# Unigames Committee Meeting #40 - 8/01/2020

#### Attending
- Aoibhinn
- Donald
- Alistair
- Amelia
- Elana
- Emerald

#### Apologies
- Colin
- Taylor
- Kyle
- Gavin

#### Absent
- Alaura

**Meeting open**: 4:12pm

## Reports:
### President's Report:
- Alaura has not submitted a report

### Vice-President's Report:
- I have sent a lot of emails
- Discussed the 2020 vision thing
- I've also been getting a rental property
- Been busy as a result
- My plan to become VP of three clubs was thwarted by Will

### Treasurer's Report:
- **Account balance**: $198.97
- Hi it's Aoibhinn again I'm also the treasurer
- I need to go through the box, it's full of silver coins
- From Taylor:
    - Set up the money box with labels for my absence
    - Chaired CV meeting, very productive, seems like everyone’s on the same page now
    - Fucked off to Sydney. It’s smoky af.
    - In a very in character move I also submitted a formal complaint to Qantas.
    - Account balance still at $198.97
- >Aoibhinn: Do the deposit

### Secretary's Report:
- I printed a poster and two Chillerpillars
- That's basically it

### Librarian's Report:
- **Overdue items**: none
- I had a rare flash of intelligence
- Callout at Alaura who was here earlier to borrow games
- Accidentally taught someone how to play Magic
- Emerald is going to look after the Library book while Alistair is away

### Fresher Rep's Report:
- Got those mini tubs!!! But I'm bringing them tomorrow because I had to carry other shit today
- Started working on the fresher guide and it's being a little funky but that's okay we're getting there
- And I booked the loft baby! 4-10pm on a date I have to look up again

### OCM reports:
Colin:
- Will be travelling down south from wednesday (8/01/20) till next tuesday (14/01/20)
- Completed the RMP/EMP for LARP2020, just waiting to confirm Prescott court with Unitheatres after EMP is approved
- Did donation to WA cancer council
- Organised boardgames event and contacted events about getting Cameron hall card access until 9, waiting for confirmation
- Wrote a Collab document, can work on more with any feedback
- Started a food run list/handover, still needs work
- Found foam pad adhesive that will work well for $6.50 (can not be discounted)

Emerald:
- The music festival was good!
- I have a working laptop!
- I talked to Liam about the LARP event!

Elana:
- I made nice price list

## Past action Items:
Alaura:
> Chat with Winslade about future scheduling - not done
> Go through Camp feedback and begin writing a handover - not done
> Book O-Day - Aoibhinn did it
> Book AGM for Week 1 Friday - Aoibhinn did it
> Remind other clubs about Fresher Welcome - Aoibhinn did it
> Work on Camp documentation (along with Alistair) - not done
> Bother the tenancy chair when they come in about the fire escape hydraulics - not done

Aoibhinn:
> Babysit the 9th of Janaury board games night - tomorrow
> Organise Panto D&D with Panto - Panto has made the event
> Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN - ongoing
> Follow up on O-Day booking - done
> Follow up on AGM booking - done
> Work on Mega-game stuff after production week (along with Alistair) - not done
> Check on status of embroidery - checked, still ongoing

Taylor:
> Send feedback to Relay for Life (along with Elana) - not done
> Send details of Relay stuff to Elana - not done
> Set up the books for deposting when Finance opens on the 6th - done
> Email Guild finance about taking money for testing and tagging - done
> Allocate funds to mini storage based on financial breakdown - done
> Write up a list of purchase stretch goals for Uncharity - mostly done

Donald:
> Distribute sealed league prizes - not done
> Make a post tagging sealed league winners - not done
> Sort out advertising for Theros prerelease, poster + event by the end of the week - poster done, event later today
> Make a poster for Un-Charity - ongoing
> Follow up with James Arcus about constitutional ammendment - not done
> Post about CHall door + Toilet door things - done by Colin
> Make an archive guide - not done
> Make oversized Chillerpillar - done

Alistair:
> Make a post thanking people for Christmas donations - done
> RMP and EMP for LARP to go up ASAP (along with Emerald, Colin) - done by Colin
> Look at games to auction off - not done
> Work on Mega-game stuff after production week (along with Aoibhinn) - not done
> Work on Camp documentation (along with Alaura) - not done
> Get hinges + other accesseries for the shelf - have all stuff, just needs to be assembled

Amelia:
> Take charge of the Fresher guide! - started
> When she can, take the speakers to the tip - haven't been able to yet

Elana:
> Send feedback to Relay for Life (along with Taylor) - cannot do
> Redo the price list to remove obselete items and make neater - done

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

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

## Gatekeepers
- Cam Locke is now a gatekeeper
- >Aoibhinn: Notify Cam and go over gatekeeper things

## Agenda
### Usual Suspects:
####  Boardgames
- Next one is tomorrow!
- >Aoibhinn: Babysit the 9th of Janaury board games night

#### RPGs
- Next one: Wednesday the 15th Jan; Panto D&D!
- Three GMs 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 wayyyyyyyy overdue
- >Alistair: Distribute sealed league prizes
- >Alistair: 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: Put up the prerelease event 
- Theros looks sweet!

