December 2016 Meeting

UWANIME CLUB

UWANIME COMMITTEE MEETING MINUTES FOR MEETING 2

Location:                   UWAnime Clubroom

Date:                           15th December 2016

Present:                    Regan (Vice President and Chair), Azman (President), Chris (Secretary), Lawrence (Treasurer), Matthew (OCM), Zak (OCM), Bryan (OCM), Lachlan (OCM), Paulus (OCM), Zak (OCM)

Apologies:                Azman(President) is unable to attend in person, but is present via video link

Absent (No Apologies Received):

None

Meeting Commenced: 10.08 am

  1. HOUSEKEEPING

Overview provided

  1. OVERVIEW OF PROPOSED RENOVATIONS PLAN

                Renovations planning was presented by Regan Tan. Relevant documentation is included in the appendix.

Motion for the Renovations Project to be undertaken by the club by Regan Tan. Seconded by Chris. Vote Passed 9-0 (unanimous)

Regan raises the discovery of new damage in the plasterboard. Chris states that the club should try and raise Maintenance to repair the wall, however, if the renovations should be undertaken and the club should repair the wall itself. Matt says UCC had a maintenance issue and maintenance has proven themselves to be unreliable. Lachlan offers to find a way to get the plasterboard fixed.

Motion for the Renovations Project to include a management fund of $500 covered by UWAnime funds by Regan Tan. Seconded by Chris. Vote Passed 9-0 (unanimous)

Regan states that curtain installation has not been greenlit by Tenancy, and as such has not been included in the Renovations Project as of the current date.

ACTION 1: Regan is to contact Chris to work on a schedule to complete the Renovations Project which will be undertaken in early to mid January.

  1. ACTION POINTS FROM MEETING 1 IN NOVEMBER 2016

                Chris has placed a booking for the O-Day stall with the request of to be placed near other Cameron Hall clubs.

Regan has not purchased the futons in favour for finalising the budgets for the furnishings

Brian is still working on the membership cards for O-Day

Zac plans on daily to near-daily reviews up until the beginning of the first semester.

  1. OVERVIEW OF PROPOSED SPONSORSHIP EXPANSION PLAN

                Expansion Project on the increase of sponsors, both local and international, presented by Chris. Relevant documentation is included in the appendix.

  1. GENERAL BUSINESS

The Annual Committee Dinner will be held at New Moon Dim Sum in the second half of January. The expenses will be covered by those in attendance. Details will be emailed to relevant personnel.

  1. NEXT MEETING DATE

The next UWAnime Committee meeting is proposed for Thursday 19th January at 10 am at the UWAnime clubroom.

 

APPENDIX 1: Renovations Project

Project Phasing:

Phase 1: clean up (manga and figurines stored into boxes and removal of old and overused furnishings) cost $0 2days

Phase 2: moving of furnishings to create a space allowing for painting and renewal of carpets and windows $0 2-3 hrs

Phase 3: repair of walls and windows (use of poly filla and silicone to fill and flatten uneven surfaces, as well as paint to give a clean finish) Beige wall paint approx. $252 ; plaster wall repairs

Phase 4: removal and installation of carpets (as they are carpet tiles, the installation and removal is easier) 4 by 9 = 10m^2  5.4 per tile of 0.5 x0.5 144 tiles required +2 for insurance therefore $788.4

Phase 5: Repositioning of all assets (manga, figurines, furniture, consoles and electronics) 4 hrs

Phase 6: new cupboard, table and chairs

Project Budget:

Painting
Undercoat $55
Paint $110
Monarch 50mm Pro Renovator Trim Paint Brush $5.70
Paint Partner 4 Piece Silicone Scraper Set $2.28
Paint scrapper $2.70
Paint Partner 230mm Paint Roller Cover – 3 Pack $3.91
Sand paper $25
Paint brush $3
ABC 230mm Heavy Duty Paint Roller Frame $8
Selleys 300g 3 In 1 Adhesive Sealant And Gap Filler $13
Silicon scrapper set $2.52
Filling blades $3
Uni Pro 230mm Deep Paint Tray $7
Uni Pro 230mm Paint Tray Liners $2
Cabot’s 90g Cedar Wood Tone Putty $8
Car tiles 777.6 $252
$1,029 $1,047

APPENDIX 2: Expansion Project:

Expansion Project

“Now, our operation is small, but there’s a lot of potential for “aggressive” expansion.” – The Joker

Aim: To rapidly expand the sponsorship associateship with UWAnime

Case: UWAnime has maintained minimal expansion and capitalisation of sponsorships of Perth based, national and international organisations and businesses. This project aims to provide:

Primary agenda for expansions:

  1. Increase sponsorships from external organisations to UWAnime
  2. Boost funding for the operations of UWAnime to forward its aims
  3. Increase exposure locally as an identifiable brand for young adults

Milestones:

Late December to Early January:

The committee will develop a first contact protocol with new sponsors with the inclusion of a prospectus.

Currently, a prospectus is in early development, and as of now has a working structure and an early draft will be distributed to all committee members early next week (starting 19th December).

Week 3-4 of January:

Due to the current scheduling of the renovations as well as the impending event set-up for O-Day and Fresher Welcome, the Secretary recommends that all sponsors(current and potential), contacted as soon as possible, but not before a prospectus and first contact protocol is formalised.

Due to the lack of administrative documentation, it is difficult to determine our exact relationships with current sponsors, and existing obligations and benefits from each of the current sponsors should be clarified.

In order to facilitate this undertaking, it has been recommended by both the Secretary and the President that the current committee should work in two independent teams. Suggestions for structure of teams include an equal delegation of sponsors to each team or an alternate focus sided teams ie. One team works on international sponsors and another on local sponsors.

The two teams as currently formulated, in consultation with the President is as follows.

Team 1 Team 2
Azman (President)

Chris (Secretary)

Regan (Vice- President)

Lawrence (Treasurer)

Lachlan

Zac

Bryan

Matt

Paulus

NB: Team composition is not final and subject to change.

The Secretary further recommends that an incentives program or competition be implemented in order to maximise results.

Current sponsors are listed in Appendix 1A, and potential sponsors listed in Appendix 1B. NB: Sponsor list is not final and subject to change.

APPENDIX 1A:

Current Sponsors (9)
Name Contact Details [Redacted for privacy reasons]
Madman
Game City
Unibank
Tokyo Underground
Quality Comics
Wagaya Japanese Restaurant
Hanabee
White Dwarf

 

APPENDIX 1B:

[Redacted from public viewing, due to potential conflicts of interest. The potential sponsor list was separated into international and local sponsors]

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