[Unisfa] UniSFA Committee Meeting Minutes 19/04/16

[Corin Rowell]

Hey everyone~

Sorry these minutes are a little late, I am sick and tired this week and I apologise for that…

Also, because I am sick and tired I can’t think of many things for your eyes. Check the UniSFA Facebook page to double-check if there are any upcoming events you wanna go to.

Thing For Your Eyes:

- Cameron Hall Busy Bee is this Saturday from midday! Please turn up to that and help clean up our clubroom and the common areas if you’re available. And after that is a library day, if you are coming to that maybe bring a laptop so you can help catalogue books!


Okay I’m too tired for this let’s get onto the minutes…

UniSFA Committee Meeting DATE


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

Absences: Jake



Agenda

- Committee Reports
- Library/Busy Bee
- Events Past
- Events present (screenings/Cat's art things/book club)
- Events Future
- Camp
- More thins that Toby will think of when she isn’t dying from uni work 
- General Business


Begin: 5:41pm



1.	Committee Reports

President

Everything is due at once and Toby is so busy help please help her. She has a lot to do so we’re gonna try to breeze through everything today. She is probably going to be working on her essay during the meeting as well. Leadership Training was okay, and we all have more tomorrow. Easter Picnic happened and it was good. We have too much chocolate…

Vice President

We’ve run some events, had PROSH night and Easter Picnic. Leadership Training was okay and Leah is very excited to go back tomorrow… Can’t remember other things that probably happened. Oh yeah, first aid. Leah sent an email off to current SOC president about cheap first aid training. They have some either end at the of 1st semester or at the start of 2nd which is good for camp but not so good for LARP. She’s looking into that stuff, so UniSFA doesn’t have to worry so much about that right now. Also we need to look into RSA training as well.

Secretary

My head hurts real bad right now. But hiding eggs at the picnic was fun yay. Leadership training was not as fun but we gotta do it.

Treasurer

Leadership Training is a thing… Also we have money. Tim is working on the budget and we’re making money just from events but things need to be approved upon so we can make more money.

Librarian

Who is Jake? Reggie went to the Easter Picnic and ate a lot of chocolate and then brought some home and made chocolate peanut butter cups. She spent the weekend with Leah doing library stuff so thank you leah and thank you everyone else who was at the library day. Reggie has already done Leadership Training so she did not suffer.

Fresher Rep

Chris is kinda bummed because he’s a regular at UniSFA but doesn’t think there are many other new people. People assure Chris that there are indeed multiple freshers. Chris feels better now. He also says the fresher bodies in the beanbags are starting to stink and we gotta sort those out.

OCM Report - Jake

Jake says goodbye.

OCM Report - Jono

PROSH destroyed Jono. Then library day happened and he was there. Jono was at all of the events that have been mentioned so far and he’s nearly got the ice-skating EMP done plus tomorrow he’ll learn risk assessment and that’ll make things easier yay. He’s going down south soon though so he’s busy this week.

OCM Report - Patrick

Patrick spent the day at Leadership Training. It was well-lead by some people and enjoyed by even more. He hasn’t attended many UniSFA events because he works weekends and money is important. Went with Leah to Guild to find out information about first aid. There’s a campus-lead group for the med students, people in that have first aid certificates and you can hire for events so that’s also an option.



2.	Library/Busy Bee

Reggie has made plans for this year
Short Term Plans - Enter all book donations into KOHA (we have done about half of them but the other half is not done and needs to be done at some point in time); eventually we’ll move the anthologies and fanshrines to the drinks cupboards and the drinks can go into the secret cupboard (we have a cupboard in front of UniGames that was filled with books so we’ll enter those books into the system and then yeah).
Long Term Plans - Want to do an audit and make sure all books that are in the system are ones we actually have, but we can only do that when all our books are in the system and in order, hopefully that can be done before next semester starts; can’t remember the other thing… Reggie’s phone is dead so she can’t check the list. Reggie can message toby later.
Reggie has come up with ideas for dealing with unreturned books. She doesn’t want to do fines because that could potentially prevent people from returning overdue books cos (“oh no, if I return this book now I’ll get fined so I’ll just keep it and never go back to the library every”). She’s been thinking of maybe suspending memberships after a few warnings. So, give people a week and a warning. If this book is not returned in 3 weeks then they either have to pay to replace the book or are banned from events/clubroom. The problem is that lots of UniSFA events don’t require people to be current members (but Toby wants to look into that anyway). Maybe just ban them from using the library? Koha already does that automatically. But we don’t want members to not be able to go to events if they’re unable pay a book fine.  Basically, we just want the book back. What if people don’t admit they’ve lost their book and stop turning up to the club completely? That may happen anyway but the bottom line is that we have books we really would like back. What if we hire the A-Team? No let’s get Judge Dredd to hunt down the books! 
Jono leaves to get bread.
Toby says everyone who helped with library is great.
The Busy Bee is on Saturday! Toby may still be crying about her assignments on that day. However, she might go anyway so as to attend the meeting before the Busy Bee. Toby no please don’t fail units, that’s bad. I can attend the meeting, because all my assignments are done and I don’t have anything to do that day anyway. So yeah, I’ll go to that. Everyone else, please attend the Busy Bee.
With regards to fines, Leah thinks imposing any fine will require a constitution change and will need to be introduced at a meeting so we have time to go over things before then. Maybe Reggie can make a post on the committee group with potential ideas and we can narrow things down.


