Unigames Committee Meeting #40 - 08/01/2020

by Donald Sutherland 08/01/20

Unigames Committee Meeting #40 - 08/01/2020

Attending

  • Aoibhinn
  • Donald
  • Alistair
  • Amelia
  • Elana
  • Emerald

Apologies

  • Colin
  • Taylor
  • Kyle
  • Gavin

Absent

  • Alaura

Meeting open: 4:12pm

Reports:

President's Report:

  • Alaura has not submitted a report

Vice-President's Report:

  • I have sent a lot of emails
  • Discussed the 2020 vision thing
  • I've also been getting a rental property
  • Been busy as a result
  • My plan to become VP of three clubs was thwarted by Will

Treasurer's Report:

  • Account balance: $198.97
  • Hi it's Aoibhinn again I'm also the treasurer
  • I need to go through the box, it's full of silver coins
  • From Taylor:
    • Set up the money box with labels for my absence
    • Chaired CV meeting, very productive, seems like everyone’s on the same page now
    • Fucked off to Sydney. It’s smoky af.
    • In a very in character move I also submitted a formal complaint to Qantas.
    • Account balance still at $198.97

  • Aoibhinn: Do the deposit

Secretary's Report:

  • I printed a poster and two Chillerpillars
  • That's basically it

Librarian's Report:

  • Overdue items: none
  • I had a rare flash of intelligence
  • Callout at Alaura who was here earlier to borrow games
  • Accidentally taught someone how to play Magic
  • Emerald is going to look after the Library book while Alistair is away

Fresher Rep's Report:

  • Got those mini tubs!!! But I'm bringing them tomorrow because I had to carry other shit today
  • Started working on the fresher guide and it's being a little funky but that's okay we're getting there
  • And I booked the loft baby! 4-10pm on a date I have to look up again

OCM reports:

Colin: - Will be travelling down south from wednesday (8/01/20) till next tuesday (14/01/20) - Completed the RMP/EMP for LARP2020, just waiting to confirm Prescott court with Unitheatres after EMP is approved - Did donation to WA cancer council - Organised boardgames event and contacted events about getting Cameron hall card access until 9, waiting for confirmation - Wrote a Collab document, can work on more with any feedback - Started a food run list/handover, still needs work - Found foam pad adhesive that will work well for $6.50 (can not be discounted)

Emerald: - The music festival was good! - I have a working laptop! - I talked to Liam about the LARP event!

Elana: - I made nice price list

Past action Items:

Alaura:

Chat with Winslade about future scheduling - not done Go through Camp feedback and begin writing a handover - not done Book O-Day - Aoibhinn did it Book AGM for Week 1 Friday - Aoibhinn did it Remind other clubs about Fresher Welcome - Aoibhinn did it Work on Camp documentation (along with Alistair) - not done Bother the tenancy chair when they come in about the fire escape hydraulics - not done

Aoibhinn:

Babysit the 9th of Janaury board games night - tomorrow Organise Panto D&D with Panto - Panto has made the event Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN - ongoing Follow up on O-Day booking - done Follow up on AGM booking - done Work on Mega-game stuff after production week (along with Alistair) - not done Check on status of embroidery - checked, still ongoing

Taylor:

Send feedback to Relay for Life (along with Elana) - not done Send details of Relay stuff to Elana - not done Set up the books for deposting when Finance opens on the 6th - done Email Guild finance about taking money for testing and tagging - done Allocate funds to mini storage based on financial breakdown - done Write up a list of purchase stretch goals for Uncharity - mostly done

Donald:

Distribute sealed league prizes - not done Make a post tagging sealed league winners - not done Sort out advertising for Theros prerelease, poster + event by the end of the week - poster done, event later today Make a poster for Un-Charity - ongoing Follow up with James Arcus about constitutional ammendment - not done Post about CHall door + Toilet door things - done by Colin Make an archive guide - not done Make oversized Chillerpillar - done

Alistair:

Make a post thanking people for Christmas donations - done RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) - done by Colin Look at games to auction off - not done Work on Mega-game stuff after production week (along with Aoibhinn) - not done Work on Camp documentation (along with Alaura) - not done Get hinges + other accesseries for the shelf - have all stuff, just needs to be assembled

Amelia:

Take charge of the Fresher guide! - started When she can, take the speakers to the tip - haven't been able to yet

Elana:

Send feedback to Relay for Life (along with Taylor) - cannot do Redo the price list to remove obselete items and make neater - done

Emerald:

RMP and EMP for LARP to go up ASAP (along with Alistair, Colin) - done

Colin:

Organise the board games night for the week of 9th of Janaury - done Draw up a collab procedure document - done, awaiting feedback RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) - done Make a list, include in Treasurer handover - done Ask about adhesives for Pole Pads - done, option found

Gatekeepers

  • Cam Locke is now a gatekeeper

  • Aoibhinn: Notify Cam and go over gatekeeper things

Agenda

Usual Suspects:

Boardgames

  • Next one is tomorrow!

