Council Agenda Thursday 18 January 2018

1. Meeting overview and key information

Present

Cam, Kathy, Sae Ra, Hugh, Russell

Apologies:

Meeting opened by 1933hrs by Kathy and quorum was achieved

    Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

Approved the grant request for Rowland Mos…. for the Flights to LCA.

ACTION: Kathy to followup with Rowland on how to get the monies

General correspondence

• Beyond 2020 Alliance
  • No Update as at 04/01/2018
  • No Update

• WordCamp Sydney 2018 at UTS – Wil Brown seeking insurance certificates of currency
  • Update 4th January – Wil has last 4 years Certificates of currency, waiting to hear back from UTS.
  • No Update
• GNOME Asia Summit – request from Megan Cockroft, Melbourne Convention Bureau
  • Update 4th January – Megan Cockroft has left, Judy Clarebrough <judy.clarebrough@melbournecb.com.au> now point of contact.
  • No Update – delete from agenda

• Blue Hackers
  • Discussion around if we bring them into Linux Australia
  • Was an OSDC off
  • 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

4. Items for discussion

• Annual Report

https://docs.google.com/document/d/1MgNZOAPfJzLYa6qywfsI076JfsmZ_VgX4rAb9191Fsw/edit#heading=h.yv9t8k1v3qbb

Everyone to review, add to it, comment on it, check if the wording is appropriate. Do we need to put it into a desktop publishing program as long as it doesn’t take too long.

Oh Noes we’re missing pages!

• 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)

 

• • Discussion about Council elections for 2018-2019

 

• 2 elections in progress. Everyone who nominated have a position. Still a vacancy at the AGM on monday night.

• We will need to do next week is to induct them into the ways of our cult council. Like to organise a lunch for new council.

• To change the name we will need to move a special resolution to change the name.

 

• Membership platform:  on hold
• Rebranding: Sae Ra to get in contact with Toby to approve and ask for the final invoice!
  • Sae Ra to followup on this.

• LA Grants Submissions:
  [GRANT DOCUMENTS REMOVED FROM PUBLIC MINUTES]

 

• ACTION: KATHY TO CHASE THE REPORT!

 

• • DrupalSouth chased
    • Close off

• Working with WordCamps and WordPress user groups –
  • Russell has told Dee of dates and times he is available.  Waiting on Dee.
  • Ongoing

 

• 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.

 

• OSIA and LA Engagement

 

• • Nothing further / off channel from Jack Burton
  • Waiting for results of OSIA’s AGM
    • Ronald reached out to say can we have 5 minutes at LCA to talk about OSIA.
      • Encouraged to use the BOFs mechanism.

• Opening of LCA2020 Bids
  • ACTION: Josh to follow-up with [BID DELETED FROM PUBLIC MINUTES]
    
    • • The email has been sent to the team
      • Got back to josh, it’s very much. Need to work around the commonwealth games
      • LA are comfortable delaying until April/May/June we need to communicate that to the conference bureau

 

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

• LUV

 

• • Kathy to reach out to LUV for a report.
  • Update 4th January – have chased again
  • Report has made it into the annual report

 

• Event Updates:

 

• https://docs.google.com/spreadsheets/d/1nS8Nl2Zxi3KrySSntaNn1RPRhHmj1W5Mt9CW0J0QsjE/edit#gid=0
  • LCA2018 update (Josh)
  • Only brief communication with the team so far
  • All of the events are locked in and all the keynotes have been locked in
  • 18-01-2018 – On Track
  • Kathy to do welcome to country.

 

• • LCA2019 update
    • Currently setting up domain names.
  • Kathy to followup domain names
    • This may be sorted. Sae Ra to find out.

 

• PyConAU 2018
  • • Mailing lists and website setup.
    • David to check during LCA to check how it’s all going.

 

• Drupal South Auckland 2017 (Kathy)
  ACTION: Kathy to follow for a post-event and financial report
  Update 4th January: have chased
  Received

 

• WordPress Sydney May 2018
• Drupal South Canberra 2018
  • No dates as yet

5. Items for noting

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

  • AGM in January !!!!! OMG
    • ACTION: Russell to chase the Auditor
    • Auditor chased, and has responded.  All done apart from an ongoing discussion with Russell about presentation of accruals (that don’t affect the final figures) , and waiting on Kathy to sign the Auditors report.
    • we need a returning officer.
      • Jon Oxer has agreed to be our returning officer
    • Need to issue an agenda before the AGM.
    • AGM Report in process.
    • The Auditor now has everything he has asked for in order to do the end of year audit.  This includes the bank statements. We are now waiting on him.

 

• ACTION: Kathy do this ASAP!

• OMG Agenda!!!!!!

• Call from the floor for nominations to OCM positions

 

 

 

• What else do we have to do to prep for the AGM?

 

• • Website – do we need to link up the meeting minutes?
    • To go through in camera stuff and remove them.

6. Other business

 

• NZ Bank access.
  • Sae Ra to mail Fob to Russell
  • RUSSELL GOT THE FOBS!!!!!!!!!!

7. Other business

• ACTION Kathy to book Council Dinner
  • Outgoing council the monday night and new council lunch during the week.
• Thanks all for your efforts it’s been a great year.
  • It’s not David it’s Sae Ra Kathy

8. In camera

2010hrs close