UWA Esports Committee Meeting Minutes 2025-05-22

# UWA Esports Committee Meeting Minutes 2025-05-22 -------------------------------------------------------------------------------- #### Attending: James, Eljiah, Anthony, Mikey, Kimi, Jimmy, Geoff, Adam, Alex (late), Julian (late) #### Apologies: #### Absent: #### Chair: Anthony / Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:12am #### Previous Action items: Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May - not done > DM Tim about helping with the computer area at Pixel Expo - not done > look into a case for the 5th PC - done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - not done Anthony: > fill out the inter UWA tournament marketing brief - ongoing > source approved graphics card - done > contact Engineer Applications - done Jasmine: > find subway cookie platter invoice - not done > ask ALVA for a new date for collab - ongoing > contact Sentry Applications - done (kinda) Geoff: > look into Square on PC again - not done (may be redundant soon) > get a quote for TV wall mount - not done (updated plan) > print meet the committee poster posters - not done Kimi: > make and post weekly schedule with a sleeping/studying Teemo - done (by Jasmine) ##### Motions Passed via Circular: * none --- ## Individual Reports ### President (Alex) * starting planning megagame collab with Unigames * did some of this so-called uniwork * thinking about jersey ### Vice-President (Anthony) * compiled parts list for esports * finally disabled network panel on standard users account (i think) * Fixing network issues with cam hall * died from assignments overdose ### Secretary (Jasmine) * I be proposing those constitutional amendments * Wrote a rough idea for handovers that may be needed so we can assign tasks for people to work on them over the holidays ideally so they are ready for the Annual General Meeting (AGM) * did the weekly schedule (failed and put the wrong date on the one event :sob:) ### Treasurer (Geoff) * got foam insulation delivered * wrote report for ogm * talked with Gary about guitar hero collab ### Social Media Manager (Kimi) * did nthg but crash out ahhhhh ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Finally got the room booking confirmed for OGM today #### Elijah * Assisted at late registration #### Jimmy * Participated in MCC. It was fun #### James * AEL Rivals Shenanigans (WP ya'll!) * Ran MCC w/ Mikey, Satyr, and Waxton * MCC planning and assorted shenanigans * lite cobblemon stuff #### Julian * #### Mikey * Hosted MCC Event with James * Fixed bluetooth issues on clubroom pc --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2106.98 * Next up: Sem 1 Grants * due in June * Golden Tickets are getting processed now, will have the money ~30th of June * We handed in ~18 Golden Tickets so we should get ~$90 Julian arrives 9:19am ### Outstanding Reimbursements * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies pt. 9" - Jas) * Geoff for Foam board * done * Elijah for E-cards * done --- ## Events ### Inhouses / Games Nights #### Week 10 ##### Saturday 17th, 6pm * Game: Minecraft Championship * Coordinator(s): Mikey, Satyr, James * Turnout: 32 Players + ~5 spectators in game, many outside of game * Notes: * Went extremely well hosting by James, Satyr, Waxton, and Mikey. * Mikey says possibly best online event hosted in terms of numbers and player control. * Not a single person left through the event * Mikey says there was a small mistake with Ace Race, which was adjusted accordingly fast. * Mikey says there was overwhelming feedback suggesting a need to host again in about a month after exams ending. * Mikey says will also need a spam filter added next time in the chat. * Mikey says if we do plan to do it again then we can consider sourcing prizes for first place, eg. a steam gift card or a minecraft themed plushie * Consensus is cost is a factor for this so can consider this more in future * Alex asks about future date * Mikey says tentatively aiming to run again in late June Alex assumes chair 9:21am #### Study Week ##### Tuesday, 6pm * Game: Among Us * Coordinator(s): James & Mikey * We are not running any other events as it is study week ##### Weekly schedule post > Kimi: make and post weekly schedule #### Future Games Night Suggestions: Siege X/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers/Civ6 Current Plan(s): Minecraft (likely on Saturdays) * Alex says he wants to run Civ6 again sometime * Anthony says a member asked when we'll run another Civ6 night and requested that we should use the balancing mod that is used in competitions * Alex says a lot of people aren't very competitive so we should gear the event to casual/for fun gaming as to our knowledge there is only 1 competitive Civ6 player * Jimmy mentions wanting to run a Seige X when that releases #### Le Mans, Sim Racing Event Reps: Geoff (lead), Julian Current Idea: on 14th-15th of June, screen Le Mans with multiple sim racing rigs set up in the clubroom * Geoff has spoken to Gary about putting Le Man on the projector in the University Computer Club (UCC) clubroom as they are not doing anything on that day and it's during the weekend and we can put rigs in there, so we can use our room and/or theirs * Geoff says he will send through more plans soon but is a bit bogged down right now #### Semester 