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# UWA Esports Committee Meeting Minutes 2024-10-20 -------------------------------------------------------------------------------- #### Attending: Andrew, Blair, Alex, Anthony, Adam, Kimi, Geoff, Jimmy, James, Julian, Elijah, Mikey #### Apologies: #### Absent: #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 7:00pm #### Meeting Opened: 7:07pm #### Previous Action items: Alex: > follow up with Smash Perth Collab Organisers - done Anthony: > Create documentation for the clubroom tech services - done > Remove flickering bulb, call guild maintenance - done (Jas did this) > full fleet maintance & upgrades after exams - ongoing Anthony and Geoff: > Check if keycron keyboard working - done Anthony and James: > chat to Jasper about making better use of Nintendo Wii - ongoing Jasmine: > follow up guild maintenance - done > print and bring bank transfer details poster - done > reach out to friend about fixing joycons - done > purchase approved items from Big W - done Jasmine and Kimi > make current committee members poster - ongoing Jasmine and James: > make complaints forms - done Geoff: > measure and mockup for possible new floor plans - ongoing > Collect Guild Community Engagement Prize winnings - not done James: > purchase approved items from Amazon - done > Run Minecraft night Friday - done > Look into bag cubby measurements that will work for us - done Julian: > purchase approved items from Aliexpress - ongoing Elijah: > continue talking to Perth Smash - done Kimi: > make weekly graphic, post discord announcement, & post on instagram story - done > make meet the new committee post - ongoing Adam: > update Door application form - ongoing Jimmy: > Run the Among Us night on Tuesday - done > Learn how the clubroom PC system works from Anthony - ongoing Everyone: > Read through the proposed door manual and suggest changes - done > Join the Among Us IRL subcommittee server if interested - ongoing > Think about if you would like to be on the Quiz Night subcom for Sem 1 2025 - done ##### Motions Passed via Circular: | Circular Motion: U Green Bluetooth Adapter x2, $16.99 -- Moved: James Seconded: Alex Outcome: Passed, unanimously --- ## Individual Reports ### President (Alex) * Been quite busy with work / assignments * No more in-person classes so will be at Uni less unfortunately * Spoke to Perth Smash guy briefly * Called Westpac re our ABN PayID which was broken but now fixed * Thought about our new minutes website, but have yet to manifest it (may need to think harder) * Drafted new By-Laws, which I'll move later * Will also be away for a bit of summer break (got my leave approved yippee) ### Vice-President (Anthony) * We need to cook up a proper reason why we want LED instead of fluorescent tube lights * LED lights are more durable, more efficient, produce a cooler light * Fluorescent bulbs produce a glare on the monitors and the tv * fluorescent bulbs are also very tiring on the eye * Documentation is done, awaiting the site to be properly finished * I want to enlist more people to tech, one man army not making much progess * Can make a form? * Can also enlist some people from UCC * Some services we need to deploy include the wiki website, reservicing of the main website, desktop hardening * Will be away for the summer break ### Secretary (Jasmine) * Printed and laminated weekly schedule poster and placed in clubroom * side note: the use of bluetac on the corkboard makes me sad * it's almost like we should invent something to specifically put things on a corkboard... maybe we should call them push pins /j * Bought the 3 pack of wall hooks from Big W * Bought Piranha Plant & Sans DLC on Switch w/ Geoff * Worked on the Complaints & Feedback Submission form * around 90% done * Checked the joycons for stick drift * someone be fibbing (there is no stick drift on any of them) * I did talk to my friend about fixing them before finding this out though and they said it would be pretty easy so if they do every have actual problems in the future that's good * Printed and laminated Kimi's slay Bank Transfer Details poster and put it in the clubroom * also informed door about it * Posted Arcane screening reminder & made it a discord event. * Called UWA Maintance regarding lights ### Treasurer (Geoff) * Reimbursed Jasmine and James * Measured Clubroom (very long) * Checked Keyboard (is working) * Became a Piranha Plant main * Quite busy with work this