Unigames Committee Meeting #46 - 19/02/2020

Attending

• Alaura Evans
• Aoibhinn O'Shea
• Taylor Home
• Donald Sutherland
• Alistair Langton
• Amelia Shepard
• Colin Fielding
• Emerald Aindow
• Kyle Barrow

Apologies

• Elana Kardol
• Gavin Tay Fernandez

Absent

• none

Meeting open: 3:07pm

Reports:

President's Report:

• Atteneded impromptu Uncharity meeting
• Been mostly working on logos and president's letter
• Hopefully things will be finished tonight for printing
• Stickers are finalised and ready to be printed

Vice-President's Report:

• I did committee stuff
• I did some email things
• I hope we have a meeting before the AGM

Treasurer's Report:

• Account balance: $2,179.89
• I've been sick, so I've done not a lot
• I've brought the old man laptop in to do Fresher Guide stuff
• I got doored for 15 seconds
  • Donald: "And you deserved it!"

Secretary's Report:

• Handover close to completed
• Website constitution updated
• Still need to update the regulations
• I've given info to Alistair to organise sealed league prizes
• Finally I've done things!

Librarian's Report:

• Overdue items: Mouseguard and Numenera
• Look at strike regulations to maybe stop them resetting O-Week
• Returned all of the prerelease stuff
• There's a physical frame for the mini shelf now, which is cool!
• There is currently one Large Scale Borrowing form
• Long term borrowing is now forbidden until after the fresher welcome

Fresher Rep's Report:

• I haven't gotten much done, for reasons I have already said to committee

OCM reports:

Colin: - I ran my last board games night! - I got the microwave tagged and tested

Emerald:

Elana: - apologies

Kyle: - Ain't done a whole lot - I want to talk about dice, custom ones and the sale to members

Past action Items:

Alaura:

Ask events to see if anything special needs to be done for WATC - not done Chat with Winslade about future scheduling - not done Go through Camp feedback and begin writing a handover - in progress

Aoibhinn:

Speak with UniSFA about potential collab - done Talk to UCC Treasurer about Halloween money - done Follow up with UCC re. Halloween - done Put Mega-Game materials on the Drive - done Put up Tenancy meeting dates - done Make a label for the fridge dial - done Post in gatekeepers for help with Food Run - didn't happen Bully everyone into writing handovers - tried Make a Feb whenisgood - done

Taylor:

Talk to events about O-Day placement - done Check Uniprint balance and get quote for pricing - not done Find out how many fresher guides, sign up forms (300) and stickers and flyers (general and specific) (50&50) we printed last year - not done Do the flyer - not done Work on Camp documentation (along with Alistair) - not done

Donald:

Give information to Alistair - not done Return prerelease stuff - not done Get Sealed League organising done - done Post on Uncharity about the magic event - done Make an archive guide - not done Put regulation on website - not done Update website constitution - not done

Alistair:

Distribute sealed league prizes - can't yet Make a post tagging sealed league winners - can't yet Work on Mega-game stuff after production week - not done Work on Camp documentation (along with Taylor) - not done Fill out work order for floor and skirting board - not done Organise a storage audit (along with Kyle) - not done Get hinges + other accesseries for the shelf - half way done

Amelia:

Take charge of the Fresher guide! - done

Elana:

Send feedback to Relay for Life - done Harass gatekeepers about O-Day and general help planning - done

Colin:

Email about doors - done Start organising Prosh - started Make a post about fridge temperature - done

Kyle:

Advertise Beerhammer to the group - done Buy good brushes - done Organise a storage audit (along with Alistair) - not done

Gatekeepers

• Some kind of google form needs to be made for Gatekeeper reapplication

• Aoibhinn: Make a gatekeeper google form for early application

• Discussion: Make the gatekeeper process paperless
  • Sounds good

Agenda

Usual Suspects:

Boardgames

• No more board games events until the Fresher Welcome!

• nextcommitteesproblem

• UniSFA collab: Space exploration night in Week 3?
  • Combine with the Artemis LAN for a Space Week?

