# UWA Esports Committee Meeting Minutes 2025-05-01 -------------------------------------------------------------------------------- #### Attending: Jasmine, Anthony, Adam, Elijah, James, Kimi, Jimmy, Mikey (partial), Alex, Julian, Geoff (partial) #### Apologies: #### Absent: #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:05am #### Previous Action items: Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May > follow up about UnCharity Vigil proceeds Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > fill out the inter UWA tournament marketing brief > disable the ability to connect to wifi on teemo and scraggy > look into Committee/Sentry perms for downloading things on PCs Jasmine: > find subway cookie platter invoice > ask ALVA for a new date for collab > follow up with the it girls President again in a couple weeks about itgirls Dress To Impress Collab > figure out how Dress to Impress Games Night would run > check with Kimi if they can make and post weekly schedule, if not make and post weekly schedule Geoff: > circular motion specific wall mount for TV > look into Square on PC again > follow up with Adam about specifics of the Quiz Night Printing reimbursement Kimi: > make a meet the committee poster draft James & Mikey: > propose a new date for Minecraft Champions ##### Motions Passed via Circular: --- ## Individual Reports ### President (Alex) * No report given ### Vice-President (Anthony) * Emailed pixel one last time to check up on them ### Secretary (Jasmine) * Sentry trained Clyde * Ran Overwatch Stadium games night * Updated the clubroom weekly events sign thing * Moved the Redbull delivery from our clubroom to the locker * Spoke to itgirls rep * Spoke to ALVA rep ### Treasurer (Geoff) * no report given ### Social Media Manager (Kimi) * Did nthg gang bc i was sick and busy :( * Icl ts pmo fr ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Sent in that receipt for Quiz Night printing (finally) * Bought a raffle prize for Charity Vigil #### Elijah * Spoke with Perth Smash about dates for Late Registration #### Jimmy * Hosted Valorant inhouses. #### James * Hosted Among Us night with Mikey * Worked on Cobblemon Server with Ben (Curtin) * Worked on MCC planning w/ Mikey #### Julian * no report given #### Mikey * Hosted Among Us with James * Worked on the backend for the MCC server * Worked on more MCC planning with James --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2056.36 * SPG * Jasmine says they think the result has been sent out but unsure, ### Outstanding Reimbursements * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies pt. 5" - Jas) * Adam for Quiz Night Printing * * Uncharity Vigil proceeds to us from other club/s * * Jasmine for brunch subway cookie platter * Jas needs to find invoice (“woopsies pt. 6” - Jas) * Adam for Quiz Night Printing * Adam sent invoice now, not paid yet * Uncharity Vigil proceeds to us from other club/s * Anthony says he can ask Gary about this later in the day to follow up --- ## Events ### Inhouses / Games Nights #### Week 9 ##### Monday 28th April, 7pm * Game: Valorant * Coordinator(s): Jimmy & Kimi * Turnout: ~14 * Notes: * It went quite well, and it ran for around 3 hours * Anthony says it’s notable that it seems to be doing being better consistently this semester than last semester ##### Tuesday 29th April, 6pm * Game: Among Us Modded * Coordinator(s): James & Mikey * Turnout: ~13 * Notes: * Ran for ~2-2.5hrs * Ran well apart from some impromptu updating shenanigans, was sorted out within the first hour~ and ran smoothly from there. ##### Wednesday 30th April, 6pm * Game: Overwatch Stadium * Coordinator(s): Jasmine * Turnout: 3-5 * Notes: * Ran for ~3hrs #### Week 10 ##### Monday 5th May, 8pm * Game: Valorant * Coordinator(s): Jimmy & Kimi * Notes: * Jimmy and Kimi have a test that is 5pm-7pm so will need to be moved to 8pm this week ##### Tuesday 6th May * Game: Among Us Modded - not running * Notes: * James says he can’t run Among Us for the next two weeks so James says * Jasmine says they can’t do next week but can usually do it * James says it’s not happening for now but will send a message if it ends up happening ##### Wednesday 7th May * Game: League of Legends - not running * Notes: * Anthony says it doesn’t want to run it because Brawl is coming out and wants to wait for when it does come out, it’ll come out on May 14th * Adam says that works out cause league some league * Anthony says to skip then do it the day brawl comes out * Jasmine says then they can do Overwatch Stadium or TFT perhaps next Wednesday Geoff arrives 9:16am ##### Thursday 8th May * Game: Dress to Impress w/ itgirls * Coordinator(s): Jasmine & itgirls * Notes: * See more details in collab section ##### Weekly schedule post > Kimi: make and post weekly