UWA Esports Committee Meeting Minutes 2025-05-27

# UWA Esports Committee Meeting Minutes 2025-05-27 -------------------------------------------------------------------------------- #### Attending: Anthony, Kimi, Jasmine, Adam, Alex, Julian, James, Mikey, Jimmy, Geoff #### Apologies: Elijah #### Absent: #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 11:00am #### Meeting Opened: 11:14am #### 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 Alex & Anthony: > look into EOI form for a competitive manager - not done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - not done Anthony: > fill out the inter UWA tournament marketing brief - ongoing > put in work order to fix network & panels - ongoing > make redesign for clubroom networking (after work order) - ongoing > go to SOCPAC on 27th of May - is today Jasmine: > find subway cookie platter invoice - not done > ask ALVA for a new date for collab - ongoing > contact Zhen - not done Geoff: > get a quote for TV wall mount - not done > print meet the committee poster - not done > contact & Train Raffa - ongoing Kimi: > make and post weekly schedule - done ##### Motions Passed via Circular: | Circular Motion: Authorise $150.49 for a Acer Nitro 23.8in FHD IPS 200Hz FreeSync Gaming Monitor | -- Moved by: Alex Seconded by: Anthony Outcome: passed, not unanimously | Circular Motion: Authorise $200 for 2 [8Bitdo Ultimate 2 Controllers](https://amzn.asia/d/eQmdS0N ) | -- Moved by: James Seconded by: Adam Outcome: passed, not unanimously --- ## Individual Reports ### President (Alex) * Acquired second PC parts with Anthony * Did OGM (everything passed) * Organised megagame meeting * Thinking about incorporating * Contacted our benefactor for more Redbull ### Vice-President (Anthony) * Built new PC * (trying to) organize show-match valorant team ### Secretary (Jasmine) * assignments and exams hurt me * did minute stuff but that's it lol * spoke to Remmie from ALVA again, and have scheduled a meeting for 13th of June ### Treasurer (Geoff) * ogm report done ### Social Media Manager (Kimi) * made weekly schedule * locked in and submitted 99999 assignments ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Standing here I realise you are just like me trying to not crash out #### Elijah * no report given #### Jimmy * Attended this meeting #### James * Circulared and ordered new Switch controllers * Hosting Among Us tonight w/ Mikey * Lite cobblemon stuff #### Julian * no report given #### Mikey * nada (besides among us tn) --- Jimmy arrives 11:21am ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $1186.56 * Next up: Sem 1 Grants * due in June * Geoff says we have around $13,716.94 in total assets including money, cash, clubroom items etc. * Geoff says there is: * one unknown payment of $7.40 to Alex Knowles * some people seem to possibly have been payed twice for printing, will investigate * Geoff says that besides those things to investigate we are making a profit ### Outstanding Reimbursements * Jasmine for brunch subway cookie platter * Jas needs to find invoice ("woopsies pt.10" - Jas) * James for bit-do controllers * receipt been sent, not reimbursed --- ## Events ### Inhouses / Games Nights #### Study Week ##### Tuesday, 6pm * Game: Among Us (modded) * Coordinator(s): James & Mikey * Notes: * Alex asks if a reminder has been sent out for this * James says no as we usually do it later and weekly schedule was sent out * Alex says may be better to do one earlier as it's study break so good to remind people earlier #### Exam Week 1 * Alex asks if we want to run anything or just want an exam break * Geoff says he's for a break * Jimmy says he may want to run something if his exams are done * Alex says that's fine just put it in the committee chat beforehand and it will most likely be fine ##### Weekly schedule post > Kimi: make and post weekly schedule of sleepy teemo or happy exams massage #### 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) * Jasmine says people want to do Dress to Impress again so may do that again on a Thursday * Adam says about running a pokemon tournament possibly with UWAnime or independantly #### 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 ours and UCC's clubroom * Geoff says Gary still says we can do it, nothing else has changed, it's going ahead * Geoff says he still needs to write up an announcement * Alex says he recommends advertising it earlier, as in the next few days, for this event for attendance and potentially make a graphic for it * Asks if Kimi has the capacity for that, Kimi says she can have it done by Sunday night * Alex asks Geoff to give Kimi all the details > Kimi: make Le Mans graphic > Geoff: draft and post Le Man's annoucement #### Quiz Night Semester 2 Editors: Alex, Jimmy, Adam, Geoff, Julian * Alex says 'aw man', he will make a big reflection meeting that will also be the first meeting for the new editors * Jimmy asks if anyone is wanting to participate so they will not have access to the questions * Kimi says maybe, Alex says let us know ASAP ### Collaborations #### Cobblemon w/ Curtin Games and Esports (CGES) * no updates #### ALVA x UWA Esports Minecraft Build Collab Reps: Jasmine * Jasmine says they have an inperson