[committee] Charity Vigil minutes

[William Chesnutt]

Hi all,

Please find attached minutes from the last charity vigil subcommittee
meeting.

Kind Regards,
William Chesnutt
[JWB]
Vice-President


-- 
It is not for me, Your Honour, to attempt to fathom the inscrutable
workings of Providence.  - F. E. Smith
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Charity Vigil Subcomittee Meeting 2018-09-13
============================================

Attendance
----------
Present: Nadia Wichmann, Andrew "Gozz" Gozzard, Cat Coetzer, Lawrence Luo, Nicholas Pritchard, William Corbett, Ryan Hall, Jasmine Sullivan, Caitlin Telford  
Apologies: William Chesnutt  
Absent: Lawson Taylor, Ryan Tan  

Interim chair: Nadia  
Interim minutes taker: Gozz

Meeting opened 16:27

Past Action Items
-----------------
- Jasmine:
	- Make decisions about debate.
		- Done.
		- Unfortunately didn't end up happening because the sick.
	- Talk to WAC about perhaps donating wine for the prizes.
		- Didn't end up happening. Don't worry about it.

- Nadia:
	- Give letter to UWA Tav and Varsity for donations.
		- Spoke to Tav. Got no response.
		- Gave up on Varsity because timing.

- Nick:
	- Make list of prizes inlcuding chasing people up. Position to be known as Yodeler.
		- Yodeled.

- Gozz:
	- Make front desk roster.
		- Done. Didn't really end up getting followed.

- Ryan:
	- Do Pizza money and orders.
		- Done.

- Everyone:
	- Put your events on the spreadsheet. Include setup/packup.
		- Mostly done.

General Business
----------------
- Jasmine: We should speak about how the subcommittee functioned first. What feedback to people have?
	- Will: Some jobs went unassigned. For example see raffles. Also Ryan H needed help with pizza.
		- Jasmine: How do we fix this next year? Be careful about explicit lists of jobs and assignments.
		- Will/Ryan: Clubs need to be better about who is running club activities. Make sure to spread load over rest of your committee.
		- Cat had to spend whole night running Panto.

- Nadia: Issues with people not showing up or leaving early.
	- Need people to realize the commitment they are making when they agree to run things.
	- Jasmine had to leave because sick. This is fine.
	- Nadia: Perhaps we should schedule for some people not not arrive until part way through the event.
	- Try and set realistic expectations about how long you can be awake and responsible.
	- It's a lot of work for just hte subcommittee. Make sure to pull in your clubs to help. OUTSOURCE.

- Some clubs left all the work on their representatives instead of using them as liaisons. OUTSOURCE.
	- Make sure clubs commit to actually do stuff.
	- Nadia: Need to better communicate club responsibilities to clubs involved.

- Nadia: Rep availability made it very difficult to have a meeting.
	- It's better if everyone's at the meeting so actual discussion can happen.
	- Some the issues we had likely arose from this.
	- Gozz: Some of our reps ended up having terribly anti-correlated availability.
	- Nadia: Where possible pick reps with high and correlated availability.
		- Cat: But don't over stress availabilitiy over capability.
		- Nadia: Also willingness to actually do things.
	- Nadia: Two reps per club is challenging. One rep who is able to attend every meeting is logistically better for communication.
		- Consider havng a primary rep who is actually responsible for attending meetings and communication, and a secondary rep to help with actually running events.
		- Nadia: The secondary rep can be a vice-rep to cover for sickness and such.

- Jasmine: Meetings shouldn't be only communication. We should better use facebook to communicate ideas outside of meetings.
	- Nadia: Having fewer people on the subcommittee would help in simplifying communication.
	- Nadia: Decide on a communication channel and make sure to use it.

- Nadia: Advertising was problematic. A lot of it didn't happen until the last week.
	- Publish a list of prizes.
	- Take the time to actually make posts to clubs.
	- Jasmine: People have no memory. Spruik things hard.
	- Nadia: Posters were good but delayed by charity.

- Jasmine: The charity got back to us late and delayed things.
	- Nadia: Contact many charities at the start and pick from the ones that respond.
	- Gozz: Ask them for a blurb to give to our members specifically.
	- Nadia: We have to ask for their explicit permission to use their logo, name, etc.

- Nadia: Floats
	- Gozz: Minuted plan was to get the float from exactly one club and empty money boxes beforehand.
	- Nadia: Unigames float was unavoidably delayed.
	- Gozz: UCC prepared and receipted and inpromptu float and told people.
	- Ryan H: UniSFA provided a float for pizza that was accounted properly.
	- Nadia: UniSFA provided a float for their money box that only one person knew the exact value of.
	- Gozz: Unigames float ended up split between boxes without proper receipting. Knew the total though.
	- Nadia: We should have more detailed plan about how to account floats.
	- Nadia: Unigames Treasurer is making a how to money guide.

- Nadia: Events
	- We were missing stuff (raffle tickets, for example). We should do an inventory ahead of time.
	- Raffle:
		- Gozz improvised an online raffle on the day. Later added ticket removal.
		- Gozz: People who bought more tickets got more AND better prizes.
		- Jasmine: Perhaps we should limit number of prizes you can win.
		- Nick: Or split across multiple raffles/prize tiers.
		- We had some complaints about the electronic raffle maybe being rigged
			- Gozz: But fuck those people.
		- Need more people to run raffle. Lots of people involved and excited.
		- Had some complaints about the raffle not being well advertised enough.
		- Nadia: Talking to businesses about prizes largely didn't happen. Is it worth doing?
			- Jasmine: Yes, but we need to be careful about the businesses we target. Contact them well ahead of time.
				- Local businesses
				- Where you know people who work there
				- Ones that have easy prizes
			- Gozz: Don't limit to club-related businesses.
	- Nadia: Clubs should have them.
		- The event lives or dies on active club events.
		- Jasmine: Again, need better committee involvement and communication.
	- Debates
		- Died with Jasmine.
		- Jasmine is sorry.
			- Jasmine should not be sorry.
		- No one else knew what to do.
	- Nadia: Magic took up a lot of time.
		- This is fine but need to make sure it doesn't interfere with other events.
		- Need to keep events monetized.
	- Will: UniSFA events died as people left around midnight.
	- Nadia: Complex events need to be documented so people can take over.

- Nadia: Pizza sheet tracking went well. Details about how it was paid need to be communicated better.
	- Make sure to call Dominos ahead of time to give them warning and get a discount.
	- Ryan H: Pizza is a two-person job.

- Nick: It would be nice to arrange to share the load of event manager.

- Financial report
	- We raised AUD 1313.39
	- Printing cost AUD 3.78, paid by Unigames
		- Each club owes Unigames 63 cents

Meeting closed 18:04

Action Items
------------

- Everyone:
	- Write a handover.
	- Get financial report, minutes, etc. to your committees.

- Gozz;
	- Make sure UCC donates the money.