---
# System prepended metadata

title: UWA Esports Committee Meeting Minutes 2025-07-01
tags: [Committee Meeting, '2025']

---

# UWA Esports Committee Meeting Minutes 2025-07-01

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#### Attending: Elijah, Jasmine, Anthony, Jimmy (online), Mikey (online), James (online), Kimi (online), Adam, Alex, Geoff (late)

#### Apologies: Julian

#### Absent: 

#### Chair: Alex

#### Minute Taker: Jasmine

#### Location: UWA Esports Clubroom

#### Meeting Scheduled: 11:00am

#### Meeting Opened: 11:19am

#### Previous Action items: 
Alex & Anthony:
> make a team captains EOI form, aiming for 2-3 weeks before seem at the latest - ongoing

Alex, Jasmine & Jimmy:
> Create social responsibilities door manual update - not done

Anthony:
> put in work order to fix network & panels - ongoing
> test GPU in UCC to see if motherboard is problem - done
> 3d print controller stalls - done
> change PC permissions - done

Jasmine:
> ask ALVA for a new date for collab - done

Geoff: - not present
> get a quote for TV wall mount
> make separate bank account and order digital card for it
> make announcement for Rock Band Collab around 2nd week of June
> draft sign and announcement for sem 2 account reset

Elijah:
> Announce Smash Perth event - done

James:
> return/refund controllers - not done

Julian:
> organise Guilty Gears Strive event - done

Kimi:
> donate and bring in G502 mouse - not done

Everyone:
> read through and comment on the draft Code of Conduct - done

Unassigned:
> purchase of $16 bluetooth dongle - not done (Alex will do)
> try trusting devices for the steam account on clubroom PCs - not done


##### Motions Passed via Circular:
* no circular motions

---
## Individual Reports
### President (Alex)
* no report given

### Vice-President (Anthony)
* Arranged meeting with CELT this Thursday
* doing comp EOI form w alex
* diagnosed issue w new GPU (its the motherboard)
 
### Secretary (Jasmine)
* Thought and brainstormed ideas for restructing part/s of committee
* posted the minutes slowly again (I was sick) :pensive:
* did minimal work on general committee and secretary handovers
* spoke to Ari about Dress to Impress (DTI) games night

### Treasurer (Geoff)
* chaired quiz night meetings


### Social Media Manager (Kimi)
* compiled some photos for eos post
* busy overseas😔

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Started work on Quiz Night Handover
* Looked at Draft Code of Conduct

#### Elijah
* Assisted at Late Registration

#### Jimmy
* Hosted Siege night
* Hosted Valorant night
* Attended Lethal Company night
* Did quiz night stuff

#### James 
* Started worked on handovers

#### Julian
* no report given

#### Mikey
*  Nothin this week


---

## Club Finances Report 
* Netsuite Account: $3874.71
* Westpac Account: $N/A *****

 


### Outstanding Reimbursements
* James for bit-do controllers 
    * done
* Alex for Keyboard
    * done


---
## Events
### Inhouses / Games Nights
#### Reviews
##### Wednesday 18th & Wednesday 25th, 6pm
* Game: Siege X
* Coordinator(s): Jimmy
* Turnout: 12
* Notes:
    * Jimmy says the first event (18th) went well with around 12 people and the second time didn't have as much notice so had little attendance (25th)
        * Alex says at that point in future if forgotten people might as well skip it for that week/day

#### Saturday 21st, 1pm - in clubroom
* Game: Guilty Gear Strive
* Coordinator(s): Julian
* Turnout: 10
* Notes:
    * Alex says he thinks there is demand for fighting games events

##### Sunday 22nd, 7pm
* Game: Lethal Company
* Coordinator(s): Julian
* Turnout: 8

##### Monday 23rd, 8pm 
* Game: Valorant
* Coordinator(s): Jimmy
* Turnout: 10-13
* Notes:
    * Jimmy says constantly a lobby of at least 10 people and goes pretty well and runs for a few hours 



#### Upcoming
* Alex asks if anyone wants to run anything
    * James asks about Among Us and Mikey says he's in Bali so no
    * Jimmy says he'll keep Valorant going on Mondays
    * James asks Jasmine about Overwatch Stadium 
        * Can do this Thursday 
    * Jimmy says he'll try running Seige tomorrow and see how to goes to gauge if it'll continue
    * Alex says he's down to run a Counter Strike event
        * Alex says he's unsure how CS customs work, Geoff says it should be pretty easy 
    * Jasmine says Ari is interested in running Dress to Impress after they get back on the 7th and they will give a few days notice to us, Jasmine says they'll try to be there as well
        * Alex says yes that's fine, and can be more lenient with event notice during holidays

