## Committee Meeting Minutes 19th December 2025 (online/clubroom)

#### Attending: James, Kimi, Michael, Rolando, Ruaan, Raffa, Halfmist, Jimmy, Goober,
#### Apologies: Geoff, Jayden
#### Absent:
#### Chair: James
#### Minute Taker: Michael
#### Meeting Scheduled: 2:00 PM
#### Meeting Opened: 2:10 PM

## Previous Action Items
>Everyone:
Think of what should be included in the Discretionary Funds spending, and who has access to the funds - ongoing
Respond to Rolando's sponsorship shenanigans - ongoing
think about ideas for personalized committee post - ongoing

>Executives:
withdraw $1000 from Guild account to be deposited in an external banking account - ongoing
Ensure everyone has access to Esports email - ongoing

>James:
when2meet for room arrangement set at early January - ongoing
look into how to get people to access email - ongoing
Post UnMatched announcement - done
when2meet for next comm meeting (comm meeting between 8th-14th) - done

>Geoff:
Create Committee member contact details Google doc - done

>Ruaan:
Work on UnMatched Poster - done
to send out messages to all committee for when their free to take the photoshoots for the meet the committee post - done

>Raffa:
include club layout illustration, including powerports and ethernet ports - ongoing

>Jimmy and Ruaan:
Work on Clash Royale Tournament Proposal - ongoing

>Raffa, Geoff, Jimmy:
Research on Suggestion and Feedback Form - done

>Kimi, Ruaan and Rolando:
Organize Gays, Gals and Genders Brunch with UCC - ongoing

## Individual Reports:
#### President (James):
* Set-up for Cobblemon server w/ Curtin
* Co-hosted rivals with my favourite Moon Knight
* Co-hosted Unmatched w/ Julian + Jimmy
* Hosted Quiz Night Meeting + wrote questions

#### Vice President(Kimi):
- went to costco and bought drinks
- restocked drinks in clubroom
- busy :((

#### Secretary (Michael):
- busy with family

#### Treasurer (Geoff):
- No report given, Full Apologies

### OCMs (Goober, Halfmist, Rolando, Jimmy, Jayden, Raffa, Ruaan)

#### Rolando:
- Lowkey don't think I've done anything HAHA

#### Goober:
- Very busy with work, hopefully I can do something soon </3
merry chrismuh

#### Halfmist:
- co-hosted marvel rivals new season inhouses with mr rivals himself james

#### Raffa:

#### Jayden:

#### Jimmy:
- Attended Unmatched event
- Did quiz night stuff and wrote questions

#### Ruaan:
- Created Poster for Unmatched Day
- Covered Unmatched Day (social media)
- Hosted Late Reguistration
- Covered Late Registration (social media)
- Created CobbleMon poster
- Created Weekly Schedule Graphics
- Created "Meet the Committee" Google Form
- I'm so good at ts

## Treasurer Report

Guild Accounts: $3066
Grants pending:
Westpac:
Cash: $55
Zeller:

No further reports given as Treasurer is absent

### Outstanding Reimbursements
None

## Events:

### Inhouses/game nights:
#### Pokemon showdown tourney w/ Adam
Representatives: James and Adam

James and Adam will organize this some time January
#### Next 1/2 week's game nights
Rolando might run something during Christmas

### Other Events:
#### Unmatched Day w/ Julian (recap)
Organisers: James DF and Julian

Turnout:
- 15~20 attendees

Notes:
- Ran well
- Most people stuck around for 2 hours
- Potential rerun on the event pending Julian's availability

#### Quiz Night
Sub-committee had a second meeting this morning
Have started approving questions
Tentative Date for Quiz night is either 19th March or 26th March (Week 4 or 5)
>James: Contact Alex regarding Quiz Night Venue booking

### Collabs
#### UnCharity Vigil
Representative: Ruaan and Rolando

No updates
#### Late Registration, later notice edition
Representatives: Ruaan and Raffa

Turnout:
- ~30 attendances

Notes:
- Ran well, had a bit more attendees than previous editions.
- Majority of the attendees were Perth Smash people, only 3 UWAEsports members joined
#### Cobblemon Server w/ Curtin (James)
Organizers: James and Ben (CGES)

Server will launch at 5PM!
All mods and setups are perfectly fine
#### Joint tokyo alley booth w/ Curtin (James)
Ben from CGES offered to run a joint booth
Tokyo Alley is held at 9th - 10th of May