week so I wasn't able to do much :( ### Social Media Manager (Kimi) * Did bank transfer graphics ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * New clubroom application in process, will finish after exams * Someone needs to put the clubroom door manual in the Google Drive so I can reference it in the form #### Elijah * Spoke with Perth Smash guys #### Jimmy * Hosted Among Us party games night. It was very successful with the peak being around 19 players. * Trained 2 new door members. #### James * All amazon items purchased and in clubroom * Controllers working well, bluetooth installed, and Adam put the stick covers on * Reccomend buying "Chew Stop" () to Geoff-proof the controllers /j * Hosted Minecraft night * Bag storage (props to Julian for helping with this) * Ikea - $100 4x2 cubby storage https://www.ikea.com/au/en/p/kallax-shelving-unit-white-20351884/ #### Julian * Ordered gamecube adapter * Lost argument for coathooks * Clubroom cleanup and tidying * Trained new door * Aquired club vacuum #### Mikey * no updates --- ## Club Finances Report * Netsuite Account: $1,310.75 * Westpac Account: $2,128.54 * $500 prize still pending > Geoff: work on grants application Geoff leaves 7:30pm --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 15th October, 7pm * Game: Party Games - Among us * Coordinator: Jimmy * Turnout: Max of around 19 players. Slightly higher than usual. * Notes: We need to have a good system in place for when the max lobby size is reached to ensure that no-one is left out. Skribbl continues to be a very popular preliminary party game before Among Us. ##### Wednesday 16th October, 8pm * Game: League of Legends * Coordinator: Anthony (was Pikarito) * Turnout: Good turn out, same lobby as usual(10-13 ppl) * Notes: we need to make sure people understand its usually high elo or get more low elo ppl to join. Our current league inhouses are a bit of a sweatfest. ##### Friday 18th October, 7pm * Game: Minecraft - Hypixel (Bedwars, Skywars, Build Battle, Murder Mystery, Blitz Survival Games) * Coordinator: James & Mikey (was James) * Turnout: hovered between 6~8 people throughout the night. * Notes: Decent turnout considering other things going on (halloween tav, last day of sem celebrations/uni work) #### Upcoming ##### Tuesday 22nd October, 7pm * Game: Among Us * Coordinator: Jimmy * Should we rename Party Games to Among Us * higher barrier of entry due to the modded among us * Yes we will change the name to Among Us Nights * should we have a separate night for party games (Project Winter (or it's own night), Jackbox, Skribblio, Gartic Phone etc.) * Yes we should trial this soon ##### Wednesday 23rd of October, 8pm * Game: League of Legends * Coordinator: Anthony ##### Thursday 24th of October, 7pm * Game: Lethal Company * Coordinator: Julian ##### Friday 25th of October, 7pm * Game: Minecraft - Hypixel (Bedwars, Skywars, Build Battle, Murder Mystery, Blitz Survival Games) * Coordinator: James & Mikey > Kimi: make weekly graphic, post discord announcement & post on instagram story #### Future Plans/Ideas * Party Games * hosting a collection of low barrier fun games such as Jackbox, Skribblio, Gartic Phone * Project Winter * Hosting a night for Project Winter as it has a decent amount of players in the server and can be played for free for up to 2 hours a day * Smaller lobby size of only, 8 players per game * Trouble in Terrorist Town (Gmod) - Collab with UCC * This will be a collab with UCC * Mods will be required, * We are thinking of using the Yogscast pack * Need to setup a server, UCC can handle this * Scary Games Night * Many fun options however, they have limited player count so would need many lobbies if we did run * Phasmaphobia (4 players) * Dead by Deadlight (5 players) * Sims 4 * Running a building challenge or gameplay challenge * Themed build with a set timer * Likely a one off event * Stardew Valley (modded for unlimited players) * Just a chill one of event, * having unlimited people mod (only needs to be installed on host's side) and just let people go crazy * Deadlock Night * It's free and if someone doesn't have it then someone in the lobby can invite them to it * NOTE: invites can take up to 24 hour to be sent. Minimum of a couple hours * There are custom games available * Halo (MCC) * Unsure what the turn out would be but could be a fun one of event ##### Gauging Interest in Future * We could possibly make a form to gauge interest * OR we can add an