# UWA Esports Committee Meeting Minutes 2025-04-17 -------------------------------------------------------------------------------- #### Attending: Jasmine, Anthony, Geoff, Elijah, Jimmy, Alex, Adam (partial, apologies) #### Apologies: James, Julian, Mikey #### Absent: Kimi #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:16am #### Previous Action items: Alex: > Attend Unigames meeting to pitch Megagame Collab idea soon after Quiz Night - ongoing Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - not done Jasmine: > find subway cookie platter invoice - not done > work out the details for how the build battle server will work & communicate this to ALVA - ongoing > follow up with the it girls President again in a couple weeks about itgirls Dress To Impress Collab - ongoing Geoff: > circular motion specific wall mount for TV - ongoing > look into Square on PC again - not done > check with Tenancy/Guild if drilling into wall for TV mount is safe/ok - not done Kimi: > make a meet the committee poster draft - not done > make weekly schedule post to post on Sunday - done Adam: > make a draft Code of Conduct - not present Undelegated: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting - not done (Alex will do in May) ##### Motions Passed via Circular: |Circular Motion: purchase of paper towel & household wipes, $8.18| -- Moved by: Jasmine Seconded by: James Outcome: passed --- ## Individual Reports ### President (Alex) * Attended Charity Vigil Meeting * Sent long email to all Cam Hall resident clubs to let them know about Charity Vigil * Did some other vigil related things * Did some other things idk work has consumed my life (freedom soon) * Went to half of UWA Sport Presidents Breakfast with Anthony * Thinking about club jersey ### Vice-President (Anthony) * crashed out 10 times * finalized migration to proxmox * (broke) and fixed AD * done setting up pixelmon server * attended charity vigil meeting * Set up new active directory and DNS server * set up engineer application form ### Secretary (Jasmine) * Crashed out about not knowing how Minecraft servers through proxmox works and had to get Anthony to help me (Thanks Anthony) * Spoke to ALVA again to update them * formatted and posted/uploaded Adam's minutes from last week (Thanks Adam) * Sent email to Ben from UWA Sport for Anthony about advertising ### Treasurer (Geoff) * Assisted at smash collab * Contributed to "the secratary's" crashout ### Social Media Manager (Kimi) * made weekly schedule * ran valo night (10-13ppl) * worked on poster draft + insta reel ideas (incomplete bc im sick😭) ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Assisted at UWAnime Smash collab #### Elijah * Assisted at UWAnime Smash collab #### Jimmy * Hosted Valorant night with Kimi * Helped with the setup for UWAnime Smash collab #### James * Helped with Cobblemon server * Tested UWA MCC again w/ Mikey * AEL Rivals shenanigans #### Julian * not present, no report given #### Mikey * not present, no report given --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2079.24 * SPG 1 due 18th April * Geoff says he's done with the SPG and will send a copy on Committee chat for rest of committee to look at ### Outstanding Reimbursements * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies pt. 4" - Jas) * Adam for Quiz Night Printing * Adam has partially been reimbursed?? * Geoff says he will follow up to clarify this with Adam * Uncharity Vigil proceeds to us from other club/s * Not done * Alex says he will follow up this > Alex: follow up about UnCharity Vigil proceeds > Geoff: follow up with Adam about specifics of the Quiz Night Printing reimbursement --- ## Events ### Inhouses / Games Nights #### Week 8 ##### Monday 14th of April, 7pm * Game: Valorant * Coordinator(s): Kimi & Jimmy * Turnout: ~13 * Notes: * Jimmy says it ran well ##### Wednesday 16th of April, 8pm - did not run * Game: League of Legends * Coordinator(s): Anthony * Notes: * did not run #### Mid Semester Break ##### Monday 21st, 7pm * Game: Valorant * Coordinator(s): Jimmy (& maybe Kimi) ##### Wednesday 23rd, 8pm * Game: League of Legends * Coordinator(s): Anthony * Notes: * it returns ##### Thursday 24th, 6pm * Game: Minecraft Build Battle w/ ALVA * Coordinator(s): Jasmine * Notes: * More details in collab events section ##### Weekly schedule post * Kimi to make and post this > Jasmine: Check with Kimi if she can make weekly schedule post to post on Sunday, if not do it #### Future Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo Current Plan(s): Minecraft (likely on Saturdays) * no updates ##### Minecraft Champions Tentative Time: late April * James & Mikey are not here but they sent a draft announcement message in the Committee server * This announcement seems to show they haven't proposed a new date so this needs to be done > James & Mikey: propose a new date for Minecraft Champions ### Collaborations #### UWAnime x UWA