[Unisfa] UniSFA Committee Meeting Minutes 28/04/16

[Corin Rowell]

Hey everyone!

Okay these minutes are really late because I was crazy sick this weekend… But we had a meeting on Thursday and there was no agenda to email out beforehand so I didn’t email one out. But minutes!

Anyway…

Things for your eyes:

- Cameron Hall Quiz Night! This is a thing and it is going to be this Friday in the Tav, please please come to that because it will be a lot of fun and there are super cool prizes you could win as well as fun times to be had. It’ll be good.

Screenings for this week:

Monday: I am currently at Brooke’s horror movie screening, I shoulda sent this out earlier oops
Tuesday: Game of Thrones TV Show with Cat (6pm)
Wednesday: ???? with Toby
Thursday: Book Nerds with Jake and Ed (5pm)
Friday: Cheesy Movie Night with Tim (6pm)

Okay now onto the minutes.

UniSFA Committee Meeting 28/04/16


Attending: Toby Joske, Leah Chappell, Corin Rowell, Tim Haig, Christopher Larson, Jake Alexander, Jono Astbury

Absences: Pattycake Patrick



Agenda

- Committee Reports
- Camp location
- Lockbox
- Clubroom Improvement
- Screenings
- Book theme
- Events
- Moneybox
- Sleep more
- General Business





Begin: 4:05



1.	Committee Reports

President

Toby has done things. She bought quiz nights tickets, made a post in the Facebook page about trash because we have to take out the trash more. Everyone died in Telltale Game of Thrones. :(

Vice President

Idfk. LARPmittee meeting happened. Leah talked to Casey in Guild Events about LARP. Got money for the sponsor crawl this weekend. The Busy bee happened, Corin went to the tenancy meeting and helped clean and we love Corin (Me: Awwwwww Leah) and we did library things which was also nice.

Secretary

I’m really fucking tired and also sick please be nice to me I am losing time within myself I don’t know what time is I am losing control of my fingers and my lips stutter over certain words death is coming I feel their cold embrace. Also I got cute penguin stickers and everyone should look at them [see below].



Treasurer 

We still have money. Tim did some stuff. Toby remembers that Tim did a bunch of stuff. Also finished all midsems.

Librarian

We had library day after busy bee, and we put in all of the backlog. It’s all up there on the shelves now. Toby says we’re heroes. The booklist is done for sponsor crawl. Have messaged all the sponsors. Also reggie is sick and tired.

Fresher Rep

Chris is not sick. He’s done just the usual. Sorted out quiz night table also.

OCM Report - Jake

Jake feels wonderful and loves being healthy. He dyed his hair and looks like 16 going on 17. He is doing quiz night stuff that is happening, also he signed up a member (Me: If you sign up new members please tell me so I can put them on the memberlist). If you know people around sign them up that’ll be nice. Yup cool yep nice nice yep cool yep ok.

OCM Report - Jono

Quiz night’s happening and Jono is writing questions. Has sent through ice skating EMP and risk management (thank you copy and paste) but was told do do it again because all the info disappeared. Also gotta put up more posters in the clubroom.

OCM Report - Patrick

Patrick is lovely.



