# Unigames Committee Meeting #46 - 19/02/2020

#### Attending
- Alaura Evans
- Aoibhinn O'Shea
- Taylor Home
- Donald Sutherland
- Alistair Langton
- Amelia Shepard
- Colin Fielding
- Emerald Aindow
- Kyle Barrow

#### Apologies
- Elana Kardol
- Gavin Tay Fernandez

#### Absent
- none

**Meeting open**: 3:07pm

## Reports:
### President's Report:
- Atteneded impromptu Uncharity meeting
- Been mostly working on logos and president's letter
- Hopefully things will be finished tonight for printing
- Stickers are finalised and ready to be printed

### Vice-President's Report:
- I did committee stuff
- I did some email things
- I hope we have a meeting before the AGM

### Treasurer's Report:
- **Account balance**: $2,179.89
- I've been sick, so I've done not a lot
- I've brought the old man laptop in to do Fresher Guide stuff
- I got doored for 15 seconds
    - Donald: "And you deserved it!"

### Secretary's Report:
- Handover close to completed
- Website constitution updated
- Still need to update the regulations
- I've given info to Alistair to organise sealed league prizes
- Finally I've done things!

### Librarian's Report:
- **Overdue items**: Mouseguard and Numenera
- Look at strike regulations to maybe stop them resetting O-Week
- Returned all of the prerelease stuff
- There's a physical frame for the mini shelf now, which is cool!
- There is currently one Large Scale Borrowing form
- Long term borrowing is now forbidden until after the fresher welcome

### Fresher Rep's Report:
- I haven't gotten much done, for reasons I have already said to committee

### OCM reports:
Colin:
- I ran my last board games night!
- I got the microwave tagged and tested

Emerald:
- 

Elana:
- apologies

Kyle: 
- Ain't done a whole lot
- I want to talk about dice, custom ones and the sale to members

## Past action Items:
Alaura:
> Ask events to see if anything special needs to be done for WATC - not done
> Chat with Winslade about future scheduling - not done
> Go through Camp feedback and begin writing a handover - in progress

Aoibhinn:
> Speak with UniSFA about potential collab - done
> Talk to UCC Treasurer about Halloween money - done
> Follow up with UCC re. Halloween - done
> Put Mega-Game materials on the Drive - done
> Put up Tenancy meeting dates - done
> Make a label for the fridge dial - done
> Post in gatekeepers for help with Food Run - didn't happen
> Bully everyone into writing handovers - tried
> Make a Feb whenisgood - done

Taylor:
> Talk to events about O-Day placement - done
> Check Uniprint balance and get quote for pricing - not done
> Find out how many fresher guides, sign up forms (300) and stickers and flyers (general and specific) (50&50) we printed last year - not done
> Do the flyer - not done
> Work on Camp documentation (along with Alistair) - not done

Donald:
> Give information to Alistair - not done
> Return prerelease stuff - not done
> Get Sealed League organising done - done
> Post on Uncharity about the magic event - done
> Make an archive guide - not done
> Put regulation on website - not done
> Update website constitution - not done

Alistair:
> Distribute sealed league prizes - can't yet
> Make a post tagging sealed league winners - can't yet
> Work on Mega-game stuff after production week - not done
> Work on Camp documentation (along with Taylor) - not done
> Fill out work order for floor and skirting board - not done
> Organise a storage audit (along with Kyle) - not done
> Get hinges + other accesseries for the shelf - half way done

Amelia:
> Take charge of the Fresher guide! - done

Elana:
> Send feedback to Relay for Life - done
> Harass gatekeepers about O-Day and general help planning - done

Colin:
> Email about doors - done
> Start organising Prosh - started
> Make a post about fridge temperature - done

Kyle:
> Advertise Beerhammer to the group - done
> Buy good brushes - done
> Organise a storage audit (along with Alistair) - not done

## Gatekeepers
- Some kind of google form needs to be made for Gatekeeper reapplication
- >Aoibhinn: Make a gatekeeper google form for early application
- Discussion: Make the gatekeeper process paperless
    - Sounds good

## Agenda
### Usual Suspects:
####  Boardgames
- No more board games events until the Fresher Welcome!
- #nextcommitteesproblem
- UniSFA collab: Space exploration night in Week 3?
    - Combine with the Artemis LAN for a Space Week?
    - >Aoibhinn: Explore the concept of Space Week

#### RPGs
- Elana is working on the D&D oneshot in Week 2
- >Elana, Alistair: Organise GMs for the event
- >Aoibhinn: Ask in Sister Clubs chat to make sure there wont be a clash