  • Aoibhinn: Explore the concept of Space Week

RPGs

• Elana is working on the D&D oneshot in Week 2

• Elana, Alistair: Organise GMs for the event

• Aoibhinn: Ask in Sister Clubs chat to make sure there wont be a clash

Magic

• Sealed league prizes are still wayyyyyyyyyyyyyy overdue
• Alistair is gonna message people
• Prizes will be brought in tomorrow - current plan is just 4 packs for everyone

• Alistair: Message people

• Donald: Bring in boosters

• Alistair: Distribute sealed league prizes

• Alistair returned the prerelease stuff - was $250
• Theros sealed league still on the table for Semester Start
  • O-Day sign up form
  • Have it all ready to go for then

  • Donald: Get Sealed League organising done

• We have a box of Conspiracy that we've had for a while

  • Taylor: Look through withdrawls book to find the exact amount it was purchased for

  • Info is missing, Taylor is gonna ask Jen
• We should run an intro the Magic night at the start of the semester
  • Week 4 to avoid clashes?
  • EDH night would probably be best as that's the most commonly played format in Cameron Hall
  • Maybe on a Saturday of Week 3?

Wargames

• Done everything I needed to do for the skirmish campaign
• There is wargaming money from uncharity that we have available to spend

  • nextcommitteesproblem

Fresher Campaigns

• I've put out a thing for GMs which I haven't checked yet
• Assign people as alternates for games so that drop-outs mean that an immediate person can be contacted if someone drops out - seems like a good idea

Collabs:

• Space Week!
  • As above in the board games section
  • Maybe combine it with...
• Collab potential: UCC w/ Artemis LAN?
  • Week 3 or 4

  • Alistair: Talk to Winslade about things

Events:

Cameron Hall-oween 2019:

• Reps: Aoibhinn, Amelia
• Our share of the profit should be $120.47
• We have currently recieved $34.80
• UCC will be dealing with money some time
• Still don't have an invoice from security yet
• We should wait until we have all the invoices before we start moving money around

  • Aoibhinn: Figure out who has what

LARP2020 - The Summer Unit [1st February]:

• Reps: Alistair, Emerald, Colin
• Emerald needs to be reimbursed
• Handover need to be written

Un-Charity Vigil [8th February]:

• Reps: Aoibhinn, Kyle
• Wrap-up meeting conclusion:
  • no major issues
  • Good event, was well run
  • Each individual clubroom should have someone to set up their clubroom
  • Each club is making a financial breakdown for themselves
  • UCC is gonna handle all of the money splits
  • Auctions are alright, but make sure there is a bunch of choice item in there so people actually want them
• Total raised in the clubroom was $695.75
  • Expecting a bit more from division of profits

O-Day 21st Feb

• Deposit of cash for tables and chairs on the day
• Bring down:
  • Water, Can, Games
  • no zoops, since Panto and UniSFA are selling for free
• Eskys:
  • Colin has one
• Printing:
  • Submitted online tonight, so that it's in the system for first thing tomorrow
  • We might need to pick them up from the factory

  • Taylor: Submit printables

  • Taylor: Call Uniprint

  • Magic Sealed League sign up form needs to be printed as well
  • 150 fresher guides
  • 350 sign up forms
  • 50 O-Day flyers
  • Restock in Week 1 for Club Carnival
  • Enough pages for over 350 stickers - get them all upfront
  • Taylor is going to do this until it's finished tonight
• We'll talk with other clubs about tours
• Post on main page to help advertise the club on the day
• Think about games to display at the stall and to have in the clubroom to play
• It's going to be 33C on the day, be sun smart

• Committee: Bring clip boards

• Float is in a usable state
• Membership is $5 on O-Day

Fresher Welcome:

• We will be doing gold coin donation pizza for first-time members
• $5 for returning members
• Blanket ban on board games on the lead up to it

• Colin: Email about doors

• Amelia: Put up a facebook event

• President and Fresher Rep should do a little welcome speech

AGM [28th February]

• Write reports beforehand and give to Donald
  • Try keep it concise

• Alaura: Collate committee role descriptions and post after O Day

• Donald: Email mailling list about AGM

• Committee: Reports to Donald

Prosh [18th March]:

• UWAnime is doing their own thing
• Olympics on the 10th March
  • We need four people for a team for that
• Started getting in contact with the other clubs
• Should post about the theme and put up a poll before changeover

[REDACTED] 2020:

• Confirmed date: 19th-22nd of June 2020

• Alaura: Chat with Winslade about future scheduling

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

• Aoibhinn has the mega-game materials

• 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:

  • We've submitted, it's happening!

