---
# System prepended metadata

title: UWA Esports Committee Meeting Minutes 2025-09-09
tags: [Committee Meeting, '2025']

---

# UWA Esports Committee Meeting Minutes 2025-09-09

--------------------------------------------------------------------------------

#### Attending: Jasmine, Adam, Elijah, James, Alex, Anthony, Geoff, Julian (online), Jimmy (partial)

#### Apologies: Mikey, Kimi

#### Absent: 

#### Chair: Alex

#### Minute Taker: Jasmine

#### Location: CCZ Meeting Room C

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:09pm

#### Previous Action items: 
Alex: 
> have relevant constitutional incorporating changes ready for next meeting - possibly no longer relevant
> Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan - done
> See if balotilo is fit for our purposes - ongoing
> Book room in Ezone for Smash Perth on 13th of September - done (waiting for confirmation)

Alex/Geoff:
> Organise a Quiz Night Editors Joint Handover writing session - done (may need another one)

Anthony: 
> make and put up posters up for Minecraft CTF event - not done

Geoff: 
> consider switching to Commbank for our external banking account - ongoing
> complete Rock Band advertising - done
> check if Rock Band EMP is submitted/approved - done
> look for bigger lockbox - ongoing

Kimi:
> post graphic results for esport teams in Week 3, on Monday Week 7 - not done

James:
> Investigate & Circular Motion TV Bench - ongoing


##### Motions Passed via Circular:
| Circular Motion: Purchase of [Motherboard for Scraggy](https://www.umart.com.au/product/asus-prime-b550m-a-wifi-ii-matx-am4-motherboard-prime-b550m-a-wifi-ii-66163), $145 |
--
Moved by: Anthony
Seconded by: Geoff
Outcome: Passed


---
## Individual Reports
### President (Alex)
* Quiz Night Handover 
* Email to Uni 
* Vote Investigate

### Vice-President (Anthony)
* Made ATM10 book (finally)
* Server is running now
* Repaired scraggy
 
### Secretary (Jasmine)
* Started Overwatch Stadium night but left pretty early and left Adam and Jacob (Goober) in charge
* went/lead Busy Bee

### Treasurer (Geoff)
* no report given

### Social Media Manager (Kimi)
* no report given

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* no report given

#### Elijah
* Submitted Late Registration EMP

#### Jimmy
* Hosted Valorant night and attended Peak night (RIP Julian)

#### James 
* Investigated TV Bench (wanted to discuss in meeting)

#### Julian
* no report given

#### Mikey
* no report given

---

## Club Finances Report 
* Netsuite Account: $3874.71
* Westpac Account: $1204
* SPG has been submitted
 
 
### Outstanding Reimbursements
* Alex for bluetooth dongle
    * done
* Anthony for second pizza run and paper towel
    * Geoff was unsure if they accidently sent the money to Jimmy as he was the one who sent the receipt but can confirm Anthony was reimbursed and not Jimmy (ideal)
* Anthony for motherboard 
    * receipt sent


---
## Events
### Inhouses / Games Nights
#### Study Week
##### Wednesday - Overwatch Stadium at 7pm w/ ~~Jasmine &~~ Adam & Jacob (Goober)
* Turnout: ~4
* Notes:
    * Jasmine says they started the event but left it with Adam & Jacob (Goober) after a game or two
    * Adam says they didn't get enough for customs
    * Alex says maybe can retire this for a bit as people like novelty
        * James says they think it just isn't there for Stadium specifically

##### Thursday - Peak at 7pm w/ Julian
* Turnout: 6
* Notes:
    * Julian says Jacob (Halfmist) ran it and they played for ~3 hours (until Silksong came out)

#### Week 7 
##### Monday - Valorant at 7pm w/ Jimmy & Kimi 
* Turnout: 8 (?)
* Notes:
    * We think there was only 8 
    * Likely lower attendance as people are locking in to Uni around now

##### Tuesday - Among Us at 7pm w/ James & Mikey
* is today

#### Week 8
##### Monday
* Valorant people are not here to confirm so will have to check with them

##### Tuesday
* James will text Mikey to confirm if Among Us is on or not 

##### Wednesday
* Alex asks if Rivals on Wednesday
    * Julian says not next week

##### Friday
* Minecraft Server Launch !

Jimmy arrives 12:19pm

#### Reviewing Applications 
* Ari has sent an application for "Bloons" with no date given
    * Jimmy will ask Ari to either redo the application with more information or message committee more information