meeting scheduled to discuss on the 13th June * Jasmine says they are currently confused what they want from the collab but hopefully the meeting will clear that up #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Tentative Idea: Den of Wolves, trail run (12-18 people), actual run (40 people) Reps: Alex, Julian * Alex says they had a meeting yesterday and UCC has been invited to join and an invite will likely be sent to UniSFA soon as well * Alex says will likely do something similar to joint Quiz Night with having a group of people doing logistics and * Alex says there may be a cost involved, having ~$400 so it will likely be a ticketed event with ~$10 a person for a full day event * Will also beg for a discount * there is trail run that will happen end of June/early July * Alex says will need people for this trail run if interested #### LAN w/ Curtin Games and Esports Tentative Details: 11:30am start 15th-17th July at Redbull gaming cafe/stadium Reps: Anthony, Alex, Julian * Anthony says the server has been set up * Anthony says he will send invite to Alex and Julian #### 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 Reps: Adam, Jasmine, Kimi, Geoff * no updates #### UWAES x UCC Rock Band Collab Tentative Plan: 21st or 22nd of June, use Loft & UCC Reps: Geoff * no updates * Geoff says just need to make an announcement around the second week of June > Geoff: make announcement for Rock Band Collab around 2nd week of June ### Major Tournaments #### Sem 2 Teams * Alex says we should touchbase with what the teams will be and possibly appoint (a) competitive manager(s) * Anthony says there is: * Australian Intervarsity Valorant (likely 2 teams) and * a circuit for League of Legends that costs $30 entry (like 1-2 teams) * AEL will again likely have 1 Marvel Rivals, 1 Rocket League, 1 CS team * So that's a total of 7 teams pending any new tournaments #### PlayAid - Valorant * Anthony says they have 3 people and need 2 more people * Anthony has put the announcement in the competitive server * Alex says can put it in the main servers Valorant chat > Anthony: put PlayAid Valorant announcement in main server Valorant chat #### Possible inter UWA tournament * Anthony says aims to get the marketting brief this week and get it to Ben from Uni Sport this Friday * Alex says if need help let us know #### Future Competitive Structure * Alex says he wants to move this competitive side away from the main committee meetings which instead will just get quick report(s) * will likely have seperate meetings with Competetive Manager(s) and a few Committee Members that are interested --- ## Clubroom Items ### Machine Reports * New PC up and running with new driver installed * New motherboard does not support resizable bar, is nothing major but could 10% increase to GPU * Alex says it is likely not worth * Anthony says in that case probably just get a bluetooth dongle as the wifi card gone * James asks if they want to just get the same dongle as earlier in the fear, for $16 * Anthony says yea | Motion: Bluetooth Dongle, $16 | -- Moved by: Alex Seconded by: Julian Outcome: passes, unanimously * Geoff says sometimes Scraggy's monitor does not respond * Anthony says may be problem with settings and will figure it out * Anthony says we need to get a keyboard and mouse and mousepad for new PC * Anthony says he has a new razer mouse he hasn't used for and would sell it for $40 * Alex and Geoff say why don't we just just get a new one that is the same as what we have already * Julian says he will be willing to donate a Razer mouse * Kimi says she also has a G502 that she'd be willing to donate * Alex says it might be worth having more mouses anyway so bring in both * Alex says he wants to get the same keyboard as Scraggy & Scaramouche, which is $79 * Alex asks if brown and red switches, Anthony says brown better and Alex says others also say brown are better | Motion: purchase keyboard with brown switches, $79 | -- Moved by: Alex Seconded by: Geoff Outcome: passes, unanimously > unassigned: purchase of $16 bluetooth dongle > unassigned: purchase of $79 keyboard with brown switches > Anthony: figure out problem with Scraggy's monitor not responding > Julian: donate and bring in Razer mouse > Kimi: donate and bring in G502 mouse ### Switch Controller(s) * two controllers have been bought via circular motion and are being delivered to Jasmine's house ### Other Items #### Gap in Clubroom * the foam is in the clubroom! * Geoff says he will install it today #### TVs wall mounting * no updates #### Square Terminal Current Plan: consider purchase of $329 square terminal * Geoff thinks we should get same as Unigames which is $329 * Jimmy says can't we jsut use the square we already have * Alex and Geoff says yes but it's a bit clunky and the proposed one doesn't need to be added to any/every device * Anthony says may not be able to use it on UCCs wifi * Jasmine asks then how does Unigames works * Anthony says may be using Unifi or it may be fine * Geoff asks if anyone is against it * Alex says want more time think and look alternatives * Anthony says may not need urgently as not much events #### Esports Wifi * Anthony says he wants to get own wifi for easier use of