# Meeting #3 Charity Vigil Subcommittee 28/03/2023 ## Attendance - Grace (UCC) - Bryce (UCC) - Lorenzo (UniSFA) - Patrick (UniSFA) - James (PCS) - Chloe (PCS) - Chris (xXx_uNiGaMeS_XxX) [Online] - David (\_-=+**UNI*games***+=-\_) - Thomas (Panto) - Thalia (UWASCA) - Charlotte (UWASCA) ## Apologies ## Absent ### Meeting scheduled: 16:00 ### Meeting open: 16:00 ## Previous Action Items > Thomas: Google Perth-based Charities with regards to topics (ongoing) > - Pride department probably knows about LGBT Charities > - Shenton House probably knows about Mental Health Charities. > James: Do AHA Form (done) > UCC New-mittee: get your subcom regs in order (done) > David (Unigames): Advertising. (ongoing) > Chris: Start on making the Schedules. (ongoing) > Unigames: Approve date and time. (done) > Everyone: Get talking to sponsors. (ongoing) > Everyone: go to your committees for auction prizes. (ongoing) > Everyone: Get discussing what activities that the Clubs wish to do. (ongoing, mostly done <3) > Everyone: Get the Cost-split approved by committee. (done) ## Event Management ### Charity Choice - Still ongoing ### EMP - Done and approved - AHA has been submitted ### Date and Time - Fri 14th-Sat 15th of April 4pm-9am ## Planned Activities ### Club Activities > Everyone: send event schedule to Chris ### Sub Committee Plans ## Finance ### Budget [Budget Link](https://docs.google.com/spreadsheets/d/1NV53MrFap4jwRr7IUf9Hvjc5ldfci0LW4WqEM739WlA/edit?usp=sharing) - Grace motions to approve the Budget - Unanimous > Everyone: Approve budget please ### Cost Split - Unigames has concerns over costsplit. - Gozz has written a more substansive cost split. - Thanks Gozz "All proceeds from the event are to go to the selected charity. All budgeted and approved costs are to be distributed evenly among the participating clubs. Any unforeseen or unbudgeted losses are to be distributed by negotiation within subcommitee in consultation with club treasurers with the objective of minimising harm to participating clubs. Any such distribution is subject to final approval from participating club committees. If negotiations fail to reach a distribution that is accepted by club committees, the subcommittee will approach the Guild to mediate further negotiations between the participating clubs." - Thomas argues to put the pizza money in as an exception. - As written we are donating it to Charity. - Proposed wording: "All proceeds from the event, except for monies collected for the purposes of purchasing food for the Pizza Run, are to go to the selected Charity." - Discussion between differences as Proceeds and Income - This is clarified in the handover. - We don't need the pizza part in the Handover. - What is the "buy-in price from the clubs"? - "this is a good question" - Proposed wording: "All monies recieved from events and activites; the door buy-in; raffle tickets; the auction; and independent donations are to go to the selected Charity or Charities." - Grace motions to approve the Cost Split with the following wording: "All monies recieved from: events and activites; the door buy-in; raffle tickets; the auction; and independent donations are to go to the selected Charity or Charities. All budgeted and approved costs are to be distributed evenly among the participating clubs. Any unforeseen or unbudgeted losses are to be distributed by negotiation within subcommitee in consultation with club treasurers with the objective of minimizing harm to participating clubs. Any such distribution is subject to final approval from participating club committees. If negotiations fail to reach a distribution that is accepted by club committees, the subcommittee will approach the Guild to mediate further negotiations between the participating clubs." - Motion passes unanimously ## Advertising - David has posted an event description in the Discord - David is still working on poster, will have it done sometime this week. > David: Finish Poster by next meeting. - Did we want to use the Guild Digital Poster things? - Can we put the Club Logo designs in the discord for the poster? > Everyone: Put the logos into the Discord. - We need a Charity before next meeting if we want to have advertising yet. - Does Thomas need approval for this? - Yes, but we can do it via circular. ## General buisness (o7) - Nothing for General Business ### Meeting closed: 16:29 ### Action Items > Thomas: Google Perth-based Charities with regards to topics. > David (Unigames): Advertising. > David: Finish Poster by next meeting. > Chris: Start on making the Schedules. > Everyone: Get talking to sponsors. > Everyone: go to your committees for auction prizes. > Everyone: Get discussing what activities that the Clubs wish to do. > Everyone: send event schedule to Chris > Everyone: Approve budget please > Everyone: Put the logos into the Discord.