[Unisfa] UniSFA Committee Meeting Minutes 12/04/16

[Corin Rowell]

Hey guys!
I’m very tired and stressed, so everyone make sure you get lots of rest.

Things for your eyes:

- PROSH is a thing! It is a thing that is happening tomorrow morning and the Cameron Hall theme is Superheroes! So put on your best superhero outfit (or another fun outfit) and turn up at UWA at about 4:20am to collect a money tin, or later at Subiaco train station, or right now and spend the night! Then have fun and sell papers and raise money for charity yaaaaay~~~

- In honour of PROSH, there will be superhero movies screened in the clubroom all night! That should be enjoyable and we will be selling snacks and maybe doing a food run later at night. Please do feel free to turn up at any point between this email arriving in your inbox and tomorrow morning for fun movies.

- Nic's Nostalgia Screenings are starting tomorrow (Wednesday) at 6pm with Kim Possible! Come along to that for nostalgic fun times.

Screenings for next week:

Monday: Free!
Tuesday: Game of Thrones Let’s Play (6pm)
Wednesday: Nostalgia Screenings with Nic (6pm)
Thursday: Cam Reads Things (2pm)
Friday: Cheesy Movie Night with Tim (6pm)

And with that, here are the minutes from today’s meeting:

UniSFA Committee Meeting 12/04/16


Attending: Corin Rowell, Leah Chappell, Reggie Chow, Tim Haig, Jono Astbury, Jake Alexander

Late: Toby Joske

Absences: Patrick Mitchell



Agenda

- Committee Reports
- The library is chaos. Chaos is all there has ever been.
- PROSH
- Other Events
- Camp
- Shirts
- General Business


Begin: 2:35



1.	Committee Reports

President

Toby is late. When she arrives she gives the following report:

“Learnt to do Koha things. Tried to fix Koha. Looked through all the library things and books. Realised the library is chaos, looking into fixing this third-hand organisational nonsense. Yelled at people about the library a lot, reorganised the TARDIS a bit. Looking at clearing the dungeon. More of my zany screenings. Made a PROSH event. Made a screening event. Looked into shirt things. Spent way too much time being in and organising the clubroom. Added some stuff to the feature shelf and set up a review board, encouraged member reviews and it all looks great and is really happening. Waifu of the week [is a thing that is going well]. Looked into first aid - my lead no good. Made QD quiz night table happen. Tried to organise larpmittee meeting. Made busy bee event. Jack did the feature shelf label. I got “thank yous" for my swancon volunteers

Vice President

Leah was in Brisbane over weekend for a family reunion (Jake says “gross”) and it was weird. Made Facebook posts about things. Went shopping with Jono for stuff and that was fun. The Claremont Bunnings is good.

Secretary

I have done nothing because I’m very tired and have had a long and stressful week. Because I am tired and stressed, I am angry and miserable. Do not talk to me unless it is about small, fluffy animals (like this very friendly dog I met at the IGA this weekend).

Treasurer

We have money. We are making money. (What? Gasp!) Even after taking out money for the Sponsor Crawl we’ll still be in positives for the year at this rate. Chased money box key but it’s too hard to find so it’s not worth it. Will bring it up later if it matters. The key lost. It’s gone. It’s been gone for a long time and nobody nows where it is and who cares? Otherwise, will work on a proper budget. Asked previous treasurers about budgets but they had to wash their accounts so they haven’t gotten back to him.

Librarian

Ummmmmmm so Reggie has made pretty laminated labels for the library (thanks Chris for laminating them). Also working to replace library’s letters but there are so many letters and it’s hard. Koha is working again! Yaaaaay!

Fresher Rep

Laminated stuff for Reggie. The freshers are still dead, we’ll need a decent wizard or cleric to res them.

OCM Report - Jake

Hello. Jake did some stuff for quiz night. He’s also fixed aliases for committee members, so we should start getting random emails now. Got movies to screen for PROSH night. Yay~

OCM Report - Jono

Jono has done some stuff. Yesterday he had a big shopping tip with Leah and had to get out money twice because maths is hard… He put up Firefly posters… Quiz night is on track, tickets are for sale now. Will bring up the tickets later. Also filled up beanbags with beans. We have lots of beans. We are full of beans!!

OCM Report - Patrick

We love Patrick.



