# UWA Esports Committee Meeting Minutes 2025-09-16 -------------------------------------------------------------------------------- #### Attending: Alex, Anthony, Jasmine, Elijah, James, Julian, Geoff, Adam, Jimmy (partial) #### Apologies: Mikey #### Absent: Kimi #### Chair: Alex #### Minute Taker: Jasmine #### Location: CCZ Meeting Room C #### Meeting Scheduled: 12:00pm #### Meeting Opened: 12:08pm #### Previous Action items: Alex: > Draft email on behalf of Cam Hall Tenants to the Univeristy asking about the current plan - done > See if balotilo is fit for our purposes - done Alex/Geoff: > Organise a second Quiz Night Editors Joint Handover writing session - not done Anthony: > make and put up posters up for Minecraft CTF event - not done (likely won't do) Jasmine: > pick up Ikea Besta Bench - done (by James) Geoff: > Consider switching to Commbank for our external banking account - ongoing > Circular purchase of bigger lockbox - ongoing > Make a plan for a addditional more heavy duty safe - ongoing > Bring in Velcro Cable Ties - not done > Draft Club Awards Application - not done Kimi: > Post graphic results for esport teams in Week 3, on Monday Week 7 - done Jimmy: > Follow up Ari about "Bloons" Games Night - done ##### Motions Passed via Circular: * no circular motions --- ## Individual Reports ### President (Alex) * Made AGM announcement * Made mailing list * Drafted AGM email ### Vice-President (Anthony) * Minecraft server is up * still writing documentations ### Secretary (Jasmine) * Questioned if the Ikea bench was actually the correct size & then James stole my job (/s Thanks James for getting the Besta) * Worked on Handovers * Did the empty weekly schedule announcement * Worked on moving the minutes over to the Esports account * All the Hack.md minutes are now moved, still need to do the hedgedocs ### Treasurer (Geoff) * no report given ### Social Media Manager (Kimi) * made AEL week * made random AGL post (sorry Alex i couldnt find it on canva) * worked on my handover ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * no report given #### Elijah * Assisted at Late Registration #### Jimmy * Followed up with Ari about BTD6 * Moral support for James installing the TV bench #### James * Purchased Besta TV Bench and installed it with help from Jimmy, Michael (Mixi), Ed, and Geoff. * #### Julian * no report given #### Mikey * no report given --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $1184 ### Outstanding Reimbursements * Anthony for motherboard * receipt sent * this has been reimbursed --- ## Events ### Inhouses / Games Nights #### Week 7 ##### Tuesday - Among Us at 7pm w/ James & Mikey * Turnout: ~8 * Notes: * ended around 8:30pm/9pm * James notes swapping to Wednesdays in future, will be Mikey & him one week and Mikey & another (undecided) person the other week * Alex says he thinks fortnightly is likely better but if Mikey wants to keep doing weekly anyway he can #### Week 8 ##### Monday - Valorant at 7pm (did not run) * Did not run * James wants to clarify what is required for something to be a Games Nights * Consensus is it needs to go through committee meeting or at least put in the committee server to have at least a days notice and if no objection then it can run * However, Alex adds maybe next year it should have a better process #### Week 9 * Alex asks if anyone wants to run anything but understands it is busy at Uni right now for most people ##### Monday * Valorant may run but no Valorant people are here currently, so we will assume it is not running unless told otherwise with enough notice Jimmy arrives 12:18pm * Alex asks if Jimmy if wants to run Valorant * He says no, is too busy with Uni (valid) ##### Wednesday - Among Us 6pm w/ Mikey & James * Now on Wednesdays! #### Reviewing Applications * no new applications #### 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/Mage Arena Current Plan(s): Minecraft (likely on Saturdays) * no updates * Alex says he will run something after exams, keen to do CIV6 and wants to do Mage Arena again #### Minecraft Capture The Flag (CTF) Tentative Details: Ideally the end of this study break week Reps: Anthony, Mikey, James * Server is up, a bit unstable performance sometimes but will investigate * 4-6 people playing on average, is likely bad time for timing ### Annual General Meeting (AGM) Time: Tuesday 7th of October, 12pm * Alex needs to send Draft Announcement email * We have 10 Nominations received currently * Paper ballots needed, Adam says he can do them again * Adam notes he should write a handover on how to do this * Alex notes we should have an extra 3 blank spaces * Alex notes we should appoint an RO ahead of time * Lornezo has offered to RO, is free, has experience with voting system > Adam: organise paper ballots with 3 extra blank spaces, for AGM > Adam: write handover for how we've made paper ballots ### Collaborations #### Late Registration w/ Perth Smash - review Tentative Time: 13th of September * Happened, announced late and pixel was on so had lower attendance but other than that it ran well * Maybe in future we will try to decide a date at least 3 weeks beforehand #### Megagame Collab Tentative Time: Semester 2 holidays Tentative Idea: Den of Wolves, trial run (12-18 people), actual run (40 people) Reps: Alex, Julian * no updates #### UniLAN Tentative Details: weekend of week 15/16 (10th-23rd November), Ezone North 109/110/111 Reps: Anthony, Alex, James, Julian * Murdoch has joined now * probably will have a meeting soon (maybe this weekend) * likely about venues and uni IT #### Rock Band Date: Friday Week 9 * Confirmed for Friday Week 9 * no other updates * Geoff will post graphic today * Alex says put them around Cameron Hall and clubrooms > Geoff: post Graphic for Rock Band #### The Chase * no updates ### Major Tournaments #### Sem 2 AEL Teams Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 3 Valorant, 1 Siege) * Teams: * 1 Marvel Rivals * 2-0 (it was a 6v5) * 1 Rocket League * Elijah says "still going, still losing", going 0-5 overall * 1 Counter Strike 2 * we think they are still in ?? * 3 Valorant * UWA Gold * lost last game, came close to making playoffs * UWA Blue * out * UWA Purple * out * 1 Siege * UWA Blue * disqualified because of missing one member --- ## Clubroom Items ### Machine Reports * Anthony thinks we need to buy 1 Display Port cable as one is currently not responding to wake signals * Keyboard of Ganymede, think is the one that had drink spilled on? May be fixable, may need new one * some keys around the a key doesn't register * James says can bring in a spare one for now > Anthony: look into Ganymede faulty keyboard > James: bring in temporary spare keyboard for Ganymede ### Other Items #### Bigger Lockbox & Better Safe * Geoff found a lockbox for $41 * it is bigger than current one (ideal) * Anthony asks if it's too big for the door frame * it's 100mm wide, current one is 70mm * Geoff says he hasn't been able to find a deep but narrow lockbox * consensus is we should just go measure the door * Alex says if it's slightly larger than the wooden door part that should be fine, it can overhang a little * Geoff will measure and circular it * Geoff found a possible safe for $250 > Geoff: measure door for lockbox & circular purchase #### New TV & Bench * Bench is in! (Thanks James) * Geoff says it's very flimsy * James says the old one was too * Alex asks about the new TV now * James, Anthony, and Julian says the TV posted a while ago is good * James says it's actually gone down in prize, [now $699](https://www.harveynorman.com.au/chiq-65-inch-4k-uhd-google-tv.html#productTabSpecifications) * Julian has found the same TV for cheaper, [$636](https://www.thegoodguys.com.au/tcl-55-inches-p7k-qled-google-tv-2025-55p7k) * James says it has 6.5ms respond time, 4k, within weight requirements, 60Hz refresh rate, 55 inch * The current TV has 8ms respond time * Geoff has hestitancy as he thought the main reason for this purchase was for the latency and isn't sure this response time is good enough * People note they believe it would be still noticably better as well as larger than our current TV * We currently have enough in the Westpac for this | Motion: TV from Good Guys, $636 -- Moved by: James Seconded by: Julian Outcome: passes, 1 dissent (Geoff) * James can likely pick it up, we can figure out the specifc person later > James: Pick up New TV #### Wifi Access Point * Anthony will come up with a specific one to motion * People