schedule #### 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: Mid May * James says him and Mikey sorted a date 2 days from now but forgot to post it so they thought it was too short notice so now going to do it 17th of May and will post the announcement later today * Mikey says to maybe post it after the Cobblemon finishes, James says it should fine to post it regardless * James asks what roles to @, Jasmine says just @minecraft again ### Collaborations #### Cobblemon w/ Curtin Games and Esports (CGES) * The server is still pretty alive but starting to die down with Ben and James both stepping back from more active development * Anthony asks the average amount and James says it is usually around 5 people #### ALVA x UWA Esports Minecraft Build Collab * Jasmine has been in contact with them again but there seems to have been some confusion about the event, unsure as to why but will be getting new date soon hopefully #### itgirls Dress To Impress Collab Time: 8th of May * Jasmine has spoken to the President and the 8th of May still works * Jasmine says the only question is about a Public lobby vs a Private lobby * Jasmine thinks running the event on a quiet public lobby should be fine but will ask a few friends that may have a private server if we can use theirs * Anthony says we could likely get the club to pay for it if it’s a small amount, Jasmine says not to bother for this as they don’t think it would be worthwhile unless it was recurring as the server subscription although cheap is for a month #### Charity Vigil Time: 5pm 9th May - 10am 10th May Charity: Circle Green * Alex says the main thing we need to do is get raffle prizes * Adam says they do have a second plushie * Jasmine says they can get things later today * Alex asks what Jas would get, Jas says they don’t know * People say mouse pads at JBHIFI are good * We currently have 1 plushie (was $20 so we have $40 left) * Geoff says we need to select a Chaser for The Chase * It can’t be Alex as is helping to run it * Geoff nominates themself to be chaser, so if no one else is interested that’s fine * Geoff says we need to approve the budget for the night * Which is $63 total (includes prizes) | Motion: Approve Charity Vigil Budget | --- Moved by: Geoff Seconded by: Anthony Outcome: passes, unanimously * Tentative Schedule: * 5pm - 6pm * 6pm - 7pm * Wii Sports - Geoff * 7pm - 8pm * Wii Sports - Geoff * 8pm - 9pm * Counter Strike w/UCC - Alex * 9pm - 10pm * Smash Tournament - Elijah & Geoff * 10pm - 11pm * Smash Tournament - Elijah & Geoff * 11pm - 12am * Smash Tournament - Elijah & Geoff * 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 #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: battle star galatica rip off or alien UN * Alex says there is now a Discord group chat for this and they are working on it with the 2 Jacks, the suggestion is to have 1 additional esports rep to help organise * Will likely be Jas as no one else seems interested #### LAN w/ Curtin Games and Esports Tentative Details: mid-late June at Redbull gaming cafe/stadium * Anthony asks if Alex has spoken to Ben about it * Neither Anthony nor Alex did * Anthony says he will send him a message * Anthony asks if anyone wants to help organise this * No one says anything * Anthony says the primary focus of the LAN will likely be Valorant but unsure > Anthony: send Ben a message about LAN w/ CGES #### Bubbletea Society Collab Tentative Time: Semester 2, Sem 2 Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone Social * Kimi says they are interested in being the 4th esports rep for this event organising * No other updates #### Pixel Expo Date: 13-14th of September Tentative Plan: possible joint stall with UCC or Smash Perth * Anthony says they think this won’t happen * Alex says they might email to ask if they want help with the computer area * Anthony asks if there is a phone number, as it might be more effective at getting a response, Alex says no as he can just DM Tim > Alex: DM Tim about helping with the computer area at Pixel Expo #### UWAES x UCC Rock Band Collab Tentative Plan: use Loft & UCC * No updates #### Late Registration - 17th of May * Elijah was messaged by Smash Perth for the next to be on the 17th of May * Elijah says they can do the EMP just needs someone to book the venue * Elijah says he will try to get advertising out soon > Elijah: submit EMP for Late Registration on 17th of May > Jasmine: book venue room 109-110 for Late registration on 17th of May ### Major Tournaments #### Australia Intervarsity Valorant Tournament Time: Every Monday at 6pm AEST (4pm AWST) * Anthony ‘We are out xd’ #### AEL Teams (Times): Marvel Rivals (Tues 5pm AWST), Rocket League (Wed 5pm AWST), Counter Strike 2 (Thur 5pm AWST) * Marvel Rivals * we are 2-2 * Rocket