[Linux-aus] Minutes of Council Meeting 22nd October

Linux Australia Secretary secretary at linux.org.au
Sun Oct 26 08:49:00 EST 2014

As always, your feedback is warmly welcomed.
Kind regards,


    1. Meeting overview and key information


Joshua Hesketh, Josh Stewart, Hugh Blemings, Christopher Neugebauer, 
Francois Marier, Kathy Reid (Minutes)


Sae Ra Germaine

Meeting opened by Joshua at 1949hrs and quorum was achieved

      Key Stats

Membership stands at: 3196 members (3188 last fortnight)

Twitter followers stands at: 878 (864 last fortnight)
(list memberships haven't been updated this fortnight)

      Review last minutes and move MOTION that they be accepted

Moved by Joshua, seconded by Christopher, carried unanimously

    2. Log of correspondence

      Motions moved on list


that the draft budget as proposed by Mr FRANCOIS MARIER, Treasurer, 
which has been subject to review and amendment by Council now be 
accepted as Linux Australia's budget for the financial year 2014-2015.

SECONDED by Joshua Hesketh
CARRIED by a majority of Council on list

Budget is now in effect.

ACTION: Francois to email linux-aus mailing list to notify of new budget

      General correspondence


    Grant request from ALEX BAYLEY for Growstuff.org
    Funding campaign on Indiegogo is at about $4.5k. Open Food Web are a
    backer, whom we have previously funded. Noted that the project is an
    open source project on GitHub. The license for the project is
    AGPLv3, the data is Creative Commons SA licensed. We want to have a
    chat to the Open Food Web representatives to gauge their support for
    the project. General discussion around the amount of the grant
    request and that our proposed grants budget for 2014-2015 is $5000.
    UPDATE: No update from Open Food Web, no response received as yet
    Discussion around the best way forward.
    ACTION: Josh to discuss on linux-aus list


    Mailing list policy
    ACTION: all to read through for further discussion next meeting
    ACTION: all agreed to send to Policies mailing list for discussion,
    Kathy to action
    UPDATE: Has been sent to Policies list, some feedback received.
    Suggestions are reasonable and valuable.
    ACTION: Kathy to adopt the feedback into the draft policy and issue
    pull request to GitHub policy for further review.

    MOTION by Kathy Reid that the Mailing List policy, as discussed on
    GitHub and policy mailing list, now be adopted as a formal and
    active policy of Linux Australia
    SECONDED by Joshua
    CARRIED with one abstention

    ACTION: Kathy to make announcement to linux-aus list that policy is
    in effect.
    ACTION: Joshua to merge pull request into LA Github repo.

    3. Review of action items from previous meetings


    ACTION in progress with Admin team for 3 year spending plan for
    hardware replacement


    ACTION with Josh Hesketh to ensure 3 year server support package in
    Actions are in progress with Admin Team
    UPDATE: Admin Team have a hackfest coming up soon and this can be
    added to the agenda for the Admin Team to discuss. Generally in


    Discussion of YouTube assets raised by KATHY REID based on
    discussions with TIM ANSELL
    ACTION: Josh Stewart to work through with Tim Ansell in due course
    In progress, Josh has been working with LCA2015 team on this too.
    Awaiting access to servers to continue, but generally in progress


    ACTION: brand/logo policy needs to go on backburner


    ACTION: We need to set up a VM to enable continuous delivery for
    ACTION: Francois to chat to the LCA2015 team to identify what the
    private git repositories are being used for. James Iseppi and Joshua
    Hesketh are also key contacts in this space. DONE
    ACTION: Joshua to discuss with LCA2016 process for managing ZooKeepr
    UPDATE: In progress with admin team. LCA2016 are aware.


    ACTION: Kathy to use @linuxaustralia account to retweet @linuxconfau
    UPDATE: In progress

    4. Items for discussion


        LCA2015 update
        Everything progressing very well
        Early bird rego already 50% sold, people will need to get in early!


