# UWA Esports Committee Meeting Minutes 2025-02-06 -------------------------------------------------------------------------------- #### Attending: James, Julian, Alex, Elijah, Jimmy, Mikey, Kimi, Anthony, Adam #### Apologies: Jasmine, Geoff #### Absent: #### Chair: Alex #### Minute Taker: James #### Location: Online #### Meeting Scheduled: 3:00pm #### Meeting Opened: 3:12pm #### Previous Action items: Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - not done > organise editors to meet (soon) - done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing > Organise who is writing what for the Door Manual Update - ongoing Alex, Jasmine & Kimi: > work on fresher flyers and website page - ongoing Anthony: > Publish documentation on how to manage fleet and add computers to the domain - not done > Email Redbull about continuing the sponsorship - ongoing > Write & post League of Legends announcement - done > Ask Winter for people for a possible Valorant Team for PlayAid - done > Organise League team for PlayAid - ongoing Anthony, Julian & James: > Organise Overwatch team for PlayAid - ongoing Jasmine: > message Kimi to make Quiz Night poster, if she is busy do it instead - done Geoff: > make a budget for the Gap in Clubroom around start of semester - not present Jasmine & Kimi: > Make current committee members post/poster - ongoing Elijah: > make EMP for Smash Perth event - done James & Jimmy: > Learn how the clubroom PC system works from Anthony - not done James: > Write & post Marvel Rivals announcement - done Julian: > check for possible TV bench in storage - done (but no bench) Kimi: > look into alternative logo colours for the 2025 membership stickers - ongoing Mikey: > Update NVIDIA drivers on all PCs other than Minthara - ongoing Everyone: > Respond to Kimi about the Meet Committee Post ASAP - ongoing ##### Motions Passed via Circular: --- ## Individual Reports ### President (Alex) * Wrote by-law amendment * Started on the fresher guide * Worked on the door manual for a bit ### Vice-President (Anthony) * Did some tournament stuff ### Secretary (Jasmine) * messaged Kimi about quiz night poster (very recently, no response yet) * thought about w1-2 events to run * posted schej to hopefully have inperson meetings ### Treasurer (Geoff) * Absent, did not provide report ### Social Media Manager (Kimi) * Nothing to report ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Wrote some more Quiz Night questions #### Elijah * Submitted EMP for Smash Collab #### Jimmy * Did the door announcement for the refreshment of door permissions #### James * Did announcement for Rivals and drafted the PlayAid announcement. #### Julian * Hopefully fixed air-con #### Mikey * Nada --- ## Club Finances Report * Netsuite Account: $3874.71 * Still pending processing of $800 withdrawl * Westpac Account: $821.69 ### Outstanding Reimbursements * Jasmine for Coke & Kirk's drinks * Alex for various prizes from Korea * Alex needs to send receipts --- ## Events ### Inhouses / Games Nights #### Previous ##### Wednesday, 5th February, 7pm * Game: League of Legends (ARF) * Coordinator(s): Anthony * Turnout: * Notes: Did not happen #### Upcoming ##### Thursday, 6th of February, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Happening tonight #### Future Plans/Ideas ##### League of Legends, for below gold/plat elo Tentative Time: Holidays/Early Sem 1 Start Organising: After O-Day * Can reuse old ruleset, * Wait till after O-Day to guage interest ##### Gary's Mod Night w/ UCC Tentative Time: Semester 1 2025 * No updates (ongoing) ##### Chill TFT Event (Clubroom) * Could bring alot of people to the clubroom * Discuss when Jasmine is back ##### Sims 4 Online Building Competition * Would have a theme of 2025 * People would post in a tread/channel their submissions * Event Coordinator could stream reviewing the builds, with the winner receiving a discord role similar to how UnCharity prizes worked. #### Major Tournaments ##### Joint / Own Team for QUT Teams: Div 1, Div 2, possible Div 3, possible Pathfinder Start Organising: After O-Day * It is happening. * Still waiting for submissions, will wait to continue till after O-Day ##### Unisports Team * No updates, ongoing. > Anthony: Email Ben from UWASports to check for updates ##### ECU Tournaments Tentative Time: end of 2025 * No updates, ongoing. ##### Australia Intervarsity Valorant Tournament Tentative Time: Late March, Every Monday at 6pm AEST (4pm AWST) * Could have a similar lineup to the PlayAid tournament. * Otherwise no updates. ##### PlayAid Social Showdown * Already have enough responses for full Valorant roster * Have had three League responses ### Other Events #### Quiz Night Sem 1 2025 Tentative Time: Week 4 Sem 1 2025 Advertising Deadline: O-Day * Ongoing, meeting planned for Sunday 11am. * "We need to lock in" - Alex * Look into ordering prizes soon, poster to be designed. #### Sem 1 Fresher Welcome Tentative Date: Thursday 27th of Feb @ Ezone Social Events: Include a group walkover to