2.	The library is chaos. Chaos is all there has ever been.

I got distracted because someone commented on my fanfic! “What is this silly smile on my face? Why is this so perfect?!!?” the comment says. Anyway…
We want the dungeon cleared, but we can do that next library day. Will that be this week? It’ll maybe be after the Busy Bee because people will be in  Cameron Hall already and we can ask them to say. That’s on the 23rd. Maybe at 2/3 o’clock start clearing the library? We also have to look through books.
We have already started looking through books!
Koha is fixed and we’re happy so we can check what books we have and what we need to get. Thanks Blair and Bob for that. Blair says there may be bugs, but hopefully they’ve been squashed. If there are any problems, just contact Blair because he is our first point of call now. Also he wants to change the guest account on Koha. Basically, we shouldn’t log un using 9999, we should be logging in with our own account (that we will get) so this way they know who is checking books out and changing settings. This adds accountability. Also, the 9999 account has more power than anyone should have. Blair will let us know when they look at deleting the 9999 account, it’ll probably after all of committee and CCC have accounts. We should all should know how to add members, check out books, and possibly how to catalogue books but that’s not necessary.
Has Jake looked into changing the constitution in regards to possibly getting rid of books? Jake says we can change it but there’s more than one bit of the constitution that needing changes so it’ll be a lot of work. He needs to talk to Frames about that.
A lot of books that aren’t on the shelves and are actually somewhere else are set to “in transit” in Koha. Blair says it might be better to have their location set to a different library and that way we can organise where books are being kept in off site storage.
Reggie also says things about reshuffling books. On the Busy Bee, as well as library things, Leah wants to get rid of useless things in the brown cupboard so we can shift some food storage over and some books can be stored outside there. And then yay we get more space in here and things can be better organised. And it’ll be good.
Reggie’s main issue with the library is that all the bookshelves are different sizes and its hard to categorise books but she agrees that reshuffling is a good idea. WE can potentially do that after we’ve sorted through books and added new books in. With lots of people helping it shouldn’t be that difficult.
Toby wants to find a dedicated person to get all the Koha tech know-how so we don’t have to keep working through a three-person system sorta thing? Leah wants Blair to pass Koha thing onto someone who is here more often? Or we can make an agreement with UCC so they can handle our tech stuff? Who knows? We want something…


3.	PROSH

It happens.
The clubroom is open all night until they start handing out money tins, and there will be screenings in the clubroom which are superhero themed. Jake is running those, but he only has two movies and we need more movies.  There will be energy drinks in the clubroom and maybe a food run later. Reggie has twenty superhero movies but her hard drive’s at Trent’s house. Jono has movies, Jake can use them. Deadpool? Deadpool!!!!! Antman? We already watched that…
The screenings will start later because Jake has a pantomime rehearsal… But the room will be held open.
It’s gonna be good.
Who’s going to PROSH? People are going to PROSH!
I will be asleep. My superpower is having a good uni schedule.


4.	Other Events

Easter Picnic - That’s this weekend on the Sunday. We have chocolate and we have cups. People should come to Pioneer Women’s Memorial and hang out. Bring food if you want, it’ll be gr9. When Tim was talking to Laura about budgets, she noticed we haven’t been doing the “bring gold coin donation” thing we apparently used to do. Tim wants to start doing things for that. Leah says she ran the Easter Picnic the year Laura was treasurer and there was no gold coin thing. But she is happy to ask for gold coin donations. Tim says to say on the Facebook event “please bring a donation but you don’t have to, also your own food”. Leah says yeah okay. A donation will be appreciated but not mandatory.
Busy Bee - On the 23rd of April. We’ve got an event page up on Facebook for that. Leah made a post on there about extending the Busy Bee into a library day and how it would be nice to have people help out with book stuff and also cleaning is great.
Sponsor Crawl - On the 30th of April. We’ve got a budget for that. Reggie and Leah are making a list of things to buy for the club. Reggie will upload the book list onto dropbox/deepthought. Jono said he updated that list… He hasn’t replaced anything, he’s just added new stuff to it. Says please don’t disregard it entirely because recent recommendations are on there. Reggie has apparently also done that. Leah doesn’t care as long as there is a book list somewhere. Anyway, the sponsors been emailed about the crawl and they’re cool. We’re meeting at 11 near the cactus. Some sponsors are giving discounts, people should come buy things. Also we’re picking up extra prizes for the Cameron Hall Quiz Night. Jake will give Leah a list of extra prize things…. Jono says they want fewer prizes but more impressive ones. Also, prizes that are good for a table of 8 people. so 8 small things?
Quiz Night - A week after the Sponsor Crawl. Jake has tickets! UniSFA has 30 tickets to sell. They cost $15 each and $100 if you buy a table of 8. Can we sell more than the 30 we have? Yes, there are a spare 40 tickets in the UniGames cupboard. The Tav’s capacity is 200-ish and there 160 printed so you can maybe sell more than we’ve got. Ryry made the tickets and they’re great. I, personally, think they’re beautiful. When the tickets are sold, tally how many are sold on the slip of paper in the bag, a seperate tally for individual tickets and for tables. Only committee members can sell the tickets. Also keep all the Quiz Night money in the smaller money box because it’s completely empty at the moment. The little money box is now only for Quiz Night tickets and Quiz Night money. Reggie’s concerned because what if someone gets muddled and accidentally take money from the little money box? We can just put a sticky note on it saying “Quiz Night money only”. Jake looks for a sticky note but can’t find one. Chris buys a ticket. What a good Chris. What if someone wants to refund a ticket because they want to buy a table? Uhhhh well we’re obligated to return money… Just deal with that on a case-by-case basis. Write everything down, and communicate with Jake or Jono about it. If there are any issues, just send them to someone who’s on Quizmittee. Can Chris organise a fresher table? Yup. Okay.
UniSFA Goes - Jono is distracted. What? Yeah. He’s on it. It’ll happen. We can’t advertise but there should be a thing at end of may hopefully yes yes fun.
Leah has a list of other events but she forgot it… Oh shit, LARP!
LARP - Leah needs to chat with Liam about different areas because they gotta write what we wanna do in specific areas and then submit the EMP. And then we can organise any posters we wanna use to advertise. Other than that, it’s coming along nicely and will probably happen.
Anyway… We think that’s it.


