# UWA Esports Committee Meeting Minutes 2025-03-20 -------------------------------------------------------------------------------- #### Attending: Jasmine, Elijah, Alex, Geoff, Adam, James (online), Kimi (online), Jimmy (online), Julian (late), Anthony (late) #### Apologies: Mikey #### Absent: #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:13am #### 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 (Cam Hall done) > look into possible usb c to donate to club - done (we're ordering now) > find clubroom mouse amazon invoice - not done > order prizes for Quiz Night ASAP - done > message Jafar about Pixel Expo joint stall - not done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing Alex, Anthony & Geoff: > discuss upgrading storage for Piltover/Minthara further outside of meeting - done Alex & James: > motion and then buy USB c cable - ongoing (motioned but not bought) Anthony: > Publish documentation on how to manage fleet and add computers to the domain - not present > figure out our demographic, social events, talent pool and competitive calendar to give to Unisports - - not present > make clear signs to tell people not to shutdown PCs & why - not present > delegate and/or investigate issues with Minthara and riot games - not present 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 - done > contact Avesta to confirm date for Dress To Impress Collab - done > find subway cookie platter invoice - not done Geoff: > make a budget for the Gap in Clubroom around start of semester - done > set up one of the PCs to have square reader - done > look through donated prizes and see if he still wants to increase Quiz Night prize budget - done > registrate us for Club Carnival - done > look into wall mount for TV - ongoing Kimi: > make week 4 what's happening graphic for insta story & discord announcement - done > make UWAnime x UWAES Smash Collab Graphic - ongoing Adam: > make a draft Code of Conduct - ongoing James: > organise advertising for guild screens for Quiz Night - ongoing James & Julian: > Shout out AEL at Marvel Rivals Games Night - done Julian: > make a meet the committee poster for clubroom - ongoing Mikey: > Work on door sensor integration into discord bot - not present > Meet with Gary to discuss door sensor Discord bot - not present ##### Motions Passed via Circular: | Circular Motion: purchase of [3 pack usb a to usb c cables](https://www.amazon.com.au/Cable-Charging-Braided-iPhone-Samsung/dp/B0CJV1XKJM/ref=asc_df_B0CJV1XKJM/?tag=googleshopdsk-22&linkCode=df0&hvadid=712260569166&hvpos=&hvnetw=g&hvrand=6467372183598256833&hvpone=&hvptwo=&hvqmt=&hvdev=c&hvdvcmdl=&hvlocint=&hvlocphy=9070544&hvtargid=pla-2272219916869&mcid=cb0716e7daf43a0d8eeabcdd6afa2970&gad_source=1&th=1). For $13 | -- Moved by: James Seconded by: Jasmine Outcome: Passed | Circular Motion: purchase of storage items; [Crucial P3 2TB](https://www.umart.com.au/product/crucial-p3-2tb-ct2000p3ssd8-pcie-3-0-m-2-2280-nvme-ssd-65660) ($165), & [Simplecom Expansion Card](https://www.ple.com.au/products/662697/simplecom-ec415b-nvme-m2-ssd-to-pcie-x4-x8-x16-expansion-card-with-aluminium-heat-sink-black) ($15). For a total of $180 | -- Moved by: Anthony Seconded by: Alex Outcome: Passed --- ## Individual Reports ### President (Alex) * attending charity vigil meeting * organised multiple editor meetings * spoke to Basil re Redbull for Quiz Night ### Vice-President (Anthony) * ran League inhouse ### Secretary (Jasmine) * organised time with ALVA & met with ALVA * poked Avesta about itgirls collab * updated our website to include minutes * messaged approved sentries * trained ash and edward for sentry * went to editors meeting * updated feedback & complaints form again ### Treasurer (Geoff) * Looked into sound-proofing, sent mock up in chat * Joined charity vigil subcom * Attended charity vigil meeting * Fiddled with square reader * Trained Jack for sentry * Signed up for Club Carnival * Did treasurer training ### Social Media Manager (Kimi) * made graphic for weekly schedule * attendeed quiz night meeting * made slide template for quiz night * hosted valorant night ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Attended Quiz Night meeting #### Elijah * Organised Rocket League and CS2 teams for AEL #### Jimmy * Ran Siege night * Helped run Valorant night in the clubroom * Attended Among Us night * Attended quiz night meeting #### James * Hosted Among Us With Mikey * Hosted Marvel Rivals w/ Julian * Chased up Guild Screen advertising #### Julian * absent, no report given #### Mikey * Hosted