  • Aoibhinn: Babysit the 9th of Janaury board games night

RPGs

  • Next one: Wednesday the 15th Jan; Panto D&D!
  • Three GMs confirmed

  • Aoibhinn: Organise Panto D&D with Panto

  • 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

Magic

  • Sealed league prizes are still wayyyyyyyy overdue

  • Alistair: Distribute sealed league prizes

  • Alistair: Make a post tagging sealed league winners

  • Action items to be redistributed
  • Theros sealed league still on the table
  • Theros prerelease: Happening on the 19th

  • Donald: Put up the prerelease event

  • Theros looks sweet!

Wargames

  • No more events planned

Fresher Campaigns

  • Autumn's, Gavin's, and Szymon's games are still running
  • Summer games seem to be going ok
  • No other updates

Collabs:

  • D&D Panto as above is happening, Aoibhinn and Alistair are actioned for that.
  • Collab potential: UCC w/ Artemis LAN?
    • UCC contacted us about this first!
    • Trial it in the holidays before a real thing in the semester?

    • Alistair/Donald: Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN

  • Collab procedure:
    • Procedure document in progress

    • 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

Charity Vigil [28th/29th September]:

  • Reps: Colin, Taylor
  • Both Reps aren't here, but Aoibhinn went to the meeting
  • UCC is paying 50%
  • UniSFA and PCS are each paying 25%

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

  • Reps: Taylor + Elana, Emerald

  • Taylor, Elana: Send feedback to Relay for Life

  • Taylor: Send details of Relay stuff to Elana

Cameron Hall-oween [26th October]:

  • Reps: Aoibhinn, Amelia
  • Our profit should be $120.47
  • We have currently recieved $34.80
  • We'll hold on to donating that until we have gotten the remaining eftpos from UCC

LARP2020 - The Summer Unit [1st February]:

  • Reps: Alistair, Emerald, Colin
  • EMP and RMP is complete, just waiting on venue confirmation from Uni-theatres
  • Liam is on board to do a speech
  • Lionel still needs to be contacted

  • Emerald, Amelia: Work on a poster

  • Alistair: Make a "save-the-date" event for LARP2020

Un-Charity Vigil [8th February]:

  • Reps: Aoibhinn, Kyle
  • Another meeting today!
  • EMP and RMP are submitted!
  • Aoibhinn might make a save the date event
  • By the end of the meeting today, I want to have an idea of events and equipment
  • Want advertising to go up ASAP

  • Alistair: Look at games to auction off

  • Donald: Make a poster for Un-Charit

O-Day

  • Aoibhinn submitted a booking
  • She hopes she did it right
  • We have to pay by the 7th of February
  • We will also have to pay for a bunch of stickers and leaflets and booklets
  • Fresher guide:
    • Same template as last years
    • General re-read and edit
    • We'd like a map of how to get to Cameron Hall
    • Update the library
    • The logo, post Un-charity

    • Amelia: Take charge of the Fresher guide!

  • Elana: Harass gatekeepers about O-Day and general help planning

Fresher Welcome:

  • Yay!
  • Closer to the date, we'll have to decide how we want the Pizza to be organised, considering our current financial situation

AGM

  • Booking done
  • EMP needs to happen

  • Aoibhinn: Do the EMP for the AGM

  • Donald: Make the AGM event

  • Donald: Follow up with James Arcus about constitutional ammendment

[REDACTED] 2020:

  • Confirmed date: 19th-22nd of June 2020
  • Aoibhinn has the mega-game materials

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

  • Taylor, Alistair: Work on Camp documentation

  • EMP should start getting preliminarily hammered out
  • Do as much work for the next committee as possible

Guild

  • Tenancy Allocations:

    • Full reallocation is happening!
    • Must be submitted by February 7th
    • Currently Taylor and Alaura are on it
    • That might change next meeting

  • Elevator:

    • Currently trying to organise next meeting

  • Grants:

