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# UWA Esports Committee Meeting Minutes 2024-11-03 -------------------------------------------------------------------------------- #### Attending: Adam, Kimi, James, Alex, Jasmine, Jimmy, Mikey, Julian, Elijah, Geoff #### Apologies: #### Absent: Anthony #### Chair: Alex #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 7:00pm #### Meeting Opened: 7:16pm #### Previous Action items: Alex: > push for a meeting with URC for Among Us IRL Collab - not done > Book venue for Worlds Watch Party - done > Upload new By-Laws to website & google drive - done > Make a link tree - not done > talk to Gary about Trouble in Terrorist Town UCC server - ongoing > make channels for discussing Quiz Night on committee discord - ongoing > talk to UWA venues about returning to the social sciences lecture theatre for the Arcane Collab - done > call UWA venues about Worlds Watch Party - done > pick up free standing lamp from Grace - ongoing Alex & Jimmy: > update URC on who our two reps are for Among Us IRL 2025 - ongoing Anthony: (not here) > full fleet maintance & upgrades after exams > check with QUT Max about possible QUT Valorant Tournament status > edit and put out the tech group form Anthony & Geoff: (not here) > look for possible replacement hardware for the server, first in UCC and then for purchase Jasmine: > update announcement pings to make subgroups by March 2025 - ongoing > purchase Ryzen 7 5700X3D - done > purchase SanDisk Low-Profile 128GB USB Flash Drive - not done > contact maintance about the fixing ceiling lights again, and changing them to LEDs if possible - not done > purchase items for door sensor after getting circular approval after exams - ongoing Jasmine and Kimi: > make current committee members post/poster - ongoing Geoff: (not here) > measure and mockup for possible new floor plans > Collect Guild Community Engagement Prize winnings > work on grants application > print 1 page summary and put near door Elijah: > check on Smash Perth's advertising and ask if they need our help - done Kimi: > make weekly graphic, post discord announcement, & post on instagram story - done > make belated Quiz Night post on instagram/facebook post of with some favourite photos, do after exams - not done > think about what under gold/plat league tournament for holidays/early next year - ongoing Adam: > update Door application form - done Jimmy: > look into RGB lights to buy from AliExpress or other cheap options - done > make a draft tech group form - done James & Jimmy: > Learn how the clubroom PC system works from Anthony - not done Everyone: > Join the Among Us IRL subcommittee server if interested - done > Think about what small scale competitive events can we run - ongoing ##### Motions Passed via Circular: --- ## Individual Reports ### President (Alex) * Organised, ran, and attended Worlds Watch Party ### Vice-President (Anthony) * not present ### Secretary (Jasmine) * Drafted worlds watch party announcement * Ordered Ryzen 7 5700X3D from Aliexpress ### Treasurer (Geoff) * I arrived late * Worked a bit more on sem grants ### Social Media Manager (Kimi) * made weekly announcement and posted it * made world's final watch party graphic * attended the watch party (Zeus deserved the win but my BLG ;-;) * just started making the meet the committee post ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * I am done with a lot of things * New clubroom application for next year * Exams * Contemplating the meaning of life * I intend to complete data analysis of the last Quiz Night for the QN subcom so that it can better inform us of what rounds are good, what questions are good etc. * This will take me a while, so don't expect results in the near future #### Elijah * Posted announcement for Smash Collab #### Jimmy * Drafted the tech group application form with Anthony. * Looked into RGB lights to buy for the clubroom * Attended Worlds Watch Party (very poggers) #### James * Ran Party Games Night w/Mikey #### Julian * Cleaned and Tidied Clubroom * Fixed gamecube adapter * Moved Aircon * Put up wall hooks + pinboard #### Mikey * Ran Party Games Night w/James --- ## Club Finances Report * Netsuite Account: 1,810.75 * Westpac Account: 2,017.29 * $500 still not in account :sob: * Geoff will follow up with events > Geoff: follow up with events about $500 prize money --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 29th October, 7pm * Game: Among Us * Coordinator: James & Mikey * Turnout: 12-14 * Notes: * had a slow start and had some goofiness getting mods back up and running after updating but Mikey sorted it out for everyone that came through, otherwise ran as usual. * People do speak over eachother and someone complained about it however is there anything we can do about this as it is part of the game but event cooridinator needs to ensure people are respectful ##### Wednesday 30th October, 8pm * Game: League of Legends * Coordinator: Pikarito * Turnout: 16 * Notes: * ran 4 games of normal inhouses, then 1 game of ARAM (because Izzy's laptop caught fire in champ select o7) * some concerns about people ff'ing early and therefore shortening the people who are winnings fun * Consensus is we should leave this up to the event coordinator as if it's a close game and one team ffs then that's not fun but if it's a