Council Minutes Thursday 01 March 2018

1. Meeting overview and key information

Present

Kathy, Sae Ra, Cameron, James, Hugh, Cherie

Apologies:

Maybe a Russell

Meeting opened by 1935 AEST by Kathy Reid  and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

Nil

General correspondence

• Central Repository of Presentation slides – email from elinux.org
  • Suggestion that we put the slides on elinux.org
  • LCA2018 went back and asked speakers for slide decks, and will be up on the mirror.
  • Not a strong case for us to pursue this? But lca2018 slides will be on the mirror, feel free to harvest.
• Beyond 2020 Alliance
  • No further movement with Beyond 2020 Alliance

• WordCamp Sydney 2018 at UTS – Wil Brown seeking insurance certificates of currency
  • ACTION: Kathy to ping and get a renewed budget
  • ACTION: James to take on as Event Liaison for WordCamp Sydney.
  • Moving down to events
• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!

4. Items for discussion

• Standing item: review activities list for new items
  https://github.com/linuxaustralia/constitution_and_policies/blob/master/activities-calendar.md
  (this document helps tell us what new activities to expect or plan for)
  • ACTION: Kathy to conduct an induction for James and Cherie. Done
  • All have been inducted Suckers!

• Council Face to Face #1 to be held Weekend of the 13th of April 2018
  • To be held in Melbourne. Brady Hotel, Little LaTrobe Street (https://goo.gl/Sn15wJ).
    • Booked, hotel has everyone’s name on file so arrive and say your name.
    • Arrive Friday, check out Sunday
    • Carlee at Flight Centre has been notified of who needs travel planned
    • Dietary requirements to be advised – Bacon
  • Running sheet and budget is here: https://docs.google.com/spreadsheets/d/1twU-YU4l5NPXFickF-JVjBd9mknNa01d4DniPPLnk04/edit?usp=sharing
    • ACTION: James, Cherie, Cameron, russell, Hugh to contact Carlee and arrange own travel
    • Please input your flight arrival times and rough times you will need to leave to make your flight on the sunday.
    • Include contact details and dietary requirements
  • Agenda will be sent out closer to the event. Plans for the year ahead, key risks, budget, f2f specific discussions, long hair.
  • Cherie and Russell to discuss Xero procedures after the meeting

• Membership platform:  on hold
  • ACTION: Kathy to provide links to information to James & Cherie
  • BAD KATHY!

• Rebranding:
  • Going to do a spreadsheet of all things to be rebranded

• LA Grants Submissions:
  • ACTION: CAMERON  to think this through on how the submission process is to take place. Eg a second mailing list for community feedback.
  • Initial announcement to come from the announce list.
  • No action as yet.

• Working with WordCamps and WordPress user groups –
  • Dee and Dion have their bank accounts sorted and areas are now in Xero. YAY!

 

• OSI Membership

 

• • Kathy to do the paperworky things. ACTION: Kathy to do this. Yet to be completed.
  • BAD KATHY!

 

• OSIA and LA Engagement

 

• • • Would LA like to put their signature to the document for Cameron Shorter.

 

• Submissions/Papers in draft:

 

• • Nil

• EFA reachout – Kathy is videoconf’ing with Lyndsey Jackson from EFA on 16th Feb, update to be provided next meeting
  • Challenge that EFA, is wondering what options EFA has with access to LA money.
    • Grants money is available. And what the process is around there.
    • Lyndsey to reach out to us regarding structure of their proposal.
    • LA isn’t opposed to the idea but would need to take it on a case by case basis.
    • The price of $100-$300 a year for organisational membership is what we generally pay for organisational memberships of other organisations

• Opening of LCA2020 Bids
  • Date has been confirmed – will be Friday/Saturday 9th, 10th March to allow the local business events bureau to be involved
  • They’re going to pay for flights/accom; mechanics of this are TBD
  • Flights for James has been booked. The events bureau are paying for the flights. Josh and James should be arriving on the friday.

 

• ACTION for new Council. Check which subcommittee is still running and which ones aren’t.