>James: Contact Ben about joint booth

## Clubroom Items and Stuff

### Machine Reports:
#### Keyboard discussion
Keyboard has been set up by James, no issues so far
No issues with any of the PCs so far

### Other
#### Suggestion thread
Raffa agreed to configure to the ticketing system, some systems include individual ticketing systems, and threads systems.
James is more inclined to use the threads systems, but if privacy is a concern, the existing google form will be used.
Chae suggests the ticketing system for suggestions to be more open so other people can agree with it and chime in.
James suggests that we keep the system for suggestions and critiques to be different, as critiques often require more anonymity/privatisation.
James is leaning towards keeping the Google form and editing it/renaming it for clarity.
James brought up of making a suggestion threads in regards to the room re-organizing soon
>Kimi: make the suggestion threads in the discord server

#### Air Freshners
Rolando will be doing this about next week or starting January 5th
Ruaan suggests on a shared deodorant spray for the clubroom

| Motion to allocate $35 dollars for air fresheners and shared deodorant sprays |
---
Motioned by: James
Seconded by: Rolando
Motion passes unanimously

---

>Rolando: buy the air fresheners and shared deodorant sprays

## General Business
### Guild Affairs
Guild has yet to contact us back about ERF
Guild Finances has contacted James on accessing the guild accounts
### Others
#### External Banking Move
No update
#### Drinks
We have enough drinks until end of christmas break
#### Zeller internet connection
Zeller has been acting up lately and no one knows why
>Everyone: investigate why the zeller is acting up
#### Feedbacks from AEL Teams
Feedbacks from teams:
Organize weekly scrims, possibly more. ESports managers should endorse one scrims a week for each team, and teams can organize more scrims outside of the minimum

Add a discord bot to the esports server so people can assign themselves roles for the games that they play
>Raffa: Add Discord bot to pro esports server

Moving forward, dont greenlight teams that does not have sufficient players and substitute, as previously we had teams that has skipped on games due to inactive players and subs
Rolando brought up a potential of WA intervarsity events outside of UNILan

#### Organise a day to discuss/workout room rearrangement
James want to get a suggestion thread online in the esports server
Looking at into Mid-January to start reorganizing room
#### Email
No updates, Executives are busy
#### Gacha channel
Push this discussion back until Geoff is in the meeting
#### Sentry rework
Jay has suggested a list of sentry reworks
There is a new sentry applications that has been made by Jay
Raffa recommended the committee to fill out the sentry application
>Everyone: go through the new sentry applications
#### Michael rhythm bot
Michael brought up how there's a resurgance in activity in the Rhythm Games channel, and suggested to bring in a bot similar to BathBot(a current bot in the server that on the game Osu)
>Michael: send a page on the new bot that is suggested
>Everyone: look over the bot to see if it is relevant
#### 2026 Esports sticker
Michael and James thought we should get started earlier
Rolando and Kimi suggested to include pink in the sticker

Jayden joined at 2:56 PM

James wanted to see a blue/orange color combination
>Ruaan: make a membership sticker color scheme that includes suggestions from committee members
>Everyone: think of color schemes that we want for the stickers to be

### Next Meeting Date
Looking at just before new years (the week of 29th december)

| Motion to move into closed section |
---
Motioned by James
passes unanimously

---

## Closed Section
Closed Section Entered: 3:02 PM
Closed Section Exited: 3:14PM

## Action Items
> Everyone: think of color schemes that we want for stickers
Go through new sentry application
Investigate why the zeller is acting up
Look at Michael's bot suggestion
Respond to Rolando's sponsorship shenanigans
think about ideas for personalized committee post

>Executives:
withdraw $1000 from Guild account to be deposited in an external banking account
Ensure everyone has access to Esports email

> James: contact Alex about quiz night venue booking
Contact Ben about Joint Tokyo Alley Booth
when2meet for room arrangement set at early January
look into how to get people to access email

> Ruaan: Make a membership sticker color scheme that includes suggestions from committee members

> Raffa: Add discord bot to the Pro Esports Server
include club layout illustration, including powerports and ethernet ports

> Michael: Send a page about the Bot Suggestion

> Rolando: Buy air freshener and shared deodorant spray

> Kimi: Make the suggestion threads channel

>Kimi, Ruaan and Rolando:
Organize Gays, Gals and Genders Brunch with UCC

>Jimmy and Ruaan:
Work on Clash Royale Tournament Proposal