# Committee Meeting Minutes 5th February Hybrid

#### Attending: Rolando, James, Jacob (Halfmist), Jimmy, Ruaan, Kimi, Raffa
#### Apologies: Geoff, Michael, Jacob (Goober)
#### Absent:
#### Chair: James
#### Minute Taker: Jacob (Halfmist)
#### Meeting Scheduled: 1:30PM
#### Meeting Opened: 1:36PM

## Previous Action Items

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

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

> Everyone:
> think about uncharity auction items - not done
> think of color schemes that we want for stickers - done
> Go through new sentry application - ongoing

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

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

> Michael:
> Doublecheck and verify amount of drinks - not here
> look for Evelyn's WoW Poster - not here

> Kimi:
> Do a costco run for drinks - come back to

> Raffa, Kimi, Halfmist, Rolando and Ruaan:
> fill in the new Sentry application before next meeting - done (add people later)

> Executives:
> figure out a time on when we can do the student leadership training - done (by james, other 3 still have to)
> Ensure everyone has access to Esports email (done by james)

> Michael and Jimmy:
> look into PC problems - done

> 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 $530 for O-Day Stall|
---
Motioned By: James
Seconded By: Michael
Passes, Unanimously
---

James notes we didn't approve for the GST of the stall:
|Motion: approve extra $53 for O-day stall|
---
Motion by James
second by Chae
Passes, unanimously
---

## Individual Reports:
#### President (James):

- Helped setup Pokemon Showdown Tournament
- UnCharity Vigil help

#### Vice President(Kimi):
- filled in sentry app form
- edited my bomb sticker colour idea w ruaan
- super busyyyyyy ahhhhh

#### Secretary (Michael):
- Attended SOCPAC Meeting
- Did not attend Committee Meeting

#### Treasurer (Geoff):

#### Social Media Manager (Ruaan):
- contacted Jafar/Elijah in regards to collabing for the smash tournament
- Made an advertisement for pokemon showdown tournament
- Made a membership sticker color scheme that includes suggestions from committee members
- Made weekly Schedule
- Attended Uncharity Meeting
- Helped host and report Pokemon Showdown Tournament
- Filled in new sentry application
- :)

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

#### Rolando:
- UnCharity Meetings and organisation
- Drafting media kit for sponsorship emails
- Began organisation of Comm Meeting Day
- Filled in new sentry application
- Hosted fighting game day

#### Goober:

#### Halfmist:
- 5 million quiz night questions
- Filled in new sentry application

#### Raffa:

#### Jayden:

#### Jimmy:
- Fixed the PC problems reported previously by sheer luck
- Created a Clash Royale tournament draft on Challonge

## Treasurer Report

Guild Accounts:
Grants pending:
Westpac:
Cash:
Zeller:
Treasurer is absent

### Outstanding Reimbursements
Chae - uncharity vigil prizes (receipt in channel)

## Events:
### Inhouses/game nights:
#### Pokemon showdown tourney w/ Adam
- Turnout: 10+spectators (/12 signups)
- Notes: Careful advertising double elim brackets. In future choose different format (ruaan recommends double elim)

#### Fighting Game day
- Turnout: 10-12 people
- Notes: More faces, ran without any issues
#### Next 1/2 week's game nights
- Jimmy ready to do 7pm monday Val inhouses
- James ready to do Overwatch inhouses sometime next week, would like co-host for new season otherwise solo
- James & Halfmist can do rivals sometime later

### Major Events:
#### Quiz Night
- Roughly 60% through question writing, will need to consider prizes
- Next subcon meeting likely in O-week
- Book off work for this (scheduled for 27th March)

