June 2017 Meeting

June 2017 Meeting #1

UWANIME CLUB

UWANIME COMMITTEE MEETING MINUTES FOR MEETING 13

Location:                   UWAnime Clubroom

Date:                           26th June 2017

Present:                    Chris (President), Lawrence(Treasurer), Bryan (OCM), Lachlan (OCM), Kayla (OCM), Matt (OCM), Karl (Proxy for OCM Zak)

Late:                          Paulus(Secretary)[11.04am], Regan(Vice President)[11.09am]

Apologies:                Zak (OCM), however, proxy is present

Absent (No Apologies Received): N/A

Observers: N/A

Meeting Commenced: 11.01 am

  1. UPDATE ON ACTIONABLE ITEMS

AC2 – Meeting 3: Manga reviews are still pending. Will carry over to Meeting 14 for any other changes.

AC1 – Meeting 8: Fresher Rep Clause was decided not to be legislated.

AC16 – Meeting 9: Subscription renewal pending. Will carry over to Meeting 14.

AC19 – Meeting 9: Maintenance manual is still being edited and formatted by Chris. Will carry over to Meeting 14.

AC9 – Meeting 10: The committee has not reached out to any potential people for the panel event as of yet. Will carry over to Meeting 14.

AC13 – Meeting 10: Chris is still writing portfolios in the by-laws. Will carry over to Meeting 14.

AC9-10 – Meeting 11: See Section 3.2 regarding the sports event.

AC11-12 – Meeting 11: The gundam workshop will not occur as Tokyo Underground does not have any gundams to spare.

AC13 – Meeting 11: The guidelines have been completed.

AC1 – Meeting 12: The booking for the event has been completed.

AC2 – Meeting 12: Bryan has printed out the posters.

AC3 – Meeting 12: Chris has decided on the meeting date.

AC4 – Meeting 12: See Section 3.1 regarding the “Fresher” event.

AC5 – Meeting 12: The list of manga and anime has been updated.

AC1 – SGCM: The new motions have been added.

AC2 – SGCM: Constitutional updates have been passed.

AC3 – SGCM: See May General Meeting Minutes Section 3.

AC4 – SGCM: Member rules have been posted in the clubroom.

AC5 – SGCM: See Section 4.1 regarding the budget for the blinds.

AC6 – SGCM: See Section 3.1 regarding the “Fresher” event.

2. TEMPORARY APPOINTMENT OF AUDIT AND MEDIA OFFICERS

Chris informs the committee that the official audit and media officers will be appointed during a special general meeting which will occur early next semester. Chris wishes to appoint a temporary audit officer and a temporary media officer until the special general meeting.

Motion to nominate Bryan as the temporary media officer.
Motioned by: Chris
Seconded by: Matt

Vote for: Unanimous.
Vote Passed.

Motion to nominate Lachlan as the temporary audit officer.
Motioned by: Chris
Seconded by: Lawrence

Vote for: Unanimous.
Vote Passed.

Actionable Item 1: Paulus is to make the forms for the special general meeting.

 3. EVENTS

  1. “FRESHER WELCOME” EVENT DURING SEMESTER 2

Bryan gives a very brief general run down of the event and has sent the committee a schedule of the event and how it will run. The event will require $1 for entry, but pizza will be provided to compensate for the $1. Zak or Matt will be picking up the pizzas during the “fresher welcome” event.

  1. SPORTS EVENT:

Regan explains how the sports event will most likely be dodgeball, as it was the most popular sport option within our member base. He also says that the sports event can also be a collaboration with the badminton club. He states that this event will most likely occur after the fresher event.

  1. RELAY FOR LIFE:

Relay For Life will occur during the 14th of October. Chris explains how the situation regarding any club collaborations for the relay for life is. He states that the club may collaborate with UCC for the Relay For Life.

Motion to collaborate with UCC for Relay For Life.
Motioned by: Chris
Seconded by: Regan

Vote Passed: 8 – 0
Abstaining: Chris

Actionable Item 2: Chris is to attempt and form a collaboration with UCC for Relay For Life.

  1. CLUB CARNIVAL:

Chris informs the committee that there will be a club carnival for semester 2 and the club will be participating in the carnival.

