# UWA Esports Committee Meeting Minutes 2025-08-12

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

#### Apologies: Mikey,

#### Absent:

#### Chair: Alex

#### Minute Taker: Jasmine

#### Location: CCZ Meeting Room C

#### Meeting Scheduled: 12:00pm

#### Meeting Opened: 12:06pm

#### 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
> follow up UWA Venues about Perth Smash Venue - done

Anthony:
> install bluetooth dongle - done

Anthony & Adam:
> put posters in guild village, colleges, and CELT for Quiz Night - done

Jasmine:
> Make Games Night Application Draft - done
> Contact UWA Craft Club about possible collab - done

Geoff:
> get a quote for TV wall mount - ongoing
> make separate bank account and order digital card for it - ongoing
> figure out steam trusting devices - done
> talk to Gary about possible door sensor upgrade - done

Adam:
> Contact PhilSOC about possible collab - done

Kimi:
> make an insta reel to advertise Quiz Night - done
> make a AEL/Tournament Weekly Results template - done

##### Motions Passed via Circular:
* no motions

---
## Individual Reports
### President (Alex)
* Quiz Night Work :-1:

### Vice-President (Anthony)
* Attended SOCPAC
* Making new minecraft server
* Put posters up down in CELT
* Responding to Ritika about clubroom power upgrades
* Trying to get the Wiki project restart *again*

### Secretary (Jasmine)
* Wrote some Quiz Night Qs and went to a single editors meeting as a guest editor lol
* Make weekly schedule post
* Ran Overwatch Stadium night
* Made draft games nights application form

### Treasurer (Geoff)
* Zeller has arrived
* Sent through email on tv wall mount

### Social Media Manager (Kimi)
* ran Valorant night
* edited and posted reel for quiz night prizes
* finished AEL story template
* watched valo tryout and scrims
* followed Anthony to SOCPAC

### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
#### Adam
* Quiz Night preparation

#### Elijah
* Assisted at Late Registration

#### Jimmy
* no report given

#### James
* Hosted Among Us Night w/ Mikey
* Hosted Overwatch Stadium Night w/ Jasmine
* Looked into possible TVs for clubroom
* AEL shenanigans
* Quiz Night shenanigans

#### Julian
* no report given

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

---

## Club Finances Report
* Netsuite Account: $3874.71
* Westpac Account: $525.73

### Outstanding Reimbursements
* Alex for bluetooth dongle
* pending receipt
* Geoff for Zeller Terminal
* done

---
## Events
### Inhouses / Games Nights
#### Week 3
##### Tuesday - Among Us at 6pm w/ Mikey & James
* Turnout: 12~14 people for about 3 hours
* Notes:
* Event ran well, considering swapping to a version of the mod that would only require the host to have their game modded

##### Wednesday - Overwatch Stadium at 7pm w/ Jasmine & James
* Turnout: 10~12 people for about 2.5 hours
* Notes:
* After some struggle getting the initial group of people the games ran constantly.
* Had some balancing shenanigans but had them mostly ironed out by the end of the night.

#### Week 4
##### Monday - Valorant at 7pm w/ Kimi
* Turnout: 10-12
* Notes:
* There were just a couple people waiting and swapping out between games
* Got around 4 games in
* Alex asks if people sweat, Kimi says there are some higher ranks so they kinda just 'sweat' but just cause of their rank but it still balances ok

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

##### Wednesday - League of Legends at 8pm w/ Anthony
* tomorrow!!

#### Week 5
##### Monday
* Valorant at 7pm w/ Kimi
* Will ask Halfmist/Jacob if he can also help out
##### Tuesday
* James says assume Among Us is on as usual but just confirming with Mikey
##### Wednesday
* Overwatch Stadium at 7pm w/ Jasmine & James
##### Thursday
* Peak at 7pm w/ Julian

#### 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)
* Mage Arena incoming (probably)

#### Games Night Application Form
* Jasmine did this, no one else as looked at it yet
* Alex says will talk about it next meeting, everyone read it then

> Everyone: review Draft Games Night Application Form

#### Annual General Meeting (AGM)
* Alex says we usually do it early October/week 10 so will likely be the same
* Will likely be in the Guild Council Room
* Alex says we should start advertising it a bit earlier, maybe in early september to allow about a month
* Adam asks about allowing last minute nominations, Alex says to allow them as we often get good quality last minite nominations
* Anthony says we could book more time to allow for this
* Alex suggests maybe getting people to submit a short statement (like max a paragraph) with everyone and put it on a google doc for everyone to read beforehand
* but can likely put this all at the back of our mind for now
* Alex also notes our voting system is complicated to count (especially for OCMs)
* Jasmine suggests using an excel spreadsheet template
* Anthony suggests a form
* Alex says those are good ideas, but if there is a problem with the formula/form it would be hard to notice and then hard to figure out/fix
* Jasmine suggests trying manual and automatic this time to iron out problems, everyone says but we want to get away from manual if possible this time
* Alex says there is also another way to count but is very complicated

