Term 2 Week 2 Exec Meeting Minutes

You can view the meeting minutes on Google Slides here.

This meeting was conducted on 19/01/2024 at 3pm-4pm.

These minutes were published on 22/02/2024.

Introduction

😊 Exec Present

• Kelsey
• Alonso
• Scruff
• Alysha
• Ethan
• Matthew
• Adam
• James
• Fern
• Mina

🥰 Non-Exec Present

• Holly

😔 Exec Absent

• Alvis (ill)
• Ben (another exec meeting)
• Dan
• Liam
• Isaac

📋 Orders of Business

Action Point Recap
Reminders/Updates

1. Miscellaneous
2. Event Schedule
3. SU Stuff (Active Bystander, Socs Assembly)
4. Merch Update
5. New exec

Action Points
Next Meeting

Content

🏃‍♀️ Action Point Recap

1. Alvis, Ben and DCS to keep fighting for Unitemps pay
2. Ben, Matthew and James pick a date for wider LARP pub social, then tell Alysha & Kelsey
3. Kickstart Murder Mystery plans: if you’d like to be involved, message Matthew
4. Ethan and Isaac to recruit support in organising Big RPGs and make a group chat
5. Kelsey/Alysha/Alyssa make a timeline of term 2 promo so far
6. Kelsey organise a date for Cheese and Chocolate collab
7. Faction reps to continue to take pictures of inventory (where possible) and upload
8. LARP (James) to create an inventory of some sort and upload to website
9. Ethan to upload pics of the RPG books found in the cupboard to inventory
10. Kelsey to make a ‘faction rep’ role on exec server (woo I did this before typing up the APR section)
11. Clearout of cupboards! Including lost property
12. Grant: message Alonso ASAP with any requests for additional funding. Then, Alonso to share final spendings to exec including a breakdown of products/cost
13. Start to arrange an irregular social; film night?
14. Wargs to do something with the books in middle cupboard of B2.02!

💭 Reminders/Updates

1. Miscellaneous
2. Event Schedule
3. SU Stuff (Active Bystander, Socs Assembly)
4. Merch Update
5. New exec

🕐 1. Miscellaneous

• Budget spiel- do your requests! Alonso to send out a message on how to complete the money request form. Note that there can be a delay from the SU about reimbursing.
• Potential boardgames auction! Would make more space. Also, there is a boardgame in wargames cupboard
• Has anyone not been paid by unitemps (or at least head your request approved)?

🕑 2. Event Schedule

🕒 3. SU Stuff (Active Bystander, Socs Assembly)

Active Bystander * can I confirm who has done it? James kelsey alysha * Also running it in term 3 (new exec) but you get it on HEAR transcript * (If you've already done it then you don't need to do it again, and will already get it credited) * Matthew, mina will do it

Socs Assembly * 6-7.15pm on Mon 22nd on oc1.05 * We need 2 people and they'll rate attendance; mina, alysha, ben, probs kelsey * Also doing it online! * Any questions to pass on about handover, quizzes, exec training doc, elections etc? * Kelsey do summary in next exec meeting.

🕒 4. Merch Update

• Form open until next wed now . 8pm wed
• I need to repost it saying the extended deadline and then change it on the slide too.
• Faction reps please actively mention the form in your events.
• Pocket Workshop / last year’s merch order; what do people know more generally?
• Look for stickers in b2.02 on rpgs shelf somewhere

--

🕒 5. New Exec

• It’s getting to the time where we start chatting to members about who might want to run for exec
• When people run in week 7 AGM, they need to be a member. 2wks in advance
• So, start reaching out. If you think there are absolutely no candidates, even after you’ve spoken to people, contact myself or Ben (we will then ask Alysha/Alyssa for help on making promo for that position)
• Newsletter role summary
• More of an AGM thing then let Ben and myself know asap.
• Are we looking for lots of ppl to fill the positions?

🕒 AOB/ORB

• Let ben/kelsey know of any motions for AGM- Mina suggests assistant boardgames rep or a rota.
• Mascot term limits as a motion?

🏃‍♀️ Action Points

1. Alonso send out ‘how to submit money request’ message
2. Alonso contact Pocket Workshop regarding pin badges/stickers for merch order.
3. Kelsey ask Alvis if there will be a boardgames auction this year (if yes, roughly when). Alvis check game in wargs cupboard to see if wanted or to sell
4. Adam to look through old wargames books in b2.02 and check if soc still wants them or to be donated/sold (just decide)
5. Kelsey sort out event schedule (check room bookings, send to Fern, correct date in slides)
6. Kelsey and Alvis to decide what board games to use for Cheese & Chocolate collab
7. Anyone who wants to help with big rpgs to message ethan/isaac
8. Send any questions to Ben or Kelsey regarding society assembly
9. Everyone to put out feelers for new exec (esp faction reps) over next few weeks. Can promo position if needed.
10. Discuss with Alvis possibility of having assistant boardgames rep (and do they know any candidates?)
11. Sign up for board games weekend!!!

➡ Next Meeting

When: Week 4