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# UWA Esports Committee Meeting Minutes 2025-01-19 -------------------------------------------------------------------------------- #### Attending: Jasmine, James, Anthony, Elijah, Jimmy, Adam, Mikey, Geoff (partial), Kimi (partial) Julian (partial) #### Apologies: Alex #### Absent: #### Chair: Anthony #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 7:00pm #### Meeting Opened: 7:05pm #### Previous Action items: Alex: > Pick up temporary standing lamp from Grace - not done > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - not done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing > Organise who is writing what for the Door Manual Update - ongoing Anthony: > Publish documentation on how to manage fleet and add computers to the domain - not done > Full fleet maintance & upgrades after exams (To be done: join new computer to domain, join new server to domain, clear out storage on all PCs, check on system health) - not done > Anthony: join new PC to domain and config - not done > have a quick look at the website and provide suggestions at next meeting for what should be improved, removed or changed - not done Jasmine: > Follow up maintance about ceiling lights - ongoing > write draft Busy Bee post - done Geoff: > make a budget for the Gap in Clubroom around start of semester - not done Geoff, Jasmine, Kimi & Mikey: > Discuss website update in a thread discussion - ongoing Jasmine & Kimi: > Make current committee members post/poster - ongoing Elijah: > email venues about Smash Perth Collaboration - done James: > James: make a when2meet for UnCharity Vigil - done James & Adam: > work on a draft schedule for UnCharity Vigil - done James & Jimmy: > Learn how the clubroom PC system works from Anthony - ongoing Mikey: > Chat to Jarcus about website and bot integration - not present Everyone: > Respond to Kimi about the Meet Committee Post ASAP - ongoing > If comfortable, swap Scraggy's GPU (3050) and New PC's GPU (4060) - done (by Mikey) ##### Motions Passed via Circular: | Circular Motion: Approve Uncharity Vigil Budget, $75| --- Moved by: James Seconded by: Adam Outcome: Approved, unanimously | Cirular Motion: Approve Quiz Night Prize Budget, $220 | --- Moved by: Alex Seconded by: Jasmine Outcome: Approved, unanimously --- ## Individual Reports ### President (Alex) * Briefly spoke to Perth Smash about dates in their Discord * Purchased Riot prizes for UnCharity and Sem 1 Quiz Night * Have been overseas for a fortnight will be back this coming week ### Vice-President (Anthony) * nothing to report ### Secretary (Jasmine) * Made a draft/concept for an o-day banner * Made spreadsheet to keep track of busy bee attendance & apologies * 'Helped' Mikey swap Scraggy and the new PCs GPUs (mostly moral support haha) * Went through all the UCC drives to try find a 8gb drive to install windows, there are none :sob: * Drafted and posted busy bee announcement for door members * Put in maintance order for lights & cracked glass pane Mikey joins 7:10pm ### Treasurer (Geoff) * Took money from club safe (will deposit sometime during the week) * Restocked mini-fridge * Did an assessment of the club's physical cash ### Social Media Manager (Kimi) * worked on the commitee post (pls send in pictues and answers guys) ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * I hate the Valorant rank reset :( * Sorted out Uncharity Vigil schedule with James * Attended UnCharity Vigil Meeting with Adam * Wrote some Quiz Night Questions * Yeah I bet no one has been doing that, huh? #### Elijah * Emailed venues about booking for Smash Collab (haven't heard back yet) #### Jimmy * Worked on the social responsibilities door manual update #### James * Drafted UnCharity Vigil Schedule with Adam, and begun organising * Attended UnCharity Vigil Meeting with Adam * Wrote quiz night questions 15 minutes before this meeting purely to spite Adam's message #### Julian * not present #### Mikey * swapped GPUs from Scraggy (3060) and the new PC (4060) --- ## Club Finances Report * Netsuite Account: $3,874.71 * Westpac Account: $813.29 * Cash Account: ~$800 (including coins) --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 14th of January, 7pm * Game: Among Us (modded) * Cooridinator(s): Mikey & James * Turnout: n/a * Notes: did not run, was forgotten #### Upcoming ##### Tuesday 21st of January, 7pm * Game: Among Us (modded) * Cooridinator(s): Mikey & James * Notes: put out advertising for this ASAP so that we can get more people involved Julian joins 7:13pm #### Future Plans/Ideas ##### League of Legends Games Night/Inhoues Tentative Time: start of Semester 1 * no updates ##### Marvel Rivals w/ Julian & James Tentative Time: start of Semester 1 2025 * We will run this at the start of sem 1 ##### League of Legends, for below gold/plat elo Tentative Time: Holidays/Early Sem 1 * Still aiming to bring back the old league tournament bot ##### Gary's Mod Night w/ UCC Tentative Time: Semester 1 2025 * no updates Adam joins 7:16pm #### Major Tournaments ##### Joint / Own Team for QUT Teams: Div 1, Div 2, possible Div 3, possible Pathfinder * no updates ##### Unisports Team * no updates ##### ECU Tournaments Tentative Time: end of 2025 * no updates ### Other Events #### Quiz Night Sem 1 2025 Tentative Time: Week 4 Sem 1 2025 * budget for prizes approved via circular * question writing is... going (slowly) * everyone please write more questions ### Collaborations #### Cameron Hall Minecraft Server - SMP * There was a meeting scheduled for today, this did not happen as quorum was not reached * We think that if we keep the server up we would also have to not dissolve the subcom * There is little downside to to keep the subcom as they do not have to meet regularly and can just meet if something happens #### Smash Perth Collaboration Tournament 2 Tentative Time: Early February 9am - 5pm Tentative Location: Ezone 210/211 * Will likely have to move to early Feb * Smash Perth wants the 1st of Feb but we are unable to as we have Uncharity Vigil * We will ask them how the 8th works for them Geoff leaves 7:24pm #### UnCharity Vigil Tentative Time: 1st Feb 5pm - 2nd Feb 10am * In the background we'd have (unless devices are in use for a another event): * Mario kart 8 rainbow road time trials (gold coin = attempt on race) * Atari highscores (specifics to be decided on later and might be swapped out for halo MCC) set up on a TV) (gold coin = round of halo, or 3 attempts on a given atari game) * Pokemon escape room on gba emulator on one PC (gold coin = 30 minutes) * Preferably one more computer set to a specified thing, maybe another high score suggestion * 2 computers free use * Tentative Schedule: * allow for 15 - 30 min breaks between events for any set up/pack down * 5pm - 8pm: Lan w/ UCC * 5pm - 6pm: Quake * 6pm - 7pm: Halo * 7pm - 8pm: Counter-Strike 2 (CS2) * We need to organise someone to gamemaster CS2 * 8pm - 9pm: community suggested tourney * There will be a poll in our server to vote for this soon * 9pm - 10pm: Smash Bros Ultimate tourney w/ Elijah * Gold coin entry * 10pm - 12pm: no event * 12pm - 1am: raffle * 1am - 2am: ratz instagib 1v1 tourney * 2am - 3am: mario kart LAN * 5am - 10am: TBC * Tournaments winners prizes * We'd like to give some kind of prize however we can't give out raffle tickets and physical prizes will likely eat into profits too much * We can give a 4 pack of redbulls (if available) * Check stock at busy bee * We could go a symbolic role on the discord * Everyone thinks this is a great and fun idea * Need to ensure it is not similar in colour to committee, door, or event coordinators * Taskmaster * We will use a QR code or sheet of paper to put your name and discord username to ping people when that starts * We could do this on Vanilla Minecraft * For example, first to get a certain item * The concern is we only have 4 PCs available * We could ask UCC to borrow a monitor for the new PC * This isn't needed as we can use the server monitor * We could invite people to bring their own setups * We don't really have the room for this in the clubrrom but we do have the loft available from 9pm - 10pm for the smash tournament * Game suggestions for Tournaments * Mario Kart double dash lan, * this needs 3 PCs with 4, people on each PCs * James has done this before and knows how to set this up * Committee members need to put in game suggestions or support someone elses so that we can post the poll in the main server soon Kimi leaves 7:34pm Julian leaves 7:39pm #### Among Us IRL 2025 w/ URC Tentative Time: Semester 1 2025 * no updates #### UWAnime x UWA Esports Smash Tournament Collab Tentative Time: Semester 1 Week 7 on Thursday * no updates #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays * Alex will attend the next Unigames meeting that he can --- ## Clubroom Items ### Machine Reports * Scraggy (3060) and the new PC's (4060) GPUs have now been swapped * The NVIDIA drivers have not been updated for a while, Mikey will update them > Mikey: update NVIDIA drivers on all PCs #### Purchase of general use controllers for the club PCs * James suggests purchasing general use controllers for the club PCs * We have switch controllers, we have 1 classic Xbox controller * Switch controllers are often in use for Smash * the Xbox 1 controller works for PCs but doesn't allow for two player games such as fighting games * Possible options: * $54, 8bitdo ultimate 2c * Does not