Esports Smash Tournament Collab - review * Elijah said it had around 20 people turn up * Elijah said people seemed to enjoy the more casual ruleset * There was a $90 prize pool in total and Dylan from UWAnime has been reimbursed $45 as we split the cost with UWAnime #### Cobblemon w/ Curtin Games and Esports (CGES) Tentative Launch: Thursday 17th of April, 4pm * This is done and launching today, with the server going live around 4pm today * Alex asks about who's moderating the space * Anthony says it's just anyone who is on committee who is on the server, and it should be fine as it's just a chill Cobblemon server #### ALVA x UWA Esports Minecraft Build Collab Tentative Time: Thursday 24th of April, 6pm on our Discord * Jas says the Minecraft Server is up (thanks to Anthony's help!) * Jas says the plugin just need testing sometime before the event * Jas says they spoke to ALVA to update them on where the server is at * We are now just waiting for their final confirmation that the date definitely works for them and then we can put advertising out #### itgirls Dress To Impress Collab Tentative Time: 8th of May * The President of itgirls is now in contact with Jas * They proposed 8th of May which is a thursday in week 10 * Everyone seems fine with that * Jas needs to figure out how dress to impress servers work and how this games night would run smoothly > Jasmine: figure out how Dress to Impress Games Night would run #### Charity Vigil Time: 5pm 9th May - 10th May Tentative Events: Task Master (joint), The Chase (joint), Smash Tournament, TFT Tournament, CS2 Tournament (with UCC), Wii Sports Charity: Circle Green Adam arrives 9:38 * Events: * CS w/ UCC * Smash Tournament * Jasmine says to increase entry cost like $5 (similar to Nidhogg tournaments in UniSFA) * People agree, Geoff says maybe increase to $10, various others say that's likely too much * Elijah says to have things similar to pay to win somehow * People say 3 set ups works well, and we can have a little overlap with other events if needed as at the end it'll only be very few people * Wii Sports * We have enough controllers (we have 2, Geoff has 2) * We are not sure if there is enough space in the clubroom but this may be fixed by being in the Loft instead? * Alex thinks Wii Sports is better earlier in the schedule when people have energy * Likely will have only 1 set up so therefore will need more time allotted * Likely will be 4 player tennis match/tournament * Alex needs to think more about which games and how to monetise * He has that idea that you enter as teams but someone can pay to swap people to other teams and you can usually is just for swapping competing people but can have it so it's a lot more money to swap someone who's not in the tournament * Entry may be like $2 ? * TFT Tournament * Jasmine needs to figure out how to monetise * Jasmine doesn't want to take any prime spots and it doesn't need many people so can maybe have it as a chill final thing in the morning or something * Adam says they aren't sure how many people would be interested in a TFT Tournament anyway * Jas agrees * May not be worth running this depending on attendance * Tentative Schedule: * 5pm - 6pm * 6pm - 7pm * Wii Sports * 7pm - 8pm * Wii Sports * 8pm - 9pm * Counter Strike w/UCC * 9pm - 10pm * Smash Tournament * 10pm - 11pm * Smash Tournament * 11pm - 12am * Smash Tournament * 12am - 1am * Raffle & Auction (joint event) * 1am - 2am * The Chase (joint event) * 2am - 3am * 3am - 4am * 4am - 5am * 5am - 6am * 6am - 7am * 7am - 8am * 8am - 9am * People say the morning is usually pretty dead so maybe don't need to worry as much about running events #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Touch Base: when new unigames committee settles in & after Quiz Night * no updates, Alex says there will be updates soon #### Bubbletea Society Collab Tentative Time: Semester 2, August 8th Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone Social * Adam says they requested 3-4 people to help out with the event but Adam says 2-3 people is also likely fine * Adam is helping out, Geoff and Jasmine said they are down to help as well * Alex says 'have fun' * Adam said if a 4th person wants to help out that isn't here they can do that but for now the 3 should be fine #### Pixel Expo Date: 13-14th of September Tentative Plan: possible joint stall with UCC or Smash Perth * Alex emailed them and they did not reply :sob: * Alex will follow up * Anthony says we got "donowalled" /j #### UWAES x UCC Rock Band Collab * no updates ### Major Tournaments #### Australia Intervarsity Valorant Tournament Time: Every Monday at 6pm AEST (4pm AWST) * Blue is out * Gold is also out :sob: #### AEL Teams (Times): Marvel Rivals (Tues 5pm AWST), Rocket League (Wed 5pm AWST), Counter Strike 2 (Thur 5pm AWST) * James says Rivals team 2-0'd their opponent but the overall record is still 1-2 * So we need to win everything else and