# UWA Esports Committee Meeting Minutes 2025-07-15

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#### Attending: Alex, Jasmine, Anthony, Adam, Julian, Kimi, Mikey, Jimmy, Elijah, James, Geoff

#### Apologies:

#### Absent:

#### Chair: Alex

#### Minute Taker: Jasmine

#### Location: UWA Esports Clubroom

#### Meeting Scheduled: 11:00am

#### Meeting Opened: 11:13am

#### Previous Action items:
Alex:
> purchase of $16 bluetooth dongle - done
> have relevant constitutional incorporating changes ready for next meeting - ongoing

Alex & Anthony:
> make a team captains EOI form, aiming for 2-3 weeks before seem at the latest - done (by Alex)

Alex, & Jasmine:
> organise a time to work on the Sentry Manual Update - not done

Anthony:
> put in work order to fix network & panels - not done

Geoff:
> get a quote for TV wall mount - ongoing
> make separate bank account and order digital card for it - not done
> draft sign and announcement for sem 2 account reset - done
> figure out steam trusting devices - ongoing
> talk to Gary about possible door sensor upgrade - not done (Gary is away)

Adam:
> print code of conduct for busy bee - done

James:
> figure out returning Switch Controllers - ongoing

Kimi:
> donate and bring in G502 mouse - no longer relevant
> make valorant team recruitment poster for before semester - done

##### Motions Passed via Circular:
* none

---
## Individual Reports
### President (Alex)
* no report given

### Vice-President (Anthony)
* no report given

### Secretary (Jasmine)
* Attended Busy Bee
* that's it cause I've been busy with friends visiting lol

### Treasurer (Geoff)
* attended busy bee
* made account reset sign

### Social Media Manager (Kimi)
* attended CELT orientation
* made valorant recruitment poster
* half sick half tired from travelling

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Attended Busy Bee
* Attended Quiz Night meeting
* Runed all over the Delta

#### Elijah
* Helped out at Busy Bee

#### Jimmy
* Continued hosting Valorant nights
* Hosted Siege night
* Helped with Lethal night
* Attended quiz night meeting

#### James
* Continued writing handovers
* Followed up 8bitdo on controller issue

#### Julian
* no report given

#### Mikey
* Recoded entire UWAES bot's back end
* Started the MCC form via using the UWAES bot process

---

## Club Finances Report
* Netsuite Account: $3874.71
* Westpac Account: $806.58

* Geoff currently has some club cash to be deposited to the bank soon

### Outstanding Reimbursements
* none

---
## Events
### Inhouses / Games Nights
#### Reviews
##### 14th of July
* Game: Valorant
* Coordinators: Jimmy
* Turnout: ~10 people
* Notes:
* ran only 1 game

##### 22nd of July
* Game: Lethal Company
* Coordinators: Julian
* Notes:
* ran well

#### Upcoming
* Alex asks if anyone wants to run anything keeping in mind week 1 is next week
* Geoff asks about Sem 2 O-Day
* Anthony says he thinks he saw a form
* Alex, Jasmine and Geoff say they don't think they saw a form
* Adam mentions that a club o-day also hasn't been advertised on their instagram
* Jasmine spots Jackie Shan outside the clubroom and asks if there will be a sem 2 o-day
* Jackie says yes but not this week, and it will be more like a club carnival in Week 2, Tuesday 29th of July
* Alex has just registered us
* Alex brings conversation back to games nights
* Alex asks about Valorant, Kimi and Jimmy say yes Monday 7pm
* Anthony says he may bring back capture the flag minecraft soon
* Julian mentions running Muck (free game)
* Alex isn't sure how many people have it
* Jasmine says as long as enough notice for people to download it
* Alex says we can keep muck for a day we don't have any other party game to run
* Julian says can run Crab Game (made by same guy)
* Alex says will likely run counter strike in week 2
* James asks Jasmine about Overwatch Stadium
* Jasmine says can do Wednesday, James says can help
* Adam asks about League nights
* Anthony says may bring it back
* Alex says no need to feel forced to
* James says him and Mikey will likely bring back among us games nights in week 2 as well

#### 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)
* no updates

#### Quiz Night Semester 2
Editors: Alex, Jimmy, Adam, Geoff (lead), Julian
* Editors are writing questions and have locked in most rounds
* Alex says will need advertising out for this ASAP, Alex asks Kimi about putting a poster together ASAP (ideally next few days)
* Alex says the question writing is now open even if not editors
* Jasmine asks about if they have a proposed Prize budget
* Geoff says will put something together
* Adam asks about booking the room
* Alex says he has a reminder in his Calendar for when it opens to be available
* Geoff asks about if we are still doing Dominos for food
* Alex says he wants to rework how the pizza's work as we are doing table tickets this time which should make it easier to know exactly what each table wants

> Kimi: put a poster for Quiz Night together ASAP

> Geoff: put Quiz Night Semester 2 budget together (food, prizes)

### 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
* Alex says is on the back burner as Gary is away but will likely be mid sem 2

#### Bubbletea Society Collab
Tentative Time: 31st of July
Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone North 109-110
Reps: Adam, Jasmine, Kimi, Geoff
* Adam says the announcement and advertisement is out
* We are meeting again tomorrow and will need to discuss the budget (did not meet last time)
* Jasmine mentions there will be a stall and/or Dress to Impress games nights to advertise soon
* Alex asks about posters in the clubroom to put in Cameron Hall and Clubroom
* Alex asks about putting it up on the guild screens
* Adam says haven't discussed that but will ask
* Alex asks if they need anything else from rest of committee
* Julian asks James about bringing Mario Kart World in for the event
* James says sure

