OFFICE SYSTEM ADMINISTRATOR

We’re looking for someone who can come and help streamline the support and maintenance of all our office systems - ensuring availability and access to all staff to get their work done!

Historically very much an open source based organisation, so someone who has a good grounding in all things Linux would be a good place to start.

We are primarily a software engineering organisation, so most staff don’t need much help, but if they do, it’s generally going to be something worth getting to the bottom of. So some skills in navigating Mac, Windows and Linux on the desktop would also be useful.

We are a relatively small organisation so you will be working with and helping all staff. This means potentially helping the big boss, so a professionalism, a sensitivity and clear communication are all key personal attributes.

The role is autonomous such that the individual will need to prioritise their work and be capable of seeing a need or an opportunity for improvement, taking action and getting the job done. A display of initiative will go a long way.

Automation is a great approach to any problem. It’s expected the individual will have not only the ability to identify such opportunities, but the skills to solve using their scripting language of choice - bash, perl, python, ruby….

And finally AWS is very much in our genes. Experience with AWS would go a long way, however if not, a willingness to learn would be supported.

Interested and feel you have the right skills and experience? Submit your resume to: alison.brown@rozettatechnology.com

Please note only shortlisted candidates will be contacted.

ALL RECRUITMENT IS MANAGED INTERNALLY – no agency contacts thank you.

The Linux Foundation Infrastructure team is looking for an experienced Sysops Engineer to improve and expand the infrastructure we provide to our growing number of projects. They will be focused on automating infrastructure management, by migrating infrastructure to code, using configuration management tools, and building scalable cloud infrastructure. Aspects of this role are customer facing and will include support requests from the project community, with a focus on process management, automation, and helping us streamline request management. They will also participate in a “follow-the-sun” on-call rotation.

This role can be located anywhere in Australia.

Apply Here: https://jobs.lever.co/linuxfoundation.org/b816d0e4-32f5-4b7f-a36c-38c322c568ba

Job Description:

- High- and detailed-level design of complex geophysical processing software.
- Implementation, testing, and maintenance of software in Java and/or C.
- Inspection and maintenance of software written by other members of the team.
- Learning basic geophysics, common industry workflows, and terminology.
- Supporting the company's service divisions, who use the products you create.
- Providing and receiving regular, constructive feedback to and from your peers.
- Collaborating on priority and scheduling for rapid product iterations.
- Acting as mentor for an exceptional intern or junior developer.
- Complying with the Company's HSE regulations and policy.
- Cooperating with supervisory and management personnel to ensure the Company's safety responsibilities are fulfilled.

Kindly send us your CV at recruitment@dug.com

Our software development team play a pivotal role in our success, from creating optimised imaging software for our high performance compute clusters, to developing innovative visualisations and task-focused user interfaces for emerging customer requirements.

We’re looking for software developers to join our efforts to develop the next generation of seismic processing and interpretation applications; developers who are keen to learn new domain knowledge, tools, and techniques, and then extend these into innovative ideas of their own.

As a Senior Desktop Application Developer, you’ll work with a small team of energetic problem solvers on ambitious software challenges. You’ll use our agile continuous integration process to rapidly deploy advanced features to internal users, while also meeting production schedules for stable releases to external clients. Your enthusiasm for learning will enable you to implement complex features in Java and/or C, and employ your design smarts on new user interfaces, APIs, high performance computing and cluster data challenges. You’ll be highly prized for the breadth of geophysical knowledge you’re building as you solve challenging software problems for your users. When submitting your application, you’ll have shown you read this job description in its entirety by including ‘Shibboleth’ in your cover letter.

Your tasks:
• high- and detailed-level design of complex geophysical software,
• implementation, testing, and maintenance of software in Java and/or C,
• inspection and maintenance of software written by other members of the team,
• becoming conversant in basic geophysics and petrophysics, common industry workflows, unique DUG algorithms, and competitors' technologies,
• acting as 3rd-level technical support, for otherwise-unresolvable customer issues,
• supporting internal users in the company's service divisions, often involving critical, time-sensitive issues,
• providing and receiving regular, constructive feedback to and from your peers,
• collaborating on priority and scheduling for rapid product iterations,
• acting as mentor for an exceptional intern or junior developer.

Required:
• demonstrated expert-level skills as a software developer in C, C++, and/or Java,
• a history of advanced work in some of our major focus areas, such as 3D visualisation, data management and I/O performance, human/computer interaction, highly-parallel computing, or numerical processing,
• excellent written and spoken business and technical English, suitable for working directly with customers,
• impeccable professional references or a recognisable shibboleth.

(We suggest that most people require at least 10-15 years of serious programming, either for fun, at school, or at work, to reach this level.)

Compensation
An attractive salary will be negotiated based on skills and experience.

Kindly send us your CV at recruitment@dug.com

DownUnder GeoSolutions is an innovative geosciences company with a diverse range of capabilities. Our products and services are at the cutting edge of exploration and production services to the global oil and gas industry.

We operate three world-class supercomputer clusters totaling nearly 30 petaflops, running a large suite of custom scientific applications. The research and development team of mathematicians, geophysicists, and software engineers are responsible for creating and maintaining this suite of signal-processing and subsurface imaging tools.

We’re looking for talented low-level software developers who are keen to apply their skills to a new scientific domain. We operate a mixed Java / C / C++ environment and make heavy use of the Intel Xeon Phi, with its high memory bandwidth and AVX-512 instruction set.

You'll leverage your experience to determine when it's worth it to operate in C, to decide when there's value in hand-vectorising, and when it's a waste of time. When submitting your application, you'll show that you have an attention to detail by including ‘Shibboleth’ in your cover letter.

Your tasks:
• high- and detailed-level design of complex geophysical processing software,
• implementation, testing, and maintenance of software in Java and/or C,
• inspection and maintenance of software written by other members of the team,
• learning basic geophysics, common industry workflows, and terminology,
• supporting the company's service divisions, who use the products you create,
• providing and receiving regular, constructive feedback to and from your peers,
• collaborating on priority and scheduling for rapid product iterations,
• acting as mentor for an exceptional intern or junior developer.

Required:
• demonstrated expert-level skills as a software developer in C or C++ (if you also have Java expertise, so much the better)
• demonstrated abilities in low-level performance optimisation (you should be comfortable having an in-depth conversation about concepts such as threading, concurrency, vectorisation, memory alignment, loop unrolling, etc.)
• a history of advanced work in some of our major focus areas, such as data management, large I/O, highly-parallel computing, or numerical processing (in another industry is fine; we're interested in the "how", not the "why")
• excellent written and spoken business and technical English, suitable for working directly with end-users
• familiarity with version control, bug tracking, code review, &c. systems (Git skills are a plus, but not required)
• impeccable professional references or a recognisable shibboleth

(We expect that most people require at least 10 - 15 years of serious programming, either for fun, at school, or at work, to reach this level.)

Compensation
An attractive salary will be negotiated based on skills and experience.

Kindly send us your CV at recruitment@dug.com

Part time entry level role for student or someone seeking transition back into the workforce.
(expected option to convert to full-time).
Most desktops are Windows :(
However, almost all backend services are Linux based (mostly Debian).
We use Samba4 instead of Windows for AD.
Around 250 users, including satellite offices.
Candidate should have experience with some of the following:
- Debian
- CISCO
- oVirt/KVM
- pfSense
- VMware
- Jenkins, Gerrit, GitLab, JIRA
- Experience supporting users
- Windows

We are very open source friendly, and there is a tendency to rely on in-house skills and open source tools rather than bloatware "enterprise" solutions.
It's mostly marketing fluff, but you can checkout our website here:
www.planetinnovation.com.au
And apply here:
https://www.seek.com.au/job/36165078
(I know it does not mention Linux - HR did not get the right info).
Send something to:
linuxjob@planetinnovation.com.au
If you are having trouble with Seek.
Please get your applications in quickly - better a Resume and a quick email than waiting a couple of days for a perfect cover letter.