complete stomp it's good to just move one and try rebalance the teams #### Upcoming ##### Tuesday 5th November, 7pm * Game: Among Us * Coordinator: Mikey & James ##### Wednesday 6th of November, 8pm * Game: League of Legends * Coordinator: Anthony ##### Friday 8th of November, 7pm * Game: Hypixel * Coordinator: Mikey & James #### Future Plans/Ideas * Overwatch Inhouses / Games Nights * Tentative Time: Thursdays fortnightly, 7pm, starting after exams * League of Legends, for below gold/plat elo * Tentative Time: Holidays/Early Sem 1 * Valorant, tournament * 5v5 tournaments or 3v3 if there are not enough people * could try 2v2, using CS wingman as a reference * Valorant discord role has many people so we think it would be good to run an event for them * Maybe consider handing out redbulls for prizes * 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 * no updates * hopefully will get more done after exams ### 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 * Is running well other than last week's venue issue but we are back in the social sciences lecture theatre now > Kimi: make new graphic for season 2 arcane #### Worlds Watch Party * Peak 20 turnout * Ran well and was quite fun * We are looking to return to The Court for the next one as people really enjoy it and were disapointed (but understanding) that we were not having it there this time * Good news is that we should able to host next year worlds at The Court as it's hosted in China (better timing for us) #### Valorant Competitive Watch Party/s * Isn't quite at league levels of viewership however we can look into if our members are interested * Can do it in the social sciences lecture theatre or similar as we probably couldn't justify The Court > Kimi: ask people about interest for a Valorant competitive watch party #### Smash Perth Collab Tournament * Date: 9th of November * Time: 9am - 5pm * Location: Ezone Social * This is going ahead * The announcement has been published * We will need to provide a few monitors & the switch * can put up a sign and/or write on window about why things are gone * There are 16 signups overall at the moment #### Cameron Hall Minecraft Server - SMP * Tentative Time: lauch for 8th or 9th of November * Technical side is pretty much done * Market system is still early days so will probably be added after lauch * progressing well, on track for release #### Among Us IRL 2025 - Collab with URC * Tentative Time: Semester 1 2025 * no updates * We need to do more on this after exams #### UWAnime x UWA Esports Collab * Tentative Time: Semester 1 Week 7 2025 > Adam: check in with UWAnime about possible Collab --- ## Clubroom Items ### Machine Reports * We got a new server donated by Jasper (Thanks Jasper) * Everything is working again (Thanks Anthony) ### Other Items #### Cubby Storage * Purchased, is currently with Jasmine * Tentative date for adding to clubroom: 11th of November #### Ceiling lights * Jas still needs to contact maintence people about changing the bulbs * one of the back left light bulbs is still not working (but no longer flickering) #### Open/Close Sign * This would just be for fun in the clubroom * However it is quite obvious if the clubroom is open or not so a sign is not needed #### RGB Backlights for PCs * Possible Options: * [RGB 1 AliExpress](https://www.aliexpress.com/item/1005007532146902.html?spm=a2g0o.productlist.main.1.586cMUGoMUGobK&algo_pvid=66a67faa-e3f6-4b95-af53-ef0f62c505cd&aem_p4p_detail=2024110202312420868481227854070000317200&utparam-url=scene%3Asearch%7Cquery_from%3A&search_p4p_id=2024110202312420868481227854070000317200_1) * [RGB 2 AliExpress](https://www.aliexpress.com/item/1005006646615659.html?src=google) * maybe multicoloured * Both have can be bought 10m (definitely longer than the table ) * 15m is the same price on the second option so might as well get that * Really this matters is what controller do we want * Wifi controller allows for a remote & smartphone compatibility Geoff arrives 7:56pm | Motion: Purchase [RGB AliExpress](https://www.aliexpress.com/item/1005006646615659.html?src=google), $3.14 | -- Moved by: Jimmy Seconded by: James Outcome: passed, unanimous #### Door sensor * There is a thread with the items we need to purchase (reed switch, raspberry pi, possibly micro usb cable) * Concern with closing the door with aircon * does keeping the door open slightly to ensure the door sensor doesn't read as closed then impact the aircon efficency too much * do we have a manual overide switch * may be difficult to code * this may make this door sensor not effective as it kinda just brings it back to be a manual system for the door member * it seems keeping the door closed fully can actually make the clubroom hotter when the aircon is on, so this maybe won't matter * Some Door members currently are having difficulty changing the channel name, but others say they can change it * maybe just need to make sure they know how to change the channel name on discord * consensus is a door sensor is good and we won't bother with a manual overide of any kind at this point > Jasmine: make door sensor a reality, after exams --- ## Closed Section --- ## General Business ### UWAES Discord Bot * Mikey would like to do the backend coding for this * has been looking into this and the safety features * could have a /open or /closed command to