# Committee Meeting Minutes (25th November 2025) (Online)

#### Attending: James, Jimmy, Jacob (Halfmist), Geoff, Raffa, Ruaan, Rolando
#### Apologies: Jacob (Goober), Michael
#### Absent: Kimi, Jayden
#### Chair: James
#### Minute Taker: Raffa
#### Meeting Scheduled: 6:00PM
#### Meeting Opened: 6:09PM

## Previous Action Items

Jimmy and Ruaan:
> Work on Clash Royale Tournament Proposal - ongoing

Ruaan:
> Announce if anyone is interested to be volunteers in UniLAN in sentry chat - N/A
> Double check what is needed for volunteers and if they get free entry to UniLAN - Done
> Talk to Jafar about cross promoting with UniLAN - Done

Rolando:
> Attend MegaGame Meeting - Done
> Buy the Keychron C3 Pro - Done

Goober, Michael, Jimmy, Raffa, Halfmist, James, Jayden, Geoff:
> Be Subcommittee for Quiznight, Fill in When2Meet - Done

Raffa, Geoff, Jimmy:
> Research on Suggestion and Feedback Form - Ongoing

Kimi:
> Do a Costco Run for drinks - Done

Everyone:
> Think of what should be included in the Discretionary Funds spending, and who has access to the funds - Ongoing
> Respond to Rolando's sponsorship shenanigans - Ongoing
> think about ideas for personalized committee post - Ongoing

James:
> Check on Michael (Mixi) and Anthony to see if Scraggy's Keyboard can be saved - done
> Figure out Executives availability - done
> when2meet for room arrangement set at early January - not done
> when2meet for the AEL feedback subcommittee early December - done
> look into how to get people to access email - ongoing

Executives:
> withdraw $1000 from Guild account to be deposited in an external banking account - ongoing
> Ensure everyone has access to Esports email - ongoing

Raffa:
> include club layout illustration, including powerports and ethernet ports - ongoing

Kimi, Ruaan and Rolando:
> Organize Gays, Gals and Genders Brunch with UCC - ongoing

## Individual Reports:
#### President (James):
- Unmatched Prep
- Cobblemon Prep
- Exec administration work

#### Vice President(Kimi):
- No report given

#### Secretary (Michael):
- No report given

#### Treasurer (Geoff):
- prepared and submitted unmatched day emp and room booking

#### Social Media Manager (Ruaan):
- Made Weekly Schedule for both weeks.
- Helped with UniLan set-up
- Attended UniLan (partly)

### OCMs (Goober, Halfmist, Rolando, Jimmy, Jayden, Raffa)

#### Rolando:
- Attended Den of Wolves
- Marvel Rivals night w/James
- Attended UniLAN (partly)

#### Goober:
- job

#### Halfmist:
- Joined Quiz Night Subcommittee
- Hosted Valorant Inhouse

#### Raffa:
- I be makin minuites
- Attended Late Registration

#### Jayden:
- no report given

#### Jimmy:
- Researched ideas on suggestions and feedback forms and shared recommendations in the committee server
- Looked into a Clash Royale tournament (will probably use UWAEsport's Challonge account)

## Treasurer Report:
Guild Accounts: $3874.71
Grants pending: $3800 ~ $4300
Westpac: $130.68 // not online atp
Cash: $ Unknown
Zeller: $ Unknown

### Outstanding Reimbursents:
James - keyboard

## Events:
### Inhouses/game nights:
#### Pokemon showdown tourney w/ Adam
- Currently discussing format and timeframe (Late December - Early Jan // rough estimation)

#### Next 1/2 week's game nights
- Pull back on number of events due to lack of participants?
- James suggests week of the 8th of December for Clash Tourney
> Ruaan and Jimmy: Work on Clash Royale Tourney

### Other Events:
#### Unmatched Day w/ Julian
- James thanks Geoff for getting EMP approved
- Booked in for the 4th december 10am to 3pm
- Jimmy can help out with unmatched day
> Ruaan: Work on UnMatched Poster
> James: Post UnMatched announcement
#### Quiz Night
- James had to push back meeting to Wednesday morning 10am

