[Unisfa] UniSFA Committee Meeting Minutes 05/04/16

[Corin Rowell]

Hey everyone~

So, there was a meeting today at 2pm. My apologies for not emailing out an Agenda beforehand, but our president was very sick and an agenda only got completed like an hour before the actual meeting… But here are the minutes, anyhow.

Things for your eyes:

- Toby will be screening Telltale’s Game of Thrones in the clubroom tomorrow evening (Wednesday) from 6pm, and that’s fun. Come along and make new friends onscreen and then watch them die!

- Do you know any good books and/or graphic novels in UniSFA that feature an apocalypse and/or a dystopia? We have a featured shelf this month on that theme! Suggest a book or graphic novel to Toby or Reggie or whoever else you think should know and it might get put up on the shelf. Also try and leave a little review on what the books about/why you recommend it to other people to read. This is a thing we’re trialling, you should get in on that. Books are good.

- I didn’t get anything else for here because I am very tired I’m sorry...

Screenings for next week:

Monday: Free!
Tuesday: Game of Thrones Lets Play (6pm)
Wednesday: Free!
Thursday: Cam Reads Things (2pm)
Friday: Cheesy Movies With Tim (6pm)

Okay, anyway, onto the minutes~



UniSFA Committee Meeting 05/04/16


Attending: Toby Joske, Leah Chappell, Corin Rowell, Reggie Chow, Jono Astbury, Chris Larsen, Patrick Mitchell, Jake Alexander, Tim Haig

Absences: Nobody!



Agenda

- Committee Report
- Camp
- Library Things
- Money Things
- Events
- Shirts
- General Business



Begin: 2:09



1.	Committee Reports

President

Toby got a disease and is really sick and can remember nothing else. She has been sick since she was born. What is life? What is health? There is only sick. But in spite of the disease she got lots of tiny, annoying things done. The committee is good at things and Toby is proud of us.

Vice President

Leah has good hair again. Also she sent a bunch of emails out and got responses for most of them. Went to speak to events twice and they may be sick of Leah but yeah that’s about it. Leah’s life is taken over by honours.

Secretary

I have been writing so many essays and assignments so I am very tired and have used up all of my words. But I emailed some people to get information about camp prices, that’ll be mentioned later. Also went on fridge run and Easter egg run.

Treasurer

Tim got unplagued (yay) by giving it to Toby (not yay). Wrote up a draft for the budget but it’s wrong because we found out that guild finance hadn’t put in a few transaction so we need to fix it but overall we’re fine. Also did an Easter egg run for the picnic, we got lots of eggs. Thanks Corin for helping (you’re welcome).

Librarian

Reggie put together a feature shelf which unfortunately fell down but we can fix it up again. She is still taking suggestions for books to go on the featured shelf if anyone has any. Has done up the labels for the shelves, but forgot to send them to Chris for laminating. Spoke to Quidditch people and they said if we want to then they can come down and set something up for us. Reggie will forward what they said to Toby.

Fresher Rep

Chris hasn’t done anything but it’s okay we love him anyway. Leah pointed out that he did the committee pictures for the fridge and he said he needs to change them but he’s going to do that. Chris is a little gem who we appreciate.

OCM Report - Jake

Jake read the constitution to see what we need to change in order to “get rid of these stupid books.” He wants to talk to Frames (and someone else whose name I didn’t get because I’m tired) because they should know what’s up with that. Jake also talked to people about Prosh (we’re doing Prosh btw) and he did some stuff for quiz night. Quiz night EMP has been submitted so that’s all good yes.

OCM Report - Jono

Jono just got back from Proshlympics. He had to go home and shower after the games but he came second in twister and UniSFA did eh in everything else. Toby says that jock club is confirmed. He went on fridge run with Corin (that me). Also, submitted EMP for screenings on Prosh night even though the EMP was superfluous, it’s just nice to do. Jono pauses then remembers he wanted to ask exactly what is he supposed to be scanning and uploading to dropbox? Apparently, he will scan all forms we get now.

OCM Report - Patrick

Patrick turned 19, he’s grown. CCC Facebook page is finished now. *checks CCC form* Where’s the form? Oh, here it is. Most people have signed, or at least they will sign soon. Toby will also sign to confirm that the names on the form are actual people in the club and not randos.



