Council Minutes Thursday 26 April 2018
1. Meeting overview and key information
Present
Cameron, Sae Ra, Cherie, James, Russell, Kathy
Apologies:
Hugh
Meeting opened by 1933ADST by 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!
- Pending.
- Aptira partnering with Linux Foundation for OpenStack / Open Networking roadshow and series of one-day conferences
- Kathy spoke with Tristan Goode from Aptira – they are planning to do a series of open networking roadshows in partnership with Linux Foundation, and wanted to check that it wouldn’t conflict with LCA. Kathy has advised Tristan that there’s no conflict – the communities are both large enough to sustain separate events. Kathy provided info on LA sponsorship. Tristan advised that Linux Foundation may wish to partner further with Linux Australia; no specific action other than to be aware.
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- Quotes have been sent
- ACTION: Kathy to get back to Andrew Pam regarding the Insurance and to give an update.
- Membership platform:
- UPDATE 26th April – we have a formal quote from AgileWare – Kathy is seeking approval to proceed. Should we get AgileWare to build it on their servers first then bring it over? Or have them host it in Australia?
- Kathy to clarify:
- What is the WordPress Build
- When does the CiviCRM support and updates start
- Kathy to clarify:
- UPDATE 26th April – we have a formal quote from AgileWare – Kathy is seeking approval to proceed. Should we get AgileWare to build it on their servers first then bring it over? Or have them host it in Australia?
- Rebranding:
- 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:
- Grant applications to be promoted this to go onto social media
- 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.
- 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.
- 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
- Submissions/Papers in draft:
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- None at this stage.
- EFA reachout
- Nothing as yet. On hold.
- 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.
- Not urgent
- No response as yet. Russell to chase once back from the holidays 🙂 Russell will be out of action due to said holidays
- ACTION: Russell to fill in the webform 🙂
- Webform started – waiting on Russell receiving the dirt on committee members.
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- Code of Conduct incident response training
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- Katie to send through a grant request for this.
- Off the agenda until grant submission is received.
- 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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- Student Accom has been looked at. Still able to get the reasonable priced accom and there is a chance that if they book up there is another building that they can release rooms for. Reached out to hotels and airbnb.
- Internet Freedom Hackathon
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- Run in Melbourne and Brisbane. Got some shout outs. No invoice as yet.
- ACTION: Kathy to followup the invoice. With Wrapup for the annual report for 2018
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- PyConAU 2018 – James Polley
- Live Budget https://docs.google.com/spreadsheets/d/1e1_zwlHzAEM2nERhDM3rB53ogua8xfgjFTG9TXciPV8/edit?usp=sharing
- 2017 actual Sat/Sun attendance: 512, net sponsor: $44K
2018 projected Sat/Sun attendance: 620, net sponsor: $58K - Sponsorship target has been met, more sponsors coming down the pipeline still.
- Russell KM does not understand these attendance numbers and wants to talk to Russell S about them.
- Russell held review with PyconAU. Minutes posted to council@l.o.a. Highlights:
- Council concerns over budget communicated.
- PyconAU attempting to give LA admin access to there conference management system to provide more visibility.
- PyconAU will give LA more time to review the 2020/2021 PyconAU bid proposal.
- 2017 actual Sat/Sun attendance: 512, net sponsor: $44K
- CFP has opened. If we can do anything to re-share those they won’t be too worried about it.
- Met the sponsorship goal based on who have signed contracts.
- Still quite a few coming in the pipeline
- Previous Year’s Budget: https://docs.google.com/spreadsheets/d/1B57SG1xPVwRz1Swgpr1ljNfLvF6bk001ueFAF_n2qn8/edit#gid=694238009
- Blind CFP process is happening currently.
- Live Budget https://docs.google.com/spreadsheets/d/1e1_zwlHzAEM2nERhDM3rB53ogua8xfgjFTG9TXciPV8/edit?usp=sharing
- PyConAU 2018 – James Polley
- LCA2020
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- Joel has submitted a new budget. To be looked at by the next meeting.
- WordPress Sydney May 2018
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- JP Caught up with Dee/Wil/Kristen today
- https://docs.google.com/spreadsheets/d/1f1iua6S5ytuK6uwEUyr_tJM1DNVpAW1a0VCQtapg44A
- Motion: Can we approve budget based on the new scenarios, on the understanding that we’ll move between scenarios based on income received?
- MOTION BY SAE RA GERMAINE that LINUX AUSTRALIA accepts the WordPress Sydney May 2018 budget and to form the subcommittee based on SubCommittee Policy V2.
- Seconded by: KATHY REID
- ACTION: Russell to get in touch with the treasurer to get the onboarding going.
- Onboarding done.
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- Drupal South Canberra 2018
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- ACTION: Kathy to reach out and find out what’s going on.
- Reached out to Chris Skene.
- ACTION: Kathy to keep on pinging
- ACTION: KEEP PINGING!
- BAD KATHY!
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
7. Backburner
8. In camera
2100hrs close
