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# UWA Esports Committee Meeting Minutes 2024-10-27 -------------------------------------------------------------------------------- #### Attending: Alex, Anthony, Jasmine, Geoff, Kimi, Adam, James, Jimmy, Mikey, Julian, Elijah #### Apologies: #### Absent: #### Chair: Alex (and Anthony for a short while) #### Minute Taker: Jasmine #### Location: Online #### Meeting Scheduled: 7:00pm #### Meeting Opened: 7:02pm #### Previous Action items: Alex: > push for a meeting with URC for Among Us IRL Collab - not done > Give Elijah access to make EMPs - done > Book venue for Worlds Watch Party - ongoing > Upload new By-Laws to website & google drive - ongoing > Make a link tree - not done Anthony: > full fleet maintance & upgrades after exams - ongoing Anthony and James: > chat to Jasper about making better use of Nintendo Wii - done Jasmine: > make video for how to get to venue from guild village - done > Investigate what markers to use - done > update announcement pings to make subgroups by March 2025 - ongoing > Post Quick Links - done > Draft announcement for complaints form - done Jasmine and Kimi > make current committee members post/poster - ongoing Geoff: > measure and mockup for possible new floor plans - ongoing > Collect Guild Community Engagement Prize winnings - ongoing > work on grants application - ongoing Julian: > purchase approved items from Aliexpress - done > Add door manual to the google drive - done > publish door manual (on Tuesday?) - done Elijah: > Make Smash Perth Collab EMP - done Kimi: > make weekly graphic, post discord announcement, & post on instagram story - done > Make a belated Quiz Night Post after exams - not done Adam: > update Door application form - ongoing James: > Learn how the clubroom PC system works from Anthony - ongoing Jimmy: > Learn how the clubroom PC system works from Anthony - ongoing Everyone: > Join the Among Us IRL subcommittee server if interested - ongoing > Think about what small scale competitive events can we run - ongoing ##### Motions Passed via Circular: | Circular Motion: Approve Subcommittee Regulations -- Moved by: Jasmine Seconded by: Alex Outcome: passed, unanimously | Circular Motion: Purchase of 24 disposable AA batteries for wii remotes, $14.50 -- Moved by: James Seconded by: Adam Outcome: passed, unanimously --- ## Individual Reports ### President (Alex) * Talked to Smash people about collab * Changed our Guild page to allow new execs to do EMPs * Got our ERF approved with Max * Went to very short Minecraft meeting this morning ### Vice-President (Anthony) * Finished reformatting user database * Still waiting for after-exam to deploy wiki site&fleet maintenance * Met up with PerthSmash event dude and discussed upcoming tournament&future events * Received 2 glass markers from Ari * Successfully made better use of the Wii ### Secretary (Jasmine) * Picked up Ikea Kallax for Bag Cubby * Made how to get to social sciences lecture theatre video * Updated quick-links on discord * Announced the quick-links update as well as the new complaints/feedback form * Found out what type of markers Unigames use on their glass * Looked over Smash EMP for Elijah ### Treasurer (Geoff) * Remeasured floor, realised that we would need at least 2 extra chairs, can't really find a mockup that works * Went to finance to try and submit ERF, they say we need two ROs? They told Carr Mern the same thing when she tried to submit the form earlier * Went to Guild Events Monday, Tuesday, Wednesday to get prize, closed all three days * Reimbursed Jasmine and Julian for purchases * Started work on Sem 2 grants ### Social Media Manager (Kimi) * made weekly graphic and posted on discord and instagram * played mario party twice (won 1st and 2nd) ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Will probably put off door application until after my exams, it is not urgent * Tested Mario Party Jamboree - it is fun #### Elijah * Created EMP for Smash event * Brought in Mario Party Jamboree for testing - not fun (i came last) (skill issue - James) #### Jimmy * Hosted Among Us night #### James * Hosted Minecraft night w/ Mikey #### Julian * Tested gamecube adapter - latency is high but don't know what to do about it * ran lethal night * published door manual * opened clubroom during study break and cleaned up (pls clean more, door) * still haven't brought in vacuum, it is in my room #### Mikey * Hosted MC Night w/ James --- ## Club Finances Report * Netsuite Account: $1810.75 * Westpac Account: $2017.29 * (Still haven't gotten that $500) --- ## Events ### Inhouses / Games Nights #### Previous ##### Tuesday 22nd October, 7pm * Game: Among Us * Coordinator: Jimmy * Turnout: 14 people peak * Notes: This time around almost no one wanted to do skirbbl.io, which is interesting because it was a major part of the event last week. ##### Wednesday 23rd October, 8pm * Game: League of Legends * Coordinator: Anthony (was run by Pikarito) * Turnout: 10-15 * Notes: went well ##### Thursday 24th October, 7pm * Game: Lethal Company * Coordinator: Julian * Turnout: 3-4 people * Notes: was still good but was definitely smaller than last time, but this could be because it was during study break ##### Friday 25th October, 7pm * Game: Minecraft, Hypixel (Bedwars, Skywars, Build Battle, Murder Mystery, Blitz Survival Games) * Coordinator: James & Mikey * Turnout: ~10 people * Notes: turnout was pretty good despite James' ability to choose the