2.	Camp

I had info on camps and prices c:
Nanga - They have bunkhouses which house 100 people each, which may be too big and empty for our camp. Also Nanga is expensive - the cost is $36 per adult per day with a minimum price of $750 daily for bunkhouses and $100 daily for cottages (but we wouldn’t want cottages because gross queen beds).
Leschenaultia - Pricing for less than 50 people is $30 per person per night, more than 50 is $25 per person per night (but these are 2014 figures so may have gone up). Benefit is that you get the whole camp so other people won’t be exposed to UniSFA.
Quaranup - $25 per person night if we’re in the main dormitories, minimum charge of $590, but they cater. May need to ask for more information about that. They also offer fun games/activities for a little extra cost. (I personally like this camp because they have a little form of all the prices and it’s so organised). But it is far away…
DARE - $30 per person per night, and also have to pay extra for any activities we may want to do. But do we even wanna do things like archery? Plus side is that the bunkhouses look like a good size: they have 36 people in bunkbeds. Cost is $30 per person per night with a minimum $600 per night.
Question: Do these camps have projectors? I’m gonna say no and we’ll have to bring our own. That should be fine.
Leah doesn’t like the idea of Nanga because its expensive and it’s also a big camp with too-big bunkhouses. Toby agrees. Leah does like Leschenaultia and Quaranup but also acknowledges that Quaranup is very far away. What about DARE? DARE is centred around activities that UniSFA may not want to go to… On the other hand, their bunkhouses do look good for what we want to do and we don’t have to do activities if we don’t want to.
How many people will come to this camp? We looked at UniGames’ camp attendance, but UniGames has never had camps before whereas UniSFA has had them before and Jake says that’ll make a difference. How many new signups do we have this year? Reggie says about 120/130. Toby says that since the camp is at the end of the year, we may have more active members who want to camp but also some members will be away at that time. Maybe we should aim at 50-60 people… In that case, it might be better to just book a camp with one big building. Leah likes Leschenaultia because we get the entire camp to ourselves if we book it. Toby doesn’t want to use the same site as other Cameron Hall clubs. Tim asks why it bothers Toby. Toby wants a different event. Tim says that the UniSFA camp will be different as it’s at a different time and will have different activities.
Jake points out that the further away Quarunup is the less likely it is that people will go.
Woodman Point - Someone just now suggested another campsite run by the same people as Quaranup but closer. It’s near Cockburn. If it’s near my house, I could potentially get my dog to visit for a day and she could be a committee dog. This idea excites some people because yes dogs are good especially when they are my dog. Anyway… This place is Woodman Point. Leah thinks it looks good. It costs $25 per night but we would have to pay for catering. They also have a day area we could book out for various activities and things because there’s not a lot of space actually in the dorms… So that’s something else to consider. The day use area costs about $120 per day so we need to do the math on that and see if it’s worth it. But it’s near a beach and it’s close and cheap and there is a rec room inside the dorms it’s just smallish.
Toby says self-catering looks like it’d be hard to do in somewhere like Woodman Point? Also people would be spread across two separate dorms. Leah is unhappy with that, she wants everyone in the same building. But if the buildings are right next to each other, is that okay? It’s doable. It’s not the 100% best thing ever but it’s doable.
Leah is now tossing up between Leschenaultia and Woodman Point.
Basically we just need to look at geography, camp layouts, and prices.
Did one of those camps have a rope swing? Yeah, I think Nanga does but we don’t like Nanga because it’s expensive and big.
Jake is lying on the ground. I think he’s dead. No, he just said something so he may not be dead.
Leah thinks this decision shouldn’t come down to pure math, but it’ll help. Tim wonders if we should we look at the cost and bring it up next meeting? Toby says yes we can do that next week. She’ll put together a bunch of info when she’s not dying of sickness.
We also need to do First Aid Training for camp! Toby will talk to someone about a thing and maybe getting cheap training because she may have a lead. Leah wants to possibly get it done during study break .
Jake’s lifesaving is current, leadership training is current, first aid is current.
We need names for the camp! Plague camp? Reboot camp? Nerd camp for nerds? Terraretconned? Pterodactyl camp? We’ll work on that.


