# Committee Meeting Minutes (11th February 2026) (online/room)

#### Attending: Goober, Kimi, Halfmist, Goober, Ruaan, Michael, Rolando, Jayden, Raffa
#### Apologies: Geoff, Jimmy
#### Absent:
#### Chair: James
#### Minute Taker: Michael
#### Meeting Scheduled: 2:30PM
#### Meeting Opened: 2:35PM

## Previous Action Items
> James:
> Contact Red Bull before O-Day - Done by Kimi
> Send when2meet for next meeting date - Done
> Try to book early next week meeting to go over Sentry rework/member rework - Done
> Book planning day before O-week and do semester plan - Done
> Send @ for committee input on room rearrangement - ongoing
> send out a when2meet for after busy bee - Done
> Contact Ben about Joint Tokyo Alley Booth - ongoing

> Ruaan:
> Make Quiz Night promotional material to use for O-day stall - ongoing

> Jimmy:
> Check spare drinks - Done

> Kimi and Rolando:
> Check availabilities for Girls, Gals and Gays brunch - Done

> Ruaan:
> Make promotional poster for Girls, Gals and Gays brunch - Done
> Do sticker form to narrow committee sticker colour schemes, have results before next meeting - Done
> start drafting poster and ads for quiz night - Ongoing

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

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

> Rolando:
> look for potential partnership and sponsor for quiz night prizes - ongoing

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

> Executives:
> figure out a time on when we can do the student leadership training (James Done, Other 3 execs Hasn't) - ongoing

> Everyone:
> Go through new sentry application - ongoing
### Circular Motions Passed:
|Circular motion: Approve $30 for our UnCharity Vigil smash tournament prizes($25 nintendo eshop gift card, $5 for sour patch oreos in honor of ruaan)|
---
Moved by: James
Seconded by: Rolando
Passed, Unanimously
---

|Circular motion: Approve $5 for our UnCharity Vigil smash tournament prizes (Geoff could only find a $30 gift card)|
---
Moved by: James
Seconded by: Rolando
Passes, Unanimously
---

## Individual Reports:
#### President (James):
- Attended UnCharity Vigil (and won a squirtle pop figure)
- Fixed Ganymede monitor
- Changed door code
- Prepped UnCharity Vigil (setup Minecraft server w/ Mikey)
- Got our UCC server back online (w/ Mikey + Anthony)
- Made new membership sign up
- Fixed steam login

#### Vice President(Kimi):
- made google cal for sem planning
- contacted red bull for sponsorship
- im flying back to perth tmr yayyy

#### Secretary (Michael):
-

#### Treasurer (Geoff):

#### Social Media Manager (Ruaan):
- Made promotional poster for Girls, Gals and Gays brunch
- Made and narrowed down stickers colour schemes,results are ready
- Posted Fighting Game Day Photos
- Posted December Recap

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

#### Rolando:
- Attended Uncharity w/James
- Refilled drinks in fridge recently
- Attended Uncharity meeting
- Made Guest accounts

#### Goober:
- Too employed </3 (I'm finally back)
- Got banned from overwatch, i'll return on the 14th
- Did more work on the room rearragement

#### Halfmist:
- Helped setup UnCharity Vigil and bailed like 2 hours in lmao
- 5 million quiz night questions

#### Raffa:

#### Jayden:

#### Jimmy:
- Discussed the Clash Royale tournament proposal with Ruaan
- Checked the clubroom for our current drink stock

## Treasurer Report

Guild Accounts: $2900.89
Westpac: $977.35
Cash: ~$200, do a recount
Zeller: $153.15

ODay payments has been processed

### Outstanding Reimbursements
No Outstanding Reimbursements, But Double Check

## Events:
### Inhouses/game nights:
#### Valorant report
Run by Jimmy
Turnout: ~12
2 Custom Games with Full Lobbies
Notes: Ran well, Might not see the same attendance next week but should be normal once semester starts

#### Overwatch Night
Will be held by James and Michael Tonight

#### Next 1/2 week's game nights
Valorant Night Monday 16th 7PM, Run by Jimmy
Overwatch Night Wednesday 18th 7PM, Run by Michael and Goober

#### Clash Royale Tournament
Representative: Ruaan and Jimmy
Will be around some time after the semester starts

### Collabs
#### UnCharity Vigil
Representative: Geoff and Rolando
UnCharity ran well, Lost VS UCC on CS2 LAN
Turnout: ~20 signed up for ESports event

>Rolando: Find amount of money earned from the event

The event seems to have run better than last UnCharity Vigil
#### Girls, Gals, and Gays brunch
Representative: Kimi, Ruaan and Rolando
Will be held on 24th February, 11AM
### Other Events:
#### Quiz Night
No Update, Quiz Night Progress is ahead of schedule
#### O-Day
9 People has confirmed attendance
Rolando, James, Jimmy, Jayden, Ruaan, Kimi, Raffa, Michael, Goober

Raffa Joins 2:47 PM

2 people behind the stall (signups), 2 people in front of the stall bringing people in, 1 person in the stall for backup, 1 person in the clubroom to handle account signups, 2 people rotating at any time

Will send out a draft for allocations sometime this week

> James: send out allocation for ODay
> James: make sure we have cooler/esky for the stall
> Kimi: Bring in 2 chairs for ODay
> James: Bring in Switch 2 for ODay
> Rolando: Double Check what is under the couch, check for banners and trolley
> James and Ruaan: Bring in Switch 2 Controller for ODay

Raffa brought the idea up on competing against committee members on games to earn raffle spots to improve club engagements.

