Unigames Committee Meeting #37 - 03/12/2019

Attending

• Aoibhinn
• Donald
• Alistair
• Colin
• Elana
• Emerald
• Kyle

Apologies

• Alaura
• Taylor
• Gavin

Absent

• none

Meeting open: 4:46pm

Reports:

President's Report:

• Got called into work

Vice-President's Report:

• Too sick for work
• Not too sick for meeting

Treasurer's Report:

• Account balance: $2192.12
• Not present

• Taylor: Follow up on grants

Secretary's Report:

• Card games night went very well
• A lot of people played games with cards
• I will away until next Tuesday, as I will be in Brisbane

• Donald: Put minutes on website

Librarian's Report:

• Overdue items: none
• Next week is production week
• Prepare to get nothing done
• Callout to Emerald to leaving games at not her house

Fresher Rep's Report:

• 'old on I 'ave cheeze balls in m' mouth
• Hi
• I organised campaigns
• Also I bought fridge wedges but they aren't here

• Amelia: Bring fridge wedges

OCM reports:

Kyle: - I would like to correct the previous minutes - Jack and Kieran won the tournament, not Jake and Kieran

Past action Items:

Alaura:

• Chat with Winslade about future scheduling - not done
• Go through Camp feedback and begin writing a handover - not done
• Put up the photos - not done

Aoibhinn:

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

Taylor:

• Follow up on grants - ongoing
• Send feedback to Relay for Life - not done
• Get a can-opener - not done
• Follow up on grants some more - ongoing
• Email Guild finance about taking money for testing and tagging - unsure
• Write up a list of purchase stretch goals for Uncharity - not done
• Do a small freezer run (along with Colin) - done, but not by Taylor

Donald:

• Put minutes on website - not done
• Distribute sealed league prizes - not done
• Make an archive guide - not done
• Make a post about the guild bathrooms - not done
• Post about the next committee meeting + freezer - done

Alistair:

• Get hinges + other accesseries for the shelf - not done

Amelia:

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

Colin:

• Poll memberbase to see when they want board games event - done
• Make board games event - not done
• Draw up a collab procedure document - not done
• Write up a report for LARP1001 - done
• Do a small freezer run (along with Taylor) - done but not by Colin

Gatekeepers

• Robert Trainer is not Robert Trained

• Donald,Aoibhinn: Print out more gatekeeper forms

Agenda

Usual Suspects:

Boardgames

• Card games event went real well
• There were at least 15 people playing various games
• It was super fun, 10/10 would do again
• Next one looks like it will be happening on Wednesday afternoon
• Donald and Elana can be around
• If there's an influx of votes to change it then Colin will let everyone know

• Colin: Make event for board games afternoon

RPGs

• L5thR is happening tomorrow!
• GMs: Jack and Jake
• None until new years
• Carry-over suggestions:
  • 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 wayyyyy overdue

• Donald: Distribute sealed league prizes

• Donald: Make a post tagging sealed league winners

• Theros sealed league still on the table
• Chill commander night after new-years

Wargames

• 6 players in total for the tournament
• Kyle wants to do a painting day

• Kyle: Find a date for painting day

Fresher Campaigns

• Summer campaigns are good
• Three summer games are happening!
• Max, Valerie, and Emerald are the summer games GMs

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

• Valerie will be made a gatekeeper for summer games

• Aoibhinn: Retrain Valerie as summer gatekeeper

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
  • Colin: "Set lasers to gun"
• 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
• Report has been written!

OGM [10th September]:

• Is Kyle on committee yet?
  • YES!
  • Got added at the very end of last meeting!
  • Quorum got one person harder

Charity Vigil [28th/29th September]:

• Reps: Colin, Taylor
• Another meeting has not happened
• Money has been deposited
• We donated a total amount of $1184.60
• UCC has given us $26.80 on dispense
• The rest of the charity vigil wrap-up has not occured

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

• Reps: Taylor + Elana, Emerald
• We missed the deadline to donate to Relay for Life
• We will instead be donating the Cancer Council directly
• We do need the money to be opened and counted before it can be donated

• Taylor: Send feedback to Relay for Life

• Amelia: Get a can-opener

Cameron Hall-oween [26th October]:

• Reps: Aoibhinn, Amelia
• Wrap-up meeting happened!
• No finances though
• And minutes have not been put up yet
• Basically discussed what went right/wrong, etc.
• There is going to be another meeting where we discuss money stuff

