Council Agenda Thursday 15 February 2018

1. Meeting overview and key information

Present

Kathy Reid, Russell Stuart, Hugh Blemings,  James Polley, Cherie Ellis

Apologies:

Sae Ra

Cameron Tudball

Meeting opened by 19:34 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

• Beyond 2020 Alliance
  • No further movement with Beyond 2020 Alliance

• WordCamp Sydney 2018 at UTS – Wil Brown seeking insurance certificates of currency
  • Update 4th January – Wil has last 4 years Certificates of currency (for Insurance), waiting to hear back from UTS.
  • Kathy has now requested a budget.
    • ACTION: Kathy to ping and get a renewed budget
    • ACTION: James to take on as Event Liaison for WordCamp Sydney.
• Blue Hackers
  • Discussion around if we bring them into Linux Australia
  • Was an OSDC offshoot
  • MOTION by Russell Linux Australia intervene on behalf of Blue Hackers to get the money out of PayPal.
    • Seconded by Kathy
    • Motion Passed unanimously
    • We should talk to Arjen about BlueHackers and what the next steps are. Do they want to be a subcommittee etc
  • Arjen has indicated so that he is ready to setup a subcommittee.
    ACTION: Russell to follow this up, still waiting for a response from Arjen

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

• Council Face to Face #1 to be held Weekend of the 13th of April 2018
  • To be held in Melbourne. Brady Hotel, Little LaTrobe.
    • 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
  • 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
  • Scope of work document available, high level for now.  Doc in Google drive
  • AgileWare are the chosen provider with CIVI-CRM, work has not been signed off yet.
  • Admin team can host on our own infrastructure, but managed by AgileWare for paid support.
  • James and Cherie would prefer to look over documents before responding
  • ACTION: Kathy to provide links to information to James & Cherie

• Rebranding:
  • Someone must authorise the payment to Toby.
  • Gradual replacement of logos. Keep a spreadsheet of all the stuffs that require changing. ACTION: Sae Ra & Cam to do this
  • ACTION: Kathy to push the private repo of brand colour palettes etc.
    Update: this is done. https://github.com/linuxaustralia/annual-report

• 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.

• Working with WordCamps and WordPress user groups –
  • Russell has told Dee of dates and times he is available.  Waiting on Dee.
  • Ongoing
  • Onboarding communication fail – trying again tomorrow night.
  • Onboarding done.  Bank account assigned, xero access granted, Dee is now using the system.

• OSI Membership

• • • Action is with Kathy to follow this up – at this stage I’ll wait until new Council is in place and then re-confirm desire to proceed with this.
    • Not a priority. For next council.
    • We can announce that we are becoming members of OSI.
    • Kathy to do the paperworky things. ACTION: Kathy to do this. Yet to be completed.

• OSIA and LA Engagement

• • [DETAILS REMOVED FROM PUBLIC MINUTES]

• Random thought from Kathy: do we need a section for which submissions and papers are in progress? Ie. auDA,copyright etc.
  • Cherie agrees, ACTION: Sae Rae to create this new section

• EFA reachout – Kathy is videoconf’ing with Lyndsey Jackson from EFA on 16th Feb, update to be provided next meeting
• 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

• 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

• 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
• 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

• Email from MARK WARKHOLM – DGR status for Linux Aus

• Kathy has looked for information and doesn’t think that LA is eligible for this status
• Hugh has also looked into this in the past. LA is a NFP and not a charity so unsuitable
• James has discussed with Mark who believes that we would qualify
• ACTION: Russell has looked into the requirements, and LA may qualify after all. Suggests we seek advice on wording and application.

• Event Updates:

• https://docs.google.com/spreadsheets/d/1nS8Nl2Zxi3KrySSntaNn1RPRhHmj1W5Mt9CW0J0QsjE/edit#gid=0
  • LCA2018 update (James)
  • Invoices nearly closed off, 1 left to be finalised
  • Survey to speakers has been sent out
  • Survey for conference attendees not ready to be sent out, should be ready by next cttee meeting
  • 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.

ACTION: Has Kathy activated her fob yet?

• • LCA2019 update
  • Ghosts Weekend – 7-8 April
    • List was sent to Council. Does this list look ok?
    • Michael Davies is likely to be invited
    • ACTION: Kathy to respond to lisa. James will need to talk to bruce and Joel Addison should be the 2020 contact.
  • Council Liaison appointment
    • Cherie has notified team she is  the liaison
    • Most venues are booked
    • Team asking about Papers committee procedure
    • Cherie wants to table a discussion on financials regarding equipment hire and purchase and also storage. This discussion to be closer to Ghosts.

• PyConAU 2018
  • • Council Liaison Appointment
    • James to be this person. YAY JAMES!!! David to do a handover
    • James has contacted team and will plan discussion timing
• LCA2020
  • Site Visit – Being organised

• WordPress Sydney May 2018
  • Asked for budget
• Drupal South Canberra 2018
  • On Hold

5. Items for noting

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

6. Other business

• Long-term conference strategy

• NZ Bank access.
  • ACTION: Has Kathy activated her fob yet? Please find and activate.

7. In camera

20:55hrs close