# UWA Esports Committee Meeting Minutes 2025-09-30

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#### Attending: Anthony, Alex, Kimi, Elijah, James, Jasmine, Adam (partial), Julian (partial), Geoff (partial),

#### Apologies: Mikey, Jimmy

#### Absent:

#### Chair: Alex

#### Minute Taker:

#### Location: CCZ Meeting Room C

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:10pm

#### Previous Action items:
Alex:
> Print out and post the AGM and hand sanitiser posters - not done
> Send out AGM reminder email - done (will do another aswell)
> Organise Worlds Watch Party - not done

Alex/Geoff:
> Organise a second Quiz Night Editors Joint Handover writing session - ongoing

Alex & Jasmine:
> Finish Sentry Manual update - done

Anthony:
> Look into Ganymede faulty keyboard - done
> Complete Tech handover - done
> Ask Gary to follow up on Unilan (chase up Campus Management + Uni IT) - done
> Go to SOCPAC (23/9/2025) - done
> Talk to Gary about holographic stickers - ongoing

Anthony & Elijah:
> Add relevant sections to Pro Teams handover - ongoing (Anthony done, Elijah not done)

Anthony + Kimi:
> Go to CELT Pop-up stall on Friday - ongoing

Jasmine:
> Make draft Sentry Application update - not done
> Finish moving hedgedocs to UWAEsports' Hackmd - ongoing

Geoff:
> Discuss pizza/food with UCC for Rock Band - done
> Post Discord Announcement for Rock Band - done
> Do research into possible alternative solutions for safe - ongoing
> Add moving banks to Treasurer handover - ongoing

Elijah:
> Organise Late Registration for 11th October, complete before AGM - done

Kimi:
> complete Social Media handover - ongoing

Adam:
> write handover for how we've made paper ballots - done

James:
> bring in temporary spare keyboard for Ganymede - not done (can't find it)

Everyone:
> Make additions to general handover - ongoing

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

---
## Individual Reports
### President (Alex)
* Worked on sentry manual ypdate

### Vice-President (Anthony)
* Went to SOCPAC
* went to uniLAN meeting
* talking to Gary abt holographic stickers

### Secretary (Jasmine)
* Worked on some handovers
* Worked on Sentry Manual
* Still lowkey dying but that's ok we live laugh love

### Treasurer (Geoff)
* ran rockband

### Social Media Manager (Kimi)
* posted and edited an insta reel
* ran valo night
* posted weekly schedule

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Did handover for creating ballots for General Meetings

#### Elijah
* Submitted Late Registration EMP

#### Jimmy
* no report given

#### James
* Handovers shenanigans
* Wrote and edited last meeting minutes (with Jasmine's help)

#### Julian
* no report given

#### Mikey
* no report given

---

## Club Finances Report
* Netsuite Account: $3874.71
* Westpac Account: $397.05
* SPG (+$700)

### Outstanding Reimbursements
* Alex for cable velcro ties (waiting for invoice)
* Alex for display port tables

---
## Events
### Inhouses / Games Nights
#### Week 9
##### Wednesday - Project Winter 6pm w/ Mikey, Jimmy & James
* Turnout: 9-11
* Notes:
* Ran for around 2 hours
* Alex notes that running events for novel games especially for free periods is always a good idea

#### Week 10
##### Monday - Valorant 7pm w/ Kimi & Jayden (BlueJayJay)
* Turnout: max 10
* Notes:
* Ran 2-3 games then ran comp after that

#### Week 11
* Alex asks if anyone wants to run anything and notes the AGM is on Tuesday and people are busy with Semester so ok if not wanting to run anything
* *crickets* (no events)

#### Reviewing Applications
* no applications

#### 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
* No updates, also probably none will happen
* Alex says he may actually run events when not longer president

#### Minecraft Capture The Flag (CTF)
Tentative Details: Ideally the end of this study break week
Reps: Anthony, Mikey, James
* Anthony says it should close right before exams
* still a playerbase, ~6 people

