Unigames Committee Meeting #36 - 27/11/2019

by Donald Sutherland 27/11/19

Unigames Committee Meeting #36 - 27/11/2019

Attending

  • Alaura
  • Aoibhinn
  • Donald
  • Taylor
  • Alistair
  • Colin
  • Elana

Apologies

  • Emerald
  • Amelia
  • Kyle
  • Gavin

Absent

  • none

Meeting open: 4:46pm

Reports:

President's Report:

  • Hey yo I brought the thing in
  • I haven't done much, but I called the meeting

Vice-President's Report:

  • I'm very excited about dogs
  • That's it

Treasurer's Report:

  • Account balance: $2192.12
  • This includes $300 from the freezer fundraiser
  • I have not yet done the withdrawel from the last food run though
  • I have had a very weird week
  • Getting recognised by someone while broken down on the highway
  • Haven't had a chance to do a food run
  • Grants have come through - they are not very good, I will follow up on them

  • Taylor: Follow up on grants

Secretary's Report:

  • I have been ultra depressed for some reason

  • Donald: Put minutes on website

  • I made the event for Card Game nights

Librarian's Report:

  • Overdue items:
  • I was at UniSFA camp
  • It was a camp
  • It was enjoyable
  • All of our games returned safely
  • Nothing is currently overdue
  • Donald officially has 1 strike
  • There's a donation as well

Fresher Rep's Report:

  • Amelia is Beach Island Sweden

OCM reports:

Elana: - Started organising the one-shot, but can't do EMPs

Past action Items:

Alaura:

  • Chat with Winslade about future scheduling - not done
  • Go through Camp feedback and begin writing a handover - still WIP
  • Make freezer funraiser post on main facebook group and gatekeepers - done
  • Bring in tiny whiteboard - done

Aoibhinn:

  • Print out more gatekeeper forms - not done
  • Harass people about whenisgood - done

Taylor:

  • Go to next UCC committee meeting - didn't have to
  • Donate money if not donated by Tuesday - ready to go when Guild gives the go ahead
  • Send feedback to Relay for Life - waiting for relay people to be elected
  • Get a can-opener - not done
  • Grants? - done, they're bad
  • Draw on the windows - done
  • Do a small freezer run (along with Colin) - not done

Donald:

  • Put minutes on website - not done
  • Organise board/card games event (along with Colin) - done
  • Distribute sealed league prizes - not done
  • Make an archive guide - not done
  • Make a post about the guild bathrooms - not done
  • Turn off post approval - done
  • Make a list of summer jobs - not done

Amelia:

  • Follow up on summer games after exams
  • Chase up GMs to figure out which games are left
  • Buy window wedges (for fridge/freezer) and double sided tape - done, might not be brought in yet

Elana:

  • Organise a L5thR one-shot for the week of the 2nd December - WIP

Colin:

  • Organise board/card games event (along with Donald) - done
  • Draw up a collab procedure document - not done
  • Get perspex - done
  • Do a small freezer run (along with Taylor) - not done

Gatekeepers

  • Robert Trainer is now a gatekeeper

  • Aoibhinn: Organise gatekeeper training for new gatekeepers

Agenda

Usual Suspects:

Boardgames

  • Card games event is happening tomorrow!
  • Should be sweet
  • Next one in two weeks, then probably skip them until the next year
  • Maybe Christmas themed?

  • Colin: Poll memberbase to see when they want board games event

  • Colin: Make board games event

RPGs

  • L5thR happening next week
  • Elana is struggling with the EMPs
  • Then none until after the christmas/newyear period
  • Taylor suggests multiple things:
    • Homebrew testng day
    • GM networking day
    • player networking day
    • other RPG related social events
  • to happen over the holidays, that don't require people don't commit to a one-shot
  • Also: potential Panto collab - D&D night?

Magic

  • Sealed league prizes are still wayyyy overdue

  • Donald: Distribute sealed league prizes

  • Theros sealed league
  • Might be some magic happening tomorrow for card games night
  • After that: chill commander night or something?

Wargames

  • Tournament happened
  • Was negatively impacted by the door locks
    • Turns out the door is just locked on the weekend
  • Jake and Kieran did well
  • Full wargaming report coming soon

Fresher Campaigns

  • Full fresher campaign report coming soon

  • Amelia: Follow up on summer games after exams

  • Amelia: Chase up GMs to figure out which games are left

Collabs:

  • It's the holidays
  • If we do anything it'll be with Cameron Hall clubs
  • After Christmas: Panto D&D or Panto Microscope?
  • Collab potential: UCC w/ Artemis LAN?
    • Large scale co-op game
    • Future event
  • Collab procedure:

    • Colin: Draw up a collab procedure document

Events:

CAMP - Fiends and Fae (Un-Redacted!) [21st-24th June 2019]:

  • Alaura: Chat with Winslade about future scheduling

  • Alaura: Go through Camp feedback and begin writing a handover

LARP1001

  • Reps: Colin, Emerald + Elana, Aoibhinn

  • Colin: Write up a report for LARP1001

OGM [10th September]:

  • Is Kyle on committee yet?
    • Nope
    • Re-sent the changes to SOC and also the Guild president
    • One day our 4th OCM will return from war

Charity Vigil [28th/29th September]:

  • Reps: Colin, Taylor
  • We have gotten the totals from UCC
  • Our final total amount is $1184.60
  • Neville has been in contact with Guild Finance to find out how they want the money sent to them
  • Taylor has put the put the UCC amount into our cash bag
  • So UCC currently owes us $26.80
  • We'll tell them to put it on dispense
  • The rest of the charity vigil wrap-up has not occured

Relay for Life [12th/13th October]:

  • Reps: Taylor + Elana, Emerald

  • Taylor: Send feedback to Relay for Life

  • Taylor: Get a can-opener

Cameron Hall-oween [26th October]:

  • Reps: Aoibhinn, Amelia
  • Wrap-up meeting happening on the 30th

  • Alaura: Put up the photos

Summer LARP:

  • Reps: Alistair, Elana, Emerald
  • UniSFA are pushing pretty hard to cancel before the end of the week if advertising isn't up.
  • A budget was made, and apparently $500 is for props
  • Emergency open meeting, with invite extended to all relevent committees to come to the conclusion to either:
    • Continue as is
    • Cancel
    • Or scale it down to a smaller Unigames event

Un-Charity Vigil:

  • Reps: Alaura, Aoibhinn, Kyle
  • Tentative date options: 8th Feb, or 1st Feb if SLARP moves
  • Aoibhinn has made a whenisgood for a prelim meeting
  • Clubs currently involved:
    • Unigames, UCC, UniSFA, PCS, UWAnime
  • Clubs currently confirmed not involved:
    • Panto, Chess

[REDACTED] 2020:

  • Confirmed date: 19th-22nd of June 2020
  • Real confirmed this time!
  • Aoibhinn is contacting Mega-game people to get a framework from them
  • EMP should start getting preliminarily hammered out
  • Do as much work for the next committee as possible
  • Ideas stolen from UniSFA camp: Scavenger Hunt?

Guild

  • Guild Finance:

    • Will be closed from the 20th December to 6th January

  • Tenancy cupboard allocations:

    • 2020 problem

  • Elevator:

    • Currently trying to organise next meeting

  • Grants:

    • We recevied $416 for grants
    • That's pretty small

    • Taylor: Follow up on grants some more

  • SOC:

    • Next SOC meeting: Feb

  • Tenancy:

    • Taylor: Email Guild finance about taking money for testing and tagging

    • We need to send approval to Guild Finance for $35.20 for the tagging and testing that was done earlier in the year
    • Our microwave needs to be tagged and tested
      • Next tenancy problem
    • Cameron Hall locks:
      • Cameron Hall opening hours are 8am to 6pm weekdays only.
      • Closed on weekends entirely.
      • For after hours events, we will need to submit an EMP for.
      • Get an after hours access pass if it's in the loft.
      • Send that pass to security to request the doors be unlocked for the event duration.
      • When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
    • Busy bees and inspections:
      • Awaiting new tenancy chair for next busy bee date
    • Work orders:
      • Reminder to re-state current work orders to next tenancy chair
    • Reallocation:
      • Full allocation coming up soon
      • Keep an eye out for that

Room Update:

  • Freezer Fundraiser:

    • Fundraiser is going very well, with $312 being raised
    • Fundraising will end officially at the end of the next committee meeting, which will be Tuesday 3rd
    • Currently Elsa is in the lead with $200
    • This has lead to universal outrage

  • Speakers:

    • Alaura explained the speaker choice a little more
    • Committee has approved buying it immediately if it's below $50, and Alaura contacts us if it's below $100.

  • Bunnings things:

    • Fridge wedges
      • Have alledgely been purchased
    • Pole pads
      • We still need to put them up with double-sided tape
    • President's picture
      • We are gonna tape it on to prevent glass breaking.

  • Wargaming shelf:

    • Perspex has been acquired

    • Alistair: Get hinges + other accesseries for the shelf

  • Storage solutions:

    • Taylor: Write up a list of purchase stretch goals for Uncharity

    • Storage solutions will be looked at once stretch goals are drawn up

  • Cleaning the clubroom

    • Please clean the clubroom, please

Reimbursements:

  • Gozz: $1075.13 for food run
  • Kyle: $31.45 in cash for L5R dice and wargaming tournament prize

General Business:

  • Embroidery:

    • Ongoing, almost finished

  • New T-Shirts:

    • Going on potential stretch goal list

  • Archives:

    • Donald: Make an archive guide

  • Board games guide:

    • Nothing received yet

  • Food run:

    • Taylor+Colin: Do a small freezer run

  • Campus Toilets:

    • Donald: Make a post about the guild bathrooms

  • Website:

    • Project Phylactery now exists

  • Discord things:

    • Aoibhinn: Sort out discord this week

  • Handovers:

    • The way we do handovers need to change
    • We currently treat the wrap-up meeting minutes as the "handover"
    • This is a bad idea
    • Make a document for each event, and copy and edit those documents each year
    • Taylor will test these changes with Charity Vigil

  • Committee Meetings during holidays

    • Next committee meeting on the 3rd

    • Donald: Post about the next committee meeting + freezer

Meeting closed: 6:40PM

--

Action Items:

Alaura:

  • Chat with Winslade about future scheduling
  • Go through Camp feedback and begin writing a handover
  • Put up the photos

Aoibhinn:

  • Organise gatekeeper training for new gatekeepers
  • Sort out discord this week

Taylor:

  • Follow up on grants
  • Send feedback to Relay for Life
  • Get a can-opener
  • Follow up on grants some more
  • Email Guild finance about taking money for testing and tagging
  • Write up a list of purchase stretch goals for Uncharity
  • Do a small freezer run (along with Colin)

Donald:

  • Put minutes on website
  • Distribute sealed league prizes
  • Make an archive guide
  • Make a post about the guild bathrooms
  • Post about the next committee meeting + freezer

Alistair:

  • Get hinges + other accesseries for the shelf

Amelia:

  • Follow up on summer games after exams
  • Chase up GMs to figure out which games are left

Colin:

  • Poll memberbase to see when they want board games event
  • Make board games event
  • Draw up a collab procedure document
  • Write up a report for LARP1001
  • Do a small freezer run (along with Taylor)