3.	Library Things

Did Reggie have library things to say last week but then had to leave? Reggie can’t remember. It’s okay, Toby is too sick to do much today anyway.
Leah says that after the Busy Bee- Oh no wait, Reggie remembers things now.
Reggie wants to do a library day to throw away any non sci-fi/fantasy books the library may have. Jake approves of this idea.
The Busy Bee is on the 23rd, we can maybe have a library day on the Sunday afterwards or something and then after the book buy we can focus on shelving the new books. But it might be nice to do it while everyone’s here… We’ll see how things go.
Book theme? Toby will probably make a Facebook post asking people to write book reviews and things on the whiteboard. We’ll just see how reviews and the feature shelf goes, maybe it’ll work out and maybe it won’t but we’ll try it and see.
Shall we make a Facebook event for going through the library books? That way non-committee people know about it. Might be a good idea.
Wait is the Busy Bee next week? That might be a bad day for Reggie to do library things but… We’ll make it work


4.	Money Things

Beanbags will happen one day… But it is not this day…
Toby will talk to Tim about budget stuff later.
The Easter chocolate is bought and in the cupboards.
We need the money box key. Apparently it’s been missing since two years ago. So no money box key? Welp. Tim points out that we shouldn’t really be leaving it alone anyway? Maybe we can just get a new money box? Tim doesn't think we would need one but apparently it was annoying at Swancon to have no key and carry it around everywhere. But also you can’t carry it by the handle unless you can lock it so… Yeah, people could just steal the entire thing and saw open the lock but it would still be nice to hold the lockbox by the handle.
Can Tim hunt down last years budget? This might be difficult because Toby says Megan doesn’t exist.
Reggie remembered a thing: Book buys were budgeted about $1000 over two book buys. Picnics have been budgeted about $50 and she doesn’t remember the other thing but- Oh wait! Also budgeted about $500 for keeping the clubroom nice. Tim is cool with that. He’s just gotta remember that this year there’ll be a camp and that’ll cost money.
CCC moneybags? Maybe we can keep track of them by making CCC check out moneybags and then we can just check in on them every month or so. Someone brings up the idea of a UniGames-style moneybox permanently in the room. Apparently UniSFA used to have something like that but then someone just took the entire thing. Attach it to the wall? But we can’t attach the box to the UniSFA wall. Maybe screw it to the bookshelf? That’s doable. Maybe we could remove some books and put the box on the shelf (Reggie tells Jake ‘no’ rather firmly).


5.	Events:

We need to add Prosh and the Busy Bee to the whiteboard. Shall we make Facebook events for those? Yes, we shall also post about them on the Fresher page. Has Chris posted about the Easter-ish picnic to the freshers? He has.


5A.	Easter Picnic

We got chocolate. We can get juice later. S’all good.


5B.	Prosh

Can we advertise for Prosh screenings yet? Yes we can, that’s totally chill. Toby’ll make a post on the Facebook page about that and also make an event for the screening. Chris, please post on the fresher page about Prosh screenings and Prosh costumes. Who is doing Prosh? Not me, I’ll be sleeping. Chris was going to not go but when he found out he can stay up all night at university he was more into it. Toby wants lots of superhero costumes.


5C.	Sponsor Crawl

We’ve emailed all of the sponsors so they know we get a discount and they know we’re picking up quiz prizes at the same time. Toby needs to work out where we get consistent discounts… Anyway, Patrick made the best Facebook event ever for the sponsor crawl. Good job, Patrick, you are a lovely human being. Leah wants to make a post on Facebook saying “hey rec us some books you want us to buy”. Shall we make a google doc to take suggestions? That will almost definitely devolve into shitposting. Let’s just make a Facebook post.


5D.	Busy Bee

We need an event page for that… Toby will do that eventually.