### Annual General Meeting (AGM)
Details: Tuesday 7th of October, 12pm in Guild Council Room
* ~25 nominations received so far
* Alex will send out another reminder email today
* Jasmine will send out another discord announcement on Friday/Weekend
* Alex will put a few posters around after this meeting
* Alex notes Jasmine thinks we will motion the Code of Conduct at the AGM
* Alex says we can appoint an Returning Officer (RO) before the General Meeting so will move to appoint Lorenzo Ianuzzi
* RO = person who counts votes and runs the election

| Motion: appoint Lorenzo as Returning Officer |
--
Moved by: Alex
Seconded by: Anthony
Outcome: passes unanimously

Adam arrives 12:22pm

* Need to bring:
* Ballots
* Adam has this covered, will print on the day
* Alex says could pass this onto Lorenzo instead, Adam says it's fine he can do it
* has made the handover for how this works as well
* Pens
* Will bring from locker
* Paper for attendance
* Jasmine will write something out before hand
* ERF
* Jasmine says they have them at Guild Finance
* Alex can go to Guild Finance to get one

### Collaborations
#### Rock Band w/ UCC - review
Date: Friday Week 9
* It ran, Geoff is not here but seemed to have ran well with decent attendance (~15 ?)

#### Late Registration w/ Perth Smash
Time: 11th of October
* Elijah waiting for confirmation for EMP
* Elijah thinks Geoff has booked the venue

#### Megagame Collab
Tentative Time: Semester 2 holidays
Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people)
Reps: Alex, Julian
* no updates (likely will have updates after AGM)

#### UniLAN
Tentative Details: weekend of week 15/16 (10th-23rd November), Ezone North 109/110/111
Reps: Anthony, Alex, James, Julian
* Anthony says EMP is submitted so can advertise soon just waiting for confirmation from venues then will talk to security and tech

#### CELT Stall
Date: Friday 3rd October
Reps: Anthony & Kimi
* This friday and will probably do Mario Kart World and Wii Sport

#### Worlds Watch Party
Date: 9 November
Reps: Anthony, Alex
* Alex says the email chain and we are unsure if Curtin has confirmed booking for this
* Quite a ways out so not too concerned but should check the booking

### Major Tournaments
#### Sem 2 AEL Teams
* Teams:
* 1 Marvel Rivals
* Disqualified against Monash
* 1 Rocket League
* Disqualified against RMIT
* 1 Counter Strike 2
* Lost 8-13 against Monash
* 3 Valorant
* UWA Gold
* Out
* UWA Blue
* Out
* UWA Purple
* Out
* 1 Siege
* UWA Blue
* Out

---
## Clubroom Items
### Machine Reports
* Anthony says the Ganymede keyboard is broken so next committee will likely need to buy replacement

> Next Committee: consider buying new keyboard for Ganymede

### Other Items
#### Bigger Lockbox & Better Safe
* no longer working on the safe idea
* The order for lockbox got cancelled, Geoff is not here
* Alex will find another (likely ~$50) for lockbox and circular motion this

#### Cable-ties
* Are now in the clubroom !

---
## General Business
### Guild Affairs
* SOCPAC 23/09 - Review
* Anthony went
* Sem 2 Grant due on 31st October
* New Grant starting next year, stall engagement subsidy grant ($50 per club per semester) must be on Oak Lawn eg. bake stalls, sausage stalls

Geoff arrives 12:33pm
Julian arrives 12:35pm

### Sentry Manual Update
Tentative Release: Late 2025
* It's done !!!
* Alex says will release soon and the next committee can just unapprove it if they would like

