[Unisfa] Unisfa Committee Meeting 13/03/2017

[natasha gilford]

Hey Everyone!

These are my first minutes so enjoy


Things for Your Eyes


  *   CCC Applications are open! If you like Unisfa and want to do more stuff in it than apply be messaging either myself or Annique by the 22nd of March at 5pm. Include your availability and experience in unisfa, why you are applying, any ideas for screenings/events and what does CCC stand for? (Bonus points for including MS Paint diagram). As well as any experience with food runs (driving, own a car, done fridge runs before etc)
  *   If anyone has a decent vacuum cleaner that they are are willing to donate to the clubroom please message Harry.
  *   Books added to Burn List are:
     *   Webster’s Dictionary
     *   Dogbert’s Clues for the Clueless



UniSFA Committee Meeting 13/03/17



Attending: Annique, Edward, Natasha, Harry, Simon, Katherine, Finley, Jack and Kurt.


Absences: None



Agenda:


- Welcome new Committee

- Committee Reports

- Tenancy

- Upcoming Events

- Book Discussions

- Screenings

- CCC Training

- Finance stuff

- Compact bookshelves

- Various Administrative Details

- General Business


Begin: 5:58pm



1. Committee Reports


President


Lots of people have been talking to Annique such as talked to Taylor about compact bookshelves and Leah about book discussions. Book discussions will now be on alternate Thursdays and matching the book theme.  Also acquired extra piece for marquee.


Vice President


Leah has given me lots of stuff to go through, events management plans, risk management plans. There are a lot of events to go through. Have got a list of things to buy and have sorted out a fridge poster.

Secretary

I have learned how to do minutes, the mailing list and have not done much else apart from voting and not getting a democracy sausage. Action item for next election - democracy sausage.


Treasurer


We have money! Not yet relevant details from guild. Tim has said that if by Friday, guild has not given the details, go to guild and chase them up. Treasurer training tomorrow. Planned beginning of fridge run. Scanner has been sorted out and Simon offers a scanner just in case. Harry will also keep practice of keeping all receipts. We are paranoid of audits. New vice-chancellor so Guild now also nervous.

Librarian


Learning about library system from Brooke. There are a lot of books that are not n the system, Simon put a bunch in and found a few that are irrelevant. Brooke has been amazing and has been helping, planned themes for book of the while. Book theme of the while sounds better than month but will be regular. First fantasy without tolkien (sans Tolkien). Annique suggests non-conventional fantasy. Facebook message Simon with suggestions. Reviews need to have book titles! Annique suggests book reviews on Facebook. Tim tells us that stale committee tried and failed. Simon has brought in Xbox as well.

Fresher Rep


Katherine has done Fresher page posts and is considering doing a submit a mini thing for people like worst dragon, fill door with fresher art. Fin offers sample bad drawing  to draw people in. Annique likes ideas. Katherine is super excited and fresher’s are all alive.


OCM Report - Finley


Hard drive is broken so Finley is devastated. Fin has many screening ideas including a fantasy shitpost: neil breen, birdemic, sonic boom. Annique wants this for the alternate Thursdays with book discussion as these screenings will be longstanding but no continuity.


OCM Report - Jack

Jack also has screening ideas! He also wants the executive to delegate more so he has more stuff to do. Jack will be one of the representatives for Cameron Hall quiz night.


OCM Report - Kurt


Am excite. Also have ideas for screening and want to be delegated to more as well. Kurt will help Simon input books into library system.


2. Tenancy


Annique did not print off Tenancy thing. Finley offers to print off things after meeting. Ed says that after hours action form will need to be filled in  and that a sample filled in one is on the dropbox. Jake said that floor may need work and Annique says that Jake says that he will do it. We might need to remove bookcases, couches, carpets and so will need to do it over break.  Jake also wants to paint the room. Flag for future.


