[Unisfa] UniSFA Committee Meeting Minutes 29/03/16

[Corin Rowell]

Hey guys!
I’m very hungry right now so I hope that you’re all eating well.

Things for your eyes:

- Tomorrow (Wednesday) at 6pm, Nic will be screening the movie ‘Chappie' and a few episodes of ‘Ghost In The Shell’. The clubroom will be selling drinks and snacks so you should come along and see that. Here’s the Facebook event: https://www.facebook.com/events/1587955284865072/ <https://www.facebook.com/events/1587955284865072/>

- This Friday, Tim’s cheesy movie will be ‘Airplane!’ and that’ll also be fun and there will also be snacks to buy. That’s also at 6pm in the UniSFA clubroom.

- Remember that Tuesday evening is when Toby plays Telltale’s ‘Game of Thrones’ at 6pm in the clubroom. That’s always fun and you should drop by.

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)

And without further ado, here are the minutes for today’s meeting!

UniSFA Committee Meeting 29/03/16


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

Absences: Patrick Mitchell



Agenda

- CCC Review (closed)
- Committee Reports
- Action Items From Last Meeting
- Swancon Aftermath
- Camp
- Tenancy
- CCC Business
- Training
- Events
- Book Theme
- General Business


Begin: 2:06



1.	Committee Reports

President

Spent most of the weekend at Swancon which was enjoyable. Met some old members who said nice things. LARP is happening, thats a thing. Also, have finally sorted after hours access.

Vice President

Have been working on thesis a lot and had a rent inspection yesterday. Had fun at Swancon over the weekend. Looked at how to get First Aid certificates and will talk about that later. Have also done some other bits and pieces but can’t remember.

Secretary

I have nothing to report, I have been doing essays all week. Law was a mistake and I regret so much and also I am so tired.

Treasurer

Have been dying this week because caught the plague (Reggie apologises). Because of the plague, haven’t done everything he was meant to do but have done some of it.

Librarian

Was very very ill last week (Toby wants Reggie not to die) but does have a rough plan for rearranging library which will be brought up in general business. Did Swancon things as well. Moderating was hard and stressful but people are nice

Fresher Rep

Helped out a lil at Swancon. Got a few signups. That’s it. Also, fresher bodies are in the beanbag graveyard.

OCM Report - Jake

Did Swancon things. Had a panel at Swancon, but turned up late because the taxi crashed with him inside it and he almost died so yes that’s fun. Didn’t help out UniSFA booth though. Did do most things on the action items list yay. Did tenancy thing today. Talked to Blair yesterday. Talked about redirecting mailing lists and will talk about fixing-up the UniSFA events list.

OCM Report - Jono

Spent weekend at sSwancon. Lifted books and put them down again and lifted them again and put them down again etc. Sold a lot of books. The quiz night preparation is on track and things are getting organised. Also cleaned half the freezer but wasn’t here for library day. Oh, and at swancon, Frames asked Jono to speak about UniSFA at a panel so he did and we got advertising at Swancon how nice.

OCM Report - Patrick

“Library sorting/swancon prep was done. Got access sorted. I want to follow up some things for it tho Re: key/pass. Talked to co-op got free boxes for storing books. All the details are sorted for the Room access form, just need signatures. Will be leaving form in clubroom, I'll tell CCC to sign it, but if you see them try remind them. Laminating of Committee's page will be did by end of day, still waiting for CCC. Signed up for leadership thing in April, please gods remind me it's on.”



