# 20210325 UniSFA committee meeting
###### tags: `committee meeting 2021`

#### Attending:
- Merlin
- Jack
- Chase
- Keifer
- Harry
- Lexie
- Darcy
- Ed
- Will
#### Apologies:

#### Meeting scheduled: 2:00pm 25/03/21
#### Meeting opened: 2:07pm

## Committee reports
- Thankyou to everyone who submitted their reports in advance
### President (Merlin)
- I posted the discord draft
- I started the sponsor crawl EMP
- we still have to choose a date
- I refuse to submit my report to Keifer
- :angry:
### Vice President (Jack)
- trained guardians
- everyone has now been trained except one who was trained last year
### Librarian (Chase)
- I had forgotten the comics plan and then remembered
- Book repairs continue
- Talked to Harry about Library budget
- To be discussed below
- we did Prosh
- I've had some thoughts
### Secretary (Keifer)
- I have set up the new system for sharing minutes, more below
- Don't forget to like and subscribe
- This is a fun bonus that HackMD actually lets you do
- If you do that and tell me on discord I'll send you 3 Tatsu Cookies
- I forgot to send the weekly newsletter
- I continued to work on Charity Vigil
- It's going well!
- We need to discuss it in detail today
- I worked on some google forms (embedded)
- [Guardian application form](https://forms.gle/q1MENpdXbHQXzJS77) finally has that sentence fixed
- [Screening application form](https://forms.gle/Eiacbew4TYCHH52T6) has been constructed
- [Complaints form](https://forms.gle/fqrW2Tfvy9ysjUaNA) has finally been completed
- I have started having an idea about some things which I wanted to talk to some people about but it does not look like it will work out
- Day 29 of refreshing the Guild website: they still have not given me EMP permissions
- I can access the CCZ after hours and recieve spam directed at [e-mail] though
- I have been messing around figuring out how far I can push Markdown
- [I can do some interesting things](https://youtu.be/dQw4w9WgXcQ)
- I showed a Guardian (Jackie says I can @ her about it) how to open the brown cupboard this morning
- Autumn helped me set up actionFinder.py which is pretty neat for processing minutes
- Thanks Autumn!
### Treasurer (Harry)
- Account balance: $7,294.57
- Unprocessed reimbursements
- $209.75 Alice, fridge run
- $157.67 Cam, fresher welcome supplies and Pizza
- Outstanding reimbursements
- many
- Chase: $16.72 - bunnings run
- Corin: $30 - book voucher
- Have organised the fresher crawl money ($250)
- Havent had time to show people how to use podcast equipment
- Have finally done deposit - $320
### Fresher Representative (Lexie)
- Held room
- brainstormed very few ideas for Piffle (did not locate old editions)
- The Freshers still exist
- Thanks chase for reminding us about this
### OCMs
#### Darcy
- Prosh happened, shoutout to Ed for doing most if the organisation
- I didn't have to do much Marshalling because everyone was good
- I didn't do the table proposal because I don't believe in it anymore
#### Ed
- Did Prosh, it went really well, I Marshalled
- Location shenanigans kept us free of Fremantle
- Screenings are happening (2 are coming up)
#### Will
- went to prosh
- held room
- went to charity vigil meeting on purpose this time not accidentally

## Past Action items:
### Merlin:

>draw up fresher crawl posters: not done

>Submit Sponsor Crawl EMP: ongoing

>Discord structure draft: done

>write editor application form: not done

>write equipment form: not done

### Jack:

>provide Guardian training for new Guardians and Committee members: done

>contact and train new Guardian: done

### Chase:

>Sort out comics: not done

>Produce a budget for new books: considered

>Submit Sponsor Crawl EMP: done

### Keifer:

>Make Chase and Merlin submit Sponsor Crawl EMP: ongoing

>Contact SOC secretary with constitution: done

>check mailbox: done

### Harry:

>Calculate obligatory book buy budget: done

>do a deposit: done

>give committee podcast training or write a how to guide: not done

### Lexie:

>Brainstorm ideas for Piffle: ongoing

### Darcy:

>Post details about how to do Prosh: done

>prepare table proposal: not done

### Ed:

>Post details about how to do Prosh: done

### Will:

### Any/everyone:

>get bugs and bunnies costumes for Prosh: done

>think about Discord: done

## Events
### Screenings (ongoing)
- Shitposts with Merlin is scheduled for this evening
- Bioshock is happening
- Harry will start Thursday morning cartoons next week
- We need to submit an EMP for UniSFA goes to Godzilla versus Kong
- Most popular option is Wednesday the 7th
- Apply to host a screening at [Screening application form](https://forms.gle/Eiacbew4TYCHH52T6)!

>Merlin: submit EMP for UniSFA goes

### Book clubs (ongoing)
- Chase says
- We are considering changing the name of book club to Trope Talks or Media Discussion Group
- It's Trope Talks now
- I had some ideas for Chase which have since died
### Artemis LAN (20/mar)
- It happened
- Ed brough his whole desktop setup
- bruh
- jack got some ships eaten by a space dragon and then driven into a minefield by Jarcus
### Prosh (24/mar)
- It was great!
- We should do it again
- @ next committee do prosh again
- It was benefited by last committee getting things ready, we should do that again too
- Harry suggests in-UniSFA events to promote prosh beforehand like a screening and costume crafting
### Fresher crawl (27/mar)
- It's on Saturday at 10am!
- meet in the city by the cactus!
- A lot of us accidentally have games that day

