# Unigames Committee Meeting #38 - 17/12/2019 #### Attending - Alaura - Aoibhinn - Taylor - Donald - Alistair - Amelia - Colin - Elana - Emerald - Kyle #### Apologies - Gavin #### Absent - none **Meeting open**: 6:40pm ## Reports: ### President's Report: - Gee billy, isn't it fun working retail over christmas? - I have no idea what's really going on ### Vice-President's Report: - I've been doing subcommittee stuff - I've also finished Panto production - Also, I'm no longer working in sales ### Treasurer's Report: - **Account balance**: $2192.12 - I have to deposit a bunch - And there's still a food run to come out - Also Colin needs to be reimbursed for tape and Amelia needs to be reimbursed for wedges - Taylor: "You'll get your money when I get my wedges!" - I've been harassing people to get grants - Panto has consumed my time lately - However, Charity Vigil is backwards somehow so that's awful ### Secretary's Report: - New laptop who dis - All of my time has been consumed since I landed from Brisbane ### Librarian's Report: - **Overdue items**: none - Guess who has his second strike of the Semester! - Everyone in unison: GAVIN! - Nothing is currently overdue, he has returned them - Panto was fun, I got to sit in a chair and say "go" - It was a very fun show. Yes. - I have planned out what I'm doing for the wargaming shelf door thing - I just need to do it. ### Fresher Rep's Report: - Hello it's me - Yeah I tried sorting the out the summer games problem - Contacting the GM is proving difficult. ### OCM reports: Emerald: - I've got so much work Kyle: - Painting day tomorrow! Kieran is going to come early. Elana: - Unigames goes to Panto was good! Yay! ## Past action Items: Alaura: > - Chat with Winslade about future scheduling - not done > - Go through Camp feedback and begin writing a handover - not done > - Put up the photos - not done Aoibhinn: > - Print out more gatekeeper forms (along with Donald) - done > - Retrain Valerie as summer gatekeeper - not done > - Work on Mega-game stuff after production week (along with Alistair) - WIP > - Email Tenancy asking when the next meeting is - done, nothing > - Check on status of embroidery - still WIP Taylor: > - Follow up on grants - doing it now > - Send feedback to Relay for Life - not done > - Follow up on grants some more - still doing it now > - Write grant appeal - done > - Email Guild finance about taking money for testing and tagging - not done > - Write up a list of purchase stretch goals for Uncharity - not done Donald: > - Put minutes on website - done > - Print out more gatekeeper forms (along with Aoibhinn) - Aoibhinn did it > - Distribute sealed league prizes - nope > - Make a post tagging sealed league winners - nope > - Post about CHall door + Toilet door things - nope > - Make an archive guide - nope > - Post about the next committee meeting - nope Alistair: > - Work on Mega-game stuff after production week (along with Aoibhinn) - WIP > - Make a post announcing the end of the freezer fundraiser - done > - Get hinges + other accesseries for the shelf - done Amelia: > - Bring fridge wedges - not done > - Chase up GMs to figure out which games are left - done > - Get a can-opener - not done > - Get the CHalloween subcommittee to post the minutes - should've been done > - Get double-sided tape (along with Colin) - Colin did it Elana: > - Make the Unigames goes to panto event - done Colin: > - Make event for board games afternoon - done > - Draw up a collab procedure document - not done > - Get double-sided tape (along with Amelia) - done Kyle: > - Find a date for painting day - done Other: > - (Committee) Dispose of old speakers in the tech waste bin - not done ## Gatekeepers - Aoibhinn tried to re-train Valerie, but was unable to get in contact ## Agenda ### Usual Suspects: #### Boardgames - Event went well, for Summer themed board games - Six people showed up - No events planned until after Christmas - Next board games night is planned for the week of the 6th of January #### RPGs - Two games ran of L5thR! - It's been a while since we've gotten two games, so this is good - Next one: Week of the 13th Jan; Panto D&D? - Soft lock that in - >Aoibhinn, Alistair: Organise Panto D&D with Panto - Carry-over suggestions: - Homebrew testng day - GM networking day - player networking day - other RPG related social events - to happen over the holidays, that don't require people don't commit to a one-shot #### Magic - Sealed league prizes are still wayyyyyy overdue - >Donald: Distribute sealed league prizes - >Donald: Make a post tagging sealed league winners - Theros sealed league still on the table - Chill commander night after new-years; week