# Committee Meeting Minutes (9th January 2026) (UWAES Clubroom/online)

#### Attending: James, Kimi, Geoff, Michael, Ruaan, Jayden, Jimmy, Halfmist, Rolando
#### Apologies: Raffa, Goober
#### Absent:
#### Chair: James
#### Minute Taker: Michael
#### Meeting Scheduled: 1:00 PM
#### Meeting Opened: 1:30 PM

## Previous Action Items
> Everyone: think of color schemes that we want for stickers - ongoing
Go through new sentry application - ongoing
Investigate why the zeller is acting up - ongoing
Look at Michael's bot suggestion - N/A
Respond to Rolando's sponsorship shenanigans - ongoing
think about ideas for personalized committee post - done

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

> James: contact Alex about quiz night venue booking - done
Contact Ben about Joint Tokyo Alley Booth - ongoing
when2meet for room arrangement set at early January - ongoing
look into how to get people to access email - ongoing

> Ruaan: Make a membership sticker color scheme that includes suggestions from committee members - ongoing

> Raffa: Add discord bot to the Pro Esports Server - ongoing
include club layout illustration, including powerports and ethernet ports - ongoing

> Michael: Send a page about the Bot Suggestion - N/A

> Rolando: Buy air freshener and shared deodorant spray - ongoing

> Kimi: Make the suggestion threads channel - done by James

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

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

## Individual Reports:
#### President (James):
- Wrote Quiz Night Questions
- Started Suggestions thread
- Chaired Quiz Night meeting
- Organised exec trip to Commbank
- Cobblemon server shenanigans

#### Vice President(Kimi):
- added discord ticketing bot to server (help both me and jimmy dont know how to work ts)

#### Secretary (Michael):
- monitored rhythm games channel

#### Treasurer (Geoff):
- wrote quiz night questions
- returned to Australia

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

#### Rolando:
- I BOUGHT THE AIR FRESHENER (its here now :D)

#### Ruaan (Social Media Manager)
- Made the Christmas weekly graphic
- Attended the Uncharity Vigil Meeting
- Took photos and worked on the Meet the Committee post

#### Goober:
Apologies, no report given

#### Halfmist:
- On the quiz night question writing grind

#### Raffa:
Apologies, no report given

#### Jayden:
- quiz night work

#### Jimmy:
- Did a lot of quiz night writing and round idea work

## Treasurer Report

Guild Accounts: $3874.71 (still not updated)
Grants pending: $3500
Westpac: $173.68
Cash: need to do a count
Zeller: $40.19

### Outstanding Reimbursements
Rolando (Air Freshener) for ~$16

## Events:

### Inhouses/game nights:
#### Pokemon showdown tourney w/ Adam (planned for 24th Jan 6pm-8pm)
- Will get a poster/announcement out around this/next week.

#### Next 1/2 week's game nights (probably do a marvel rivals night on season launch)
- Tentative Time for Rivals Night on the 14th 7pm
- Clash royale planned, waiting for latency check from Ruaan and Jimmy

### Other Events:

#### Quiz Night
- Decent chunk of questions approved
- Brainstorm for Prizes for Quiz night
- Geoff said we should advertise quiz night starting around O-week
- James asks Ruaan to start drafting the poster for quiz night
- Rolando offers for potential partnership and sponsorship for prizes
- Looking at everything (posters, advertisements, prizes) ready by February 20th
- Start looking into prizes right now so we can get it

| Motion to pass a $300 budget for prizes for Sem1 Quiz night|
---
Motioned by James
Seconded by Geoff
Passes unanimously

---

> Ruaan: start drafting poster and ads for quiz night
> Rolando: look for potential partnership and sponsor for prizes

### Collabs
#### UnCharity Vigil
- Uncharity Vigil is being held at Feb 6th
- Ruaan will be off-shore at this time and Rolando would need assistance for representing UWA Esports
- Geoff can substitute for Ruaan during the D-day
> Geoff: join the UnCharity Vigil sub-committee
> Everyone: start thinking for ideas for game events for the UnCharity Vigil

#### Girls, Gals, and Gays brunch
- No updates
- Tentative date is the 1st week of Sem 1
>Kimi: Text Ari for the plan

#### Cobblemon Server (James report)
- Server hasn't seen a lot of activity recently
- A lot of people still progressed really fast

