Term 2 Week 9 - HANDOVER BUMPER EDITION MEETING

The action point review is given as an image below (right click -> view image to see in full), as there is quite a lot to it (you can also see them on the linked powerpoint): Action Points

💭 Reminders/Updates

Soc Fest
- Confirmed to be 1-5pm in the SU Atrium
- Who is free to help out? Alex is heading the effort -> Alvis, Ben, Jon maybe
Might see if we can get them to fund a board game - any ideas for in-stock party games we could request?
- ~~Tabletop Golf is out of stock :(~~
- ~~Don’t Get Got ??~~
- ~~The Great Dalmuti~~
- Giant Jenga!!!!!!! Has been bought for us by the SU :)
Locks on wargames cupboard - all sorted!
Twilight Imperium: exists!
Painting Day: exists!
Quiz! It’s this Friday!
- Is everyone running a round okay?
- Please come!!!

🕐 1. Assistant Reps

We have a number of assistant roles that we need to elect in this meeting.
“Generic” roles:
- Health and Safety (usually taken by LARP rep)
- Welfare
- ED&I
- Graphic Design
- Holiday Officer
Other roles:
- Assistants for faction reps - does anyone want an assistant, and does anyone have assistants in mind?
- RPGs - Ben wants one, Alonso is present
- CCGs - Sophie is open to one, Lap is present
- Wargames - Adam wants one, Liam is present

Standing: (simple FPTP vote, both incoming and outgoing can vote, for / against / abstain)

H&S: Matthew (20/0/0)
Welfare: Scarlett (18/0/0)
ED&I: Ben (18/0/0)
Graphic Design: Ed (18/0/0)
Holiday Officer: Jon (18/0/0)
RPGs: Alonso (18/0/0)
CCGs: Lap (16/0/0)
Wargs: Liam (18/0/0)

🕑 2. Handover

Handover timeline specifics

You all have the Easter holiday to learn about your role
You are all expected to have fully taken over at the beginning of Term 3 - running your weekly events, meetings, etc etc
Outgoing exec will stay in the Exec Server until the end of Term 3 to help out where needed, then they will leave to give the new exec space. We can always be contacted via the Main Server #exec-shitposting-and-other-business channel.

Handover Pack

This is an SU requirement - they will then make it so the new exec are added to the SU system. If this isn’t filled out and sent off, we will be in big doodoo, because they won’t allow us to have a Socs Fair table in Welcome Week for example.
https://www.warwicksu.com/societies-sports/exec-resources/administration/society-handover-packs/ SU page, has a guide on filling the handover pack out if you want to be bored
Link to our new handover pack: https://docs.google.com/document/d/1GtfGaVkeUBOedVy33fYTr7uRJUnSqeLa3_uHT8Bi-J4/edit?usp=sharing (let’s go on a tour!)
Old ones can be seen in the Drive via SU Shitz and Official BusinessTM -> Handover -> Handover Packs
Specific jobs 🏃‍♂️:
- Exec Sheet: ALL INCOMING EXEC need to fill in their details in this section
- Memorandum of Understanding: needs signing off by INCOMING PRESIDENT
- Constitution: needs updating per AGM motions and copying across by INCOMING VP, and then signing off by OUTGOING AND INCOMING PRESIDENTS
- Inventory: the INCOMING TREASURER is responsible for coordinating the filling out of this section - you’re not expected to know all our equipment, but you’re expected to prod the people who do to fill it out
- Risk Assessment: the INCOMING H&S OFFICER is responsible for filling this out - can likely be copy-pasted from last year with few updates
- Action Plan: Activities needs filling out by the INCOMING VP - you need to make sure all upcoming big events over the next year are put in it
- Action Plan: Increasing Member Engagement needs filling out by INCOMING PRESIDENT
- Final signature: the front of the document needs to be signed by INCOMING PRESIDENT
- Sending off: once all the above is done, the INCOMING VP needs to send the pack to Student Activities

Handover Tasks for new exec!

I have posted a list of Stuff that needs to be done in the Exec Discord channel #handover
Thanks to everyone who has already done stuff and told me!
Please make sure you do finish all these tasks so that you’re ready to take over in Term 3
Handover document: https://www.warwicktabletop.co.uk/page/documents/ (or find it in the Google Drive)

The Google Drive

Let’s go on a tour!
https://drive.google.com/drive/folders/1XX-r5CMg2VWgV9bvre5xUd8ZbNGsF1kD?usp=sharing
Important thing: any new files created MUST hand over their ownership to the Society account (I will show you how to do this)

Room Bookings

Let’s go on another tour!
https://warwick.ac.uk/services/sg/spa/centraltimetabling/roominformation/

Passwords

This one is on Finnbar, the current password meister.
Surprisingly, Finnbar has the passwords
Finnbar will give the current passwords to people who need them now, then at the end of Term 3 the new Tech Officer will change them all and rehand the new ones to incoming exec (so old exec no longer have access)

Handover Meal!

