# 20210318 UniSFA committee meeting
###### tags: `committee meeting 2021`

#### Attending: Merlin, Jack, Chase (late) Keifer, Lexie, Darcy, Ed (Discord), Will
#### Apologies: Harry
#### Meeting scheduled: 2:00pm 18/03/21
- Argument about sandwiches and calzones occurs while we wait for quorum
#### Meeting opened: 2:05pm

## Committee reports
### President (Merlin)
- I didn't make the form but did pay for the camp deposit and bugged Alistair about prosh, and made someone go to the SOC meeting
### Vice President (Jack)
- I've going through about half the guardian trainings which is ongoing
- I contacted our new Guardian
### Librarian (Chase)
- Darcy got us some new books
- Harry still hasn't given me the book buy budget, but I have a list of books to buy that will likely reach our quota
- I worked out which of the Witcher books we need
### Secretary (Keifer)
- I went into Uni on the weekend to digtise memberships and took a long time about it
- We held our first subcommittee meeting for charity vigil on extremely short notice, and Will did a Vikrum
- Day 22 of refreshing the Guild website: they still have not given me EMP permissions
- I had a dream that I'd been given EMP permissions though
### Treasurer (Harry)
> Harry: do a deposit: not done
- oday grant submitted should be $367 ($165 for stall $202 from signups)
- still yet to do a deposit, have been really busy with assessments and classes, plus am sick today so cant come in ;-;
### Fresher Representative (Lexie)
- I followed jack for 15 minutes and got Guardian training
- I write down some ideas for piffle
### OCMs
#### Darcy
- I found some books being sold that we had on our shopping list and bought them, I apologise for giving Chase work
#### Ed
> Get in contact with Emerald regarding Prosh: DONE
- I got in contact with emerald to arrange prosh things
- I will be going to marshal training this afternoon and the events are up
- A screening has happened
- I put up a poll about screenings for new release Godzilla vs Kong
#### Will
- I went with Keifer to the SOC meeting, it took a while
- I accidentally went to my subcommittee meeting
- I kept the room open a lot

## Events
### Screenings (ongoing)
> Ed: figure out screenings things: not done
> Ed: put together schedule of screenings ideas
> Ed: experiment with VPNs
#### Daft Punk's Interstellar 5555 (17/mar)
- It went well yesterday, was interesting and fun
- Daft Punk made an anime
### Book clubs (ongoing)
- Chase isn't here
- oops forgot to go back to this when Chase returned
### Artemis LAN (20/mar)
> Keifer: Do discord ping for Artemis LAN: DONE
- It's happening, go if you can and want to :)
### Prosh (24/mar)
> Ed: make facebook posts for UniSFA goes to Prosh and Prosh olympics: DONE
> Any/everyone: get bugs and bunnies costumes for Prosh
- Event is up and marshall training for Ed and Darcy is this afternoon
- Have not checked engagement level
> Ed, Darcy: Post details about how to do Prosh
### Fresher crawl (27/mar)
- Everything is set up and sponsors are notified
- Be there!
- We'll get Court of Thorns and Roses
- Throne of Glass?
- Merlin would like us to spend around $100 to make sure we're not taking 10 people to the sponsors and not buying anything
- Approved unanimously
- We are yet to buy $145.80 of previously ordered items from Quality Comics
- Deferred to next meeting
> Merlin: draw up fresher crawl posters
### Charity vigil (3-4/apr)
> UCC: appoint Charity Vigil reps: DONE
- The subcom is PCS, UCC, Unigames and us
- We are expected to provide ~$65 worth of raffle prizes
- Gozz suggested a contingency for unforseen losses, which we approved
- If losses go beyond the budgetted amount, the subcommittee devises a solution and proposes it to the clubs and we go to guild if that isn't approved by all the clubs
- We need to start planning activities
- We need to approve the budget
- Budget is approved unanimously
### Sponsor crawl (10/apr)
- This is less than 4 weeks away and it is a medium EMP
- EMP has not been started
- we need a budget but Harry isn't here
- normally $500-600
> Chase, Merlin: Submit Sponsor Crawl EMP
> Keifer: Make Chase and Merlin submit Sponsor Crawl EMP
### Quiz night (aug)
- no updates
### Relay for life (oct)
- no updates
### Hall-o'ween (oct)
- no updates
### [redacted] in 3D^2^ (19-22/nov)
> Merlin: show us [redacted] money figures: DONE, technically
- UCC has paid for the deposit for the booking
- we owe UCC $330 for our share
- Unanimously voted to reimburse them
### Uncharity Vigil (jan)
- no updates