chromecast and consoles * would be a more 'conventional' wifi * Geoff asks about any costs * Anthony says in theory nothing * Anthony knows someone that has a spare router and Alex says he has a spare router as well * Anthony says will need to check with UCC as there is apparently currently an understanding that no one else in Cam Hall will make their own wifi * Alex asks if this is formally anywhere and if they would even care, Anthony says he's unsure and will talk to UCC #### Steam Account * James says about trying to have the steam account log in be more accessible to general members * James says it's mostly to get around the email thing * Geoff says remembering device works but has stopped working before * Anthony says can look into getting people playing on steam without needing to log in via remote play * Alex asks yes but then we'd need to have a PC running at all times * Anthony says we have server which already runs all the time * Alex says yes but the specs are not very high * James says about possibly isntead moving to a new email that committee and sentry/engineer have access to * Alex says that makes most sense for short term * James will do * Anthony says in that case he wants to look into using our own domain for emails * James says sure will wait for this then ## Door Sensor * Geoff says was talking to Gary and he said about maybe changing the door sensor to check if the door is lock or unlocked rather if the door is open or closed --- ## Closed Section * no updates --- ## General Business ### Guild Affairs * SOCPAC, today * Anthony is going ### Ordinary General Meeting (OGM) * Alex says it went well * Geoff notes it was 6 minutes :muscle: :tada: ### Sentry Manual Update Tentative Release: Late 2025 * it's happening ### Code of Conduct * no updates ### Redbull * Alex says he has messaged Basil again yesterday, no reply ### Handovers * Jasmine says can formally assign these after exams ### Possibly Incorporating * Alex looked at the page for this yesterday and constitution needs to be changed a bit but he can draft that up ### External Banking * Geoff says he's been thinking about this and was initially against but has come around it to * Geoff says a digital one will work well * Alex asks who will have access to the digital one * Geoff says assumes people who already have bank account (ie. Exec Committee) * Alex says isn't one of the main purposes of physical card to give an OCM etc. * Geoff says yes but the middle ground is where if an Exec is there can put it directly on the card * Alex says last meeting Anthony mentioned a seperate account attached to a bank card that an Exec can move money too * Geoff says he believes when you make a new account you can order card which we can just order only a digital one * Geoff says he can set that one, probably sometime next semester as doesn't want sitting there without use * Alex asks why not now * Geoff says true > Geoff: make separate bank account and order digital card for it ### Selling Soft Drinks in Clubroom * Alex discussed with Gary about selling drinks via UCC * with profit split of relevant vending machine purchases * with the UCC membership form adding a box for if someone was sent via referral from UWAES with profit from their dispense (ie. vending machine), not membership being set to us * Alex says main concern for us selling drinks is about not having a bigger fridge nor enough room for a bigger fridge * Jasmine asks if they would get the UCC fresher deal ($5 sign up), Alex says yes * Jasmine ask about if UCC closed, * Alex says Sentry and Committee have access to 'coke' (the ability to add money to someone's dispense) * Anthony says he's not against it * Jasmine says so we'd just be adding to Sentry training * Alex notes they want to approve sentry members first to get 'coke' * Jasmine ask about us signing them up to UCC * Alex says our Sentry can't but anyone who is also UCC Door can do it from this room * Alex says idea needs to be fleshed out more ### Next Meeting Date * Tuesday 11am work skipping next week and going next week * Jas and Geoff can't do the 10th of June as exams * Alex says can postpone 2, can circular motion as doesn't think anything urgent * Adam says only LeMons and Anthony says tournament * Therefore 17th of June for next meeting 11am --- #### Meeting Closed: 12:23pm ## 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 > put in work order to fix network & panels > make redesign for clubroom networking (after work order) > go to SOCPAC on 27th of May > put PlayAid Valorant announcement in main server Valorant chat > figure out problem with Scraggy's monitor not responding 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 > contact & Train Raffa > draft and post Le Man's annoucement > make separate bank account and order digital card for it > make announcement for Rock Band Collab around 2nd week of June Julian: > donate and bring in Razer mouse Kimi: > make and post weekly schedule of sleepy teemo or happy exams massage > make Le Mans graphic > donate and bring in G502 mouse Unassigned: > purchase of $16 bluetooth dongle > purchase of $79 keyboard with brown switches ![Teemo](https://pbs.twimg.com/media/FxcIBrxX0AA31UX?format=jpg&name=large)