---
# System prepended metadata

title: UWA Esports Committee Meeting Minutes 2025-09-30
tags: [Committee Meeting, '2025']

---

# UWA Esports Committee Meeting Minutes 2025-09-30

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

#### 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


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

