Council Meeting Thursday 15th February 2018 – Minutes

Council Meeting Thursday 15th February 2018 – Minutes

2019-01-06T23:18:47+11:00February 15th, 2018|Categories: Council Meetings, Linux Australia|Tags: , , |

Council Agenda Thursday 15 February 2018

1. Meeting overview and key information


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


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


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

  • 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:
      • 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.
  • 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


  • 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



  • 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:


    • 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

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

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