hope some others don't lol * Anthony says CS team is out * Elijah says Rocket League team got another win, so are 2-2 * it's pretty even at the moment in comparision, so we likely need to win everything else and hope the top teams don't (this may be a pattern lol) #### Possible inter UWA tournament * Anthony says he will need to fill out the marketing brief with UWA Sport, we just got the brief yesterday and Anthony needs to fill it in * Alex is concerned about getting enough numbers for teams * Anthony says he thinks it should be fine as we already have people interested and it will have further reach * Anthony says UWA sport is willing to help if costs are kept low * which they should be very few costs > Anthony: fill out the inter UWA tournament marketing brief #### LAN w/ Curtin Games and Esports - can be added to events * Ben (VP from CGES) said about organising a LAN mid to late June at Redbull gaming cafe/stadium * Alex asks if Anthony wants to message Ben about this * Anthony says yes > Anthony: message with Ben from CGES to confirm about possible LAN event --- ## Clubroom Items ### Machine Reports * Anthony says 'he fucked up our server and unfucked up our server so everything is fine now' * Anthony set up virtualise which gives us access to redundancy and backup * Geoff mentions a possible security risk for UCC if someone connects to unifi * Anthony can just disable the ability to connect to wifi on the 2 PCs this is revelvant on > Anthony: disable the ability to connect to wifi on teemo and scraggy ### Other Items #### Gap in Clubroom Current Idea: nothing or sound isolation foam Approved Budget: $20 * Geoff says he needs to suggest another plan as the foam is $3 shipping per foam piece which increases the price a lot > Geoff: look into sound isolation and circular motion new budget #### TVs wall mounting * Geoff says he put something in committee chat but not as a circlar motion > Geoff: look into TV wall mounting and circular motion a budget #### Square on a PC * Geoff says he has not been able to do anything regarding this as the PCs have been down #### Meet the committee poster * no updates, Kimi not present --- ## Closed Section Enter Close Section 10:08am Jimmy leaves 10:17am Exit Close section 10:26am > Jasmine: contact Sentry approvals & schedule training --- ## General Business ### Guild Affairs * Tenancy Inspections * Jasmine was here and everything was fine * Jasmine says apparently the different contract they sent was an outdated version unintentionally but we need to confirm this and sign a correct version * Geoff says he'll follow it up > Geoff: Follow up Guild about the tenancy contract * Lockers * Tenancy was meant to change the locker locks but they have not changed them yet > Alex: Follow up Guild lockers ### Sentry Manual Update: Social Responsibilities Tentative Release: Early 2025, after Quiz Night * ongoing, no updates ### Code of Conduct * ongoing, no updates ### Possible Sponsorship - LUMIN. gg * Anthony says he has an event guide that he will share on the committee discord * Alex asks if they will give us money or things otherwise probably not * Anthony says they have prizes up to $1000 for first place * Alex, Jasmine say it seems very sus and not promising * a lot of effort for minimal to no reward ### Redbull * Geoff asks about next Redbull shipment * Alex says Basil offers to do another drop tomorrow morning (yippeee) ### Next Meeting Date * Next Thursday 9am in clubroom! --- #### Meeting Closed: 10:35am ## Action Items Alex: > Attend Unigames meeting to pitch Megagame Collab idea soon after Quiz Night > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May > follow up about UnCharity Vigil proceeds > Follow up Guild lockers Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > fill out the inter UWA tournament marketing brief > message with Ben from CGES to confirm about possible LAN event > disable the ability to connect to wifi on teemo and scraggy Jasmine: > find subway cookie platter invoice > work out the details for how the build battle server will work & communicate this to ALVA > follow up with the it girls President again in a couple weeks about itgirls Dress To Impress Collab > Check with Kimi if she can make weekly schedule post to post on Sunday, if not do it > figure out how Dress to Impress Games Night would run > contact Sentry approvals & schedule training Geoff: > circular motion specific wall mount for TV > look into Square on PC again > check with Tenancy/Guild if drilling into wall for TV mount is safe/ok > follow up with Adam about specifics of the Quiz Night Printing reimbursement > look into sound isolation and circular motion new budget > look into TV wall mounting and circular motion a budget > Follow up Guild about the tenancy contract Kimi: > make a meet the committee poster draft Adam: > make a draft Code of Conduct James & Mikey: > propose a new date for Minecraft Champions