busiest time period to test Minecraft Games Nights in, we do plan to continue (and also figure out a UCC server because ping has been a major complaint). * Minecraft Games Night will be skipped next week due to peak exam season and therefore likely not enough people * If we used hosted a UCC server to host then we'd need to set up each gamemode, which might be difficult * we can look into switching over to UCC servers over holidays #### Upcoming ##### Tuesday 29th October, 7pm * Game: Among Us * Coordinator: James & Mikey * Do want to run town of us sometimes or alternating weeks with other roles * Both mods do have trouble with running sometimes with a few bugs but we think both are comparable * This is already a high bar of entry by needing instalisation of mods so adding a second/alternating option may make things even more difficult * Consensus is if the event coordinator wants to they can, they just need to let people know in the announcement and keep including instructions on how to install the mod ##### Wednesday 30th of October, 8pm * Game: League of Legends * Coordinator: pikarito * (Anthony is banned from league, he needs to study) #### Future Plans/Ideas * Overwatch Inhouses / Games Nights * Jas would like to try Overwatch inhouses again * Perhaps alternating with Lethal Company on Thursdays * Starting up after Exams? (14th or 21st of November) * Notes from last time's inhouses: * Julian didn't believe there was enough people for UWA Esports only overwatch and therefore we collaborated with Curtin Esports * We were meant to alternate with Curtin Esports but this did not happen and interest gradually decreased (possibly due to this) * Additionally, many active players became busy with AOE tournaments or other events * We think there should be enough interest and some of these issues may have been due to the previous less than ideal timing of Sunday evenings * League of Legends, for below gold/plat elo * Kimi wants to host some mini events like gold/plat and under to scout for QUT * This is a good idea, however it can be difficult to run due to limited interest and some extreme competitiness * Using a Rift Champs model (spreadsheet) will be a good idea to ensure a better balanced experience for people * We should be cautious about smurfs as this has previously been an issue * Kimi is thinking of introducing this during the break or early next year * Would be good to do at the start of Sem 1 so that we advertise it at O-Day * QUT Valorant * QUT valorant might be running next year, after league * possibly week 9-11 Sem 1 * There is also a lot of interest for valorant so we could look into make our own tournament next year * may be difficult to run as we'd need a lot of staff & helpers - QUT struggles with this * Trouble in Terrorist Town * There is a decent amount of interest * Alex needs to talk to Gary about setting this up > Anthony: check with QUT Max about possible QUT Valorant Tournament status > Kimi: think about what under gold/plat league tournament for holidays/early next year > Alex: talk to Gary about Trouble in Terrorist Town UCC server ### Other Events #### Quiz Night Sem 1 2025 * Date: Week 4 Sem 1 2025 * Editors: Jimmy, James, Julian, Jasmine, Kimi, Alex * Will start having meetings soon * Will likely been at the same venue > Alex: make channels for discussing Quiz Night on committee discord Anthony beings chairing ### Collaborations #### Among Us IRL 2025 - Collab with URC * People need to join the discord server if you're interested in * We need two reps - currently it is Alex and Anthony * Anthony would like to step down from this subcommittee * Jimmy volunteers * Jimmy & Alex will be the new reps on this subcommittee * Dates are not locked in * Will need a play test using committee members after exams to test out an area with the tasks URC has made * If this goes well, go into advertising if not then keep workshoping * Idea is to have it over 3 days > Alex & Jimmy: update URC on who our two reps are for Among Us IRL 2025 #### Smash Perth Collab * Date: 9th of November * Time: 9am - 5pm * Location: Ezone Social * This is a competitive tournament * EMP has been submitted and is pending * Anthony & Geoff spoke to SmashPerth to confirm everything * We will need a few people to help during the day * Julian, Geoff, Anthony, Jasmine and likely others can help * **Clubroom will not be open** during event as we will be using monitors, switch and other equipment in Ezone Social * This will be an open event so we are expecting higher attendance * We will need a few people to help during the day * Julian, Geoff, Anthony, Jasmine and likely others can help * Smash Perth are making advertising materials, they have all of our branding * We should ask them if they need any help from us on this > Elijah: check on Smash Perth's advertising and ask if they need our help #### UWAnime x UWA Esports Collab * usually held week 7 Semester 1 * possibly a Smash Brothers tournament between the two clubs * no need to discuss further at this point Alex returns to Chairing #### UniSFA x UWAEsports Arcane Screening Collab * Mondays, 6pm start **UniSFA clubroom this week** * 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 * We had a decent turn out (considering the fact we started in Study Break) * The venue was great and made the screening very enjoyable * However, we had some issues with the venue possibly being cancelled on us last minute, but was ok for last Monday * We will have to be in