Among Us with James * DMed Gary about integrating door sensor, shouldn’t be that hard of a process --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2083.67 ### Outstanding Reimbursements * Jasmine for fresher welcome printing - done * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies" - Jas) * Alex for clubroom mouse * Alex needs to send invoice * Alex for fresher welcome drinks * Alex needs to send invoice --- ## Events ### Inhouses / Games Nights #### Previous ##### Thursday, 13th of March, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Turnout: ~6 * Notes: * James says they ran it down in quick play for a few hours before winding down, * James suggests moving it to Bi-Weekly * Everyone says that's fine * Lara (from CGES) mentioned doing a joint Marvels Night sometime soon * Everyone things that could be fun ##### Sunday, 16th March, 6pm * Game: Rainbow 6 Siege * Coordinator(s): Jimmy * Turnout: peak of 10 people * Notes * Jimmy says it went well * Jimmy says he thinks if we did Saturday we'd get better turn out * Alex says he isn't sure about this as people often go out on Saturday but to do that if he wants * A few people agree but consensus is to give it a try for Saturday Julian arrives 9:22am ##### Monday, 17th March, 7pm * Game: Valorant * Coordinator(s): Kimi & Jimmy (& maybe Adam & Geoff on standby to join call if needed) * Turnout: 23 peak * Notes: * Kimi says is to keep doing weekly for now and everyone agrees ##### Tuesday, 18th of March, 6pm * Game: Among Us * Coordinator(s): James & Mikey * Turnout: 11-14 * Notes: * lasted around 4 hours * James expects it to run weekly but next week neither James nor Mikey are free so might not run ##### Wednesday, 19th of March, 8pm * Game: League of Legends * Coordinator(s): Anthony * Turnout: * Notes: * Anthony not present, no report given #### Upcoming ##### Thursday, 20th of March, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian (apparently Jules /j - announcement mistake) * Notes: * James will be slightly late but both will be there ##### Monday, 24th March, 7pm * Game: Valorant * Coordinator(s): Kimi, Jimmy * Notes: * It should be fine this week to not have committee members on standby * Neither Kimi or Jimmy will be in the clubroom ##### Tuesday, 25th of March, 6pm * Game: Among Us * Coordinator(s): * Notes: * To be confirmed about availability with mikey > James: confirm availability for Among Us on Tuesday 25th with Mikey ##### Wednesday, 26th of March, 8pm * Game: League of Legends * Coordinator(s): * Notes: * Anthony isn't here to say if they can run it, Jasmine can be there if needed * Alex says counter point, do we want to just make it biweekly * consensus is yes, so it just won't run this week ##### Thursday, 27th of March, * Marvels Rival is **NOT** on as it is :sparkles: Quiz Night! :sparkles: ##### Saturday, 29th of March, 6pm * Game: Rainbow Six Siege * Coordinators: Jimmy * Notes: * hoping for similar turnout as last time ##### Sunday, 30th of March, 7pm w/ CGES * Game: Marvel Rivels * Coordinators: James & Julian & CGES * Notes: * Is a collaboration with Curtin Games & Esports (CGES) ##### Weekly schedule post * Kimi to make and post this * The meeting schedule goes from Monday - Sunday so previous meeting minutes didn't go fair enough, we've changed this now > Kimi: make 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) * no updates Anthony arrives 9:33am #### Major Tournaments ##### Australia Intervarsity Valorant Tournament Time: Every Monday at 6pm AEST (4pm AWST) * both teams lost their first games * Anthony says "unlucky" * Alex asks if they were close and Anthony says they weren't too bad * Anthony is working on streaming next weeks game as there are no official streams and some people have said they are interested in watching > Anthony: work on steaming next Intervarsity Valorant Tournament ##### AEL Signups Deadline: 12th March (our deadline) 23rd March (AEL deadline) Tentative Teams: Marvel Rivals, Rocket League, possibly CS2 * Teams are all signed up, * Elijah says no info on matches but it's meant to be next week so hopefully they give more info soon * Jasmine asks if we should follow up this, Elijah will follow this up * We have a Marvel Rivals team, CS2 team and Rocket League team * We currently don't have a sub for CS2 and 2 players are silver so not ideal (other 4 are higher ranked) * Jasmine has a friend they could ask to sign up to help out with this maybe > Elijah: follow up AEL regarding match info > Jasmine: ask friend to sign up for CS2 team ### Other Events #### Quiz Night Sem 1 2025 Tentative Time: 6pm onwards, Thursday 27th March 2025 * IT'S NEXT WEEK (scawy) * Editors will have a long meeting immediately after this meeting but Alex says he thinks we should be ok * Mostly all done just need to buy some higher value prizes - such as plushies from Zing/Kmart * A few of us could consider going into the city or early next week to buy some higher value prizes - will discuss in editors meeting * A lot of Julians donated items are good and a few are ... something * For example there is a wooden crossbow without ammo but various people are concerned about providing something that can potentially actually hurt people and we do not want to provide people with something potentially harmful * Julian disagrees but is willing to be overruled one this * Consensus is to just leave it out and dispose of it from our posession somehow * Advertising * It is currently not on the Guild screens, * James says he contacted hello@guild and got no response, then emailed marketing@guild and they said to contact hello@guild again so unsure where that is at, but he tried * Alex is going to try get permission from the school that incharge of Ezone to put posters up there today * We have posters up in collages * Julian suggests URC clubroom, he can just put a poster on one of their tables * Alex suggests to Arts area there as well, he can do this * Julian suggests music area, Jasmine can do that * We may need to print some more posters (either uniprint or ucc), Alex can organise this and hopefully people can put them up today * Catering - Pizza, Drinks * Editors can sort this out * We should circular the money when we have a better idea of attendance > Alex: ask about putting posters around Ezone, & Arts > Julian: ask about putting poster in URC clubroom > Jasmine: ask about putting posters around music > Alex: organise printing of more posters #### Club Carnival Time: Tuesday, 1/04 at 12pm-2pm * Trestle tables will be done * The main things is to bring the pinboard, have laptop for signups, have membership stickers * We should aim for 2-3 people there * Alex, Geoff, Adam, Kimi, Anthony all say they are available so this should be fine ### Collaborations #### Redbull * getting another delivery today (with extra flavours!) :tada: #### CELT * They have sent us an email, and they seem down to collab * Alex asks if someone is keen to liase with them, * Anthony says he's keen * Alex says a possible collab event with CELT may just be bringing some switch setups or bare minimum we could put a few posters around to get them to come to our clubroom and discord, but we are curious what they want from us so is best to ask > Anthony: Ask CELT about what they may envision for our Collab and give some options/ideas #### 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) * We spoke about prices last meeting but didn't approve budget so we will now | Motion: Approve $45 for Smash Collab Prize | -- Moved by: Adam Seconded by: Anthony Outcome: passed, unanimously #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Touch Base: when new unigames committee settles in * Alex has spoken to Ash and Connor and work as been happening on it in the background but not really in any formal way * Will probably pitch it to them sometime after Quiz Night #### ALVA x UWA Esports Minecraft Server/Event Collab Tentative Time: 18th of April, 6pm on our Discord Tentative Plan: use a plugin for a build battle to host on our minecraft server * Jasmine had meeting with 2 ALVA committee members to discuss options * Conclusion was to do something similar to Hypixel's build battle on a private server using a plugin * Proposed tentative date for Friday the 18th of April * Everyone says this is fine > Jasmine: work out the details for how the build battle server will work & communicate this to ALVA #### itgirls Dress To Impress Collab * I spoke to Avesta again asking for updates and it seems it's on the back burner for them at the moment so hopefully they will get back to us soon > Jasmine: follow up with Avesta again in a couple weeks about itgirls Dress To Impress Collab #### Cobblemon w/ Curtin Games and Esports * Anthony says this is currently being actioned on, and they are just waiting for modrift to approve the modpack so people can easily access * Anthony says we could probably work on structures for the world but there are pre generated villages also * Anthony says the launch date will be decided after the modpack gets removed, a guessed tenative next week monday * Alex