3.	Events Past

PROSH was good.
Easter Picnic was good.
Leah wants to tell the next committee about potential changes to make events better, so wants people to let her what can be improved on in future. For example, we spent too much money on eggs for the Easter Picnic! Also she’d recommend double-checking dates because this year there was a thing going on in the area we wanted to do our picnic. Be careful with that.
Leah says I hid the eggs good (yeah I did).


4.	Events Present

Someone needs to screen GoT because it’s starting next week! Leah thinks Monday will probably be a good GoT day.
We want Book Nerds to run, perhaps as a monthly thing to coincide with the book theme.
Cat Coetzer wants regular Arts Nights, Leah thinks it’d be good to swap those nights out with Book Nerds.
Didn’t someone want to screen Onepunch Man? Yes! There are too many things!
Maybe we can alternate Book Nerds with Art Nights and free nights? So it would go: book nerds, free night, art night, free night, repeat. Maybe…
Last year, Book Nerds was on the same day of the week every time and clashed with peoples’ work etc, so maybe we can swap Book Nerd nights out with other screenings and things. At the moment, Toby’s priority is Book Nerds because we want more people reading.
Who’ll screen GoT? Tim can do Monday night but not this coming Monday because public transport will be terrible. Also, someone will need to acquire the episodes. So, if people are fine for the show to be delayed a week then that’s fine, or else someone will need to screen it that first week. Maybe it can just be a “hey, if you’re available then please step up to screen GoT” kind of dealio.
Who sells coffee? We discuss coffee for like ten minutes.
Book Nerds still needs to start being a thing. Who will do it? Jake? Edward? Me? We can talk about that. Later. But it’ll be a thing
Toby is tired…


5.	Events Future

The Busy Bee is this Saturday from 12 onwards. If enough people show up then it should be done quickly and after that we can have a library day. The library day this coming week will probably be cataloging the rest of the books so please bring laptops and maybe have a UCC account. Someone needs to post about that on the Facebook page.
The week after that is Sponsor Crawl. Leah wants a list of things we need to get for quiz night prizes. We also need to get money out (separate money for quis night prizes and things for the club). Reggie suggests prizes that are new-release books. The details of prizes is a quizmittee problem.
Chris is organising a fresher table for the quiz night. Maybe just UniSFA freshers? Or could it be freshers from all of Cameron Hall? He post about it online and maybe just generally mention it when he’s in the clubroom. It’ll be a good way for freshers to meet each other. Chris recruits James for the fresher table in the middle of the meeting. Good job.
Fresher-oriented event? Toby wants to do one of these. It’d be nice to do a bbq and screening or something, just to go “hey freshers you exist and we appreciate you.” Maybe we can hold an event where the freshers get free entry or food but everyone else has to pay something? We’ll think about that.
Will the fresher event be between quiz night and ice skating? Who knows?
It might be nice to do a de-stress event or something? In the lead-up to exams? Reggie says we did that last year: something involving snacks and Nintendo games.
What time are exams? Yes.
Toby almost lets a bag of delicious cookies fall onto the floor, but we save it.
What sort of destress thing? Obvious answer is a nice screening of nice things. Maybe it could be a pyjama party? Nice screenings and a pyjama party! Toby likes pyjama parties. Leah also wants to do something physical in the outside world but Toby wants it to be minimal…. You can still do something physical though whilst keeping it low-energy. We may have to get food app- GREAT UNISFA BAKEOFF! I like that idea because I suggested it. What about getting a UniSFA puppy? What about a tea party with people bringing in home cooking? That’d be relaxing. We just want relaxing. Toby thinks it’d be hard, but nobody else agrees. Toby is so tired. We can bring this up next time. We will bring it up next time. Basically, we all like the destress idea.
Before we move off, Tim needs a budget for the ball/tav party thing we may do. That’s fine, he can ask Toby later when she’s more present.


6.	Camp

Can we hold next week’s committee meeting later on in the week? Because Toby will be less tired and there’ll be things to actually vote on.
Okay.


7.	Things

Toby is tired and could not think of other things. We just move on.