Let me know if you have any questions.

Our client is an innovative technology company gaining international traction for their successful wearables. They are at a critical point in their evolution where they are beginning to work on the next version of their successful product.

They are seeking a Embedded Software Engineers with Linux Kernel development experience, to assist in taking its cutting-edge product through the next iteration. The successful candidate will be working with other members of the multidiscipline engineering team including other software, FPGA and hardware designers to meet their technical goals.

Responsibilities:

Designing, developing, coding, testing and debugging Linux system software for custom embedded Linux hardware
Linux kernel level driver development
Assisting the hardware and programmable logic teams with board bring up
Integrate and validate new designs
Develop and maintain technical documentation
Education and Experience:

A degree level qualification in Engineering or related discipline
Proven experience in embedded design and development
Solid programming experience with C or C++ under Linux or Android.
Linux kernel development experience
Excellent knowledge of OS coding techniques, IP protocols, interfaces and hardware subsystems
Experience with communications protocols highly desirable.
For more information please contact Jodie O'Keefe of Smart Technology Recruitment on 0419 749 400 or email jodie@smarttechnologyrecruitment.com.au

Role Description - Linux Solution Engineer

We are looking for a Systems Engineer to join our team to play a critical role in the successful delivery of customer hosting solutions from a technical perspective. You will be collaborating with DevOps, HostOps, Solution Architects and technical consultants to ensure the success of your solutions.

Ideally, you are already an experienced Linux Systems Engineer or Administrator that has worked within hosting or data centre environments that has a strong grasp on virtualization technology such as VMware as well as a solid background working with Red Hat Linux within a sensitive production environment.

As this role has diverse technical requirements you will ideally also have sound knowledge of network infrastructures such as Cisco or Juniper as well as security appliances such as Fortigate and F5.

As you will be a key part in delivering customer solutions you will also need to understand project management and participate in the technical project management processes such as solution documentation, low-level design, project updates and much more.

We care deeply about our customers and so should you! as part of this role, you will play a critical role in actioning technical requests for our customers and will need to meet and exceed our SLAs.

This role shouldn't be your first customer-facing rodeo so we're looking for someone that's got at least 4 years experience in a systems engineering role that has worked directly with customers.

Key Capabilities:
Great communication Skills
Applies structure and logic when troubleshooting
Good judgment to make decisions, especially under pressure
Keeps cool in all situations
Can work autonomously and has the initiative
You are a continuous learner
You take pride in your work and pay attention to detail, you also don't like leaving technical debt behind

Qualifications:
A Bachelor Degree or similar
ITIL Certified
CCNA or similar
RHCSA
Fortinet NSW or F5 Administrator

Due to baseline Government clearance, you must be an Australian Citizen to be considered for this role.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Contact: dylan@whitebaysearch.com

Base3 Cloud is an established Perth based cloud computing provider (since 2007).

We need an expert in Linux/KVM/CEPH to administer our Cloud Infrastructure.

Duties will include administering current infrastructure, maintenance, updates, ensuring up-times, plus a lot more.

Experience essential.

If this interests you, please shoot me an email about your skills & experience and I can give you a call to organize catching up in person for a more in-depth discussion.

My email address is ricku@base3.com.au

HSD is a growing ITC consultancy located in Nunawading, Victoria. We specialize in providing software development and consultancy services, mainly to the government sector.

THE ROLE
We are currently seeking a graduate software engineer to complement our development team. In this position, you will be responsible for development of robust, scalable systems under the direction of senior developers and architects.

The team you will be working in is responsible for the ongoing development and support of HSD’s IP Forensics line of networking systems and services.

HSD provides a friendly, supportive work environment, where you will have the opportunity to develop your skills working alongside seasoned engineers and developers. We value mentoring and training, and offer a generous training program.

ABOUT YOU
You are a Linux/FOSS enthusiast, with a keen interest in solving “hard” networking problems and desire to develop your full-stack “chops”.

JOB DETAILS
Term of Employment - Permanent (6-month probation period)
Start Date - ASAP

HOW TO APPLY
By email to resumes@hsd.com.au

Applicants must currently hold Australian citizenship
Applicants must be willing to undertake police checks as a condition of employment.

KEY SELECTION CRITERIA
ESSENTIAL
Graduate degree in related field

Knowledge and experience of the Linux (any distro) operating system:
- Must be comfortable working from the shell

Knowledge and experience in one or more of the following programming languages:
- C/C++/Java
- Scripting languages such as UNIX Shell (Bash/Korn), Perl, Python

Sound knowledge of networking theory:
- OSI model
- Layer-2-to-6 protocols/technologies (e.g., VLAN tagging, Ethernet, IPv4/6, TCP/IP, UDP, BSD sockets, SSL/TLS)

Sound knowledge of development tools and practices:
- Build tools such as CMake, GNU make, Ant/Maven
- Revision control systems (e.g., Git)
- TDD (Test-Driven Development)

DESIRABLE
Demonstrable experience in one or more of the following areas:
Network Administration/Configuration

RHEL-based Linux distros, including:
- Kickstart (for automated installations)
- rpm (Red Hat Package Manager)
- YUM (Yellowdog Update Modifier)

C/C++/Java programming frameworks/technologies, including:
- Boost C++ libraries
- Hibernate ORM
- JAX-RS, JAX-WS
- Spring

Relational database systems and SQL

Contemporary web development (e.g., JavaScript frameworks such as AngularJS, jQuery, etc.)

As a contributor to FOSS (Free and Open Source Software) projects

GENERAL
Hard working and eager to learn
Attention to detail
Good written and spoken communication
Sense of humour

Applications should address the key selection criteria in their responses.

We are looking for applications that concisely present the applicant’s relevant experience, qualifications and achievements, in a professional and compelling manner.

POSITION DESCRIPTION
Graduate Linux Network Developer
- Works under the direction of senior developers and architects
- Designs and implements robust, scalable, applications
- Writes structured and maintainable code that adheres to the prevailing programming style as directed
- Writes unit tests that exercise code and assert program correctness to improve overall quality
- Writes well documented code and contributes to external project documentation

COMMUNICATION
- Communicates project status openly and honestly to project managers
- Collaborates with team members to foster a team environment where sharing is encouraged and practiced
- Provides regular updates of work in progress, e.g., hours worked, using tools such as Jira and designated internal systems

Senior Systems Engineer – Sydney or Perth

With the opportunity to work on your own initiative, have flexibility on working hours and working from home as well as earning $120,000 - $130,000 per year at a company going through continuous global growth, this Senior Systems Engineer role is not one to miss out on.

Our client owns and develops market leading Customer Communications Management (CCM) software for globally recognized organisations within the Financial, Insurance, Travel & Tourism and Healthcare sectors to name a few to enable enterprises to take advantage of cloud technology. As a Senior Systems Engineer, you will use your technical knowledge and ability to drive the expansion of their Australian presence and work with their UK team to drive their technical support and development.