of the 30th of Decemeber #### Wargames - Someone commented on the painting day asking if they can learn to paint - Hell yeah, that's the point of the event - Future us problem: Wargaming events in the new year #### Fresher Campaigns - See reports for the rundown - Autumn's, Gavin's, and Szymon's games are still running - No one else has replied to me - Alistair's game has ended #### Collabs: - D&D Panto as above could be happening, Aoibhinn and Alistair are actioned for that. - Collab potential: UCC w/ Artemis LAN? - Large scale co-op game - Future event - Collab procedure: - >Colin: Draw up a collab procedure document ### Events: #### CAMP - Fiends and Fae (Un-Redacted!) [21st-24th June 2019]: - >Alaura: Chat with Winslade about future scheduling - >Alaura: Go through Camp feedback and begin writing a handover #### Charity Vigil [28th/29th September]: - Reps: Colin, Taylor - Update on the fine - Total value of the fine: $140 - Decision at the last meeting: Unigames pays nothing, that UniSFA pays a maximum of 25%, and the remainder should be distributed on a means-based system. - There seems to be some confusion about how much the fine is weighted based on means and why. - Another meeting to resolve this is being organised. - Subcommittee meeting, with an open invitation to all commitee members - Vote: Raise the maximum amount of money we are willing to contribute to more than $0 - Vote fails: 5 for, 5 against - There was extensive discussion about this that was not minuted. A lot of aspects were explored with many different opinions. - For more information, please contact committee. #### Relay for Life [12th/13th October]: - Reps: Taylor + Elana, Emerald - We missed the deadline to donate to Relay for Life - We will instead be donating the Cancer Council directly - We do need the money to be opened and counted before it can be donated - >Taylor, Elana: Send feedback to Relay for Life - >Taylor: Send details of Relay stuff to Elana - >Amelia: Get a can-opener #### Cameron Hall-oween [26th October]: - Reps: Aoibhinn, Amelia - Financial meeting happened - Liquidation of alcohol is all that needs to happen - Greater financial breakdown is available - >Aoibhinn: Post financial breakdown of CHalloween - >Alaura: Put up the photos #### Unigames goes to Panto: - We did it, it was fun #### Summer LARP: - Reps: Alistair, Elana, Emerald - UniSFA is all-in on cancelling the event - If we want to scale it down, then a lot of paperwork needs to be done very quickly - Do we still want to do it? - Colin puts hand up to run something similar to LARP1001 instead. - Emerald is keen, also bring in outside help - Colin: LARP2020? - Colin, Alistair, Emerald are gonna handle this - Step 1: EMP + RMP so that adveritsing can go up ASAP - >Colin, Alistair, Emerald: RMP and EMP for LARP to go up ASAP - Step 2: Contact wider LARP community about equipment loan - Step 3: Draft up a day plan #### Un-Charity Vigil: - Reps: Alaura, Aoibhinn, Kyle - There was a meeting - Date is now confirmed for 8th February - EMP should be done by the end of the month/done now - We need to brainstorm events - involve gatekeepers - Clubs currently involved: - Unigames, UCC, UniSFA, PCS, UWAnime #### O-Day - Booking needs to happen - >Alaura: Book O-Day #### AGM - Booking needs to happen the AGM - >Alaura: Book AGM for Week 1 Friday - >Alaura: Remind other clubs about Fresher Welcome #### [REDACTED] 2020: - Confirmed date: 19th-22nd of June 2020 - Real confirmed this time! - Aoibhinn has the mega-game materials - >Aoibhinn+Alistair: Work on Mega-game stuff after production week - >Alaura, Alistair: Work on Camp documentation - EMP should start getting preliminarily hammered out - Do as much work for the next committee as possible - Ideas stolen from UniSFA camp: Scavenger Hunt? ### Guild - Guild Finance: - Will be closed from the 20th December to 6th January - >Taylor: Do a deposit and withdrawal in the next two days - Tenancy cupboard allocations: - 2020 problem - Elevator: - Currently trying to organise next meeting - Grants: - There's been clerical errors - They're going through everyone's grants again to make sure they're all correct - We will also be getting a full breakdown - How long this will take is a mystery - SOC: - Next SOC meeting: Feb - Tenancy: - >Aoibhinn: Email Tenancy asking when the next meeting is - >Taylor: Email Guild finance about taking money for testing and tagging - We need to send approval to Guild Finance for $35.20 for the tagging and testing that was done earlier in the year - Unclear if this has been done - Cameron Hall locks: - >Donald: Post about CHall door + Toilet door things - When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least. - >Alaura: Bother the tenancy chair when they come in about the fire escape hydraulics - Work orders: - Reminder to re-state current work orders to next tenancy chair - Reallocation: - Full allocation coming up soon - Keep an eye out for that ### Room Update: - Fridge and Freezer: - Fridge needs to be defrosted, before a food run. - >Colin: Defrost fridge wednesday morning - Storage update/audit: - Kyle: We need to pick a date to reorganise our Minis - Dig through everything, and sort it/flag it if it missing. - Dates: Preferably not when the librarian is missing. - First half of January is preferable. - >Aoibhinn: Make Whenisgood for the Storage update/audit - >Taylor: Allocate funds to mini storage based on financial breakdown - Speakers: - We forgot to dispose of the speakers - >Committee: Dispose of old speakers in the tech waste bin - Bunnings things: - Fridge wedges - Have not been brought in - Pole pads - >Alaura: Put up pole pads - President's picture - >Alaura: Put up the president's picture - Wargaming shelf: - Perspex has been acquired - Ongoing - >Alistair: Get hinges + other accesseries for the shelf - Storage solutions: - >Taylor: Write up a list of purchase stretch goals for Uncharity - Storage solutions will be looked at once stretch goals are drawn up ### Reimbursements: - Amelia: - Gozz: $1075.13 for food run - Donald: $360.62 for Food Run - Colin: $4 for double sided tape ### General Business: - Embroidery: - Ongoing, almost finished - >Aoibhinn: Check on status of embroidery - New T-Shirts: - Guild is doing a big T-shirt order things - Deadline is 22nd of January - Taylor will address it in financial breakdown - Archives: - >Donald: Make an archive guide - Board games guide: - Nothing received yet - Food run: - Needs to happen, preferably before Guild finance closes - >Elana, Colin: Organise food run - Website: - Project Phylactery now exists - Donald plans to make a webmaster regualtion happen at the next committee meeting - Handovers: - The way we do handovers need to change - We currently treat the wrap-up meeting minutes as the "handover" - This is a bad idea - Make a document for each event, and copy and edit those documents each year - Taylor will test these changes with Charity Vigil - Handovers for Charity Vigil, Halloween, and the LARP1001 need to be done - Committee Meetings during holidays - >Aoibhinn: Make Whenisgood for the next committee meeting. - UniSFA fridge - Aoibhinn is offering Unigames gatekeeper help for UniSFA fridge moving - This is good - Fridge fundraiser: - How do we want to display the name? - Label now, magnet thing later. **Meeting closed**: 8:37PM -- Action Items: Alaura: > Chat with Winslade about future scheduling > Go through Camp feedback and begin writing a handover > Put up the photos > Book O-Day > Book AGM for Week 1 Friday > Remind other clubs about Fresher Welcome > Work on Camp documentation (along with Alistair) > Bother the tenancy chair when they come in about the fire escape hydraulics > Put up pole pads > Put up the president's picture Aoibhinn: > Organise Panto D&D with Panto (along with Alistair) > Post financial breakdown of CHalloween > Work on Mega-game stuff after production week (along with Alistair) > Email Tenancy asking when the next meeting is > Make Whenisgood for the Storage update/audit > Check on status of embroidery > Make Whenisgood for the next committee meeting. Taylor: > Send feedback to Relay for Life (along with Elana) > Send details of Relay stuff to Elana > Do a deposit and withdrawal in the next two days > Email Guild finance about taking money for testing and tagging > Allocate funds to mini storage based on financial breakdown > Write up a list of purchase stretch goals for Uncharity Donald: > Distribute sealed league prizes > Make a post tagging sealed league winners > Post about CHall door + Toilet door things > Make an archive guide Alistair: > Organise Panto D&D with Panto (along with Aoibhinn) > RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) > Work on Mega-game stuff after production week (along with Aoibhinn) > Work on Camp documentation (along with Alaura) > Get hinges + other accesseries for the shelf Amelia: > Get a can-opener Elana: > Send feedback to Relay for Life (along with Taylor) > Organise food run (along with Colin) Emerald: > RMP and EMP for LARP to go up ASAP (along with Alistair, Colin) Colin: > Draw up a collab procedure document > RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) > Defrost fridge wednesday morning > Organise food run (along with Elana) Other: > (Committee) Dispose of old speakers in the tech waste bin