change the channel name would ensure * Only Mikey would have the API key * Would be hosted on UCC servers, Mikey's UCC account * Would need to be handed over to next committee * could look into this bot also automatically assigning member roles using a spreadsheet * would just need the discord names from the form * There is a bot in the server currently, but is no longer in use * The bot would have manage permissions and maybe admin permissions * Consensus is we are ok with this > Mikey: implement the discord bot for opening and closing the clubroom ### Guild Affairs #### Tenancy Subcommittee Changes * Some changes to tenancy have been planned * These changes have been delayed but will likely still be pushed through ### Purchase of Clubroom items without approval of entire Committee * will discuss next meeting ### Advertising & Social Media #### Quiz Night Post * ongoing ### Tech Group Formation * this is ongoing * a draft form has been made * best to start at next year as everything changes over then ### Door Manual Update: Social Responsibilities * Tentative Release: Early 2025 * Emphasis on the Door's responsibility to manage culture and 'vibe' in the clubroom * Some say we should only allow people who fundamentally understand this to be door anyway * regardless this door manual update may make them better door members as they will have a clearer understanding * it is difficult to know this about someone all the time * Will mainly be elaborating on current rules * Example: don't allow people to be toxic, explaining what that means and where is the line and what should they do * We should still remind people these are still up to a door members discretion based on various factors > Jasmine, Jimmy, Alex: Create social responsibilities door manual update ### Door Form update * This has been done * This will be reviewed by committee between this meeting and next meeting * discuss next meeting > Everyone: Review draft Door Application ### Membership alternatives 2025 * Consensus is we are going to do a spreadsheet and form system similar to UWAnime, Unigames, & UniSFA ### Discord Server Updates * We should likely do a check of active invites to the server * Spam accounts are repeatedly getting in somehow #### Channels update * Tentative Date: March 2025 * Current Considerations: * Pruning niche & unused channels * possibly introducing RPG channel > James & Jimmy: make a plan of what channels to prune & any to add #### Announcement Roles Update * Tentative Release: March 2025 * Possible Role Ideas: * Weekly Events Schedule * Touch Grass Events * Any event that isn't online things like Laser Tag, LANs, Screenings, In person Tournaments * Major Club Events * Things like Quiz Nights, OGMs, AGMs etc. * Tournament Events * Smash, Plats+ unders etc. > Jasmine: make new announcement roles for the server #### Games Roles Update * Tentative Release: March 2025 * Current Considerations: * addition of Among Us role * addition of Lethal Company role * should consider removing some roles * such as rhythm games role > Jasmine: make new games roles for the server #### Updating Server Rules * Tentative Release: March 2025 * no updates right now > Alex: think about new server rules, aiming for a draft by end of year ### Individual Committee Reports Review * It works well as it tells members what each person is doing * Need to keep them quick, can just say as read while in meetings and only read out imporant things #### Meet the Committee Post/Poster * Tentative Release: 1st week after exams * Kimi and Jasmine discussed what we wanted to put on it * photo of everyone * names * IGN / username * people's favourite game/s * asking people other questions like: * people's favourite game/s * what got them into video games * do you think you could 1v1 a fully grown grizzly bear * Kimi has started working on this * Likely will be done after exams --- #### Meeting Closed: 8:50pm ## 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 > make channels for discussing Quiz Night on committee discord > pick up free 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 Anthony & Geoff: > look for possible replacement hardware for the server, first in UCC and then for purchase Jasmine: > make door sensor a reality, after exams > make new announcement roles for the server > make new games roles for the server Jasmine and Kimi: > make current committee members post/poster Geoff: > measure and mockup for possible new floor plans > Collect Guild Community Engagement Prize winnings > work on grants application > print 1 page summary and put near door > follow up with events about $500 prize money Kimi: > make new graphic for season 2 arcane > ask people about interest for a Valorant competitive watch party > make belated Quiz Night post on instagram/facebook post of with some favourite photos, do after exams > think about what under gold/plat league tournament for holidays/early next year Adam: > check in with UWAnime about possible Collab James & Jimmy: > Learn how the clubroom PC system works from Anthony - not done > make a plan of what channels to prune & any to add Mikey: > implement the discord bot for opening and closing the clubroom Everyone: > Review draft Door Application > Think about what small scale competitive events can we run ![Teemo](https://hackmd.io/_uploads/BySPhn2RA.jpg)