What else they can offer you:

• Flexible working hours / working from home
• Generous salary
• The opportunity to be introduced to the latest technology within an evolving SaaS environment
• Annual bonuses
• Subsidized gym membership

What they ask for in return:

Someone who would class themselves as an expert with Linux, Automation (preferably using Chef, Ansible or Puppet) and Network knowledge of TCPIP, DNS and DHCP. You will have had experience of asset management of hardware and software as well as having the technical and industry knowledge to recommend new hardware and software which can add benefit and value to the organisation. You would have also worked within ISO27001, PCI DSS, HIPPA, SOC1 and SOC2 compliance rulings.

They’re not focusing on years served, they’re looking for an expert level of technical ability. Technologies used include Linux and Windows platforms, using Dell & Cisco UCH Hardware and Xen VMWare and Amazon EC2 Virtual environments.

We expect the interview process to consist of an initial telephone discussion, followed by a face to face and technical test, however if based in Perth this could differ due to location restraints.

If you are interested in being at the forefront of a growing team in Sydney with the opportunity to take charge and enhance your technical skills and would like to see the full job description, please get in touch directly at Ashley.stephens@identifiglobal.com.

The Senior Systems Specialist, Research & Teaching Platforms, will be responsible for providing operational support and expert advice in relation to specialised computing systems used in scientific research and teaching by clients of the Faculty of Science. Those systems include computers connected to lab equipment, a large Linux desktop fleet, various application servers and other hosted platforms.

We are looking for an experienced Systems Administrator with excellent Linux administration skills for project and BAU activities. Must have automation (e.g. Puppet) and some Service Desk experience.

Established in 1853, the University of Melbourne is a leading international university with a tradition of excellence in teaching and research. The main campus in Parkville is recognised as the hub of Australia’s premier knowledge precinct comprising eight hospitals, many leading research institutes and a wide-range of knowledge-based industries. With outstanding performance in international rankings, the University is at the forefront of higher education in the Asia-Pacific region and the world.

The University employs people of outstanding calibre and offers a unique environment where staff are valued and rewarded.

Science at the University of Melbourne is the most highly ranked Faculty of Science in Australia. Science is defined by its research excellence in the physical and life sciences and is at the forefront of research addressing major societal issues from climate change to disease. Our discoveries help build an understanding of the world around us.

To apply, please go to: http://jobs.staff.unimelb.edu.au/ci/en/job/897226/senior-systems-specialist-research-teaching-platforms

Multi-national manufacturing group are in need of a Senior Systems administrator
to help grow and maintain our 100+ site network.

Company:
Sydney based organisation with clients in all parts of Australia, NZ, PNG,
Singapore and various other locations around the world, mostly in the
manufacturing space. Small but efficient IT team who support remote
infrastructure and strive to provide cost effective, reliable, integrated
solutions.
<!--break-->
Culture:
Relaxed professional culture with casual dress policy, occasional nerf
battles and a lot of good banter. Small hard working team working to automate
the day to day and evolve business process of our clients. Work with all
sorts of technology from data-centre through to on-premise systems. Within the
company, there is an emphasis on technical skills and staff are encouraged to
develop these skills via interaction with colleagues as well as the
opportunity for more formal training.

Role:
Reporting to the Infrastructure Manager, this permanent opportunity for a
Senior Linux Systems Administrator is part of a team responsible for managing
and maintaining the company’s infrastructure. Based in the Sydney CBD,
duties will include, but not be limited to:

Duties:
• Provisioning, maintaining and decommissioning of systems
• System Back-ups / restores
• Security patching
• Solution design, testing and acceptance verification
• Management of DNS servers, Web application servers & Database servers
• Network maintenance, provisioning and troubleshooting
• Various project work
• Resolution of emails/tickets re system issues – escalating where necessary
• Liaising with the in-house development team on deployments and automation
• Firewall, secure and review the vulnerability of the company network.

Most work is standard business hours but some out of hours is required from
time to time.

Successful candidates will take an active interest in the betterment of the
organisations computing system as the solution evolves. Your active
participation in discussions about technologies, best practice, solution
architecture and equipment purchase will enable you to make your mark on the
company's IT footprint and help grow the solution provided to our clients.
New challenges and requirements make this position one that never gets
monotonous.

Skills & Experience:

Solid experience is required in
• Ubuntu/Debian/RHEL/Centos
• Email technologies (Postfix/Dovecot/Courier/Cyrus)
• Storage Technologies (Netapp, FreeNAS, ZFS, NFS, iSCSI)
• Virtualisation technologies (Vmware, Xen KVM etc)
• Networking technologies ( Vlan, Openvpn, IPIP/GRE, BGP)
• Web technologies (LAMP, Bind, Passenger)
• Scripting Languages ( at least 2 of the following, Perl, Python, Ruby, Bash/Ksh/Sh/Zsh )
• Security Technologies ( fail2ban, iptables, snort etc )

Familiarisation with the following will be advantageous
• Tenable Security Centre (Nessus, Passive Vulnerability Scanner, Log Correlation Engine)
• Asterisk and VOIP
• Monitoring Systems (Nagios, Munin, Smokeping)
• Package Management (Debs, RPM Building)
• ELK Stack

Also
• Minimum of 3 years experience in a Sys Admin roll in a predominantly Linux environment
• Automation/Sysops approach to configuration management/system management
• Good written / verbal skills
• Previous experience on Helpdesk is a plus

Why you’d want this role:

If you like playing with new technologies, working with a team of of people
who look for the right technology fit and not just do things because "the
market is doing it", and if you are a technologist, this job is for you. On
top of project work, we also encourage you to learn about new technologies
with a view of the possibility of making life easier for the team.

Interested?

Send your resume to linux-au-jobs@kgpl.com with links to any projects / blog
posts / git repo of yours that may be of interest to us.

The Role
We are currently seeking a junior (Linux) systems administrator & support representative to complement our team. In this position, you will be responsible for development & implementation of robust, scalable systems under the direction of senior developers and devops.

The team you will be working in is responsible for the ongoing development and support of PAM's products.

PAM provides a friendly, supportive work environment where you will have the opportunity to develop your skills working alongside seasoned engineers and developers. You can find out more here https://pam.co

About You
You are a Linux/FOSS enthusiast with a keen interest in solving the various problems that come our way coupled with a desire to develop yourself in other technologies.

Job Details
You will be building and refining systems that make use of Linux and Android; administering our AWS infrastructure, supporting our platforms, meeting clients for site installs and demos, and of course you'll need to write nice documentation. A very small part of the role will also involve some basic desktop support.

How to Apply
Send an email with your resume to jobs@pam.co with a cover letter.

Key Selection Criteria
Essential
Able to build and administer a Linux server remotely via the shell
Able to diagnose networking issues (OSI model, TCP handshake)
Able to collaborate with team members to foster a team environment where sharing in encouraged and practised
Familiarity with the AWS console
Eager to learn
Well spoken and written English, and the ability to comfortably interact with clients face-to-face
Familiarity with the Atlassian stack (Jira, Confluence)
Desired
Experience building AWS infrastructure as code - eg CloudFormation, Terraform
Automation technologies - Ansible
Remote management of thousands of Android devices
Git branching and merging
Jira & Confluence administration

Remuneration
Commensurate on experience.

https://jobs.csiro.au/job/Perth,-WA-System-Support-Officer/515954200/

Pawsey’s Supercomputing Team is responsible for configuring the infrastructure to fulfil the needs of the Australian research community and to engage with that community to make best use of the infrastructure. The incumbent, as part of this highly skilled team of professional specialists and system administrators, will ensure that Pawsey’s high performance computing resources and related services meet its service expectations. This role provides an environment to use and expand your technical and communications skills to prepare you for the career development opportunities available within Pawsey, CSIRO and other National and International supercomputing centres.
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The Opportunity

* Add value through your efficient and effective technical support
* Flexible working arrangements - talk to us how it may be flexible for you
* Join CSIRO - Australia’s premier science and technology research organisation

The Position

Pawsey’s Supercomputing Team is responsible for configuring the infrastructure to fulfil the needs of the Australian research community and to engage with that community to make best use of the infrastructure. The incumbent, as part of this highly skilled team of professional specialists and system administrators, will ensure that Pawsey’s high performance computing resources and related services meet its service expectations. This role provides an environment to use and expand your technical and communications skills to prepare you for the career development opportunities available within Pawsey, CSIRO and other National and International supercomputing centres.