### Red Bull
* no updates :sob:

### Handovers
* Steam Family
* James says some people (Alex, Geoff, Elijah, Adam) are part of Steam Family with Esports Steam Account
* Alex says he thinks it's mostly fine but he personally may leave the family in the future
* Jasmine thinks it's fine and just up to the individuals if they want to leave and also next committee if they want to 'boot' them
* Tech Handover
* Is on a wiki
* Jasmine asks if can put a link in a google drive or something to ensure it doesn't get lost, Anthony says sure
* Competitive / Esports Handover
* James and Anthony are happy with their parts
* Elijah needs to add a little about Rocket League
* General Handover
* Alex has done some work on it (EMP and Laser Tag and O-day)
* Alex's are just dot points but he thinks that's fine
* Alex, James, Jasmine may meet up or just lock in to finishing the TBDs
* James asks about the part about UniLAN
* Anthony says he will write it
* Quiz Night needs to be polished, Adam says he will look at it over the weekend
* Adam has his contact in it
* Julian may add MCing tips and contact
* Exec
* President Handover
* ongoing
* Alex asks if anyone has anything has anything they think he should add
* Vice-President Handover
* Jasmine says it's not stictly needed in their opinion but can add anything if Anthony would like to
* Secretary Handover
* ongoing
* Treasurer Handover
* ongoing
* Geoff says most is copied from Guild stuff
* Social Media Handover
* Kimi says they have written half of it but it's very informal
* Alex and Jasmine say that's fine
* Alex says anyone can write a handover if they want
* Alex says needs to be finalised by AGM so that if you drop off the face of the earth the person taking on your role can keep things going

### Transition of Committee
#### Next Committee Discord Server
* Jasmine asks if Alex was planning to handover the server or make their own server
* Adam says for the past 2-3 years we have just handed the same server down
* Conclusion is it's up to them
#### Sentry Applications
* Jasmine asks if Sentry is wiped at the AGM or Calendar Year/2026 O-Day
* Current by-law says 2 weeks before "Guild O-Day"
* Which is now not clear as there is a Sem 2 O-Day
* Additionally our by-laws still say Door and Tech
* So will motion these small fixes now

| Motion: Move to ammend by-law to change all mention of "Door" to "Sentry" and "Tech" to "Engineer"
--
Moved by: Alex
Seconded by: Anthony
Outcome: passes unanimously

| Motion: Move to ammend by-law "Guild O-Day" to Semester 1 Guild O-Day |
---
Moved by: Alex
Seconded by: Geoff
Outcome: passes unanimously

#### Meeting 0 / Handover Meeting
* Handover meeting, are there things people want to suggest to chat about
* Handing over financial accounts (may include trip to Westpac)
* Handing over ongoing subscription (Square Domain)
* Handing over Tech
* Handing over Social Media accounts
* Handing over Google Account / Google Drive to President
* Alex suggests that next year only President is only one with access to account and everyone else can have delegated access
* Point out where handovers are

#### UWAEsports Holographic Stickers
* Anthony spoke to Gary and will send vendor them an email for quote, but will likely be a next committee thing
* Alex says cna put quick order through to uniprint
* Likely don't have holographic
* Alex says can't can just do a quick one through uniprint and can handout at AGM (he can't imagine is more than $40-$50 and may just cover it himself)

---
## Closed Section
* Move into close section: 1:03pm
* Move out close section: 1:17pm

---
## General Business (Part 2?)
* Geoff asks about the lockbox
* Alex says will look for a new one and will circuar motion it
* Kimi says someone asked about signing up, and if it's this late in year will it carry over for 2026
* Alex, Adam, and Jasmine says no it will not carry over
#### Meeting Closed: 1:20pm
## Action Items
Alex:
> Print out and post the AGM and hand sanitiser posters
> Organise Worlds Watch Party

Alex/Geoff:
> Organise a second Quiz Night Editors Joint Handover writing session

Anthony:
> Talk to Gary about holographic stickers

Anthony & Elijah:
> Add relevant sections to Pro Teams handover

Anthony + Kimi:
> Go to CELT Pop-up stall on Friday

Jasmine:
> Make draft Sentry Application update
> Finish moving hedgedocs to UWAEsports' Hackmd

Geoff:
> Do research into possible alternative solutions for safe
> Add moving banks to Treasurer handover

Kimi:
> complete Social Media handover

Adam:
>

Everyone:
> Make additions to general handover

Next Committee:
> Consider buying new keyboard for Ganymede