5.	Camp

Toby was going to look up specific prices… But she’s not here yet so we can’t do that. Leah’s happy to put that off until Toby’s here or next week but we have plenty of time. It’s not high priority at the moment. But once we have prices, Leah may go look at different sites to check them out and if anyone wants to go then that’s a thing they can do.
Okay we’ll just discuss this next week…


6.	Shirts

Dammit, Toby was gonna do things with shirts…
Toby is here now!
Toby looked into leads. The screen printing doesn’t look great, it’s not super durable at all. She has friends who make shirts for their band in a complicated setup and either we can buy things and do it ourselves (it’d cost bit) or they will do it for us at $5 a shirt. And that’d be cool, you can just bring in your own shirt to be printed on. But they’re not super reliable people… But it’s still an option that could be a thing.
Jake says that UCC’s Oscar’s brother does something with shirts. Jake will go and ask him about quotes and send the details over to Toby. He doesn’t know what kind of printing though… But he thinks not screenprinting? Yes.


7.	General Business

Can we have a nipple ban in the clubroom? Jake? No! Don’t ban the nipple! Jake protects his nipples.
Money box? Tim thinks getting a new money box is not that high of a priority because we shouldn’t ever leave the box alone anyway. Leah says it’d be nice to carry the box by it’s handle. But is it worth the money for that little bit of convenience?
A money box rather than money bags? Tim says that this whole losing-money-bags thins is new. It didn’t happen with Laura or the treasurer before her. Jake still thinks it’s a flawed system to have money in 15 different pockets. He says why not just do a system that does work (see: UniGames) where it’s all secure in one place. Tim says moneybags are the devil we know. Leah asks if the resistance is that its not worth changing? Tim says he doesn’t understand why we’re changing. It’s because instead of many money bags, this would be a single, secure box emptied very often. It would solve issues of not having correct change and needing to break large notes. But if Tim thinks its not worth it because its a bad idea then Leah wont push it. Tim will look into the situation, but knows there will be pros and cons. What cons? Someone could take the entire box. What about bolting it down? Tim guesses… But also do we lose that much money from people without enough change? Change for a $20 is the smallest amount we can get from UWA ATMs, we should be able to break those… Leah asks Tim for a pros and cons list about this because she genuinely thins it’d be worth changing but… Who knows?
We have posters now! And the book/comic review board is good, there are lots of apocalypse and dystopia themed things. We’re getting reviews, send in more reviews. That’s fun.
Fining people who don’t hand back library books? Yes, God, please…. Because at the moment the only punishment we can offer is saying “we are disappointed”. And it’s annoying finding books that are “checked out” from like 2006, that’s basically the same as losing the book and it’s bullshit. We need a proper late-return fine and if they’ve lost it then we need a proper way to fine people for that.We don’t know what level of fine would best but we just gotta do that. Taylor suggests a charging the price of the book. Leah also wants to charge a fine on top of that price, like come on we’re maintaining the library please don’t steal our books. And now everyone is talking about video rental stores. Back on topic… Reggie should look into fines, that’s the librarian’s job. But yeah.
Money bag system? If we keep the money bags, Tim’s idea is that at committee meetings he’ll check committee members’s moneybags. CCC can show Tim their money bags some other time during the week. If someone can’t show Tim their money bag because it’s lost or at home, they have a week to find it. If they don’t find it then they get fined. Taylor suggested people have to put their money bag back in the brown cupboard before leaving the building. But CCC don’t have access to the brown cupboard so… A money box would be good, Leah is sold on that idea. But this is what Tim wants to do in the meantime and also it sets a precedent for losing stuff. Fine-wise, Tim thinks people’ll have maybe $20 in their moneybag and if people on CCC lose their bags twice then we fine them $40 and kick them off of CCC. Committee members? What about them cos we can’t just kick them off so easily. Maybe if they lose their moneybag twice, we just take their moneybags and take them off door. Anyway, that’s the system that Tim will put in place if we keep moneybags so yeah. Toby arrives late and suggests maybe signing out moneybags? Tim explains his ideas again. Toby worries that a week is too frequent for checks and too much work for Tim. Tim says “nah”. He says he should do it every week anyway. Toby is also concerned about the moneybox… Whatever, Tim will mention the moneybags idea on the CCC page and say it’s starting next week.
