UWA Esports Committee Meeting Minutes 2025-03-13

Attending: Jasmine, Elijah, Adam, James (online, no apologies, the best bon jovi song), Kimi (online, no apologies), Mikey (online, no apologies), Jimmy (online, no apologies), Anthony, Geoff, Julian (late, online, no apologies)

Apologies:

Absent:

Chair: Alex

Minute Taker: Jasmine

Location: UWA Esports Clubroom

Meeting Scheduled: 9:00am

Meeting Opened: 9:10am

Previous Action items:

Alex:

Attend Unigames meeting on Thursday to pitch Megagame Collab idea - ongoing
put Quiz Night posters (reusing flyer design) around Campus and Cam Hall - ongoing
look into possible usb c to donate to club - ongoing

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 - ongoing
figure out our demographic, social events, talent pool and competitive calendar to give to Unisports - ongoing
make discord announcement for valorant try outs / games night - done
change discord event time for League of Legends - done
make clear signs to tell people not to shutdown PCs & why - ongoing
look into cost for Minthara storage upgrade - done

Jasmine:

message people who have Sentry the Sentry role - done
follow up with ALVA & organise a time to meet for more details about prospective Collab - ongoing
contact Avesta to confirm date for Dress To Impress Collab - ongoing
make a small announcement for TFT - done
add Esports signups/teams discord to quick links - done

Geoff:

make a budget for the Gap in Clubroom around start of semester - ongoing
set up one of the PCs to have square reader - ongoing

Kimi:

make week 3 what’s happening graphic for insta story & discord announcement - done
post Quiz Night on instagram - done (by Alex)
make & post Late Registration graphic for insta post - done

Adam:

confirm specific timing & prizes for UWAnime Smash collab - done

Elijah:

make late registration discord event - done

James:

organise advertising for guild screens for Quiz Night - ongoing
make discord event & announcement for Among us - done

James & Julian:

Shout out AEL at Marvel Rivals Games Night - not done

Jimmy:

confirm with Kimi about running Valorant on Monday & if she can be in the clubroom - not done (but happened anyway)
Learn how the clubroom PC system works from Anthony - done

Mikey:

Work on door sensor integration into discord bot - ongoing
Meet with Gary to discuss door sensor Discord bot - not done

Motions Passed via Circular:

Circular Motion: Approve 10 new Quiz Night posters and 10 competitive team recruitment posters for $21.23
Moved by: Adam
Seconded by: Anthony
Outcome: Passed

Geoff arrives 9:11am

Individual Reports

President (Alex)

Realised the quiz night booking didnt go through, fixed by delaying one week
Made Quiz night posts with new date on the gram and on Discord
Working on an email out to all club members for quiz night
Organised and attended editors meeting

Vice-President (Anthony)

Looked into storage upgrade for Minthara
(tried) getting Westpac access
Did tryout for Valorant and League inhouse
Deployed cobblemon server

Secretary (Jasmine)

Messaged ALVA again
Messaged Sentry applications people
‘ran TFT’ (no one showed up lol)
went to editors meeting
added competitive teams discord link to quick links
started working on committee poster

Treasurer (Geoff)

emptied out lockbox
deposited cash into Westpac account
(tried to) give Anthony Westpac access
went to Bunnings (no budget made)
exec meeting

made weekly schedule and posted
made late registration graphic and posted
hosted inhouses w anthony (why didnt u come jimmy)
attended editor’s meeting
did not play marvel rivals (I’ll beaat u next week Adam)

OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)

Adam

Talkes to UWAnime about Smash event
Printed new posters for Quiz Night and Competitive Teams
Attended Quiz Night meeting
Reached S3 in Marvel Rivals (get rekt Kimi)

Elijah

Assisted at Late Registration

Jimmy

Finally learned how the clubroom PC system works from Anthony
Wrote quiz night questions
Attended the editor meeting

James

Wrote Quiz Night questions
Attended Quiz Night meeting
Hosted Rivals Night w/ Julian

Julian

no report given

Mikey

Hosted Among Us Night
Made Among Us Modding Guide (YT)

Club Finances Report

Netsuite Account: $3874.71
Westpac Account: $2072.67
cash to the tune of $1040 has been deposited into westpac
O-day grants and golden tickets have not gone through in the guild systems yet

Outstanding Reimbursements

Jasmine for fresher welcome printing
Jasmine for brunch subway cookie platter
- Jas needs to find invoice (woopsies)
Alex for clubroom mouse
Alex for fresher welcome drinks

Jasmine: find subway cookie platter invoice
Alex: find clubroom mouse amazon invoice

Events

Inhouses / Games Nights

Thursday, 6th of March, 4pm - in clubroom

Game: Team Fight Tactics (TFT)
- Coordinator(s): Jasmine
- Turnout: 2
- Notes:
  - Was just me and Yvonne so didn’t bother running

Thursday, 6th of March, 7pm

Game: Marvel Rivals
- Coordinator(s): James & Julian
- Turnout: 6
- Notes:
  - Will run again, hoping for higher turnout
  - Not sure why it was lower turnout than usual

