# Unigames Committee Meeting #42 - 17/12/2020 #### Attending - Alistair - Jackie - Autumn - Emerald - Alice - Josh - Gwen #### Apologies - Kyle - Ash #### Absent - Taylor **Meeting scheduled**: 6pm **Meeting open**: 6:23pm ## Reports: ### President's Report (Alistair): - Taking advantage of the fact that I can stealth my reports into the minutes - Tenancy happened yesterday, good progress - Mostly been watching UniSFA move their library around and playing Hades - It's been a week ### Vice-President's Report (Taylor): - Went to tenancy consultation and it was amazing and not even in the trainwreck way it usually is - Made a poll to get the ICON 2021 prep meeting going - Learned how to play Tayu. - Discovered everyone has been playing Tayu wrong. - Learned how to play Tayu but for real this time. - spent 45 seconds trying to determine if I submitted this report under the correct committee position ### Treasurer's Report (Jackie): - taylor if u write ur report in the trez section i'm gonna cry - taught ash how to do food run!! - apparently didn't buy enough mepis - did a deposit today - i haven't been able to reimburse myself yet bc i need two exec signatures that aren't me (LMAO) - haven't been able to do a final camp wrap up meeting yet - account balance: $1,545.94 ### Secretary's Report (Autumn): - i'm being steamrollered by my last week of work but at least im doing activities and actions ### Librarian's Report (Emerald): - i'm picking up path of waves monday! i've been busy with work ok i'm sorry its not here yet - as a career update i can now say I'm a professional reindeer (Prancer) - I'm planning on more library repair january!! idk if anyone is excited about this but me - ok love you happy holidays!! ### Fresher Rep's Report (Alice): - Started a fun loose draft on the new fresher guide. - Felt sad over my fresher campaign. - Remembered I hate Christmas. (anyone want a candy cane?) - Merry Christmas Guys. - Also i consulted the freshers about the fresher guide ### Reports de la OCM (Ashleigh, Gwen, Josh, Kyle): - Ash: - went food run - - got bbt - witnessed mums wedding (it was nice) - still in Northam helping with aftermath but will be in meeting in spirit πŸ₯ΊπŸ‘‰πŸ‘ˆ - Gwen: - I'm back nerds - Josh: - Alistair Langton - I feel like I timeskipped forward from last committee to now - If i smell like diesel, motor oil, rosemary, and emerald, there are reasons - Kyle: - Alistair Langton - *dabbing emoji* - got started on sanding but its slow-going because i dont know where my dremmel is - dm'd andrei re:minis ## Past action Items: Alistair Langton > Check in with the unigames mtg community abt prerelease vs uncharity - done > Chase quizmittee for our quiz money (along with Kyle) - not yet > Have a camp wrapup meeting (along with Taylor, Jackie) - not done > Be uncharitable (along with Josh) - ongoing > Book Oday stall - not done > Inform ICON about our plans for fresher welcome and AGM - done > Fill out the AGM EMP - not done > Write up new clubroom rules and post them - done > Communicate with uwanime about room allocations (along with Taylor) - done > Get impressions from the member base about room allocations (along with Taylor) - started > Get jacob to sign our certificate - no response > Meet for a privacy regulation day (along with Taylor) - not done Taylor Home: > Hello ween (along with Jackie) - in the works > Have a camp wrapup meeting (along with Jackie, Alistair) - not done > Rewrite the fresher guide (along with Alice) - alice is handling > Write an EXHAUSTIVE definition of procedure for signing up members on o-day - not done > Have a big think about election procedure - not done > Communicate with uwanime about room allocations (along with Alistair) - done > Get impressions from the member base about room allocations (along with Alistair) - started > Ask soc about semester grants - done > Meet for a privacy regulation day (along with Alistair) - not done Jackie Shan: > Hello ween (along with Taylor) - in the works > Have a camp wrapup meeting (along with Taylor, Alistair) - not done > Do a food run (along with Ash) - done Autumn: > Do a scifi board games EMP - not done Alice Rosario: > Check in with the