• Elevator:

  • The university is conducting a feasibility study in Semester 1

• Grants:

  • SOC Treasurer can send out the Semester 2 grants tonight or tomorrow
  • So yay!

• SOC:

  • Next SOC meeting is February 25th

• Tenancy:

  • Next Busy Bee check is scheduled for March 9th
    • We'll hold ours on March 7th
  • Next Tenancy Consult is on March 11th
  • Cameron Hall locks:
    • When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
  • Work orders:
    • Tenenacy does not have a work order for our floor
    • Campus management has said that yes, they have received our work orders. All postponed due to lack of funding.

    • Alistair: Send follow-up email to campus management

Room Update:

• Mini-Bee:

  • Mini sort and mini clean before O-Day, so tomorrow

• Storage update/audit:

  • Going to put out a call to members to claim minis being stored on the shelf
    • Lots of them have been there for a long time and need to go otherwise they may be claimed by the club
    • Please contact committee if you have minis there

  • Alistair/Kyle: Organise a storage audit

• Odd jobs:

  • Wargaming shelf:
    • Screen is being built!

    • Alistair: Get hinges + other accesseries for the shelf

• Shirts

  • Shirts have arrived!
  • Guild will charge us when we pick them up
  • Prices:
    • $20 for a regular black T-Shirt bought in the clubroom

• Speaker

  • We got the speaker
  • Unfortunately it does not have Aux as was promised
  • A few solutions:
    • A micro-USB to Aux cable could work? If so that would be best
    • Otherwise we return money to Alaura and Alaura keeps it and we find a new speaker

• Microwave:

  • Has been tagged and tested

Reimbursements:

• Taylor: $131.95 for the Speaker - pending receipt
• Donald: $709.10 for Food Run
• Alistair: $250 for prerelease
• Emerald: $42.50 for random LARP stuff reimbursed via Taylor

• Kyle: 24.XX once he brings in the receipt for paintbrushes

• Unigames: $5 from Colin due to double reimbursment - resolved

General Business:

• Embroidery:

  • Words are complete
  • Outline is nearly finished

• Archives:

  • Donald: Make an archive guide

  • No updates

• Food run:

  • Delayed three times but still happened

• Website:

  • Donald: Put regulation on website

• 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
  • Due end of Februrary

  • Aoibhinn: bully everyone into writing handovers

• Unigames Dice:

  • They look rad
  • Offering them to members is cool!
  • Order closes two weeks from O-Day
  • Alaura: Should Unigames get some branded dice for event prizes?
    • Good idea. How many?
      • 15, 30, or more?
    • We'll figure it out later

• Redbubble:

  • Alaura is setting up a personal redbubble for the Jim's Knowing shirts
    • Can she post that on the page?
      • Yes
  • She is wanting to set up a redbubble for the new Unigames logo which she designed
  • Do we want our own redbubble? Or should we let Alaura put it on hers?
    • We want our own, but banking things become a problem

    • Taylor: Talk to people about Guild Finance reforms

• Next meeting:

  • Tuesday 25th at 4pm

Meeting closed: 5:08PM

-- Action Items: Alaura:

Collate committee role descriptions and post after O Day Chat with Winslade about future scheduling Go through Camp feedback and begin writing a handover

Aoibhinn:

Make a gatekeeper google form for early application Explore the concept of Space Week Ask in Sister Clubs chat to make sure there wont be a clash Figure out who has what Bully everyone into writing handovers

Taylor:

Look through withdrawls book to find the exact amount it was purchased for Submit printables Call Uniprint Work on Camp documentation (along with Alistair) Talk to people about Guild Finance reforms

Donald:

Bring in boosters Get Sealed League organising done Email mailling list about AGM Make an archive guide Put regulation on website

Alistair:

Organise GMs for the event (along with Elana) Message people Distribute sealed league prizes Talk to Winslade about things Work on Mega-game stuff after production week Work on Camp documentation (along with Taylor) Send follow-up email to campus management Organise a storage audit (along with Kyle) Get hinges + other accesseries for the shelf

Amelia:

Put up a facebook event

Elana:

Organise GMs for the event (along with Alistair)

Colin:

Email about doors

Kyle:

Organise a storage audit (along with Alistair)

Other:

(Committee) Bring clip boards (Committee) Reports to Donald