Council Agenda Thursday 10 May 2018
1. Meeting overview and key information
Present
Cherie, Russell, Kathy, James
Apologies:
Hugh, Sae Ra & Cameron
Meeting opened at 1931AEST by Kathy and quorum was achieved
Agenda summary – key items for discussion this agenda
2. Log of correspondence
Motions moved on list
- Nil
General correspondence
- Blue Hackers
- ACTION: Russell to follow this up, still waiting for a response from Arjen
- We are now waiting on Russell!
- Still Pending.
- Aptira partnering with Linux Foundation for OpenStack / Open Networking roadshow and series of one-day conferences
- SLUG moving their DNS off LA (slug.org.au)
- Does LA want to delegate SLUG DNS servers away from LA? Context is provided in the email.
- KR’s preference is that both Damion and Steve Walsh have control of the server so that control remains with LA. The main issue being a point of legal responsibility.
- Discussion ensured; James and Russell argued that delegation of the domain doesn’t add any extra risk, and if problems arise we’ll be able to contact Anchor and re-delegate back to our services
- ACTION: …. To check that Steve is comfortable that we’d be able to contact anchor and update glue to delegate back to our servers if problems arise
- ACTION: Assuming Steve is comfortable, …. To ask him to go ahead and delegate as requested by Damion
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) - Council Face to Face #1 Follow-up
- Check in with non event committees to get their current status (Cherie)
- Can we OAuth from CiviCRM (Kathy)
- Privacy Policy (Draft: Kathy, Proofing: Cameron)
- Make a list of HackerSpaces for the website (Cameron)
- Everyone to copy and paste their action items into the agenda.
- Code of conduct: there are several pull requests outstanding / requiring discussion on the Code of Conduct on GitHub. For discussion / rejection / acceptance.
- Insurance: We have received notification to provide information for our 2018/2019 Insurance coverage. Kathy has documented this process here:
https://github.com/linuxaustralia/operations-manual/blob/master/general/Insurance-Renewal.md- Invoices have been received and loaded into Xero.
- ACTION: Russell to pay invoices
- We’re still waiting to finalise details of the travel insurance policies. This will be covered in a separate invoice later.
- Membership platform:
- Update 10th May – We’ve received a quote from AgileWare for the voting module for around $21k – much more than anticipated
- Sae Ra/Kathy are investigating why this is so much larger than expected
- Quote is to code a voting module from scratch, includes large amounts for unit testing and several other curious elements
- ACTION: Kathy to email quote through to Council
- KR would like to move ahead with the CiviCRM component
- RS points out that moving ahead with CiviCRM without a plan for replacing the voting parts of MemberDB seems to be not entirely moving forward.
- Decision: Hold off on moving forward until next meeting, to give RS time to investigate alternatives.
- Followup from 26th April
- WordPress build would be happening on our server
- When does the CiviCRM support and updates start?
- Update 10th May – We’ve received a quote from AgileWare for the voting module for around $21k – much more than anticipated
- Rebranding:
- Sae Ra and Kathy making progress with setting up VistaPrint account and ability to print things with the new logo
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- Going to do a spreadsheet of all things to be rebranded
- Update: stickers have arrived. They are very nice.
- What other schwag do we need?
- Banners
- Business cards
- Socks
- Kathy – I’d also like to get some note cards printed so that if I send stuff in the mail I can send a nice note card as well – like a thank you or a please find enclosed’
- ACTION! – KATHY SAE RA ORDER THE THINGS!!!!!
- LA Grants Submissions:
See related document (Grant information)
See related information (Grant Applications)- Grant applications to be promoted this to go onto social media
- Grant reviews to occur next meeting
- ACTION: Kathy to check with Cameron whether this doc is current for 2018
- Working with WordCamps and WordPress user groups –
- Dee and Dion have their bank accounts sorted and areas are now in Xero. YAY!
- ACTION: Cherie to check the insurance regarding alcohol at events and insuring around that. Needs to get correct wording for RFI from insurance company
- ACTION: Kathy to get back to Dion regarding this once insurance has been checked.
- ACTION: Cherie to check the insurance regarding alcohol at events and insuring around that. Needs to get correct wording for RFI from insurance company
- Dee and Dion have their bank accounts sorted and areas are now in Xero. YAY!
