# UWA Esports Committee Meeting Minutes 2025-07-30

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#### Attending: James, Jasmine, Julian, Jimmy, Alex (partial), Kimi, Elijah, Anthony, Adam, Geoff (partial)

#### Apologies: Mikey

#### Absent:

#### Chair: Anthony

#### Minute Taker: Jasmine

#### Location: Online

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:10pm

#### Previous Action items:
Alex:
> have relevant constitutional incorporating changes ready for next meeting - ongoing
> decide on specifics pull draws for clubroom clutter and circular motion - ongoing

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

Anthony & Julian:
> look into controller stands - ongoing

Jasmine:
> bring in washi tape to label/mark our cabels - done
> book Cameron Hall Loft and do Semester Welcome EMP - done
> put out schej for next week's meeting time - done

Geoff: - not present
> 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 - not done (no longer relevant)

Julian:
> buy Smiths favourite & 36 pack from Costco - done

Elijah:
> talk to Jafar about possible August Late Registration - done

Kimi:
> put a poster for Quiz Night together ASAP - done

##### Motions Passed via Circular:
| Circular Motion: Approve total budget of prizes, food, and drinks for Quiz Night , $450 |
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Moved by: Adam
Seconded by: Geoff
Outcome: passed

| Circular Motion: Purchase of Motherboard ($155) & Mousepad ($29), $144 |
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Moved by: Anthony
Seconded by: Jasmine
Outcome: passed

---
## Individual Reports
### President (Alex)
* Returned from travels far and wide
* Did Quiz Night EMP & Booking
* Put comp recruitment posters up at UWA Sport
* Worked on sentry manual with Jas

### Vice-President (Anthony)
* Put in work order, processing now
* AEL recryitment in progress
* Negotiated wifi with UCC
* Enquiring Sir Gary the Great about new sensor solution
* Responded to Pixel Expo email

### Secretary (Jasmine)
* Met with Alex and did work on Sentry manual update together
* Booked Loft & did EMP for Semester Welcome
* Helped organise and went to O-day and (kinda) Semester Welcome (died of tired)
* did cutting and laminating of things for BBTS collab

### Treasurer (Geoff)
* no report given

### Social Media Manager (Kimi)
* made quiz night poster
* edited AEL poster
* attended club carnival + sem welcome

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Attended Quiz Night meeting
* Finished Quiz Night slide design
* Got prizes for BBTS collab
* Helped at O Day and Sem Welcome

#### Elijah
* helped at O Day and Sem welcome
* messaged perth smash about collab

#### Jimmy
* Continued hosting Valorant night
* Drafted more quiz night questions

#### James
* Hosted Among Us Night w/ Mikey
* Bought and brought in the 3 pro switch controllers
* Attended semester welcome + O-day
* Esports team shenanigans
* Hosted Overwatch Stadium with Jas

#### Julian
* no report given

#### Mikey
* Hosted Among Us night w / James

---

Geoff arrives 12:14pm

## Club Finances Report
* Netsuite Account: $3874.71
* Westpac Account: $843.23
* $300 of this in seperate westpac card account but currently not working, Geoff called and no solution currently

### Outstanding Reimbursements
* James for 3 pro controllers
* Julian for snacks & drinks

---
## Events
### Inhouses / Games Nights
#### Week 1/2
##### Overwatch Stadium w/ Jasmine & James - Wednesday, 7pm
* Turnout: 8~11
* Notes:
* Struggled to get full customs going,
* Jasmine kept a 5 stack going for a while.

##### DTI w/ Jasmine & BBTS - Friday, 7pm
* Turnout: ~6
* Notex:
* ran well and lead to more ticket sales so yippeee

##### Valorant w/ Jimmy & Kimi - Monday, 7pm
* Turnout: peak of 10
* Notex:
* ran well

##### Modded Among Us w/ James & Mikey - Tuesday, 6pm
* Turnout: 9~11
* Notes:
* Maintained a full lobby until just past 10pm.
* Had some issues launching the game but got fixed pretty quickly and otherwise ran smoothly and without incident.

