Council Minutes Thursday 22 November 2018

1. Meeting overview and key information

Present

Kathy, Cherie, Sae Ra, James, Russell

Apologies:

Cameron, Hugh

Meeting opened at 1934AEST by Kathy and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• PSF correspondence:
  • PSF bringing into line in terms of copyrights and trademarks. They have come back with very easy to meet requirements. Just letting them know that it’s a not for profit conference.
    • ACTION: We need to make sure that information is passed on to PyCon2019 team
      • PSF require a statement each time. Make this part of PyConAU induction process.
      • UPDATE: Email sent to Katie McLaughlin and Russell Keith-Magee 24th October outlining the requirements. Awaiting response.
        • Zoom meeting – ACTION: Sae Ra to set this up.
      • ACTION: Kathy to gather more information and respond to Katie.
        • It is expected to be more correspondence. Kathy to keep this convo going.
• Call for people to see if we are ok with signing the Open Tech Institute letter
  • This has been forwarded as ok’d

General correspondence and items for noting

• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!
  • Still Pending.
• OSIA
  • AGM is scheduled 1st December in Canberra (roadtrip?)
    • Not happening anymore (roadtrip).
    • Good luck to them.
• VALA Tech Camp
  • $3,500 for the Diversity Scholarship email sent via Kathy October 18th 1714
    FOR DISCUSSION: Should we support this?
    • MOTION by Kathy Reid accepts the proposal
    • Seconded by Sae Ra Germaine
    • Carried
    • ACTION: Kathy to let Lesley know the good news.
    • Now awaiting an invoice
• Kathy and Russell to look at the LA Budget for 2018/2019 budget
  • Week of the 22nd of October. Organise a meetup.
    • ACTION Kathy to organise 24th of October in the afternoon any time after midday.
      FOR DISCUSSION: To discuss outcomes of this meeting run proposed budget off Council, next step is to go out to community for feedback.
    • ACTION: Sae Ra to check the Hardware situation from Admin Team. Sae Ra to follow-up

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)
  • Call for bids is nearly ready.
    • Can push the button once checked and ready to go.
      • All done.
      • ACTION: Sae Ra to send a reminder for bids.

• • ACTION: Sae Ra to create a spreadsheet/document to keep list of nominations for Rusty Wrench link below. .
    • Send out list of nominations to let them know who was nominated. Then send out to the team.
  • Get the BAS done, Russell to contact the auditor
    • We have to go back and beg the accountant to accept the new bill that Kathy is getting for us.
    • Done complete finished thumbsup thumbsup
  • ACTION: Russell to follow the money trail. TasmaNet DONE!
  • ACTION: Sae Ra to send out another call for bids for LCA2021

• Rusty Wrench Nominations
  • All available at: https://docs.google.com/spreadsheets/d/1osQ-j5iV8GTfPGBijL06XH1Q1i9oLoS2Vo0KIOf0mk0/edit?usp=sharing
  • ACTION: Kathy to send out a reminder re: promotion
    • Michael Still’s nomination has been received.

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • ACTION: Cherie to update the spreadsheet of non-subcommittee
  • Can we OAuth from CiviCRM (Kathy)
    • BAD KATHY
  • Privacy Policy (Draft: Kathy, Proofing: Cameron)
    • BAD KATHY
  • Everyone to copy and paste their action items into the agenda.
    • BAD EVERYONE
  • Code of conduct: there are several pull requests outstanding / requiring discussion on the Code of Conduct on GitHub. For discussion / rejection / acceptance.
    • Cherie has found and proposed a less wordy alternative for 12 and 30; accepted another noncontroversial change, and will work on a few more. Kathy to provide some git assistance as needed. ACTION Cherie to get Steve to help out with Git.
• Membership platform:
  • Kathy has been keeping a change log
• List of changes
  • Few people who are trained in the website. 8-9 hour commitment. Looking to be saturday morning. Kathy to put together a Doodle Poll
  • Kathy to ask Agileware to ask to submit a grant request regarding the Voting module unit testing/UX etc
  • All memberships are now in. First training has happened. Recordings has been
  • Training on saturday will cover membership and mailing lists.
    • ACTION:
    • Returning officer needs to be invited to the AGM. and to review the voting code.
    • ACTION: Check with Steve to see if this is all good.