asks about advertising * Anthony says maybe advertise at Quiz Night otherwise a text announcement is fine #### Late Registration * It's usually the 2nd Saturday of the month but the Arcadia event is at a similar time so will confirm the next date > Undelegated: Contact Smash Perth to confirm our next Late Registration event, considering that Arcadia is close to it #### Arcadia at Curtin * We can help advertise them * Jasmine suggests putting it in our partner announcements channel on discord, consensus is that's good unless they ask for somethign else #### Charity Vigil Tentative Time: May 3rd-4th Tentative Events: Task Master (joint), The Chase (joint) * Current proposed date is May 3rd-4th * It's difficult to have another date * The week after Semester break * There is Tokyo Alley on this day * Another alternative date is Easter but there is some disagreement for this as people may be travelling or have commitments * We have a general consensus that this date or easter is fine but there is a slight preference towards easter * Geoff is now the other subcommittee rep (Alex is still subcommittee rep) * There is a budget for the raffle $60 to be approved (this is basically us just donated this to charity) | Motion: $60 budget for Charity Vigil Raffle Prizes | -- Moved by: Alex Seconded by: Geoff Outcome: passed, unanimously * Events * Wants to do task master (joint) * Wants to have the chase (joint) * Charity has not been selected, does anyone have suggestions * Geoff suggests Engineers without borders * Anthony says we have charities reaching out about collabing so can consider those as well * Jasmine suggests either Black Dog Institute or Red Nose #### Bubbletea Society Tentative Time: Semester 2, August Tentative Plan: retro gaming themed bubble tea event in Ezone Social * no updates, is miles away #### Pixel Expo Date: 13-14th of September Tentative Plan: possible joint stall with UCC or Smash Perth * Alex asks if Smash Pert can have anything to add to our stall or get anything but UCC may be able to engage more community for things like their Project Nights * Jasmine mentions that last meeting we seemed to have the complete opposite opinion and consensus * Alex says yes we did but they thought about it some more and think UCC would get something from it * Consensus is just to have Alex ask UCC if they even want to join at the moment * Geoff says they have concerns about space * Alex says its $150 for stall so we can split the cost when sharing the space and there shuld be enough room based on tenative measurements > Alex: contact UCC about if they are interested in joining us for Pixel Expo #### UWAES x UCC Rock Band Collab * Geoff spoke to Gary about potentionally doing a Collab with the Tav for Rock Band (they have rock band at Joint Camps) * Consensus is it sounds good so can keep exploring the idea --- ## Clubroom Items ### Machine Reports * Scraggy at one point didn't have one of the drives connected properly so that's why it had problems booting but now it's fixed * (Thanks Gary !!!) * Anthony is going to bring the second server in today and would like some help with going to Umart and PLE * Alex says it's annoying having to go to both as they are quite far away from eachother * Anthony says they can look for alternatives * Anthony says they are need soon but not ASAP * Geoff & Julian say they can go seperately to pick up items if needed * One for PLE and one of Umart > Anthony: talk to Geoff & Julian about getting relevant parts ### Other Items ### Gap in Clubroom Current Idea: nothing or sound isolation foam * Geoff has found some sound isolation foam at Aliexpress, that we can use 10 pounds to fill the walls and would cost only $5 * Geoff suggests getting 30 pounds though so that we can also sound insulate the panes of glass * Alex points out that this removes our ability to put posters on it * Geoff suggests instead just doing the bottom of the glass to help a little with sound but still keep poster space * Everyone seems fine with this compromise and we can give him a budget of $20 to get the items | Motion: Budget for items to fill Gap in Clubroom $20 | -- Moved by: Alex Seconded by: Adam Outcome: passes unanimously #### Door Sensor Discord Bot Deadline: Start of Sem 1 (not accomplished) * Mikey is apologies but apparently Mikey spoke to Gary and it should be fine but no other updates * Alex says he spoke to Gary and maybe someone from UCC could do this if we wanted but also it's not super urgent, as our current system is working fine #### TVs * We will