> Jimmy: follow up Ari about "Bloons" Games Night

#### Future Games Night Suggestions: Siege X/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers/Civ6/Dress to Impress/Pokemon Tournament or Ranbat or Pocket/Gmod/Mage Arena
Current Plan(s): Minecraft (likely on Saturdays)
* no updates

### Annual General Meeting (AGM)
Time: Tuesday 7th of October, 12pm
Announcement by: 16th of September
* Notice should be out by this week hopefully
* Alex says currently our OCMs number is decided by committee, and asks what everyone thinks the correct number of OCMs would be for next year
    * Anthony thinks the way we currently do it is ineffective
        * He says for example only 1 person responsible for social media and have more set responsibilities of roles instead of just general OCMs, since we do have non committee people doing games night/in houses and tech things now
        * Geoff asks what exactly that would mean
        * Anthony says Exec would remain the same, 1-2 for events & community engagement, 1-2 for media, 1-2 general OCMs and then recruit people outside of committee to help those people (similar to now)
        * Alex says he disagrees as he believes there is not enough work for this structure and it would over complicate things, instead only adding an extra level of needing to coordinate things/people
        * Adam adds he thinks if people have specific roles they may use the excuse to not help with other things
        * Geoff says he thinks the only defined positons should be the exec and media manager (same as current)
        * James says he would support a Lead Esports and Lead Enginneer roles
            * Geoff says those roles should be assigned as appointed positons rather than elected positons
            * Jimmy says he supports the Lead Esports idea
            * Alex says the competitive manager (previous role similar to a Lead Esports) may still be in the bylaws still which we can use for this 
        * Alex thinks having people outside of committee do things is good and fine to keep committee more focused on specific events 
        * Jasmine adds Unigames has Commissioners to run things like Blood Bowl Tournaments so they don't need as much work from Committee 
        * Geoff isn't sure if overengineering the committee is worth it 
        * Alex thinks we can have some of these roles but that they don't need to be on committee and can be appointed instead
        * Adam says he thinks we should push for next committee to appoint a Lead Engineer and/or Competitive Manager(/Lead Esports) but it shouldn't be something that is elected at the AGM, can just be a application process
        * Anthony says he thinks people who help out are often wanting to be on committee in the future so having more roles will also be good for them
            * Alex and Julian disagree and think a decent amount of people want to help but don't want to be on committee
    * Geoff asks to clarify what everyone's current positions are on this
        * Alex says he only thinks to potential shrink OCMs by 2 people
            * Adam says he thinks the size currently is fine 
                * Alex says yea maybe in future, commitee can if more work happens outside of committee
            * Anthony says he thinks if we cut 2 OCMs now it would overwork Committee
            * Geoff says he thinks we should only shrink committee if the Club shrinks which he doesn't see happening in near future
                * Alex thinks it's more that the Club has found it's footing and is more efficient now
                * Geoff says potentially if more of this committee was possibly staying on but will likely have a mostly fresh Committee next Committee
* Alex asks if everyone is fine to put notice out with the same Committee size/roles
    * Geoff says should mention the appointed in the AGM even if not in announcement
* Alex still needs to test how the voting system he found is counted but should be good
* Geoff adds he has begun the Treasurers Report so may be chasing people up for receipts and so that everything is accounted for 
 
### Collaborations
#### Late Registration w/ Perth Smash 
Tentative Time: 13th of September
* EMP has not been approved
    * Jasmine mentions they think the EMP system has not been working so may need to email Guild Events
* Alex has booked the venue

#### Megagame Collab
Tentative Time: Semester 2 holidays
Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people)
Reps: Alex, Julian
* no updates

#### UniLAN
Tentative Details: weekend of week 15/16 (10th-23rd November), Ezone North 109/110/111
Reps: Anthony, Alex, James, Julian
* no updates

#### Minecraft Capture The Flag (CTF)
Tentative Details: Ideally the end of this study break week
Reps: Anthony, Mikey, James
* Launching Week 8 Friday!
* Alex asks if it needs a graphic
    * Anthony says he will repurpose one from last year

#### Rock Band
Date: Thursday/Friday Week 9
* Geoff says pushed back to week 9 as Gary can't do Thursday Week 8 and Friday is Cam Hall Quiz Night 
* Advertising and EMP have been done
* We also now have a full set of rock band guitars and drums