I was briefly distracted by mandarin and pretty girls…
Anyway… Leah wonders if it’s worth giving the CCC access to the lockbox and purring keys to the clubroom in the lockbox. Leah doesn’t like running up and down the stairs to come and open the door. So yeah, maybe use the lockbox and set up a new code? Also, please remember to properly scramble the lock on the brown cupboard when you’re done with it. We’ll look into getting a more complicated lock for the brown cupboard because four letters is not that hard to crack especially if it’s an actual word….
Sorry, I got distracted again.
Taylor is saying something…. I missed the start. Apparently she’s talking about a bunch of inter-club regulations for things but it’s okay it’s cool. Leah says everything is fine. It’s jsut exactly the same rules as before but now they have actual stuff to fall back on.
TOBY IS HERE!!! She says nobody is dead. This is good but also mildly disconcerting. Anyway, things Toby said previously in the minutes are not in the order as she’s only just arrived.
Toby says we need someone to do Game of Thrones screenings when the new season starts. Jono can’t do that before the Panto performance. Maybe those screenings will be on Monday night because that’s free. Toby will bully someone into doing that.
Leah was gonna say something but forgot…
Grants! Has Tim been looking into grants? We should just apply for anything and everything that looks vaguely possible. We can maybe look into grants for the LARP? But for most events we won’t get anything. Toby says to apply for anything anyway because it doesn’t hurt and free money is good.
Leah wants to do a first-aid training thing, preferably in the same week as Leadership Training. But that’s chaos fortnight for Toby. Jake says it’s unfair that Toby has a whole fortnight of chaos all to herself whilst we chumps only have a week or less. But yeah, Leah wants people with first-aid training for LARP so the EMP can be submitted. Immediately after the study break would be fine for Toby. Problem is it’s a full-day course… Toby looks conflicted. Leah doesn’t want toby to die. I suggest maybe having first-aid training over the study break just for who are available. Leah could maybe rush people into training on Monday… But otherwise we may have to put it off until later. Jono says “is this money”? Yes, Leah confirms that it is money. We can maybe see if Guild can subsidise it a little because we do need this for a bunch of events. If Guild can’t help, UniSFA still should help pay for peoples’ training just a little bit. Leah will post on the committee/CCC Facebook group and also talk to Guild because we need this shit done soon.
Has anyone who wants to go to Leadership Training not signed up? No? Has everyone got confirmation emails? Tim didn’t see one and he’s worried now. Are they in his spam folder? He’ll double check. But we all got one… Patrick isn’t here and Toby will check with him that he’s also signed up.




Finish: 3:39



Action Items



Everyone - Something

Someone - Something etc

Toby - Bully someone into putting on Game of Thrones screenings; Check if Patrick has signed up for Leadership Training.

Leah - Make post on Easter Picnic’s Facebook page saying “Gold coin appreciated, also bring food if you wanna”; Discuss with Liam what areas of UWA will be used for what in LARP and then submit an EMP; Find out when people are available for first-aid training and try to book that; See if Guild will help pay for first-aid training.

Corin - Hi.

Tim - Draw up pros and cons list of switching out moneybags for a moneybox; Let people know about new moneybags policy; See if we can get any grants and apply for all of them.

Reggie - Think about stuff we need to do to the library on the Busy Bee day; Upload booklist to deepthough/dropbox; Think of what sort of late-fine would be good for the library.

Chris - Organise a Fresher Table for the Cameron Hall Quiz Night.

Jake - Talk to Frames about possibly constitution changes; Find out about Oscar’s brother’s shirts and what’s up with that.

Jono - Hello.

Patrick - Hey.


——————————————————————————

Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016 ✽-(ˆ▽ˆ)/✽ ✽\(ˆ▽ˆ)-✽

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