2018/19 Term 1 Week 2 Exec Meeting Minutes (Pt 1)

Avatar for morrowkei Ares ( morrowkei )

Posted 5 years, 5 months ago

You can view the full powerpoint minutes for this meeting here:
https://docs.google.com/presentation/d/1KQrmK3UTINTLlRLAP65u5cnYJplQw5DqLUoUfsz2Ykg/edit?usp=sharing

This meeting was conducted on 07/10/2018 at 1000 in B2.03 (2 hour meeting)

Exec Present:
Ares (Sec.)
Nigel (Pres.)
Nathan (Treas.)
Aleksa (Draft)
Patrick (Boardgames)
Finnbar (News Dude)
Callum (RPGs)
Jon (RPGs Ass.)
Jakub (LARP)
Tim (Quartermaster)

Exec Absent:
Josh (CCGs)
James SF (Wargames)
Ash (Web Admin.)
Alisdair (CCGs Ass.)

Orders of Business:
1. Welcome Week Review Continued
a. CCGs
b. RPGs (inc. pub social)
c. LARP
2. Hoodies - future doings
3. Budget for the year
4. Drinking socials (if we need an update) and general socials

Reminders and Updates!
○ PAY JOHN FOR HOODIE!!! (I actually got to talk to Dan about him paying)
○ PLEASE SIGN UP TO THE TRAINING ETC FOLLOWING SOCS COUNCIL
○ We moved the bad board games and the Arkham box to Westwood
○ These will be brought back to life for board games weekend
○ These slides are AUTOMATICALLY in the society google drive!! You can view them before the exec meeting and after, and as exec with access to the drive you don’t need to wait for the official minutes to go up on the website to do so. Cool? Cool. Please utilise the drive. It’s useful.

  1. Welcome Week Review Continued
    1a. CCGs (cont.)
    Info/To Discuss:
    Didn’t get CCGs on the WW calendar?

Actions:
Need to investigate why CCGs was rejected from the WW calendar

1b. RPGs
Info/To Discuss:
○ It went really well!
○ ~100 people (inc DMs)
○ Everyone got into a game except a couple of people who turned up ~half an hour late
○ 20 DMs total, 18 ran
○ 89 signed up on our website
○ 131 on the freshers/welcome week website
○ Problems: the (extra) rooms weren’t unlocked
○ The porter didn’t do what he was meant to
○ Most of the players were freshers, and a fair few completely new players
○ Should we run another one shot start of term 2?
○ People are still having difficulty finding their players or DMs

Actions:
○ Next year, keep these numbers in mind for room bookings
○ Next year, check a couple of rooms in advance
○ Get a discord for the one shot DMs
○ Remember to get on the WW calendar again in the future
○ Yes, we should run a one shot term 2!! People missed out, and there’s people who haven’t gotten into campaigns
○ Need to do a workshop during term 1
○ Just before the tabletop weekend in week 5, perhaps on the friday
○ Ask for (first name, last name) on the website as an (optional) feature
(perhaps on sign up)
○ Talk about resources/investment in RPG tools in budget section

1b cont. RPGs pub social
Info/To Discuss:
○ Pub social: issue with phantom coach. Despite having the function room booked in advance and this being postered up in the pub, some drunk older men refused to move from the room and swore at our members etc.
○ What’s the follow up?

Actions:
○ James Powell is currently sorting legal stuff out
○ Then Nigel will go to the phoach

1c. LARP
Info/To Discuss:
○ Everyone put together (inc regulars) came to 30 people
○ 16 freshers
○ Team party wipes… whoops
○ Generic characters made worked really well
○ Helped everyone get out by 1pm rather than 2
○ A lot of people have expressed interest in returning
○ Unity 6 helped with simplifying stuff
○ Encountered angry man, James Ellis called campus security. Security arrived too late to apprehend the guy as the guy didn’t stick around
○ Campus security are on our side on this one - the guy is already known to them. They were very on the ball.
○ Need a more reliable storage solution (long term)
Temporary solution: Jon’s RPG group is going to run in the LARP room in the oculus to look over the kit while the LARPers are out

Actions:
○ We have a large shortage of armour in the society kit right now that we need to address in the budget section
○ Print more generic character sheets off and have them in prep for new people turning up
○ Update them to make sure they stay levelled

continuation in a new thread

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