4. FURNITURE

Chris informs the committee that he wants to spend less than $1500 on renovations this semester.

  1. BLINDS:

Lachlan hands out the list of options considered for the budget. He explains each option, including their quotes. After undergoing a process of elimination, the committee has selected the roller sunscreen option from Cityview Blinds & Shutters at a cost of $766.00.

Motion to accept the budget of $766.00 for the blinds.
Motioned by: Lachlan
Seconded by: Kayla

Vote for: Unanimous.
Vote Passed.

Chris explains that he is consulting with Brendan regarding the blinds, who is checking up with tenancy.

Actionable Item 3: Chris is to check where the club can install the blinds.

Actionable Item 4: Once Chris has finished checking, Lachlan, Kayla and Matt will be in charge of installing the blinds.

  1. TABLE:

Regan asks if we can just use the new table bought for the convention. Chris points out that the table is plastic and that the club wants a wooden table as the laptops can get hot and damage the plastic table. Kayla asks if it is possible to use an insulator, such as a heat mat. But Chris states that the insulator will only end up being a temporary solution. Regan states that most of the wooden tables are outdoor tables. Matt says that the committee has to look for a table online or ask someone to make a table.

Actionable Item 5: The committee is to look for a new table.

  1. VACUUM:

Regan explains the budget for a new vacuum cleaner.

Motion to accept the budget of $387.00 for a vacuum cleaner.
Motioned by: Chris
Seconded by: Lawrence

Vote for: Unanimous.
Vote Passed.

Actionable Item 6: Regan and Paulus is to purchase the vacuum cleaner before the end of financial year sales end.

  1. MISCELLANEOUS:

A new couch, audio system and computer system is to be considered another time.

5. SEMESTER 2 PROJECTS

  1. CUSTOM MEMBER CARDS:

Bryan details a rough idea on how he wants the custom member card requests to be made. A schematic will be brought to the next meeting.

Actionable Item 7: Bryan is to construct a schematic detailing how the custom member cards will be implemented.

  1. SPONSOR EXPANSION PROJECT V2:

Chris informs the committee the details of the project, stating that the project will aim to get new sponsors for the club.

  1. UNIFIED MARKETING CAMPAIGN:

Chris details the plan of the unified marketing campaign. This includes an upgrade to the club’s graphics and marketing campaign. Paulus brings up the club mascot and the logo. Chris states that the club mascot and logo will be re-designed along with the marketing campaign.

The marketing group currently consists of Paulus, Bryan, Chris and Regan.

6. MISCELLANEOUS

  1. DATE OF NEXT MEETING: 10th of July at 11am.

 

  1. SALE OPTIMISATION/INVENTORY:

Food and Drinks: Lawrence states what has been selling well and which ones aren’t doing so well.

 

Inventory: Anime and manga library has not been checked for a while. It is to be checked after the meeting.

 

As Lachlan is the temporary audit officer, he will be helping with the sale optimisation and inventory. In addition he will also join the food committee.

 

Actionable Item 8: Lachlan is to be added to the food committee.

 

Lawrence is also working on an asset report for each item in the room. Lachlan and Matt is to work on the report as well.

 

Actionable Item 9: Asset report is to be completed.

  1. SEMESTER 1 REPORT:

Chris is still working on the semester 1 report.

Actionable Item 10: Chris is to finish the semester 1 report.

  1. CLUB EMAIL ACCOUNT:

Chris informs the committee that in order to access the club email account, the committee must log in to the device at university first before they can access the account.

  1. RE-DESIGNATION OF DESIGNATED EVENTS:

Re-designation of designated events will occur during the next meeting.

Actionable Item 11: Re-designation of designated events to be done during meeting 14.

  1. QUIZ NIGHT:

Chris will set a meeting date for the quiz night committee. The committee currently consists of Chris, Regan, Lachlan, Kayla and Zak.

  1. GENERAL BUSINESS:

SEASONAL ANIME REVIEWS:

Bryan volunteers to do the seasonal anime reviews.

Actionable Item 12: Bryan is to create the seasonal anime reviews.

Meeting ends 12:22pm

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