UWA Esports Committee Meeting Minutes 2025-08-19

# UWA Esports Committee Meeting Minutes 2025-08-19 -------------------------------------------------------------------------------- #### Attending: Jasmine, Adam, Elijah, Anthony, Kimi (online), Julian, James (online), Jimmy, Alex (partial) #### Apologies: Mikey, Geoff #### Absent: #### Chair: Anthony / Alex #### Minute Taker: Jasmine #### Location: CCZ Meeting Room C #### Meeting Scheduled: 12:00pm #### Meeting Opened: 12:08pm #### Previous Action items: Alex: - not present > have relevant constitutional incorporating changes ready for next meeting > decide on specifics pull draws for clubroom clutter and circular motion > Quiz Night Announcement/Email (start time, pizza form, bring food if other dietry restrictions) > Check UWA Venues for confirming booking > email UWA Sport to update them on what teams we are fielding Anthony: > respond to Guild about Wall Patch Panels - done > go to Westpac again to set up account - not done Geoff: - not present > get a quote for TV wall mount > make separate bank account and order digital card for it > consider switching to Commbank for our external banking account Julian: > purchase drinks and snacks from Costco up to $200 - done > look at second hand TV options - ongoing > purchase Switch 2 & Mario Kart World from Costco - done Everyone: > review Draft Games Night Application Form - done ##### Motions Passed via Circular: * no circular motions --- ## Individual Reports ### President (Alex) * Did a variety of Quiz Night related tasks * Quiz Night * Did some work on incorporation * Went to Circle Green on Monday for photo ### Vice-President (Anthony) * Emailed UWA Sport re. FacSport esports * Meeting with (new) UWA Sport rep this Thursday * Processing photos from quiz night ### Secretary (Jasmine) * Helped with Quiz Night running event * trained two sentries (Michael and Zhen) ### Treasurer (Geoff) * no report given ### Social Media Manager (Kimi) * Quiz Night stuff * posted AEL story week 1 * hosted Val night (&trained halfmist a little) ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Did Quiz Night stuff #### Elijah * Attended Quiz night #### Jimmy * Attended Quiz Night * Hosted Valorant night with Kimi #### James * Attended Quiz Night * Hosted Among Us Night w/ Mikey * Sorted/sorting scrims for AEL teams #### Julian * Went to Costco #### Mikey * Hosted Among Us Night w/ Mikey --- ## Club Finances Report * Netsuite Account: $ * Westpac Account: $ Alex has arrived 12:12pm ### Outstanding Reimbursements * Alex for bluetooth dongle * receipt sent, not reimbursed * Julian for Costco purchases (food, drinks, and switch 2) * Anthony for second pizza run and paper towel * Adam for printing --- ## Events ### Inhouses / Games Nights #### Week 4 ##### Tuesday - Among Us at 6pm w/ Mikey & James * Turnout: ~12-14 * Notes: * It went well, no issues, seems to still be popular ##### Wednesday - League of Legends at 8pm w/ Anthony * Turnout: n/a * Notes: * Anthony says no one showed up so may stop running this * Anthony says they think it's cause people are busy with uni and people don't want to play customs when they do play * Alex says they do think a lot of the attendance was Curtin people * Jasmine says yea but they don't think that was the case earlier in the year Alex resumes Chair 12:15pm #### Week 5 ##### Monday - Valorant at 7pm w/ Kimi & Jacob & Jimmy * Turnout: ~10-12 * Notes: * ran well ##### Tuesday - Among Us at 7pm w/ James & Mikey * tonight ##### Wednesday - Overwatch Stadium at 7pm w/ Jasmine & James * tomorrow night ##### Thursday - Peak at 7pm w/ Julian * still good to go ahead * Julian says he's going to email the company to ask for the biome to be Mesa (the new update) #### Week 6 ##### Monday * Valorant 7pm * Jimmy says he and Kimi both think Jacob could probably host it as he is the most active and they kinda just sat in the background while he ran it last time * Kimi says they will likely alternate in future so next week will be tentatively be Jacob * Kimi will message him to confirm, * Jacob confirms he can ##### Tuesday * Among Us * James says he has COVID and Mikey is also sick so may skip next week, will see on Sunday/Monday how they feel ##### Wednesday * Anthony says if nothing else is being run he may launch All The Mods 10 CTF as it should be ready then ##### Thursday * Julian says he may run Mage Arena, he is not sure if there will be enough interest as people haven't been talking about it in the club to his knowledge * Julian suggests Alex should run the game night, Alex says he'll co-run it #### 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/Clash Royale Current Plan(s): Minecraft (likely on Saturdays) * Jimmy says someone posted about Clash Royale in #ask-committee * Jimmy says he doesn't think there is enough hype around it * Julian says if he just lowers expectations, like if it only needs 4 people then it could run it * Jimmy says only 13 people are in the UWAES Clan, Julian says that's still a good number even if half the people attend * Anthony says they are meeting someone this Thursday 10am for UWA Sport, as FACSOC is running Esports * Julian says someone came to our clubroom to ask if we were interested 2 weeks ago, and apparently he told them to message in discord * Everyone says in future to have given them our email or told us about it * Anthony notes there is a new a rep, no longer Ben * Alex says Lucinda says we could just stack our 'favourite