Geoff arrives 11:28am


#### Future Games Night Suggestions: Siege X/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers/Civ6/Dress to Impress/Pokemon Tournament/ Gmod
Current Plan(s): Minecraft (likely on Saturdays)
* no updates

#### Quiz Night Semester 2 
Editors: Alex, Jimmy, Adam, Geoff (lead), Julian
* Alex says they have started writing the Quiz
* Geoff says they are thinking of removing a bonus round and a major round (going from 3 and 9 to 2 and 8)
    * Alex says he's the main advocate for this as the editors write an insane amount of questions and currently the event is consistently running until late (usually 9:30/10:00pm) but in exchange we will likely have higher quality of questions
    * Geoff asks if anyone is against the idea
        * no one speaks up
    * Alex mentions that budgetting for prizes will be discussed soon (likely after their next meeting)

### Collaborations
#### Smash Perth - review
* Elijah says there were around 30 people there so it ran a bit overtime, it had a side bracket of squad strike
    * Alex asks if they are still willing to run and like the venue
        * Elijah says yes

#### ALVA x UWA Esports Minecraft Build Collab
Reps: Jasmine
* no updates

#### Den of Wolves 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 trial run happened and it went well and people had fun and did bring the idea that getting 40 people for something that's never been run before so they may first do a public of the smaller one and if that sells out quickly/people asking for a bigger event 
* also we have costs to recoup with ticket cost/s 
    * Gary for 3d printing (~$90) and Alex for the module 

#### LAN w/ Curtin Games and Esports
Tentative Details: 11:30am start 15th-17th July at Redbull gaming cafe/stadium
Reps: Anthony, Alex, Julian
* Anthony says radio silence so far 

#### Bubbletea Society Collab
Tentative Time: 31st of July
Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone Social
Reps: Adam, Jasmine, Kimi, Geoff
* Adam says we had a meeting last week to discuss more with it being 31st of July
* Alex asks about the budget 
    * Adam says about BBTS spending money on snacks and bubble tea with them paying
        * Alex says to discuss more to have a solid plan for budget before any purchases
* Alex asks about games
    * Adam says about super smash bros, mario kart, wii sports, jackbox
    * Adam asks about Atari and Geoff says it works easily by plugging it into a somewhat modern TV 
* Alex asks about advertising 
    * Adam says BBTS are doing it, with a deadline soon
* Alex says we could also advertise it to CELT
* Adam asks if there is anything else to bring up next meeting
    * Alex says ask about consoles
* Adam says BBTS plans to do a stall to advertise the event in the ref on the 24th July with a collaborative tier list 

### Major Tournaments
#### Sem 2 Teams
Possible Teams: Intervarsity Valorant (2 teams), League of Legends circuit (1-2 teams, $30), AEL (1 Rivals, 1 RL, 1 CS), League of Legends tournament (1 team, $50)
* Anthony says probably the same as last year but adding possible team for League of Legends for a tournament that costs $50
* Alex says UWA Sport is happy to advertise our teams but need a poster ready to go before semester starts and they are happy to post something on their socials that goes to a google form as well
* Alex asks if Kimi has any availability to make a valorant team recruitment poster 
    * Kimi says yes after the 9th of July when she's back in Perth

> Kimi: make valorant team recruitment poster for before semester


#### Possible inter UWA tournament
* no updates

### Semester 2 Fresher Welcome
Tentative Time: Week 1 Thursday
* Adam asks if we are planning to do a Semester 2 Fresher Welcome
    * Alex says yes and just do a chill one in the clubroom and the loft 
* Adam says do we need a poster 
* Alex asks dates, Adam says bubble tea event is week 2 so Alex says will do week 1 and advertise bubble tea event and quiz night
* Alex asks about absorbing cost of Pizza, everyone says that's fine
* Adam asks about specific date depending on other Cam Hall events 
    * Alex says possibly Thursday tentatively 