• ACTION: Cherie to complete the audit as to who is still active

 

• • Still in progress, need to use common sense to retire old subcommittees, and can committee members check spreadsheet for errors or omissions
  • https://docs.google.com/spreadsheets/d/1ln_SPblej6ZkJl7LwsYJrc9BPlJgrtMSw0IAFEVHDNk/edit#gid=0
  • In progress. Cherie has heard back from Dee and found out to archive all the old ones.

 

• ACTION: to formally create the Conference Support subcommittee

 

• • James moves that we create a conference support subcommittee, lead by Cherie with James and Sae Ra, tasked with providing resources/support/documentation/processes available to conference teams to lessen the burden of running a conference
  • Important to note that this should be making resources available to  teams rather than providing directives that must be followed
  • James to
• Seconded by Hugh Blemings
• Vote passed unanimously
• ACTION: information to be forwarded to Admin team with request for mailing list. Need 2 administrators, name of list and requirements

 

• Current Website – Sae Ra

 

• • • Sae Ra is Crazy.

 

• Email from MARK WARKHOLM – DGR status for Linux Aus

 

• • ACTION: Russell has looked into the requirements, and LA may qualify after all. Suggests we seek advice on wording and application.
  • Not urgent

 

• Event Updates:

 

• https://docs.google.com/spreadsheets/d/1nS8Nl2Zxi3KrySSntaNn1RPRhHmj1W5Mt9CW0J0QsjE/edit#gid=0

 

• LCA2018 update (James)

 

• • James to followup if test bodies are required for the Survey.
  • Kathy would like to do a debrief with council and the lca2018 team. Prior to Ghosts. This is to be held Feb 24th.
  • OUTSTANDING: storage unit not suitable, ACTION: James to research moving facilities and would like the budget line item of storage to be moved to LA budget as PyCon will be using the equipment. Currently costing $650/month new facility will be app $250/month.  James to inventory stock.
    • Russell agrees it should be paid by LA, however we should bring down costs
  • ACTION: Kathy and Russell to research there is enough in the LA budget to cover storage costs.
  • Almost have the finances finalised. But all seems to be wrapping up. Storage to move.

ACTION: Has Kathy activated her fob yet?

Sae Ra to talk to Kathy about this.

 

• LCA2019 update

 

• • • ACTION: Kathy to respond to lisa. James will need to talk to bruce and Joel Addison should be the 2020 contact.
    • Option number 2 please! 2020 conference director knows enough about the various aspects.
    • Cherie contacted LCA2019 re: 2020. Would need to check that accom is being booked for all that are going to ghosts.
    • ACTION: James to contact LCA2020 with Kathy and Carlee to book flights for LCA2020 rep
  • PyConAU 2018 – James Polley
    • Storage, venue things, etc.
    • They are further along with plans regarding papers. Trial this weekend. They are using PaperCall.io for their CfP process.
    • They are trying to ramp up their team. Seem to be on top of things at this point.
    • ACTION: James to put in subcommittee names for PyConAU into the subcommittee list. cLaughlin
    • James to work with PyCon regarding storage and size of the storage units.

 

• LCA2020

 

• • Site Visit – Being organised

 

• WordPress Sydney May 2018

 

• • • Asked for budget
    • Emailed them a few times and have yet to respond.
    • https://docs.google.com/spreadsheets/d/1f1iua6S5ytuK6uwEUyr_tJM1DNVpAW1a0VCQtapg44A

 

• Drupal South Canberra 2018

 

• • ACTION: Kathy to reach out and find out what’s going on.

5. Items for noting

• • Please refer to Action Items list for more items.
    • https://docs.google.com/spreadsheets/d/1hud62ZDm3o7A-wSBbIXgTo644b9j8pUlKJbL6sTq9tM/edit#gid=0
    • Kathy to do the domain name payments.

 

• BAD KATHY!

 

6. Other business

• Long-term conference strategy
• NZ Bank access.
• Data-breach policy:
  • LA should write something up policy wise.
  • https://www.oaic.gov.au/agencies-and-organisations/guides/data-breach-preparation-and-response
  • Need to do a review of the legislation as to what we are required to do. Get ourselves informed and then advise the Admin team.
  • Guides are available online as to what to do.
• Mail to be re-directed to Kathy’s house rather than Sae Ra’s for 2018/2019

7. In camera

2027hrs close