1. Meeting overview and key information
Present
- Joel Addison (President)
- Sae Ra Germaine (Vice-President)
- Neill Cox (Secretary)
- Russell Stuart (Treasurer)
- Andrew Pam (Council)
- Jennifer Cox (Council)
- Jonathan Woithe (Council)
Apologies
Not Present
Meeting opened at 19:34 AEDT (UT+1000) by Joel and quorum was achieved.
Minutes taken by Jonathan and Neill.
2. Log of correspondence
- Fwd: Fwd: Re: Linux Australia Inc, Client ID 417289 ATTN : Cameron -Russell has responded
- Insurance Doc for WordCamp Sydney – Joel has responded
- Public liability certificate expired – Joel has responded
- Details for incoming international payments – Russell has responded
- LA Scanned Post
- Fwd: Re: Inquiry: running an information security conference (Purplecon)
- DrupalCon Singapore Budget Approval – Joel has responded
- Does LA have an Ariba Account – Russell has responded
- Xero Orientation for WordCamp Sydney
- Joe Chin Contact Details – Russell has responded
- Everything Open 2025 – Joel has responded
- Enquiry from Serghei Anicheev via the Linux Australia Website Contact Form (EO/LCA2025) – Jonathan has responded
- PyCon AU 2024 bank account signatories – Russell has responded
- Enquiry from Robyn Willison via the Linux Australia Website Contact Form (Grants) – Jonathan has responded
- Inquiry: running an information security conference (Purplecon) – Russell has responded
- GST on a conference in Singapore
- Report for Linux Australia grant: Girls Canberra #1 – (Expenses) – Russell has responded
- Enable MFA on the root user of your account [AWS Account: 103334912252]
- Upcoming Domain Renewal Notice – Please Do Not Reply (slug.org.au)
- Activity statements are available online [SEC=OFFICIAL:Sensitive]
3. Items for discussion
- Everything Open 2025
Have not yet established a subcommittee or approved budgets. This needs to be done soon so that we can get back to the venue.
There is a google drive folder for the 2025 conference.
The budget is very similar to Melbourne in terms of expected attendees. Ticket prices have been raised slightly to recognise increased costs (particularly for the Penguin Dinner).
Joel is comfortable with the projected attendee numbers. It’s modelled vaguely on the most recent Melbourne conference.
Sponsorship could be tight in the current climate within the tech sector. There is a need to identify new organisations. The Adelaide Economic Development Agency is having a funding round soon. NBN is another possibility.
MOTION: Linux Australia accepts the EO2025 Budget to allow venue bookings to commence.
Seconded: Sae Ra
Carried unanimously.
Joel will get contracts sent through so they can be signed. He will also work with Mike over the coming weekend to finalise the announcements.
- LCA2022 Swag Badge
This has not been fully dealt with, contrary to Council’s original belief. The Open Hardware team have given some badges out to those who were at the 2023 conference. Those who weren’t missed out. Since the money went to LA, we should be able to provide a refund. However, the preference would be to get the hardware to those who purchased them. Unfortunately, attempts to reach the Open Hardware team have been met with silence so it’s difficult to fully understand the situation. There is no definitive list of who has received hardware and who hasn’t.
Sae Ra has a list of people which can be compared to the conference attendee list. This allows them to be contacted to ask them what their situation is. Those who didn’t can just be refunded. It appears that this is the easiest option. Sae Ra will take the lead on this.
LA has not received an invoice from the Open Hardware for the expenses for the 2022 Swag Badge. It would be good to attempt another contact about this so legitimate expenses can be paid. Andrew Pam will try to make physical contact with the relevant people.
If badges are to be sent then LA will pick up the cost of postage. Sae Ra will collect hardware and arrange postage if needed.
- Grants email
- Open grants
- Request feedback on proposal for hardware grants
The additions to the guidelines are in github. A short community consultation will commence in the next couple of days. The consultation period will be open until Fri 24 May. The changes can be finalised over the weekend, with grants opening on 27 May. Joel will send an email out to the list to this effect.
- EO2026, EO2027 EOI
Joel will send the emails out soon. If anyone wants changes to the standard template they should mention it to Joel.
- Subcommittee Meetings
- Add Clinton to PyCon AU section
This will be done by Neill. Clinton will act as a backup if Richard Jones can’t make it.
- Invite EO2025 representative
Mike will be invited. This may be adjusted as the team comes together.
- NZPUG
For NZPUG, Danny and Tom should be invited along with RIchard Shea.
Some minor adjustments to times will be made to accommodate those in NZ as best we can.
4. Items for noting
- Recordings for EO2024 are being worked on. The aim is to put a first batch available by the end of the coming weekend. Announcements of the video availability will be tied in with those for EO2025.
5. Other business
- It’s emerged that a number of people are not aware that linux.conf.au has evolved into Everything Open because they only check linux.conf.au. There is a need to put a notification on the linux.conf.au site to point visitors at everythingopen.au. Joel will do this while setting up the EO2025 site.
6. In camera
- No items were discussed in camera
7. Action items
7.1 Completed Items
7.2 Carried Forward
Meeting closed at 20:40 AEST (UT+1000)
Next meeting is scheduled for 2024-05-22
