You can view the meeting on the Google Slides here

This meeting was conducted at 3-4pm on 18/09/2023 via Discord.

These minutes were published on 01/12/2023.

Introduction

Exec Present:

• Kelsey
• Ben
• Matthew
• Alonso
• Alysha
• Ethan
• James
• Liam
• Isaac
• Alvis
• Mina
• Adam

Non-Exec Present:

• Alyssa!
• Benji
• Edward
• Josh

Exec Absent:

• Dan

Orders of Business

Action Point Recap

Reminders/Updates: * Finalising Handover * Welcome Week * By-Elections and EGM * October Open Days * Room Bookings * Term 1 Events * Ben’s SU Shenanigans

Content

Action Point Recap

1. Kelsey/Ben to write up pub social after 'Meet the Exec Intros' as an official SU event
2. Kelsey book Varsity for 6.45pm for 30 people on Sat 30th Sept
3. Generally encourage people to sign up for Tabletop Radio
4. Kelsey and Alysha to promote Tabletop Radio
5. Statement on crediting creators and AI use
6. Faction reps to monitor discord (keep up with what is happening)
7. Mid-August, exec to encourage people to look at society
8. Exec to please help in Welcome Week

Finalising Handover

• Previous exec to be thanked and removed from the server (I’d suggest after welcome week in case we have any lovely volunteers who may help at events :) )- maybe after week 2 exec meeting.
• Changing the pin. Again, maybe post-freshers’ week (Kelsey/Ben)- defo after old exec have been removed from discord
• Lap to remove old emails from the drive!
• Confirm that perms have been updated on discord/SU/website, especially new discord mods! (Sidenote: maybe we do an announcement of new mods)

Welcome Week

• Rosta- I (Kelsey) know I need to get on this and send one out! It’ll be easier for us all to be aware of who is where and when.
• Do we need any other resources? Where are reps and assistant reps at with planning for events?
• Alysha- let’s promo this bad boy ;)
• Big recruitment drive!! Jumpers, pins, etc if you can.
• Normalise pronoun sharing! Opportunity to give pronouns is key

By-Elections and EGM

• Goodbye Lap, hello future (tech officer and CCGs rep?): tech officer needs replacing (Lap on the hunt), Mina is stepping up (Big thank you!)
• In the meantime, Lap is still fulfilling his duties, esp as tech. Suggests taking pics from welcome week!!
• Pointers on where to get the ball rolling; likely weeks 3-5. Definitely after next exec meeting.
• Social media
• Position on graphic designer; electing the candidate; Alyssa has confirmed interest.
• Alyssa democratically voted in!

October Open Days

*We are only doing Saturday 21st October * I will send out a rota slightly closer to the time * Showcasing all factions with a focus on LARP/RPGs? * Discuss in next exec meeting

Room Bookings

• I looked today and the web room bookings is delayed
• Event reps please message group booking channel to confirm what rooms and where you want!!
• Kelsey and Lap talk about spreadsheet

Term 1 Events

• Aside from our regular events, what else do we anticipate running?
• Pass specifics onto Alysha so they can distribute into the newsletter when appropriate. Kelsey/Alysha work on promo for social media?
• Murder Mystery is maybe happening, Matthew is organising it (with support!)
• Tabletop Extrav- weeks 4 & 9
• Laser Quest? CompSoc and AnimeSoc poorly communicating about this so event is looking unlikely
• T1 W9 quiz
• 40K Apocalypse game? Very early stages. WarG
• Events within WarG but they are boss-mode at organising within the soc

Ben's SU Shenanigans

• Ben is meeting Max Pike, the VP of Socs. Does anyone have any questions/comments to pass on?
• Quote from Discord: ‘Enaya wants to do THINGS’ (Enaya is VP of Welfare & Campaigns). She wants SU-backed games. SU provisionally willing to pay us if we provide board games on club nights aside from wed
• Feedback: concern over care for games (damage). Good publicity?
• Banned members on Discord: weird uni by-laws. Meant to check with VP of Soc.

AOB/ORB

*LARP rulebook update: Matthew to pass on to Lap. * Alonso to compile wishlist in term 1 so everyone please consider what your faction etc would like to purchase. * Matthew and James to consider donations for LARP * Old cool dice!!!!! We want them please * Mod roles. Announcements need to come out first then change. * SU email! Please check it more * Google Drive- managed by Lap/Kelsey. * Liam to reorganise WarG cupboard- let him/Adam know if there is anything you particularly want to keep * Associate member requests wooo ;) * Announce meet the exec thing on discord by tomorrow evening

Action Points

1. After the week 2 exec meeting: Kelsey/Ben change the pin, Kelsey update discord perms/titles, Lap to remove emails of previous exec from the google drive
2. Announce the new moderation team and update perms (likely soon after week 2 meeting)
3. Send out and members complete a sort of timetable for board games drop-in on Wednesday
4. Create and send out a rosta for Soc Fair on Thursday. Exec to sign up where they can/. LARP to confirm that they have someone to watch the room on both days (Kelsey can do Tuesday)
5. Ethan and Isaac to allocate rooms for RPGs in the FAB.
6. Ethan and Isaac to put a call-out about RPGs timings on Saturday: they get there for 11, GMs for 11.30 and all meet in FAB lobby for 12.
7. Remind members about Varsity social closer to the time, especially for those not going to RPGs
8. Alysha to promote welcome week events throughout the week, where they can. Message Kelsey and Alyssa for any support.

Next Meeting: Week 2