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# UWA Esports Committee Meeting Minutes 2024-11-10 -------------------------------------------------------------------------------- #### Attending: Adam, Kimi, James, Anthony, Alex, Jasmine, Jimmy, Mikey, Elijah #### Apologies: Julian #### Absent: #### Chair: Alex / Anthony #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 7:00pm #### Meeting Opened: 7:04pm #### Previous Action items: Alex: > push for a meeting with URC for Among Us IRL Collab - not done > Make a link tree - ongoing > talk to Gary about Trouble in Terrorist Town UCC server - ongoing > make channels for discussing Quiz Night on committee discord - done > pick up temporary standing lamp from Grace - not done > think about new server rules, aiming for a draft by end of year - ongoing Alex & Jimmy: > update URC on who our two reps are for Among Us IRL 2025 - ongoing Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing Anthony: > full fleet maintance & upgrades after exams - not done > check with QUT Max about possible QUT Valorant Tournament status - ongoing > edit and put out the tech group form for start of 2025 - ongoing Anthony & Geoff: > look for possible replacement hardware for the server, first in UCC and then for purchase - done Jasmine: > make door sensor a reality, after exams - ongoing > make new announcement roles for the server - done > make new games roles for the server - ongoing Jasmine and Kimi: > make current committee members post/poster - ongoing Geoff: > measure and mockup for possible new floor plans - done > Collect Guild Community Engagement Prize winnings - done > work on grants application - done > print 1 page summary and put near door - done > follow up with events about $500 prize money - done Kimi: > make new graphic for season 2 arcane - done > ask people about interest for a Valorant competitive watch party - ongoing > make belated Quiz Night post on instagram/facebook post of with some favourite photos, do after exams - ongoing > think about what under gold/plat league tournament for holidays/early next year - ongoing Adam: > check in with UWAnime about possible Collab - done James & Jimmy: > Learn how the clubroom PC system works from Anthony - not done > make a plan of what channels to prune & any to add - ongoing Mikey: > implement the discord bot for opening and closing the clubroom - done Everyone: > Review draft Door Application - done ##### Motions Passed via Circular: | Circular Motion: Approve AliExpress RGB lights: RGB lights, $3.14 | -- Moved by: Jimmy Seconded by: James Outcome: Passed, unanimously --- ## Individual Reports ### President (Alex) * Went to Arcane * Helped make Arcane graphic * Mildly assisted with grants ### Vice-President (Anthony) * Replaced dead server * Queried with QUT Max about future valorant tournament * Launched Cameron Hall MC server, making progress w it ### Secretary (Jasmine) * Went to Arcane * Helped make Arcane graphic * Helped with Sem 2 Grants * Dropped Ryzen 7 in clubroom ### Treasurer (Geoff) * Paid people online * Did sem 2 grants ### Social Media Manager (Kimi) * made weekly graphic * need help finding quiz night pictures ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * nothing to report #### Elijah * Assisted at the Smash Collab #### Jimmy * Attended Among Us party games night * Created a graphic putlining the commmunity engagement on each of our server channels to assess their relevance #### James * Hosted Party games w/ Mikey * Hosted Minecraft night (sadly alone ;( ) #### Julian * Cleaned clubroom * Brought in vaccum * Put up hooks #### Mikey * Hosted party games w/ James * Added discord bot to UWAES discord server --- ## Club Finances Report * Netsuite Account: $1810.75 * Westpac Account: $1760.78 --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 5th November, 7pm * Game: Among Us * Coordinator: Mikey & James * Turnout: ~10 * Notes: * quieter than usual, went pretty well ##### Wednesday 6th of November, 8pm * Game: League of Legends * Coordinator: Anthony * Turnout: ~20 * Notes: * went well, some east coast unis joined aswell ##### Friday 8th of November, 7pm * Game: Hypixel * Coordinator: Mikey & James * Turnout: ~7 people * Notes: * slow start, a lot of people seemed to have events on #### Upcoming ##### Tuesday 12th November, 7pm * Game: Among Us * Coordinator: Mikey ##### Wednesday 13th of November, 8pm * Game: League of Legends * Coordinator: Pikarito (Thank you) ##### Thursday 14th of November, 7pm * Game: Lethal Company * Coordinator: Julian #### Future Plans/Ideas * League of Legends, for below gold/plat elo * Tentative Time: Holidays/Early Sem 1 * no updates * Valorant, tournament * no updates * Trouble in Terrorist Town * no updates ### Other Events #### Quiz Night Sem 1 2025 * Tentative Time: Week 4 Sem 1 2025 * Editors: Jimmy, James, Julian, Jasmine, Kimi, Alex * Hopefully first editors meeting next week ### Collaborations #### UniSFA x UWAEsports Arcane Screening Collab * Time: Mondays, 6pm - 8 pm * 21st October: Season 1 Act 1 (Study Break) * 28th October: Season 1 Act 2 (Exams week 1) * 4th