5E.	LARP

Toby needs to do more with LARP stuff and read some rule things - Leah will help with that. Someone whose name I didn’t catch is working on worldbuilding so that’s nice. Leah will go see events again (sorry, events) because basically the way UWA is set up is that to book various areas we go through sub-organisations. So, before we fill out an EMP on what’ll happen with the LARP in each area, we need to figure out who’s in charge of the areas and talk to them. Should we go off-campus? Nah, that’d be too hard. Like, we’d need to find an area off-campus that works and then actually book it and effort is gross…
Toby said the ballpark figure for the LARP sounded really large. The suggested ticket price was about $15-20 which others thought sounded reasonable because it will be a big full day thing. On the other hand, the cheaper it is the more people will come. What numbers will we get? Maybe we could make a post to gauge vague interest levels in the LARP? Tim says he prefers a price range of $15-20 just because it’s the first time we’re running this sort of thing and higher ticket prices mean less of a potential loss. But also we wanna encourage people to go, says Toby. But from sounds of it LARP is usually much more expensive than what we’d be charging for a solid six hours of fun.
With so much work going into this, we should advertise the Hell out of it so we get good numbers. Could we do a club thing with the medieval club, asks Reggie? Toby says she’s been thinking about doing that and we’ll talk about that more when we have more info. She knows we’re definitely collaborating with UniGames, but it would be good to reach out to other clubs as well. Toby will look into it. But right now, we’ve capped out numbers at the 60 and the times’ll be either 2-8 or 2-10 depending on how many people turn up and how into the whole thing they are. Ticket prices will depend on how we set the day up, but the idea is that club members will get cheaper tickets.
leah wants to find out, if there’s an indication on interest, if people want to turn that LARP weekend into a sort-of camp weekend. Toby worries about profits? Leah wonders about maybe one day having a marathon screening and then a LARP thing the next day. Toby does want to brainstorm more lowkey stuff. Leah just wants more events over breaks and in the second semester.


5F.	Quiz Night

Taylor’s written up a few quiz-night-related guidelines and things, but basically thet most important thing is that if theres a dispute or something, the Quiz Night subcommittee has final say on things related to Quiz Night over other Cameron Hall clubs clubs. Toby’s okay with that. So that’s fine.
CAN PEOPLE PLEASE TALK LOUDER IN MEETINGS, I’M DEAF.


6.	Shirts

Tank tops??? Jake, be quiet.
Toby wants to run a profit on UniSFA shirt. Did UCC make a profit on shirts? Jake says that yes they did. Where did UniGames get their shirts? They pulled some connections, but we now have Oscar’s little brother who actually produces shirts somehow so that’s a connection. Oh man, $13 shirts?? That’s a good deal. Toby also has friends who do dirt cheap shirts for their bands. We’ll look into shirt things and discuss it more next week.
That’s it for shirts.
Wait no, shall we use the current logo for shirts? Yeah, ok sure. Shall we add in 2016? Yeah, sounds good. Fun tag line? Jake doesn’t want fun, he’s too tired. Toby wants a shirt with her face on it. I also want my own face. Committee all gets shirts with someone else’s face on it. What about the OK emoji? No, this is madness we shouldn’t play God. Should we change the logo, though? Toby thinks its okay but… If anyone can think of a a better one then let us know. Most people are just too disinterested to change it. The yin and yang is meant to symbolise the good and evil theme in may fantasy and sci-fi novels, but some think that’s lazy symbolism. But it does have history with the club so whatever the logo probably will not change unless someone is really passionate about it


7.	General Business

Pat and Chris are in charge of CCC pictures. They will do that, yay.
Corin? Forms? Yeah, forms. They’ll go into a binder, now. I’ll sort that.
QD is having a quiz night! Maybe it would be nice to have a UniSFA table at their quiz night? Yeah sure, we have lgbt+ people in the club. We also have people who like quiz nights. We can maybe gauge interest using the Facebook page because what else is Facebook for?


Finish: 3:06



Action Items



Everyone - Think of good camp names.

Toby - Get better please; Put together comparison sheets on prices/location/facilities on the campsites; Talk to the person you mentioned about maybe getting cheap-ish first aid training; See if people can write reviews for books on the featured shelf; Find out about moneybox key or new moneybox; Post on Facebook and make an event for Prosh superhero movie screenings; Also an event page for the Busy Bee; Do LARP things; Look into shirt things; Look into QD quiz night table

Leah - Make a Facebook post asking for recs for book buying; Do LARP things.

Corin - Figure out a binder to put forms in; Do your essays.

Tim - Talk to Toby about budget stuff; Hunt down last year’s budget.

Reggie - Forward Quidditch people’s email to Toby.

Chris - Post on the fresher page about Prosh superhero movie screenings; Do CCC pictures; Change committee fridge picture.

Jake - Continue having no fun.

Jono - Please have fun.

Patrick - Do CCC pictures.


——————————————————————————

Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016 ꒰◍ᐡᐤᐡ◍꒱
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