8.	General Business

Money box idea! Tim made a list of pros and cons but left it at home. Did he come to any conclusion? He says he could think of very few pros to the money box but they are big pros. The cons for it are many but few and can perhaps be handled. Nic mentioned on Facebook that the fining system Tim proposed is against our own regulations (can’t fine more than $10) so we can’t do that.
Toby says maybe checking money bags every week is too frequent. Can we set it to something more achievable. Fortnightly? It will be considered.
Reggie has a question: how would we give change with a money box? If it’s like UniGames, the money box would not be locked or it would be locked but we’d have a key. Chris asks where we would put it? The current idea is that it would be bolted to the side of the bookshelf. That actually solves a couple of the cons on Tim’s list! Going back to the key idea, that’s also a con. It’d be a problem if the key gets lost. Maybe whoever hold room also has the key on them at all time and just passes it on to someone else when they leave. But what if the key falls out of their pocket? We could potentially have additional keys but yeah it’s a problem. Leah suggests using the lockbox again. Maybe we can store the money box in the lockbox and people would take it out when needed then immediately put it back again.
Shall we have a money box with no key? That may be a bad idea because then anyone can come in and potentially steal he money. UniGames has this system, but there room is smaller than ours and set up in such a way that it’s very easy to keep an eye on the box at all times and make sure nobody is stealing.
Does Toby have an opinion on the money box idea? She is tired. There are pros and cons to both systems. Just changing it won’t fix all our problems so we gotta be careful we’re not just causing a lot of work for no real benefit. Does toby want a lift home? No, she has to study and can’t study at home. Someone please buy Toby a coffee.
Tim needs to read Nic’s posts about fines for moneybags before he says anything more on that topic. Toby says to hang tight and not to enforce anything unless it is formally agreed upon first. Tim will just keep checking moneybags every week. He will be in the clubroom a lot more often from next week onwards so this should make things easier. Maybe he can make a new post in the CCC page explaining his thoughts and adjustments with the fining system. It used to be that committee would just review people on CCC if they kept losing their money bags. Also, we only vote people we trust onto CCC so they are unlikely to take advantage of us so be careful about punishing them. The problem is that multiple bags have been lost this year and Tim doesn’t want this to become a thing… But we can sort things out next meeting when Toby isn't dying
Here’s a thing! We found a bag of keys in the brown cupboard. Toby can’t wait to clean out the brown cupboard. If she’s not at the Busy Bee she wants to know if we can maybe wait to clean out the brown cupboard because she wants to be there. It may be difficult if we have books to move in there but we can see how we go.
We need to do a fridge run soon because we are running low on things.
Reggie has an idea for the next book theme! Since the Doctor Strange trailer has come out and it sucks, the next theme could be books and comics about decent wizards. This would make Jake mad which is an added bonus. Also, that’s an idea for a later theme: books that make you mad.
We have an idea for a panel at the camp: “Best and Worst”. So talking about the best and worst examples of character tropes, villains, certain genres, etc.
We’re all the best and Toby says we’re doing great. She loves us. We’re all her faves. She wants to do something nice for us. Tn a couple of weeks she will try to organise a fun committee thing to do together. Toby is a good present and we appreciate all her hard work.
Remember kids, you can have fun without alcohol!
Tim’s cookies are delicious, bless him.
LARPmittee meeting will either be Wednesday or Thursday. Toby wants to go to that but she needs to work on stuff and not die so Leah will go. Tim had a look at what was budgeted for weapon-making workshops so that is a thing. FLiam’s LARP group agreed to rent their weapons to UniSFA for $2 a weapon. This is good value, but weapon-making is fun and gets people involved. Plus, tape and foam are cheap. If we just buy piping and foam and tape, that might be fun. Plus if it’s sci-fi LARP then people can bring their NERF guns. Tim’s been sending budget drafts to Toby about that.
We could organise a day to set down a rough budget for things, it doesn’t need to be exact. But Tim has already made a rough budget so hooray. He just needs to make sure we’re always making money from the fridge.
We really need to get on top of fridge runs. Maybe we can set up a fridge run schedule? For the next fridge run, is someone free this week to to that on Thursday/Friday? Possibly Nic? Most of the people with licenses are busy this week. Tim will pull out money for that and figure something out.
Toby’ll make out a doodlepoll or something to find out the CCCs’ availability and we can then figure out problem times for when the clubroom needs to be open but nobody is around to keep it open.
I’m tired.




Finish: 6:39pm



Action Items



Everyone - Go to the Busy Bee and library day please if you can

Someone (ANYone) - Make a post on the FB page saying “hey please bring a laptop to library day if you can” ANYONE

Toby - Don’t die.

Leah - Ur pretty.

Corin - Attend the Busy Bee meeting.

Tim - Ask Toby about a budget for the ball/tav party thing; Post on CCC page letting people know what you’re thinking with regards to moneybags.

Reggie - Message Toby the list of library things that need to get done; Make a post on committee fb page with book-fine-related ideas.

Chris - I’m proud of you.

Jake - I’m trying to think of action items but I’m really tired.

Jono - This is hard.

Patrick - Ha ha ha I wrote this action item with my eyes shut, go me.



——————————————————————————

Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016  ꉂꉂ꒰•̤▿•̤*ૢ꒱
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://lists.ucc.gu.uwa.edu.au/pipermail/unisfa/attachments/20160422/274e59cf/attachment-0001.htm