UWA Esports Committee Meeting Minutes 2025-05-15

# UWA Esports Committee Meeting Minutes 2025-05-15 -------------------------------------------------------------------------------- #### Attending: Jasmine, Adam, Elijah, Jimmy, James, Kimi, Alex, Geoff, Anthony (partial) #### Apologies: Julian, Mikey #### Absent: #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:13am #### Previous Action items: Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May - not done > DM Tim about helping with the computer area at Pixel Expo - not done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - not done Anthony: > fill out the inter UWA tournament marketing brief - not present Jasmine: > find subway cookie platter invoice - not done > ask ALVA for a new date for collab - ongoing > ask if EMP needed for OGM and do it if so - ongoing > contact Evelyn Woon for training - done Geoff: > look into Square on PC again - not done > get a quote for TV wall mount - not applicable > Kimi: > make and post weekly schedule - done > make a meet the committee poster draft - done ##### Motions Passed via Circular: | Circular Motion: Spend $35.1 on 3m of flexible ducting and a hose clamp | -- Moved by: Anthony Seconded by: Jimmy Outcome: passes --- ## Individual Reports ### President (Alex) * no report given ### Vice-President (Anthony) * no report given ### Secretary (Jasmine) * last minute edited constitution stuff * went to & helped at freedom festival * ran dress to impress collab event * spoke to ALVA again * went to Charity Vigil but was mostly in UniSFA * contacted Evelyn for Sentry training * told Geoff to put the Charity Vigil money somewhere better lol ### Treasurer (Geoff) * put the charity vigil money somewhere better * attended charity vigil, did sitcom duties * reimbursed various people * helped repair switch controllers ### Social Media Manager (Kimi) * made weekly schedule * made committee poster draft * hosted valo night * went to freedom fest and posted some stuff on our insta story * crashing out bc it is week 11 and i hv so many projects to hand in skill issue ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Went to Charity Vigil * I can charge people on my phone now yippee * I think #### Elijah * posted announcement for late registration * attended charity vigil #### Jimmy * Hosted Valorant night with Kimi, holding the clubroom open this time * Went to Bunnings with Anthony to fix the air escaping the ducting * Printed out the Minecraft tournament poster and put it in the clubroom * Helped set up before charity vigil #### James * Rivals Esports shenanigans * MCC shenanigans * lite cobblemon stuff #### Julian * no report given #### Mikey * Worked on MCC server backend, should all be working and ready! * Dealt with bot and clubroom status on charity vigil --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2141.98 * Next up: Sem 1 Grants * due in June ### Outstanding Reimbursements * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies pt. 8" - Jas) * Geoff for Foam board * receipt not sent, was reimbursed * Elijah for E-cards * receipt sent, not reimbursed --- ## Events ### Inhouses / Games Nights #### Week 10 ##### Thursday 8th May, 6pm * Game: Dress to Impress w/ itgirls * Coordinator(s): Jasmine & itgirls * Turnout: 5-6 * Notes: * ran well * had people who haven't been seen around much at other events so that's good Julian arrives 9:19am #### Week 11 ##### Monday 12th May, 7pm * Game: Valorant * Coordinator(s): Kimi & Jimmy * Turnout: 7-10 * Notes: * Kimi says it didn't run as well as they only had 10 people until 7:30pm and then they only had 7 people (not enough for a full custom lobby) at 8:30pm so they ended it there * Jasmine suggests they could have split into a 4 and 3 or something and queued 2 normal games * Kimi says they just wanted to play customs * Alex says that's fair as attendance falls off during high assessment periods, we can consider taking a break ##### Wednesday 14th May, 8pm * Game: League of Legends Brawl * Coordinator(s): Anthony * Turnout: ? * Notes: * Anthony is not here so we are not so sure how it ran * Adam says Brawl was actually going to be out at 2am today (as the timing Anthony mentioned last meeting was America time) so woopsies but that's ok #### Week 12 * Alex asks if there are events anyone is keen on running in Week 12 or if we can take a break for assignements * Geoff suggests maybe running a study session * Jasmine says we did that before and it only had 2-4 people but we could if someone wants to run it * no one seems keen to run this so we likely won't run any events this week * Alex asks if Kimi if she can do a weekly schedule