#### Quiz Night Semester 2
Editors: Alex, Jimmy, Adam, Geoff (lead), Julian
* This Thursday!
* Questions looking good, just need to finalise a few questions, editors will finish this with a meeting after this
* Slides are in progress
* Pizza is going to be ordered, Alex asks if someone can be incharge of that
* Kimi, Anthony, Jasmine say they can
* Anthony and Kimi will do it
* There is be a Pizza order form so orders should be a lot easier this time
* We are close to or at 100 for attendees
* Geoff says we may need to revise the pizza budget
* Alex says just don't worry about the budget just get as much pizza we need and maybe order ~5 extra pizza's
* Alex asks if we should encourage people to bring their own food, says we will be for those who have dietry requirements that we can't fullfill
* For example, if someone needs Halal or Kosher then Dominos doesn't do that (can't ensure no cross contamination)
* Jasmine says we need to note for people to also not bring food that others may be very allergic too
* Alex says we can maybe just say no nuts as it's hard to accomodate for all allergies but bad nut allergies are decently common

| Motion: Budget to buy 2 pizzas for tables and an additional 8 |
--
Moved by: Alex
Seconded by: Geoff
Outcome: passes unanimously

* Alex asks if Julian can be in charge of drink purchases
* He says sure and will go to Costco
* Julian says can buy snacks at Costco too to sell for a small profit
* Geoff says there is an existing budget of $200 form previous motion, which is probably a lot considering it's not counting Pizza's anymore
* Anthony says 2-3 cans per person, Alex says that's too much and 1.5x person, (for around 100 people therefore 150 cans, 5 30 packs)
* because we have limited storage space
* Make sure to get a variety of options
* a 2 no sugar coke/pepsi, 2 normal coke/pepsi, normal sprite, normal sprite)
* Will need Eski/s
* Alex mentions possibly getting a club Eski, Anthony says possibly being in the corner were the servers are
* Alex asks if people want cold drinks that bad?
* People say yes
* Alex says can move redbull fridge
* not enough space and doesn't get cold enough
* people say in addition we can, possibly as a display fridge of the options
* Jasmine says they can bring 2 big ones, and 2 small ones
* James can bring 1
* Alex says Jasmine to bring their 2 big ones and James to bring their one
* Will have redbull fridge
* Will need 3 bags of ice (one per Eski)
* Anthony says he can get the ice
* People suggests putting it in the Eski's first, not sure if that would be easier or not
* Alex says a trolley could be helpful, like a foldable beach trolley from Kmart could be just good for future use as well
* It's available for $59 at Whitfords Kmart, Jasmine can get it
* Geoff says he's used them at job sites before and it is great so supports it

Jimmy arrives 12:30pm

| Motion: Approve purchase of [Kmart Foldable Beach Trolley](https://www.kmart.com.au/product/foldable-beach-trolley-42365587/?srsltid=AfmBOorUo7zctMFYeug9VaDZCidf2SHxNz6JQ8481n7i59Kg5PVXDq95), $59
--
Moved by: Alex
Seconded by: Geoff
Outcome: passes, unanimously

* Adam will be incharge of marking on the night
* if other committee members want to mark then mark else will have people roaming around
* Alex will be in charge of assigning tables for single tickets
* Alex asks who are available to help when
* 4:00pm: Julian, Jasmine, Alex, Kimi, Anthony, Elijah
* From clubroom: banner, All Printing, membership stickers, Zeller, Redbull Fridge, Pens, Prizes, Napkins (may need to buy, Julian can from Costco), Drink (from Costco), Snacks (from Costco), plastic cups
* Get ice From IGA - Anthony
* Printing items
* Adam can do it tomorrow for click and collect, will figure out exacts in the meeting
* Can make drink vouchers too
* 5:00pm: Adam, Jimmy
* 5:30pm: James
* 6:00pm: Geoff
* We have the room from 5:00pm onwards for set up,
* Alex is anyone is keen to be on doors
* Jimmy, Jasmine can help
* Need to check if each table group is a member and non member needs to be charged an extra $5
* Alex asks if we have Zeller Terminal, Geoff says it's at his mum and will pick it up after the meeting
* Geoff will be late, can give it to someone else
* Alex asks if we have enough prizes, we have $68 left of the budget
* James is going to Zing after this meeting,
* Aim to spend around $50 to try maximise quantity (like 5 decent prizes)
* We have enough stickers including new ones

> Alex: Quiz Night Announcement/Email (start time, pizza form, bring food if other dietry restrictions)
> Alex: Check UWA Venues for confirming booking
> Julian: purchase drinks and snacks from Costco up to $200

### Collaborations
#### Late Registration w/ Perth Smash - review
Time: 9th of August
* Elijah says ran well with around 20 people, no problems
* They are still happy to continue ^{also Elijah beat top 12 in Perth :tada:}

#### Megagame Collab
Tentative Time: Semester 1 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
* no updates

#### Minecraft Capture The Flag (CTF)
Tentative Details: after week 5, All The Mods 10
Reps: Anthony, Mikey, James
* no updates

