Council Meeting May 10th 2023 – Minutes

1. Meeting overview and key information

Present

• Joel Addison (President)
• Wil Brown (Vice-President)
• Russell Stuart (Treasurer)
• Sae Ra Germaine  (Council)
• Marcus Herstik (Council)
• Jonathan Woithe (Council)

Apologies 

• Neill Cox (Secretary)

Not Present

Meeting opened at 19:33 AEST by Joel and quorum was achieved.

Minutes taken by Wil Brown

2. Log of correspondence

• 05/03/2023: DrupalSouth Wellington Sponsor Invoicing
• 05/05/2023: PyConAU Subcommittee report
• 08/05/2023: Gladstone Regional Council expression of interest for Everything Open 2024
• 08/05/2023: Hong Phuc Dang from the FOSSASIA community requested to catch up with LA council members
• 08/05/2023: Mike O’Connor expression of interest for Everything Open 2024 at Adelaide Convention Centre
• 09/05/2023: Glenda Farrar request for Everything Open 2024 bid document.

3. Items for discussion

• PyConAU Subcommittee Report
  • Not doing so well as per budget – adjusting to the lack of current demand.
  • Possibly struggling to get speaking slots – get some clarification on speaker submissions.
• Hong Phuc Dang from the FOSSASIA community
  • Action: Wil – respond and offer a Zoom catchup.
• Everything Open 2024 – expression of interests/bids
  • We have 2 expressions of interest: 
    • Adelaide – need to see a revised costing: Dates: possibly end of Jan/start of Feb
    • Gladstone – putting together some quotes for a bid. Dates: possibly early to mid-year.
    • LA – ensure both bidding parties are aware of each other. Action: Joel
  • LA to put together a bid document template for EO/type conferences. Action: Sae Ra & Joel.
• Grant applications have been posted on the list
  • Waiting for community feedback.
  • Closing date next week – report back at the next council meeting.
  • Council to ask some clarifying questions. Action: Jonathan
    • Clarification of community inclusion and benefits
    • Technical goals for the project

4. Items for noting

• Fastmail update
  • Steve, Sae Ra, and Nicola to meet next week with Fastmail to see what options they have to host mail servers.
  • Mailing lists system is probably not in scope.
  • Looking for better mail system stability and better spam filtering.
  • LA to complete a needs analysis, pros/cons of staying and moving away from internal mail system hosting.

5. Other business

• Everything Open bids
  • Given the 2 bids, if both are feasible could offer one the 2025 slot.
  • Depends on if PyconAU holds a conf in Adelaide in 2025 – may push EO Adelaide bid out to the following year.
• Mailing lists general discussion on usage: 
  • Re: grants and community feedback
  • Mailing lists don’t have a large volume of traffic
  • What alternatives are people using?
  • Possibly look at LA’s communication tech stack at a future date