# Committee Meeting Minutes (20th January 2026) (Online/Clubroom)

#### Attending: James, Kimi, Geoff, Michael, Jimmy, Jayden, Halfmist, Rolando, Ruaan, Raffa
#### Apologies: Goober
#### Absent:
#### Chair: James
#### Minute Taker: Michael
#### Meeting Scheduled: 2:00 PM
#### Meeting Opened: 2:12PM

## Previous Action Items

> Everyone: think of color schemes that we want for stickers - ongoing
Go through new sentry application - ongoing
Investigate why the zeller is acting up - done
Respond to Rolando's sponsorship shenanigans - done
start thinking for ideas for game events for the UnCharity Vigil - done

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

> James:
> Contact Ben about Joint Tokyo Alley Booth - ongoing
> when2meet for room arrangement set at early January - N/A
> look into how to get people to access email - ongoing
> send out a when2meet for fresher guide meeting. and organize committee bonding day on about the 21st - not done
> send out a when2meet for next meeting - done
> make gacha games channel - done

> Kimi: Text Ari for the plan - done

> Geoff: join the UnCharity Vigil sub-committee - done

> Ruaan: Make a membership sticker color scheme that includes suggestions from committee members - ongoing
> start drafting poster and ads for quiz night - ongoing

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

> Rolando: Buy shared deodorant spray - N/A
> Rolando: look for potential partnership and sponsor for quiz night prizes - ongoing

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

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

##### Circular Motions Passed:
| Circular Motion: Approve a $60 budget for prizes for uncharity vigil|
---
Moved by: Geoff
Seconded by: Ruaan
Passes, Unanimously
---
## Individual Reports:
#### President (James):

#### Vice President(Kimi):
- went to guild finance to withdraw monehhh
- took pics for poster
- texted the very cute Ari
- went to commbank but yknow

#### Secretary (Michael):
- Commonwealth Bank trip gone wrong

#### Treasurer (Geoff):

#### Social Media Manager (Ruaan):
- Went to India
- Also went to a Pokemon Centre #flex
- Helped create Uncharity Vigil Poster

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

#### Rolando:
- Attended Meetings for UnCharity
- Went to Hospital
- Did Meet the Comm photos!

#### Goober:

#### Halfmist:
- Co-hosted rivals night
- Got curb stomped in the parking lot for the meet the committee poster (for legal reasons this is a joke)
- More quiz night quuestions

#### Raffa:
- Illustration to club room re-arrangement has been provided to the general thread within the committee server
- friday indie/free games night??? propositon perhaps

#### Jayden:
- looked into questions for quizz night

#### Jimmy:
- Fleshed out more documentation and wrote a code implementation for a quiz night idea
- Wrote more quiz night questions
- Drafted a Clash Royale tournament structure (double elimination) on Challonge

## Treasurer Report

Guild Accounts: $3366.94
Grants pending: N/A
Westpac: $1161.08
Cash: $200~
Zeller: $45

Raffa Joins 2:18PM

A miscommunication between Geoff and James happened about the appointment for making the new Commonwealth bank account, will need to book an appointment in the near future.

### Outstanding Reimbursements
Paid Rolando for Air Freshener.

## Events:

### O-Day
We have to do O-Day booking and Registration as it closes in the 30th of January
Looking into getting a spot near the Cameron Hall Clubs

>James: book and register O-Day spot

### Inhouses/game nights:

#### Pokemon Showdown Tournament w/ Adam
On hold, Waiting on advertisement from Ruaan before we held this.
>Ruaan: Make advertisement for pokemon showdown tournament

#### Marvel Rivals Night review
Turnout: 4~

Did not really ran well
Note: Do not run on weekends in holidays

#### Next 1/2 Week's game nights
No game nights planned

#### Friday Free Games
- Raffa said that he could run the event(s) starting after he comes back depending on the variety of games available
- The event itself is a game night where people would play games and either try to speedrun the game or complete a set of challenges during the game night
### Collabs

#### UnCharity Vigil
Will be held on 6th February 5PM - 7th February 10AM

- Some ideas for the event in Uncharity Vigil:
- Smash Bros Tournament
- Minecraft Tournaments
- Counter Strike 2
- Lucky Blocks Tournament
- Peak Speedrun Tournament

- Last UnCharity Vigil events:
- UCC LAN games (Counter Strike, Halo, Quake etc.), This ran well
- Task Master
- Smash Bros Tournament
- Clash Royale

Last UnCharity Vigil, Everything past midnight was essentially cancelled and also hadabout 15~ attendance about past 1AM across all Cameron Hall clubs

Tentative Schedule:

- LAN With UCC, 5-8PM
- Smash Bros Tournament 10PM-12AM, We can have another event on PCs running alongside this event.
- Peak Speedrun Tournament 10-11PM
- Lucky Blocks Tournament 11PM-12AM
- Raffle and Auctions 12AM-1AM
- Various Party Games (Amogus & Mage Arena) and Minecraft Hunger Games 1-10AM