### Major Tournaments
#### Sem 2 Teams
Teams: AEL (1 Marvel Rivals, 1 Rocket League, 1 CS, 3 Valorant, 1 Siege)
* Someone dropped out of Valorant so will only have 1 actual sub now
* Every other team is signed up and fine
* Alex asks if every team has a team captain to help with organising
* They do
* Alex was thinking of emailing UWA Sport just letting them know what our teams we have to keep them updated
* Everyone says that's fine

> Alex: email UWA Sport to update them on what teams we are fielding

---
## Clubroom Items
### Machine Reports
* Scraggy is still not waking up until you unplug and plug it back in
* Anthony says will try replace GPU with spare to see if that helps (currently has a 4060?)
* It currently doesn't even work when you hold the button
* Alex says maybe create a very 'shitty' ticketting system, with @ engineer in a discord channel so Anthony and Engineers can help figure it out
* Anthony has Wifi access port options for discussion but Alex says possibly talking about this outside of the meeting and motion next meeting or circular

### Wall Patch Panels
* Anthony will respond to Guild about this but no other updates

> Anthony: respond to Guild about Wall Patch Panels

### Other Items
#### TVs wall mounting
* Geoff has sent email, waiting for response

#### Zeller Terminal
* Geoff will bring into the clubroom tomorrow

#### Door Sensor Upgrade
* on the backburner as people are busy

#### Switch 2 & TV
* Last meeting we thing it's not a bad idea to get switch 2, but were waiting on Geoff as treasurer
* Found option at Costco for $749, probably cheapest option
* We will need to move money out of the netsuite into the westpac, which we can do so that's ok
* Geoff says it's fine, he's not personally for it but not strongly against it so if there is a general consensus then we can

| Motion: Approve purchase of $750 of Switch 2 & Mario Kart World from Costco |
---
Moved by: James
Seconded by: Elijah
Outcome: Passes, unanimously

* James has looked at TVs which are all 4K and someone should look at second hand TVs
* James says everyone look at the TV options
* Julian will look into second hand TVs

> Julian: look at second hand TV options
> Julian: purchase Switch 2 & Mario Kart World from Costco

---
## General Business
### Hand Sanitiser
* Julian thinks we should get a large hand sanitiser
* Alex says good idea but maybe just do it next week when less busy
* We can circular motion it

### Guild Affairs
* SOCPAC
* Club Awards
* Jasmine asks if we want to apply for club award
* Everyone says yes, we got club engagement last year
* We can copy paste some from last year
* SPG due Friday 29th
* Geoff says it is already in his calendar, will apply for quiz night and sem 2 o-day
* Standardized Complaint Form
* Instead of each club having their own the forms the guild will have one that is mandated
* They have a form available for feedback

### Sentry Manual Update
Tentative Release: Late 2025
* no updates

### Handovers
* do them

### Possibly Incorporating
* no updates

### External Banking
* Anthony is still not on the account, Anthony needs to go go to the bank in person again
* Geoff mentions possibly switching to Commbank as Westpac is making us sad

> Anthony: go to Westpac again to set up account
> Geoff: consider switching to Commbank for our external banking account

### Redbull
* no updates

### PhilSOC
* Adam send response

### Instagram Reel
* Done, got lots of likes!

### Gacha Game Channel
* Kimi says Eve suggests a Gacha channel, as currently people are using #general
* Alex and Jasmine think it's not a Genre but a game mechanic
* Kimi, Julian, Anthony say they think it's a big enough area to warrent it's own channel (eg. Genshin)
* Most people think it should exist so we should make it
* Alex says as a guild origanisation we may not be promoting gambling
* Anthony asks if there is a precident for this?
* Alex says if we create this channel then we're creating a channel for gambling, we not sure Guild will care but it is also a moral question
* Kimi suggests maybe calling it open world instead, Anthony and Julian say that isn't really the channel that is being asked for and includes things outside of Gacha Games as well as not including other Gacha Games
* Alex says not doing anything about it for now
* Julian says possible make a mobile games channel, but people currently use the strategy game and not sure who else would use #strategy

### Next Meeting Date
* Tuesday 12pm, CCZ meeting room again

---
## Closed Section
* Entered: 1:31pm
* Exited: 1:44pm

---
#### Meeting Closed: 1:44pm

## Action Items
Alex:
> have relevant constitutional incorporating changes ready for next meeting
> decide on specifics pull draws for clubroom clutter and circular motion
> Quiz Night Announcement/Email (start time, pizza form, bring food if other dietry restrictions)
> Check UWA Venues for confirming booking
> email UWA Sport to update them on what teams we are fielding

Anthony:
> respond to Guild about Wall Patch Panels
> go to Westpac again to set up account

Geoff:
> get a quote for TV wall mount
> make separate bank account and order digital card for it
> consider switching to Commbank for our external banking account

Julian:
> purchase drinks and snacks from Costco up to $200
> look at second hand TV options
> purchase Switch 2 & Mario Kart World from Costco

Everyone:
> review Draft Games Night Application Form