#### Wargames
- No more events planned

#### Fresher Campaigns
- Autumn's, Gavin's, and Szymon's games are still running
- Summer games seem to be going ok
- No other updates

#### Collabs:
- D&D Panto as above is 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?
    - >Alistair/Donald: Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN
- Collab procedure:
    - Procedure document in progress
    - >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
- Both Reps aren't here, but Aoibhinn went to the meeting
- UCC is paying 50%
- UniSFA and PCS are each paying 25%

#### Relay for Life [12th/13th October]:
- Reps: Taylor + Elana, Emerald
- >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

#### LARP2020 - The Summer Unit [1st February]:
- Reps: Alistair, Emerald, Colin
- EMP and RMP is complete, just waiting on venue confirmation from Uni-theatres
- Liam is on board to do a speech
- Lionel still needs to be contacted
- >Emerald, Amelia: Work on a poster
- >Alistair: Make a "save-the-date" event for LARP2020

#### Un-Charity Vigil [8th February]:
- Reps: Aoibhinn, Kyle
- Another meeting today!
- EMP and RMP are submitted!
- Aoibhinn might make a save the date event
- By the end of the meeting today, I want to have an idea of events and equipment
- Want advertising to go up ASAP
- >Alistair: Look at games to auction off
- >Donald: Make a poster for Un-Charit

#### O-Day
- Aoibhinn submitted a booking
- She hopes she did it right
- We have to pay by the 7th of February
- We will also have to pay for a bunch of stickers and leaflets and booklets
- 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!
- >Elana: Harass gatekeepers about O-Day and general help planning

#### Fresher Welcome:
- Yay!
- Closer to the date, we'll have to decide how we want the Pizza to be organised, considering our current financial situation

#### AGM
- Booking done
- EMP needs to happen
- >Aoibhinn: Do the EMP for the AGM
- >Donald: Make the AGM event
- >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
- >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:
    - Full reallocation is happening!
    - Must be submitted by February 7th
    - Currently Taylor and Alaura are on it
    - That might change next meeting

- 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:
    - Cameron Hall locks:
        - 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
        - Winslade has written up a email to query about the opening hours, and requested to CC us for it
            - Permission granted by Aoibhinn 
    - Work orders:
        - Reminder to re-state current work orders to next tenancy chair

### Room Update:
- Storage update/audit:
    - Friday night or Sunday midday is when this is happening
    - >Amelia: Bring in the Mini storage boxes

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

- Odd jobs:
    - Pole pads
        - Colin found some adhesive for $6.50
        - Approved buying that
    - President's picture
        - Just hasn't been put up
    - Wargaming shelf:
        - No updates
        - >Alistair: Get hinges + other accesseries for the shelf

- Budget things
    - >Taylor: Post the stretch goals
    - Current things we need money for:
        - Storage for minis
        - Shirts
        - Speakers
        - New table
        - Pole pad adhesives

- Shirts
    - We're doing a shirts order again!
    - Burgundy won!
    - There will be black shirts!
    - Post needs to go up now.
    - >Aoibhinn: Make a post for T-Shirts: main group and gatekeepers group
    - 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:
- Donald: $50.40 for storage boxes - waiting on receipt

### General Business:
- Embroidery:
    - Ongoing, almost finished

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

- Board games guide:
    - No updates

- Food run:
    - Food run happening tomorrow via Donald and Emerald

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

- 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

- Short-term borrowing:
    - Because of the card access changes to Cameron Hall, we want to clarify that you don't need to use your Student Card to short-term borrow games
    - It is highly preferable if you use photo-ID or some other identifying item up to the discretion of the gatekeeper.
    - >Alistair: Make a post about student card borrowing.

- Next meeting:
    - >Aoibhinn: Make a whenisgood for the next committee meeting

**Meeting closed**: 5:19PM
--
Action Items:
Alaura:
> Chat with Winslade about future scheduling
> Go through Camp feedback and begin writing a handover
> Bother the tenancy chair when they come in about the fire escape hydraulics

Aoibhinn:
> Do the deposit
> Notify Cam and go over gatekeeper things
> Babysit the 9th of Janaury board games night
> Organise Panto D&D with Panto
> Do the EMP for the AGM
> Work on Mega-game stuff after production week (along with Alistair)
> Make a post for T-Shirts: main group and gatekeepers group
> Make a whenisgood for the next committee meeting

Taylor:
> Send feedback to Relay for Life (along with Elana)
> Send details of Relay stuff to Elana
> Work on Camp documentation (along with Alistair)
> Post the stretch goals

Donald:
> Put up the prerelease event
> Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Alistair)
> Make a poster for Un-Charit
> Make the AGM event
> Follow up with James Arcus about constitutional ammendment
> Make an archive guide

Alistair:
> Distribute sealed league prizes
> Make a post tagging sealed league winners
> Get in contact with Winslade to discuss holiday and early Sem 1 Artemis LAN (along with Donald)
> Make a "save-the-date" event for LARP2020
> Look at games to auction off
> Work on Mega-game stuff after production week (along with Aoibhinn)
> Work on Camp documentation (along with Taylor)
> Get hinges + other accesseries for the shelf
> Make a post about student card borrowing.

Amelia:
> Work on a poster (along with Emerald)
> Take charge of the Fresher guide!
> Bring in the Mini storage boxes
> When she can, take the speakers to the tip

Elana:
> Send feedback to Relay for Life (along with Taylor)
> Harass gatekeepers about O-Day and general help planning

Emerald:
> Work on a poster (along with Amelia)

Colin:
> Draw up a collab procedure document