3. Upcoming Events


Prosh - don’t need to fill out forms, 22nd/March at  5am. Pre-Prosh? don’t need to coordinate with other clubs. we should join in on cameron hall thing. Ed will talk to Taylor about Cameron Hall pre-prosh event. Taylor wants to do a  build-a-robot workshop and a  Facebook group will be made. Down to assist? Annique is not going to prosh but is excited for robots. Jack says yes and is added to Facebook group. We will need to buy silver paint and other materials. Unigames  and Panto will be joining in but UCC may not.  UCC AGM is next week so we shouldn’t count on a new committee yet. May need run to Spotlight for materials. Talk to Harry about budget for this.


Swan-con - 13-17 April. not huge screening - depends. Annique talked to Toby and Frames and can get booth to sell books but not enough doubles to make it worth it. However, if we do book purge in time we could do it. Simon will look into it. Maybe unisfa goes for Gold coin donation day? Booth for free according to Tim for handing out swan-con fliers at ODAY. Annique will talk to Simon about it.


Easter Picnic - EMP will be a medium one so just need to hand it in 4 weeks beforehand.

23rd April? EMP will need to be in by in by 26th/March, we need people with first aid qualifications. Simon is currently doing first aid but will get it by 19th April. Ed will send details to other members on committee group chat. Need to check if King’s park is free on that day and so far it does seem free. Club does not provide food but drinks and easter eggs. Annique dibs hiding them. Leah gives advice for hiding eggs. Unisfa is not providing food but other people can share people. it would be high risk if we shared food. We won’t advertise food and say that only commercially bought food will be available. Near pioneer women's memorial for location like last year. A food run will be organised for day before.


Cameron Hall Quiz night - Annique wants to be a representative, Jack also, and Ed will probably get involved with EMP things. Unigames may be doing EMP but Ed may get involved just in case. Facebook group will be formed to organise this.


Sponsor Crawl - It might be put under pub crawl by guild but Simon will arrange this. White Dwarf, Tactic, Comic zone and stefan’s maybe?  Constitutionally the budget for book buy will be about $500. Simon will have to talk to harry. For members with specific book ideas, please talk to Simon. We also need a better system for recommendations. Brooke has ideas for this! UNISFA deep thought could also be useful.


Camp - are we doing a camp? There was low turnout last year and they did operate at a loss. This may be due to popularity and not enough time to plan and advertise. We vote to see if we want a camp in general and it passes unanimously. Edward will talk about the camp. Same location? Yes and Edward will book it very soon and ask when free. The same time period with week after exams in semester 2.


4. Screenings


Discussion of calendar - digital calendar - Edward suggests both digital and physical - pinned post replaced with google sheet and link.  Annique still wants screening pinned post as screening page still separate and accessible for people. One calendar for all events and screenings. Finley suggests guild weekly type thing with different colours for approved screenings and proposed screenings.


Ideas

  *   Thursday definite - book club or Finley’s shitpost
  *   Old committee have ideas
  *   CCC have ideas
  *   Kai’s alien thing
  *   way to accept screenings apart from just talking to committee member - pretty flexible - not just a single channel - casual conversation inspires screenings
  *   Calendar will be useful and Kurt will have permanent job to maintain digital calendar
  *   Can anyone art? Might get Kai to art stuff.
  *   Simon - lucifer - enthusiastic response
  *   Harry - Iron Fist/Luke Cage
  *   Kurt - cosplay screening on weekend - Star wars/Mad Max marathon - all day screenings - not every week but more planning
  *   Jack - danger 5/ mighty boosh, Charles berkley shut up and die, jeopardy tv show not game show
  *   Natasha - The Magicians
  *   We should not prioritise committee members
  *   biweekly sonic game by Finley
  *   need more games - not as much tv and movie


Anyone can now post on screenings page but need approval and more formal route of proposing screenings. Explanatory post as well as welcome post to new people and explain how screening works. Katherine will post in Fresher page about screening. Harry suggests Pacific Rim on Friday. Make sure you can make your own screening! Simon suggests Monday as regular Lucifer screening. Tim dramatic readings of A Series Of Unfortunate Events started next week during Universal Lunch hour at 1pm Tuesday.



