2025-03-12 Council Meeting Minutes

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)

Apologies 

• Lilly Hoi Sze Ho (Council)

Meeting opened at 20:18 AEDT by Joel  and quorum was achieved.
Minutes taken by Neill

2. Log of correspondence

• Julie Elliott: Adelaide Convention Centre  – SYDNEY  potential coffee catch up / meeting
• Kathy Reid: Logitech sponsoring unihack
• Various Drupal South: Purchase Approval Request DrupalSouth
• Russell Stuart: Comments on upcoming conference budgets
• Michael Richardson: DrupalCon Japan – Proposed Budget
• Russell Stuart: Example conference budget spreadsheet
• Alex Leith: Sponsorship request from Global FOSS4G 2025 conference via Jonathan
• Wil Brown: New Scanned Post – placed in Google Drive
• OSI: Community contributions: Call to action
• Australia Post: Payment for your PO Box is due soon (Updated Invoice)
• OSI: Open Source Initiative Affiliate directors elections 2025
• OSI: OSI Elections: unsolicited emails
• Miles Goodhew: Fwd: EO2026CBR Schedule

3. Items for discussion

• DrupalCon Japan
  Have sent through their budget. They want an answer as soon as possible. Sponsorship seems too high. The Drupal South conference has a Titanium level sponsor as a result of DrupalCon Singapore. We do have some reservations, but Michael and the DrupalCon Singapore team did do a remarkable job last year. We will need to track things carefully this year. Need to make sure that we will not have tax complications in Japan. Ensure that if necessary some expenditure can be cut.Motion: That Linux Australia accepts DrupalCon Japan as a subcommittee and approves the budget for DrupalCon Japan subject to the condition that the DrupalCon Japan team and Linux Australia needs to negotiate with the Drupal Association on the profit return arrangement – this should be based on profit, not income, and that profit is *after* the LA overheads are deducted.

  Moved by: Joel
  Seconded: Neill
  Outcome: Motion passed

  Discussed scenario where Drupal Association don’t accede to this agreement. It would depend on how they respond, in the worst case scenario we will withdraw our support.

• Kiwi PyConWe have received a budget with updated sponsorship and attendance assumptions. They are projecting a loss, even with fairly optimistic sponsorship estimates.We need to speak with them to see if there is any way to improve this budget. Projecting a loss at the very beginning leaves no room for possible contingencies.There would be a profit if not for the payment to LA to cover insurance and overheads.

  Russell will discuss our concerns over the budget with KiwiPyCon.

  Motion: That Linux Australia accepts Kiwi PyCon 2025 as an event subcommittee based on the provided budget.
  Moved by: Joel
  Seconded: Elena
  Outcome: Motion passed

• WordCamp Brisbane
  Again there are some concerns about this budget. We will ask them to provide a budget based on our standard template.Russell will organise a meeting with the WordCamp subcommittee.
• Insurance RenewalWe need to go through the process of renewing our insurance in about a month’s time. Joel has the forms and will need some information from Russell to complete them.We also need to list out all of the upcoming events for the next year. Joel will contact the subcommittees to confirm that list.
• Constitution Update
  No new comments on the pull request, so now looks like a good time to start preparing to call the special general meeting and put the changes to a vote. We need to prepare communications to start this process.We will aim to hold the special general meeting on 9/Apr/2025 at 20:00 AEST.
• FOSS4G 2025 Sponsorship
  • Jonathan will respond (decline: LA has no sponsorship budget in 2025)
• PyConAU datesWe need to get the PyConAU dates and budget confirmed soon – the PyConAU organising committee is very close to finalising these. The delay has been to do with confirming details with possible venues

4. Items for noting

5. Other business

6. In camera

Two items were discussed in camera

7. Action items

7.1 Completed Items

7.2 Carried Forward

Meeting closed at 21:46

Next meeting is scheduled for 2025-03-26 and is a subcommittee meeting.