# UWA Esports Committee Meeting Minutes 2025-07-22 -------------------------------------------------------------------------------- #### Attending: Jasmine, James, Elijah, Geoff, Alex (online), Adam, Anthony #### Apologies: Kimi, Mikey #### Absent: Jimmy #### Chair: Geoff #### Minute Taker: Jasmine #### Location: UWA Cameron Hall Loft #### Meeting Scheduled: 12:00pm #### Meeting Opened: 12:09pm #### Previous Action items: Alex: > have relevant constitutional incorporating changes ready for next meeting - not done > decide on specifics pull draws for clubroom clutter and circular motion - not done > contact Redbull - done Alex, & Jasmine: > organise a time to work on the Sentry Manual Update - done Anthony: > put in work order to fix network & panels - not present Jasmine: > bring in washi tape to label/mark our cabels - not done Geoff: > get a quote for TV wall mount - not done > make separate bank account and order digital card for it - ongoing > figure out steam trusting devices - ongoing > talk to Gary about possible door sensor upgrade - not done (Gary away) > put Quiz Night Semester 2 budget together (food, prizes) - ongoing (marketting budget done) > purchase approved Zeller 1 Terminal for $100 - not done Adam: > print posters for BBTS Collab to put around Cam Hall - ongoing > ask about advertising the event on Guild screens - not done (prob not going to happen) James: > figure out returning Switch Controllers - done Kimi: > put a poster for Quiz Night together ASAP - not present ##### Motions Passed via Circular: | Circular Motion: Marketting Budget for Sem 2 Quiz Night, $30 | --- Moved by: Geoff Seconded by: Adam Outcome: passed --- ## Individual Reports ### President (Alex) * No report given ### Vice-President (Anthony) * No report given ### Secretary (Jasmine) * No report given ### Treasurer (Geoff) * No report given ### Social Media Manager (Kimi) * No report given ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Attended BBTS collab meeting * Attended Quiz Night meeting * Edited clubroom guide video #### Elijah * Nothing to report #### Jimmy * No report given #### James * Returned Controllers * Worked on handovers * Worked on esports teams #### Julian * No report given #### Mikey * No report given --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $1010.56 ### Outstanding Reimbursements * none --- ## Events ### Inhouses / Games Nights #### Reviews ##### Peak Night 17th of July * Turnout: 12-15 * 2 runs of the game * Julian says he's glad the party games nights go well * Adam says possibly consider Crab Game in future ##### Valorant 21st of July * Turnout: ~10 * Kimi & Jimmy not here but seemed to have ran fine #### Upcoming ##### Wednesday, 7pm * Overwatch Stadium w/ Jasmine & James ##### Friday, 7pm * DTI w/ Jasmine & Collab with BBTS * also aiming to use this to advertise the in person event collab ##### Monday, 7pm * Valorant w/ Jimmy & Kimi or Adam ##### Tuesday, 6pm * Among Us w/ James & Mikey ##### Wednesday, 8pm * Jasmine asks about League or Overwatch * Anthony is not here to discuss League * James says to see how many turn up to Overwatch Stadium tonight * Jasmine says they can run overwatch or league depending on overwatch attendance Anthony arrives 12:21pm * Adam asks if Anthony would want to run league next week * Anthony says sure #### Future Games Night Suggestions: Siege X/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers/Civ6/Dress to Impress/Pokemon Tournament/ Gmod Current Plan(s): Minecraft (likely on Saturdays) * Julian asks about Civ6 * Geoff says there was not enough interest last year but he's willing to help run it if Julian would like to try again * Adam says he wants to run a pokemon night (either pocket or ranbats), probably not in the near future but sometime * Julian says maybe after Quiz Night * Adam says yes it will probably be the latter half of sem 2 when we don't have any other in person events #### Sem 2 O-Day * O-Day is be Tuesday 29th 11am - 2pm * so will have to reschedule our meeting * Adam asks who's free * Julian, James, Adam, Anthony says they can help * Geoff says can help with set up but likely not pack down * Adam asks about what we'll bring * We are unsure about if we would have power for a switch * Adam asks about doing atleast something like the tier list * Jasmine says they can organise this if people give them characters/games * Geoff says would be good to have redbull for this but not sure if we will * Jasmine says we can maybe just get soft drinks at least * Adam suggests getting a 24 pack of something * Julian and Kimi have Costco memberships to get this * 36 pack of cans is ~$36 at Costco * Geoff says to motion $40 to be safe | Motion: approve $40 for soft drink purchase for O-Day | -- Moved by: Geoff Seconded by: Julian Outcome: passes, unanimously #### Semester Welcome * To run directly after O-Day (2pm start) * Jasmine suggests booking the Loft for extra space * Geoff agrees * Anthony adds that then we can set up a TV up for the switch and the wii * Julian says we can organise people bringing their party games * Geoff asks who can be there * James and Julian can be there * Geoff says he can be there from 3:30pm * Elijah asks how late it'll run * Jasmine says running for 2-3hrs * Jasmine asks if we're going to get Pizza * Geoff says he's not keen on providing food for a free event * Julian says he can get the box of chip packets like Quiz Night, which is $20 for 66 packets from Costco | Motion: approve purchase of Smiths favourites 66 packets for $20 | -- Moved by: Geoff Seconded by: Julian Outcome: passes, unanimously * Adam asks who's bringing their switches * Julian, James and Elijah say they will bring theirs * Julian asks how many TVs we have for set ups * we have 3 TVs * so would likely have 1 wii, 1 switch and 1 switch 2 * Geoff asks if we did an announcment for this * Jasmine says we did in the welcome back to Uni message but can should another one * should also include that people should bring their own controllers > Julian: buy Smiths favourite & 36 pack from Costco > Jasmine: book Cameron Hall Loft and do Semester Welcome EMP > Geoff: draft and post announcement for Semester Welcome & Guild O-day #### Quiz Night Semester 2 Editors: Alex, Jimmy, Adam, Geoff (lead), Julian * Marketing budget has already been approved (for $30) * Geoff says they are working on budget for the prizing and the pizza * Geoff says that last editors meeting they divied up the humantix, EMP, slides, room booking and marketing between them * Geoff asks Alex if the EMP is done for Quiz Night * Alex says yes, it's pending approval * Anthony says another thing to note is if we are doing pizza preorders * Geoff says this will be discussed in the the subcom again * Adam says they may be scrapping the group tables tickets due to membership tickets being cheaper and were basing this idea on UWAnime's system which only checks if the person buying the ticket is a member rather than each individual * Alex suggests possibly doing membership prices table tickets and charging extra for non-members at the door * Geoff says he's not sure about the adminastror burden of this * Geoff says he's not sure but if Alex can set up a system for this to propose in subcom meeting that would be good * Alex says he can and he things it would be easier for us on the day and for pizza orders ### Collaborations #### ALVA x UWA Esports Minecraft Build Collab Reps: Jasmine * no updates #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people) Reps: Alex, Julian * still on the backburner, Gary is now back though #### Bubbletea Society Collab Tentative Time: 31st of July Tentative Plan: retro gaming themed event with retro video games and bubble tea in Giumelli Learning Studio 4 Reps: Adam, Jasmine, Kimi, Geoff * It's next week !! * We need more people to buy tickets and come !! * Adam says the venue has had to be changed to Ezome Central Giumelli Learning Studio 4 due to not getting booking in fast enough when it openned so will need to advertise that change * Adam says he will send a circular motion for printing some advertising * Adam says BBTS plans to be buying $162.50 of bubble tea to be split evenly between the two clubs which is pretty much the entire cost of the event which should be covered by tickets | Motion: approve of $81.25 for bubble tea | --- Moved by: Adam Seconded by: Anthony Outcome: passes, unanimously * Adam says we will have another meeting tomorrow and need to sort of who will be available and what specifically for them to bring * Elijah, Julian and James says they will come to help * Geoff, Adam, Jasmine and Kimi should be there too * Jasmine is bringing their laptop for the big screen * James is bringing his switch 2 and will bring the clubroom switch * Adam says will bring 3-4 monitors from the clubroom * We will also have the wii and maybe the atari from the clubroom * We have 4 wii controllers and batteries were replaced at charity vigil, Adam says may bring some back up batteries too #### UWAnime Inperson Games Night * Adam asks about running a similar event to the BBTS collab * Geoff asks about timing * Adam says they suggested week 5 but we have the bbts collab week 2 and quiz night week 4 so we would ideally want it a bit later to spread out our in person events * Anthony says he'd recommend we do more fighting games on PCs with controller stations, not just Smash #### Late Registration w/ Perth Smash * Anthony asks if we are doing anything with Perth Smash soon * Elijah says we didn't do anything last month cause they all went to Melb for an event and