2.	Action Items From Last Meeting

Toby hasn’t posed about Quidditch yet but that’s because someone hasn’t gotten back to her yet.
Everyone, please sign up for leadership training. Leah, Jono, Patrick, and I have already signed up; Reggie and Jake have done it before but might do it again; Tim and Chris still need to sign up.
Reggie did not stay as lovely as she is because she is sick (but I personally think she is still lovely so I consider that action item done).
Jono has not been eating more to get big (but we love him anyway so it’s okay).
Tim had a lot to do and even though he got sick he did some of them. We need to buy chocolate for the Easter-ish Picnic and we need to do a fridge run because the supplies are running quite low. Tim is not going to any classes tomorrow and may do a run if he’s not plagued. But really he just needs to set a budget and send someone else out to do it (Jono may be able to do that). Tim doesn’t know how much to spend. How much shall we spend? Make up a number. No, that number’s too big. Basically we need a budget for chocolate and juice and then we can send someone to buy those things.


3.	Swancon Aftermath

Did we make money? Yes, we made money: $359 on initial count. We did it kids, we climbed this whole mountain. Now we can buy so much chocolate, says Toby. Reggie also would like to buy books. Tim is gonna make a budget for books
How shall we thank everyone who helped out at Swancon? A party maybe? But difficult to find a time when everyone is free. Food? But dietary requirements are difficult. Could we maybe spend a tiny amount on teeny thank you gifts and little cards because that’s nice. Maybe also just give things to the CCC who turned up rather than to committee members. Tim has a vegan shortbread recipe so that’s an option. Toby’ll work it out.
How can we better prepare for next year and for next committee? Swancon happens so early for the new committee. Also it is expensive for students to go to but it’d maybe be nice to look at what authors are going to be there next year so we can get copies of their books for them to sign. Maybe set up the books-of-the month shelf with a “Swancon Authors” theme to get hype. 
Tim wants to sell the rest of the books we didn’t sell at Swancon by advertising a book sale to old guard and to extra old guard. Maybe that’ll happen some time in the future?
Are there any ideas for getting members more involved with Swancon or preparing for Swancon? Leah says it’d be nice to go through library books earlier and perhaps look into pricing them better. But on the other hand we wanna get rid of these books anyway and the money is just a bonus. It’ll be easier to talk about books when we organise the library for realsies. Maybe just before next year’s semester one, we fix up library and say to the next committee “here are the books that you have to sell”. 
Perhaps when Frames or whoever it is is looking for panellists for next year, we can reach out to members for people to go onto panels and UniSFA will be more involved and everything will be better
This isn’t for ages though so we can bring it up more in semester two.