UniSFA clubroom this coming Monday due to UWA Events double booking the lecture theatre * We should check with venues to ensure this doesn't happen again, especially for the season 2 screenings > Alex: talk to UWA venues about returning to the social sciences lecture theatre for the Arcane Collab ##### Noise Management During Event * wasn't too bad, it may be an issue as numbers and chatter will likely increase for season 2 #### Cameron Hall Minecraft Server - SMP * Subcommittee had a very short meeting this morning * still tentative release date for the 8th or 9th november, * This might be moved back if we still are making minimal progress due to many people being busy with exams * the server is now up for admins/subcommittee * Using much of the set up from the previous server * will only need minimal tweeking #### Worlds Watch Party * Date/Time: Saturday, 2nd November, starting at 11pm * Location: Social Sciences Lecture Theatre * if it's not a lecture theatre it might not happen because it's difficult to find a venue we can book on a Saturday night * worst case we can do an in-call watch party > Alex: call UWA venues about Worlds Watch Party --- ## Clubroom Items ### Machine Reports * Fleet not running fine :sob: * The server died (is no longer functional) * We need to look for replacement hardware ASAP * Without the server none of the clubroom PCs work * Server components are often very expensive * Would prefer to get a cheap & recent replacement parts but may be difficult * We can look into what UCC has however most of the equipment on the shelves is dead hardware * Geoff and Anthony will look for possible options in UCC and if none work then look for possible options to purchase > Anthony & Geoff: look for possible replacement hardware for the server, first in UCC and then for purchase Anthony leaves 7:56pm Kimi leaves 7:56pm Mikey leaves 7:56pm Anthony arrives at 8:05pm ### Machine Items #### PCs * PCs storage are fulling up very fast * We need to look into possibly wiping the storage every so often ##### Scraggy * Needs an upgraded CPU as it currently struggles to run even league of legends * Can also look into GPU but most games games are CPU bound not CPU bound so this is not as important * Gary found a CPU on AliExpress going for 2/3rd normal price and tested it, it works * [AliExpress Ryzen 7 5700X3D, $228.17 before shipping](https://www.aliexpress.com/item/1005006536319491.html) | Motion: purchase a Ryzen 7 5700X3D, $235 -- Moved by: Anthony Seconded by: James Outcome: passed, unanimous > Jasmine: purchase Ryzen 7 5700X3D #### Gamecube * The Gamecube controllers have latency * It's due to TV latency, there is not much to do about this #### Wii * Wii has been made better use of now (thanks Jasper) * We currently have an SD card in the wii that is full without having everything on it that we want * Therefore we need more storage on it * Purchase this [SanDisk Low-Profile 128GB USB flash drive]( https://www.umart.com.au/product/sandisk-128gb-ultra-fit-usb-3-1-130mb-s-flash-drive-sdcz430-128g-43639 "oh hi mark"), $19 | Motion: purchase SanDisk Low-Profile 128GB USB Flash Drive, $19 -- Moved by: Anthony Seconded by: James Outcome: passed, unanimous > Jasmine: purchase SanDisk Low-Profile 128GB USB Flash Drive Kimi returns at 8:19pm ### Other Items #### Markers for Glass * Unigames uses Liquid Dry Wipe Chalk Markers (specifically TEXTA 6 pack) for their glass * Ari donated 2 glass markers, a blue and a purple one * These are now in the clubroom * We don't think it's necessary to get anymore at this point #### Cubby Storage * The cubby has been picked up by Jasmine * Unless someone want's to take it off her hands she'll bring it in and build it in the holidays after exams * many people are happy to build it, * Julian, Jasmine, Anthony and Kimi * Jasmine will bring it in after exams * It is large so we think it's best for it to be bought in when it's going to be built rather than having it sit in the clubroom cluttering it during exams #### Ceiling lights * we still want LED lights * Jasmine can contact Maintance about the 2 broken lights and asking for the lights to be changed to LED bulbs for eye strain * Grace has a standing lamp that she's willing to donate * Alex can pick this up from her * can be next to TVs so shouldn't interupt gamers at the PCs * May take up uneeded space * It's free so we should have it and we can dispose of it if needed > Jasmine: contact maintance about the fixing ceiling lights again, and changing them to LEDs if possible > Alex: pick up freestanding lamp from Grace #### RGB Backlights for PCs * We currently use Ikea RGB lights which are a little expensive * We know there are options on AliExpress that are a lot cheaper * As well as backlighting PCs we can put it behind the pillar * because it would 'look cool' > Jimmy: look into RGB lights to buy from AliExpress or other cheap options #### Door sensor * We should get a Door Sensor * people will no longer have to say if * Gary can help us set this up > Jasmine: purchase items for door sensor after getting circular approval after exams --- ## Closed Section --- ## General Business ### Minutes * do we include tentative events in the minutes? * The consensus is yes * unless we find another calendar system that works as well this is probably best for now ### Advertising > Kimi: make weekly graphic, post discord announcement & post on instagram story ### Tech Group Formation * Anthony needs to make and put out