##### League of Legends w/ Anthony Wednesday, 8pm
* is tonight!

#### Week 3
##### Monday
* Valorant w/ Jimmy at 7pm
* Elijah reminded Anthony that the cut off for Valorant teams is soon so this night may need to also be a try outs

##### Tuesday
* Among Us w/ Mikey & James at 6pm

##### Wednesday
* Anthony says will continue with biweekly league night, so no league in week 3
* Jasmine says can run Overwatch Stadium again instead
* James can help

##### Thursday
* Anthony asks if we want to run Marvel Rivals again
* Julian says he can if someone else helps him
* James says he doesn't want to but maybe midatgames (ordinary member) can help out
* Julian says he doesn't really want to either, so it won't happen

#### Future Games Night Suggestions: Siege X/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo/Helldivers/Civ6/Dress to Impress/Pokemon Tournament or Ranbat or Pocket/ Gmod
Current Plan(s): Minecraft (likely on Saturdays)
* Anthony says he may bring minecraft capture the flag back this year, possibly with a bot that updates a leaderboard
* Will likely do it with "All the mods 10"

#### Sem 2 O-Day - review
* We had 31 new signups (slay :tada:)
* Anthony says seems it was a pretty good club carnival/sem 2 o-day

#### Semester Welcome - review
* Ran smoothly
* We had a fair amount of new people come around to see the clubroom so went well

#### Quiz Night Semester 2
Editors: Alex, Jimmy, Adam, Geoff (lead), Julian
* Budget was passed via circular
* Advertising is out on Discord, Insta and posters have been put around
* Editors have another meeting tomorrow
* The venue booking is done, EMP is done
* Prizes and Pizza/Catering still need to be organised
* Questions still need to be written
* Adam says if committee who aren't editors have time to write questions that would be great
* Geoff says we are roughly at where we are usually though so not behind
* Have a single ticket sale currently (lol)
* Adam says we need to push people to actually buy tickets
* Anthony suggests to put an announcement out next week to remind people
* Alex says he will do an email out over the weekend and maybe do a reminder announcement on this sunday
* Adam asks if Kimi wants to make a reel to advertise, Kimi says sure
* Can put posters in guild village, and possibly colleges and CELT if they are willing
* Alex says Adam can be incharge of that
* Alex asks if someone can email guild about putting it on the screen
* James says he can do it
* Adam says there is the correct size on Canva already
* Adam says the deadline closes every wednesday so needs to be ASAP
* James is doing it now

> James: submit Quiz Night for Guild signs
> Adam & Anthony: put posters in guild village, colleges, and CELT
> Alex: send out email for Quiz Night
> Kimi: make an insta reel to advertise Quiz Night

### Collaborations
#### 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 did not attend last meeting so not sure what's happen currently
* no updates

#### 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 tomorrow, tickets sold out (43 tickets, ~15 from our side)
* Tickets are closed now so they could put the order in for the bubble tea
* We will likely need an extra switch and need many controllers
* Will bring
* Club switch,
* James Switch 2,
* Club atari,
* Jasmine switch set up,
* Club wii (Adam bring extra wii controller)
* Adam reminds there will be no food supplied, people know this so a reminder for committee members consider eating before
* Julian says he's concerned about people being hungry
* We can consider getting cheap snacks like small chip packets, with approval
* Julian mentions likely not having enough controllers for 43 people
* James estimate is around half of the people at best
* Club 3 switch pros
* Club 2 joy cons
* Club 2 wired
* Jas 2 joy cons
* Jas 1 pro
* Kimi 2 joy con
* Adam 2 joy con
* Elijah 2 joy con
* Elijah pro controller
* James 3 full controlers
* James 6 Joy Cons
* Julian 3 controllers
* Julian 6 Joy Cons
* Therefore:
* 35 if counting individual Joy Cons
* 24 if counting Joy Con pairs
* Everyone bringing switch dock, hdmis, chargers
* Can use clubroom monitors
* Jasmine has been laminating and cutting out props/decorations
* Kimi says we need people to meet at clubroom to bring stuff to the event
* Probably meet at ~5pm (the venue is booked from 5pm)
* James says he will not be there for set up and will leave his stuff with Julian