have a circular motion to approve purchase of a specific wall mount > Geoff: circular motion specific wall mount for TV #### Square on a PC * Geoff made it work yesterday but it is no longer working so will need to look at it again > Geoff: look into Square on PC again #### USB c * motion has been approved for purchase, just needs to be ordered --- ## Closed Section moved into close section 10:36am moved out of close section 10:38am --- ## General Business ### Guild Affairs * SOCPAC meeting next Tuesday * Alex can and will if able * Jas can if needed > Alex: go to SOCPAC ### Sentry Manual Update: Social Responsibilities Tentative Release: Early 2025 * this is now going to be finished after Quiz Night ### Code of Conduct * Adam has looked into examples of codes of conduct * Jasmine says they can send the UniSFA code of conduct and Unigames code of conduct is on their wall in their clubroom so both can be used as reference > Jasmine: send UniSFA & Unigames codes of conduct to Adam to use as references ### Meet the committee poster * Julian put the insta meet the committee slides all together * In Jasmine and others opinion it seems a little too overcomplicated/overwhelming * Jasmine suggests simplifying it and has made the very simple template design on canva a while ago which they didn't have time to finish * Julian says that draft feels too corporate * James suggests adding borders to each slide to help or cutting them all out individually * Jasmine says this will likely help but it will still be too busy in their opinion * Alex & Jasmine says we prefer a simplified version at least a little * Jasmine brings up the issue of readability & how much space it'll take up if it's a complicated design * Kimi says they can just make the original post less busy and add some borders to compromise * People are fine to see this draft as a compromise > Kimi: make a meet the committee poster draft ### Clash of Clans * Kimi suggests having a Clash of Clans channel * Alex says it will likely die so not needed to have it's own channel * Adam says strategies games channel is dead otherwise anyway so Clash of Clans can just stay in there * Julian suggests adding it to the channel description, as a compromise and everyone says that's fine ### Next Meeting Date * Next Thursday 9am * Alex and Geoff may be apologies so need to ensure Anthony & Jasmine are there!! --- #### Meeting Closed: 10:49am ## Action Items Alex: > Attend Unigames meeting to pitch Megagame Collab idea soon after Quiz Night > organise printing of more posters for Quiz Night > find clubroom mouse amazon invoice > message Jafar about Pixel Expo joint stall > ask about putting posters for Quiz Night around Ezone, & Arts > contact UCC about if they are interested in joining us for Pixel Expo > go to SOCPAC Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Alex & James: > motion and then buy USB c cable Anthony: > Publish documentation on how to manage fleet and add computers to the domain > figure out our demographic, social events, talent pool and competitive calendar to give to Unisports > make clear signs to tell people not to shutdown PCs & why > delegate and/or investigate issues with Minthara and riot games > work on steaming next Intervarsity Valorant Tournament > Ask CELT about what they may envision for our Collab and give some options/ideas > talk to Geoff & Julian about getting relevant parts Jasmine: > find subway cookie platter invoice > ask friend to sign up for CS2 team > ask about putting posters for Quiz Night around music > work out the details for how the build battle server will work & communicate this to ALVA > follow up with Avesta again in a couple weeks about itgirls Dress To Impress Collab > send UniSFA & Unigames codes of conduct to Adam to use as references Geoff: > circular motion specific wall mount for TV > look into Square on PC again Kimi: > make UWAnime x UWAES Smash Collab Graphic > make weekly schedule post > make a meet the committee poster draft Adam: > make a draft Code of Conduct Elijah: > follow up AEL regarding match info James: > organise advertising for guild screens for Quiz Night > confirm availability for Among Us on Tuesday 25th with Mikey Julian: > make a meet the committee poster for clubroom > ask about putting poster for Quiz Night in URC clubroom Mikey: > Work on door sensor integration into Discord bot > Meet with Gary to discuss door sensor Discord bot Undelegated: > Contact Smash Perth to confirm our next Late Registration event, considering that Arcadia is close to it