the trainwreck way it usually is
• Made a poll to get the ICON 2021 prep meeting going
• Learned how to play Tayu.
• Discovered everyone has been playing Tayu wrong.
• Learned how to play Tayu but for real this time.
• spent 45 seconds trying to determine if I submitted this report under the correct committee position

Treasurer's Report (Jackie):

• taylor if u write ur report in the trez section i'm gonna cry
• taught ash how to do food run!!
• apparently didn't buy enough mepis
• did a deposit today
• i haven't been able to reimburse myself yet bc i need two exec signatures that aren't me (LMAO)
• haven't been able to do a final camp wrap up meeting yet
• account balance: $1,545.94

Secretary's Report (Autumn):

• i'm being steamrollered by my last week of work but at least im doing activities and actions

Librarian's Report (Emerald):

• i'm picking up path of waves monday! i've been busy with work ok i'm sorry its not here yet
• as a career update i can now say I'm a professional reindeer (Prancer)
• I'm planning on more library repair january!! idk if anyone is excited about this but me
• ok love you happy holidays!!

Fresher Rep's Report (Alice):

• Started a fun loose draft on the new fresher guide.
• Felt sad over my fresher campaign.
• Remembered I hate Christmas. (anyone want a candy cane?)
• Merry Christmas Guys.
• Also i consulted the freshers about the fresher guide

Reports de la OCM (Ashleigh, Gwen, Josh, Kyle):

• Ash:
  • went food run
  • • got bbt
  • witnessed mums wedding (it was nice)
  • still in Northam helping with aftermath but will be in meeting in spirit 🥺👉👈
• Gwen:
  • I'm back nerds
• Josh:
  • Alistair Langton
  • I feel like I timeskipped forward from last committee to now
  • If i smell like diesel, motor oil, rosemary, and emerald, there are reasons
• Kyle:
  • Alistair Langton
  • dabbing emoji
  • got started on sanding but its slow-going because i dont know where my dremmel is
  • dm'd andrei re:minis

Past action Items:

Alistair Langton

Check in with the unigames mtg community abt prerelease vs uncharity - done Chase quizmittee for our quiz money (along with Kyle) - not yet Have a camp wrapup meeting (along with Taylor, Jackie) - not done Be uncharitable (along with Josh) - ongoing Book Oday stall - not done Inform ICON about our plans for fresher welcome and AGM - done Fill out the AGM EMP - not done Write up new clubroom rules and post them - done Communicate with uwanime about room allocations (along with Taylor) - done Get impressions from the member base about room allocations (along with Taylor) - started Get jacob to sign our certificate - no response Meet for a privacy regulation day (along with Taylor) - not done

Taylor Home:

Hello ween (along with Jackie) - in the works Have a camp wrapup meeting (along with Jackie, Alistair) - not done Rewrite the fresher guide (along with Alice) - alice is handling Write an EXHAUSTIVE definition of procedure for signing up members on o-day - not done Have a big think about election procedure - not done Communicate with uwanime about room allocations (along with Alistair) - done Get impressions from the member base about room allocations (along with Alistair) - started Ask soc about semester grants - done Meet for a privacy regulation day (along with Alistair) - not done

Jackie Shan:

Hello ween (along with Taylor) - in the works Have a camp wrapup meeting (along with Taylor, Alistair) - not done Do a food run (along with Ash) - done

Autumn:

Do a scifi board games EMP - not done

Alice Rosario:

Check in with the freshers about the fresher guides - done Rewrite the fresher guide (along with Taylor) - in the works! Book the loft for the fresher welcome - not done Update the campaign whiteboard and post a reminder about its existence - not done

Kyle Barrow:

Sand the OTP terrain - in the works Contact Andrei about terrain - contacted! Chase quizmittee for our quiz money (along with Alistair) - ongoing

Joshua Moncaster:

Be uncharitable (along with Alistair) - in the works

Ashleigh Saringer:

Do a food run (along with Jackie) - done

Gatekeepers

• Gatekeepers applications are now open to nonstudents
• Alice is trying to explain the concept of gatekeepers in the fresher guide: "We're always looking for new gatekeepers"

Usual Suspects

Board Games

• Scifi Board Games w/ Unisfa [Week of 4/1/21]:

Autumn: Make a scifi games EMP and book the loft BEFORE GUILD CLOSES

RPGs

• Dark heresy 2 oneshot [Monday 21/12/20]:

  • Good to go

• First oneshot of the year [Probably Week 2]:

  • No udpate

Magic: The Gavining

• Commander Night [4pm Friday 18/12/20]:

  • Tomorrow!
  • Please come!!

• Kaldheim Prerelease [Sunday 31/1/21]:

  • This is going to be the morning after uncharity vigil
  • Alistair checked with the members and they seemed to be mostly fine with it

Wargames

• OTP Terrain purchase

Kyle: OTP Terrain purchase

• Terrain donation

Kyle: Terrain donation

Fresher Campaigns

• They're doing pretty good! (Sorry your game alice died)

Events:

Halloween 2019 [26/10/19]:

• UCC got their eventbrite sales, so theoretically we just need to divide the $195.91 between the clubs

Taylor, Jackie: Halloween's well in love and war

Book Buy [Thursday 1/10, after committee meeting]:

• Emerald is gonna pick up Path of Waves and Call to Adventure on Monday

Quiz Night [Thursday 22/10]:

• Wrapup
  • Alistair has been bugging UCC about it, since he don't have access to the planning info

Emerald, Kyle: Quiz night wrapup

CAMP in 3D [20/11-23/11]:

• Wrapup
  • Everyone everyone's been pretty distracted this week
  • We have shared the distribution information, we need to get it approved and distributed

Alistair, Taylor, Jackie: Camp wrapup

Uncharity Vigil [Ideal date 30-31/1/20]:

• Alistair is aiming to have a meeting next week
• Josh (adventurer voice) is going to be there

Alistair, Josh: Be uncharitable

O-DAY [Friday 19/2/21]:

• Fresher guides
  • Alice has put her fresher guide draft in the google drive
  • Committee members please submit thoughts and edits
  • Alice is taking inspiration from Unisfa's backpage challenge: give away free sodas for completing club related challenges
  • Jackie and Alice are working on putting some illustrations in
  • "i think we should make it in the shape of a heart"
  • Alice has listed the committee and gatekeepers
  • QR code to gavin

Jackie, Alice: Work on the fresher guide

• Signup forms
  • Donald's website might be able to replace signup forms
  • We need to design a signup form regardless, and the readiness of the website will inform whether we get lots or just a few backups

Fresher Welcome [Thursday 25/2/21 (Week 1)]:

Autumn, Alice: Book the loft for the fresher welcome

AGM [Friday 1pm 26/2/21 (Week 1)]:

Alistair: Do the AGM EMP

• What's on the agenda?
  • Reports
  • Elections
  • Anything else?

Club Carnival [Probably Tuesday Week 2]:

• no udpate

PROSH [Probably]:

• no udpate

Room Update:

• Broken light

  • Maybe it'll get fixed with a new tenancy committee

• Clubroom rules

  • New quarantine rules are up and functional
  • A lot of people are using the app! And we have paper register too

• Campaign whiteboard

Alice: Post about campaign whiteboard

Reimbursements:

Pending: - $349 to Jackie + $501.15 for food run = $850.15

Guild:

• Tenancy Reallocations

  • Tenancy meeting happened! It went pretty well
  • We have until 10/1/21 to submit our new allocation application
  • Alistair chatted with Mark (uwanime president) after the meeting - they are bracing for the possibility of being moved to a different room
  • Alistair informed Mark that room 184b is on the cards for unigames
  • Now we're onto a stage of gauging the memberbase sentiment

• Elevator

  • There have apparently been unofficial updates that we havent been told about

• Semester grants

  • Theoretically got sent out today-tomorrow
  • Money soon
  • 🙌

• Best Club award

General Business:

Webkeeping

• Guest star donald, in the house
  • Donald has been tinkering away building a new website/library/membership database for us
  • Membership database:
    • Has approached us with some questions regarding member information - what to store, and for how long
    • Alistair: Our updated policy is that things are going to get removed after 2 years, if membership is not renewed
    • Anyone who is not a member can contact us directly to get their details removed then and there
    • For members: we need an email and phone number on signup. We only need home address for library borrows, so that is only collected on borrowing forms
    • What about library records?
    • Should be options to hold onto library records, and to delete them
    • Who should be able to see data?
    • Gatekeepers can see lists of names, committee can see member contact info
    • The hidden mobile numbers would really only be relevant in the uncommon situations where a person isn't readily available on facebook/discord
    • Who should be able to access notes on members?
    • It can be case by case. We have the option to log records of when users have looked up private notes
    • Gatekeepers should be able to look up library data to figure out where our books are
    • Donald is expecting to have this deployed and ready to go by O-DAY (!!!!!!)
    • Donald proposes the very first Unigames all-digital o-day
    • We would still have paper signups as a backup
  • Library database:
    • Donald's ideal is that any gatekeeper can borrow out books using a webapp instead of touching the borrowing book at all
    • Would the club be willing to invest in a little tablet dedicated to this?
    • It would otherwise be very reasonable to expect gatekeepers to use their own device, this can be incorporated into the signup process
    • Donald demoes the library webapp to us, what webkeepers would use
    • Proposal to splat buy "; DROP TABLE Books"
    • We learn about all the tags like Dungeons and Dragons, Unborrowable, etc
    • When can we start adding items to the library? When it's ready. The database side is filled out, the borrowing forms are in the works
  • Archives
    • We were keen on an archive to serve as a reliable record
    • We can have the option to hide different files from different people
    • Donald could put effort into a web interface or we could keep using cyberduck
  • Wishlist (future things that we could do maybe)
    • In an effort to get the club's infrastructure off facebook: A calendar and events system
    • We could input events, include information, toggle visiblilty, and send out reminders
    • Something like a blog!
    • Discord integration: Automatically post calendar/blog updates to the server
  • Donald immortalises himself as the unigames website and thus will never leave the club

Library

• No udaptes
• Emerald forsees a future

Member Privacy

COVID

• New clubroom rules have been implemented
• Please read the info on the door and do it!!!!!

Food run

• Occurred (happened)
• Eat up my children

3D Printing and more

• No updates

Meeting next week

• Do we want to have a meeting next week?
• Maybe committee will have a cute little meeting
• No meeting the week after

Meeting closed: 7:49pm

-- This Week's Action Items: Alistair:

Camp wrapup (along with Taylor, Jackie)

Be uncharitable (along with Josh)

Do the AGM EMP

Taylor:

Halloween's well in love and war (along with Jackie)

Camp wrapup (along with Jackie, Alistair)

Jackie:

Halloween's well in love and war (along with Taylor)

Camp wrapup (along with Taylor, Alistair)

Work on the fresher guide (along with Alice)

Autumn:

Make a scifi games EMP and book the loft BEFORE GUILD CLOSES

Book the loft for the fresher welcome (along with Alice)

Emerald:

Quiz night wrapup (along with Kyle)

Alice:

Work on the fresher guide (along with Jackie)

Book the loft for the fresher welcome (along with Autumn)

Post about campaign whiteboard

Kyle:

OTP Terrain purchase

Terrain donation

Quiz night wrapup (along with Emerald)

Josh:

Be uncharitable (along with Alistair)