Potential Games and Participant
Smash Bros: Raffa, Ruaan and James
Mario Kart: Goober
Valorant: Michael
Tetris: Kimi
Could set up Poster Promotion for this event

> Raffa and Ruaan: Draft up a Poster Promotion for the "beat the committee" event
> Michael: Bring Laptops for signups

We can coordinate with Cameron Hall Clubs to show people where our clubrooms are

> Kimi: Check with Cameron Hall Execs if we can put a sign for directions towards cameron hall/if other clubs want to be included in this

#### Fresher welcome
Check on Availabilities first
Tentative time for Fresher Welcome is Wednesday 25th February, 4PM
> Jayden and Raffa: Help out Kimi with Fresher Welcome Planning
### Major Tournaments
#### Possible esports tournaments
AEL Posted an announcements on Sign Up Dates and announced some games (Rainbow Six Siege, Valorant, Rocket League)
Could also look into other possible tournaments for other games or the esports aspects of the game (Marvel Rivals Ignite, Valorant Premier)
> Jayden and Rolando: Look up for potential tournaments
> Ruaan: Draft ESports Recruitment Poster

## Clubroom Items and Stuff

### Machine Reports:
#### Ganymede mouse scroll wheel doesn't work
Anthony will be bringing one of his old mouse in
#### Headphones and Microphones for Each PC
Anthony could also donate his Audio Technica Headphone

Geoff Arrives 3:28 PM

Ruaan brought up on getting 2 in 1 headphones to save space in general.

> Rolando: Check the conditions of the headphones in clubroom
> Jimmy: look into headphones and deals that we can get
#### Guest Accounts:
Rolando has set up guest accounts for people
## General Business
### Guild Affairs
#### Sundowners
There will be a Sundowners event held in Week 2 in the Oak Lawn area.
Sundowners is a STRICTLY 18+ event held by guild in Oak Lawn where our club can advertise our membership, merchandise and others to participants.
Deadline is 15th February 11:59PM
> Kimi, Ruaan, Rolando, Goober: form a Sundowners subcommittee
#### Club Carnival
There will be a club carnival around week 5 of the semester.
Club Carnival is an event similar to ODay in a smaller scale, where we can open up a stall promoting our membership and events.
### Other
#### Drinks
Check up on stocks before ODay, see if we have enough for ODay and the First few weeks of semester
> Rolando: Check up on Drinks Stock
> Kimi: Go on a Drinks Run
#### New Membership Sign up Form
Done by James
#### Implementing feedback from AEL Teams
Add an Bot for autoroles in the Pro Esports discord server
#### Fresher guide
Discuss in Detail at tomorrow's year long planning meeting
#### Sentry rework
Going through the drafted Sentry form rework, in general everyone is happy with the form but might need some annotations
Will be published after this meeting
#### Discuss sentry/member wipe, also make new 2026 document
2026 document has been made
Membership status will be wiped on 19th of February, the day before ODay
Sentries will be wiped on the same day
#### Website update
Website is out of date. Should get it updated before ODay
> Goober: Update the UWAESports website (uwaesports.org)
#### Membership Stickers
The 2 color combinations has been decided for the stickers.
We can put up an instagram story for this
> Geoff: Look into membership stickers
#### Back up Secretary
Ruaan brought up on appointing a back up secretary should Michael be absent
Halfmist volunteers to be the back up secretary
> Halfmist: be the stand in secretary
#### Head of PR
Rolando brought up on having a new role for PR Manager/Head of PR as it will be more proffesional should we reach out to contact external group.
This won't be an official role as James is unsure whether this would have to pass an OGM.
For now, we can refer Rolando as the head of PR, as he has been dealing with a lot of PR stuff anyways
### Next Meeting Date
Between Monday the 16th to Thursday the 19th.
|Motion: Move to closed section|
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Moved by James
Passes, unanimously
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## Closed Section
Closed Section Entered: 4:24PM
Closed Section Exited: 4:29PM

### Meeting Closed: 4:30PM

## Action Items:
> James:
> Send @ for committee input on room rearrangement
> Contact Ben about Joint Tokyo Alley Booth
> Bring in Switch 2 for ODay
> send out allocation for ODay
> make sure we have cooler/esky for the stall

> Ruaan:
> Make Quiz Night promotional material to use for O-day stall
> start drafting poster and ads for quiz night
> Draft ESports Recruitment Poster

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

> Rolando:
> look for potential partnership and sponsor for quiz night prizes
> Check the conditions of the headphones in clubroom
> Check up on Drinks Stock
> Double Check what is under the couch, check for banners and trolley
> Find amount of money earned from the event

> Michael:
> Bring Laptops for signups

> Jimmy and Ruaan:
> Work on Clash Royale Tournament Proposal
> Executives:
> figure out a time on when we can do the student leadership training (James Done, Other 3 execs Hasn't)

> Jimmy:
> look into headphones and deals that we can get

> Halfmist:
> be the stand in secretary

> Geoff:
> Look into membership stickers

> Goober:
> Update the UWAESports website (uwaesports.org)

> Kimi, Ruaan, Rolando, Goober:
> form a Sundowners subcommittee

> Jayden and Rolando:
> Look up for potential tournaments

> Raffa and Ruaan:
> Draft up a Poster Promotion for the "beat the committee" event

> Kimi: Check with Cameron Hall Execs if we can put a sign for directions towards cameron hall/if other clubs want to be included in this
> Bring in 2 chairs for ODay
> Go on a Drinks Run

> James and Ruaan: Bring in Switch 2 Controller for ODay