NEXT STEPS for Membership Platform: We’ve now been through the training, we need to think about go live. I’d like some volunteers to go through the content that’s there and adding / commenting on the Change Log. We also need to reach out to the Admin Team to arrange hosting on LA infrastructure.

• • LA Grants Submissions:
    See related document (Grant information)
    See related information (Grant Applications)
    • MOTION BY Kathy Reid That Linux Australia defers the decision of the Grant Proposal titled New Zealand Open Source Society submitted by Steven Ellis
      • • Seconded: Sae Ra Germaine
        • Motion passed
        • Jonathon’s comments were very insightful. Can this be covered in the future? What is the sustainability of NZOSS going forward? What is the long term strategy? What does the $5K go towards? More information is required and what their direction.
        • ACTION:
        • If there are constraints to the motion passing (eg change in conditions, amount of $$ given, caveats, requirements for reporting) note this here otherwise remove.
        • This has been deferred until we have figures
    • For Noting:
    • Grant applications to be promoted this to go onto social media
    • Grant reviews to occur next meeting
      • MOTION template: Please not that these motions to not have to pass and even if you call the motion you do not have to vote in favour.
        • MOTION BY <INSERT NAME HERE> That Linux Australia Accepts the Grant Proposal <insert proposal name here> submitted by <insert person name here>
          • Seconded:
          • Motion passed/unsuccessful
          • If there are constraints to the motion passing (eg change in conditions, amount of $$ given, caveats, requirements for reporting) note this here otherwise remove.
    • 1 Grant Submissions to review

 

• KATHY to tally up the currently allocated budget and look at what’s remaining.

 

• • • • • Spreadsheet has been updated to calculate what $15K that has been requested, how much was given out and how much is left.
        • >>$15K left in budget.
        • This has been paid
      • Agileware Grant for testing and UX
      • http://lists.linux.org.au/pipermail/grants/2018-September/000053.html
        • MOTION: By Sae Ra Germaine that Linux Australia approves the $3,300 Unit Testing grant request
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention
        • MOTION By Sae Ra Germaine that Linux Australia looks to co-fund the UX part of the grants budget
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention.
          • ACTION: Kathy to communicate this with AgileWare

• • MOTION by Kathy that Linux Australia sponsors Internet Freedom HackFest for $1500
    • Seconded: Sae Ra Germaine
    • Carried
    • Update: Received the invoice for this. Invoice has now been paid and put into Xero and reconciled.

• • The TimVideos Hackfest
    • Meeting about this next wednesday/thursday
    • Deliverables required. What will be delivered from the hackfest in the 7 days.
    • Decision 1: What do we do with the proposal that is in front of us.
      • MOTION by Kathy Reid that Linux Australia accepts the grant proposal for up to $6000
      • Seconded James
      • Carried
    • Decision 2:
    • MOTION by Kathy Reid All requests for funds regarding TimsVideos hackfests either needs to be submitted by August end each year for it to be considered within the Grant year.
    • Seconded by Cherie
    • Carried
• Working with WordCamps and WordPress user groups –
  • WordCamp Brisbane and Melbourne coming in. Is there more smooth ways for them to interact with us. Standing WordPress subcommittees. Russell would feel happier looking at each conference individually. Perhaps our treasurer would be on the WordPress subcommittee.
    • Leaving on the agenda. Until this becomes an issue.

 

• LinuxSA Questions (Web-Site / DNS Hosting), dated 2018-06-11 21:18

 

• • Kathy to pass onto Admin Team.
  • All done!!! Got something back. Kathy to respond to DSL
  • ACTION: Sae Ra to make sure Kathy does her action items
    • DSL needs to respond with what he needs.

 

• Submissions/Papers in draft:

 

• • None at this stage.

• EFA reachout
  • Peter Tonoli at EFA made some enquiries about a possible grant request, but nothing has been received yet.
    • Working on a grant request but not linked to EFA.
  • Brochure has been sent to the group.
  • Kath has not had a chance to catch up with EFA reps yet.
    UPDATe: Kathy caught up with Peter Tonoli at the auDA meeting on Tuesday, can provide a verbal briefing.
    • auDA we have it in writing to use linux.conf.au

 

• 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, can committee members check spreadsheet for errors or omissions:  Ongoing
    • ACTION: Cherie to merge the sheets together with Russell’s sheet. Thanks cherie!

