# Unigames Committee Meeting #39 - 01/01/2020

#### Attending
- Aoibhinn
- Taylor
- Donald
- Alistair
- Amelia
- Colin
- Elana
- Kyle

#### Apologies
- Emerald
- Gavin

#### Absent
- Alaura

**Meeting open**: 4:12pm

## Reports:
### President's Report:
- Is cleaning home instead of committee

### Vice-President's Report:
- I've been doing subcommittee stuff
- And some gatekeeper stuff
- Also, I might be working in sales again

### Treasurer's Report:
- **Account balance**: $198.97
- Balance is low because a deposit needed to happen
- A few hundred needs to be deposited though
- We kept it because Guild finance was closed
- Done most of the budget priority list
- Organised partially a Charity Vigil meeting
- I'm away from the 3rd to the 20th January, contactable
    - Aoibhinn will be acting Treasurer during this time

### Secretary's Report:
- Started off 2020 very nicely
- With a committee meeting coming in to ruin it all
- Oh yeah Merry Christmas Unigames
- I donated a Hive expansion and got sleeves for Love Letter

### Librarian's Report:
- **Overdue items**: none
- There are two things overdue today
- I'll need someone to moderate the library while I'm gone
- I'm away from 14th-28th January, contactable
- Thank you to Donald and Ed for club Christmas presents
- >Alistair: Make a post thanking people for Christmas donations

### Fresher Rep's Report:
- I'm kinda hungover
- I'm on the couch
- Summer campaigns have sorted themselves out

### OCM reports:
Colin:
- I'm away from the 8th - 14th

Emerald:
- I'm at a music festival!

Elana:
- I will be basically unavailable over Janaury

Kyle:
- I got a new Wargamer last night!

## Past action Items:
Action Items:
Alaura (unsure):
> 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) - WIP
> Post financial breakdown of CHalloween - done
> Work on Mega-game stuff after production week (along with Alistair) - WIP
> Email Tenancy asking when the next meeting is - heard nothing
> Make Whenisgood for the Storage update/audit - done
> Check on status of embroidery - done
> Make Whenisgood for the next committee meeting - done

Taylor:
> Send feedback to Relay for Life (along with Elana) - not done
> Send details of Relay stuff to Elana - not done
> Do a deposit and withdrawal in the next two days - withdrawal was done
> Email Guild finance about taking money for testing and tagging - not done
> Allocate funds to mini storage based on financial breakdown - 
> Write up a list of purchase stretch goals for Uncharity - not done

Donald:
> Distribute sealed league prizes - not done
> Make a post tagging sealed league winners - not done
> Post about CHall door + Toilet door things - not done
> Make an archive guide - not done

Alistair:
> Organise Panto D&D with Panto (along with Aoibhinn) - Aoibhinn's got it
> RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) - WIP
> Work on Mega-game stuff after production week (along with Aoibhinn) - WIP
> Work on Camp documentation (along with Alaura) - not done
> Get hinges + other accessories for the shelf - WIP

Amelia:
> Get a can-opener - done by Colin

Elana:
> Send feedback to Relay for Life (along with Taylor) - couldn't have been done
> Organise food run (along with Colin) - happened

Emerald:
> RMP and EMP for LARP to go up ASAP (along with Alistair, Colin) - WIP

Colin:
> Draw up a collab procedure document - not done
> RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald) - WIP
> Defrost fridge wednesday morning - done
> Organise food run (along with Elana) - done

Other:
> (Committee) Dispose of old speakers in the tech waste bin - RIP

## Gatekeepers
- no updates

## Agenda
### Usual Suspects:
####  Boardgames
- Next board games night is planned for the week of the 6th of January
- >Colin: Organise the board games night for the week of 9th of Janaury
- >Aoibhinn: Babysit the 9th of Janaury board games night

#### RPGs
- Next one: Week of the 13th Jan; Panto D&D?
- One GM confirmed
- Date to still be confirmed
- >Aoibhinn: 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 wayyyyyyy overdue
- >Donald: Distribute sealed league prizes
- >Donald: Make a post tagging sealed league winners
- Action items to be redistributed
- Theros sealed league still on the table
- Theros prerelease: Happening on the 19th
- >Donald: Sort out advertising for Theros prerelease, poster + event by the end of the week

#### Wargames
- Kyle was too sick to go to the painting day
- There was a bunch of people there as well
- Kyle had already taught people how to teach other people to paint
- No more events planned

#### Fresher Campaigns
- Autumn's, Gavin's, and Szymon's games are still running
- No other updates

#### Collabs:
- D&D Panto as above could be happening, Aoibhinn and Alistair are actioned for that.
- Collab potential: UCC w/ Artemis LAN?
    - UCC contacted us about this first!
    - Trial it in the holidays before a real thing in the semester?
    - >Aoibhinn: Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN
- 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
- Meeting tomorow to sort out things
- Treasurers invited
- No further updates

#### Relay for Life [12th/13th October]:
- Reps: Taylor + Elana, Emerald
- Colin has opened the Can and counted it!
- Final total: $17.35 from the Can
- Colin will donate that directly to the Cancer council
- >Taylor, Elana: Send feedback to Relay for Life
- >Taylor: Send details of Relay stuff to Elana

#### Cameron Hall-oween [26th October]:
- Reps: Aoibhinn, Amelia
- Our profit should be $120.47
- We have currently recieved $34.80
- We'll hold on to donating that until we have gotten the remaining eftpos from UCC