freshers about the fresher guides - done > Rewrite the fresher guide (along with Taylor) - in the works! > Book the loft for the fresher welcome - not done > Update the campaign whiteboard and post a reminder about its existence - not done Kyle Barrow: > Sand the OTP terrain - in the works > Contact Andrei about terrain - contacted! > Chase quizmittee for our quiz money (along with Alistair) - ongoing Joshua Moncaster: > Be uncharitable (along with Alistair) - in the works Ashleigh Saringer: > Do a food run (along with Jackie) - done ## Gatekeepers - Gatekeepers applications are now open to nonstudents - Alice is trying to explain the concept of gatekeepers in the fresher guide: "We're always looking for new gatekeepers" ## Usual Suspects #### Board Games - Scifi Board Games w/ Unisfa [Week of 4/1/21]: >Autumn: Make a scifi games EMP and book the loft BEFORE GUILD CLOSES #### RPGs - Dark heresy 2 oneshot [Monday 21/12/20]: - Good to go - First oneshot of the year [Probably Week 2]: - No udpate #### Magic: The Gavining - Commander Night [4pm Friday 18/12/20]: - Tomorrow! - Please come!! - Kaldheim Prerelease [Sunday 31/1/21]: - This is going to be the morning after uncharity vigil - Alistair checked with the members and they seemed to be mostly fine with it #### Wargames - OTP Terrain purchase >Kyle: OTP Terrain purchase - Terrain donation >Kyle: Terrain donation #### Fresher Campaigns - They're doing pretty good! (Sorry your game alice died) ## Events: #### Halloween 2019 [26/10/19]: - UCC got their eventbrite sales, so theoretically we just need to divide the $195.91 between the clubs >Taylor, Jackie: Halloween's well in love and war #### Book Buy [Thursday 1/10, after committee meeting]: - Emerald is gonna pick up Path of Waves and Call to Adventure on Monday #### Quiz Night [Thursday 22/10]: - Wrapup - Alistair has been bugging UCC about it, since he don't have access to the planning info >Emerald, Kyle: Quiz night wrapup #### CAMP in 3D [20/11-23/11]: - Wrapup - Everyone everyone's been pretty distracted this week - We have shared the distribution information, we need to get it approved and distributed >Alistair, Taylor, Jackie: Camp wrapup #### Uncharity Vigil [Ideal date 30-31/1/20]: - Alistair is aiming to have a meeting next week - Josh (adventurer voice) is going to be there >Alistair, Josh: Be uncharitable #### O-DAY [Friday 19/2/21]: - Fresher guides - Alice has put her fresher guide draft in the google drive - Committee members please submit thoughts and edits - Alice is taking inspiration from Unisfa's backpage challenge: give away free sodas for completing club related challenges - Jackie and Alice are working on putting some illustrations in - "i think we should make it in the shape of a heart" - Alice has listed the committee and gatekeepers - QR code to gavin >Jackie, Alice: Work on the fresher guide - Signup forms - Donald's website might be able to replace signup forms - We need to design a signup form regardless, and the readiness of the website will inform whether we get lots or just a few backups #### Fresher Welcome [Thursday 25/2/21 (Week 1)]: >Autumn, Alice: Book the loft for the fresher welcome #### AGM [Friday 1pm 26/2/21 (Week 1)]: >Alistair: Do the AGM EMP - What's on the agenda? - Reports - Elections - Anything else? #### Club Carnival [Probably Tuesday Week 2]: - no udpate #### PROSH [Probably]: - no udpate ## Room Update: - Broken light - Maybe it'll get fixed with a new tenancy committee - Clubroom rules - New quarantine rules are up and functional - A lot of people are using the app! And we have paper register too - Campaign whiteboard >Alice: Post about campaign whiteboard ## Reimbursements: Pending: - $349 to Jackie + $501.15 for food run = $850.15 ## Guild: - Tenancy Reallocations - Tenancy meeting happened! It went pretty well - We have until 10/1/21 to submit our new allocation application - Alistair chatted with Mark (uwanime president) after the meeting - they are bracing for the possibility of being moved to a different room - Alistair informed Mark that room 184b is on the cards for unigames - Now we're onto a stage of gauging the memberbase sentiment - Elevator - There have apparently