2.	Camp Location

Leah has an excel sheet cos Leah’s method of coping with stress is to do things. Things such as excel spreadsheets.
Our four choices are: Lesch, Quarunup, DARE, Woodman’s Point. Can we rule out Quarunup? Why? Well, It’s expensive and in Albany. Yes ok it’s ruled out. So we have three choices now.
So we go through all the camp options in turn.
Bunking at Lesch: there are 5 dorm rooms of various sizes. A fire pit is outside and there’s one big rec room which can be sectioned into different areas. There a reasonable number of beds to dorm rooms. Then there’s the kitchen. It’s a 1 hour drive away and it has water but all the options do. If we book then we get all the camp. The price has gone up to $30 per person per night, we heard. It’s self-catering with no additional cost for that. Toby says we need to consider that other camps go there (but they have different activities at a different time of year so ???)
DARE’s dorms have living ares we could use as chill-out/screening areas. If we get less than 36 people we’d all go into the one bunk house. If we have more than 36 but not double that number (which is more likely) we’d just book out a little chalet and the bunk house. DARE’s decent in that we have the option to change up sleeping arrangement depending on numbers. How many beds per room? I didn’t hear the answer but people will be in bunkbeds… It’s all in one room which we think which is a bit :\
With Woodman’s Point, we may have to book out the day area if we get the 60-person room. But they do have a rec room, it’s just not as big as other places. The big bunkhouse is 60 beds in 15 bedrooms. Leah is questioning whether or not it’s worth it because catering is hard to do and shit but on the other hand we can get super discounted discounted foo like 3-5 bucks per person per meal. Also, Leah personally doesn’t want to cook. And who is even willing to talk to caterers? Leah is willing.
What numbers are we getting? Impossible to tell at this point. We have a cap at 60, though.
Important: Do camps allow people to bring alcohol and how do we manage that? Leah will call people in the following week to find out about that, but right now the important thing to consider is the minimum prices. We need to have enough people coming to make those prices. Toby says we can adjust the cost of tickets to try and cover it.
Toby thinks DARE allows alcohol…
Reggie says we can do that thing that UniGames does where campers hand in alcohol to committee members and then ask “hey can I get booze.” That could work at DARE if he have committee/trusted people rooming in the chalet and looking after alcohol. This are minor details and Leah wants to know who to contact before we talk about this in detail.
Tim thinks DARE sounds good but he also likes Lesch because camps have happened there before and we know it.
Leah likes Lesch but her next choice would be DARE
I like Woodman’s Point because it’s not too far and I am very tired and don’t like leaving my house also beach.
Reggie wouldn’t like to share “living spaces”. Leah can call DARE and ask how beds are set out but also DARE may be booked out already because it’s popular.
Toby worries about camp crossover but Jake says that shouldn’t be a problem. Toby likes Woodman’s Point. Leah points out if we don’t self-cater it’d be harder to control the alcohol, like we’d have no real way to keep it. We could keep alcohol in locked bedroom? What about inside someone’s car? Details details let’s just vote on our preferences.
I suggest a ranking system à la Four Weddings, where people rank things in order of preference and assign points (3 points for most preferred, 2 points for 2nd place, 1 point for last place). Voting is tallied as follows:
Lesh: IIIII IIIII III - 13
DARE: IIIII IIIII IIIII IIIII I - 21
Woodman’s: IIIII IIIII IIII -14
So DARE.
Leah will call DARE and find out the details and if they’re available. If DARE isn’t appropriate, she will call Woodman’s and so on.
Yay we did it!


3.	Lockbox

Do we want to trust CCC with opening the room again?
Reggie says she’s noticed that when people have to go to the Guild for the key it has a problem with the key being misplaced and people just are generally lazy about getting it or putting it back. If we trust them with the room we should be able to trust them to open the room. And we can just keep the key in the lockbox on the brown cupboard.
We can have them post when they’re opening the room so we know if people are scrambling the lockbox code. We apparently did that once but people forgot. Let’s just remind them.
All in favour? Unanimous yes yes.
Can we also get another lock for the brown cupboard? We’ll bring that up later.


