# UWA Esports Committee Meeting Minutes 2025-08-05

--------------------------------------------------------------------------------

#### Attending: Jasmine, Adam, Elijah, James, Alex, Anthony, Julian, Kimi, Jimmy (late)

#### Apologies: Mikey, Geoff

#### Absent:

#### Chair: Alex

#### Minute Taker: Jasmine

#### Location: Cameron Hall Loft

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:13pm

#### Previous Action items:
Alex:
> have relevant constitutional incorporating changes ready for next meeting - ongoing
> decide on specifics pull draws for clubroom clutter and circular motion - ongoing
> send out email for Quiz Night - done

Anthony:
> put in new Maintance order for new data and power points in patch panels - done

Anthony & Adam:
> put posters in guild village, colleges, and CELT for Quiz Night - not done

Anthony & Julian:
> look into controller stands - done

Jasmine:
> check and book Late Registration - done (Alex)

Geoff: - not present
> get a quote for TV wall mount
> make separate bank account and order digital card for it
> figure out steam trusting devices
> talk to Gary about possible door sensor upgrade
> put Quiz Night Semester 2 budget together (food, prizes) - done
> purchase approved Zeller 1 Terminal for $100 - done
> draft and post announcement for Semester Welcome & Guild O-day - done

James:
> submit Quiz Night for Guild signs - done

Elijah:
> complete EMP for Late Registration - done

Kimi:
> make an insta reel to advertise Quiz Night - ongoing

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

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

### Vice-President (Anthony)
* no report given

### Secretary (Jasmine)
* Attend/helped run BBTS Collab event
* Made props/decor for BBTS Collab event
* Worked on Handovers
* Did the Minutes

### Treasurer (Geoff)
* no report given

### Social Media Manager (Kimi)
* Helped out at BBTS collab
* ran Valo night
* discussed reel ideas w the goat (Adam)

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Attended BBTS collab meeting, printed mischellaneous props
* Ran BBTS collab event
* Discussed promotion reel for Quiz Night with Kimi
* Subway Slammed

#### Elijah
* Assisted at BBTS collab
* Submitted EMP for Late Registration

#### Jimmy
* Put more plants in the clubroom :) (thanks Carmen)
* Attended the later part of Valorant inhouses

#### James
* Esports Team Shenanigans
* Attended the BBTS Collab
* Labelled some clubroom cables
* Contacted Guild about advertising Quiz Night on their screens (no response)

#### Julian
* Helped run BBTS Collab
* Brought in controller stand

#### Mikey
* no report given

---

## Club Finances Report
* Netsuite Account: $
* Westpac Account: $597.375

### Outstanding Reimbursements
* James for 3 pro controllers - done
* Julian for snacks & drinks - done
* Alex for bluetooth dongle
* pending receipt

---
## Events
### Inhouses / Games Nights
#### Week 2
##### League of Legends w/ Anthony Wednesday, 8pm
* Turnout: 10

#### Week 3
##### Monday - Valorant at 7pm w/ Jimmy
* Turnout: 30ish
* Casuals only had 8 people
* Tryouts had 20/22
* Anthony has an idea of what team 1 will be but unsure about team 2
* Kimi says Halfmist/Jacob asked if he can host Valorant if Jimmy and/or Kimi and/or Adam is not available
* Everyone says he's Sentry and that's fine

##### Tuesday - Among Us at 6pm w/ Mikey & James
* Is today!!

##### Wednesday - Overwatch Stadium at 7pm w/ Jasmine & James
* This Wednesday!!

#### Week 4
##### Monday
* Valorant 7pm w/ Kimi
* Maybe also Jimmy, but he is not present
* Maybe also Halfmist/Jacob if he'd like to help too
* Alex says he can ask him
##### Tuesday
* James is waiting on Mikey for if Among Us is running or not
##### Wednesday
* League of Legends 8pm w/ Anthony
##### Thursday
* No event, is Quiz Night

#### 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
Current Plan(s): Minecraft (likely on Saturdays)
* Alex says 'hottest new game on the block... Mage Arena'
* Julian asks if free, it's AUD$4.50
* Alex says it could be fun

Jimmy arrives 12:22pm

#### Games Night Application
* Jasmine mentions the idea of having a Games Night Application
* Would be similar to UniSFA's Screening Application
* Must have a Sentry or Committee there to moderate but otherwise anyone can submit the form
* Everyone seems to think it's a good idea
* Alex asks if anyone wants to take this on
* Jas says they can

> Jasmine: Make Games Night Application Draft

#### Quiz Night Semester 2
Editors: Alex, Jimmy, Adam, Geoff (lead), Julian
* Alex says likely needing to crunch a bit
* Will have another Editors meeting soon after this meeting

