1. Meeting overview and key information
Present
- Joel Addison (President)
- Jennifer Cox (Vice-President)
- Neill Cox (Secretary)
- Russell Stuart (Treasurer)
- Elena Williams (Council)
- Jonathan Woithe (Council)
- Lilly Hoi Sze Ho (Council)
Apologies
Not Present
Meeting opened at 19:36 AEDT by Joel and quorum was achieved.
Minutes taken by Neill
2. Log of correspondence
- On the side of the Open Source ecosystem – OSI newsletter
- ASIC Letter: Change of OfficeHolders (again) [sic] – Russell has responded
- donation to Linux Australia – Some issues with the bank transfer from AAUG Vic – Russell has responded
- Fwd: Update your NFP’s governing documents [SEC=OFFICIAL]
- Query on GST for International Sponsors – request for clarification on GST collection from PyCon AU – Russell and LA’s Tax advisor have responded
- NSW Government – Business Impact Survey REMINDER – we do not plan to participate in this survey
- (no subject) – email from Carlos Kuhn re EO2026 quotes. EO2026 organising committee should be dealing with this
- Linux Meeting and Joomla Update – Discussion about bank and stripe accounts for Joomla. Russell and Joel have responded
- Everything Open Canberra 2026 draft budget – Miles has sent a link to the draft EO2026 budget
- Everything Open Canberra 2026 budget workshop action items – discussion of action items for the EO2026 team. Council CC’d, but no action required
- ASIC Invoice – we have received an invoice for ASIC – it looks like it is for changing the officers of LA. Russell has responded.
- All things Incorporated Associations is now on nsw.gov.au – notification of a website update from the NSW government. No action required.
- Proposal: Opportunities for Everything Open – Townsville 2026/2027/2028 – proposal from the Townsville Entertainment & Convention Centre to discuss holding EO in Townsville
- Fwd: Re: Your question to ASIC: 1-68393689670 – Russell has raised two enquiries to see what has happened to our Form 490. The invoice we received was caused by them losing the form.
- Can I share the Adelaide EO 2025 conference budget with Dave Tulloh? – request from Miles Goodhew to share the EO2025 budget with Dave Tulloh for sponsorship purposes.
3. Items for discussion
- Kiwi PyCon (Simon Merrick)
- CfP is open
- Ticket sales should open shortly
- No financial update
- Sponsorship is challenging, but the budget was prepared with that expectation
- Drupal South (Julia Toplis)
- Not a lot to report.
- Getting closer to finding a venue in New Zealand for next year. A preferred venue has been identified.
- Concerned about sponsorship – last time in Wellington the budget was very tight
- A lot of sponsorship comes from Australian agencies that are less interested this year. A reflection of a tough year.
- Looks like the likely location will be Wellington.
- While there are two international Drupal conventions they are six months apart which will hopefully help with attendance from Australia/New Zealand, but the primary focus for Drupal Japan will be on other areas in APAC.
- Drupal South New Zealand will be a smaller event focused on building the NZ community.
- Following years Drupal South will probably be in Canberra with GovCMS involved
- Drupal Japan (Mike Richards)
- 99% done with session selection. Cautiously optimistic
- 36 community sessions (excluding keynotes and sponsors) 25 male 13 female speakers. 10 sessions will be in Japanese.
- New sponsorship opportunity – a “treasure hunt” before the conference
- Nicole and Mike will be visiting Japan in July to try and drum up more local sponsors
- 30 tickets sold vs 8 at this point in Singapore.
- Question about insurance
- Several universities are interested in bringing students to the conference.
- There is a desire to be able to bring children to the conference. Will insurance cover children and students? Will insurance cover the treasure hunt?
- We believe that public liability should cover minors.
- Insurance will probably not cover the treasure hunt – can we make this Nara’s problem? Or at least get advice from the city.
- Joomla (Nathan Morrow)
- Thank you for getting the bank account and stripe set up. Will be in touch for induction.
- Will start setting up the membership system and aim for elections in the new year.
- Will also start planning for an in person event in Melbourne.
- Admin Team (Steve Walsh)
- Not a lot to report.
- SSL certs were replaced last weekend.
- Thinking of postponing the face to face meeting.
- Substantial performance improvement after rebuilding the storage pools on the server.
- Have had reports of some people at ANU having trouble getting to the mirror. This is an ANU firewall problem. Discussions ongoing with ANU IT support.
- Will be reinstating the Ubuntu mirror, aiming to become a primary mirror for the region.
- There will be a change freeze once the EO session selection process starts
- Steve will be overseas for the next meeting, but should be able to join.
- No updates from fastmail
- PyCon Au (Peter Hall, Jack Skinner)
- The CfP has been extended. Several requests for a longer CfP were received. This makes timelines a bit tight.
- Will be opening ticket sales on Monday.
- No new sponsors, but Amazon have said they will sponsor.
- We would like to accept payments from overseas. What is the best way to do this? Russell: PayPal or Direct Bank transfer. Peter will send an email to Russell to get te details.
- PyCon Au Steering CO (Jack Skinner)
- Jack is currently in Brisbane looking at venues for future PyCon AUs
- WordCamp Brisbane (Vladmir, Janna)
- Ramping up now. Having some issues with volunteers, but managed to get enough in the end.
- 118 attendees
- The venue was great.
- The food was great.
- Looks like the conference has made a profit, but some invoices are still outstanding.
- Xero has been updated. Bank accounts have been reconciled. The venue kindly refunded the unspent bar tab. No safety incidents to report.
- Preparing reports for WordCamp central. A fair bit of back and forth with WordCamp central.
- Definite interest in running the event again next year.
- Some discussion to see if there is enough interest (and local volunteers) to run a WordCamp in New Zealand next year.
- Is there a list of venues used by LA conferences? [There isn’t one at the moment, but curating one sounds like a good idea]
- EO2026 (Miles, Arjen)
- There is a budget. A very basic budget for the base line option, and a more
- Venue quote for the Penguin Dinner was received today.
- Keen to get the budget approved and start on sponsorship.
- The University is a bit remote which makes food options limited.
- A quote for lunches has been requested, but will only be provided if the budget allows.
- The current quote includes tea and coffee for the entire day. This will allow some savings on the base line budget.
- The budget shared with the council needs updating – the position should have improved.
- An offsite dinner will require buses. The quote seems a bit high.
- The university dinner venue does look good.
- The organising committee is still considering options for the dinner venue.
- Council will review the budget aiming to get it approved as soon as possible so the conference can be announced.
- Arjen will update the budget to reflect the most recent quotes.
- Flounder
- No update
- LUV
- No update
4. Items for noting
- Jenny would like to investigate a non year specific tangram for Everything Open. Jenny will ceate and email vector art to Elena to experiment with.
5. Other business
- What is the current ASIC status?
- RUssell has a registered email for the required forms. Despite ASIC’s claims the changes were submitted. We have not paid the late fees and the intention is to convince ASIC that the paperwork was actually submitted on time and the late fees do not apply.
- We have updated advice on collecting GST for overseas sponsors. Russell will present the details at the next council meeting and update the financial induction course.
- Russell is working through our charity registration – there’s several hours of work to do.
6. In camera
- No items were discussed in camera
7. Action items
- Jenny to email vector art for tangrams to Elena
7.1 Completed Items
7.2 Carried Forward
Meeting closed at 20:52
Next meeting is scheduled for 2025-07-02
