August 2017 Meeting #2

UWANIME CLUB

UWANIME COMMITTEE MEETING MINUTES FOR MEETING 17

Location:                   UWAnime Clubroom

Date:                           22nd August 2017

Present:                    Chris (President), Regan(Vice President), Lawrence(Treasurer), Paulus(Secretary), Bryan (Media Officer), Lachlan (Audit Officer), Kayla (OCM), Matt (OCM), Zak (OCM), Paddy (OCM)

Late:                          N/A

Apologies:                N/A

Absent (No Apologies Received): N/A

Observers: N/A

Meeting Commenced: 1.00 pm

  1. UPDATE ON ACTIONABLE ITEMS

AC2 – Meeting 3: Manga reviews are still pending. They will be released consistently on Mondays. Will carry over to Meeting 18 for any other changes.

AC16 – Meeting 9: Subscription renewals for AnimeLab is pending.

AC1 – Meeting 13: Forms for the special general meeting has been completed.

AC1 – Meeting 16: See section 2.3.

AC2 – Meeting 16: Club carnival has occurred.

AC3,4,5 – Meeting 16: See section 2.6.

AC6 – Meeting 17: Quiz night committee has booked the tavern.

AC7 – Meeting 17: See section 3.1.

AC8 – Meeting 17: DVD list has been updated.

  1. EVENTS
  2. CLUB CARNIVAL FEEDBACK

Club carnival was a success with 22 new sign ups. As a reflection, the committee in the clubroom needs to be more welcoming towards the new members who visited the clubroom.

  1. BBQ FEEDBACK

BBQ was managed too late and did not do so well. Brendan states that it will be more popular if the BBQ is done during the common lunch hour (Tuesday 1pm).

  1. SPORTS EVENT

Sports event will be casual instead of planned.

  1. RELAY FOR LIFE

5 members of the club are to sign up for relay for life.

Actionable Item 1: Sign-up for to be made.

Actionable Item 2: Sign-up sheet is to be made.

  1. QUIZ NIGHT

Quiz night will occur on the 30th of September. Sponsors are being contacted for the prizes. Details will carry over to meeting 18.

  1. GHIBLI SCREENING

Fox lecture hall has been booked for the Ghibli screening. The emp and poster has been submitted. Chris is going to manage the event with Regan because Paulus is unable to attend.

  1. FORTNIGHTLY SCREENING

Matt will be managing the fortnightly screening on the 8th of September. The poster and emp must be submitted.

Actionable Item 3: Matt is to submit an emp and poster.

  1. “YOUR NAME” WITH UFS

Japsoc are offering a screening timeslot during their festival from 3-7pm. The time block from 3-5 will be “Your Name” and UFS will be taking the block from 5-7.

Actionable Item 4: “Your Name” DVD is to be bought.

  1. 1ST AND 15TH SEPTEMBER EVENTS

The committee has assigned the 1st of September to be Paddy’s unofficial screening and the 15th of September has been assigned to be Lawrence’s screening.

  1. SMASH/GAMING TOURNAMENT

Lawrence will be managing the smash tournament. The tournament will occur the day before Relay for Life and there will be donations for Relay for Life after the smash tournament.

  1. MULTICULTURAL WEEK- SPRING FEAST

The committee votes to take part in Spring Feast after debating about the benefits and drawbacks.

Vote to take part in Spring Feast.

Vote for: None.
Vote against: Regan, Lawrence, Bryan, Lachlan, Zak, Kayla, Paddy, Matt
Abstaining: Chris, Paulus
Vote Passed.

  1. FURNITURE
  1. BLINDS:

Installations of the blinds are still pending. Colour of the blind is unavailable. Committee votes for fennel to be the new colour of the blinds.

Motion to install the fennel blinds instead.
Motioned by: Lachlan
Seconded by: Chris

Vote for: Unanimous.
Vote Passed.

  1. SMASH COUCH:

Smash couch needs to be washed due to constant use.

Actionable Item 5: Zak is to wash the smash couch.

  1. SEMESTER 2 PROJECTS
  1. SPONSOR EXPANSION PROJECT V2:

Distribution of sponsor expansion project still pending.

  1. UNIFIED MARKETING CAMPAIGN:

Chris informs the committee that the new logo will be completed next year. Zak informs the committee that Deku-Tri is willing to help redesign the mascot. The banner will be replaced after the new logo and the redesigned mascot has been completed.

Actionable Item 6: Zak or Lawrence is to establish contact with Deku-Tri for the cost to redesign the mascot.

  1. MISCELLANEOUS
  1. DATE OF NEXT MEETING: Date of the next meeting will be most likely be on the 5th of September 1pm.

 

  1. TRELLO: Paulus offers the use of Trello to allow assignment of tasks to be easier. Due to the introduction being late to the term, this will be given to the next committee as a potential website to use.

 

  1. SALE OPTIMISATION/INVENTORY: Inventory has been checked. Lachlan informs the committee that water and lychee have been the best sellers. He also informs that many of the one-off snacks have also been selling well as they are new.

 

  1. GENERAL BUSINESS:

Cake Issue: Cake issue has been resolved. The committee should not attempt to sell anything through the clubroom, even for a loss due to difficulties with keeping track of the item.
Extension Cord: Kayla informs the committee a second extension cord should be bought as the BBQ could not use the current extension cord that was being used.

 

Fridge Seal: Kayla informs the committee the fridge seal is wearing out. Matt informs the committee that when the seal breaks, a professional repairman may be required to replace it.

 

Backpack space: Paddy informs the committee that Brendan has requested some sort of bag space in the clubroom so that there will be more space and so people will not trip over the bags. This may be possible to achieve temporarily by clearing storage spaces in the club. The next committee will be informed of this issue so proper bag storage can be arranged.

 

  1. GUNDAM MISUNDERSTANDING: Gundam misunderstanding has been resolved.

 

  1. NEWSLETTER: Bryan offers to send out newsletters. Chris informs him that the newsletters do well but can burn out fast.

Actionable Item 7: Chris is to send Bryan the details of the newsletters.

Meeting ends 1:35pm

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