4.	Camp

Toby has questions. Where shall the camp be? Also, are we doing this for real and is everyone willing to commit to it? Most people are willing to commit but Reggie will be graduated by then. She’ll help out as much as she can but might actually be in Singapore. Also everyone please remember that a camp may be a headache to organise and run. Tim says we may have to just suck it up. Leah says that yes camps are fun to do but we shouldn’t feel like we have to run one. Tim says that if UniSFA does have a camp, it’d be a good idea to have it this year but if not this year then we can at least get the groundwork done this year. Basically yes we are all onboard for camp.
Toby is just making sure nobody’s getting dragged into this thing because she is very considerate of everyone’s feelings.
Leah wants us all to think about whether we’ll self-cater or get the catering done for us. Most people reckon self-catering would be better because cost and dietary requirements. Leah thinks UniSFA should also provide meals for people, at the very least lunch and dinner. (Cam says he doesn’t eat breakfast so I’m saying now please everyone eat breakfast it’s important)
Also it might be nice to be near a beach because it’ll be summer and it’ll be warm. A lot of the suggested locations are in the bush with beach but may have rivers or lakes. Also, check how far people are willing to drive? But maybe by then we can afford a bus to get some people there. Maybe some club members with less stuff to take can all go in a bus together. What if it’s a party bus? What if the entire camp was a party bus? What if it was a gym bus? What about cost… There are a lot of things to consider.
On the topic of buses, we can’t get any grants to get one. Leah doesn;t want to reimburse it through grants, just says that getting a bus/expensive food/whatever can result in increased ticket sales. There is the possibility of this camp getting too expensive.
Tim is very organised and has notes on all the camp locations.
Note that we should keep in mind numbers and how many we WANT to actually come. Taylor from Unigames said that last year’s camp was in the low 40s. Since this is the first camp we’re running in a while, she also said it would be reasonable to put a cap on hoe many people we want to come. Maybe cap it at 50? Less? We should get an idea of interest levels before any sort of commitment.
Make sure everyone is comfortable with sleeping arrangements as well because not everyone would be okay with one massive dormroom. On the other hand, we don’t want small Terracon huts. Maybe separate rooms in one building would be better because they’re easier to keep an eye on and won’t be an issue with one guy being loud and keeping everyone else up.
Also will we invite old guard or will it only be current members of the club? Jake says he wants no old guard because (and he told me he wants this in the minutes) it is “super fucking creepy having 40-year-olds drinking around teenagers.” It might also be an idea to have it so that only people who are paid members before a certain date get to buy tickets, or at the very least that they get priority.
Swanleigh - The only real issue Tim has is that it said no self-catering. Also they don’t say how much that costs, you have to fill in a form expressing interest before you find out costs. But facilities do seem to be adequate for what we want to do, and it’s a fairly ok location. There are lots of different options for beds, but we’d probably go for a big thing of bunkbeds in one room with a smaller building off to the side for people running the camp or who don’t want to sleep in a big dorm.
Kalbarri -  Jake says that this one is very far away and he isn’t into that. Aand it can only do 56 people. Leah’s fine with that number. how many people usually went to Terracon? Leah says the last two that ran in 2012 and 2013 had 80-100+ people but they were really big Terracons. We’ll probably definitely have less.
Quaranup - It’s very very far away and we can’t self-cater but it’s also pretty and has a beach. If we choose this location we’d definitely have to consider a bus. Also remember that we’d need the option of getting individual people home if the worst comes to the worst and someone is asked to leave.
Leschenaultia - This is where Unigames goes and it is a good place but would they have the facilities for what we want to do? Also, who wants to go to camp lesch three times a year? But there is a nice lake there apparently and all that’s bad is maybe leeches. Cam Locke interjects here and says that leeches are a pretty big deal. What does Cam have against leeches? They’re just trying their best. Gosh. Anyway, it costs $30 per person per night but Unigames spent less than that because some people came a day late or left a day early so they didn’t have to spend so much.
Nanga - We can call it ‘manga’ bush camp. Tim has been there before and so has Taylor and they both liked it. We can self-cater there so that’s all good and it’s closer than where Terracon was. Also there’s a river. The bed situation is that it’s all one big bunkhouse with bunkbeds around the edge of the upstairs level in their own little cubicles. If we have this it’d be easier to keep an eye on people, but we’d probably need to make a lights-out hour or something. Also there aren’t any actual doors if people wanna go sleep. There are large cottages too but we don’t really want that many separate buildings.
Rottnest - Leah doesn’t want to go to Rottnest. Tim has many reasons not to go to Rottnest. Rottnest is mostly cottages and chalets and no we don’t want that. The only non-cottage area is alcohol free and people at the camp may not want that. Also we’d have to get people to Rottnest. Then the week we’d actually wanna go is the week right after leavers so it’d still be crowded and expensive. Basically, Rottnest is bad let’s not go there.
Dare - This was a new suggestion we need to look into more. We can book out all or just part of the camp. They have lots of activities such as archery, paintball, adventure courses, possibly a pool or lagoon. We can also self cater there if we want. If we get 30-person cabins with kitchens, that would be $30 per person per night, so it would be $90 per person for three nights just to cover accommodation costs. Each cabin has its own rec room, so would be possible to have different activities such as screenings in the different cabins. Depending on numbers, could also have a big cabin and a separate chalet for committee. Also is surrounded by a spooky forest.
Tim says people tend to budget about $3000 for camps and that most of that is accommodation. Toby asks for specifics on how much people spend just on accommodation.
Toby makes a shortlest of: Leschenaultia, Nanga, Quaranup, and Dare
We should get information about at all these camps and we can vote on a location next week. Also someone needs to ask each camp about their prices, I can do that. And we can think of vague numbers we’d want and talk about that next week.
Jake wants to know just how will we get all of these books up to camp to burn them?