November: Season 1 Act 3 (Exams week 2) * 11th November: Season 2 Act 1 (Holidays week 1) (Arcane season 2 releases **9th Nov**) * 18th November: Season 2 Act 2 (Holidays week 2) * 25th November: Season 2 Act 3 (Holidays week 3) * Note: UCC x Unigames x UniSFA joint camp is this week ##### Venue Issues * We are changing venue to Ezone 2.10 * This is for accessibility reasons * Unsure of the video/audio quality but we can relook at it if it doesn't go well #### Smash Perth Collab Tournament * Date: 9th of November * Time: 9am - 5pm * Location: Ezone Social * Turnout: ~30 * Notes: * went well, they are keen to do it again * thinking of doing another one * Tentative Time: December #### Cameron Hall Minecraft Server - SMP * Lauched on Saturday * It's going well * Market and Economy system will be coming hopefully soon #### UnCharity Vigil * This is a fundrasing weekend for Cam Hall, people are in Cam Hall and running different activities to raise money for the clubs * Our Current Ideas: * LANs * Capture the Flag on the Oval * Tournaments * Something similar to the Amazing Race * Time would be late Jan/early Feb * We need 2 Reps: * James nominates themselves * Adam nominates themselves * James and Adam will be reps > Adam & James: Inform other UnCharity Vigil subcommittee that you are our reps #### Among Us IRL 2025 - Collab with URC * Tentative Time: Semester 1 2025 * Meeting is needed soon, Alex will push for this #### UWAnime x UWA Esports Collab * Tentative Time: Semester 1 Week 7 2025 * It will be a Smash Tournament * Will not have a Semester 2 Smash Tournament as attendance is usually too low * Previously we've had it on a Thursday > Adam: ask UWAnime for exact tentative date --- ## Clubroom Items ### Machine Reports * Anthony has installed a new server, * everything should still be the same and is working well * Jasmine has left Ryzen 7 in clubroom and needs to be put into Scraggy * Someone needs to put this into Scraggy * We will need thermal paste * We will find one and approve via circular motion * We will keep old Ryzen 3 to sell * THe current CPU cooler can be recycled > Mikey: Install Ryzen 7 into Scraggy ### Other Items #### Cubby Storage * Purchased, is currently with Jasmine * Tentative date for adding to clubroom: 11th of November * Jasmine and Julian are available > Jasmine & Julian: Assemble cubby shelf for clubroom #### Ceiling lights * no updates > Jasmine: Follow up maintance about ceiling lights #### Door sensor * Need to purchase items for door sensor * The total is $49.90 * [reed switch](https://www.altronics.com.au/p/s5153-spdt-surface-mount-security-magnetic-reed-switch/), $17.95 * [Raspberry Pi](https://www.altronics.com.au/p/z6424-raspberry-pi-pico-w-with-wifi/), $19.95 * [wall plug](https://www.kmart.com.au/product/usb-wall-charger-white-42913375/?sku=42913375&region_id=800001&utm_source=google&utm_medium=cpc&utm_campaign=PMax:+AUS_GO_SHP_NA_NA_Shopping+-+Product+-+NA+-+AUS+-+Eng+-+All+-+All+Products&ds_eid=700000001591229&ds_e=GOOGLE&&gad_source=1&gclid=Cj0KCQiA0MG5BhD1ARIsAEcZtwTNrFezrKnryW8fR-cjMznfJAztzEKsoYbCcZi2wlMY0l-QN7k_wNAaAmZKEALw_wcB&gclsrc=aw.ds), $9 * [Micro USB cable](https://www.umart.com.au/product/generic-usb-type-a-to-micro-usb-male-to-male-cable-1m-cb-u2-micro-2a-60264), $3 | Motion: Purchase of door sensor items, $49.90 | -- Moved: Jasmine Seconded: Anthony Outcome: Passed, Unanimous > Jasmine: Purchase door sensor items > Jasmine: Install door sensor --- ## Closed Section * no updates --- ## General Business ### Guild Affairs * Sem 2 grants were submitted (Thanks Geoff) ### Purchase of Clubroom items without approval of entire Committee * The current issue is that we don't have the items we need in the clubroom * Geoff would like to dedicate a petty cash fund and committee members and door members can use as needed for approved items like bin bags, paper towels, batterys etc. without approval, * it would be $15 per month, and would not be rolling * Alex thinks bulk approved purchases when required will be better * Bulk purchasing will be more efficient with out money as buying in small amounts from an IGA or similar is more expensive * Exec members can currently purchase items under a certain amount so this already allows for fast purchases of necessary items outside of approval of entire committee * This would allow Door members to purchase things that we the committee may not agree is a neccessary purchase at the time, * we do not want the risk of not having individuals reimbursed because the committee doesn't agree * Consensus is we can bulk purchase and we need to plan ahead with these ### Busy Bee (Clubroom Cleanup) * There are often a lot of club items and non-club items around * This gets door members and committee to all come in and tidy the clubroom as well as the Cam Hall communual spaces * Do we want our own Busy Bee or join in on the next Cameron Hall Busy Bee * Joining Cameron Hall Busy Bee will likely be best because we can help to clean and tidy the communual areas that we all share * Consensus is join in on next Cameron Hall Busy Bee Alex and Geoff leave 7:54pm Anthony