Minutes of Council Meeting 27 September 2016

1. Meeting overview and key information
Present
Sae Ra Germaine, Kathy Reid, Tony Breeds, Hugh Blemings

Apologies:
Cherie Ellis, Katie McLaughlin, Craige McWhirter

Meeting opened by 1930hrs by Hugh and quorum was achieved

MOTION that the previous minutes of 13 September 2016 are correct
Moved:
Seconded:

Agenda summary - key items for discussion this agenda

ABS Economic Activity Survey - who to take ownership / what information is required? (it’s a legal obligation, must be done)

ACTION: Tony and Hugh to work on this together
UPDATE: This is now completed
ACTION: Kathy to document this in the Operations Manual for the future

Discuss next steps for Membership platform and review the 2nd round MailChimp email

Kathy walked the meeting through the statistics for the Mailchimp mail outs
ACTION: Sae Ra to input all the Yes’ into a spreadsheet.

MORE INFORMATION required around Membership platforms.
ACTION: Kathy to go back to Membership committee to see if we can identify what effort is required in getting MemberDB to a less risky state
UPDATE: Action outstanding, Kathy to follow up

Discuss ongoing responsibility for Storage King locker / access to such and transferral out of David Bell’s name

DECISION: Kathy to take ownership and be point of contact until we have a longer term plan. Kathy needs to devolve other tasks to make this happen.

DECISION: Access to be given to Ryan Verner to facilitate his AV role in multiple events. Council notes the potential conflict of interest with Ryan’s role in Next Day Video and believe there are sufficient control mechanisms in place to mitigate any concerns here.

ACTION: Kathy to arrange to take ownership from David and communicate with Ryan.
ACTION: Sae Ra to communicate with the LA Admin team of this.

Discuss timeline and bid team inspections for expressions of interest received for LCA2019

ACTION: Hugh to talk with JOSH STEWART and JOSHUA HESKETH to identify whether they would like to participate in Bid Inspections.

Further discussion / decision required on which sites to formally inspect.
UPDATE: Hugh to follow-up and have a more detailed read of the bid.

ACTION on Hugh to get LCA2019 bid inspection underway. General discussion that it is financially worth doing an inspection. Hugh to get broader opinions and input from Council re: viability of having LCA at the bid location at next Council meeting.

Q2 BAS statement and ATO obligations - how to do?

ACTION: Tony to do once GovHack items are reconciled
ACTION: Tony to contact GovHack and request items be reconciled
UPDATE: This is done, ACTION on Kathy to document in Operations Manual

2. Log of correspondence
Motions moved on list

MOTION by Kathy Reid that a Finance and Treasury Subcommittee is formed, chaired by Treasurer, in line with S(21) of the Linux Australia constitution [1] with a remit to:
Assist the Treasurer to monitor and report on financial activities using the financial systems of Linux Australia

Provide advice and input to Treasurer and Council on preparation and execution of budgets and other financial interests
Own and maintain the organisation's Risk Register and provide advice to Treasurer and Council on risks and mitigation activities

Provide a pipeline for training and upskilling Members of Linux Australia interested in taking on the Treasurer role
Invite Members of Linux Australia to the Subcommittee as appropriate, providing that Council is informed when Members are appointed and/or removed
The initial Subcommittee will consist of Tony Breeds and Kathy Reid initially, with any other Council members able to join. Tony and Kathy to then work through who to invite to the Subcommittee, and determine whether to do a call to Members to volunteer.

Seconded: Hugh
Carried with 3 absent

IN CAMERA MOTION [ removed from public minutes, motion was around awards for volunteers ]

DECISION: Further investigation / discussion required on this piece around awards / Rusty Wrench before

ACTION: Hugh to reach out to CRAIGE to identify and explore Craige’s thoughts on the issue

DEFER decision on this until further information is obtained
ACTION: Hugh to email the rusty wrench group.
General correspondence

VPAC Closure
Email notice to be sent out.
ACTION complete, no further action
Look at the current setup and find the way that it is. Keep it progressing.