but it's just a sleeping or studying Teemo ##### Weekly schedule post > Kimi: make and post weekly schedule with a sleeping/studying Teemo #### Future Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers Current Plan(s): Minecraft (likely on Saturdays) * Julian says he wants to do a Helldivers games nights in the holidays * James asks if you can have more than 4 people in Helldivers * Adam asks what if you do get more people * Julian says it's fine to just run multiple squads #### Le Mans, Sim Racing Event * Geoff says an ordinary financial member mentioned about watching le mans and Geoff thinks we could if people also play sim racing games * Geoff says we can set up rigs in the clubroom * Le Mans is 14th-15th of June * Alex says it sounds like a fine idea if Geoff wants to run the event and we can source the rigs for it * Elijah says might be good as it just after exams * Geoff asks if anyone is willing to help run the event * Julian says he'll help * Geoff says he might ask the member that suggested it * Geoff has a rig, Anthony maybe has a rig, Jimmy has a rig * Jimmy will not be here for the event but can ask his family if we can borrow it, as it's not his * Alex says Geoff can organise the specifics/logistics of this outside of meeting ##### Minecraft Champions Tentative Time: 17th of May * Alex asks how we are going for numbers * James answers we can have 4 more subs but we don't need them, we currently have 31 * James says things are all set up and a final test is on tomorrow of a single mini game that still needs testing * Alex asks if they need anything from us * James says nah unless anyone wants to sign up as subs ### Collaborations #### Cobblemon w/ Curtin Games and Esports (CGES) * James says it's still up but they aren't doing too much for it * Ben (CGES) said he'll update it to the newest update on this weekend * James says there is still a surprising amount of loyal people playing it #### ALVA x UWA Esports Minecraft Build Collab * Jasmine spoke to them again * They have suggested the 15th of June * but Jasmine says there seems to be some confusion about what the event actually is, Jasmine says prob just need to call them or meet up with the in person #### Charity Vigil - review * Geoff says our events went well * Elijah says in the Smash Tournament people weren't spending much but once they let audience people spend money too it improved as people spend money to impact both players * Wii sports went well, we made ~$20 * Another impromptu was run later but didn't make any money * Alex suggests just leaving a wii sports set up throughout the event but needs to consider how to * CS ran well, UWAES won :muscle: * Geoff says he got an Ace with deagle * Alex says he's lying #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: battle star galatica rip off or alien UN * Alex says it's a working progress and they are going to organise a meeting for this sunday #### LAN w/ Curtin Games and Esports Tentative Details: mid-late June at Redbull gaming cafe/stadium * no updates #### Bubbletea Society Collab Tentative Time: Semester 2, Week 2 Friday Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone Social * We had a meeting * We discussed, dates, time, advertisement, themeing * we don't have a copy of the minutes right now but they have all the details * We decided that the retro gaming idea is more for themeing rather than the actual games * It will be in Ezone North 109-110 * as we want to use the projectors * games suggested currently: * jackbox * smash ultimate * gang beasts or party animals * Alex suggests valorant hot seat * valorant hot seat is where you play valorant and once someone dies you swap like a conveyabelt * time confirmed for Thursday 31st starting 5pm going until 9pm * They will get the bubble tea (there will be one per ticket) * They also suggest also getting snacks such as /small bags of crisps * This would mean $10 for a ticket which is pretty much just covering costs * they will be responsible for the advertising & we just need to distribute it through our channels too * There was floated an idea of a dress/costume theme and a prize for best dressed * Alex says he's unsure if anyone will commit to this * Adam and Jasmine say people may as it's early in semester * Julian suggests possibly having a sim rig there too #### UWAES x UCC Rock Band Collab Tentative Plan: use Loft & UCC * Geoff says he will talk to Gary today ### Major Tournaments #### AEL Teams (Times): Marvel Rivals (Tues 5pm AWST), Rocket League (Wed 5pm AWST), Counter Strike 2 (Thur 5pm AWST) * Marvel Rivals * we're in play offs! :tada: * Rocket League * out - finished 6th