#### Magic
- Sealed league prizes are still wayyyyyyyyyyyyyy overdue
- Alistair is gonna message people
- Prizes will be brought in tomorrow - current plan is just 4 packs for everyone
- >Alistair: Message people
- >Donald: Bring in boosters
- >Alistair: Distribute sealed league prizes
- Alistair returned the prerelease stuff - was $250
- Theros sealed league still on the table for Semester Start
    - O-Day sign up form
    - Have it all ready to go for then
    - >Donald: Get Sealed League organising done
- We have a box of Conspiracy that we've had for a while
    - >Taylor: Look through withdrawls book to find the exact amount it was purchased for
    - Info is missing, Taylor is gonna ask Jen
- We should run an intro the Magic night at the start of the semester 
    - Week 4 to avoid clashes?
    - EDH night would probably be best as that's the most commonly played format in Cameron Hall
    - Maybe on a Saturday of Week 3?


#### Wargames
- Done everything I needed to do for the skirmish campaign
- There is wargaming money from uncharity that we have available to spend
    - #nextcommitteesproblem

#### Fresher Campaigns
- I've put out a thing for GMs which I haven't checked yet
- Assign people as alternates for games so that drop-outs mean that an immediate person can be contacted if someone drops out - seems like a good idea

#### Collabs:
- Space Week!
    - As above in the board games section
    - Maybe combine it with...
- Collab potential: UCC w/ Artemis LAN?
    - Week 3 or 4
    - >Alistair: Talk to Winslade about things

### Events:
#### Cameron Hall-oween 2019:
- Reps: Aoibhinn, Amelia
- Our share of the profit should be $120.47
- We have currently recieved $34.80
- UCC will be dealing with money some time
- Still don't have an invoice from security yet
- We should wait until we have all the invoices before we start moving money around
    - >Aoibhinn: Figure out who has what

#### LARP2020 - The Summer Unit [1st February]:
- Reps: Alistair, Emerald, Colin
- Emerald needs to be reimbursed
- Handover need to be written

#### Un-Charity Vigil [8th February]:
- Reps: Aoibhinn, Kyle
- Wrap-up meeting conclusion:
    - no major issues
    - Good event, was well run
    - Each individual clubroom should have someone to set up their clubroom
    - Each club is making a financial breakdown for themselves
    - UCC is gonna handle all of the money splits
    - Auctions are alright, but make sure there is a bunch of choice item in there so people actually want them
- Total raised in the clubroom was $695.75
    - Expecting a bit more from division of profits

#### O-Day 21st Feb
- Deposit of cash for tables and chairs on the day
- Bring down:
    - Water, Can, Games
    - no zoops, since Panto and UniSFA are selling for free
- Eskys:
    - Colin has one
- Printing:
    - Submitted online tonight, so that it's in the system for first thing tomorrow
    - We might need to pick them up from the factory
    - >Taylor: Submit printables
    - >Taylor: Call Uniprint 
    - Magic Sealed League sign up form needs to be printed as well
    - 150 fresher guides
    - 350 sign up forms
    - 50 O-Day flyers
    - Restock in Week 1 for Club Carnival
    - Enough pages for over 350 stickers - get them all upfront
    - Taylor is going to do this until it's finished tonight
- We'll talk with other clubs about tours
- Post on main page to help advertise the club on the day
- Think about games to display at the stall and to have in the clubroom to play
- It's going to be 33C on the day, be sun smart
- >Committee: Bring clip boards
- Float is in a usable state
- Membership is $5 on O-Day

#### Fresher Welcome:
- We will be doing gold coin donation pizza for first-time members
- $5 for returning members
- Blanket ban on board games on the lead up to it
- >Colin: Email about doors
- >Amelia: Put up a facebook event
- President and Fresher Rep should do a little welcome speech

#### AGM [28th February]
- Write reports beforehand and give to Donald
    - Try keep it concise
- >Alaura: Collate committee role descriptions and post after O Day
- >Donald: Email mailling list about AGM
- >Committee: Reports to Donald

#### Prosh [18th March]:
- UWAnime is doing their own thing
- Olympics on the 10th March
    - We need four people for a team for that
- Started getting in contact with the other clubs
- Should post about the theme and put up a poll before changeover

#### [REDACTED] 2020:
- Confirmed date: 19th-22nd of June 2020
- >Alaura: Chat with Winslade about future scheduling
- >Alaura: Go through Camp feedback and begin writing a handover
- Aoibhinn has the mega-game materials
- >Alistair: Work on Mega-game stuff after production week
- >Taylor, Alistair: Work on Camp documentation 
- EMP should start getting preliminarily hammered out
- Do as much work for the next committee as possible

### Guild
- Tenancy Allocations:
    - We've submitted, it's happening!
     
- Elevator:
    - The university is conducting a feasibility study in Semester 1

- Grants:
    - SOC Treasurer can send out the Semester 2 grants tonight or tomorrow
    - So yay!