CSIRO offers flexible work arrangements. This role can be full time or part time and we can accommodate different start and finish times across the team. For more details on CSIRO’s “Balance” initiative see the CSIRO website.

Your duties will include

* Provide systems support for operation of Pawsey supercomputing infrastructure, including but not limited to flagship supercomputers, high performance Linux clusters and fast parallel filesystems as well as supporting systems.
* Assist in the maintenance on Pawsey supercomputing infrastructure, including liaising with key stakeholders regarding timing and scope of maintenance.
* Undertake problem solving for systems and workflows for single node systems up to thousands of parallel nodes.

Location: Kensington WA
Salary: AU $62k - AU $79k plus up to 15.4% superannuation
Tenure: Indefinite
Reference: 59047

To be successful you will need

* Tertiary qualification in Science, Engineering, Computer Science or Information Technology or another relevant field or equivalent experience.
* Significant experience in the administration Linux/Unix systems.
* Demonstrated success in in managing computer systems in a research or operational environment.
* Excellent verbal and written communication skills, and ability to use these skills to engage effectively with colleagues and clients.
* The ability to work effectively independently and as part of a team under the general guidance of Senior Technical Staff.

We’re working hard to recruit diverse people and ensure all our people feel supported to do their best work and empowered to let their ideas flourish.

Pre-Requisite/Eligibility

Tertiary qualification in science, engineering, computer science or information technology or another relevant field or equivalent experience.

To apply, visit https://jobs.csiro.au/job/Perth,-WA-System-Support-Officer/515954200/

Applications Close

30 Nov 2018

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

• 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

2041 close

The post Council Meeting Thursday 27th September 2018 – Minutes appeared first on Linux Australia.

Council Agenda Thursday 11 October 2018

1. Meeting overview and key information

Present

Kathy, Russell, Cameron, Sae Ra, Cherie

Apologies:

Hugh, James

Meeting opened at 1936  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.
  • Second letter is going out tomorrow.
• PSF correspondence:
  • PSF bringing into line in terms of copyrights and trademarks. They have come back with very easy to meet requirements. Just letting them know that it’s a not for profit conference.
    • ACTION: We need to make sure that information is passed on to PyCon2019 team
      • PSF require a statement each time. Make this part of PyConAU induction process.
      • We are likely to be scrutinised more heavily due to having to report back to organisations eg Drupal for DrupalSouth and DrupalGov, WordPress etc

General correspondence and items for noting

• 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.
  • Nothing more but leaving on the agenda.
  • Will be removed from the next agenda.

• 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.
  • ACTION: Kathy to add this to her annual report list that has been started.

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.
  • ACTION: Kathy to do a call for action items
  • ACTION: Sae Ra to create a spreadsheet/document to keep list of nominations.
  • Get the BAS done, Russell to contact the auditor
  • ACTION: Russell to follow the money trail. TasmaNet

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • ACTION: Cherie to update the spreadsheet of non-subcommittee
  • 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.
• Membership platform:
  • 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
  • Training on saturday will cover membership and mailing lists.
    • ACTION: Email to everyone to remind people that it’s on saturday.

• 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.
    • Kathy now has access to the Linux Australia Youtube Account. Everything is now updated with rebranding

• 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.
      • Agileware Grant for testing and UX
      • http://lists.linux.org.au/pipermail/grants/2018-September/000053.html
        • MOTION: By Sae Ra Germaine that Linux Australia approves the $3,300 Unit Testing grant request
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention
        • MOTION By Sae Ra Germaine that Linux Australia looks to co-fund the UX part of the grants budget
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention.
          • ACTION: Kathy to communicate this with AgileWare

• 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.
    • Leaving on the agenda. Until this becomes an issue.

• 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
  • ACTION: Sae Ra to make sure Kathy does her action items

• 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
  • 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.
    • 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
      • Meeting to be arranged between James and Cherie.

• 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.
      • ACTION: Russell to draft an email to David, Richard etc about 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. Need to pass this on to Steve. ACTION: Sae Ra to check with steve how this should be posted.
  • Post Event report is also required.
  • Couple of budget items to reimburse on. Refunds for a couple of people and not sure what to do with this.

• LCA2019

• • • 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
    • Rego has opened. Mini-conf call for papers is also open.
    • Calls have been arranged to check to see how it’s all going.
    • At the moment they are unable to authorise anything. Russell is reluctant to let them have it when there is only one person to have it. Andrew has offered but has gone AWOL.
      • ACTION: Cherie to contact Andrew directly and re-iterate that this needs to be done and immediately. STAT! Feisty Cherie!
      • One member of the team has left. Steven has reached out to the usual places to get someone else in.
      • ACTION: Cherie to offer up the template for comms. It is definitely worthwhile looking into getting someone even if it needs to be contracted out.
  • 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 regarding WTF?
    • 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!
  • A report for our AGM is required.

• 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.
    • PERSON has been absent but is back now.
    • They are asking us to pay a $5,990.38 venue deposit ().  They have to ask us to do it as they don’t have a treasurer yet, and haven’t done the induction.
    • MOTION: Russell Stuart to pay the venue on behalf of LCA2020
      • Seconded by Sae Ra Germaine
      • Carried.

• 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.
    • ACTION: Kathy to include healthHack in the annual report.

• 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.
    • ACTION: Kathy to followup for a post-event report.

• 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
    • 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
    • Done

• WordCamp Sydney 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Melbourne is looking possible
  • Conversations are happening. Nothing to report.

• 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.
    • Happened. GO TREASURER! Geez they are good.
    • ACTION: Russell to provide with access.

• Drupal South Hobart 2019
  • Proposal & Budget has been received from Owen Laandsbury (Treasurer, DrupalSouth 2018) for DrupalSouth 2019 to be held in Hobart run by Campbell Tilley (Director) and Si Hobbs (Treasurer).
  • The need to make a $2K venue deposit by Friday  2018-10- 12 (tomorrow).
  • 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 RUSSELL STUART That Linux Australia accepts the proposal for the DrupalSouth 2019 conference  submitted by Campbell Tilley (Director) and Si Hobbs (Treasurer).
      • Seconded: SAE RA GERMAINE
      • Motion Passed
      • ACTION: Russell to pay the venue
      • ACTION: RUSSELL To go back to them all

5. Items for noting

• Please refer to Action Items list for more items.
  • https://docs.google.com/spreadsheets/d/1hud62ZDm3o7A-wSBbIXgTo644b9j8pUlKJbL6sTq9tM/edit#gid=0
  • 8 meetings left!!!!!!!!
  • Think about whether you’re nominating for next year
    

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.
• Can the treasurer sign the Stripe agreement?
  • Stripe’s policy is to only give this rate to charities etc. But we are an exception. We should thank them at the closing ceremony of each of the conferences that use Stripe.

7. Backburner

8. In camera

One item was discussed in camera

GIN TIME!!!!!!

2046 close

The post Council Meeting Thursday 11th October 2018 – Minutes appeared first on Linux Australia.