in groups (middle of the pack) * Counter Strike 2 * out #### Possible inter UWA tournament * no updates --- ## Clubroom Items ### Machine Reports * Geoff says we've had a few issues with the pikachu switch pro controllers * Geoff says we have deconstructed the game cube controller which had drift and it is currently just sitting in the clubroom * Geoff says we've had issues with very long log in screens on the PCs sometimes * Alex says yea we'll ask Anthony and maybe talk to other UCC people about this * Geoff says Scaramouche's monitor had some flashing and lines but smacking it on the side seems to have fixed it (lol, Geoff is a real Engineer) ### Other Items #### Gap in Clubroom * Geoff says the foam board is due to come in at around 20th-22nd of May #### Aircon * The aircons ducts have been improved by Anthony & Jimmy as they got new * It was pseudo 'emergency' motion to ensure people didn't get super hot during charity vigil and was approved by 2 execs before purchase and put as a circular motion retroactively that was approved #### TVs wall mounting * The new idea is that Nic says we can get a movable mount that we attach to the wooden column as we can then do it ourselves * Geoff says he's unsure if there are any movable arms that are strong enough to support a TV * Alex says we can ask if they would accept a normal tv mount on the wooden pillar * Geoff says or we could just take the cost of it and contract mount it to the wall * Alex says he thinks the position is better from the pillar and we can do it ourselves * Geoff and Julian think there may not be enough room on the wooden column for a normal/standard TV mount anyway * Geoff suggests alternatively getting a long standrail for the current location that can mount the two TVs but would possibly be unstable * Everyone is fine with mounting to wall if not too expensive so we just need to check for a quote still #### Square on a PC * no updates #### Meet the committee poster * draft is done * everyone says it's fine * Geoff says he will print the posters > Geoff: print meet the committee poster posters 9:58am Anthony joins #### Graphic Cards * Anthony arrives now and wants to bring up the purchase of a new Graphics Card * It is a significant purchase * Alex says it is a new intel graphics card but it's very good bang for your buck as they have just gone down in price, they found for $479 * This will be used for a 5th PC as we have most the other parts, other parts have been scavenged from Alex's dad's PC and all we need is a PC Case which shouldn't be too expensive * Everyone seems to been down for this | Motion: purchase intel arch battle mage graphics card, $479 | -- Moved by: Alex Seconded by: Geoff Outcome: passes, unianimously > Alex: look into a case for the 5th PC > Anthony: source approved graphics card --- ## Closed Section Moved into closed section 10:05am > Jasmine: contact Sentry Applications > Anthony: contact Engineer Applications Moved out closed section 10:32am --- ## General Business ### Guild Affairs * Alex asks if anyone has collected the key for our locker * everyone says no ### Ordinary General Meeting (OGM) * Alex says we need to push an announcement with a copy of constitutional changes and any other motions * Jasmine has started to edit/change some constitutional things * people will read it after the meeting and aim to push out ASAP ### Sentry Manual Update: Social Responsibilities Tentative Release: Late 2025 * no updates ### Code of Conduct * Alex says he read it and it looks good * Alex says we can likely jsut push it out between semesters * Adam says he will add Jasmine's edits soon * Alex says he will also have some edits at some point ### Redbull * Alex has messaged Basil for new redbull shipment as we are nearly out ### Next Meeting Date * Thursday 9am in clubroom ### Monitor * Anthony says we also need 5th monitor for the PC too * People ask if we can use a monitor we already have --- #### Meeting Closed: 10:37am ## Action Items Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May > DM Tim about helping with the computer area at Pixel Expo > look into a case for the 5th PC Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > fill out the inter UWA tournament marketing brief > source approved graphics card > contact Engineer Applications Jasmine: > find subway cookie platter invoice > ask ALVA for a new date for collab > contact Sentry Applications Geoff: > look into Square on PC again > get a quote for TV wall mount > print meet the committee poster posters Kimi: > make and post weekly schedule with a sleeping/studying Teemo ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)