Could potentially put our new potential stickers in auction, like what UNIGames are doing

>Geoff: talk to unigames people if we could use their idea for sticker voting
>Everyone: think about uncharity auction items
>Rolando: make planning day to test if this will run well, check who's using the loft on 10PM - 12AM
>Ruaan: contact Jafar/Elijah in regards to collabing for the smash tournament

#### Girls, Gals, and Gays Brunch
Currently deciding on food options and budget for the food. Currently planning for $60 per club.

|Motion to allocate $60 for Girls, Gals and Gays brunch|
---
Motioned by James
Seconded by Kimi
Passes, unanimously
---

#### Cobblemon Server
No updates. Server has barely seen any activity
#### Minecraft Champions 2
No updates
#### Joint Tokyo Alley Booth
No updates
#### Mega Game Collab Budget
A budget calculations has been created and shared to everyone in the committee

|Motion to approve Mega Game Collab Budget|
--
Motioned by James
Seconded by Rolando
Passes, unanimously
---

>Geoff: Make the transfers required for the MegaGame Budget

#### International Uni-SMP

- This SMP has microtransactions and that james has his qualms about microtransactions in SMP minecraft servers (because the server isn't especially P2W but it has a decent amount of possible micro transactions)

- Michael also expressed on disagreeing with Pay to Win features in general

- Will not move on with the collaboration with the International Uni SMP

>James: Send a message to the Inter-uni SMP delegate

### Major Tournaments
None at the moment, No updates
## Clubroom Items and Stuff
### Machine Reports:
- There has been reports of the PCs not connected to the esports domain.
>Michael and Jimmy: look into PC problems

Jimmy is attempting to login to all PCs

- PCs affected:
- Ganymede

- PCs unaffected
- Teemo, Scaramouche, Scraggy, Minthara

### Other:

#### Suggestion Thread:
Keep Looking for Evelyn's WoW poster rollup
Michael's Mixi's suggestion on cleaning items.

>Michael: look for Evelyn's WoW Poster

## General Business
### Guild Affairs
no updates
### Other

#### External Banking Move
Waiting on appointment
#### Drinks
Should have enough Drinks up until UnCharity Vigil

>Michael: Doublecheck and verify amount of drinks
>Kimi: Do a costco run for drinks

#### Implementing AEL feedback
Waiting for Raffa to add discord bot
#### Organise a day to discuss/workout room rearrangement
Will send out a when2meet for after Busy Bee

>James: send out a when2meet for after busy bee
#### Email
No updates
#### Fresher Guide
Will form a sub-committee for Fresher Guide.
#### Sentry rework
No updates

>Raffa, Kimi, Halfmist, Rolando and Ruaan: fill in the new Sentry application before next meeting
#### Discretionary Fund
Start off with $50 dollar a month discretionary fund for Paper Towel and other clubroom items (air fresheners, cleaning items)
Will start as a committee only thing, will extend this to sentries when the trial period ends. This will require sentries to take additional sentries (probably)

|Motion to allocate a $50 a month discretionary fund|
--
Motioned by James
Seconded by Geoff
Passes, unanimously
---

#### Executive SLT
Executives need to figure out on when they can do the Student Leadership Training provided by the guild as it is mandatory for Executives

>Executives: figure out a time on when we can do the student leadership training

#### Website Redesign
Ruaan brought up on redesigning the website as our current website is unupdated and could use a touch up

### Next Meeting Date
looking at the week of 4th February

### Action Items:

> James:
> book and register O-Day spot
> send out a when2meet for after busy bee
> Send a message to the Inter-uni SMP delegate
> look into how to get people to access email
> Contact Ben about Joint Tokyo Alley Booth

> Geoff:
> talk to unigames people if we could use their idea for sticker voting
> Make the transfers required for the MegaGame Budget

> Everyone:
> think about uncharity auction items
> think of color schemes that we want for stickers
> Go through new sentry application

> Rolando:
> make planning day to test if this will run well, check who's using the loft on 10PM - 12AM
> look for potential partnership and sponsor for quiz night prizes

> Ruaan:
> contact Jafar/Elijah in regards to collabing for the smash tournament
> Make advertisement for pokemon showdown tournament
> Make a membership sticker color scheme that includes suggestions from committee members
> start drafting poster and ads for quiz night

> Michael:
> Doublecheck and verify amount of drinks
> look for Evelyn's WoW Poster

> Kimi:
> Do a costco run for drinks

> Raffa, Kimi, Halfmist, Rolando and Ruaan:
> fill in the new Sentry application before next meeting

> Executives:
> figure out a time on when we can do the student leadership training
> Ensure everyone has access to Esports email

> Michael and Jimmy:
> look into PC problems

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

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