2 Quiz Night * Alex says preparation for this should start soon * Alex says he'll schedule the wrap up for next week and then also start planning the next one then * Alex asks if anyone is intersted in helping and being an editor * Alex, Geoff, Adam, Julian, Jimmy says they'll help out and be editors ### Collaborations #### Cobblemon w/ Curtin Games and Esports (CGES) * James says they are only doing maintenance but they are not doing anything else with the server right now * Alex asks if anyone is still using it * James says yes * Alex says might as well keep it up as it doesn't cost us anything * Anthony says it technically does but Ben payed for the entire year and we can move it back to our UCC server if needed #### ALVA x UWA Esports Minecraft Build Collab * no updates, Jasmine has been busy #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: Den of Wolves * had first rough meeting on Tuesday * The subcom is Alex, Julian, and the 2 Jacks from Unigames * They want to run the den of wolves one with a trail run over the semester holidays, if committee can get in on that and then snowball that into the bigger actual event * trail run 12-18 people * actual run 40 people * Alex says we should be able to get those numbers if we advertise it widely to the other places around university * Alex says we could get UCC involved as could digitise some of the game mechanics * Alex says there is potential cost for us to buy the set but Alex says he'll 'beg' them for cheaper * Alex says it would cost 30 british pounds without begging #### LAN w/ Curtin Games and Esports Tentative Details: 15th-17th July at Redbull gaming cafe/stadium * Anthony says we have the server for it now and they are looking at a tentative July 15th-17th for potential date, it will run over 3 days and have 30 players per day, running from 11:30am each day, they have a list of potential partners (redbull for packs for attendees and redbull says they have someone who can get incontact with riot to perhaps to promotion) * Anthony says he'd need around 2 people to help out with this * Alex says he can help out * Julian says he'd like to help out too but may be out of the country for part of July * Alex says more discussion for this can happen outside of the meeting #### Bubbletea Society Collab Tentative Time: Semester 2, Week 2 Friday Tentative Plan: retro gaming themed event with retro video games and bubble tea in Ezone Social * no updates #### UWAES x UCC Rock Band Collab Tentative Plan: 21st or 22nd of July, use Loft & UCC * Geoff has tested his drums and they work * Geoff has a tentative date of saturday 21st or sunday 22nd of June * Just need to do test and set up and send out add for it and then it's read * Alex asks why they don't want to do it in the Tav * Jasmine says they think Geoff didn't want drinks on their equipment, Geoff says that's right ### Major Tournaments #### AEL Teams (Times): Marvel Rivals (Tues 5pm AWST), Rocket League (Wed 5pm AWST) is out, Counter Strike 2 (Thur 5pm AWST) is out * Marvel Rivals * Lost in first round of playoffs 1-3 * Alex says 'unlucky guys' #### Sem 2 Teams * Alex says at some point we need to look at registration dates for sem 2 and is wondering if now is the time we appoint a competitive manager, potentially putting out a EOI form * everyone seems ok with this idea * Alex says he'll work with Anthony to get a form to post in the pro server and main server > Alex & Anthony: look into EOI form for a competitive manager #### Possible inter UWA tournament * no updates --- ## Clubroom Items ### Machine Reports * Anthony says everything is mostly fine and the problem with our internet is a broken patch panel, which we can't fix it as we don't have the power to do so but has spoken to Nic from Tenancy about it * the university will likely work order for it over the holidays * Anthony says the main thing he'll need to do is do up a design for all the networking needs to go * Alex says we'll likely need to move everything out of the room while this happens * Anthony says we don't know how long it'll take but we can maybe ask if we can store things in UCCs clubroom temporarily * Alex asks who can put in the work order, Anthony says once he's done with the redesign he can put it in himself > Anthony: make redesign for clubroom networking > Anthony: put in work order to fix network & panels(after redesign) #### 5th PC * Anthony asks Alex if they want to go and grab it after this meeting * The only thing they can't pick up is the monitor which likely needs picking up from wangara * Alex says we'll need to motion these items now or circular motion them if needed * crucial P3+ seems to be out of stock but will motion outside of meeting | Motion: approve purchase of [Antec PC Case](https://www.umart.com.au/product/antec-cx200m-rgb-elite-mini-tower-matx-gaming-case-cx200m-elite-76375), $69 | -- Moved by: Alex Seconded by: Anthony Outcome: passes unanimously ### Switch Controller(s) * one of the swicth controllers has pretty bad drift * James suggests getting a controller to replace it, maybe 2 as so many people use the switch * James says he has 2 suggestions * Geoff says they are likely the most used item in the clubroom so it would be worth investing in * Alex asks if the extra cost is worth it * Geoff says the more expensive controllers may