optional survey at then end of signup form to include people's availability, what they are interested in, and basic demographics * would be difficult to do on QPay but easy on google forms * we can set this up for next year's signup system ##### Running Tournaments * Should we run more competitive and intervarsity events * We think our many of our member base leans towards casual gaming BUT is it there still worth having low level competition such as one night tournaments * Our Esports side of the club satisfied by intervaristy teams * It has been difficult to find players for this and these lower level events could build interest * There has been chats of people being interested in tournaments/competitive teams valorant * Is there enough interest for a simple tournament outside of Smash Bros and TFT * Could be possible if we only do this at a lower level * Rift chance could be good to run as it needs less players > Everyone: Think about what small scale competitive events can we run ### Other Events #### Quiz Night Sem 1 2025 * Date: Week 4 Sem 1 2025 * Editors: Jimmy, James, Julian, Jasmine, Kimi, Alex * Remember that anyone can write questions ### Collaborations #### Among Us IRL 2025 - Collab with URC * no updates * we need to push for a meeting > Alex: push for a meeting with URC for Among Us IRL Collab #### Smash Perth Collab * Elijah spoke to Perth Smash people and they told him about the rules and codes of conduct * They would like Ezone Social 9th of November * Ezone Social is fine but a Ezone tutorial room is likely better if available * They want as early as possible to as late as possible * We need know what they need for staffing, branding, and equipment * We only need to get the venue > Alex: Give Elijah access to make EMPs > Elijah: Make Smash Perth Collab EMP Anthony Leaves 8:01pm Kimi Leaves 8:01pm #### UWAnime x UWAEsports Collab * UWAnime wants to collab for next year * We can think about this later #### UniSFA x UWAEsports Arcane Screening Collab * Mondays, 6pm start **now is in Social Sciences Lecture Theatre** * 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) * UCC x Unigames x UniSFA joint camp is this week * Everything is booked! > Jasmine: make video for how to get to venue from guild village ##### Noise Management During Event * The lecture theatre's construction means that a little talking is very noticable so we will need to manage noise level * Group chat for any discussion * Gauge interest on day for if people want it #### Cameron Hall Minecraft Server * Had our first meeting this morning * It's going to be an SMP style lead by the players * We're gonna reuse a lot of the plugins and server code from last time * Tentative date to release server on the 8th or 9th of November #### Worlds Watch Party * Date/Time: Saturday, 2nd November, starting at 11pm * Need to book Social Sciences Lecture Theatre * Curtin ones are fully booked * Can't be at Court because it's a Saturday at 11pm * Worth considering using Social Sciences Lecture Room 1 because it is not tiered (therefore more social) however the capacity is smaller (50-60 people) * tentative predicted 40-50 people in attendance > Alex: Book venue for Worlds Watch Party --- ## Clubroom Items ### Machine Reports #### Keycron Keyboard * Anthony checked and it seems to still be working, but hasn't cracked it open yet #### Joycons * Jasmine and Anthony checked and there is no drift on any of our Joycons * We will hold off any replacing the sticks * New caps have been placed on them though ### Machine Items #### Mario Party Jamboree * New Mario Party game has come out and maintained good reviews, * People have asked for Mario Party so this could possibly address our lack of mario party * However, the Wii can give us access up to mario party 9 * Anthony still think the new mario party is a very good purchase ($80 is kinda a yikes tho) * James can get it cheaper from bigw for around $63, or we can wait) * Consensus is to wait for start of year * Not as many people will be in the clubroom over the holidays so will get less use ### Other Items #### Markers for Glass * We think Markers for the Glass are fun * Can be used to draw art like 'Temu' Art (Jimmy meant Teemo)\ * Can advertise events as well * Will add more character to the clubroom * We can ask Unigames what markers they use as they also write on their glass > Jasmine: Investigate what markers to use #### Cubby Storage * Ikea - [$100 4x2 cubby