4.	Clubroom Improvement

There’s a lot here.
Jono needs tape to put up nice posters. Where shall we put them? We want ceiling posters! Just gotta tape them up really really well. It may damage the paint but the paint is already damaged pretty much everywhere. Kake is against damaging the clubroom also damaged paint is gross. We have 4 posters and room for 2 on the walls, so we can trial 2 posters on the ceiling.
Frames has offered his laminator to laminate little GoT posters but we gotta trim the sides a little. UniPrint has a guillotine we can use for cheap. Chris can trim posters and put them in a little sleeve to hand to frames. That’s nice.
Co we need more posters? No. Do we want more posters? Yes. Always.
Toby wants the wasp portal gone so we can put posters over it. If we want to do that, please get wasp spray just in case. The last two tenancy meetings Cassie went to, they asked Guild to add the wasp portal to their maintenance orders but nothing happened. Who wants to talk to tenancy about this? Leah says dibs not it. Jake! Jake will talk to tenancy about whats the deal with the wasp portal. Jake fusses. Suck it up, Jake.
Do we have a ladder? Yes. This is fine.
People aren’t emptying the trash whyyyyyy. Please do that. If it’s still not getting done in a week or so we’ll consider giving people a free drink if they empty the trash à la UniGames.
Patrick came! Hurrah.
Calendar. Leah wants a calendar because the events board is good but only has a week’s space. We can have a calendar to plan things out like screenings and things in coming weeks, and also have events on alternating weeks like book club and arts nights which are easier to plan out month-by-month. Where shall we put the calendar? It needs a position where it’s easy to read. Maybe put it where the book reviews are now? That’s good. What type of calendar? What about fluffy dogs! that’s not sci-fi… Let’s just draw little antennae on them and make them alien dogs. We can look for calendars on sponsor crawl. (Me: We now have a shiny Tolkien calendar.)
Locks! The secret cupboard needs a lock because we don’t have a key for it and it just opens anyway because it’s a shit cupboard. We need a new lock and a new bolt. Do we talk to tenancy? No, call security and they will cut the lock off. That will probably cost money. Reggie can find out about that. Toby will be changing the brown cupboard lock code. The brown cupboard lock is old and stiff and dodgy. Can we replace it? Please? Or fix it? Jake is fixing the lock. Kust grease it up so it’s nice and easy to use.
Toby will make an event to go through the brown cupboard and organise/throw things out. That’ll probably happen after the sponsor crawl.
Make a post reminding people that the sponsor crawl is on.
We want new couches! That costs money. Tim groans. We never buy coaches though, we just get other peoples’ old couches. Prema is throwing out a sofa we think. We can replace one couch with a broken couch. Also really old couches are gross and lose integrity so you sink into them and you can’t leave. Shall we make a post asking for sofas? Or we can go to a rich suburb and see if anyone’s left out a dead couch. Some people on Gumtree give things away for free or for cheap so we can check gumtree after all that. It’s a thing maybe.


5.	Screenings

Will Monday or Tuesday be GoT day? We’re assuming Monday. But if we can’t get the episode quickly we’ll change it to Tuesday.
Nic is happy to have his nostalgia screenings be fortnightly. We can switch them with book club and arts things.
Monthly book nerds can be on the book theme of the while. Can we also look into moving nights it’s on? Maybe.
Nic wants to screen Onepunch Man. Jake doesn’t like anime. We all like Onepunch Man.
Jake thinks we should try to do stuff on weekends as well. We’ve done that and sometimes people say “can I screen a thing” and toby says “hey yes can you do that on the weekends”? Also, someone please tell tim to keep cheesy screenings related to scifi/fantasy? Okay I can text him about that.


6.	Book Theme

Wizards! Wizards? Wizaaards.
Someone please make a new sign saying “wizards” for the theme. Patrick says “oh boy we got this”. He and Reggie got this.
Can we put apocalypse reviews in the scrap book? Yes we can, that’s a good idea.
Should the theme be wizards and magic? No. Just wizards. Magic encompasses all fantasy, lets limit it a bit.
What about ‘Books Jake doesn’t like’?
Leah also says “books that make you mad” should be the next theme and people say why they make them mad.
Don’t post in the FB group about the new theme just yet. We want to have a book nerds on apocalypse/dystopia before the change.
Don’t say theme “of the month” make it “of the while” cos it’s nice and fluid.


7.	Events

Sponsor Crawl

It’s happening this Saturday will have money and discounts. Oh no, some sponsors asked for a reminder Leah forgot but she will do that tonight. Chris is making a post about it, so is Jono. They’re making posts in the middle of the committee meeting gosh we’re so on top of this. I’m tired, I’m not following what is said next but Jono has this it’s fine everything is fine. There’s nothing else we need to do. Look out for calendars.
Reggie asks how much was agreed to be spent at sponsor crawl? $600. She will make a budget. Toby has a few books she wanted to add to the book list.


Quiz Night

Chris is doing Fresher tables, that good it’s gonna be neato. Toby forgot what she had to say…
We have to buy prizes during the sponsor crawl. We also already have things we think’ll make good prizes. Leah is pretty sure that Quizmittee people have been told about this but she cant remember. Jono will be at sponsor crawl anyway so he can look at potential prizes.


Fresher Re-Welcome

This is a new idea but we wanna do a fresher thing. Fresher-focused. For freshers. Because they kinda slip through the cracks later in the semester. Ideally it’d be something with free food for freshers and other people pay a little for food if they want it. Chris, what do freshers like? Memes? Communism? Memes about communism?What about a nice barbecue and games and shit? Lets go to Matilda Bay foreshore, it’s free. Who wants to be in charge of that? Probably the fresher rep. Does Chris wanna do it alone or with people? Not leah, she has a lot to do. Reggie steps up. Maybe it can be a barbecue then cartoon screening? Thursdays should be free. It’ll be chill. Or it can be on a weekend if people want. Toby leaves that up to Reggie and Chris to decide.