Council Agenda Thursday 25 October 2018

1. Meeting overview and key information

Present

Mon Kathma, Sith VP, Secretary Droid, Linux Australia Council, cherie

Apologies:

James Polley, hugh

Meeting opened at 1934 by Kathy and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• MOTION BY SAE RA GERMAINE that Linux Australia cancel the GovHack Xero instance.  It’s costing us about $700 / yr and we don’t use it.

SECONDED: Russell Stuart
Caried

Not cancelled as yet, but once russell has recovered from being booted he will cancel it.

• MOTION BY SAE RA GERMAINE that Linux Australia cancel the SecurePay access that we have. It’s $395 per year and we don’t use it.

SECONDED: Russell Stuart

Carried

Apparently it’s been killed. who knows?

• PSF correspondence:
  • PSF bringing into line in terms of copyrights and trademarks. They have come back with very easy to meet requirements. Just letting them know that it’s a not for profit conference.
    • ACTION: We need to make sure that information is passed on to PyCon2019 team
      • PSF require a statement each time. Make this part of PyConAU induction process.
      • We are likely to be scrutinised more heavily due to having to report back to organisations eg Drupal for DrupalSouth and DrupalGov, WordPress etc
        UPDATE: Email sent to Katie McLaughlin and Russell Keith-Magee 24th October outlining the requirements. Awaiting response.

General correspondence and items for noting

• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!
  • Still Pending.
• OSIA
  • AGM is scheduled 1st December in Canberra (roadtrip?)
    • Anyone who wants to join let Sae Ra know.
• VALA Tech Camp
  • $3,500 for the Diversity Scholarship email sent via Kathy October 18th 1714
    FOR DISCUSSION: Should we support this?
    • MOTION by Kathy Reid accepts the proposal
    • Seconded by Sae Ra Germaine
    • Carried
    • ACTION: Kathy to let Lesley know the good news.
• 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.
      FOR DISCUSSION: To discuss outcomes of this meeting run proposed budget off Council, next step is to go out to community for feedback.
    • ACTION: Kathy to hassle Agileware for an invoice for last month
    • ACTION: Russell to get that paid and sneaka sneaka it passed the accountant.
    • ACTION: Sae Ra to check the Hardware situation from Admin Team

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.
  • ACTION: Kathy to do a call for action items and Rusty Wrench DONE
  • ACTION: Sae Ra to create a spreadsheet/document to keep list of nominations.
    • Send out list of nominations to let them know who was nominated. Then send out to the team.
  • Get the BAS done, Russell to contact the auditor
    • We have to go back and beg the accountant to accept the new bill that Kathy is getting for us.
  • ACTION: Russell to follow the money trail. TasmaNet DONE!

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • ACTION: Cherie to update the spreadsheet of non-subcommittee
  • Can we OAuth from CiviCRM (Kathy)
  • Privacy Policy (Draft: Kathy, Proofing: Cameron)
  • 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.
  • 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.
• Membership platform:
  • 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
  • Training on saturday will cover membership and mailing lists.
    • ACTION: Email to everyone to remind people that it’s on saturday.

NEXT STEPS for Membership Platform: We’ve now been through the training, we need to think about go live. I’d like some volunteers to go through the content that’s there and adding / commenting on the Change Log. We also need to reach out to the Admin Team to arrange hosting on LA infrastructure.

• 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.
    • Kathy now has access to the Linux Australia Youtube Account. Everything is now updated with rebranding

• 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.
      • Agileware Grant for testing and UX
      • http://lists.linux.org.au/pipermail/grants/2018-September/000053.html
        • MOTION: By Sae Ra Germaine that Linux Australia approves the $3,300 Unit Testing grant request
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention
        • MOTION By Sae Ra Germaine that Linux Australia looks to co-fund the UX part of the grants budget
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention.
          • ACTION: Kathy to communicate this with AgileWare

• 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.
    • Leaving on the agenda. Until this becomes an issue.

• 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
  • ACTION: Sae Ra to make sure Kathy does her action items

• 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.
    UPDATe: Kathy caught up with Peter Tonoli at the auDA meeting on Tuesday, can provide a verbal briefing.
    • auDA we have it in writing to use linux.conf.au

• 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
      • Meeting to be arranged between James and Cherie.

• 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.
      • ACTION: Russell to draft an email to David, Richard etc about the % value.
      • Summary of responses: 1 response so far and was in favour.
      • ACTION: Contact Carley and Dion

• 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. Need to pass this on to Steve. ACTION: Sae Ra to check with steve how this should be posted.
  • Post Event report is also required.
  • Couple of budget items to reimburse on. Refunds for a couple of people and not sure what to do with this.

• LCA2019

• • 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
  • Rego has opened. Mini-conf call for papers is also open.
  • Calls have been arranged to check to see how it’s all going.
  • At the moment they are unable to authorise anything. Russell is reluctant to let them have it when there is only one person to have it. Andrew has offered but has gone AWOL.
    • ACTION: Cherie to contact Andrew directly and re-iterate that this needs to be done and immediately. STAT! Feisty Cherie!
    • One member of the team has left. Steven has reached out to the usual places to get someone else in.
    • ACTION: Cherie to offer up the template for comms. It is definitely worthwhile looking into getting someone even if it needs to be contracted out.
    • ACTION: Cherie to give Steven a call to ask for an update.
      • Including Keynote announcements
      • Speaker info packs
      • LCA2019 mailing list
      • It is now becoming a significant risk.
      • More social media presence
      • Good comms will halve your RT queue
• Steven feels that he needs to get his big stick out. Andrew needs to get invoices out.
• No-one else doing comms yet. Marketing student will create comms plan and carry out for minimum fee.
• Sponsorship – over $100k contracts, more to come. Should exceed budgeted sponsors target. Andrew needs to invoice.
• Keynotes: just confirmed flights for last one, asking for abstracts for promo. He has
• Ryan V was over last Wed for site visit. Futureworks (3rd party co for AV) very useful, Ryan happy with setup. He is able to keep shipping to a minimum
• Has call for volunteers ready to go out, confirming with LT, announcement ready to go out
• Speaker info pack. Speaker wrangler will get onto speaker pack.
• Mailing list TBC
• Ticket sales:118 profesional, 50 hobbyist, 5 student as of 26 October

• • 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!!!!

• UPDATE: Request from Internet Freedom Hackathon in Melbourne for financial support.

• ACTION: Kathy to go back to Robin to clarify what funds they require and what we get out of this. We need something more specific to vote for. Sponsorship prospectus?

• 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 regarding WTF?
    • 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!
  • A report for our AGM is required.
  • 2019 Budget – Much lower sponsorship, higher risk as there is an expected 20% increase of attendees but a loss at 75% occupancy.

• 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.
    • Joel has been absent but is back now.
    • They are asking us to pay a $5,990.38 venue deposit They have to ask us to do it as they don’t have a treasurer yet, and haven’t done the induction.
    • MOTION: Russell Stuart to pay the venue on behalf of LCA2020
      • Seconded by Sae Ra Germaine
      • Carried.

• 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.
    • ACTION: Kathy to include healthHack in the annual report.

• 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.
    • ACTION: Kathy to followup for a post-event report.

• 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
    • 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
    • Done

• WordCamp Sydney 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Melbourne is looking possible
  • Conversations are happening. Nothing to report.

• 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.
    • Happened. GO TREASURER! Geez they are good.
    • ACTION: Russell to provide with access.