#### The Chase
* no updates

### Major Tournaments
#### Sem 2 AEL Teams
Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 3 Valorant, 1 Siege)
* Teams:
    * 1 Marvel Rivals 
        * lost 0-2
    * 1 Rocket League
        * lost 3-0 
    * 1 Counter Strike 2
    * 3 Valorant 
        * UWA Gold 
            * Lost 12-14 
        * UWA Blue 
            * Won (Monash DQd)
        * UWA Purple 
            * Lost 2-13
    * 1 Siege
        * UWA Blue 
            * DQed
* Alex asks about the week 3 score update
    * it is not out yet
    * Adam asks if we were planning to send them out on Thursdays
        * Jasmine says they thought it was Monday with our weekly schedule ideally, Alex agrees
    * Adam will do it after this 
    * Alex suggests putting the team names rather than just the Univeristy in future


---
## Clubroom Items
### Machine Reports
* Scraggy has been fixed
* Switch 2 is running well :tada:

### Other Items
#### Bigger Lockbox
* Geoff wants to discuss our general system as we use our money box for all things but could move the majority to a heavy duty safe for longer term deposits, will discuss next meeting with a more solid plan
    * Alex says we can drill a safe to something we own like the Kallax so it can be moved with us in future
* Geoff also thinks the next size up of lockbox is $25 but will see if can find anything cheaper
    * Everyone says can circular that

> Geoff: Circular purchase of bigger lockbox 
> Geoff: Make a plan for a addditional more heavy duty safe 

#### New TV & Bench
* James put a proposed bench and TV, which is $865 to get both
    * James would like to motion them now 
    * Geoff says would be fine if assume getting money from SPG (we applied for $1000 unsure how much will get)
    * Geoff says only immediate possible worry is possibly deposit for League of Legends Worlds event
        * Alex says shouldn't be an issue as can share cost with Curtin and it usually isn't much
    * Alex suggest just getting TV Bench first for now

| Motion: Approve purchase of Ikea Bench (Besta), $115 |
--
Moved by: James
Seconded by: Alex
Outcome: passes, unanimously

> Jasmine: pick up Ikea Besta Bench

#### Cable Tie
* Anthony would like to get velcro cable ties for cable management
    * Geoff will bring some in

> Geoff: bring in Velcro Cable Ties

#### Wifi Access Point
* Anthony says people have been unplugging the Wifi Access point for controllers charging and suggests getting a power brick for it 
    * Alex says if he can get something specific for next meeting then we can discuss

---
## General Business
### Guild Affairs
* SOCPAC
    * Anthony and Geoff can go to the next one


### Sentry Manual Update
Tentative Release: Late 2025
* ongoing (smiles) :sweat_smile: 

### Gmail Shared Mailbox
* We checked and it works without giving them access but isn't useful at this point in the year but can let next committee know

### Possibly Incorporating
* Alex has drafted it but will not do it as is too late but will leave in drive for future Committees to consider/use if they would like

### External Banking Move?
* Geoff says they think Commbank is better for supports for organisations like us and suggests having a Exec meeting to discuss the set it up
    * consensus is a change over is fine

> Geoff: investigate moving over to Commbank

### Club Awards
* Geoff says he can do it this time and report back if he needs any help
* Anthony says could use for sport award as well

> Geoff: draft Club Awards Application

### Red Bull
* They have sent us a message!
    * Alex will reply and ask for Redbull

---
## Closed Section
* Move into close section: 1:02pm
* Move out close section: 1:17pm

---
#### Meeting Closed: 1:17pm

## Action Items
Alex: 
> Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan
> See if balotilo is fit for our purposes

Alex/Geoff:
> Organise a second Quiz Night Editors Joint Handover writing session 

Anthony: 
> make and put up posters up for Minecraft CTF event 

Jasmine:
> pick up Ikea Besta Bench

Geoff: 
> Consider switching to Commbank for our external banking account 
> Circular purchase of bigger lockbox 
> Make a plan for a addditional more heavy duty safe 
> Bring in Velcro Cable Ties
> Investigate moving over to Commbank
> Draft Club Awards Application

Kimi:
> Post graphic results for esport teams in Week 3, on Monday Week 7 

Jimmy:
> Follow up Ari about "Bloons" Games Night



![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)