### Collaborations
#### Megagame Collab
Tentative Time: Semester 1 holidays
Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people)
Reps: Alex, Julian
* They had a meeting, but no one here attended
* Alex says Jack Barris (Unigames Rep) told him that they are thinking to host another one way later in the sem
* Alex says he will focus on this again after quiz night

#### Bubbletea Society Collab - review
Tentative Time: 31st of July
Tentative Plan: retro gaming themed event with retro video games and bubble tea in Giumelli Learning Studio 4
Reps: Adam, Jasmine, Kimi, Geoff
* Event ran and we made money ($40-$50)
* BBTS will have their own review meeting on Thursday and will hear back from them then
* Adam says were a little late on the set up but were pretty quick on packing down
* The car strat helped (moving things between Ezone and Clubroom via car/s)
* Could consider again next year

#### Late Registration w/ Perth Smash
Time: 9th of August
* This Saturday
* Elijah says will put an announcement out later today
* Alex says he will check that the booking is approved
* Alex will email them after the meeting to follow up

> Alex: follow up UWA Venues about Perth Smash Venue

#### UniLAN
Tentative Time: weekend of week 15/16 (10th-23rd November)
* Tentatively for Ezone North rooms 109/110/111
* Alex, Anthony, James and Julian say they can help

#### Minecraft CTF
* Anthony says will likely bring it back after Quiz Night (week 5)
* Reusing most of what was last time with All The Mods 10
* Anthony asks if anyone can help
* James & Mikey can help

### Major Tournaments
#### Sem 2 Teams
Possible Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 1 Valorant, 1 Siege)
* AEL Teams
* Rainbow Six Siege
* We have enough people for a Siege team
* James asks if Jimmy can take on managing it
* Jimmy says he can but doesn't know how it works so needs James and Anthony to help
* AEL due 8th of Aug
* CS2 & Valorant (2 teams with 2 subs per team)
* Anthony will run these 3 teams
* Kimi mentions UNSW had 3 or 4 teams so could possibly consider fielding more than 2
* Anthony says he thinks we may want to just concentrate into just 2 teams rather than spreading ourselves too thin
* Kimi says that's fair but to make sure to have more subs
* Valorant AEL due Valorant 7th of Aug
* CS2 AEL sign up due 6th of Aug (tomorrow)
* Rocket League
* Elijah will run this team and also be on the team
* AEL sign up due 6th of Aug (tomorrow)
* Marvel Rivals
* James is still trying to get a team together, trying to get them to complete the AEL sign up
* AEL sign up due 5th of Aug (tonight)
* Alex asks about Competititive Manager
* Anthony says two applied for Valorant
* Alex asks if we want a Manager on each team to manager them, they can help with scrims and registration
* Alex says may be a rush in the next few days but seems fine
* Alex thinks for each week we can have a match roundup to post
* Julian says but we don't always win though
* Alex and Jas says that's fine will just let people know we have teams, so may get more sign ups and interest for future
* Alex asks Kimi if can do a template
* Kimi and Adam can
* Alex asks if weekly or fortnightly
* Everyone says weekly as games are weekly
* Post on Discord and insta

> Kimi: make a AEL/Tournament Weekly Results template

---
## Clubroom Items
### Machine Reports
* Anthony is going to get approved motherboard and mousepad today
* Everything seems fine
* Alex asks if anyone installed bluetooth dongle
* no one has, it's in the draws
* Anthony says he can install it

> Anthony: install bluetooth dongle

### Wall Panels
* Anthony put in another maintance order for data and power points
* They say it would be at our own cost but Guild is going around doing upgrades so will check if we are apart of that at all
* Alex says they likely will not as there are plans to knock things down for renovations 'soon'

### Other Items
#### TVs wall mounting
* no updates, no Geoff

#### Zeller Terminal
* apparently arriving today, no Geoff
* maybe delayed ?

#### Esports Wifi
* no updates, waiting for access point

#### Door Sensor Upgrade
* no updates

#### Misc
* Carr Mern donated more fake plants for the clubroom

#### Feedback
* Eve suggested somethings on our Discord
* Suggestions about table:
* Alex says there is an effort to get a table top from bunnings
* Anthony says can Ikea, Alex says
* Keep in mind may be moving out so may not be
* Other suggestion about TV and Switch 2, will be discussed