• Drupal South Hobart 2019
  • Proposal & Budget has been received from Owen Laandsbury (Treasurer, DrupalSouth 2018) for DrupalSouth 2019 to be held in Hobart run by Campbell Tilley (Director) and Si Hobbs (Treasurer).
  • The need to make a $2K venue deposit by Friday  2018-10- 12 (tomorrow).
  • 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 RUSSELL STUART That Linux Australia accepts the proposal for the DrupalSouth 2019 conference  submitted by Campbell Tilley (Director) and Si Hobbs (Treasurer).
      • Seconded: SAE RA GERMAINE
      • Motion Passed
      • ACTION: Russell to pay the venue
      • This has been done.

5. Items for noting

• Please refer to Action Items list for more items.
  • 7 meetings left!!!!!!!!
  • Think about whether you’re nominating for next year

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.
• Can the treasurer sign the Stripe agreement?
  • Stripe’s policy is to only give this rate to charities etc. But we are an exception. We should thank them at the closing ceremony of each of the conferences that use Stripe.
  • Done, to be taken off the next Agenda

7. Backburner

8. In camera

One item was discussed in camera

GIN TIME!!!!!!

2049 close

The post Council Meeting Thursday 25th October 2018 – Minutes appeared first on Linux Australia.

Council Minutes Thursday 8 November 2018

1. Meeting overview and key information

Present

Sith VP, Obedient Droid, James Polley, Admiral Kathbar

Apologies:

Hugh Blemings

Meeting opened at 1938 by Kathy and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• PSF correspondence:
  • PSF bringing into line in terms of copyrights and trademarks. They have come back with very easy to meet requirements. Just letting them know that it’s a not for profit conference.
    • ACTION: We need to make sure that information is passed on to PyCon2019 team
      • PSF require a statement each time. Make this part of PyConAU induction process.
      • UPDATE: Email sent to Katie McLaughlin and Russell Keith-Magee 24th October outlining the requirements. Awaiting response.
        ACTION: Kathy to gather more information and respond to Katie.
• MOTION BY SAE RA GERMAINE that Linux Australia allows for the use of LA’s Zoom account for EFA’s Annual General Meeting.
  • Seconded by: Kathy Reid.
    Carried

General correspondence and items for noting

• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!
  • Still Pending.
• OSIA
  • AGM is scheduled 1st December in Canberra (roadtrip?)
    • Anyone who wants to join let Sae Ra know.
• VALA Tech Camp
  • $3,500 for the Diversity Scholarship email sent via Kathy October 18th 1714
    FOR DISCUSSION: Should we support this?
    • MOTION by Kathy Reid accepts the proposal
    • Seconded by Sae Ra Germaine
    • Carried
    • ACTION: Kathy to let Lesley know the good news.
    • Now awaiting an invoice
• 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.
      FOR DISCUSSION: To discuss outcomes of this meeting run proposed budget off Council, next step is to go out to community for feedback.
    • ACTION: Kathy to hassle Agileware for an invoice for last month
    • ACTION: Russell to get that paid and sneaka sneaka it passed the accountant.
    • ACTION: Sae Ra to check the Hardware situation from Admin Team

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.
      • ACTION: Sae Ra to send a reminder for bids.

• • ACTION: Sae Ra to create a spreadsheet/document to keep list of nominations for Rusty Wrench link below. .
    • Send out list of nominations to let them know who was nominated. Then send out to the team.
  • Get the BAS done, Russell to contact the auditor
    • We have to go back and beg the accountant to accept the new bill that Kathy is getting for us.
    • Done complete finished thumbsup thumbsup
  • ACTION: Russell to follow the money trail. TasmaNet DONE!

• Rusty Wrench Nominations
  • All available at: https://docs.google.com/spreadsheets/d/1osQ-j5iV8GTfPGBijL06XH1Q1i9oLoS2Vo0KIOf0mk0/edit?usp=sharing
  • ACTION: Kathy to send out a reminder.

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • ACTION: Cherie to update the spreadsheet of non-subcommittee
  • Can we OAuth from CiviCRM (Kathy)
  • Privacy Policy (Draft: Kathy, Proofing: 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.
    • 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.
• Membership platform:
  • 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
  • Training on saturday will cover membership and mailing lists.
    • ACTION:
    • Returning officer needs to be invited to the AGM. and to review the voting code.

NEXT STEPS for Membership Platform: We’ve now been through the training, we need to think about go live. I’d like some volunteers to go through the content that’s there and adding / commenting on the Change Log. We also need to reach out to the Admin Team to arrange hosting on LA infrastructure.

• • LA Grants Submissions:
    See related document (Grant information)
    See related information (Grant Applications)
    • 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 $$ given, caveats, requirements for reporting) note this here otherwise remove.
        • This has been deferred until we have figures
    • For Noting:
    • Grant applications to be promoted this to go onto social media
    • Grant reviews to occur next meeting
      • MOTION template: Please not that these motions to not have to pass and even if you call the motion you do not have to vote in favour.
        • MOTION BY <INSERT NAME HERE> That Linux Australia Accepts the Grant Proposal <insert proposal name here> submitted by <insert person name here>
          • Seconded:
          • Motion passed/unsuccessful
          • If there are constraints to the motion passing (eg change in conditions, amount of $$ given, caveats, requirements for reporting) note this here otherwise remove.
    • 1 Grant Submissions to review

• 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.
        • This has been paid
      • Agileware Grant for testing and UX
      • http://lists.linux.org.au/pipermail/grants/2018-September/000053.html
        • MOTION: By Sae Ra Germaine that Linux Australia approves the $3,300 Unit Testing grant request
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention
        • MOTION By Sae Ra Germaine that Linux Australia looks to co-fund the UX part of the grants budget
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention.
          • ACTION: Kathy to communicate this with AgileWare

• • MOTION by Kathy that Linux Australia sponsors Internet Freedom HackFest for $1500
    • Seconded: Sae Ra Germaine
    • Carried

• • The TimVideos Hackfest
    • Meeting about this next wednesday/thursday
    • Deliverables required. What will be delivered from the hackfest in the 7 days.

• 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.
    • Leaving on the agenda. Until this becomes an issue.

• 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
  • ACTION: Sae Ra to make sure Kathy does her action items
    • DSL needs to respond with what he needs.

• 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.
    UPDATe: Kathy caught up with Peter Tonoli at the auDA meeting on Tuesday, can provide a verbal briefing.
    • auDA we have it in writing to use linux.conf.au

• 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, can committee members check spreadsheet for errors or omissions:
    • 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
      • Meeting to be arranged between James and Cherie.

• 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.
      • ACTION: Russell to draft an email to David, Richard etc about the % value.
      • Summary of responses: 1 response so far and was in favour.
      • ACTION: Contact Carley and Dion
    • Russell has emailed a summary to all conference convenors he has a record of, asking for their opinion.
      • Now have at least one response from all conferences.  All are strongly in favour except Pycon AU, who didn’t express an opinion.
      • Action; kathy to put the wordy words together and what the implementation is etc.