A tradition of the pre-covid era, we’d organise a big meal out for all incoming and outgoing exec to have some food and get to know each other.
We can bring that back now!
Date: ideally next week (Week 10), can’t be Monday-Thursday as weekly events are happening. Are a majority of people free on Friday evening? If not, Saturday or Sunday evening?
Place: would anyone have any objections to Shin Ramen in Coventry? Or Zizzis/Wagamamas, also in Coventry?

Cupboards

The cupboard lock combo is pinned in #general (for the love of god don’t let anyone other than exec know what it is)
The organisation of the cupboards is also pinned in #general (please keep them tidy) - this will also be put in the handover document soon, when I have time
The banner needs to be put up a certain way or it will get damaged!!!!!! Please don’t hurt the banner. The instructions are taped on the inside of the B2.02 middle cupboard doors. If unsure, ask an outgoing exec to show you how to put it up.

Discord Moderators

The new Tech Officer needs to organise the applications / inductions of new moderators asap (sometime next week)

New Exec Profiles

We need to create a lovely little rundown of our new exec to be published at the beginning of Term 3
Includes role, name, pronouns, photo, short description of you/your interests
I’ll set up a template
Then the information will also need to be provided on the website exec page too!
Discord intros as well

🕒 3. Tabletop Weekend

Is this weekend! From 7pm! AAaa
Shifts:
- 7pm(????) set-up: Alex (will go at 5 to check the room), Alvis
- Evening until sometime: Ben, Scarlett, Ares, Oli
- Overnight: Ben, Henry, Asa(?)
- Sunday rescue (~6am): Jon
- Sunday morning/early afternoon (9-2): Jon
- Sunday afternoon (2-6): Fern, Alex, Alvis, Ben
- Sunday evening/pack-up (6-10): Fern, Alex, Alvis, Ben
Events happening during the weekend:
- Twilight Imperium - Sat 7pm, overnight (B2.02)
- Command Fest - Sat 8pm, overnight (B2.04/5)
- 40k playset testing - Sat 7pm until tired (B2.04/5)
- Auction (RPG books) - Sat 9pm (B2.02)
- Netrunner UnSet - Sun 1-6pm (B2.04/5)
- MTG Cube - Sun 1-4.30pm (B2.04/5)
- Twilight Imperium - Sun (B2.02)
- This is A LOT going on - what rooms do we have (02 and 04/5 for both days), and should we book additional rooms? 40k testing should definitely have its own room outside of B2.02, due to the space that wargames needs. CCGs should probably have its own room on Sunday too.

🕓 PG BGs

For context: pre-covid, we ran “Postgrad Board Games” in the Dirty Duck for the SU
- Evening event for a few hours
- This would always be in a holiday when most undergrads were gone
- They’d arrange a van to drop off/pick up board games
- They’d compensate our time by buying a board game for the soc
Now that we’re going back to in-person all round, Jon wanted to spark this up again
- He contacted our old go-between, Lindsey, and she’s up for it
- Will have to be between 21-24 April due to renovations (last week of easter holiday)
  - Can’t be on 24th (Sunday) due to painting day
  - Maybe the Thursday? (21st)
- Can anyone help run this? Are people enthusiastic?
  - Jon (definitely), Finnbar, Ares
- Jon will send Lindsey an email, asking for Thursday, ask about van/compensation

🕔 Holiday Tasks

Handover:
- Handover tasks
- Handover pack
- New exec profiles
LARP
- Sniper LARP
- Murder Mystery
- Choosing to make it fortnightly?
Warhammer renovation? Potentially (talk to new Reps about it next Monday)
Equipment purchases?
- If any of the new reps have ideas, start buying!
- Look at the expenditure tracker (new Treasurer + faction reps)
Strawberry Jam’s induction
- Plush buy? -> new treasurer (Ed), miniature tshirt?
- Stickers
- Discord emote

On a related subject…. How are we doing holiday events this year?

Jon will collect games next Wednesday (Week 10 bgs) put them in green bag - will get a list to Alex/Alvis to prep
Provisionally Thursday evening? Jon will sort out room bookings, probably MSB? Or FAB??

🏃‍♀️ Action Points

Holiday events (Jon): sort bookings, collect games
PG BGs (Jon): send email to Lindsay confirming date/compensation/van
Handover (everyone):
1. Handover tasks (everyone)
2. Handover pack (all incoming)
3. New exec profiles (Ares create template, all incoming fill it in)
4. Passwords (Finnbar hand them off)
5. Meal (Ares to organise)
6. New Discord moderators (Scarlett)
LARP (incoming LARPs):
1. Sniper LARP
2. Murder Mystery
3. Decide whether to make it fortnightly
Warhammer renovation (outgoing/incoming wargames): make a decision
Equipment purchases (all incoming): look at the expenditure tracker, decide on anything that wants to be bought
Strawberry Jam:
1. Buy one (incoming Treasurer)
2. Stickers? (incoming Treasurer/GD, outgoing GD)
3. Discord emote? (incoming/outgoing GD)
Megagame (anyone interested): need an organisers team/server, need to set a date/book rooms
Tabletop Radio (anyone interested): need an organisers team/server, need to confirm date

➡ Next Meeting

When: Next Term, Week 0 or 1

Collab Survey
Big Events: Eurovision, Murder Mystery, Megagame, Tabletop Radio, Tabletop Extrav