Monday, 3rd March, 7pm

Game: Valorant
- Coordinator(s): Kimi (games night) & Anthony (try outs)
- Turnout: ~30, max of 42
- Notes:
  - Jimmy was last minute unable to come
  - Kimi says they really needed more committee members there
  - The casual part went fine but the tryouts needed more help as people were moving between the two without letting people know which made things difficult to manage
  - Jasmine & Adam say in future we should do these at different times to avoid this issue entirely

Tuesday, 11th of March, 6pm

Game: Among Us
- Coordinator(s): Mikey
- Turnout: ~10
- Notes:
  - Went fairly smooth
  - Could’ve used a higher turnout, but we hope attendance will build
  - Some new faces which is good

Wednesday, 5th of March, 8pm

Game: League of Legends
- Coordinator(s): Anthony
- Notes:
  - really quiet, people might just be locking in for university, only got one game in
    - Alex asks if we should make it fortnightly,
    - Anthony says to try again next week and see what happens

Julian Arrives 9:23am

Upcoming

Thursday, 13th of March, 7pm

Game: Marvel Rivals
- Coordinator(s): James & Julian
- Notes:
  - Jasmine says to remember to shoutout AEL

Sunday, 16th March, 6pm

Game: R6: Siege
- Coordinator(s): Jimmy
- Notes

Monday, 17th March, 7pm

Game: Valorant
- Coordinator(s): Kimi & Jimmy (& maybe Adam & Geoff on standby to join call if needed)
- Notes:
  *

Tuesday, 18th of March, 6pm

Game: Among Us
- Coordinator(s): James & Mikey
- Notes:
  *

Wednesday, 19th of March, 8pm

Game: League of Legends
- Coordinator(s): Anthony
- Notes:
  - will run again to gauge interest, see if we should make it fortnightly instead

Weekly schedule post

Kimi to make and post this

Kimi: weekly schedule post

Future Plans/Ideas

Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo

Current Plan(s): Minecraft (likely on Saturdays)

Jimmy says they want to do a seige night as there has been some attention for it
- Alex says if you can find a gap in our schedule then run it, we currently have friday-sunday free
- Jimmy says he can do sunday 6pm

Major Tournaments

Murdoch Tournament

Notes: Waiting for pricing guide & event schedule timeline
Entry fee: $200

Anthony says apparently this has fallen through due to issues with funding and they will apparently contact us again in second semester

Australia Intervarsity Valorant Tournament

Tentative Time: Late March, Every Monday at 6pm AEST (4pm AWST),
Deadlines: our sign ups close (9th of March), trial session (10th of March), their sign ups close (17th of March)

try outs ran, the teams are looking very optimistic and will do a final scrim round tonight

AEL

Signups Deadline: 12th March (our deadline) 23rd March (AEL deadline)
Tentative Teams: Marvel Rivals, Rocket League, possibly CS2

Announcement went out
Rocket League has enough people for a full team
Marvel Rivals has ~5 applications
CS2 has around ~6 applications
Anthony says Murdoch has asked us to scrim with them (all AEL teams and a League of Legends team as well)
- Alex says to see if the teams are keen, if they are then it’s a good idea but it might be difficult to organise
  - people agree

Other Events

Quiz Night Sem 1 2025

Tentative Time: 6pm onwards, Thursday 27th March 2025

was postponed due to the booking not going through
- Alex says it’s their bad for not checking it was confirmed but they had some tech issues on their part that meant we didn’t get informed earlier
questions are mostly ready
Alex says questions are close to being finalised
Alex says we need to order prizes pronto, probably do this today
Alex is going to use revo to email our members today
Geoff suggests upping the prize budget to $300 so things can be more impressive on the prize table
- Alex says it might not be needed as we already have ~$100 of prizes in the locker
- Julian says they donated a bunch of prizes
  - so we can go through these items after the meeting and see if this helps
Geoff mentions the Dress code for committee
- Adam says the MC can wear a suit but others that are behind the scenes don’t need to
- Geoff says they aren’t MCing but they want to wear one anyway
  - Everyone says this is fine and some others may join in

Alex: order prizes for Quiz Night ASAP
Geoff: look through donated prizes and see if he still wants to increase Quiz Night prize budget

Collaborations

CELT

Date: our contact returns from leave on the 16/03

guy is on leave until march 16th or something so he will get back to us after that hopefully

UWAnime x UWA Esports Smash Tournament Collab

Tentative Time: Semester 1 Week 7 on Thursday
Tentative Plan: relaxed Smash tournament, players choose a rule set (we have competitive with Perth Smash)

It is now locked in for Friday week 7, 11th of April at 2:30pm - whenever it finishs
Alex asks about venue
- Adam & Elijah says they are just doing Ezone Social
UWAnime are doing the booking and EMP
We will make graphic (Kimi will make the graphic)
Adam says 1st place $45, 2nd place $30, 3rd place $15
- split between the clubs is $45 in total
- it is free entry if you’re a member of either club
- Alex asks about the prize pool and it being aimed at casual players at the same time
  - Adam says we will have a pick and ban phase of rule sets, some of the rule sets will favour casual players