• Amelia: Get the CHalloween subcommittee to post the minutes

• Alaura: Put up the photos

Unigames goes to Panto:

• We're going to the Christmas panto!
• Please no cursing

• Elana: Make the Unigames goes to panto event

Summer LARP:

• Reps: Alistair, Elana, Emerald
• There is a whenisgood up for a meeting
• UniSFA are very likely going to be cancelling their side of the event
• Current plan is still to either:
  • Continue as is
  • Cancel
  • Or scale it down to a smaller Unigames event

Un-Charity Vigil:

• Reps: Alaura, Aoibhinn, Kyle
• There might be a meeting on Sunday the 8th of December
• Tentative date options: 8th Feb, or 1st Feb if SLARP moves
• 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 has the mega-game materials

• Aoibhinn+Alistair: Work on Mega-game stuff after production week

• 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
  • We are appealing the grant amount

  • Taylor: Follow up on grants some more

  • Taylor: Write grant appeal

• SOC:

  • Next SOC meeting: Feb

• Tenancy:

  • Aoibhinn: Email Tenancy asking when the next meeting is

  • 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
    • Unclear if this has been done
  • Cameron Hall locks:

    • Donald: Post about CHall door + Toilet door things

    • When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
  • 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:

  • Thank you to all who donated!
  • We raised a total of $477, thank you all very much!
  • The freezer will be henceforth known as Chillerpillar!

  • Alistair: Make a post announcing the end of the freezer fundraiser

• Speakers:

  • Committee: Dispose of old speakers in the tech waste bin

• Bunnings things:

  • Fridge wedges
    • Have not been brought in
  • Pole pads

    • Colin/Amelia: Get double-sided tape

  • President's picture
    • We are gonna tape it on to prevent glass breaking.

• Wargaming shelf:

  • Perspex has been acquired
  • Ongoing

  • 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

Reimbursements:

• Gozz: $1075.13 for food run
• Kyle: $31.45 in cash for L5R dice and wargaming tournament prize
• Donald: $306.62 for Food Run

General Business:

• Embroidery:

  • Ongoing, almost finished

  • Aoibhinn: Check on status of embroidery

• New T-Shirts:

  • Going on potential stretch goal list

• Archives:

  • Donald: Make an archive guide

• Board games guide:

  • Nothing received yet

• Food run:

  • Happened, was a smol boy

• Website:

  • Project Phylactery now exists
  • Donald plans to make a webmaster regualtion happen at the next committee meeting

• Discord things:

  • Aoibhinn did the discord things
  • It's not as gross now

• 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
  • Handovers for Charity Vigil, Halloween, and the LARP1001 need to be done

• Committee Meetings during holidays

  • Next committee meeting time that we can happen will be on the 17th December at 6:30pm

  • Donald: Post about the next committee meeting

• Webcams

  • We are happy to have a blind spot in the clubroom
  • It's the seat of the couch closet to the door
  • We also have another blind spot on the corner of the table closest to the windows and away from the door

Meeting closed: 5:51PM

--

Action Items:

Alaura:

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

Aoibhinn:

• Print out more gatekeeper forms (along with Donald)
• Retrain Valerie as summer gatekeeper
• Work on Mega-game stuff after production week (along with Alistair)
• Email Tenancy asking when the next meeting is
• Check on status of embroidery

Taylor:

• Follow up on grants
• Send feedback to Relay for Life
• Follow up on grants some more
• Write grant appeal
• Email Guild finance about taking money for testing and tagging
• Write up a list of purchase stretch goals for Uncharity

Donald:

• Put minutes on website
• Print out more gatekeeper forms (along with Aoibhinn)
• Distribute sealed league prizes
• Make a post tagging sealed league winners
• Post about CHall door + Toilet door things
• Make an archive guide
• Post about the next committee meeting

Alistair:

• Work on Mega-game stuff after production week (along with Aoibhinn)
• Make a post announcing the end of the freezer fundraiser
• Get hinges + other accesseries for the shelf

Amelia:

• Bring fridge wedges
• Chase up GMs to figure out which games are left
• Get a can-opener
• Get the CHalloween subcommittee to post the minutes
• Get double-sided tape (along with Colin)

Elana:

• Make the Unigames goes to panto event

Colin:

• Make event for board games afternoon
• Draw up a collab procedure document
• Get double-sided tape (along with Amelia)

Kyle:

• Find a date for painting day

Other:

• (Committee) Dispose of old speakers in the tech waste bin