> Adam: print posters for BBTS Collab to put around Cam Hall
> Adam: ask about advertising the event on Guild screens

### 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)
* Alex says he wants to get team captain form out ASAP
* Anthony says he is not which between Marvel Rivals or Overwatch
* Alex asks why not both, Anthony says the player overlap and therefore may not have enough interest for both to run
* Alex says he thinks may have left the captain too late so may need to keep the lead on us for now
* Alex says maybe should put some kind of small subcommittee to meet about this for a short meeting
* Alex asks if the EOI form is good
* Anthony says seems good but will sanity check it again

### Semester 2 Fresher Welcome
* Tentatively was Thursday week 1 from last meeting but is usually after o-day so Alex says possibly do the 29th for after o-day, just a lowkey event in the clubroom and loft

### CELT
* Anthony says will have some visitors on the 18th
* Jasmine asks about making sure people are in
* Anthony says he will be in
* Alex asks about CELT open day
* Anthony says went well and had a few join the discord

---
## Clubroom Items
### Machine Reports
* Anthony says someone (was probably Busy Bee) unplugged all the PCs and didn't plug things back in but most things are up and working again
* Anthony says the power cord for one of the monitors went missing (likely at Busy Bee)
* Alex asks if anyone knows where it is, no one knows and Alex says can look for it after the meeting
* Anthony mentions wanting to motion B650M Motherboard from umart for ~$160 to circular motion after the meeting
* Everyone seems fine with that

### Switch Controller(s)
* Julian and Geoff says they tested them and they only seem to be worse when having 3 or more people
* which we usually do have 3 or more people playing in the clubroom

### Other Items
#### TVs wall mounting
* no updates

#### Terminal
Current Plan: consider purchase of $329 square terminal or Zeller terminal for $100-$200
* Geoff says should probably get this before Semester 1
* Geoff says is pretty certain on getting the Zeller 1 from JB/Goodguys etc.

| Motion: approve purchase of $100 for a Zeller 1 Terminal |
--
Moved by: Alex
Seconded by: Geoff
Outcome: passes unanimously

> Geoff: purchase approved Zeller 1 Terminal for $100

#### Esports Wifi
* Anthony says he is waiting for Gary to return from holidays
* Alex says can probably talk to anyone on their committee instead of waiting for Gary to come back
* Anthony says this is true and will talk to someone else

#### Door Sensor
* Mikey has updated the door sensor and has started working on other bot upgrades for MCC usage
* Geoff will ask for Gary to explore the additional upgrade to make it sense the door lock rather than closed door

### Busy Bee
* Alex says it went well except for missing the monitor cable
* Geoff says maybe it was taken by UCC or something by accident
* Julian mentions labelling them for future
* Jasmine says has Washi Tape they can bring in

> Jasmine: bring in washi tape to label/mark our cabels

### Room Reorganisation
* Alex says he thinks the room is pointlessly cluttered with cables and can get pull out draws like Unigames for little cables
* Alex says can go to Ikea in the next weeks
* Jasmine says they may be going to Ikea sometime soon so can get them then
* Jasmine asks does everyone seem fine with it and if so do we want to motion it
* Alex says it's a vague idea currently so can circular motion it when he has specifics

> Alex: decide on specifics pull draws for clubroom clutter and circular motion

---
## Closed Section
Moved into: 12:04pm
Moved out: 12:06pm

---
## General Business
### Guild Affairs
* There is a SOCPAC on the 29th
* Anthony says he can attend again

### Sentry Manual Update
Tentative Release: Late 2025
* Alex says a meeting for this should happen in the next week or so
* Jasmine says can figure out a time after this meeting

### Code of Conduct
* Adam says it's been in the clubroom now !!!

### Handovers
* Alex says write them
* Jasmine notes James has been slaying (writing them)

### Possibly Incorporating
* Alex says he's working on this
* Geoff says should work on this before next committee
* Alex says he will talk to Lorenzo about this for clarification on some things
* Geoff asks if it will cost anything
* Alex says no it's free

### External Banking
* Geoff needs to get his westpac working again

### Redbull
* Alex says he'll message Basil again
* Anthony says about maybe contacting corportate as our representative hasn't been very responsive recently regardless of getting the free redbull or not we'd like a reply
* Alex asks if someone wants to be incharge of contacting Redbull
* Alex will

> Alex: contact Redbull

### Next Meeting Date
* Alex says tentatively Tuesday 11am with weekly
* James says CAS is now working as of sometime during the meeting
* Alex says ok so everyone check their CAS for clashes

---
#### Meeting Closed: 12:14pm

## Action Items
Alex:
> have relevant constitutional incorporating changes ready for next meeting
> decide on specifics pull draws for clubroom clutter and circular motion
> contact Redbull

Alex, & Jasmine:
> organise a time to work on the Sentry Manual Update

Anthony:
> put in work order to fix network & panels

Jasmine:
> bring in washi tape to label/mark our cabels

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

Adam:
> print posters for BBTS Collab to put around Cam Hall
> ask about advertising the event on Guild screens

James:
> figure out returning Switch Controllers

Kimi:
> put a poster for Quiz Night together ASAP