Council Agenda Thursday 29 March 2018

1. Meeting overview and key information

Present: Kathy, Cameron, Sae Ra, James, and Russell

Apologies:

Cherie, Hugh

Meeting opened by 1932ADST by  and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• Support and sponsorship of the Internet Freedom Hack in April
  • ACTION: Kathy to update Facebook

General correspondence

• Cameron Shorter submission for Open Government: https://docs.google.com/document/d/1jNdh4_A_cIpaHqLRFOgpvAY3JSo0Ueraam39UHFOGHs/edit#
  • Response to Cameron regarding Linux Australia’s position on the submission.
  • KATHY DO NOTHING.
• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!

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 to be held Weekend of the 13th of April 2018
  • To be held in Melbourne. Brady Hotel, Little LaTrobe Street (https://goo.gl/Sn15wJ).
    • 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 – Bacon x1000
    • Invoice for accom falls 1 month before F2F
    • Invoice has been paid.

• • Running sheet and budget is here: https://docs.google.com/spreadsheets/d/1twU-YU4l5NPXFickF-JVjBd9mknNa01d4DniPPLnk04/edit?usp=sharing
    • ACTION: James, Cherie, russell,  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.
    • Succession planning.
    • FOOD!
  • Cherie and Russell to discuss Xero procedures after the meeting

• 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
  Does anyone want to take ownership of renewing insurance this year?
  • ACTION: Cherie to do this please 🙂
  • ACTION: Kathy to forward on the email

• Membership platform:
  • ACTION: Kathy to provide links to information to James & Cherie
    UPDATE: This information was provided on 6th March.
    Kathy would now like to progress with the membership platform by engaging Agileware – and starting the process.
  • MOTION by Sae Ra Germaine that Linux Australia move ahead with Agileware and start scoping the process.
    • Seconded: Kathy Reid
    • Motion passed.
  • Looking forward to chatting on tuesday.
    • Sae Ra to join the call with Kathy.

• Rebranding:
  • Going to do a spreadsheet of all things to be rebranded
    • https://docs.google.com/spreadsheets/d/13F9vJuXWdcFTtboyml2RO4ws5Y02uZIG_DH0bsXVe0c/edit?usp=sharing
  • 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 ORDER THE THINGS!!!!!

• 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.
    • Moving to a new mailing list.
    • Sae Ra has pinged Duncan regarding the UX grant.
    • 35K is the current amount available
    • Applicants need to be a member of Linux Australia.
    • This should be released next week.

• Placeholder near grants – Diversity training for conferences
• 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
      • ACTION: Kathy to get back to Dion regarding this once insurance has been checked.
      • BAD KATHY! NOT BAD KATHY YET. MEDIOCRE KATHY.

 

• OSI Membership

 

• • Still awaiting confirmation / correspondence from OSI – their new Board has just been elected
    • On hold.

 

• OSIA and LA Engagement

 

 

• Submissions/Papers in draft:

 

• • Open Government paper

• EFA reachout – Kathy is videoconf’ing with Lyndsey Jackson from EFA on 16th Feb, update to be provided next meeting
  • Challenge that EFA, is wondering what options EFA has with access to LA money.
    • Grants money is available. And what the process is around there.
    • Lyndsey to reach out to us regarding structure of their proposal.
    • LA isn’t opposed to the idea but would need to take it on a case by case basis.
    • The price of $100-$300 a year for organisational membership.
  • Nothing more from EFA.  What are they offering for corporate membership. Currently it is at $400.

• LCA2020
  • Team reasonably experienced
    • but perhaps a little small, and lacking direct connections to the coast
  • JP: Suggest that we *don’t* confirm that they’ve won the bid until Russell has negotiated detailed contracts with all venues
  • Next actions:
    • See a budget and approve the budget.
    • Accept the subcommittee
    • Sae Ra to ping Josh again.

 

• 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
  • 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

 

• • Mailing list is active.
  • Next action: talk at F2F, then announce to community?

 

• Current Website – Sae Ra

 

• • Sae Ra is Amazing.
  • Nearly finished.