#### Minecraft Champions 2 w/Satyr and Mikey
- Ran into some complications

#### Joint tokyo alley booth w/ Curtin
- No updates
- Ruaan suggested about a competition within the club for artworks that can be sold by our booth with proceeds being returned to the artists

### Major Tournaments
No Major Tournaments ongoing

## Clubroom Items and Stuff
### Machine Reports:
- No major issues so far
- Traffic is low due to semester break
### Others
#### Suggestion thread
- Suggestions threads is up and running
- Jimmy and Kimi has added a ticketing system bot but it is not running at the moment (complications with perms)
- We will explore this option further so people can suggest/explain on suggestions and serious issues, for now sticking with threads for suggestions, google form for serious issues.

##### Suggestions:
Nomasaur suggested putting up her poster that she gave to us. Committee is looking into this
Mixi suggested keeping a stock of hygiene items such as Paper towels. Committee is looking into this
EZ4ly suggested on putting more plants. Committee is looking getting fake plants, some might be video games themed. Jayden offers to 3d print if we are able to find the compatible file.

#### Air Freshners
- Its here! we will look into where we could put it, possibly alongside the room re-organization
- Deodorant has yet to be purchased

## General Business

### Guild Affairs
- Waiting for grants approval
- ERF has yet to be approved
- We will move $1000 today

### Others
#### External Banking Move
- Execs will be going on the 16th of January
#### Drinks (check restock)
- Still a lot of drinks, restock not needed
#### Implementing feedback from AEL Teams
- Still need to set a discord bot up in the pro server
#### Organise a day to discuss/workout room rearrangement
- Looking into Early February, after the Busy Bee.
#### Email
- no update
#### Fresher guide
- Ruaan and Jimmy will make the fresher guides for next semester
- There will be a meeting for all the Presidents and Vice Presidents in cameron hall on the 16th to discuss on the events all cam hall clubs will be doing
- This committee will be doing a meeting on the schedule after the presidential meeting
>Ruaan and Jimmy: Draft fresher guide, and have it ready before o-week (Feb 15th)
>James: send out a when2meet for fresher guide meeting. and organize committee bonding day on about the 21st

#### Gacha channel
- There has been many requests for a Gacha/Trading Card games channel in the esports server lately
- Due to concerns with the correlation of gambling, UWAESports does not have a gacha games channel
- Multiple clubs have Gacha games channel and has faced no problem from Guild.
- There are many concerns regarding the creation of the Gacha game channel, including the promotion of "gambling" as aspects of Gacha games are in a gray area of gambling
- Counter arguments include that Gacha isnt really gambling, as it always ends up rewarding the player big or small. Chests from Clash Royale was used as example.
- A notable point was regarding (insert point of card games in unigames i'm not entirely sure how to word it)

| Motion to add gacha channel into UWAEsports discord |
---
Motioned by Michael
Seconded by Rolando
8 Yes, 1 No
Passes, with 1 dissent

---
>James: make gacha games channel

#### Sentry rework (go over what jay has posted)
- no update

### Next Meeting Date
- Send out a when2meet for next meeting
>James: send out a when2meet for next meeting

## Closed Section
Closed Section Entered: 2:33PM
Closed Section Exited: 2:37PM

Meeting closes at 2:38PM

### Action Items:
> Everyone: think of color schemes that we want for stickers
Go through new sentry application
Investigate why the zeller is acting up
Respond to Rolando's sponsorship shenanigans
start thinking for ideas for game events for the UnCharity Vigil

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

> James:
> Contact Ben about Joint Tokyo Alley Booth
> when2meet for room arrangement set at early January
> look into how to get people to access email
> send out a when2meet for fresher guide meeting. and organize committee bonding day on about the 21st
> send out a when2meet for next meeting
> make gacha games channel

> Kimi: Text Ari for the plan

> Geoff: join the UnCharity Vigil sub-committee

> Ruaan: Make a membership sticker color scheme that includes suggestions from committee members
> start drafting poster and ads for quiz night

> Raffa: Add discord bot to the Pro Esports Server
include club layout illustration, including powerports and ethernet ports

> Rolando: Buy shared deodorant spray
> Rolando: look for potential partnership and sponsor for quiz night prizes

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

>Jimmy and Ruaan:
Work on Clash Royale Tournament Proposal