- SOC: 
    - Next SOC meeting is February 25th

- Tenancy:
    - Next Busy Bee check is scheduled for March 9th
        - We'll hold ours on March 7th
    - Next Tenancy Consult is on March 11th
    - Cameron Hall locks:
        - When the next tenancy chair comes in, we will be requesting an extension of the opening hours at the very least.
    - Work orders:
        - Tenenacy does not have a work order for our floor
        - Campus management has said that yes, they have received our work orders. All postponed due to lack of funding.
        - >Alistair: Send follow-up email to campus management

### Room Update:
- Mini-Bee:
    - Mini sort and mini clean before O-Day, so tomorrow

- Storage update/audit:
    - Going to put out a call to members to claim minis being stored on the shelf
        - Lots of them have been there for a long time and need to go otherwise they may be claimed by the club
        - Please contact committee if you have minis there
    - >Alistair/Kyle: Organise a storage audit

- Odd jobs:
    - Wargaming shelf:
        - Screen is being built!
        - >Alistair: Get hinges + other accesseries for the shelf

- Shirts
    - Shirts have arrived!
    - Guild will charge us when we pick them up
    - Prices:
        - $20 for a regular black T-Shirt bought in the clubroom
        
- Speaker
    - We got the speaker
    - Unfortunately it does not have Aux as was promised
    - A few solutions:
        - A micro-USB to Aux cable could work? If so that would be best
        - Otherwise we return money to Alaura and Alaura keeps it and we find a new speaker

- Microwave:
    - Has been tagged and tested

### Reimbursements:
- Taylor: $131.95 for the Speaker - pending receipt
- Donald: $709.10 for Food Run
- Alistair: $250 for prerelease
- Emerald: $42.50 for random LARP stuff reimbursed via Taylor
- Kyle: 24.XX once he brings in the receipt for paintbrushes

- Unigames: $5 from Colin due to double reimbursment - resolved

### General Business:
- Embroidery:
    - Words are complete
    - Outline is nearly finished

- Archives:
    - >Donald: Make an archive guide
    - No updates

- Food run:
    - Delayed three times but still happened

- Website:
    - >Donald: Put regulation on website

- Handovers
    - Note on handovers:
    - If you run an event, please write a handover for it
    - If you are in charge of a job, please write a handover for it
    - If you have an exec position, please write a handover for it
    - If you are in charge of an ongoing process, please write a handover for it
    - Due end of Februrary
    - >Aoibhinn: bully everyone into writing handovers

- Unigames Dice:
    - They look rad
    - Offering them to members is cool!
    - Order closes two weeks from O-Day
    - Alaura: Should Unigames get some branded dice for event prizes?
        - Good idea. How many?
            - 15, 30, or more?
        - We'll figure it out later

- Redbubble:
    - Alaura is setting up a personal redbubble for the Jim's Knowing shirts
        - Can she post that on the page?
            - Yes
    - She is wanting to set up a redbubble for the new Unigames logo which she designed
    - Do we want our own redbubble? Or should we let Alaura put it on hers?
        - We want our own, but banking things become a problem
        - >Taylor: Talk to people about Guild Finance reforms

- Next meeting:
    - Tuesday 25th at 4pm

**Meeting closed**: 5:08PM

--
Action Items:
Alaura:
> Collate committee role descriptions and post after O Day
> Chat with Winslade about future scheduling
> Go through Camp feedback and begin writing a handover

Aoibhinn:
> Make a gatekeeper google form for early application
> Explore the concept of Space Week
> Ask in Sister Clubs chat to make sure there wont be a clash
> Figure out who has what
> Bully everyone into writing handovers

Taylor:
> Look through withdrawls book to find the exact amount it was purchased for
> Submit printables
> Call Uniprint
> Work on Camp documentation (along with Alistair)
> Talk to people about Guild Finance reforms

Donald:
> Bring in boosters
> Get Sealed League organising done
> Email mailling list about AGM
> Make an archive guide
> Put regulation on website

Alistair:
> Organise GMs for the event (along with Elana)
> Message people
> Distribute sealed league prizes
> Talk to Winslade about things
> Work on Mega-game stuff after production week
> Work on Camp documentation (along with Taylor)
> Send follow-up email to campus management
> Organise a storage audit (along with Kyle)
> Get hinges + other accesseries for the shelf

Amelia:
> Put up a facebook event

Elana:
> Organise GMs for the event (along with Alistair)

Colin:
> Email about doors

Kyle:
> Organise a storage audit (along with Alistair)

Other:
> (Committee) Bring clip boards
> (Committee) Reports to Donald