5.	Tenancy

Tomorrow (Tuesday) at 4:30, someone from Guild is touring Cameron Hall and looking at club spaces and how they’re used. She wants an exec from each club to give her a spiel about how they use their space. We have a screening on that night so it’ll be pretty clear how we use the pace. Jono and Jake will both be here to help Toby talk about the clubroom.
We should talk about how UniSFA has a library and needs space for all these books. And about how the room is often crowded because lots of people come in to hang out and there is a lack of chairs. Focus on talking about how we use the space.
There’s a screening tomorrow. Please be around to show how the clubroom is used or Toby will be sad and cry.


6.	CCC Business

Patrick’s working on key access for CCC. He’ll leave the form in the clubroom for people to sign it.
Patrick please post on the CCC Facebook page.
We need to teach CCC and other people about KOHA - the committee can refresh people about that. Toby will organise another day for KOHA things. We still have many boxes of books that need to be catalogued, as well.
Have to talk to CCC about keeping the room safe - keep them up to date on the harassment/door policy and keeping the room safe for people. Leah wants to set up a day to talk to them about that and to maybe clear out some things that aren’t books because the clubroom is a mess. Over the weekend is not best but Thursday evening is an option.
So we need more moneybags? No! Tim fixed that this morning. Toby says he is doing so good!


7.	Training

This was brought up earlier.
As well as Guild leadership training, we need first aid training and RACs. Chris asks if we can get it for free but there’s no such thing as free any more. We can find out if leadership training has RSAs? Either way, we definitely need first aid.
Leah found a place that gives training for $99 per person… That’s the cheapest she found. Some society was doing training for super cheap but they’ve already closed applications. Maybe we can get a group deal? Also, if we’re suggesting people should get training for camp then we should reimburse them at least a little. Toby will talk to Leah about that more later
We can’t submit a Camp EMP for approval unless we have a lot of people with good training. But camp is far away so we’ve got time


8.	Events

Easter picnic - Thanks Patrick for making the event page, the cover photo is art. Chris advertised it on the UniSFA fresher page. Toby has two ideas for the picnic. She saw that Laura’s family had nerfguns and set up chocolate bunnies for a shooting range. That could be fun. Leah says yeah but nah. We already submitted the EMP specified and we can’t have physical activity. Toby’s other idea is not fleshed out - something about easter eggs and khaleesi dragon eggs. Maybe we can buy three big eggs, hide them, and if you find dragon egg you are now khaleesi or something. Buy eggs.
LARP - It’s all happening yaaay. Liam and Leah have talked about possibly setting up a LARP during Winter break because maybe we should have a semi-big event when university’s out. Leah likes idea of 3 or so days of events where the 2nd last day is the LARP and following day is something like a Cameron Hall ball but different (ie, cosplay ball). But maybe it’d be better to move one of those events to second semester so we have more things on that semester. Maybe in Winter break we can run an overnight screening/slumber party type thing. Or a virtual-reality demonstration some guy said he might organise for funsies. If we want to do a big thing in second semester maybe we can look into a murder mystery night in the tab. Just be careful with budget because we’ll be putting a lot of money into camp this year. Tim asks if we want to even make money this year? Leah wants to make putting on good events the priority but also we do wanna make money. We can put on more big events such as camp/balls that we can ticket. Smaller events have no way to make money. Jake says its irresponsible to work without the intention of making a profit because lots of clubs have money and then lose it. Tim will get information from previous years and then we can start allocating money. Camp can be expensive so Toby’s okay running at a bit of a loss this year as we test that out. Tim says as long as we aim to make a profit on events we charge for we should be fine.
Quiz Night - Toby assumes thats fine.
Sponsor Crawl - It’s happening, 23rd April. Patrick will try to make a Facebook event for that. Leah will email the sponsors and let them know we’re coming. Before we go to that we gotta figure out what books we’re buying and get a budget.
PROSH - That’s soon. In a couple weeks. We gotta talk to other clubs about costume themes. Unigames suggested superheroes, Jono said Mad Max. I said Homestuck because it’s back and then Jono threw up. Agreed that superheroe costumes are easier to do than Mad Max, also more recognisable. Do we need to submit an EMP to keep the clubroom open on PROSH night? Guild might be fussy about PROSH night. Do we want to run pre-PROSH superhero movie screenings? Jake is ok running that. We need talk to other clubs and maybe make a group for PROSH and stuff who wants to do that? Jono says alright so he can do that yay. We also need to make an event for pre-PROSH screenings and since Jake’s running screenings, he can make the event. Sarah Lews may try to get Claremont for Cameron Hall.