5. Book Discussions


How many books to get rid of? How many to committee each week. 5 per week? These will be prepared by Simon with Kurt when depositing books to look at and we have two to discuss now.

Annique suggest that they are included in minutes and emails weekly. Also on Facebook page and Simon wants shelf to display burn list. Ed volunteers to decorate this shelf. Simon will check for donor or it will be given away or prize. Simon wants book-ends as well to keep the books safe.


Books that are voted by a two thirds majority to be removed from the library will be put on the burn list for two weeks. During this time the books will be displayed and members are free to make a formal complaint to Simon with at least 5 people to object to the book’s removal. If there are no objections then the book will be first offered to book’s donor and then if the donor does not want it, it will be offered to the members for free.




Motions to Remove Books


Motion to remove the book Webster’s Dictionary from the library on the grounds that it is irrelevant to the clubroom, from 1990 and is not in the library system. The motion passes with 8 out of 9 votes and the book is placed on the burn list


Motion to remove the book Dogbert’s Clue’s for the Clueless from the library on the grounds that it is irrelevant to the clubroom. The motion passes unanimously and the book is placed on the burn list.



If you wish to appeal these decisions - contact Simon at unisfa-librarian at guild.uwa.edu.au<mailto:unisfa-librarian at guild.uwa.edu.au> You may notify a committee member of your desire to keep it but these committee members will tell you to send a formal complaint to Simon.



6. CCC Training


CCC applications will end at 5pm on the 22nd for a closed committee meeting. There will be two training dates: 25th and 28th of March.


Training will be on:

  *   Show people Koha
  *   Show how to open and close the room
  *   Clubroom attitude and how to cope with inappropriate conversation and confront others
  *   Stop gossip quickly
  *   Cleaning up clubroom


Natasha, Annique and Jack will be on CCC training because they’ve been on CCC and have ideas. Harry will also be on it as Treasurer.

CCC forms! Simon will print and keep track of them. Everyone who becomes CCC will get training even if previously CCC or committee member before.


7. Finance Stuff


  *   Steam - Ed has read Terms and Conditions. We are legally able to have a Steam account as long as we don’t charge people for it so make sure that non-members are still able to come. We can have parental controls such as locking out the store with a pin code or make it accessible to see but cannot buy anything. We won’t attach a credit card but will operate using Steam vouchers. Guild may have concerns about members buying themselves games using club money but we just have to keep all receipts and make it difficult to buy games. Finley will set up Steam. Kurt suggests a wishlist for games so members can request games and when they are on sale, Simon can purchase them. We won’t use community features such as messaging.There are are free games but there will still need full committee approval to acquire any games. People can gift games to unisfa or access their own steam accounts as well.


There is a motion to get steam account and the motion is passed by 8/9.


Harry votes against as he feels that current system better. If it were noticed by guild it may not end well. Annique argues that as a science fiction and fantasy club, it is reasonable to assume that we would have science fiction and fantasy games. If guild contacts Harry, the games are part of activities for the clubroom. The purchase of any game must be approved by committee with ultimate power of Librarian. The committee will vote to put things on wishlist than watch for sales. Our Steam profile picture will be the unisfa logo.


  *   Netflix - less cheery - Terms and Conditions say that they are only for personal use not public performance. This is the same as beginning for every DVD we have. Semantics are you cannot make money off it as DVD’s are for friends. But our screenings fall within the middle ground of public performance and commercial watch. We could set up as Unisfa President and make it a transferable account. Annique will have chat with Jake because he is a lawman and will know things. Netflix may not look for entities and payment could be with vouchers like steam. Netflix better than illegal streaming but still more research needed.