• 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.
  • Application submitted
  • ACNC has responded asking for a statement of “objects and purposes” to be given to them by no later than the 15 November.
  • MOTION BY Russell Stuart  the LA formally adopts the the interim statement of objectives below, and that a motion to be put at the 2019 AGM to formally adopt this as part of the a constitution
  • Seconded:
    • Motion passed/unsuccessful
  • (russell’s) Statement of Objectives:
    • The objects for which the Organisation is established are:
      • to provide  facilitate communication of information relating to inventions, results, techniques, and governance of open source ;
      • to support the creators of open source and open source projects;
      • to support and promote the adoption of open source;
      • to support and promote awareness and understanding of open source;
      • to conduct open source advocacy with the government, business and civil society;
      • to create a network for related local and online open source communities.
    • The Organisation must pursue charitable purposes only and must apply its income in promoting those purposes.
    • The Organisation must manage payments and gifts to the Organisation and ensure that they are used to further the stated objects of the Organisation.
    • In the event of the Organisation being wound up iits assets of the must go to a charitable entity whose objectives aren’t inconsistent with the stated objects of the Organisation.
  • MOTION by RUSSELL STUART that Linux Australia adopts the statement of objectives stated above
  • Seconded by Cameron Tudball
  • Carried with 1 abstention
  • ACTION: Russell to continue on with the DGR status.

• Event Updates:

• LCA2018 update (James)

• • Setting up an archived version of the site. Currently in progress. Need to pass this on to Steve. ACTION: Sae Ra to check with steve how this should be posted.
  • Post Event report is also required.
  • Couple of budget items to reimburse on. Refunds for a couple of people and not sure what to do with this.

• LCA2019

• • 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
  • Rego has opened. Mini-conf call for papers is also open.
  • Calls have been arranged to check to see how it’s all going.
  • At the moment they are unable to authorise anything. Russell is reluctant to let them have it when there is only one person to have it. Andrew has offered but has gone AWOL.
    • ACTION: Cherie to contact Andrew directly and re-iterate that this needs to be done and immediately. STAT! Feisty Cherie!
    • One member of the team has left. Steven has reached out to the usual places to get someone else in.
    • ACTION: Cherie to offer up the template for comms. It is definitely worthwhile looking into getting someone even if it needs to be contracted out.
    • ACTION: Cherie to give Steven a call to ask for an update.
      • Including Keynote announcements
      • Speaker info packs
      • LCA2019 mailing list
      • It is now becoming a significant risk.
      • More social media presence
      • Good comms will halve your RT queue

• Steven feels that he needs to get his big stick out. Andrew needs to get invoices out.
• No-one else doing comms yet. Marketing student will create comms plan and carry out for minimum fee.
• Sponsorship – over $100k contracts, more to come. Should exceed budgeted sponsors target. Andrew needs to invoice.
• Keynotes: just confirmed flights for last one, asking for abstracts for promo. He has
• Ryan V was over last Wed for site visit. Futureworks (3rd party co for AV) very useful, Ryan happy with setup. He is able to keep shipping to a minimum
• Has call for volunteers ready to go out, confirming with LT, announcement ready to go out
• Speaker info pack. Speaker wrangler will get onto speaker pack.
• Mailing list TBC
• Ticket sales:118 profesional, 50 hobbyist, 5 student as of 26 October
• Current ticket sales are good. Ryan and TimsVideos are doing the videos again.
• ACTION: James to look at what there is left banner-wise in storage.
• Process for older-kids and childcare
• Suse are are also sponsoring

• • 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!!!!

• UPDATE: Request from Internet Freedom Hackathon in Melbourne for financial support.

• Kathy to arrange invoicing.

• 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 regarding WTF?
    • 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!
  • A report for our AGM is required.
  • 2019 Budget – Much lower sponsorship, higher risk as there is an expected 20% increase of attendees but a loss at 75% occupancy
  • ACTION: Kathy to email Katie

• LCA2020

• • Team has been officially notified they are the winning bid.
  • It is looking like core Team member Clinton will be moving to Melbourne for work.
  • Joel has been absent but is back now.
  • They are asking us to pay a $5,990.38 venue deposit   They have to ask us to do it as they don’t have a treasurer yet, and haven’t done the induction.
  • MOTION: Russell Stuart to pay the venue on behalf of LCA2020
    • Seconded by Sae Ra Germaine
    • Carried.
  • Russell is now officially the LCA2020 treasurer.

• 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.
    • ACTION: Kathy to include healthHack in the annual report.

• 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.
    • ACTION: Kathy to followup for a post-event report.

• 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
    • 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
    • Done
  • Russell spoke with Dion (co-organiser of WordPress Australia subcommittee, treasurer of WcampBne2018) at Humbug:
    • 330 attendees.  Less than what they expected, but they are happy nonetheless.
    • He rolled off a list of at least 6 WordCamp’s they were looking at having next year.

• WordCamp Sydney 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Melbourne is looking possible
  • Conversations are happening. Nothing to report.

• 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.
    • Happened. GO TREASURER! Geez they are good.
    • ACTION: Russell to provide with access.

• Drupal South Hobart 2019
  • Proposal & Budget has been received from Owen Lansbury (Treasurer, DrupalSouth 2018) for DrupalSouth 2019 to be held in Hobart run by Campbell Tilley (Director) and Si Hobbs (Treasurer).
  • The need to make a $2K venue deposit by Friday  2018-10- 12 (tomorrow).
  • 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 RUSSELL STUART That Linux Australia accepts the proposal for the DrupalSouth 2019 conference  submitted by Campbell Tilley (Director) and Si Hobbs (Treasurer).
      • Seconded: SAE RA GERMAINE
      • Motion Passed
      • ACTION: Russell to pay the venue
      • This has been done.

5. Items for noting

• Please refer to Action Items list for more items.
  • 6 meetings left!!!!!!!!
  • Think about whether you’re nominating for next year

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
• 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.
• Drupal subcommittee proposal from Owen Lansbury.
  • MOTION BY KATHY REID  that LA accepts Owen’s proposal
  • SECONDER: Russell Stuart
  • Carried
• Our constitution doesn’t have a “Winding Up Policy” which states how  LA funds shall be distributed when it is wound up. The treasurer feels this is a major omission and should be rectified, and not just because we can’t get tax deductible status without it.
• MOTION BY Russell Stuart  That the treasurer gets a LA card, so all periodic payments can be moved to it.  He shall (if possible) tie this card to it’s own dedicated bank account, that he is responsible for reconciling.
  • Seconded: Sae Ra Germaine
  • Motion carried
• We have the Auditors Draft Accounts:

7. Backburner

8. In camera

One item was discussed in camera

2053 close

The post Council Meeting Thursday 8th November 2018 – Minutes appeared first on Linux Australia.

Council Minutes Thursday 22 November 2018

1. Meeting overview and key information

Present

Kathy, Cherie, Sae Ra, James, Russell

Apologies:

Cameron, Hugh

Meeting opened at 1934AEST by Kathy and quorum was achieved

Agenda summary – key items for discussion this agenda

2. Log of correspondence

Motions moved on list

• PSF correspondence:
  • PSF bringing into line in terms of copyrights and trademarks. They have come back with very easy to meet requirements. Just letting them know that it’s a not for profit conference.
    • ACTION: We need to make sure that information is passed on to PyCon2019 team
      • PSF require a statement each time. Make this part of PyConAU induction process.
      • UPDATE: Email sent to Katie McLaughlin and Russell Keith-Magee 24th October outlining the requirements. Awaiting response.
        • Zoom meeting – ACTION: Sae Ra to set this up.
      • ACTION: Kathy to gather more information and respond to Katie.
        • It is expected to be more correspondence. Kathy to keep this convo going.
• Call for people to see if we are ok with signing the Open Tech Institute letter
  • This has been forwarded as ok’d

General correspondence and items for noting

• Blue Hackers
  • ACTION: Russell to follow this up, still waiting for a response from Arjen
  • We are now waiting on Russell!
  • Still Pending.
• OSIA
  • AGM is scheduled 1st December in Canberra (roadtrip?)
    • Not happening anymore (roadtrip).
    • Good luck to them.
• VALA Tech Camp
  • $3,500 for the Diversity Scholarship email sent via Kathy October 18th 1714
    FOR DISCUSSION: Should we support this?
    • MOTION by Kathy Reid accepts the proposal
    • Seconded by Sae Ra Germaine
    • Carried
    • ACTION: Kathy to let Lesley know the good news.
    • Now awaiting an invoice
• 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.
      FOR DISCUSSION: To discuss outcomes of this meeting run proposed budget off Council, next step is to go out to community for feedback.
    • ACTION: Sae Ra to check the Hardware situation from Admin Team. Sae Ra to follow-up

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.
      • ACTION: Sae Ra to send a reminder for bids.