 

• ACTION: to formally create the Conference Support subcommittee

 

• • • 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
      • No updates as yet.
      • Progress has been made 🙂
      • Meeting to be arranged between James and Cherie.

 

• Changes to better support WordPress and PyCon

 

• • See https://github.com/linuxaustralia/operations-manual/pull/4
    • Run this by Josh Hesketh first for his view
      • Then get views from previous conference organisers including David Bell, Richard Jones, smaller events that may have smaller revenue. Run figures in comparison to $30 figure compared to $11 and compared to the % value.
      • ACTION: Russell to draft an email to David, Richard etc about the % value.
      • Summary of responses: 1 response so far and was in favour.
      • ACTION: Contact Carley and Dion
    • Russell has emailed a summary to all conference convenors he has a record of, asking for their opinion.
      • Now have at least one response from all conferences.  All are strongly in favour except Pycon AU, who didn’t express an opinion.
      • Action; kathy to put the wordy words together and what the implementation is etc.

 

• Email from MARK WARKOLM – 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.
  • Application submitted
  • ACNC has responded asking for a statement of “objects and purposes” to be given to them by no later than the 15 November.
  • MOTION BY Russell Stuart  the LA formally adopts the the interim statement of objectives below, and that a motion to be put at the 2019 AGM to formally adopt this as part of the a constitution
  • Seconded:
    • Motion passed/unsuccessful
  • (russell’s) Statement of Objectives:
    • The objects for which the Organisation is established are:
      • to provide  facilitate communication of information relating to inventions, results, techniques, and governance of open source ;
      • to support the creators of open source and open source projects;
      • to support and promote the adoption of open source;
      • to support and promote awareness and understanding of open source;
      • to conduct open source advocacy with the government, business and civil society;
      • to create a network for related local and online open source communities.
    • The Organisation must pursue charitable purposes only and must apply its income in promoting those purposes.
    • The Organisation must manage payments and gifts to the Organisation and ensure that they are used to further the stated objects of the Organisation.
    • In the event of the Organisation being wound up iits assets of the must go to a charitable entity whose objectives aren’t inconsistent with the stated objects of the Organisation.
  • MOTION by RUSSELL STUART that Linux Australia adopts the statement of objectives stated above
  • Seconded by Cameron Tudball
  • Carried with 1 abstention
  • ACTION: Russell to continue on with the DGR status.

 

• Event Updates:

• LCA2018 update (James)

 

• • Setting up an archived version of the site. Currently in progress. Need to pass this on to Steve. ACTION: Sae Ra to check with steve how this should be posted.
  • Post Event report is also required.
  • Couple of budget items to reimburse on. Refunds for a couple of people and not sure what to do with this.

 

• LCA2019

• Tickets sold (as of today):

• Professional: 233

• Hobbyist: 93

• Student: 8

 

• • Most acceptances etc have gone out.
  • ACTION: Cherie to ring Lisa tomorrow re Team.
  • ACTION: Cherie to follow-up re: Budget and keeping that up-to-date
  • Rego has opened. Mini-conf call for papers is also open.
  • Calls have been arranged to check to see how it’s all going.
  • At the moment they are unable to authorise anything. Russell is reluctant to let them have it when there is only one person to have it. Andrew has offered but has gone AWOL.
    • ACTION: Cherie to contact Andrew directly and re-iterate that this needs to be done and immediately. STAT! Feisty Cherie!
    • One member of the team has left. Steven has reached out to the usual places to get someone else in.
    • ACTION: Cherie to offer up the template for comms. It is definitely worthwhile looking into getting someone even if it needs to be contracted out.
    • ACTION: Cherie to give Steven a call to ask for an update.
      • Including Keynote announcements
      • Speaker info packs
      • LCA2019 mailing list
      • It is now becoming a significant risk.
      • More social media presence
      • Good comms will halve your RT queue
• Steven feels that he needs to get his big stick out. Andrew needs to get invoices out.
• No-one else doing comms yet. Marketing student will create comms plan and carry out for minimum fee.
• Sponsorship – over $100k contracts, more to come. Should exceed budgeted sponsors target. Andrew needs to invoice.
• Keynotes: just confirmed flights for last one, asking for abstracts for promo. He has
• Ryan V was over last Wed for site visit. Futureworks (3rd party co for AV) very useful, Ryan happy with setup. He is able to keep shipping to a minimum
• Has call for volunteers ready to go out, confirming with LT, announcement ready to go out
• Speaker info pack. Speaker wrangler will get onto speaker pack.
• Mailing list TBC
• Ticket sales:118 profesional, 50 hobbyist, 5 student as of 26 October
• Current ticket sales are good. Ryan and TimsVideos are doing the videos again.
• ACTION: James to look at what there is left banner-wise in storage.
• Process for older-kids and childcare
• Suse are are also sponsoring