#### Summer LARP
- Officially cancelled

#### LARP2020 - The Summer Unit [1st February]:
- Reps: Alistair, Elana, Emerald
- So basically
- All of the paper work is about an hour, tops, to do
- We have a plan of what we want to do
- We just need Emerald to contact LARP people to confirm things so we know what our event is
- Step 1: EMP + RMP so that advertising 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 [8th February]:
- Reps: Aoibhinn, Kyle
- Aiming for two meetings in January
- Aoibhinn has put up a post in gatekeepers asking for suggestions
- EMP is done!
- Clubs currently involved:
    - Unigames, UCC, UniSFA, PCS, UWAnime
- >Alistair: Look at games to auction off
- >Donald: Make a poster for Un-Charity

#### O-Day
- Booking might have happened?
- >Aoibhinn: Follow up on O-Day booking
- >Alaura: Book O-Day
- Fresher guide:
    - Same template as last years
    - General re-read and edit
    - We'd like a map of how to get to Cameron Hall
    - Update the library
    - The logo, post Un-charity
    - >Amelia: Take charge of the Fresher guide!

#### AGM
- Booking might have happened?
- >Aoibhinn: Follow up on AGM booking
- >Alaura: Book AGM for Week 1 Friday
- >Alaura: Remind other clubs about Fresher Welcome
- >Donald: Follow up with James Arcus about constitutional ammendment

#### [REDACTED] 2020:
- Confirmed date: 19th-22nd of June 2020
- 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?
    - Probably not a great idea considering no internet

### Guild
- Guild Finance:
    - Will be closed from the 20th December to 6th January
    - >Taylor: Set up the books for deposting when Finance opens on the 6th

- Tenancy cupboard allocations:
    - Still nothing heard

- 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
    - No further updates

- SOC: 
    - Next SOC meeting: Feb
    
- Tenancy:
    - >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
        - Being done now
    - 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 has been defrosted
    - We should have a list of items that we usually purchase
        - Spreadsheet on the drive with sale price and other details
    - >Colin: Make a list, include in Treasurer handover
    - >Elana: Redo the price list to remove obselete items and make neater
        - Include weights of chocolates and chips

- Storage update/audit:
    - Whenisgood is up
    - 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.
    - >Taylor: Allocate funds to mini storage based on financial breakdown


- Speakers:
    - >Amelia: When she can, take the speakers to the tip

- Bunnings things:
    - Fridge wedges
        - They've been brought in!
    - Pole pads
        - Alistair used the maximum amount of double-sided tape, and they still fell off
        - We need better double sided tape
        - >Colin: Ask about adhesives for Pole Pads
    - President's picture
        - Just hasn't been put up
    
- Wargaming shelf:
    - No updates
    - >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

- Budget things
    - Current things we need money for:
        - Storage for minis
        - Shirts
        - Speakers
        - New table
        - Pole pad adhesives

- Shirts
    - We're doing a shirts order again!
    - Deadlines:
        - 17th January: Cut off for members to order shirts through
        - 20th Janaury: Cut off for us to send orders to Guild
        - 22nd Janaury: Hard deadline for Guild
    - Prices:
        - $25 a limited edition coloured shirt, preorder only
        - $20 for a regular black T-Shirt bought in the clubroom
        - $18 for a preordered regular black T-Shirt



### 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
    - No updates

- Board games guide:
    - No updates

- Food run:
    - Food run to be organised at next meeting

- Website:
    - No updates
    - Donald plans to make a webmaster regualtion happen at the next committee meeting

- Event 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


- UniSFA fridge
    - No updates, they haven't moved it
    - Aoibhinn is offering Unigames gatekeeper help for UniSFA fridge moving
    - This is good

- Fridge fundraiser:
    - >Donald: Make oversized Chillerpillar

**Meeting closed**: 8:37PM

--
Action Items:
Alaura:
> Chat with Winslade about future scheduling
> Go through Camp feedback and begin writing a handover
> 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

Aoibhinn:
> Babysit the 9th of Janaury board games night
> Organise Panto D&D with Panto
> Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN
> Follow up on O-Day booking
> Follow up on AGM booking
> Work on Mega-game stuff after production week (along with Alistair)
> Check on status of embroidery

Taylor:
> Send feedback to Relay for Life (along with Elana)
> Send details of Relay stuff to Elana
> Set up the books for deposting when Finance opens on the 6th
> 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
> Sort out advertising for Theros prerelease, poster + event by the end of the week
> Make a poster for Un-Charity
> Follow up with James Arcus about constitutional ammendment
> Post about CHall door + Toilet door things
> Make an archive guide
> Make oversized Chillerpillar

Alistair:
> Make a post thanking people for Christmas donations
> RMP and EMP for LARP to go up ASAP (along with Emerald, Colin)
> Look at games to auction off
> 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:
> Take charge of the Fresher guide!
> When she can, take the speakers to the tip

Elana:
> Send feedback to Relay for Life (along with Taylor)
> Redo the price list to remove obselete items and make neater

Emerald:
> RMP and EMP for LARP to go up ASAP (along with Alistair, Colin)

Colin:
> Organise the board games night for the week of 9th of Janaury
> Draw up a collab procedure document
> RMP and EMP for LARP to go up ASAP (along with Alistair, Emerald)
> Make a list, include in Treasurer handover
> Ask about adhesives for Pole Pads