FACSOC' to just win * Anthony says we could provide switch and tv to them, Alex says he probably wouldn't be keen to lend equipment if we are not actively running the event * Alex mentions this isn't the most appropriate section to discuss this #### Games Night Application Form * Alex says he had a quick look and thinks it's good after the few suggestions from James that Jasmine added * Everyone agrees * Jasmine asks if we are posting it then * Alex says yes, just do a small announcement and put it in #quick-links > Jasmine: do announcement for new Games Night Application Form and add to #quick-links #### Annual General Meeting (AGM) * End of October * Adam asks if can set a date * Alex suggests week 10 * Alex says Thursday is usually good * however notes it would be difficult for himself so could do Tuesday but that isn't the most important * Alex asks if common lunch is Tuesday or Thursday * we are unsure * We think a lot of people will still be around for Tuesday * Week 10 is 30th of September * People say this is a little soon * Week 11 is 7th of October * Kimi says this is assignment heavy season * Everyone says this will be a problem for every day/week option * Adam will book the Guild Council Room **Tuesday 7th of October 12pm-3pm** * Anthony asks about counting method * Alex says currently there is a quota (eg. for 2 positons 50%+1) but he wants to do it as if 1 positon, then doing another full count excluding that person, this is better for prefered overall but may be a problem is if 7 people really like 1 person and 5 people like another person, the 7 people would win twice, Alex says so there is a flaw in the system * Julian says but there is a flaw in every system * Alex is not sure if this system will be a problem if people bring a group to sway * Alex says even the Australian Electoral Commission doesn't hand count these * Adam suggests finding a way to count online * Alex says the more he thinks about it the more he likes online votes, will think about what a good software/process would be * Would mean we can keep the current system which is more fair even if 'harder' to count #### Quiz Night Semester 2 - review * It went well! 130 people! * The editors need to get together to go into detail to write a joint handover together with a couple tips, eg. * Don't think they should do member/membership ticketting, should just be a $10, as people don't care as much at that low amounts as we think they do and also inflation * Alex says anyone else can also come along, preferably in person * Adam suggests doing a Quiz Night Wrap Up/Thank You post * Kimi says they are waiting on Photos, Anthony says will get them done soon * Adam says can do simple data results * 100% rounds, averages (mean, median), general ranking, best performing team per round * Alex says this can be workshoped outside of meeting to be posted by end of this week > Alex/Geoff: Organise a Quiz Night Editors Joint Handover writing session > Anthony: Finalise Quiz Night photos > Kimi: Make post for Quiz Night thank you/wrap up > Adam: Get some stats to post for Quiz Night thank you/wrap up ### Collaborations #### Late Registration w/ Perth Smash Tentative Time: ??? * Elijah hasn't heard anything but will likely do again #### Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people) Reps: Alex, Julian * Alex says they are going to have a meeting this sunday to get the ball rolling on this again #### UniLAN Tentative Details: weekend of week 15/16 (10th-23rd November), Ezone North 109/110/111 Reps: Anthony, Alex, James, Julian * Alex says it doesn't seem UniLAN have met for a while so Anthony will follow up * Alex says this may become something we should put a decent amount of effort into * Anthony will chat to Gary about getting a meeting, Alex says other should attend as well > Anthony: chat to Gary about a UniLAN meeting #### Minecraft Capture The Flag (CTF) Tentative Details: after week 5, All The Mods 10 Reps: Anthony, Mikey, James * Anthony says planning to go live next week * Anthony says mostly just rewording the old objectives list * Anthony adds if anyone has ideas to let him know * Alex suggests possibly putting posters around Uni to get a wider community involved > Anthony: make and put up posters up for Minecraft CTF event ### Major Tournaments #### Sem 2 AEL Teams Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 3 Valorant, 1 Siege) * 1 Marvel Rivals * 1 Rocket League * 1 Counter Strike 2 * 3 Valorant * 1 Siege #### Comp Results Roundup Post * Kimi posted one on the story * Alex asks what about making it a post as well * Jasmine & Adam say we could just put it story highlights and make a single post letting people know to check highlights for Esports Teams updates * Jasmine says maybe put the last sems overall results in this post as well * There was some struggle to get some University Esports Clubs icons rather than the university * Consensus is better to do the club logos if we can find them but the University logos are ok if not possible * Alex asks about putting it on our discord as well * Adam suggests putting it with the weekly schedule post * Anthony suggests the Esports channel * Alex says would rather put it in the announcement channel without an @ --- ## Clubroom Items ### Machine Reports * Anthony says machines are fine * Anthony has tried replacing GPU in Scraggy but is likely a driver issue but for now means we may be downgrading the GPU * Jimmy asks if driver up to