storage](https://www.ikea.com/au/en/p/kallax-shelving-unit-white-20351884/) * has been measured and works well for our purposes * does not require wallmounting * white colouring is cheapest | Motion: Ikea Cubby Storage, $100 -- Moved: James Seconded: Julian Outcome: Passed, unanimously > Jasmine: pick up cubby storage from Ikea --- ## Closed Section --- ## General Business ### Tech Group Formation * discuss next week ### Bank approval changes * Changing to a 2 exec approval system for reimbursement * A concern of people not being reimbursed quickly, but it should be ok * We want to wait for all 4 execs to be on the account * need to add Anthony & Jasmine > Alex: Add Anthony & Jasmine to the bank account ### By-Laws updated | Motion: Approve new Bylaws -- Moved: Alex Seconded: Jasmine Outcome: Passed, unanimously > Alex: Upload new By-Laws to website & google drive Anthony arrives 8:33pm ### Discord Server Updates * Announcement Pings to change so people can opt in and out of certain pings * Quick links * How to get to clubroom, we need more > Jasmine: update announcement pings to make subgroups by March 2025 ### Complaints Form * Complaints form has been drafted and a productive thread discuss of feedback occured * It is now ready * Put it in quick links and make an announcement * Make a link tree for similar function for quick links > Alex: Make a link tree > Jasmine: Post Quick Links > Jasmine: Draft announcement for complaints form ### Handovers * do we want to make handovers for next committee especially for executives * revisit in future ### Door Manual * Put it on google drive * We will publish it in the coming days, as it has all the important functional information * However, we should revisit a discussion on what is and isn't ok in the clubroom and what culture we want to foster in the clubroom - have an updated version which includes a second section for culture things * We can talk to other clubs to ask what they do (UWAnime, Unigames, UniSFA) * Is joking about dooring ok? * Some people may be against because we don't want to be a joke police * If there is a culture of joking about it people will likely misunderstand when people are actually being doored > Julian: Add door manual to the google drive > Julian: publish door manual (on Tuesday?) Adam leaves 8:47pm ### Door form update * Is still being worked on * Adam is using the Unigames Gatekeeper application as a reference (thanks Unigames) ##### Individual Committee Reports * Should we have people not read through the individuals report * Consensus is yes however do not report on extra details in individual reports * We think it worked quite well, will revisit again next week ### Social Media Posts #### Meet the Committee Post/Poster * Kimi and Jasmine discussed what we wanted to put on it * photo of everyone * names * IGN / username * people's favourite game/s * asking people what got them into video games * do you think you could 1v1 a fully grown grizzly bear * Kimi and Jasmine will organise this for later (after exams) > Kimi & Jasmine: organise a meet the committee post/poster #### Quiz Night Post * We haven't posted photos from that night, we should do that soon > Kimi: Make a belated Quiz Night Post --- #### Meeting Closed: 8:58pm ## Action Items Alex: > push for a meeting with URC for Among Us IRL Collab > Give Elijah access to make EMPs > Book venue for Worlds Watch Party > Upload new By-Laws to website & google drive > Make a link tree Anthony: > full fleet maintance & upgrades after exams Anthony and James: > chat to Jasper about making better use of Nintendo Wii Jasmine: > make video for how to get to venue from guild village > Investigate what markers to use > update announcement pings to make subgroups by March 2025 > Post Quick Links > Draft announcement for complaints form 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 Julian: > purchase approved items from Aliexpress > Add door manual to the google drive > publish door manual (on Tuesday?) Elijah: > Make Smash Perth Collab EMP Kimi: > make weekly graphic, post discord announcement, & post on instagram story > Make a belated Quiz Night Post Adam: > update Door application form James: > Learn how the clubroom PC system works from Anthony Jimmy: > Learn how the clubroom PC system works from Anthony Everyone: > Join the Among Us IRL subcommittee server if interested > Think about what small scale competitive events can we run ![Teemo](https://hackmd.io/_uploads/BySPhn2RA.jpg)