have bluetooth capability * $60 - $75, classic xbox controller * Has bluetooth capability * We have 2 Xboxs in the clubroom so having more controllers could be useful * We could consider 3 additional controllers to make us have 4 * We can always purchase more if there is enough demand but for now 1 additional controller will be enough * $90, 8bitdo pro 2 * This is capatible with the switch as well but is much more expensive * consensus is 1 classic xbox controller, will try to find the best price and approve specific purchase via circular > James: find and post a classic xbox controller for circular approval ### Other Items #### Ceiling Lights * Jasmine put in a work order and will follow up with a call if needed #### Standing Lamp * We don't currently need this, people prefer to have the lights off in the clubroom but a standing lamp will likely not help with this, we can consider back lighting for the future #### Glass Panel * One of the glass panels on the clubroom is cracked * Jasmine put in a work order for this aswell and will follow up with a call if needed #### Door Discord Bot * no updates --- ## Closed Section * There is a new door application * We will pause approval of new door members as we are soon to remove all current door members and open applications for '2025' --- ## General Business ### Door Group * Nuke the door members needs to happen soon, we can maybe do this around O-Day * We should announce this and include the form for application for 2025 ### Member Group * 2025 membership has started * 2024 members will need to be removed on Sem 1 start ### Guild Affairs * First 2025 SOCPAC is on the 28th of January, online * Anthony & Jasmine can attend ### Redbull Sponsorship * Someone beside Alex needs to message Redbull to see if they are interested in continuing our sponsorship > Anthony: Email Redbull about continuing the sponsorship ### Busy Bee (Clubroom Cleanup) Confirmed Time: 25th of Jan at 11am * Announcement was put out for door members * Jasmine made a spreadsheet to keep track of apologies & attendance * Mikey will install Windows 11 on the new PC during this time as well > Mikey: install Windows 11 on new PC ### Advertising & Social Media #### Meet the Committee Post/Poster Tentative Release: Morning of Oday * no updates ### Door Manual Update: Social Responsibilities Tentative Release: Early 2025 * Jasmine & Jimmy started working on this a little bit * Jasmine, Jimmy & Alex need to meet to organise who is writting what soon ### Update of Our Website * Anthony has a few suggestions * Needing to update graphics & material, * socials, pictures, constitution, graphics * possibly add a meet the committee page ### Gap in Clubroom Current Idea: 3 pieces of mdf braketed together * no updates ### IRL Sem 1 Planning Session Confirmed Date: Sunday 16th of February 2025, 10am - ~12pm * no update ### O-Day Stall Date: Friday 21st February 2025 * Last year we had 6mx3m large stall with an extra trestle tables & no extra chairs * people can bring camp chairs * Last year we brought down the switch down to play smash and mario kart * Can consider bringing PC down for speed run * We think we should try to keep it simple * We can try give a redbull (if we have them) as prices * need to make advertising materials, flyers > Jasmine: book O-Day Stall ### Next Meeting Date * We should do a meeting next week (Jan 26th) but miss the next one (Feb 2nd) because UnCharity Vigil is on the 2nd. * Confirmed Jan 26th, 7pm for next meeting --- #### Meeting Closed : 8:22pm ## Action Items Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea Alex, Jasmine & Jimmy: > Create social responsibilities door manual update > Organise who is writing what for the Door Manual Update Anthony: > Publish documentation on how to manage fleet and add computers to the domain > Full fleet maintance & upgrades after exams (To be done: join new computer to domain, join new server to domain, clear out storage on all PCs, check on system health) > join new PC to domain and config > Email Redbull about continuing the sponsorship Jasmine: > Follow up maintance about ceiling lights > book O-Day Stall Geoff: > make a budget for the Gap in Clubroom around start of semester Geoff, Jasmine, Kimi & Mikey: > Discuss website update in a thread discussion Jasmine & Kimi: > Make current committee members post/poster James & Jimmy: > Learn how the clubroom PC system works from Anthony James: > find and post a classic xbox controller for circular approval Mikey: > Chat to Jarcus about website and bot integration > Update NVIDIA drivers on all PCs > Install Windows 11 on new PC Everyone: > Respond to Kimi about the Meet Committee Post ASAP ![Teemo](https://hackmd.io/_uploads/BySPhn2RA.jpg)