3. Review of action items from previous meetings

MemberDB update and consideration of AgileWare quote
Kathy, chatted with Agileware and have asked for 2 quotes, 1 with trial quote and one with full hosting quote
UPDATE: Detailed quote now received from AgileWare, for Council consideration
http://lists.linux.org.au/mailman/private/committee/2016-June/056228.html
How will this be funded. Should the organisation take on an umbrella type role to organise events or should we invest into the new system
Needs to be some investigation on to the membership database, and see if we can find out if this investment is worthwhile for the membership. How many members are we catering for? MemberDB states 3447 members but do we have these members? What is the most cost effective way to cater for the membership.
Proposal to council. For the membership team to investigate mailchimp options and what it will cost to do the quick poll.
ACTION: Kathy to take this back to the membership committee.
UPDATE 2nd August - MailChimp email has gone out, latest results are about 85.6% of respondents - 856 out of 2933 - wish to remain members.

FOR DISCUSSION: Is this approach (see Kathy’s email) appropriate?
http://lists.linux.org.au/mailman/private/committee/2016-July/056470.html

UPDATE as of 24th August - a second round of MailChimp email has gone out - ostensibly to those who didn’t respond the first time. Some feedback rec’d that people have rec’d two emails - likely to be duplicate membership entries under different email addresses.
FOR DISCUSSION on next actions

ACTION: Josh H and Tony to assess an appropriate amount to transfer funds back from NZ to Australia.
High Priority. Tony to update Action Register
UPDATE: still blocked by getting access to the NZ accounts.
UPDATE: Tony still attempting to engage with the bank
There is an outstanding amount for the Ellis’ that needs to be sorted.
To be sorted by Tony.
ACTION: Kathy to chase where this has got to.

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

Standing item: review activities list for new items
https://github.com/linuxaustralia/constitution_and_policies/blob/master/activities-calendar.md

Informal request to Hugh from Ben Dechrai BuzzConf https://buzzconf.io/sponsor-buzzconf-2016/ asking if LA would consider sponsoring. Have said would float informally with Council in first instance.
Very much in the Linux Australia.
Excellent atmosphere.
It is not an open source event. Semi-corporate presenters.
There are no issues with the integrity or running of the event just not sure that LA should be sponsoring the event because it's not open source focussed.
IF buzzconf was to subscribe to the more open source of the way of things. It is more of a case of needing corporate sponsorship.
It is worth exploring further
Logo/visibility and what options are available etc. It would be worthwhile looking at numbers on what things we could provide.
ACTION: Hugh to have a chat with Ben
UPDATE: In Progress - Hugh to review action items from F2F re amount and go from there.
ACTION: Kathy to ping Ben

Event Updates:
LCA2017 update
Acceptances have gone out.
LCA2018 update
Numbers are are a bit high budget wise./ Hugh to double check the number
LCA2019 update
ACTION on Hugh to get LCA2019 bid inspection underway. General discussion that it is financially worth doing an inspection. Hugh to get broader opinions and input from Council re: viability of having LCA at the bid location at next Council meeting.
PyConAU update

Drupal South Gold Coast 2016

GovHack

JoomlaDay

DrupalGov

WordCamp Sunshine Coast 2016

WordCamp Sydney 2016
Likely to run at a minor loss.
CiviCRM 2017 interested in aligning with LA
Nil
5. Items for noting
Sae Ra is going through a PD writing process for the Secretarial role. Also talking with the Admin team to briefly bring back the wiki so that we can extract the other PDs.
6. Other business
Hugh will be OS for the next 5 weeks
Subcommittee for advice
Increased communication between Council and Admin Team.
Removal of Francois as an LA Credit Card holder
Backstory: Sae Ra has received a letter in the LA Mailbox addressed to John Ferlito with a credit card for Francois

GovHack NZ - budgeting - budgeting for GovHack has been difficult, with expenses (ie sending people to Red Carpet Awards) that was not made clear earlier in the process.
ACTION: Cherie to send formal email to Council outlining issue and $ amount involved

Carried Over from Previous Minutes
Linux Australia as charity funds funnel?
It’s been raised that it would be nice to have Linux Australia (or something else?) as a local, tax deductible vessel via which Australian could donate directly to, for example, the Software Freedom Conservancy.
ACTION: Kathy to reach out to Jon, and try to partner with EFA in regards to Tax Deductible donations. Kathy to respond to the digital rights campaign email.
Kathy to reach out in a couple of weeks time.

New Other Business
7. Other business carried from previous Council
ACTION: Cherie to review Minutes from F2F and add to next meeting agenda if further discussion required.