9.	Steam Account

If you wanna screen a steam game, talk to UniSFA about it.


10.	Book Theme

Do we still wanna do that? Jono likes the idea and I do to. It’ll be a monthly theme and include comics.
What theme? The war of star? We can’t do horror until Halloween month. I suggest an apocalypse theme so we can include Adventure Time comics and the Mad Max art book? Maybe later there can be an aliens theme. Bees? General insects might be okay. If we start with apocalypse and dystopias then we can expand to include YA novels and get freshers interested.
Leah likes idea for people sending in book reviews for the memo board, though we’d have to move the waifu of the week.
Where do we want the theme-of-the-month shelf? Maybe up where the ‘Game of Thrones’ books are now? And have the memo board with all the reviews hanging below it? Toby will take that into consideration. She wants us all to think of other book suggestions and send in ideas.


11.	General Business

Reggie had to leave she says wanted to discuss the monthly theme shelf and possibly setting aside a shelf for recent buys. She already has a feature shelf for marvel comics and wants to make a sign for that. Also, there is a thing outside the clubroom covered in other things (?) but there’s an idea to make that the new book donation box. And yeah move the really key books so they’re out in the middle of the room and everyone can see if someone steals them. There’ll be more talk about this next week.
Leah has forgotten her general business.
Jake brought up the idea of having a money box in the clubroom instead of everyone carrying around little moneybags? Tim thinks that’s an interesting idea. The thing about big box of money in the room is that it means you’re leaving a big box of money in the room and thieves are a thing. But fourteen small bags of money is also a problem and are difficult to keep track of. We could make it less steal-able by regularly emptying it and keeping it in a place where it’s in view of the webcam? But then people may pay just by themselves rather than going through committee? It’s something to think over and talk about next meeting.
Tim wants to clear out the brown cupboard, in case people have put money bags in there. Someone can help clear that out. Also, we sometimes end up with weird forms and put them places. where did they go? I need to ask Cassie because we have empty folders in the brown cupboard and can keep forms in them. Patrick says also maybe we can scan the forms and upload them to dropbox. Jono can do that.


Finish: 3:46pm



Action Items



Everyone - Think of superhero costumes; send in book ideas and review for an apocalypse/dystopia theme

Toby - Think of a nice thank-you thing for Swancon helpers; Post about KOHA; Make a library day; Look into first aid training with Leah.

Leah - Check to see if old leadership training is still valid; Check if leadership training provides RSAs; Get in contact with sponsors for sponsor crawl; Look into first aid training with Toby.

Corin - Find out about possible camp prices; Ask Cassie where she keeps weird forms.

Tim - Craft a general budget; Sign up for leadership training; Do a fridge and chocolate run or delegate it to someone else if you’re too sick.

Reggie - Please get better from your sickness.

Jake - Ask UCC about mailing list; Screen movies for PROSH night; Make an event page for PROSH movie screenings.

Jono - Possibly fridge and chocolate run; Scan things and dropbox them, Talk to other clubs about PROSH stuff.

Patrick - Post on the CCC Facebook page about the form.


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Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016 ʕ´•ᴥ•`ʔ
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