• • Internet Freedom Hackathon

 

• Run in Melbourne and Brisbane. Got some shout outs. Invoice has been paid

• ACTION: Kathy to continue followup the invoice. With Wrapup for the annual report for 2018.

• Invoice has been paid. Start a 2018 report folder.

• Kathy has updated!!!!

• UPDATE: Request from Internet Freedom Hackathon in Melbourne for financial support.

• Kathy to arrange invoicing.

• DONE!

 

• PyConAU 2018 – James Polley
  • 60 papers in CFP so far
  • Because of good sponsorship the conference is now at the break even point at 75% of projected attendance.
  • Record number of submissions
  • Some issues with venue re: budget for AV and wifi.
  • Registrations are currently sitting at 50%.
  • Registrations are looking to hit 75%.
  • Pycon-au budget compared with the 75% target: attendees 663 (target 525), income 337906 (target 259970), expenses $319k (target 302k), profit $16.5k (target: -38k)
  • What exactly does sold out mean?
  • LA would like to be involved earlier with selection process of the next PyConAU. How real is the PSF coming in and running PyConAU? LA would like clarity.
    • ACTION: Kathy as LA to write a letter and ask PSF regarding WTF?
    • Come back to council regarding the draft letter.
    • No response from the PSF
    • ACTION: Russell to talk to james once he’s looked at the budget!
  • A report for our AGM is required. Kathy is scary! Get the end of event report to Kathy STAT!
  • 2019 Budget – Much lower sponsorship, higher risk as there is an expected 20% increase of attendees but a loss at 75% occupancy.
  • ACTION: Kathy to email Katie

 

• LCA2020

 

• • Team has been officially notified they are the winning bid.
  • It is looking like core Team member PERSON will be moving to Melbourne for work.
  • PERSON has been absent but is back now.
  • They are asking us to pay a $5,990.38 venue deposit ().  They have to ask us to do it as they don’t have a treasurer yet, and haven’t done the induction.
  • MOTION: Russell Stuart to pay the venue on behalf of LCA2020
    • Seconded by Sae Ra Germaine
    • Carried.
  • PERSON is now officially the LCA2020 treasurer.

 

• LCA2021

 

• • Some expressions of interest.
    • ACTION: Sae Ra to send out the email to remind people of call for bids.

 

• HealthHack

 

• • HealthHack has now been onboarded. They are pretty switched on. 1 was a professional accountant. Their event is coming up and they are all busily preparing for that.
    • ACTION: Kathy to do soc med to congratulate.
    • ACTION: Kathy to include healthHack in the annual report.

 

• WordPress Sydney May 2018

 

• • CFP going well. Following up with some speakers, some have already been invited.
  • Close to break even.
  • WCCentral has capped ticket prices at $55; as a result the budget is currently tracking around the medium scenario and so still looking for a few more sponsors.
  • Ticket sales go live any time now – watch the socials.
  • Kath to do an announcement to Linux-Aus on this event.
  • Looks like they will make around $6K profit, without the $11pp LA tax.
  • UTS venue has been paid. Need a confirmation on what they are getting from WCCentral.
  • Need to get final profit numbers to Russell. And a final wrap up report.
    • ACTION: Kathy to touch base with them.
    • ACTION: Kathy to followup for a post-event report.