it's too late this month so will likely start up with another sometime in August > Elijah: talk to Jafar about possible August Late Registration ### Major Tournaments #### Sem 2 Teams Possible Teams: Intervarsity Valorant (2 teams), League of Legends circuit (1-2 teams, $30), AEL (1 Rivals, 1 RL, 1 CS) * We are doing AEL, hoping to have teams for all of them if possible * Anthony says he's planning to move our intervarsity valorant team over to AEL * Elijah says they also added Seige * Anthony says he's not sure about numbers for a competitive team but can likely have a fun one * Anthony says James wrote an announcement for AEL to hopefully post today * Anthony says will try to write a draft of competitive manager today and pass it over to Alex to check * Anthony says still heard nothing regarding uni nationals ### CELT * Anthony says some people visited/passed by and it was chill --- ## Clubroom Items ### Machine Reports * Anthony says still need to replace the motherboard * Anthony asks if bank card is set up yet * Geoff says no but will set up today * Anthony has sent a work order for replacing all the power panels in the clubroom which includes repositioning things to hopefully clean up the cable situation in the clubroom * Anthony says the GPU on Scraggy is not responding to waking up but can for now he can short term fix by not allowing it to go to sleep but that would hurt the monitor in the long term * Geoff says not sure if we have enough money to buy another GPU right now * Anthony says it's fine for now * Anthony will try see if the other GPU can get to work as well that currently is not in any PC * Anthony says can look into getting recharable delays or new wii motes cause the wii controller battery is a bit of a problem in the current ones * Geoff asks how much they cost * Adam says we can possibly circular it as it's not urgent * everyone agrees * James refunded the bitdo controllers * James says he can get $67 per pro controller (could get 3 for the same cost of the previously purchased 2 bitdo controllers) * Elijah says it's a good idea we just need to be nicer to our controllers, like getting controller stands instead of chucking them in a box * Anthony says he started printing one in UCC and it failed half way cause it ran out of filament * Julian asks how much they would be to purchase * Geoff says we can discuss the stands later but probably need the controllers soon and we can just leave the new ones on the table for now | Motion: purchase of 3 pro controllers for $67 each ($201 total) -- Moved by: Geoff Seconded by: James Outcome: passes unanimously * MSI cable was found !! > Anthony & Julian: look into controller stands ### Other Items #### TVs wall mounting * no updates #### Zeller Terminal * Geoff says he hasn't purchased it yet but will #### Esports Wifi * Anthony says he will talk to Lorenzo after the meeting #### Door Sensor Upgrade * no updates ### Room Reorganisation * was done during busy bee --- ## Closed Section * not needed --- ## General Business ### Guild Affairs * Anthony is going to SOCPAC on 29th of July ### Sentry Manual Update Tentative Release: Late 2025 * Alex and Jasmine have made a time to meet when he's back from Brisbane ### Handovers * everyone do them!!!!!!!! ### Possibly Incorporating * no updates ### External Banking * Geoff will do after the subcom meeting ### Redbull * Alex says he has sent Basil another message and if he doesn't reply by a week after he sent the message then he will send a message to someone else ### Next Meeting Date * We can't do next Tuesday cause it's O-day and welcome so Jasmine will put out a schej for next week > Jasmine: put out schej for next week's meeting time --- #### Meeting Closed: 1:22pm ## Action Items Alex: > have relevant constitutional incorporating changes ready for next meeting > decide on specifics pull draws for clubroom clutter and circular motion Anthony: > put in work order to fix network & panels Anthony & Julian: > look into controller stands Jasmine: > bring in washi tape to label/mark our cabels > book Cameron Hall Loft and do Semester Welcome EMP > put out schej for next week's meeting time Geoff: > get a quote for TV wall mount > make separate bank account and order digital card for it > figure out steam trusting devices > talk to Gary about possible door sensor upgrade > put Quiz Night Semester 2 budget together (food, prizes) > purchase approved Zeller 1 Terminal for $100 > draft and post announcement for Semester Welcome & Guild O-day Adam: > print posters for BBTS Collab to put around Cam Hall Julian: > buy Smiths favourite & 36 pack from Costco Elijah: > talk to Jafar about possible August Late Registration Kimi: > put a poster for Quiz Night together ASAP ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)