# UWA Esports Committee Meeting Minutes 2025-09-23

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

#### Apologies: Mikey, Jasmine, Jimmy

#### Absent:

#### Chair: Alex

#### Minute Taker: James DF

#### Location: CCZ Meeting Room C

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:04pm

#### Previous Action items:
Alex/Geoff:
> Organise a second Quiz Night Editors Joint Handover writing session - not done

Alex, Jasmine, Adam:
> work on Club & Sports Awards Applications - done

Anthony:
> look into Ganymede faulty keyboard - not done
> complete Tech handover - ongoing

Anthony & Elijah:
> add relevant sections to Pro Teams handover - ongoing

Jasmine:
> make draft Sentry Application update - not here

Geoff:
> Consider switching to Commbank for our external banking account - ongoing
> Circular purchase of bigger lockbox - done
> Make a plan for a addditional more heavy duty safe - done
> Bring in Velcro Cable Ties - not done
> post Graphic for Rock Band - done
> measure door for lockbox & circular purchase - done

Kimi:
> complete Social Media handover - not done

Adam:
> write handover for how we've made paper ballots - not done
> message Chris approved Sentry Application - done

James:
> bring in temporary spare keyboard for Ganymede - not done
> Pick up New TV - done w/ Julian

UNASSIGNED:
> complete general events handover (o-day, fresher welcome, games nights, late registration, vigils, UniLAN, resource booker, libal, EMPs) - ongoing

##### Motions Passed via Circular:
| Motion: [Large Key Lockbox](https://www.safetysector.com.au/key-lock-box-wall-mounted-extra-large/?gad_source=1&gad_campaignid=20183440209&gbraid=0AAAAAC6bIMc0H_YZG3piHI_C2Q73GGQyg&gclid=Cj0KCQjw8p7GBhCjARIsAEhghZ0STggx4OvnE7spWOvkd4TmCeXclwx0MRuAq9kq1y6uM_3DBHmtQcEaAjvJEALw_wcB) for $63.4 ($41.40 + $22 shipping)
--
Moved by: Geoff
Seconded by: Alex
Outcome: passes with 7 votes, no dissent.

---
## Individual Reports
### President (Alex)
* Worked on my handover
* Continuing some AGM organisation
* Submitted Club Award nominations
* Otherwise quite busy with uni / illness

### Vice-President (Anthony)
* did UWA Sport award application
* chased up with RB
* confirmed CELT stall presence
* continually struggling with

### Secretary (Jasmine)
* no report given

### Treasurer (Geoff)
* no report given

### Social Media Manager (Kimi)
* made weekly schedule
* made AEL post
* hosted Valorant inhouses
* worked on my handover

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Helped complete the Club Award Submissions

#### Elijah
* Nothing to report
* Got smoked in RL

#### Jimmy
* no report given

#### James
* Picked up new TV with Julian
* Installed new TV with much help

#### Julian
* no report given

#### Mikey
* no report given

---

## Club Finances Report
* Netsuite Account: $3874.71 (unchanged)
* Westpac Account: $397.05
- We got SPG (+$700)

### Outstanding Reimbursements
* None

---
## Events
### Inhouses / Games Nights
#### Week 9
##### Monday - Valorant at 7pm w/ Kimi & BlueJayJay
* Turnout: 10~
* Notes:
* Consistenly full

##### Wednesday - Project Winter 6pm w/ Mikey, Jimmy & James
* Tomorrow night

#### Week 10
##### Monday
* Valorant w/ Kimi + Jayden (BlueJayJay) 7pm

#### Reviewing Applications
* No new applications

#### 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
* No updates

#### Minecraft Capture The Flag (CTF)
Tentative Details: Ideally the end of this study break week
Reps: Anthony, Mikey, James
* Consistent playerbase since launch
* After initial chunk loading server performance has smoothed out.

### Annual General Meeting (AGM)
Time: Tuesday 7th of October, 12pm
* Alex to send out reminder email a week before it happens to boost committee signups
* Alex wants to print out posters around business school, etc for it.
* Julian asks him to print out the sanitise hands poster he made a while back and hang it up
> Alex: print out and post the AGM and hand sanitiser posters
> Alex: send out AGM reminder email

### Collaborations
#### Late Registration w/ Perth Smash
Time: 11th of October
* Next one planned for 11th October, Elijah is organising it before next committee arrives so they don't have to worry about it.
> Elijah: Organise Late Registration for 11th October, complete before AGM

#### 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 yet.
> Anthony: Ask Gary to follow up on Unilan (Campus Management + Uni IT)

#### Rock Band w/ UCC
Date: Friday Week 9
* Running this Friday!
* Geoff asks if the committee wants to pitch in $40~$50 to buy pizza.
* UCC is matching.
* Alex debates whether we should provide pizza for a free event.
* Other solutions discussed, e.g. opt-in pizza etc.
> Geoff: Discuss pizza/food with UCC for Rock Band
> Geoff: Post Discord Announcement for Rock Band