#### Switch 2 & TV
* James says would cost $770 with Mario Kart world ($70 extra)
* Alex says he is in favour of a switch 2 as it's not a major investment and our Switch is the most used thing in the clubroom by far
* The switch 2 will also run at a higher frame rate at more than 4 players which happens frequently in the clubroom
* Anthony is against for it, saying it is not worth the cost
* Kimi says she thinks a better TV is a better investment instead
* People note that the Switch 1 gets the most amount of use in the clubroom but it can't handle it as well, getting a switch 2 would be good advdertising for the clubroom as it's very expensive for individuals, will be good for event usuage, and will likely get some of the cost back on grants
* Jimmy says it is good to get but thinks it isn't worth for the cost
* James says he disagrees
* Alex says our PCs have $700 graphic cards so way more money per computer and the switch is used much more
* Alex also notes the club money is to benefit our members
* Jasmine notes we are not for profit and in their opinion we should be running at cost with only a bit saved for a rainy day
* Jimmy says if we do get it we should we do an announcement
* Julian says we should announce it at Quiz Night that it's happening (if approved)
* People are reminded how much money we have
* Jimmy and Kimi say they are only against it if we don't get a new TV
* Alex asks if prioritise new TV or Switvh 2
* Julian says for our general use case our current TV is fine for purpose so would say switch 2 prioritise
* Consensus is we want both but is more a question of when for both
* Anthony mentions new TV can have a Esports game running or chrome cast or music or similar
* Alex says we can talk about this more next meeting with Geoff to motion then
* Adam asks about discounts
* James says Ari sent a list of tips for getting a possible discount and can help with Staff amount
* Jimmy mentions may be at Costco as well
* Current TV is 40inch
* James says we can likely consider upgrading to a 50inch but maybe not 60inch but that's just him
* We also have TVs in the loft rn and no one has complains so can do that again with the current one

---
## General Business
### Guild Affairs
* SOCPAC, is tonight
* Anthony is going

### Sentry Manual Update
Tentative Release: Late 2025
* Alex says Jasmine and him can meet again next week to finalise it

### Handovers
* do them!

### Possibly Incorporating
* ongoing, Alex will likely talk to Lorenzo after Quiz Night about it
* Anthony says he'll sit in as well
* Jasmine asks about timeline, they don't want to leave it to new committee
* Alex says he can't within the next month or so target for a week or so before Annual General Meeting (AGM)
* Alex says he can continue working on it as Immediate Past President (IPP)
* Alex says it isn't too hard to maintain but just getting the constitution for it ready is most the work

### External Banking
* no updates

### Zeller Terminal
* on the way!!

### Redbull
* Alex says Basil got back to him and he is no longer the Rep and they will be someone else as student rep soon
* Alex says there is also no contact information for this sort of thing at Rebull on their website

### Possible UWA Craft Club Collab
* The UWA Craft Club reached out to Jasmine about a possible collab
* We are not sure how many people are interested from our club
* We will politely decline

> Jasmine: Contact UWA Craft Club about possible collab

### Possible PhilSOC Collab
* Adam was reached out to by PhilSOC
* They want to do Committee of Inquiry
* Kimi says not sure if people will attend
* Adam says will likely be 2-3 people from us
* Adam says it doesn't require doesn't require much work from us
* Alex asks what the Committee of Inquiry is about specifically
* Adam says their ideas are morality systems in videogames, and/or videogames as art
* Alex asks is it worth for the effort
* Adam says it will mostly just be putting advertising in our clubroom and posting on our discord & insta
* Adam says they probably only need 1 person from our side to attend the event but that's probably that
* Everyone says that's fine

> Adam: Contact PhilSOC about possible collab

### Instagram Reel
* Kimi and Adam had an idea for Reel that involves a bunch of committee members to do after the meeting
* They have a script/notes
* Adam says "people just need to aurafarm"
* Alex asks what the purpose is
* Kimi says to advertise Quiz Night and theme is people going to Quiz Night
* Kimi has another idea for Quiz Night Prizes Reel
* Julian adds that Ari can maybe help us get discount from JBHIFI for plushies

### Next Meeting Date
* next week same time

---
## Closed Section
* Entered: 1:16pm
* Exited: 1:21pm

---
#### Meeting Closed: 1:21pm

## Action Items
Alex:
> have relevant constitutional incorporating changes ready for next meeting
> decide on specifics pull draws for clubroom clutter and circular motion
> follow up UWA Venues about Perth Smash Venue

Anthony:
> install bluetooth dongle

Anthony & Adam:
> put posters in guild village, colleges, and CELT for Quiz Night

Jasmine:
> Make Games Night Application Draft
> Contact UWA Craft Club about possible collab

Geoff:
> get a quote for TV wall mount
> make separate bank account and order digital card for it
> figure out steam trusting devices
> talk to Gary about possible door sensor upgrade

Adam:
> Contact PhilSOC about possible collab

Kimi:
> make an insta reel to advertise Quiz Night
> make a AEL/Tournament Weekly Results template