League * we are 3-2 * Currently sitting 3rd but are 2 games away from second so need to beat them and then someone else beat them, so doable * Counter Strike 2 * we are still out #### Possible inter UWA tournament * Anthony says they are yet to make the event plan, so no progress right now --- ## Clubroom Items ### Machine Reports * Anthony says ‘everything is fucked xd, I love my job’ * Geoff asks about not having perms, Anthony says they don’t know why * Geoff says they are going off local permission instead of remote, Anthony says prob cause ping requests aren’t getting to VM but will look into it * Geoff says he and Ed were looking into it and apparently some of the DMS names are ‘a bit fucked’ in that some of them don’t have DMS names * Door sensor is also fucked * It is out of sync, not sure why, just need to restart it maybe * UCC is down so everything definitely isn’t working currently, maybe cause of power went down and things aren’t back up yet but Anthony and Lorenzo will look into it soon after this meeting * Alex asks if it’s worth asking some UCC Old Guard (similar meaning to graduates) to look at the server next Monday at UCC Project Night * Anthony says probably not as they will have to learn the entire server topology * Alex says fair enough but maybe would be good to have external people look at it * Anthony says if he needs he’ll speak to Jarcus and Gary (from UCC) ### Other Items #### Gap in Clubroom Current Idea: sound isolation foam * Is ordered, currently will be here in late may #### TVs wall mounting * Geoff has sent Tenancy an email, and head of tenancy said they forwarded it to Kevin from Guild and he hasn’t gotten back to Geoff #### Square on a PC * Geoff still doesn’t have permissions to do this, Anthony says Ed can make Geoff a VM proxmox for it to be up 24/7 and Geoff says they need perms to install things anyway * Anthony says Geoff can send him a message if needed Mikey leaves at 9:53am * Upgrading server infrastructure, to buy cpu for server * Anthony says will find on ebay and put a circular motion through * Also upgrade scraggy cpu cooler * Anthony says running very hot and is using a stock cooler which it is not sufficient so we can spend $40-50 for a new cpu cooler * Anthony will again find something and circular motion it #### Meet the committee poster * no updates --- ## Closed Section Moved into closed section 9:58am Moved out closed section 10:00am --- ## General Business ### Guild Affairs * SOCPAC * Anthony went * Apparently they want all clubs to have a generalised complaint form, this is more complaints for SOC rather than complaint to us, not sure if it’s for club members or club administrators * We are now obligated to disclose any external funding and external bank accounts * Tenancy Contract * Anthony says it’s still radio silence so we are just waiting to here for them about more specifics but the old one should cover us for now ### Sentry Manual Update: Social Responsibilities Tentative Release: Early 2025, after Quiz Night * No updates ### Code of Conduct * It’s on the drive, no one has read it (other than Adam who wrote it lol) ### Redbull * We did receive the delivery * Anthony says we may need to talk to them again about the LAN event if they want to sponsor or not, Anthony and Alex can talk to Basil about this ### Ordinary General Meeting * Adam brings up needing an OGM this sem * Alex says we just need to check if we’ll give enough notice * Geoff asks why we have to have it * Alex, Adam and Jasmine say for transparency * Geoff says fair enough * It actually isn’t required in our constitution currently that we need it but we should have it anyway and we should also add that into our constitution as a requirement * Alex says we should aim to have it week 12 and at least change the IPP part of constitution * We need 2 weeks notice and any motions need to be in notice ### Next Meeting Date * 9am next Thursday --- #### Meeting Closed: 10:12am ## Action Items Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May > follow up about UnCharity Vigil proceeds > DM Tim about helping with the computer area at Pixel Expo Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > fill out the inter UWA tournament marketing brief > disable the ability to connect to wifi on teemo and scraggy > look into Committee/Sentry perms for downloading things on PCs > send Ben a message about LAN w/ CGES Jasmine: > find subway cookie platter invoice > ask ALVA for a new date for collab > figure out how Dress to Impress Games Night would run > book venue room 109-110 for Late registration on 17th of May Geoff: > look into Square on PC again Kimi: > make and post weekly schedule > make a meet the committee poster draft Elijah: > submit EMP for Late Registration on 17th of May