last us longer * Alex asks if $100 one is going to not break as fast * James says he isn't confident but has windows compatibility and charging station * Geoff suggests getting two of the cheaper ones * James says the cheaper ones (8 bit do) can't be used on windows * James and Geoff support for the more expensive one * Geoff suggests possibly getting first party nintendo controllers instead * James says he does not support this because they do not have whole effect and normal switch pro controllers are more expensive and are finiky on windows * Jasmine asks what whole effect is * James says the simpliest way to explain it is that it means they won't get stick drift so it will likely last much longer than our current controllers * He clarifies this is on both the $50 ones and $100 ones * Geoff still thinks we should get first party as he thinks they will last longer * Anthony supports this, Anthony adds if we get first party then we are sure they will work on the switch 2 comes out * Alex suggests discussing this further outside of the meeting to come to a consensus and circular it as there isn't an urgent need for them right now to our knowledge ### Other Items #### Gap in Clubroom * Geoff has the insulation and will bring it in today James leaves 10:00am #### TVs wall mounting * Geoff wants to use a display mount that are frequently used JBHIFI have two TVs #### Square * Geoff suggests motioning a square terminal * Alex asks if we can discuss the model outside of meeting and motion it outside * Alex says we can also think if there are any alternatives --- ## Closed Section Moved into closed section 10:03am > Geoff: contact & Train Raffa > Jasmine: contact Zhen Moved out closed section 10:14am --- ## General Business ### Guild Affairs * SOCPAC * next one is next week Tuesday 6pm * Anthony says he can go > Anthony: go to SOCPAC on 27th of May ### Ordinary General Meeting (OGM) * It is 1pm today!!! * Alex says be there or be square * Geoff says he's completed his report * Alex says he will do a lightning fast speal * We will be motioning constitutional amendments * Adam asks what quorum will be * Alex says around 20 but will check after the meeting ### Sentry Manual Update Tentative Release: Late 2025 * no updates ### Code of Conduct * will aprove between semesters ### Redbull * Alex says Basil has not gotten back ### Handovers * Jasmine has made a list of handovers to be made and aiming to work on over holidays for them to be done well before AGM * Handover for each Exec role by each Exec * Social Media/Graphics handover * Esports/Pro Teams handover * General Exec/Committee handover * Frequent events handovers * Quiz Nights * Games Nights/Event Coordinator guide * Collab Events * Charity/Uncharity Vigil * Smash Bros w/ UWAnime * Smash Tourney w/ Smash Perth * Alex says exec handovers are important but even more so are likely the main events handovers (eg. Quiz Night) ### Possibly Incorporating * Alex is thinking about incorporating, UWA sport suggests it and other people have too * Currently we are just a group of people * Esports is liabile not us the committee * Lorenzo (Ordinary Financial Member) says this is mostly for public liability as currently committee members would be individually liable * Alex says there are a few extra hoops such as registrating with the State Government and submitting our constitution * Alex says we may call another General Meeting to incorporate * Geoff says we should note that we'd be held to a higher standard * Alex and Lorenzo say not really, and Lorenzo adds that UCC is incorporated and works in much the same way as other UWA Clubs ### Next Meeting Date * Jasmine asked if we go to fortnightly at some point * Adam suggests having one next week and the not one the week after * Alex says we will likely need weekly during holidays as we need to 'lock in' but taking a bit of a break over exams is good ### External Banking * Anthony was talking to Gary and thinks we should get an external bank account that is not westpac or at least get a bank card * Alex says westpac is fine and a card is less secure as it can be lost or stolen more easily * Anthony says only would have the president and treasurer so hopefully would trust them and can cancel the card at any time * Alex says yes but it still just adds an extra unneeded security risk * Alex says we can discuss between meetings and talk again about it next meeting ### Charity Vigil role * Geoff asks Elijah regarding a smash tournament role for the winner, Elijah says yes it has already been done --- #### Meeting Closed: 10:29am ## Action Items Alex: > schedule a Quiz Night Sem 1 2025 recap/reflection meeting in May > DM Tim about helping with the computer area at Pixel Expo Alex & Anthony: > look into EOI form for a competitive manager Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Anthony: > fill out the inter UWA tournament marketing brief > make redesign for clubroom networking > put in work order to fix network & panels(after redesign) > go to SOCPAC on 27th of May Jasmine: > find subway cookie platter invoice > ask ALVA for a new date for collab > contact Zhen Geoff: > get a quote for TV wall mount > print meet the committee poster posters > contact & Train Raffa Kimi: > make and post weekly schedule ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)