been unofficial updates that we havent been told about - Semester grants - Theoretically got sent out today-tomorrow - Money soon - πŸ™Œ - Best Club award ### General Business: #### Webkeeping - Guest star donald, in the house - Donald has been tinkering away building a new website/library/membership database for us - Membership database: - Has approached us with some questions regarding member information - what to store, and for how long - Alistair: Our updated policy is that things are going to get removed after 2 years, if membership is not renewed - Anyone who is not a member can contact us directly to get their details removed then and there - For members: we need an email and phone number on signup. We only need home address for library borrows, so that is only collected on borrowing forms - What about library records? - Should be options to hold onto library records, and to delete them - Who should be able to see data? - Gatekeepers can see lists of names, committee can see member contact info - The hidden mobile numbers would really only be relevant in the uncommon situations where a person isn't readily available on facebook/discord - Who should be able to access notes on members? - It can be case by case. We have the option to log records of when users have looked up private notes - Gatekeepers should be able to look up library data to figure out where our books are - Donald is expecting to have this deployed and ready to go by O-DAY (!!!!!!) - Donald proposes the very first Unigames all-digital o-day - We would still have paper signups as a backup - Library database: - Donald's ideal is that any gatekeeper can borrow out books using a webapp instead of touching the borrowing book at all - Would the club be willing to invest in a little tablet dedicated to this? - It would otherwise be very reasonable to expect gatekeepers to use their own device, this can be incorporated into the signup process - Donald demoes the library webapp to us, what webkeepers would use - Proposal to splat buy "; DROP TABLE Books" - We learn about all the tags like Dungeons and Dragons, Unborrowable, etc - When can we start adding items to the library? When it's ready. The database side is filled out, the borrowing forms are in the works - Archives - We were keen on an archive to serve as a reliable record - We can have the option to hide different files from different people - Donald could put effort into a web interface or we could keep using cyberduck - Wishlist (future things that we could do maybe) - In an effort to get the club's infrastructure off facebook: A calendar and events system - We could input events, include information, toggle visiblilty, and send out reminders - Something like a blog! - Discord integration: Automatically post calendar/blog updates to the server - Donald immortalises himself as the unigames website and thus will never leave the club #### Library - No udaptes - Emerald forsees a future #### Member Privacy #### COVID - New clubroom rules have been implemented - Please read the info on the door and do it!!!!! #### Food run - Occurred (happened) - Eat up my children #### 3D Printing and more - No updates #### Meeting next week - Do we want to have a meeting next week? - Maybe committee will have a cute little meeting - No meeting the week after **Meeting closed**: 7:49pm -- This Week's Action Items: Alistair: > Camp wrapup (along with Taylor, Jackie) > Be uncharitable (along with Josh) > Do the AGM EMP Taylor: > Halloween's well in love and war (along with Jackie) > Camp wrapup (along with Jackie, Alistair) Jackie: > Halloween's well in love and war (along with Taylor) > Camp wrapup (along with Taylor, Alistair) > Work on the fresher guide (along with Alice) Autumn: > Make a scifi games EMP and book the loft BEFORE GUILD CLOSES > Book the loft for the fresher welcome (along with Alice) Emerald: > Quiz night wrapup (along with Kyle) Alice: > Work on the fresher guide (along with Jackie) > Book the loft for the fresher welcome (along with Autumn) > Post about campaign whiteboard Kyle: > OTP Terrain purchase > Terrain donation > Quiz night wrapup (along with Emerald) Josh: > Be uncharitable (along with Alistair)