Destress

We all need one, we really do. We may do a de-stress after the fresher re-welcome if that’s in between sponsor crawl and ice skating. Leah likes idea of some kind of activity then a screening in pyjamas. What about make a thing or destroy a thing? What about free milo? Yes. Please provide a lactose free version of milo. Leah and I like the idea of baking. What about a baking potluck? Leah says everything we do is screenings in the clubroom and I agree that some diversity would be nice. Maybe something like a crafternoon. Last years’s charity visual had a bunch of games that were nice. Toby is making a task force for this. It’s her, Pat, and me on the super cool top secret de-stress task force (code name incoming).
Jono leaves for work.


Ball

Do we want one? Some people say yes, some say no. It shouldn’t be like last year’s ball but it would be nice to have an event where we go to the tav and wear whatever we want. Like a tav party? Tav party! So, like quiz night but not quiz night. Can we have party games??? Musical statues!!! Yes. Yes we can. We could set up a sub-committee for that. It’ll be later in second semester. Would it be just for UniSFA or for all of Cameron Hall? That will just change who’ll go on the subcommitee. Costs will come into this: it costs money to book out the tav and people made a loss on the Cameron Hall Ball last year. We don’t want a loss on this if it’s a thing, especially because we’re also trying to have a camp. Toby and Tim will look into this and see about costs/feasibility.


LARP

There was a meeting and this is possibly definitely going to happen.


Surrounding Week

Shall we do a thing in the week around LARP? Maybe weapons-making on Thursday, then on Friday we can have screenings and a VR demo and then go to glitch, then LARP will be on Saturday. Toby worries about expense. We can look into things like cost and shit. The pyjama slumber party could be around then, too. Maybe after weapons-making?


Advertising Stuff

So, Guild has an events newsletter. Shall we put events on there? Only things we want available to general public, like any tav party or the Cameron Hall quiz. Before an event, we should figure out if we want it open to the general public. Who wants to send an email finding out how to do that? Jono can do that.
When we make events for our Facebook page, people can only see them if they’re in the group so it’s impossible to really put the word out about events. There’s really no way around that… Hmmm. The way to get around that would be to tell people to join the Facebook group. What about making event outside the UniSFA page? I don’t think we’re allowed? We’ll think about things. Maybe just say “if ur interested please join the page” or something.


