Aberystwyth Community of Gamers Committee Meeting Conference Call: Skype 25th August 2011 9pm Welcome Nick Brooks

welcomed everyone to the meeting including guest Steph Reveley committee member of RocSoc. Apologies All members of the committee were present, with the inclusion of guest Steph Reveley of RocSoc. Minutes The minutes were approved unanimously despite most of the committee not reading the minutes after they were published. RocSoc Proposals
Note:this item was going to be in any other business but due to time constraints for Steph Reveley, it was moved up the agenda. The agenda will not be amended to reflect this.

RocSoc are planning a Guitar Hero event on the 19th November in the Angel Inn. Steph Reveley has requested to loan the kit required for the event from ACOG, along with the experience in running such an event, to make the event run more smoothly, than what would be achieved by RocSoc running the event on their own. Nick Brooks suggested that Guitar Hero 3, would be the best title to play as ACOG have copies of this title. Sam OHara suggest that if they would like more people playing in the event at a time, RockBand should be used, however, as RocSoc are looking to run Guitar Hero only, this was discounted. In exchange for helping run this event RocSoc have offered the following: RocSoc member prices for ACOG members All money taken on the night from entry and tournament entry to be spilt between ACOG and RocSoc equally.

The schedule was requested to be sorted as soon as possible (4th October 2011 as the latest date) so RocSocs DJs can have some play time around the tournament as well as giving peace of mind that it has been sorted. It was decided that Liam Edwards would work on the schedule working with a 3 hour long tournament time.

Alton Towers Trip RocSoc have 56 places on a trip to Alton Towers and are happy to give some places to ACOG members. The Prices are as follows, 50 for Members of RocSoc or ACOG and 55 for non-members with 5 for food. The price includes travel and entry to the park. The coach will leave Aberystwyth so to arrive at Alton Towers at opening time. Places on the trip will sold at freshers fayre. However, Keiran Russell had doubts over ACOGs ability to get the numbers to fill a personalised section, this was countered by Rhys Short suggesting that any places that we did not fill at the end of the Societies fayre could be handed back to RocSoc. This was accepted by Steph Reveley and the ACOG committee. As part of this agreement, the number of places that we were given were cut to from 20 to 10 in light of Keiran Russells doubts over ACOGs ability to fill the seats. Steph Reveley also said that RocSoc would print all the promotional material for the trip if provided with ACOGs logo. Liam Edwards to provide Steph Reveley for the advertising. Liam Edwards to create the tournament schedule
Note: Steph Reveley left the meeting after the completion of this topic.

Society Status All training and documentation has been completed and given to the guild. As far as the committee is concerned is ACOG is an official society. However it was decided that Keiran Russel will e-mail the guild to check and will present his findings in the next meeting. Keiran Russell to e-mail guild about status.

The Nuel
Note: In the agenda this was mistakenly labeled Neul as the submission by Keiran Russell. This will not be amended.

Keiran Russell presented a quick summary of who The Nuel are, to remind the committee who they are. Keiran Russell has received an e-mail from Josh (The President of The Nuel). Asking for beta testers for their systems. The beta testing is invite only and it has been offered to the committee to be a part of this. Upon questioning about the size of the systems we would be testing he did not believe it would be larger than testing the the site. Although questioned by Rhys Short on what was in it for the society Keiran Russell then explained that he was not going to be offering this to any other than the committee.

Most of the committee are on board with the beta test however it was decided that more information had to be made available be a decision should be made. Once keiran has found out more information about the beta test he will forward the e-mail from Josh on to the entire committee. Keiran Russell must provide numbers of people needed for the test & what games will be used. Freshers Event Nick Brooks would like the freshers event to big and sorted as soon as possible. Nick Brooks suggested running games that would be newly released in the event however after much discussion this was discounted as the big titles coming out were later on in the year. Titles included in the discussion were Rage along with League of Legends although League of Legends was not a new release it was suggested for the event but later discounted due to the long nature of the games. Nick Brooks to talk to the Union about getting space tomorrow (Friday 26th August 2011) Liam Edwards will make a list of games to play at the event. Freshers Fayre Quick summary of what was discussed and a status reports from all the tasks set at the previous meeting.

Ben Maynes montage is making progress but has stalled while he is in Aberystwyth for resit examinations. Ben Mayne says there will be a viewing by the next meeting and the final thing will be ready by the 25th. Lisa Newton has drawn up the information for the leaflets however she has yet to design them as she does not have the software to do so. Sam OHara will get the banner sorted after he informed the committee that he had family working with a banner producing company and could possibly get us discount, however he will only get a banner if it is possible to get discount and get it in time for the fayre. Membership cards are still going to be designed in house despite doubts raised over the cost of doing so. Float It was agreed that Sam OHara or Nick Brooks will contact the finance office for a float. Sam OHara to acquire a banner for the fayre Nick Brooks or Sam OHara will sort out a float with the finance office. Budget

Sam OHara presented his budget for the coming year, Sam OHara stated that a monthly budget will be used instead of a termly or yearly budget. The monthly budget will be done at the end of every month. Sam OHara will try to be a flexible as possible when it comes to funds for various activities, as a result of this requests for additional funds can be made available by a request e-mailed directly to Sam OHara. Money taken from freshers fayre will be used for the budgets for the following months activities. The marketing budget will be reduced after the first month, which will cover the resupply of materials for making what is needed. Around 19 is available for tournaments for the first month. However there will be a contingency fund set up to cover any unexpected costs. The social budget for the first month will 12.50, this is to cover prizes where challenges have be set along with other awards for activities held during socials. There is provision in the budget to cover the costs for anything else that would be required throughout the month. 25% of funds have been allocated for equipment improvements. A motion to approve the budget was tabled by Rhys Short, this pass 4 votes to 0 with Sam OHara abstaining due to a conflict of interest. Sam OHara and Nick Brooks will set up a community bank account, Sam OHara will have information on this prepared by the next meeting. Keiran Russell has e-mailed Pokemon For Japan (Full Restore), outlining how they would apply for funds, which is in the same manor as ACOG have to apply to the guild. Sam OHara has said that former committee member and ACOG creditor Lloyd Thomas will get his money in the second month if it is available. Keiran Russell will be in charge of all communications with Lloyd Thomas as they are sharing accommodation next year. Liams Logo Keiran Russell has some issues with logo in its present form most notably the amount of things going on in it. He has requested some modifications to logo as follows: the changing of the font to make the name clearer, and the removal of the red mass in the centre of the logo. Other than the previous changes Keiran Russell congratulated Liam on creating a fine logo. Website Nick Brooks reports that the website is still being developed, a working draft should be finished in the near future. However currently none of the site is completed. Drupal is being used to provide a Content Management System to the site, to allow future generations to manage the site without technical experience. ACOG Blog & Review System Liam Edwards and Ben Mayne is going to make a blog where ACOG members can write their review of games. It has been recommend that WordPress should be used as the platform for the site. Adding this to the ACOG site will be brought up once the site has been completed.

James OLeary James OLeary is a friend of Ben Mayne who studies at Swansea University, who would like to set up a tournament. However more information will not be available until he returns to Swansea. Ben will submit this topic once more information is known. Any Other Business There were not items to discuss in any other business at this meeting.