>Merlin: hype fresher crawl

>Merlin: change fresher crawl facebook event time to 10am

### Charity vigil (3-4/apr)
- Gozz has suggested Kareeokee for us
- The better the more 2am it is
- That spelling is funny I've done it before
- There was a meeting on Monday
- We will run screenings and a video game tournament
- ~~We now have charities to choose from, and schedules are being formed~~
- We are supporting Perth Inner City Youth Services
- They've helped Cam Hall people in the past, so it's good for us to support them in return too
- We need to actually talk about our activities and monetisation today
- I am responsible for contacting people about raffle prizes

>Keifer: email sponsors about raffle prizes

### Sponsor crawl (10/apr or 1/may)
- determined a date

>Chase, Merlin: finish Sponsor Crawl EMP

>Keifer: keep making people submit Sponsor Crawl EMP

>Chase: post to discord requesting book buy suggestions

### Quiz night (aug)
- no update
### Relay for life (oct)
- no update
### Hall-o'ween (oct)
- no update
### [redacted] in 3D^2^ (19-22/nov)
- deposit is paid
### Uncharity Vigil (jan)
- no update

## Library
- we still have a library
- we still need to sort out the comics
- some missing books have resurfaced
- Simon had them
- This is Koha's fault
- We tell the new people about Koha
- Chase would like us to decide on our advanced copies
- defered to next meeting

>Chase, Lexie: look at advanced copies

>Chase: sort out the comics

## Communications and Records
- we keep getting emails from David Thatcher that he's out of office in response to our weekly emails

>Keifer: combine membership forms

### Minute distribution
- I have created a HackMD team owned by the UniSFA account
- I have transfered all my HackMD minutes to it
- It is very simple to use, I can easily train someone else to use it or make a guide
- I will not be able to make the meeting next week, so I will do this by then
- That said future UniSFA is in no way locked into it
- It has a function that allows all files to easily be downloaded and backed up
- I am still not entirely sure how the live viewing function works however, but this will be useful once I have it running
- It also allows notes to be catagorised, making subcommittee minutes easy to store and organise
- Almost all the other clubs use HackMD so the formatting will be consistent regardless of who is minuting
- Gozz would like us to get a github account at least to act with a repository for ICONs collab minutes
- We don't like github but we'll do it

>Keifer: make HackMD minuting guide

>Keifer: make UniSFA a Github account

### Discord server structure
- Merlin posted the draft
- We accept Merlin's draft except:
- We'll keep wrestling in media discussion
- We won't have podcast-audio twice
- Anthologies removed from books channel
- we'll add a media recomendations channel
- We should get rid of Tatsu alerts for people leaving the server
- Might regig emojis and roles

>Merlin: start implementing new Discord Structure

## Treasury
- Where do we start?
- Future food runs should be funded through money being withdrawn first or if necessary strictly committee members being reimbursed
- Shopping lists will improve contents of purchases
- Our Disney Plus has expired (10 days ago)
- Autumn's not here yet, so milk pods for coffee machine are currently inadvisable unless small quantities
- The season not the person

>Merlin, Harry: Renew Disney Plus

### Book Buy budget
- Things that we ordered from Quality but have yet to pay for ($150) is something we should buy at fresher crawl, further purchases at sponsor crawl
- Counts towards this year's obligatory spending
- We should be slightly more frugal this year
- Chase would like us to buy around $800 worth of books this year
- $400 this sponsor crawl suggested
- We would also like to spend more on video games, but not as part of core book buy
- buy them on sale only
- $400 budget for sponsor crawl approved unanimously

## Content Creation
### Piffle

>Chase, Lexie: dig up old piffles

### Podcasting
#### Podcasting policy
- forms still need to be done
- Harry already made editor application form
- day-to-day wear and tear to be at committee discretion

## Guardian updates
- Guardians should stop signing up new members using paper, we'll send them the digital signup form
- Merlin doesn't like Chrome apparently

## Closed Section
- [is closed]

## Guild affairs
### Special SOC Meeting (1/apr)
- we were not properly informed
- President's specifically requested
- We were asked to RSVP
### Next SOCPAC meeting (21/apr)
### Next Tenancy meeting
- No info

## General business
### Veto rule
- Interpretation of being able to veto on the basis of triggers to continue unhindered, and vetoing new media continues, already going media cannot be vetoed by new room entries
- Possibility of expanding quiet hour
- Not currently a thing
- Traditionally 3-4
- Reimplemented for this year
- Tuesday, Wenday
### Table
- Darcy has tabled table and I am untabling it

>Keifer: untable the tabled table (propose implementation of a table)

### Fridge
- Chase had to clean the fridge
- Please inform people is there's a mess or stickiness or whatnot
- See something, say something
- Also why do the creaming sodas explode so much?
### Cable management
- The power outlets are hard to access
### Room Capacity
- We no longer have the old maximum room capacity

#### Meeting closed: 4:28pm

## Action items:
Merlin:
> Ongoing (along with Chase)

> Submit EMP for UniSFA goes

> Hype fresher crawl

> Change fresher crawl facebook event time to 10am

> Finish Sponsor Crawl EMP (along with Chase)

> Start implementing new Discord Structure

> Renew Disney Plus (along with Harry)

Chase:
> Ongoing (along with Merlin)

> Finish Sponsor Crawl EMP (along with Merlin)

> Post to discord requesting book buy suggestions

> Look at advanced copies (along with Lexie)

> Sort out the comics

> Dig up old piffles (along with Lexie)

Keifer:
> Email sponsors about raffle prizes

> Keep making people submit Sponsor Crawl EMP

> Combine membership forms

> Make HackMD minuting guide

> Make UniSFA a Github account

> Untable the tabled table (propose implementation of a table)

Harry:
> Renew Disney Plus (along with Merlin)

Lexie:
> Look at advanced copies (along with Chase)

> Dig up old piffles (along with Chase)