the form * Anthony would like some help with making a draft * Jimmy volunteers to help > Jimmy: make a draft tech group form > Anthony: edit and put out the tech group form ### Membership alternatives 2025 * should we stop using QPay for memberships? * they take some money from us and their website is not the best * Consensus is yes * we could look into an excel/google sheets spreadsheet instead * We think this is for the better * We can move the discord roles to an inhouse implementation which would be easier for us in the long run * Google sheets does have a really good API, this will make member management much easier * We can set up a payID, with instructions on how to the write description for record keeping * We know Unigames and UniSFA also use a google form and google sheet system that we can use as a reference as well * we will discuss again next meeting ### Discord Server Updates #### Channels update ##### Shoutouts Channel * Do we want to introduce a shoutouts channel? * Possibly if it works people will interact with the community more and if it doesn't work it just sits there and we can remove it later * Additionally, people can mute or unsubscribe from the channel * However, do we even want to encourage people shouting out * The Consensus is no ##### Story / Singleplayer / RPG games Channel * Should we add a story games channel, rpg games channel or a miscellanous single player games channel? * Gaming-General does kinda serve the purpose however we can see the argument for it * We already have card-games and rhythm-games and strategy-games which are arguably more niche or similarly niche * If we want to not allow this new channel suggestion then do we remove the other niche channels? * * singleplayer games is so general they might as well use gamiing general * We can make a RPG channel that would fulfill many of these games * Additionally, Rocket League channel is mostly dead * Consensus will archive it, no one has posted in 3 weeks * We have decided that we will return to this channel discussion after exams when we can discuss updating the entire discord server #### Announcement Roles Update * We want to stop having to @ everyone in the server for every announcement while still reaching people who would like to be reached so having more specfic announcement roles that people can assign similar to the gamings roles while onboarding will help * Possible Role Ideas: * Weekly Events Schedule * Touch Grass Events * Any event that isn't online things like Laser Tag, LANs, Screenings, In person Tournaments * We could devide this further into In Person Gaming Events and In Person Non-Gaming Events * Consensus is we should keep it has one role to increase engagement * Major Club News * Things like OGMs, AGMs etc. #### Games Roles Update * Do we want to add an Among Us role & a Lethal Company role * yes * Will also discuss these changes after exams and when we discuss updating the entire discord server #### Updating Rules? * Do we care about discord server rule 6 (about shoutouts)? * Yes, it is a good rule but we can continue using it at committee discretion ### Handovers * do we want to make handovers for next committee especially for executives * revisit in future * We can discuss this at the end of the year * We should have a quiz nights handover ### Door Manual * Door Manual has been published in * We will have an updated version about community engagement and club culture at some point > Geoff: print 1 page summary and put near door ### Door form update * ongoing, Adam will have this done by next week ### Individual Committee Reports * we will continue a few more times ### Social Media Posts #### Quiz Night Post * This needs to happen soon * Maybe after exams > Kimi: make belated Quiz Night post on instagram/facebook post of with some favourite photos, do after exams #### 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 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 and Jasmine will organise this for later (after exams) > Kimi & Jasmine: organise a meet the committee post/poster --- #### Meeting Closed: 8:58pm ## Action Items Alex: > push for a meeting with URC for Among Us IRL Collab > Book venue for Worlds Watch Party > Upload new By-Laws to website & google drive > Make a link tree > talk to Gary about Trouble in Terrorist Town UCC server > make channels for discussing Quiz Night on committee discord > talk to UWA venues about returning to the social sciences lecture theatre for the Arcane Collab > call UWA venues about Worlds Watch Party > pick up freestanding lamp from Grace Alex & Jimmy: > update URC on who our two reps are for Among Us IRL 2025 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: > update announcement pings to make subgroups by March 2025 > purchase Ryzen 7 5700X3D > purchase SanDisk Low-Profile 128GB USB Flash Drive > contact maintance about the fixing ceiling lights again, and changing them to LEDs if possible > purchase items for door sensor after getting circular approval after exams 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 Elijah: > check on Smash Perth's advertising and ask if they need our help Kimi: > make weekly graphic, post discord announcement, & post on instagram story > 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: > update Door application form Jimmy: > look into RGB lights to buy from AliExpress or other cheap options > make a draft tech group form James & 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)