keep unplugging it next to Mithara * Julian suggests labelling it "do not unplug" * People are unsure why putting a sign is not adequate * Anthony says he'll put an explanation on the Discord server > Anthony: come up with plan/explanation for Wifi Access Point Kimi arrives 12:48pm --- ## General Business ### Guild Affairs * SOCPAC * Next week Tuesday * Anthony can go #### Club & Sports Awards * Geoff says he's swamped with uni work * Adam, Jasmine & Alex will work on it together * Will likely do community engagement, best club and maybe best president * Anthony says we can nominate individuals for significant contribution for a sport affliated club * Anthony will make a discord thread and put the application in * Both closes 19th September > Alex, Jasmine, Adam: work on Club & Sports Awards Applications ### Sentry Manual Update Tentative Release: Late 2025 * Important thing is to have it out by the AGM and is kinda being a sisiphian task (we just need to finish it) ### External Banking Move? * Geoff says definiately move to Commbank, he will try to do this before the AGM if not will recommend to next Treasurer * Will call to make a meeting * Alex says has done with for another club before and isn't too much work ### Red Bull * Alex has emailed them, hopefully redbull again soon ### Silksong Ban? * Jacob has apparently banned himself from playing Silksong from playing in the clubroom (due to possible spoilers) * Alex clarifies there is no formal ban but it is likely just a vibe * Julian says we should have a ban * Alex says we shouldn't have a position as a committee, people can ask someone to not play but it's up to the person playing ### Handovers * Alex has started work on his * Anthony is writing his on a wiki but will transfer over to docs * Consensus is it doesn't make sense to keep either all on google drive or on a wiki * Alex says he thinks it's a little too late to put it together on this new wiki * Alex says can put vibe based and real advice * Jasmine says yes but should make sure it's clear what's required and what's opinion * Alex says can have a general event handover with an * O-day section and Fresher Welcome section * Possibly gamesnights & inhouses, * Late registration collab * Vigils handover * UniLAN handover * Including info on resourcebooker, libcal, EMPs etc. * Pro Teams handover has been started by James, Anthony & Elijah needs to add sections for their relevant games * General Committee - Alex says may be too vague * Tech handover * Anthony is working on it * Social Media * Kimi is making one > Anthony & Elijah: add relevant sections to Pro Teams handover > Anthony: complete Tech handover > Kimi: complete Social Media handover > UNASSIGNED: complete general events handover (o-day, fresher welcome, games nights, late registration, vigils, UniLAN, resource booker, libal, EMPs) --- ## Closed Section * Move into close section: 1:08pm * Move out close section: 1:21pm > Jasmine: make draft Sentry Application update > Adam: message Chris approved Sentry Application --- #### Meeting Closed: 1:21pm ## Action Items Alex/Geoff: > Organise a second Quiz Night Editors Joint Handover writing session Alex, Jasmine, Adam: > work on Club & Sports Awards Applications Anthony: > look into Ganymede faulty keyboard > come up with plan/explanation for Wifi Access Point > complete Tech handover Anthony & Elijah: > add relevant sections to Pro Teams handover Jasmine: > make draft Sentry Application update Geoff: > Consider switching to Commbank for our external banking account > Circular purchase of bigger lockbox > Make a plan for a addditional more heavy duty safe > Bring in Velcro Cable Ties > Draft Club Awards Application > post Graphic for Rock Band > measure door for lockbox & circular purchase Kimi: > complete Social Media handover Adam: > organise paper ballots with 3 extra blank spaces, for AGM > write handover for how we've made paper ballots > message Chris approved Sentry Application James: > bring in temporary spare keyboard for Ganymede > Pick up New TV UNASSIGNED: > complete general events handover (o-day, fresher welcome, games nights, late registration, vigils, UniLAN, resource booker, libal, EMPs) ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)