Alex leaves 12:30pm

#### UWAnime Inperson Games Night
* Adam says it's fallen through as they don't want to do it at a later time

#### Late Registration w/ Perth Smash - August
* Elijah says wants to do it on Saturday next week, 9th of August
* Jasmine can check if the venue is available
* Elijah can do the EMP after checking venue availability

> Jasmine: check and book Late Registration
> Elijah: complete EMP for Late Registration

#### UniLAN
* Anthony says will be the weekend of week 15/16 (after exams)
* Not doing mid sem break as it's too short notice
* Venue likely to be Ezone (likely entire first floor)

### Major Tournaments
#### Sem 2 Teams
Possible Teams: League of Legends circuit (1-2 teams, $30), AEL (1 Rivals, 1 RL, 1 CS, 1 Valorant, 1 Seige)
* We are not running a League team as $30 entry fee for nothing is too much
* Current AEL sign ups:
* Valorant enough for 1 team
* Rocket League enough for 1 team
* Seige need 2 more for 1 team
* Rivals need 3 more for 1 team
* Will likely close sign ups this weekend (sunday)
* August the 7th is AEL close sign up date
* Anthony says will likely close Competitive manager applications soon and look through applicants as they will be a big help

---
## Clubroom Items
### Machine Reports
* Anthony has replace the GPU in Minthara

### Wall Panels
* Anthony says we've had UWA Maintance come in for patch panels, so they have been cleaned up but will need to put another work order in for new data and power points

> Anthony: put in new Maintance order for new data and power points in patch panels

### Switch 2
* James proposes buying a Switch 2 but spoke to Geoff outside of meeting and Geoff says we don't have enough money for $770 for a switch 2
* Anthony adds he doesn't see a need for a switch 2 especially considering the costs for the games as well
* James says he will not debate/pitch now as we don't have enough
* Geoff says can discuss again after grants and quiz night 2

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

#### Zeller Terminal
* Geoff just ordered it and is coming via express shipping

#### Esports Wifi
* Anthony has spoken with Gary and we just need an access point and should be simple enough to set up

#### Door Sensor Upgrade
* Anthony has spoken to Gary about this
* It will likely still be 2 magnet sensors but instead sitting by the lock (based on the lock position)
* Will need a bit more hardware for this
* will get cost estimate for this to approve

### Room Reorganisation
* Julian says he wants to order more cable ties for PCs
* Anthony says they are good and the new more sensible data/power points should also help with this so see if still needed after that
* Anthony says the walls are looking plain, not urgent but could look into posters again

---
## Closed Section
* not needed

---
## General Business
### Guild Affairs
* SOCPAC moved to next week, Tuesday
* Anthony says he can attend and Geoff says he can be back up

### Sentry Manual Update
Tentative Release: Late 2025
* Alex and Jasmine met up and did work on it and it's pretty much done so will be proposed to committee soon

### Handovers
* reminder to do them!!

### Possibly Incorporating
* Alex is not here, so no updates
* Jasmine says if we are doing this we need to do this soon and call an Special General Meeting (SGM) as they don't want to leave this half complete to a new committee after an Annual General Meeting (AGM)

### External Banking
* Geoff says he tried to set this up, put in an application for debit mastercard but didn't work so will try again in a week or so

### Zeller Terminal
* Alex wants this by Quiz Night
* Geoff has ordered this with express shipping

### Redbull
* Anthony says apparently the Curtin Redbull rep is also not been contactable
* Julian says he thought this was the final grace period before messaging Redbull corportate
* Jasmine says this is still Alex's action item so can remind him to send corporate an email if he hasn't already

### Next Meeting Date
* Returning to Tuesday 12pm in the clubroom !

---
#### Meeting Closed: 12:58pm

## Action Items
Alex:
> have relevant constitutional incorporating changes ready for next meeting
> decide on specifics pull draws for clubroom clutter and circular motion
> send out email for Quiz Night

Anthony:
> put in new Maintance order for new data and power points in patch panels

Anthony & Adam:
> put posters in guild village, colleges, and CELT

Anthony & Julian:
> look into controller stands

Jasmine:
> check and book Late Registration

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

James:
> submit Quiz Night for Guild signs

Elijah:
> complete EMP for Late Registration

Kimi:
> make an insta reel to advertise Quiz Night