 

• Drupal South Canberra 2018

 

• • Kathy to arrange OnBoarding with Russell and get bank accounts opening
  • Waiting on treasurer (Owen) to come back to Australia (July 23rd).
  • The CFP is now open.  Kathy to promote through social media.
  • ACTION: Kathy GO FULL MEDIA POWAH! A little bit has been done
    • Done

• WordCamp Brisbane 2018
  • MOTION BY Kath Reid that Linux Australia accepts WordCamp 2018’s conference proposal, and they be invited to form a subcommittee.
    • Seconded: Sae Ra.
    • Motion passed.  All present voted in favour.
  • Kathy to notify WordCamp directors of the outcome of the vote.
  • BAD RUSSELL!!!!
  • Onboarding is now set for monday 20th August. Onboarding has occurred.
  • Set for first week of december.
  • ACTION: Kathy to go Full Media Powah
    • Done
  • Russell spoke with Dion (co-organiser of WordPress Australia subcommittee, treasurer of WcampBne2018) at Humbug:
    • 330 attendees.  Less than what they expected, but they are happy nonetheless.
    • He rolled off a list of at least 6 WordCamp’s they were looking at having next year.
  • DONE

• WordCamp Sydney 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Port Macquarie 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Melbourne is looking possible
  • Conversations are happening. Nothing to report.

• JoomlaDay Brisbane 2019
  • Proposal has been received from Carly Willats.
  • Kathy has asked for a budget.  Next step happens after budget is received.
  • Questions re budget:
    • Budget predicts a 50% increase in sponsorship over 2017
    • Attendance up 200% over 2017.
    • Venue @ $10K for 70 people for 2 days looks expensive.
  • Russell to contact Carly to get clarification.
  • Updated budget has been supplied. Budget looks good.
  • Russell plays bad cop well.
  • ACTION: Russell to continue following up.
  • BAD RUSSELL AND YOUR HOLIDAYS!
  • MOTION by Kathy that we approve Joomladay for Brisbane 2019
  • Seconded Russell
  • Carried
  • ACTION: Russell to go back to the subcommittee. (done)
  • Onboarding planned for 2018-10-02.
    • Happened. GO TREASURER! Geez they are good.
    • ACTION: Russell to provide with access.

• Drupal South Hobart 2019
  • Proposal & Budget has been received from Owen Lansbury (Treasurer, DrupalSouth 2018) for DrupalSouth 2019 to be held in Hobart run by Campbell Tilley (Director) and Si Hobbs (Treasurer).
  • The need to make a $2K venue deposit by Friday  2018-10- 12 (tomorrow).
  • MOTION template: Please not that these motions to not have to pass and even if you call the motion you do not have to vote in favour.
    • MOTION BY RUSSELL STUART That Linux Australia accepts the proposal for the DrupalSouth 2019 conference  submitted by Campbell Tilley (Director) and Si Hobbs (Treasurer).
      • Seconded: SAE RA GERMAINE
      • Motion Passed
      • ACTION: Russell to pay the venue
      • This has been done.

5. Items for noting

• Please refer to Action Items list for more items.
  • 5 meetings left!!!!!!!! ?
  • Think about whether you’re nominating for next year

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.
  • Also look into coverage for the GDPR
• Admin Team infrastructure.
  • Sae Ra to organise the call –
    • Once Terms of Reference has been written up for the Conf Team we can proceed.
• Outstanding GitHub pull requests. Cherie’s recommendations:
  • See above
• PyCon 2019 budget needs to reflect 2018 actuals.
  • ACTION: James to go back to PyConAU to let us know what they are doing to increase the ticket sales for Professionals. More detail is required.
• Our constitution doesn’t have a “Winding Up Policy” which states how  LA funds shall be distributed when it is wound up. The treasurer feels this is a major omission and should be rectified, and not just because we can’t get tax deductible status without it.
• ACTION: Russell to do the wordy words. For the winding up policy.
• MOTION BY Russell Stuart  That the treasurer gets a LA card, so all periodic payments can be moved to it.  He shall (if possible) tie this card to it’s own dedicated bank account, that he is responsible for reconciling.
  • Seconded: Sae Ra Germaine
  • Motion carried

• We have the Auditors Draft Accounts:

	2018	2017
Income  Rego	591K	701K
Income Donation	2K	23K
Income Interest	7K	9K
Income Sponsors	404K	358K
Income Total	1,004K	1091K
Expenditure	957K	1,424K
Profit (Loss)	$47K	($330K)

7. Backburner

8. In camera

One item was discussed in camera

2100AEST close