---
# System prepended metadata

title: UWA Esports Committee Meeting Minutes 2025-09-16
tags: [Committee Meeting, '2025']

---

# UWA Esports Committee Meeting Minutes 2025-09-16

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#### 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)