 

• Email from MARK WARKHOLM – 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.
    • 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 🙂

 

• Diversity training

 

• • Otter offers “train the trainer” training as an addition to the basic training. Extra cost (not yet quantified) but would give us the start of our own corps of trainers.
  • Otter is run by Sage Sharp – http://geekfeminism.wikia.com/wiki/Sage_Sharp
  • Have asked Sage about numbers
  • Testimonials at https://otter.technology/code-of-conduct-training/
  • ACTION: James has reached out to Sage, will contact again next week, seeking a more detailed quote
    • Going to look at setting up a diversity team and to develop materials

 

• Event Updates:

 

• https://docs.google.com/spreadsheets/d/1nS8Nl2Zxi3KrySSntaNn1RPRhHmj1W5Mt9CW0J0QsjE/edit#gid=0

 

• LCA2018 update (James)

 

• • • 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.
    • Almost have the finances finalised. But all seems to be wrapping up. Storage to move.
    • Survey to be written and sent out.
      • ACTION: Sae Ra to chase the survey and a post event report. Because Kathy said…
        • Over the easter weekend this should be able to be sent out and completed.
    • Post event report?
      • F2F is usually used to review this.

 

• LCA2019 update

 

• • • ACTION: Kathy to respond to lisa. James will need to talk to bruce and Joel Addison should be the 2020 contact.
    • Option number 2 please! 2020 conference director knows enough about the various aspects.
    • Cherie contacted LCA2019 re: 2020. Would need to check that accom is being booked for all that are going to ghosts.
    • ACTION: James to contact LCA2020 with Kathy and Carlee to book flights for LCA2020 rep
    • Russell needs Flight Centre invoices authorised by whoever raised them.
    • Accom has been sorted and they are fine tuning dietary requirements etc.
    • Lisa has been asking about the papers committee procedure. Information to be provided to Lisa.
      • Meetings have happened. This is to be drawn up.
      • There will be something for Lisa and the team by Ghosts.
      • ACTION: Kathy to progress this.
  • PyConAU 2018 – James Polley
    • Storage, venue things, etc.
    • They are further along with plans regarding papers. Trial this weekend. They are using PaperCall.io for their CfP process.
    • They are trying to ramp up their team. Seem to be on top of things at this point.
    • ACTION: James to put in subcommittee names for PyConAU into the subcommittee list.
    • James to work with PyCon regarding storage and size of the storage units.
    • Need to keep track of how the sponsors are going.
    • Treasurer insists on a live budget please 🙂
      • 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
    • Code of conduct response training.
    • Sponsorship is looking good
    • They have not had a person taking the lead of sponsorship liaison. Katie Bell is likely to take this on.
    • Walk through on the 18th of April for AV.
    • Education specialist track.
      • Working with Children check required for all volunteers on this track.
    • Check the timelines to see if expectations for cfp, reviews, programme release and ticket sales is realistic
    • BAI RUSSELL!
    • Tito charges 1% of ticket fees
      • Need to ensure that this is included in the ticket sales

 

• LCA2020

 

• • Reported above

 

• WordPress Sydney May 2018

 

• • • JP Caught up with Dee/Wil/Kristen today
    • https://docs.google.com/spreadsheets/d/1f1iua6S5ytuK6uwEUyr_tJM1DNVpAW1a0VCQtapg44A
    • 28th-29th July is now the dates for WordPress
      • Trying to clarify what the amount from WordPress Global.
    • Welcome back Russell!

 

• Drupal South Canberra 2018

 

• • 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!

5. Items for noting

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

 

• ACTION ITEM: GET SLEEP KATHY!!!

• auIGF:

 

• • Linux Australia has reached out to the AuSpicing group.

6. Other business

• NZ Bank access.
• 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.
• Mail to be re-directed to Kathy’s house rather than Sae Ra’s for 2018/2019
• ACTION: Madam Pres look at your debit card!
• Christchurch needs to authorise the payments. ACTION: Russell to speak to Lisa. Joel’s to go to Kathy.
  • YAY!!!!! We got there in the end. Nothing needs to be done. HAVE FUN PEEPS!

7. Backburner

• Beyond 2020 Alliance
  • No further movement with Beyond 2020 Alliance
  • Backburner this thing.
  • Email from Mark Hudson from ITPA
    • ACTION: Kathy to respond.

8. In camera

• One item was discussed in camera

2049hrs close