### CELT
* Anthony will meeting with CELT on Thursday to discuss a collab

---
## Clubroom Items
### Machine Reports
* Anthony confirmed the GPU issue is related to the motherboard so will likely circular a new motherboard
    * Alex says he'd rather not circular it as in his opinion we need more scrutiny for major purchases like this
    * Anthony says motherboards are all pretty similar so should be fine and would be $120-$140
    * Geoff asks how urgent this is
        * Anthony says the problem is the GPU needs resizable bar 
        * Geoff says he's fine with a circular for $120-$140
* Geoff says Scraggy has had some issues turning back on from sleep, needing to turn on and off the PC manually 


### Switch Controller(s)
* James will return these soon
* James can't pick them up for a while
    * Geoff says he can take them somewhere if needed

> Geoff & James: figure out returning Switch Controllers

### Other Items
#### TVs wall mounting
* Geoff contacted guild about it but have not heard back

#### Terminal
Current Plan: consider purchase of $329 square terminal or Zeller terminal for $100-$200
* Alex says there is no urgent need and bring a specific terminal for proposed purchase next meeting

#### Esports Wifi
* no updates

#### Steam Account
* Jasmine says still need to try to do the trusting device
    * Geoff says he tried it for Scaramouche and seems to work but isn't sure what breaks the trust

> Geoff: figure out steam trusting devices

## Door Sensor
* Alex says last meeting we agreed something needs to change as currently it just spams the channel
    * Mikey asks for confirmation 
    * Anthony asks about cool down
    * Alex says the ability for someone to message how long the room will be open which may help people be more comfortable coming into the room
    * Mikey says he's confused if it's actually spamming currently
    * Geoff mentions Gary has an idea for it sensing the door locking instead of the opening and closing of the door
    * Anthony asks about going back to the old system of just typing
    * Alex says maybe removing the messages and just keeping the bot changing the channel name with people just talking about the clubroom in the channel
        * Alex asks if that is something people agree with this, everyone says that's fine
        * Alex says it currently dissaudes people messaging in the channel as the only thing in their is the bot and the information isn't relevant other than the last open and close
        * Jasmine says most ideal is only the last open and close message be there but just having the channel name changing is also better
        * Mikey says he can do this

> Mikey: update door bot to have less channel messages
> Geoff: talk to Gary about possible door sensor upgrade


### Busy Bee
* We have a Busy Bee on 12th of July and Alex says his main objective is to clear the wooden desk for a space for the 5th PC

---
## Closed Section
Moved into: 12:12pm
Moved out: 12:26pm

---
## General Business
### Guild Affairs
* Anthony went to SOCPAC and no relevant notes
* Geoff says Nic (SOC Treasurer) is on holidays so grant may be later than expected 



### Sentry Manual Update
Tentative Release: Late 2025
* Alex says this probably is important to actually organise soon
* Jasmine says organise a time to work on this sometime
    * Alex agrees

> Alex & Jasmine: organise a time to work on the Sentry Manual Update

### Code of Conduct
* Alex says he's looked at it and seems fine 
* Adam asks about the advertising rule from the server for the code of conduct
    * people think it's fine without it 
* Jasmine says can put it up during busy bee and put it in quick links

> Adam: print code of conduct for busy bee

### Handovers
* no updates

### Possibly Incorporating
* Geoff asks if we'll just do it at the AGM (Annual General Meeting)
    * Jasmine says we should probably just call an SGM (Special General Meeting) for it 
    * Alex says yes so to not leave the incorportating to a possibly entirely new committee

> Alex: have relevant constitutional incorporating changes ready for next meeting 

### External Banking 
* no updates


### Redbull
* Anthony asks about redbull
    * Alex says will message again after this meeting

### Next Meeting Date
* 15th of July 11am


---
#### Meeting Closed: 12:33pm

## Action Items
Alex:
> purchase of $16 bluetooth dongle
> have relevant constitutional incorporating changes ready for next meeting 

Alex & Anthony:
> make a team captains EOI form, aiming for 2-3 weeks before seem at the latest

Alex, & Jasmine:
> organise a time to work on the Sentry Manual Update

Anthony:
> put in work order to fix network & panels 

Geoff: 
> get a quote for TV wall mount
> make separate bank account and order digital card for it
> make announcement for Rock Band Collab around 2nd week of June
> draft sign and announcement for sem 2 account reset
> figure out steam trusting devices
> talk to Gary about possible door sensor upgrade

Adam:
> print code of conduct for busy bee

James:
> figure out returning Switch Controllers

Kimi:
> donate and bring in G502 mouse
> make valorant team recruitment poster for before semester

Mikey:
> update door bot to have less channel messages




![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)