    • There's been clerical errors
    • They're going through everyone's grants again to make sure they're all correct
    • We will also be getting a full breakdown
    • How long this will take is a mystery
    • No further updates

  • SOC:

    • Next SOC meeting: Feb

  • Tenancy:

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

      • Alaura: Bother the tenancy chair when they come in about the fire escape hydraulics

      • Winslade has written up a email to query about the opening hours, and requested to CC us for it
        • Permission granted by Aoibhinn
    • Work orders:
      • Reminder to re-state current work orders to next tenancy chair

Room Update:

  • Storage update/audit:

    • Friday night or Sunday midday is when this is happening

    • Amelia: Bring in the Mini storage boxes

  • Speakers:

    • Amelia: When she can, take the speakers to the tip

  • Odd jobs:

    • Pole pads
      • Colin found some adhesive for $6.50
      • Approved buying that
    • President's picture
      • Just hasn't been put up
    • Wargaming shelf:
      • No updates

      • Alistair: Get hinges + other accesseries for the shelf

  • Budget things

    • Taylor: Post the stretch goals

    • Current things we need money for:
      • Storage for minis
      • Shirts
      • Speakers
      • New table
      • Pole pad adhesives

  • Shirts

    • We're doing a shirts order again!
    • Burgundy won!
    • There will be black shirts!
    • Post needs to go up now.

    • Aoibhinn: Make a post for T-Shirts: main group and gatekeepers group

    • Deadlines:
      • 17th January: Cut off for members to order shirts through
      • 20th Janaury: Cut off for us to send orders to Guild
      • 22nd Janaury: Hard deadline for Guild
    • Prices:
      • $25 a limited edition coloured shirt, preorder only
      • $20 for a regular black T-Shirt bought in the clubroom
      • $18 for a preordered regular black T-Shirt

Reimbursements:

  • Donald: $50.40 for storage boxes - waiting on receipt

General Business:

  • Embroidery:

    • Ongoing, almost finished

  • Archives:

    • Donald: Make an archive guide

    • No updates

  • Board games guide:

    • No updates

  • Food run:

    • Food run happening tomorrow via Donald and Emerald

  • Website:

    • No updates
    • Donald plans to make a webmaster regualtion happen at the next committee meeting

  • Handovers

    • Note on handovers:
    • If you run an event, please write a handover for it
    • If you are in charge of a job, please write a handover for it
    • If you have an exec position, please write a handover for it
    • If you are in charge of an ongoing process, please write a handover for it

  • Short-term borrowing:

    • Because of the card access changes to Cameron Hall, we want to clarify that you don't need to use your Student Card to short-term borrow games
    • It is highly preferable if you use photo-ID or some other identifying item up to the discretion of the gatekeeper.

    • Alistair: Make a post about student card borrowing.

  • Next meeting:

    • Aoibhinn: Make a whenisgood for the next committee meeting

Meeting closed: 5:19PM

Action Items: Alaura:

Chat with Winslade about future scheduling Go through Camp feedback and begin writing a handover Bother the tenancy chair when they come in about the fire escape hydraulics

Aoibhinn:

Do the deposit Notify Cam and go over gatekeeper things Babysit the 9th of Janaury board games night Organise Panto D&D with Panto Do the EMP for the AGM Work on Mega-game stuff after production week (along with Alistair) Make a post for T-Shirts: main group and gatekeepers group Make a whenisgood for the next committee meeting

Taylor:

Send feedback to Relay for Life (along with Elana) Send details of Relay stuff to Elana Work on Camp documentation (along with Alistair) Post the stretch goals

Donald:

Put up the prerelease event Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Alistair) Make a poster for Un-Charit Make the AGM event Follow up with James Arcus about constitutional ammendment Make an archive guide

Alistair:

Distribute sealed league prizes Make a post tagging sealed league winners Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Donald) Make a "save-the-date" event for LARP2020 Look at games to auction off Work on Mega-game stuff after production week (along with Aoibhinn) Work on Camp documentation (along with Taylor) Get hinges + other accesseries for the shelf Make a post about student card borrowing.

Amelia:

Work on a poster (along with Emerald) Take charge of the Fresher guide! Bring in the Mini storage boxes When she can, take the speakers to the tip

Elana:

Send feedback to Relay for Life (along with Taylor) Harass gatekeepers about O-Day and general help planning

Emerald:

Work on a poster (along with Amelia)

Colin:

Draw up a collab procedure document