- OSI Membership
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- Still awaiting confirmation / correspondence from OSI – their new Board has just been elected
- On hold.
- ACTION: Kathy to check where this is at.
- Still awaiting confirmation / correspondence from OSI – their new Board has just been elected
- OSIA and LA Engagement
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- No movement
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- Submissions/Papers in draft:
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- None at this stage.
- EFA reachout
- Peter Tonoli at EFA made some enquiries about a possible grant request, but nothing has been received yet.
- 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
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- 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.
- In progress
- ACTION: to formally create the Conference Support subcommittee
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- Terms of Reference?
- ACTION: James to bring this up at the next Conference support subcommittee meeting.
- To then be sent to Sae Ra for sanity checking and then sent to Admin
- ACTION: James to bring this up at the next Conference support subcommittee meeting.
- Terms of Reference?
- Email from MARK WARKOLM – DGR status for Linux Aus
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- ACTION: Russell has looked into the requirements, and LA may qualify after all. Suggests we seek advice on wording and application.
- Russelll is moving this forward; has requested personal details from several concil members
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- Code of Conduct incident response training
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- Grant to be reviewed at the 24th May meeting. Please read up!
- Event Updates:
- LCA2018 update (James)
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- Post Event Email still not sent out. Bruce/James chatted today about this; we have a draft that’s mostly written.
- Post Event Report – can we get template?
- Survey will not be sent out and seeking feedback via the post event email.
- Joel has <=3 outstanding things that require payment.
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- LCA2019
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- No updates
- Internet Freedom Hackathon
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- Run in Melbourne and Brisbane. Got some shout outs. No invoice as yet.
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- Kathy has been following up but the contact person is on leave
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- ACTION: Kathy to continue followup the invoice. With Wrapup for the annual report for 2018
- PyConAU 2018 – James Polley
- 60 papers in CFP so far
- LCA2020
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- PERSON has submitted a new budget. To be looked at by the next meeting.
- KATHY MOTION that we approve the LOCATION budget as supplied by PERSON.
- Deferred to mailing list due to insufficient numbers once RS abstains from voting
- KATHY MOTION that we award LCA2020 to theLOCATION team.
- Deferred to mailing list due to insufficient numbers once RS abstains from voting
- ACTION Kathy to post both motions to the mailing list
- KATHY MOTION that we approve the LOCATION budget as supplied by PERSON.
- PERSON has submitted a new budget. To be looked at by the next meeting.
- WordPress Sydney May 2018
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- Onboarding happened
- RS waiting on responses from WP people in order to set up bank accounts
- One sponsor has signed up, others are in discussions
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- Drupal South Canberra 2018
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- DrupalSouth and DrupalGov are to be combined
- Expecting around 400
- Venue same as DrupalGov 2017, which can accomodate 500
- Aiming for November, has to be a non-sitting week
- Program will be government heavy
- Kathy has seen budget and it seems sensible and low-risk
- Next action will be to review and perhaps approve a budget, probably at the next meeting
5. Items for noting
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- Please refer to Action Items list for more items.
- auIGF:
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- Linux Australia has reached out to the AuSpicing group.
6. Other business
- 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.
- Storage unit has been moved and is smaller and cheaper.
- Admin Team infrastructure.
- Sae Ra to organise the call –
- Sae Ra is talking with Steve on the 10th about the various teams. Once Terms of Reference has been written up for the Conf Team we can proceed.
- Sae Ra to organise the call –
- Outstanding GitHub pull requests. Cherie’s recommendations:
- #30, #12. That we amend the text to say “”platform bashing” – unqualified pejorative claims about the quality or validity of languages, technologies, etc. In other words, critique, open discussion, tongue-in-cheek humour and clearly stated personal opinions are welcome; aggressive and/or contemptuous language is not.”
- #22. That Russell check details and make recommendations
- #23. That we accept the minor change
- #24. That we leave it as it is
- #25. That we simplify the text to “+Any public presentation or communication which is part of any event and/or other spaces associated with the conference, is subject to this code of conduct and thus may not contain:”
ACTION: Cherie to email these (with links) to the list for people to vote on
7. Backburner
8. In camera
20.37 AEST close