clubroom at the end * Icebreaker bingo (in ezone) * To be discussed at semester planning day (Sunday 16th) * Double check we won't clash with other Cameron Hall Clubs #### Sem 1 Week 1 - 2 Events Week 1: * Monday 24th: * Tuesday 25th: * Wednesday 26th: * Thursday 27th: * Fresher Welcome * Friday 28th: * Saturday 1st: Week 2: * Monday 3rd: * Tuesday 4th: * Wednesday 5th: * Thursday 6th: * Friday 7th: * Saturday 8th: * Possible game night comebacks for these weeks (Valorant, Minecraft, etc) * If made in person at clubroom, prioritise game night players over possible non-game night players in the clubroom ### Collaborations #### Smash Perth Collaboration Tournament 2 Tentative Time: Early February 9am - 5pm Tentative Location: EZONE 109-110 * EMP submitted for Sunday 16th * Martian (Smash Perth) to begin advertising * Adam to ask UWAnime if they will advertise (waiting for advertising materials) * If needed, committee people (Elijah) can leave planning day, figure out later. #### UWAnime x UWA Esports Smash Tournament Collab Tentative Time: Semester 1 Week 7 on Thursday Touch Base: first few weeks of Sem * No updates, waiting till start of semester #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays * No updates --- ## Clubroom Items ### Machine Reports * No updates ### Other Items ### Gap in Clubroom Current Idea: 3 pieces of mdf braketed together * No updates #### Door Discord Bot Deadline: Start of Sem 1 * No updates > Mikey: Chat to Gary about how discord bot would work #### Clubroom Furniture Rearrangement, possibly make room for 5th PC * Could move server to floor to make more room. #### Bigger TV Bench * Julian did not have one in storage * Look into options, but not pressing #### Framed Posters / Misc. Decoration * Overwatch poster already in clubroom (behind secondary TVs), could be framed and placed on wall. * LeBron poster donated, currently ontop of fridge. * Overwatch poster might be damaged, look into this > Alex: Look for a frame to hang up LeBron Poster | Motion: Approve these as the By-Laws of the UWA Esports Club (changes to when Door list gets renewed / time requirements for By-Law amndments) -- Moved by: Alex Seconded by: Anthony Outcome: passed Closed section entered at 3:52pm --- ## Closed Section * Kimi leaves 3:54pm --- Exit closed at 4:01pm ## General Business ### Guild Affairs * No updates ### Door Manual Update: Social Responsibilities Tentative Release: Early 2025 * Jasmine and Alex have worked on. ### Door Group * By-laws changed, door will be nuked on the 7th February. * Probably a no ping announcement for the door applcation after the list gets nuked. ### Member Group * We are going to do completly inhouse payment * (Jarvis, delete Q-Pay) * Door and committee will have to be trained to take membership payment (Via the square and bank transfer) * Possible apply for provisional membership until someone can confirm their payment (might be too complicated) * Physical form for membership would be good (Name, discord ID, student number, email, probably nothing additional) > Anthony: Create mock physical membership form ### O-Day Stall Date: Friday 21st February 2025 * No updates #### Fresher Webpage / Flyer * Jasmine and Alex have started on webpage, no update on flyer. #### 2025 Membership Stickers * Kimi has designed a new colour scheme to use with the stickers * Year number to be added to membership sticker design * Need to be ordered soon ### Redbull Sponsorship * Basil confirmed as the Redbull liason > Anthony: Email Basil for updates ### Advertising & Social Media #### Meet the Committee Post/Poster Tentative Release: Morning of Oday * Ongoing, SEND PHOTOS/THEMES TO KIMI PEOPLE ### Update of Our Website * Ongoing as part of fresher. ### IRL Sem 1 Planning Session Confirmed Date: Sunday 16th of February 2025, 10am - ~12pm * Mikey sends apologies ### Next Meeting Date / IRL Meeting * Comprises will have to be made to do IRL meetings * Revote on best days as CAS has come back out. * Next meeting time will be Thursday 6pm --- #### Meeting Closed: 4:15pm ## Action Items Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea > Look for a frame to hang up LeBron Poster Alex, Jasmine & Jimmy: > Create social responsibilities door manual update > Organise who is writing what for the Door Manual Update Alex, Jasmine & Kimi: > work on fresher flyers and website page Anthony: > Email Ben from UWASports to check for updates > Create mock physical membership form > Publish documentation on how to manage fleet and add computers to the domain > Email Redbull about continuing the sponsorship > Organise League team for PlayAid Anthony, Julian & James: > Organise Overwatch team for PlayAid Geoff: > make a budget for the Gap in Clubroom around start of semester Jasmine & Kimi: > Make current committee members post/poster James & Jimmy: > Learn how the clubroom PC system works from Anthony Mikey: > Update NVIDIA drivers on all PCs other than Minthara Everyone: > Respond to Kimi about the Meet Committee Post ASAP