Kimi leaves: 1:54PM

#### O-Day
- Book off work!! (20th Feb), 10am setup last semester and ends around 4pm but give extra hour for breathing room, 10am-5pm target
- 2 people behind table for signups, 2 people out front to attract new members and showcasing club stuff, 1 person (trusted sentry or committee) in the clubroom itself, extra 2 people for shift rotations
- Can attend: Rolando, James, Jimmy, Jayden, Ruaan, Kimi, Raffa
- Potential ideas for stall attractions:
- > Tier list
SSBU challenges (bonus for late registration)
Committee member-specific game challenges for raffle entry/reward
Computer guest account during O-week + week 1, wiped after (might need time limit depending on activity)
Wheel spin for prizes (might need to check for gambling issues)

> James:
> Contact Red Bull before O-Day

> Ruaan:
> Make Quiz Night promotional material to use for O-day stall
#### Fresher welcome
- Week after O-day, i.e. Week 1
- Book out bottom floor E-Zone area
- Will discuss further upon Kimi's return
### Collabs

#### UnCharity Vigil
- Going well enough, events are all prepared, need to install games this will be done today
- James will setup minecraft server today/early friday

Jayden Leaves 2:07PM
Raffa leaves 2:11PM

#### Membership Stickers
- Original idea was committee picks top 2 colour schemes, members vote on final
- We MIGHT have left it a bit late with no advertisements though
- Ruaan showcasing sticker ideas, cutting hard passes and will make a google form to vote for best 3(?) before tomorrow morning
- Can preview with voting jars or simple table + tally
- google form --> advertise discord -->
- Committee will decide membership stickers as usual, this was left too late but should be explored in future committees

> Ruaan:
> Do sticker form to narrow committee sticker colour schemes, have results before next meeting
#### Girls, Gals, and Gays brunch
- UCC suggested Feb 24th 11:00AM, meet at Hackett Cafe
> Kimi and Rolando:
> Check availabilities for Girls, Gals and Gays brunch

> Ruaan:
> Make promotional poster for Girls, Gals and Gays brunch
#### Joint tokyo alley booth w/ Curtin
- No updates
#### Pixel Expo 2026 Booth
- Got an email from Pixel Expo, will cover when more meeting attendees
### Major Tournaments
- No updates
## Clubroom Items and Stuff
### Machine Reports:
- Ganymede mouse has scroll wheel issues, looking for replacement/repair
- UWAES/UCC VM is back online, Anthony reset few days ago
## General Business
### Guild Affairs
- SOCPAC Report:
- Treasurer Training
Treasurer (Geoff) will have to do a mandatory treasurer training. Exact dates are TBD
- Platinum Tickets
Platinum Tickets are similar to Gold tickets. Currently, Platinum Tickets are a $10 credit ticket that can be used to attend to club events only (excluding membership). Though the guild is still drafting the idea. More details will be in upcoming meetings

### Other
#### External Banking Move
- No updates
#### Drinks
- Kimi is not here
> Jimmy:
> Check spare drinks stock
#### Implementing feedback from AEL Teams
- Raffa absent, need to get bot working
#### Possible Esports Tournaments
- James wants to start Val in-game tournaments / Marvel Rivals Ignite, looking for co-host
- Will cover next meeting
#### Organise a day to discuss/workout room rearrangement
> James:
> Send @ for committee input on room rearrangement
#### Email
- Everyone has access through the delegate feature, or if you are exec you have direct access to the email.
#### Fresher guide
- James plans to book day sometime before O-week, no semester plan done yet
> James:
> Book planning day before O-week and do semester plan
#### Sentry rework
- Postponing rework until next week
> James:
> Try to book early next week meeting to go over Sentry rework/member rework
#### Discuss sentry/member wipe, also make new 2026 document
> James:
> Try to book early next week meeting to go over Sentry rework/member rework
#### Exec SLT
- James booked his own time slot since he isn't available other times, other execs need time ASAP
### Next Meeting Date
Monday-Wednesday next week likely, James will send when2meet
> James:
> Send when2meet for next meeting date
## Closed Section
Closed Section Entered: N/A
Closed Section Exited: N/A

## General Business (Cont. If needed)

Meeting closed: 2:42PM

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

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

> Jimmy:
> Check spare drinks

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

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

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

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

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

> 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)

> Everyone:
> Go through new sentry application