Kimi: make UWAnime x UWAES Smash Collab Graphic

Unigames x UWA Esports Megagame Collab

Tentative Time: Semester 1 holidays
Touch Base: when new unigames committee settles in

Alex says “I’m working on it”

ALVA x UWA Esports Minecraft Server/Event Collab

Jas has been talking to try organise a time, will follow up again today

itgirls Dress To Impress Collab

Jas needs to poke Avesta again

Cobblemon w/Curtin Games and Esports

Alex & Anthony had a meeting with them last sunday to discuss
We are just going to have a joint server
Alex asks whos interested in helping
- Adam asks what is needed, Anthony says Server administration and general server running
  - Adam, Mikey & James say they are interested in helping out so they will join the planning server

Pixel Expo

Date: 13-14th of September
Tentative Plan: possible joint stall with UCC, Smash Perth

Alex says we got an email with a community welcome pack with how much a stall costs
- it is $150 + GST for a stall (table, chairs, tickets)
Alex says if we are keen then do we want to invite UCC
- Anthony says about Smash Perth or even maybe Redbull
- Alex says we don’t want too many cooks in the kitchen, and Redbull is a good suggestion but they probably have their own stall
- Smash Perth is for none students so they are probably better for us to join with
- We are also unsure how much UCC would actually get from joining us at this event
We need a stall plan before we do the booking
We can take memberships but mostly just advertise our events and tournaments

Alex: message Jafar about Pixel Expo joint stall

Late Registration at Curtin

Graduation Tournament at Curtin, it will have all the higher players banned so will be more welcoming for lower level players
Also have suggested having a UWAES v CGES for fun
We can help advertise this when we have more information

Bubbletea Society

Have reached out to Adam about doing a collab sometime in Semester 2, August that is retro gaming themed
They usual run an activity and just also have bubble tea there
It would likely be in Ezone Social
They will do decoration but want us to supply games and gamers if we can
- Supplying games is tricky
- James says they have consoles we can provide on the day
- Anthony says we can bring laptops/PCs for emulators
- Geoff we have atari
Anthony asks how retro are we talking
- technically anything older than 15 years is retro but it’s probably more about the vibes

Club Carnival

Time: 1/04 at midday

is on Tuesday, April 1st is when it’s hosted
- Geoff says they can do the majority of the work
application closes on sunday
it’s usually pretty easy and relaxed

Geoff: registrate us for Club Carnival

Clubroom Items

Machine Reports

Anthony removed the shutdown button and restart button to try avoid people shutting down the PCs
- Alex asks about people having tech issues and needing to restart so asks to bring that back at least or just make signs like we said last meeting
  - Anthony says some people won’t read signs but there is consensus from others to have them anyway
- Consensus is Anthony will make poster/sticker for this

Anthony: make signs telling people to not shutdown PCs

Minthara struggles running riot but Anthony says it is most likely issues with vanguard
- Alex says this is a notable problem as we have a large player base for those games
- Alex says to chat outside the meeting to try fix this
Anthony looked into the storage but the motherboard for Piltover (server) doesn’t have an M.2 slot so we need an adaptor that costs around $17
- Anthony proposes Crucial 2 TB NVME SSD + Adaptor combo from Umart which costs $183
  - Alex says we should fix the current issues before upgrading Minthara
  - Alex and Julian have motherboards they could donate if needed
- We will discuss this outside the meeting and come back as this is taking a while & we can research more

Mikey leaves 10:06am

Anthony: delegate and/or investigate issues with Minthara and riot games
Anthony, Alex & Geoff: discuss upgrading storage for Piltover/Minthara further outside of meeting

Other Items

Gap in Clubroom

Current Idea: nothing or sound isolation foam

Geoff says it is now a lot more expensive than before so is now consider using cardboard
- Alex says cardboard may be worse than just leaving it
The main issue may be sound isolation so Geoff suggests that we could just get sound isolation foam to fill it, everyone says they sounds good

Door Sensor Discord Bot

Deadline: Start of Sem 1 (not accomplished)

Mikey plans to work on it on this week

TVs

Geoff will looking into the specifics for wall mounts for TVs
- The current TV mount is a vasomount
We should do something about the scuffed TV, either ewaste or put this is the loft or something

Geoff: look into wall mount for TV

TV Console

Will move Xboxs to the TV console as the second bench is nearly entirely empty currently

Square on a PC

Geoff couldn’t find the square, will work on this later

USB c

If we are wanting a like 2m one we should probably just buy

Alex & James: motion and then buy USB c cable

Closed Section

Jack Bariss, Ash Sanctis, and Edward Leicester are approved as Sentry

General Business

Guild Affairs

Tenancy meeting on the 25th of March between 12-1pm

Tentative Release: Early 2025

Alex worked on this a little bit but more work needs to be done, hopefully a draft by next meeting

Code of Conduct

We should action item someone to write this
- Adam says he can

Adam: make a draft Code of Conduct

Meet the committee poster

Julian says the meet the committee post into a poster or something to put in the clubroom
Jasmine says they started working on a poster but it was plain so Julian can do this

Julian: make a meet the committee poster for clubroom

Next Meeting Date

next Thursday 9am

Meeting Closed: 10:29am

Action Items