begins chairing 7:54pm ### Advertising & Social Media #### Quiz Night Post * Kimi now has access to the images * Will post this week > Kimi: make belated Quiz Night post on instagram/facebook post of with some favourite photos, post this week ### Door Manual Update: Social Responsibilities * Tentative Release: Early 2025 * no updates ### Door Application Form update * Everyone says it looks good, * it is ready for release for next year's Door group ### IRL Sem 1 Planning Session * This will likely be a sit down brainstorm session * Maybe do a when2meet for January/February * Best to lock this in soon so that we can ensure everyone can make it > Jasmine: Confirm timing with Alex about Sem 1 Planning Session timing ### Unify App * Naveen has reached out to us about putting our events onto Unify * Previous committee wanted to meet with Naveen to ask about statistics to see if it's worth advertising on * We are unsure if the app has an active user base or not * We know that Unigames is currently using Unify and it apparently has not brought many/any people to their events * There currently are not many clubs on the app which is likely why there isn't much use of the app * There is not a lot of advertising for the app so many current students may not know it exists currently * Consensus is we think it's a good idea but we're unsure if it is worth the extra effort and time to add our events onto another platform > Adam: Talk to Naveen for more details on Unify app ### Discord Server #### Channels update * Tentative Date: March 2025 * Discuss next meeting #### Announcement Roles Update * Tentative Release: March 2025 * Jasmine did this added the 4 roles, and updated the Channels & Roles so that people can add them to themselves #### Games Roles Update * Tentative Release: March 2025 * Jasmine did this, added Among Us & Lethal Company roles and updated Channels & Roles * For events still @ party games for now but also @ the respective game until more people have assigned themselves with the new roles * We should continue to update roles to keep them up to date with events we are running #### Updating Server Rules * Tentative Release: March 2025 * no updates #### UWAES Discord Bot * Mikey implemented the discord bot and it's working as planned * Possibly move the bot to UWA Esports Github & make Mikey Co author #### Addition of ['FreeStuff' Bot](https://freestuffbot.xyz/) * Curtin Esports & Games has the exact same bot * A new channel which could clutter but you can unsubscribe from channels on discord now so should be ok * Pulls from GOG and Epic Games and Steam * No one seems to have any problems with this * Consensus is we can do this > Anthony: Add Channel for FreeStuff Bot x#### Meet the Committee Post/Poster * Kimi has sent a message to each Committee member with questions * many people have not responded :sob: ##### Post Timing * Will we have more engagement on post if we post just after or just before O-Day * Unsure if we will get more engagement if we post on before compared to after O-Day * We may want people to see the post when they first open our social media on O-Day * Or we may want people to see the post on their for you page afterwards once they have followed us * Consensus is to post on morning of O-Day so that it can still come up on for you page as well as people seeing it if they open our insta on O-Day > Everyone: Respond to Kimi about the Meet Committee Post ASAP --- #### Meeting Closed: 8:09pm ## Action Items Alex: > Push for a meeting with URC for Among Us IRL Collab > Make a link tree > Talk to Gary about Trouble in Terrorist Town UCC server > Pick up temporary standing lamp from Grace > Think about new server rules, aiming for a draft by end of year Alex & Jimmy: > Update URC on who our two reps are for Among Us IRL 2025 Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > Full fleet maintance & upgrades after exams > Check with QUT Max about possible QUT Valorant Tournament status > Edit and put out the tech group form for start of 2025 > Add Channel for FreeStuff Bot Jasmine: > Purchase door sensor items > Install door sensor > Make new games roles for the server > Follow up maintance about ceiling lights > Confirm timing with Alex about Sem 1 Planning Session timing Jasmine & Kimi: > Make current committee members post/poster Jasmine & Julian: > Assemble cubby shelf for clubroom Kimi: > Make & Post 'What's On' Graphic > Ask people about interest for a Valorant competitive watch party > Make belated Quiz Night post on instagram/facebook post of with some favourite photos, post this week > Think about what under gold/plat league tournament for holidays/early next year Adam: > Ask UWAnime for exact tentative date > Talk to Naveen for more details on Unify app Adam & James: > Inform other UnCharity Vigil subcommittee that you are our reps James & Jimmy: > Learn how the clubroom PC system works from Anthony > make a plan of what channels to prune & any to add Mikey: > Install Ryzen 7 into Scraggy Everyone: > Respond to Kimi about the Meet Committee Post ASAP ![Teemo](https://hackmd.io/_uploads/BySPhn2RA.jpg)