#### CELT Stall
Date: Friday 3rd October
* Anthony is going to UWA CELT to do a pop-up stall
* Kimi is helping
* Anthony asks if any available committee can also help out.
> Anthony & Kimi: Go to CELT pop-up

#### Worlds Watch Party
Date: 9 November
Reps: Anthony, Alex
* Will be run by old Exec (Alex & Anthony)
> Alex: Organise Worlds Watch Party

### Major Tournaments
#### Sem 2 AEL Teams
* Teams:
* 1 Marvel Rivals
* 0-2 MQU v MQU Crimson Defeat
* 1 Rocket League
* O-3 vs SUT Swagburne Defeat
* 1 Counter Strike 2
* 1-13 vs SWIN Black Defeat
* 3 Valorant
* UWA Gold
* Out
* UWA Blue
* out
* UWA Purple
* out
* 1 Siege
* UWA Blue
* out

---
## Clubroom Items
### Machine Reports
* Alex to buy replacement display-port cables (some of ours are faulty)

| Motion: Purchase 2 Display Port Cables for $16
--
Moved by: Alex
Seconded by: Anthony
Outcome: passes unanimously.

* Alex ordered on Amazon, should be arriving on Wednesday 24th.

### Other Items
#### Bigger Lockbox & Better Safe
* Lockbox purchased and being shipped
* Safe is $200
* Alex questions if we have the money, and if we need it. Is there a possible (cheaper) alternative.
* Geoff to do more research into possible alternative solutions
> Geoff: do research into possible alternative solutions for safe

#### New TV & Bench
* TV Completed by James + Julian
* Colours need to be tinkered with, otherwise good.

#### Cable-ties
* Julian wants Geoff to bring in cable ties
* Geoff suggests thievery from UCC
* Anthony says no (purely because they don't have any)
* Julian wants velcro cable ties.
* Alex suggests going forward that we don't need to provide links for purchases under $50 (this was applied retroactively to the previous purchase)

| Motion: Purchase Velcro Cable Ties for $9
--
Moved by: Julian
Seconded by: Alex
Outcome: passes unanimously

---
## General Business
### Guild Affairs
* SOCPAC today
* Anthony can make it
> Anthony: Go to SOCPAC

#### Club & Sports Awards
* Submitted yayyyyyyy
* Nominated for everything apart from inclusive clubs (we didn't meet criteria of going to inclusive workshops)

### Sentry Manual Update
Tentative Release: Late 2025
* Alex organised to meet with Jasmine next week
> Alex & Jasmine: Finish Sentry Manual update

### External Banking Move?
* Geoff will add moving banks to his handover and not complete beforehand
> Geoff: Add moving banks to Treasurer handover

### Red Bull
* Anthony's sent our Red Bull representative an email recently.
* Waiting for an update

### Handovers
* DO THEM PEOPLE PLEASEEEEEEEE
* Specifically general handover.
* Alex wants to assign individual people to work on specific handovers
* This is our second last meeting ;(
> Everyone: Make additions to general handover
> Jasmine: Finish moving hedgedocs to UWAEsports' Hackmd
---
## Closed Section
* Move into close section: 12:40pm
* Move out close section: 12:55pm

### General Business Electric Boogaloo
#### UWAEsports Holographic Stickers
* Alexs suggests we get holographic stickers (based on the UCC stickers on Anthony's laptop)
* Anthony says he'll talk to Gary (Gary uses his own printer for it)
> Anthony: Talk to Gary about holographic stickers

---
#### Meeting Closed: 12:57PM

## Action Items

Alex:
> Print out and post the AGM and hand sanitiser posters
> Send out AGM reminder email
> Organise Worlds Watch Party

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

Alex+Jasmine:
> Finish Sentry Manual update

Anthony:
> Look into Ganymede faulty keyboard
> Complete Tech handover
> Ask Gary to follow up on Unilan (chase up Campus Management + Uni IT)
> Go to SOCPAC (23/9/2025)
> Talk to Gary about holographic stickers

Anthony & Elijah:
> Add relevant sections to Pro Teams handover

Anthony + Kimi:
> Go to CELT Pop-up stall

Jasmine:
> Make draft Sentry Application update
> Finish moving hedgedocs to UWAEsports' Hackmd

Geoff:
> Discuss pizza/food with UCC for Rock Band
> Post Discord Announcement for Rock Band
> Do research into possible alternative solutions for safe
> Add moving banks to Treasurer handover

Elijah:
> Organise Late Registration for 11th October, complete before AGM

Kimi:
> complete Social Media handover

Adam:
> write handover for how we've made paper ballots

James:
> bring in temporary spare keyboard for Ganymede

Everyone:
> Make additions to general handover