date * Anthony says yes and he's tried a custom one too * Anthony says the access point from last week, Gary says it'll work for our needs, the Switch 2 does need wifi for occassional updates * Julian says most club members play with eachother not online so it's probably fine to just plug it in and update it every so often * Alex says to be fair he is unsure how much use Chromecast will get by members * Anthony says he has had people ask if there is a way to put other things on the TV (currently not really) * Julian asks if it'll be difficult to use * Anthony says once it is set up it should be easy * Anthony says it'll cost ~$60 | Motion: airCube ISP, $59 | -- Moved by: Anthony Seconded by: Julian Outcome: passes, unanimously ### Wall Patch Panels * Anthony has gotten back to Guild and apparently we can group it with what Geoff is doing it * Alex says he is not sure if we are going to have the clubroom at the end of the year so not sure if it's a great idea at the moment, * Alex will send an email from Cam Hall Clubs to the University asking what is the plan regarding our clubrooms > Alex: Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan ### Other Items #### TVs wall mounting * Geoff not here #### Zeller Terminal * Anthony found out that it comes with a mastercard, not sure what it does * Julian and Jimmy says just cause it's there doesn't mean it's active * Anthony says possibly could be a better than the westpac card * Alex says he's still not keen on having a physical club card #### New TV * Jimmy says he thinks the one previously recommended by James is the best, he couldn't find anything better * Julian says he agrees, he also looked * Anthony adds our current TV shows sign of 'dying' * The one James recommended is CHiQ 65-inch 4K UHD Google TV (65", 4K, 6.5ms response time), $699 * Asks if that'll fit * Alex, Anthony, Jasmine, Adam say we think it'll be too big * James shows the other smaller option * Alex says it's more money and possibly worse * Alex says measure between meetings > Julian: measure the space available for possible New TV --- ## General Business ### Guild Affairs * no updates ### Sentry Manual Update Tentative Release: Late 2025 * Jasmine and Alex meeting later today to do this ### Gmail Shared Mailbox * Alex had a thought that we should all have different logins for the one mailbox * Anthony says if we incorporate we can apply for Google 1 for non profits * Alex says sounds good but would like it sooner * Julian says he thinks he knows how to set it up for what we currently have ### Possibly Incorporating * Alex is putting more work into it to put it * Jasmine says they still don't think it's a good idea to do it at the AGM * Alex says it's too late for an SGM and doesn't think it's that difficult to be too much of a problem ### External Banking * Anthony called and they said he needs to go down to a physical branch ### Busy Bee * September 6th * Alex says we should announce this soon * Jasmine says they can just copy paste from their last message * Alex says they can just do it by copy pasting Jasmine's last message > Alex: ~~plagiarise Jasmine's~~ Post a Busy Bee announcement ### Membership Roles * Adam mentions that Jasmine needs to keep up to date with membership roles * Jasmine says they know and are sorry * Alex says radical solution why do we care about keeping this up to date * Jasmine says we already have 2 other ways to check members membership (stickers & spreadsheet) * Alex suggests that we may just be creating extra work which is not worth it * Julian says it can help distinguish who is a member on the discord * Anthony asks if there is a script * Jasmine and Adam says no it's currently manual * Julian says he can just do it during meeting * Anthony says they can also get someone to do it when someone signs up, not possible for Sentry members * We'd need to give Sentry members access to give member role during signup * We also note that we think next year's committee should stop using Rubric which would remove 1 step of this process in future ### Next Meeting Date * next week same time, same place --- ## Closed Section * none --- #### Meeting Closed: 1:13pm ## Action Items Alex: > have relevant constitutional incorporating changes ready for next meeting > decide on specifics pull draws for clubroom clutter and circular motion > Quiz Night Announcement/Email (start time, pizza form, bring food if other dietry restrictions) > Check UWA Venues for confirming booking > email UWA Sport to update them on what teams we are fielding > Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan > ~~plagiarise Jasmine's~~ Post a Busy Bee announcement Alex/Geoff: > Organise a Quiz Night Editors Joint Handover writing session Anthony: > go to Westpac again to set up account > Finalise Quiz Night photos > chat to Gary about a UniLAN meeting > make and put up posters up for Minecraft CTF event Jasmine: > do announcement for new Games Night Application Form and add to #quick-links Geoff: > get a quote for TV wall mount > make separate bank account and order digital card for it > consider switching to Commbank for our external banking account Kimi: > Make post for Quiz Night thank you/wrap up Adam: > Get some stats to post for Quiz Night thank you/wrap up Julian: > purchase drinks and snacks from Costco up to $200 > look at second hand TV options > measure the space available for possible New TV ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)