Council Agenda Thursday 27 Sept 2018

1. Meeting overview and key information

Present

Hugh, Russell, Sae Ra, Cherie, Kathy, James

Apologies:

Cameron

Meeting opened at 1937AEST  by Kathy and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• Not a motion but Linux Australia signing a of a Coalition and their comments in response to the Exposure Draft of the Telecommunications and Other Legislation Amendment (Assistance and Access) Bill 2018 (the Assistance and Access Bill)
  • 14,000 submission.
  • ACTION: Kathy to include this in her monthly report.

General correspondence and items for noting

• • auDA AGM date has been set
    • Thursday 27 September, 2018 10am

 

• The Grape Room, Mercure Melbourne Treasury Gardens, 13 Spring Street, Melbourne VIC 3000

 

• • MOTION by Kathy Reid: Linux Australia vote in favour of the constitutional changes proposed. Seconded by Russell Stuart. Carried
    • All changes have been moved and have gone forward.

• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!
  • Still Pending.
• Aptira partnering with Linux Foundation for OpenStack / Open Networking roadshow and series of one-day conferences
  • Completed. – Leaving on the Agenda
  • James mentioned they scheduled a day conference that was subsequently cancelled.
  • Noting more but leaving on the agenda.

• • SLUG moving their DNS off LA (slug.org.au)
    • SLUG domain renewal was paid for today

 

• ACTION: Sae Ra, ask admin for list of domains that we own/manage.

 

• • • linux.org.au,
    • linux.com.au,
    • linux.conf.au,
    • pycon-au.org,
    • slug.org.au,
    • opensource.org.au (gifted/loaned from Stephen Rothwell or Leon Brooks. currently delegated to IVT DNS)
    • aslug.org.au, which we think have expired,
    • itshare.org.au and computerbank.org.au, we think are in the same boat,
    • Zookeepr.org
    • Lcabythebay.org.au (not own but host)
    • Lca2017.org (not own but host)
    • ACTION: Kathy to put this on our Operations Manual

• OSIA
  • AGM is scheduled 1st December in Canberra (roadtrip?)
    • Anyone who wants
• VALA Tech Camp
  • ACTION: for LA to talk to VALA regarding the budget for next year to see if we can sponsor and put it in the budget.
  • Sae Ra has talked to Hugh (at VALA) and is getting some figures as to what may be needed. The split TechCamp between Melbourne and NZ is a great opportunity to offer diversity scholarships in 2 countries targeting different communities.
• 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.

• Sae Ra to help kathy put together a report on the diversity scholarship and impact from VALATechCamp.

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.

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • BAD CHERIE
  • Can we OAuth from CiviCRM (Kathy)
    • BAD KATHY
  • Privacy Policy (Draft: Kathy, Proofing: Cameron)
    • BAD KATHY
  • Make a list of HackerSpaces for the website (Cameron)
    • CAMERON GETS A COOKIE – Hackerspaces (Read Only)
  • 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.

• • Insurance: Certificate of Currency has been received.
    • Cherie to tweak some of the wording about covered events

 

• To report: insurance chap has email to amend insurance cover (remove GovHack), and is trying to amend travel cover to replace the word ’employee’ to ‘volunteer’ which will remove the requirement for lists of names.

 

• ACTION: Kathy to put in Travel insurance stuff into our documentation

 

 

• Travel insurance. Review quote and Cherie’s recommendations.
  • Cherie received a revised quote today, option 2 (which is the better option) now costs less than option 1 (the less inclusive option).
  • People who are with 50km of their home are not included.
  • Volunteers (and basically one short of the pet dog) are now specifically included.

• • MOTION BY Cherie: That Linux Australia Accepts and authorises payment for the travel insurance quote from Gallagher Insurance
    • Seconded: Cameron.
    • Motion passed unanimously
    • ACTION: Cherie to get an invoice to pay this.
    • Invoice is now in Xero and is ready to go.

• Director’s insurance.
  • General information that will be asked of Office Bearers for the insurance company. This will be sent out individually.
• Cherie has suggested a second insurance we might want to think about

Cyber-insurance is an insurance product used to protect businesses and individual users from Internet-based risks, and more generally from risks relating to information technology infrastructure and activities. Risks of this nature are typically excluded from traditional commercial general liability policies or at least are not specifically defined in traditional insurance products. Coverage provided by cyber-insurance policies may include first-party coverage against losses such as data destruction, extortion, theft, hacking, and denial of service attacks; liability coverage indemnifying companies for losses to others caused, for example, by errors and omissions, failure to safeguard data, or defamation; and other benefits including regular security-audit, post-incident public relations and investigative expenses, and criminal reward funds.