## Library
> Chase: Sort out comics: no update
> Chase: Produce a budget for new books: WIP
> Harry: Calculate obligatory book buy budget: not done
- we've still got a library and its right here

## Communications and Records
### Minute distribution
> Keifer: look at minute distribution: WIP
- Unigames posts html text from HackMD directly onto their website and then posts links to it on discord
- PCS stores minutes in markdown format in a github repository and has a bot post links to it to discord whenever it's updated
- Gozz highly recommends this
- Dadams highly recommends this
- UWAnime makes me download word documents posted on discord >:c
- Last year we made people download PDFs printed from word documents, which were posted to facebook, discord and the emails
- Currently I'm linking google docs made up of processed text copied from HackMD but I only like that as a temporary measure
- creating a HackMD account using UniSFA's existing Google account and publishing there and posting it using links may be a fairly elegant solution
- would need to back everything up to the google drive, which is doable
- would not lock future secretaries into doing things this way but would be easy to pick up
- committee is happy with this
#### Club Rules too
- Our regulations (and minutes) are both stored in two seperate public and private folders which is quite inconvenient
- There are valid reasons for doing so, but when I have the chance I'd like to find a more elegant solution
- This isn't urgent, but may be considered in future
### Discord server structure
> Merlin: post Discord structure draft

## Treasury
- Current account balence: $6,974.57
> Keifer: digitise post-o-day memberships: DONE (but could use some touching up)

## Content Creation
### Piffle
> Lexie: Brainstorm ideas for Piffle: Ongoing
- We should dig through our archives
### Podcasting
- Darcy would like to read Alice Sheldon's short stories, but would like someone else on the podcast with him
- Jack wants to deep dive Silmarillion lore
- Currently only Harry really knows how the podcasting equipment works
> Harry: give committee podcast training or write a how to guide
#### Podcasting policy
> Keifer: review podcast policy document: DONE
- Editor application form was deferred to when podcast policy is passed
- UniSFA Audio Recording Equipment Policy passed unanimously
> Merlin: write editor application form
> Merlin: write equipment form

## Guardian updates
> Jack: provide Guardian training for new Guardians and Committee members: Ongoing
> Jack: contact new Guardian: DONE
- Ezran is now a Guardian
> Jack: contact and train new Guardian

## Guild affairs
> Keifer: attend SOC meeting: DONE
- Guild feels the need to tell us to fill out and comply with our EMPs
- Many clubs have misplaced their constitutions, they must be emailed to SOC and uploaded to the guild website
- pretty sure they have it but don't have any confirmation
> Keifer: contact SOC secretary with constitution
- Tenancy contracts and storage locker lock replacement to be completed by 22nd
- Please only listen to SOC and PAC for official things regarding clubs
> Keifer: check mailbox

## General business
### Veto rule
> Keifer: check if the veto rule is currently real: DONE
- the veto rule currently does not exist
- most of our historical specific rules no longer exist, as our code of conduct is designed to give Committee and Guardians a high degree of discretion based on a set of principles rather than a list of explicit rulings
- Until we make a desicion, "don't be an asshole" Guardians and Committee have discretion
### Regular meeting times
> Keifer: make a whenisgood for regular meeting times (properly): DONE
- Committee meetings will be Thursday 2pm for the immediate future
- It's not the greatest but it's what works
- Anti-Saturday
### Table
- Darcy: can we get a table?
- Due to couches being low, it would need to be a low table to avoid imppairing visibility of TV, but a low coffee table might be nice
> Darcy: prepare table proposal

#### Meeting closed: 3:18pm

## Action items:
### Merlin:
- draw up fresher crawl posters
- Submit Sponsor Crawl EMP
- Discord structure draft
- write editor application form
- write equipment form
### Jack:
- provide Guardian training for new Guardians and Committee members
- contact and train new Guardian
### Chase:
- Sort out comics
- Produce a budget for new books
- Submit Sponsor Crawl EMP
### Keifer:
- Make Chase and Merlin submit Sponsor Crawl EMP
- contact SOC secretary with constitution
- check mailbox
### Harry:
- Calculate obligatory book buy budget
- do a deposit
- give committee podcast training or write a how to guide
### Lexie:
- Brainstorm ideas for Piffle
### Darcy:
- Post details about how to do Prosh
- prepare table proposal
### Ed:
- Post details about how to do Prosh
### Will:
### Any/everyone:
- get bugs and bunnies costumes for Prosh
- think about Discord