8.	Moneybox

Okay, Tim has a pros and cons list for moneybox versus moneybags. There are lots of cons on the bags list. Toby thinks Tim has a bias and reminds him that new things don’t magically fix old problems. Jake respectfully disagrees. Reggie says the moneybox was used for years and there’s a reason it was changed to moneybags. Also, we are not UniGames. We have a larger room with more stuff in it so a box would be harder to watch.
Tim asks if we can please listen to his list and then discuss things? Okay.
Pros to bags is that losing a bag means less money lost and we don’t need to empty bags as much. One problem may be that because we’re currently using this system it may be hard to see the pros. Anyone got other pros? It’s more convenient, lots of different people can take money meaning nobody needs to get up when someone buys things. What if we just don’t bolt the moneybox down? Did that last time and people just walked off with the box. Toby can see why a box works for UniGames but their clubroom is set up very differently to ours. And if we trust CCC with the room then we should trust them with the moneybags. Patrick points out that personal and impersonal items are different levels of “I want to steal” so money tends to get stolen if it’s sitting around more than, say, someone’s bag. Jake says that there were “baddies” before in UniSFA when that happened and we have different people now so hmm idk.
What about putting the box in view of camera? Ehhhhh…
Nic suggested not bolting the box down but sitting it next to the person holding the room. Like how it runs during charity visual. If we can trust the CCC to open the room, we should trust them with the money. Also, the thing with moneybox isn’t just making sure we don’t lose moneybags but also making sure people have change. What if CCC is closing at the end of the day? Should we have them leave it in the room? In view of camera? That way, if it goes missing, we know only some people could have entered the room.
If CCC get access to the moneybox, shall they also get access to the brown cupboard? Hmmmm…
Don’t rely on the camera, Toby says.
Whats the most amount a moneybag can get up to? Some people can have $20 notes in their bags from people putting money on their books. The little yellow box in UniGames may not have that much in it because larger notes go in a separate place.
Pros and cons are actually gonna be attached at the bottom of the minutes because fuck typing.
Looking at money bags, we maybe haven’t lost that much money. Leah does remember a few times when people came in, wanted a drink, haven’t been able to get change, and gone to UniGames instead.
I’m getting kinda grumpy now, we keep having this same argument again and again.
Jake thinks we should be able to trust CCC with a moneybox.
Toby says this shouldn’t be a problem and having a moneybox won’t be a big magical fix-all.
As an aside, we should implement the new key-in-the-lockbox system before the moneybox idea. So two-weeks trial of lockbox.
UniGames has a little yellow box on the table for change, a box bolted to the wall for large notes, and a big box in their cupboard for total earnings. So two boxes in their clubroom. We could do something like that, potentially.
Toby says buying a lockable box is a big expense. Tim points out that we can’t keep spending money on things. Jake/Reggie says it isn’t that expensive. Reggie says we we spend lots of money on frivolous things but this could be potentially useful.
Let’s outline how exactly we’d do this. Small box with money in it. Whoever opens the room in the morning takes the money box and has it by their side the entire time they’re in the room.
What about having a locked money box near the library computer? The problem is it’s not hard to go behind there without being noticed so it would be easier to steal. And if it’s far away then it’s more of a hassle to go to the box and put money in/out. That can get annoying, especially if lots of people want to buy stuff. In UniGames, it should be next to whoever has the room and that system makes sense. Leah likes the idea of a small box with change, and bolted-down box with larger notes. We also need to consider procedures for when someone lose key for the locked box because that is a thing that’ll happen.
I’m really tired and sick. :(
Toby tells Jake to sit down.
So Tim will put information up on the committee page
Given that we’re initiating the lockbox first, we have two weeks to outline exactly how much a lockable box would cost and how it would work and we can vote now or next week when the outline is done. We’ll vote next week about if we want to go ahead with this plan.

9.	Sleep More

I’m way ahead of you. I’ve had my eyes closed for the last fifteen minutes. Touch-typing is so useful.


10.	General Business

Toby needs to talk to Guild because she’s not getting any emails from SOC and we should be getting them. Unless Jono wants to do that. I’m sure he would okay wutg this, Jono will do that yaaaay.
Who wants in on a committee quiz night table? Not me, already on a Panto table. Who else? People put their hands up but I can’t see because my eyes are closed. We can open it up to CCC as well yaay. This is going to be fine, just fine. I’m hungry. Fuck, I’m so hungry right now. I kinda want chicken…
Okay, this was a long meeting but Toby thinks the discussion was helpful.


Finish: 5:49



Action Items



Toby - Organise a meeting for the super cool top-secret destress task force; With Tim, look into Tav party costs; Change code on the brown cupboard; Post about couches; Look into weekend screenings; Email the VR guy; Set up a committee quiz night table.

Leah - Get some rest; Call camp options to find out fees, availability, alcohol policies, etc.

Corin - Tell Tim to keep cheesy movies on topic.

Tim - With Toby, look into Tav party costs; Put something up on the committee page about the whole moneybox/moneybags situation; Put together budget for a potential moneybox system.

Reggie - Call security and find out the dealio with cutting the lock off the secret cupboard and any costs with that; With Patrick, make a ‘Wizards’ sign for the book theme of the while; With Reggie, organise a fresher re-welcome event.

Chris - Trim the edges of GoT posters and put them in little plastic sleeves for laminating; With Reggie, organise a fresher re-welcome event.

Jake - Write down on the sign-up folder the costs for sign-ups after Oday; Fix/oil the brown cupboard lock.

Jono - Email Guild and find out how we’d get our events in their events newsletter; Email SOC about committee not getting emails.

Patrick - With Reggie, Make a ‘Wizards’ sign for the book theme of the while; We love you.

Pat and Toby and Corin - Make a super cool top secret destress taskforce.


——————————————————————————

Have a great day today, everyone!

Corin Rowell
UniSFA Secretary, 2016 _(ˇωˇ」∠)_
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