• ACTIONS:
  • Cherie to continue to investigate
  • Everyone else to think about worst cases and what risk we might be able to tolerate

• Membership platform:
  • Discussion with Agileware has resulted in a much reduced quote on the voting module – around $12-15k
    • This reduces our ability to request changes and alterations and may result in some reduced testing
    • All up about 3 weeks worth of work
  • Kathy proposes moving forward with this now as we have quotes that fall within the budget we have allocated
  • RS gets clarification that we (admin-team) will set up the system and install wordpress; AgileWare will install and configure civicrm on top, then develop the voting module to our spec.
  • In total the new budget comes to around $5k more than we had budgeted for this; but we can make up the shortfall from our Prof. Services. Budget.
  • ACTION: Kathy to run the plan past Steve for one last check before we go ahead.
  • Steve’s only concern was testing because the elections are opened in November.
  • People have been assigned, and work has started.
  • First installment due now, about $20K to be paid now.
  • Invoices are paid and reconciled.
  • UPDATE 30-08-2018:
    • Regular weekly catch was at today. Live end to end demo. It works beautifully. It implements business rules very well. New website, content updates are ready to go. We’re about 2 weeks away from go live. They have to update about 4000 member records.
      • ACTION: Figure out what we do with gender.  Do we definitely need that information.
      • Diversity could be captured separately when required.
      • MOTION: That Linux Australia choose not to collect gender/pronouns in the new system until such time we need to collect it as a statistic.
        • Seconded by Cherie
        • Passed
      • ACTION: James to check out API stuff between symposion and CiviCRM
  • FOR DISCUSSION: Sponsorship / grant towards the Unit tests / UX work for the eElections system
  • UPDATE: On planned and in progress cont
  • Anyone with the 1st of October 2018 are members who did not have a start date.
  • 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 taken

• Rebranding:
  • Sae Ra/Kathy getting together later this week or over the weekend to order bits and pieces
  • Going to do a spreadsheet of all things to be rebranded
  • Kath & Sae Ra has ordered some swag including in particular thank you cards that arrived, physically sitting invitingly in front of Tim Tam.
  • Chocolate has been double charged.

• LA Grants Submissions:
  See related document (Grant information)
  See related information (Grant Applications)
  • 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 $$ given, caveats, requirements for reporting) note this here otherwise remove.
  • 1 Grant Submissions to review
    • MOTION BY Kathy Reid That Linux Australia defers the decision of the Grant Proposal titled New Zealand Open Source Society submitted by Steven Ellis
      • • Seconded: Sae Ra Germaine
        • Motion passed
        • Jonathon’s comments were very insightful. Can this be covered in the future? What is the sustainability of NZOSS going forward? What is the long term strategy? What does the $5K go towards? More information is required and what their direction.
        • ACTION:
        • If there are constraints to the motion passing (eg change in conditions, amount of $$ given, caveats, requirements for reporting) note this here otherwise remove.
        • This has been deferred until we have figures
    • For Noting:

• • • • • ACTION: Kathy to go back to Manuel to give opportunity to respond to Jonathan’s questions and about Open Data etc. Development will also be done offshore. Have you investigated other ways to get this software created/done locally.
          • • MOTION By Sae Ra Germaine that Linux Australia Rejects the grant proposal due to the reasons above.
              • Seconded by Kathy
              • Passed

 

• 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.

• 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.

 

• 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

 

• OSI Membership

 

• • OSI have voted us in
    • All done.

 

• 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.

 

• 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
  • In progress. Cherie has heard back from Dee and found out to archive all the old ones.
    • Ongoing.

 

• 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 🙂

 

• 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.

 

• 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.
  • Ongoing!

 

• Event Updates:

 

• LCA2018 update (James)

 

• • Setting up an archived version of the site. Currently in progress.
  • Post Event report is also required.

 

• LCA2019

 

• • • Discussion regarding bringing in Cory Doctorow as keynote. Total <NZ$30k. Stephen has asked whether LA would help towards funding.
    • CFP close to going live (target is first weekend in July)
    • ACTION: Cherie to phone Steven and discuss options
    • Kath to offer assistance for promotion of CFP.
    • Cherie to touch base with Steven.
      • Happy with their keynote speakers.
      • All going along
      • Diversity programme. InternetNZ is backing this.
      • Papers weekend is coming up. Steven is coming up.
        • Over 300 submissions in the end.
        • The calibre of submissions was outstanding.
      • Cherie to let them know about their Comms
      • 3 Day event to get nutted out at papers committee.
    • Haven’t heard anything. Moving along. Cherie to reach out to them to see if there is anything they need.
    • Question about VMWare and ongoing supplier so that VMWare can become and ongoing sponsor for LCA
      • ACTION: Russell to review when he gets back.
    • Email to be sent out to the linux-aus list regarding an update for the community.
    • 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
  • 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!!!!

 

 

• 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 to clarify
    • 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!

 

• 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.
    • P’ERSON has been absent but is back now.

 

• 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.

 

• 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.

 

• 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

• 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

• WordCamp Melbourne is looking possible
  • Conversations are happening.

• 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.
    • Buuuutttt … 2017 wasn’t run in Brisbane, and I don’t have Brisbane’s figures.
  • 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.

5. Items for noting

• Please refer to Action Items list for more items.

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
• July-Sept BAS, 0 meeting away!
• 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.

7. Backburner

8. In camera

One item was discussed in camera and is confidential

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