# UWA Esports Committee Meeting Minutes 2025-09-02

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#### Attending: Alex, James, Jimmy, Kimi, Geoff, Elijah, Adam, Anthony

#### Apologies: Mikey, Jasmine, Julian

#### Absent:

#### Chair: Alex

#### Minute Taker: Alex / Adam

#### Location: Online

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:12pm

#### Previous Action items:
Alex:
> have relevant constitutional incorporating changes ready for next meeting - ongoing
> Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan - ongoing
> Investigate our voting system for the AGM - done

Alex/Geoff:
> Organise a Quiz Night Editors Joint Handover writing session - not done

Anthony:
> go to Westpac again to set up account - no longer applicable
> Finalise Quiz Night photos - done
> chat to Gary about a UniLAN meeting - done
> make and put up posters up for Minecraft CTF event - not done

Jasmine:
> do announcement for new Games Night Application Form and add to #quick-links - done

Geoff:
> get a quote for TV wall mount - done
> make separate bank account and order digital card for it - no longer applicable
> consider switching to Commbank for our external banking account - ongoing

Kimi:
> Make post for Quiz Night thank you/wrap up - done

Adam:
> Investigate online voting options - done

James:
> Investigate & Circular Motion TV Bench - ongoing

##### Motions Passed via Circular:
| Circular Motion: Approve $23.50 to renew the uwaesports.org domain for another year with Squarespace |
--
Moved by: Alex
Seconded by: Anthony
Outcome: Passed

---
## Individual Reports
### President (Alex)
* I was over East sadly

### Vice-President (Anthony)
* Attended Sport debrief meeting for InterFaculty
* Gonna attend a scrim at Murdoch today and talk about UniLan with Murdoch again
* Got the wiki running (finally)
* Writing technical documentation
* (trying to) diagnose what's wrong w scraggy

### Secretary (Jasmine)
* Trained Matias for Sentry
* I feel like I did more but I cannot think so maybe not lmao

### Treasurer (Geoff)
* spg submitted

### Social Media Manager (Kimi)
* posted ael story week 2
* tidied up clubroom a little

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Posted Quiz night wrap up
* Attended Mage Arena Night
* Hosted Valorant Games Night

#### Elijah
* Assisted at InterFaculty event

#### Jimmy
* Nothing to report

#### James
* AEL Esports shenanigans

#### Julian
* Ran mage arena night, low attendance, just had one lobby
* Will run peak night this thursday, found a mod that guarentees us mesa this time
* Strive day happening at clubroom irl event on this thursday

#### Mikey
* no report given

---

## Club Finances Report
* Netsuite Account: $3874.71
* Westpac Account: $1374.81

### Outstanding Reimbursements
* Alex for bluetooth dongle
* receipt sent, unsure if reimbursed
* Anthony for second pizza run and paper towel
* Alex needs to check if there was confusion and Anthony was reimbursed twice or not

---
## Events
### Inhouses / Games Nights
#### Week 6
##### Thursday - Mage Arena at 7pm w/ Julian
* Low attendance, only one lobby

#### Study Week
##### Monday - Valorant at 7pm w/ Adam & Jacob (Halfmist)
* Had around 10 people, decent attendance

##### Wednesday - Overwatch Stadium at 7pm w/ Jasmine & Adam
* still happening

##### Thursday - Peak at 7pm w/ Julian
* still happening

#### Week 7
##### Monday - Valorant at 7pm w/ Jimmy & Kimi
* Valorant will happen

##### Tuesday - Among Us at 7pm w/ James & Mikey
* Among Us will happen

#### 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
* Alex has found a potential online voting service called balotilo
* He will investigate whether it works for our purposes and report back
* We ideally want to send out the announcement by 16th of September
* Somebody needs to create Google Form for people to send in their nominations
* James asks if we are going to have absentee voting
* Alex is hesitant to do so (unless we do online voting), as it is more work for the commtitee
* Committee should check after the meeting to see if it is compulsory
* If we do online absentee voting, it would be difficult to include last minute nominations
* Current tentative consensus to not have absentee voting and allow nominations up until the AGM starts

> Alex: see if balotilo is fit for our purposes

Adam arrives at 12:20 pm, Adam start minuting

### Collaborations
#### Late Registration w/ Perth Smash
Tentative Time: 13th of September
* Jafar sent a message yesterday asking for the next event to be the 13th of September
* Alex will book a room for that date
> Alex: book room in Ezone for 13th of September

#### 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
* Anthony wants to launch it in the next few days, the server is up and running
* Only thing that needs to be done is advertisements for the server and to update objective list
* Anthony will try to create posters to advertise launch soon

#### Rock Band
Date: Thursday/Friday Week 8
* No updates
* Geoff will do the advertising, he will complete in within the next two days
* Geoff will also follow up with Gary to see if EMP has been submitted

> Geoff: complete Rock Band advertising
> Geoff: check if Rock Band EMP is submitted/approved

#### The Chase
* No updates

### Major Tournaments
#### Sem 2 AEL Teams
Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 3 Valorant, 1 Siege)
* Week 3 finish last Sunday, post needs to be edited
* Teams:
* 1 Marvel Rivals - Bye
* 1 Rocket League
* Lost to Murdoch
* 1 Counter Strike 2 - Bye
* 3 Valorant
* UWA Gold 16-14 University of Technology Sydney (UTS Blue) Victory
* UWA Blue 13-4 Murdoch University (Murdoch Active) Victory
* UWA Purple 12-14 Macquarie University (MQU Quartz) Defeat
* 1 Siege
* UWA Blue 7-2 Monash Mayhem Victory
* Results will be posted next week Monday
> Kimi: post graphic results for esport teams in Week 3, on Monday Week 7

---
## Clubroom Items
### Machine Reports
* Mikey brought in the PSU for Scraggy, Anthony installed it
* Still not 100% working
* Anthony suggests getting new thermal paste, and replacing the CPU

| Motion: Corsair TM30 for $11 |
--
Moved: Anthony
Second: Alex
Outcome: Passed unanimously

* Anthony says there is now a wiki for information sharing to future committee
* Alex says to notify committee that he is doing this

### Other Items
#### Lockbox
* We want a bigger lockbox to fit our keys in
> Geoff: look for bigger lockbox

#### New TV
* Ongoing - Dependent on new TV bench

#### New TV Bench
* Ongoing

---
## Closed Section
* Move into close section: Approve
* Move out close section: Approve

---
## General Business
### Guild Affairs
* SOCPAC happened, they are coming in to audit rooms
* Apparently different to the Tenancy inspection
* They will look at the dimensions of the room and see if there is any fixed furniture

### Sentry Manual Update
Tentative Release: Late 2025
* Jasmine and Alex will work on it, hopefully done by next meeting (lies)

### Gmail Shared Mailbox
* Alex tested it, it seems to work
* Consider using 2FA

### Possibly Incorporating
* Ongoing

### External Banking
* Ongoing, considering moving from Westpac to Commbank which could be better for small associations like Esports

Anthony arrives at 12:50 pm

### Busy Bee
* Date: Saturday 6th September
* Be there or be square!
* We probably don't need to pick up the PCs like we did last time, just clean around them (putting them back together is a pain)

Geoffrey leaves at 1:00 pm

---
### Next Meeting Date
* 9th September 2025 - 12 pm

---
#### Meeting Closed: 1:32 pm

## Action Items
Alex:
> have relevant constitutional incorporating changes ready for next meeting
> Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan
> See if balotilo is fit for our purposes
> Book room in Ezone for Smash Perth on 13th of September

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

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

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

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

James:
> Investigate & Circular Motion TV Bench