### Collabs
#### Unilan
- Ruaan assisted during setup
- Goober stayed during the whole Unilan event
- Had some issues with spectators giving information to players, and overall internet issues. Otherwise ran smoothly

#### Late Registration
- Good attendance (not as high as usual)
- less than 20 for squad strike
- less than 15 for Ult Singles
- Cross promo for UniLan and Late Registration were announced by leaders

#### MegaGame Collab
- Mid Attendence 13-14 ppl
- Rough start but it smoothed over later on
- Lunch ran late
- Great social event
- Promo was late (room for improvement)

#### Busy Bee
- Cleaned PC, Keyboards, Mice, Couch, Chairs, Placemats over 2 hours
- Gave out Drinks to all Esports helpers --7 cans--
- Special thank you to Mofaro for cleaning the mousepads (as of 25th they aren't in clubroom yet)

#### Cobblemon w/ Curtin
- Ben sent James a message about another starting up another cobblemon collab over Christmas break
- Began working on it now
- Mid December launch (15-20th)
- Custom modpack
- Possibly add more clubs
- Weekly tournaments have been discussed, with an increasing level cap each week
> James: Send Ruaan Photos of new cobblemon after meeting

Geoff leaves 6:39PM
### Major Tournaments
- None running // no updates
- Waiting PlayAid to come back to us
- AEL not till later down the line
## Clubroom Items and Stuff
### Machine Reports:
- No reports
#### Keyboard discussion
- Purchased, James needs to post keyboard receipt
> James: drop off + install new keyboard
### Other
#### Suggestion thread
- Raffa has implemented this feature in a private server and is working around the details of how this works
- Wait for more Members to vote for semantics and finer details
#### Air Freshners
- No decision made currently
- Rolando posted a thread the air freshner
- Rolando will talk with Jayden about circling motioning it
## General Business
### Guild Affairs
- No new updates
### Other
#### External Banking Move
- No new updates
#### Drinks
- Plently of drinks remaing, restock not needed (checked during busy bee)
#### Feedbacks from AEL Teams
- Booked for December 5th
- Rolando needs to go over playaid training session will occur after feedback discussion
#### Organise a day to discuss/workout room rearrangement
- No new updates
#### Email
- No new updates
#### Gacha channel
- No new updates
- no further discussion till more committee in call
#### Committee member contact details
- Create Google Docs for filling in Committe Member contact Details for EMPs and emergency contact.
> Geoff: to create Committee member contact details Google doc
#### Meet the Committee
- Ruaan has the general format of the new meet the committee post
- Ruaan stuck in Perth the whole summer
- James reccommends getting this out latest week before O-Week (latest 15th)
> Ruaan: to send out messages to all committee for when their free to take the photoshoots for the meet the committee post

### Next meeting date
> James: Send a when2meet sometime during the week of the 8th

## Closed Section
- Not covering applications due to lack of committee members

#### Meeting closed: 7:00PM

## Action Items
Everyone:
> Think of what should be included in the Discretionary Funds spending, and who has access to the funds
> Respond to Rolando's sponsorship shenanigans
> think about ideas for personalized committee post

Executives:
> withdraw $1000 from Guild account to be deposited in an external banking account
> Ensure everyone has access to Esports email

James:
> when2meet for room arrangement set at early January
> look into how to get people to access email
> Post UnMatched announcement

Geoff:
> Create Committee member contact details Google doc

Ruaan:
> Work on UnMatched Poster
> to send out messages to all committee for when their free to take the photoshoots for the meet the committee post

Raffa:
> include club layout illustration, including powerports and ethernet ports

Jimmy and Ruaan:
> Work on Clash Royale Tournament Proposal

Raffa, Geoff, Jimmy:
> Research on Suggestion and Feedback Form

Kimi, Ruaan and Rolando:
> Organize Gays, Gals and Genders Brunch with UCC