        LCA2016 update
        Progressing well
        ACTION: Kathy to keep Hugh informed of keynote reachout


        LCA2017 update
        Site visits locked in, some logistics still to be organised


        PyCon AU update
        No further updates at this time


        Drupal South
        No further updates at this time


        Drupal Gov
        Has occurred, in wrap up


        JoomlaDay Sydney
        Has occurred, in wrap up


        Coming up soon


        Has occurred, in wrap up

        ACTION: Joshua Hesketh to seek closure reports on closed events,
        being DrupalGov, JoomlaDay Sydney, WordCampSydney

    5. Items for noting

    6. Other business


    Rusty Wrench award 2015
    ACTION: Hugh to reach out to the past recipients to identify what
    actions are required.


    Verified by VISA program - is it worth continuing?
    DISCUSSION around the value versus cost of this program, and how
    much liability and charges this program this reduces.
    OUTCOME: Not urgent given that we've recently paid for another year
    of the program.
    ACTION: Francois to include in Treasurer's Report


    Do we still need a Risk Register? Should we put some focus on it?
    ACTION: Kathy to update Risk Register and bring back to Council for


    Noting that elections for the Council 2015 are likely to open in the
    next 10 weeks or so, Council were encouraged to give thought to
    their intentions for standing for Council next year to ensure a
    smooth transition for Council 2015, for discussion at next
    fortnight's teleconference (24 September)

    ACTION: Timeline for elections to be considered in October. Kathy to
    ensure this is placed on agenda in early October for discussion. To
    note that Clause (15)(6) of the Linux Australia Constitution states;

(6) The ballot for the election of office-bearers and ordinary committee 
members of the committee is to be conducted no more than 60 days before 
an annual general meeting or at the annual general meeting in such usual 
and proper manner as the committee may direct.

Therefore, given that the AGM is likely to be around Wednesday 14th 
January, we need to hold elections by around mid-November, ie around 7 
weeks' away.

ACTION: Configuration of election in MemberDB to be undertaken - Joshua 

ACTION: Kathy to undertake communication of election in line with 


    Merging the Debian code of conduct based on LA code of conduct upstream
    (pull request to git repo)
    DEFERRED until Francois is present as he is closer to the change
    ACTION: Council to review proposed changes
    General discussion that the proposed change around discouraging the
    use of profanity in presentations is sensible, however Council noted
    that the issue here is really enforcement - it hasn't been enforced
    previously. Discussion over the word 'requires'. Some discussion on
    whether there are any classification frameworks that may provide
    guidance here.
    ACTION: Christopher to consider wording based on Council discussion
    and propose amendments
    UPDATE has been completed, and pull request has been updated

MOTION by Francois that the amendments proposed in the pull request be 
merged   into the DebConf policy
SECONDED by Christopher Neugebauer
CARRIED unanimously

ACTION: Christopher to merged the pull request into the DebConf policy 
on the GitHub repo


    Financial year closed


        Tidy up accounts


        Follow up DSW


        New budget


        LCA2015 expense note (re mikal email)

ACTION: Francois and Joshua to tidy up accounts, in particular 
DrupalSouth Wellington to allow books to be closed.
IN PROGRESS - the accounts are close to being closed off for 2013/2014 year

ACTION: Francois to note LCA2015 expense note and action as appropriate
IN PROGRESS - finalisation expected this week


    Admin-team maintenance policy
    General discussion that a policy is required which meets needs of
    both parties - ie teams using the infrastructure are not inhibited
    and the Admin Team is not inhibited from patching, and keeping
    infrastructure up to date.
    ACTION: Kathy to liaise with Steve Walsh and offer assistance with
    policy if desired.
    UPDATE: Steve has advised a draft policy is in progress, to be
    progressed through Admin Team hack day and then brought back to
    Council for ratification.

    7. In camera

Three items were discussed in camera, including travel and attendance 
plans of Council for upcoming meetings - held in camera to protect privacy.

Meeting closed at 2027hrs

Kathy Reid
Linux Australia

secretary at linux.org.au

Linux Australia Inc
GPO Box 4788
Sydney NSW 2001

ABN 56 987 117 479

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