  *   Air-con - Finley brought up second hand aircon but there are disparaging reviews of it which are read by Annique. We do need a new air conditioner. Blair said that it is better to get a new one which means that it is a considerable expenditure. Annique volunteers to look into air-con and talk with Harry about budget. Prioritise events over other things. We will have to look at air-con after compact bookshelves because of new room dimensions


  *   vacuum cleaner - We do have access to tenancy vacuum but Annique has asked 5 different people and it seems we only theoretical access to vacuum. Definitely need our own though for after screenings. We will check with member base for new vacuums. Harry says that he may have one to donate.



  *   Compact bookshelves - The idea is to move fridge and get rid of corner bookshelves to make more space. We will need to measure clubroom.Taylor’s Mum says that maybe for $1000 which could be doable. If we were to move books, maybe do floors like Jake wants, Ed suggests painting the room as well in cool colours. Simon says dark colours should be avoided for heat.


  *   Leah suggest buying

  1.  Tardis replacement - ideally inflatable - concern over storage space not high priority
  2.  lock for brown cupboard - need new one before CCC - bunnings range $10-$100 - don’t need top one. 20-30 - definite priority
  3.  a second lockbox attached to brown cupboard - current one not great - can we re-instate former method that keys and money box are in different place?We do need the code for the current one and Tim sends it to us all. Decide that it is not a priority because the current one is still alright.
  4.  Cables - we need new ones to attach to tv and phone chargers. We do need a reorganisation although hasn’t one been done recently? Phone chargers may not be good because chargers are stolen. It could be like Reid library with them locked in place? Harry makes a good idea with the chargers stored in brown cupboard when closing the room. not  high priority.




9. General Business


Advertising

Annique wants more advertising using notice boards for quiz night, camp and easter picnic, so we can attract more new members and become less cliquey.  Edward will take a crack at designing posters with Kurt. Kurt has experience and is too competent. We will try and advertise unisfa in general as a cool club. Freshers can become more involved. Katherine agrees that posters about easter picnic would make some freshers want to come. It’s also less risky for newcomers to come to an event like Easter picnic than to have to come to the clubroom. We should make them seem appropriate and show that most events are alcohol free.


Fridge run


Harry will do fridge run this week. Tim has had a good idea of fridge run on Saturday before handover party. Finley has offered their car for it andHarry will do categories of what we need. Harry wants to know if we have any sugar free or dietary drinks? We do but we should get more options. Tim will help Harry with his first fridge run. They will get water and savoury food! Also we do need vegetarian options. Jack suggests Mrs Mac’s seconds? They would be cheaper and would match the unisfa vibe. Harry will look into this.


Creative Writing Competition


These will be linked to book discussions. Maybe the past competition’s horror genre was too narrow or too broad? Leah’s topics are generally writing themes which would tie in nicely with writing competitions. Two weeks will be good for people as a deadline. Annique will talk to Leah and Harry about book discussions and prizes. Katherine suggests a fresher category for the first couple. Finley suggests some supporting writing workshop with book discussions which could be useful.



Finish: 8:21


Action Items



Annique - Send Natasha SOC stuff - Cameron Hall Quiz night, donations to bring in, Look into compact bookshelves, talk to tenancy people about compact bookshelves, come up with specific advertisement ideas


Edward - Talk to Taylor about Pre-prosh, Cameron Hall Quiz night, book burn shelf, Camp things


Natasha - Photos - set up calendar, say CCC application closing time, organise committee meetings.


Harry - Talk to mum about getting a vacuum cleaner - even purchasing one if cheap, sturdy lock for brown cupboard - combination lock


Simon - print out tenancy and after hours, at least 5 books by next meeting, print CCC forms, Go punch Blair about audits, keeping an eye on book club themes


Katherine - Fresher CCC post, Screening post, come up with specific advertisement ideas about easter picnic


Finley - Set up Steam account


Jack - Cameron Hall Quiz night


Kurt - photos - maintenance of calendar - updates, at least 5 books by next meeting
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