• • ACTION: Sae Ra to create a spreadsheet/document to keep list of nominations for Rusty Wrench link below. .
    • Send out list of nominations to let them know who was nominated. Then send out to the team.
  • Get the BAS done, Russell to contact the auditor
    • We have to go back and beg the accountant to accept the new bill that Kathy is getting for us.
    • Done complete finished thumbsup thumbsup
  • ACTION: Russell to follow the money trail. TasmaNet DONE!
  • ACTION: Sae Ra to send out another call for bids for LCA2021

• Rusty Wrench Nominations
  • All available at: https://docs.google.com/spreadsheets/d/1osQ-j5iV8GTfPGBijL06XH1Q1i9oLoS2Vo0KIOf0mk0/edit?usp=sharing
  • ACTION: Kathy to send out a reminder re: promotion
    • Michael Still’s nomination has been received.

• Council Face to Face #1 Follow-up
  • Check in with non event committees to get their current status (Cherie)
    • ACTION: Cherie to update the spreadsheet of non-subcommittee
  • Can we OAuth from CiviCRM (Kathy)
    • BAD KATHY
  • Privacy Policy (Draft: Kathy, Proofing: Cameron)
    • BAD KATHY
  • 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.
• Membership platform:
  • 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
  • Training on saturday will cover membership and mailing lists.
    • ACTION:
    • Returning officer needs to be invited to the AGM. and to review the voting code.
    • ACTION: Check with Steve to see if this is all good.

NEXT STEPS for Membership Platform: We’ve now been through the training, we need to think about go live. I’d like some volunteers to go through the content that’s there and adding / commenting on the Change Log. We also need to reach out to the Admin Team to arrange hosting on LA infrastructure.

• • LA Grants Submissions:
    See related document (Grant information)
    See related information (Grant Applications)
    • 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 $$ given, caveats, requirements for reporting) note this here otherwise remove.
        • This has been deferred until we have figures
    • For Noting:
    • Grant applications to be promoted this to go onto social media
    • Grant reviews to occur next meeting
      • MOTION template: Please not that these motions to not have to pass and even if you call the motion you do not have to vote in favour.
        • MOTION BY <INSERT NAME HERE> That Linux Australia Accepts the Grant Proposal <insert proposal name here> submitted by <insert person name here>
          • Seconded:
          • Motion passed/unsuccessful
          • If there are constraints to the motion passing (eg change in conditions, amount of $$ given, caveats, requirements for reporting) note this here otherwise remove.
    • 1 Grant Submissions to review

• 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.
        • This has been paid
      • Agileware Grant for testing and UX
      • http://lists.linux.org.au/pipermail/grants/2018-September/000053.html
        • MOTION: By Sae Ra Germaine that Linux Australia approves the $3,300 Unit Testing grant request
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention
        • MOTION By Sae Ra Germaine that Linux Australia looks to co-fund the UX part of the grants budget
          • Seconded by Cameron Tudball
          • Passed with 1 Abstention.
          • ACTION: Kathy to communicate this with AgileWare

• • MOTION by Kathy that Linux Australia sponsors Internet Freedom HackFest for $1500
    • Seconded: Sae Ra Germaine
    • Carried
    • Update: Received the invoice for this. Invoice has now been paid and put into Xero and reconciled.

• • The TimVideos Hackfest
    • Meeting about this next wednesday/thursday
    • Deliverables required. What will be delivered from the hackfest in the 7 days.
    • Decision 1: What do we do with the proposal that is in front of us.
      • MOTION by Kathy Reid that Linux Australia accepts the grant proposal for up to $6000
      • Seconded James
      • Carried
    • Decision 2:
    • MOTION by Kathy Reid All requests for funds regarding TimsVideos hackfests either needs to be submitted by August end each year for it to be considered within the Grant year.
    • Seconded by Cherie
    • Carried
• 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.
    • Leaving on the agenda. Until this becomes an issue.

• 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
  • ACTION: Sae Ra to make sure Kathy does her action items
    • DSL needs to respond with what he needs.

• 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.
    UPDATe: Kathy caught up with Peter Tonoli at the auDA meeting on Tuesday, can provide a verbal briefing.
    • auDA we have it in writing to use linux.conf.au

• 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, can committee members check spreadsheet for errors or omissions:  Ongoing
    • ACTION: Cherie to merge the sheets together with Russell’s sheet. Thanks cherie!

• 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
      • Meeting to be arranged between James and Cherie.

• 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.
      • ACTION: Russell to draft an email to David, Richard etc about the % value.
      • Summary of responses: 1 response so far and was in favour.
      • ACTION: Contact Carley and Dion
    • Russell has emailed a summary to all conference convenors he has a record of, asking for their opinion.
      • Now have at least one response from all conferences.  All are strongly in favour except Pycon AU, who didn’t express an opinion.
      • Action; kathy to put the wordy words together and what the implementation is etc.

• 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.
  • Application submitted
  • ACNC has responded asking for a statement of “objects and purposes” to be given to them by no later than the 15 November.
  • MOTION BY Russell Stuart  the LA formally adopts the the interim statement of objectives below, and that a motion to be put at the 2019 AGM to formally adopt this as part of the a constitution
  • Seconded:
    • Motion passed/unsuccessful
  • (russell’s) Statement of Objectives:
    • The objects for which the Organisation is established are:
      • to provide  facilitate communication of information relating to inventions, results, techniques, and governance of open source ;
      • to support the creators of open source and open source projects;
      • to support and promote the adoption of open source;
      • to support and promote awareness and understanding of open source;
      • to conduct open source advocacy with the government, business and civil society;
      • to create a network for related local and online open source communities.
    • The Organisation must pursue charitable purposes only and must apply its income in promoting those purposes.
    • The Organisation must manage payments and gifts to the Organisation and ensure that they are used to further the stated objects of the Organisation.
    • In the event of the Organisation being wound up iits assets of the must go to a charitable entity whose objectives aren’t inconsistent with the stated objects of the Organisation.
  • MOTION by RUSSELL STUART that Linux Australia adopts the statement of objectives stated above
  • Seconded by Cameron Tudball
  • Carried with 1 abstention
  • ACTION: Russell to continue on with the DGR status.

• Event Updates:

• LCA2018 update (James)

• • Setting up an archived version of the site. Currently in progress. Need to pass this on to Steve. ACTION: Sae Ra to check with steve how this should be posted.
  • Post Event report is also required.
  • Couple of budget items to reimburse on. Refunds for a couple of people and not sure what to do with this.

• LCA2019

• Tickets sold (as of today):

• Professional: 233

• Hobbyist: 93

• Student: 8

• • 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
  • Rego has opened. Mini-conf call for papers is also open.
  • Calls have been arranged to check to see how it’s all going.
  • At the moment they are unable to authorise anything. Russell is reluctant to let them have it when there is only one person to have it. Andrew has offered but has gone AWOL.
    • ACTION: Cherie to contact Andrew directly and re-iterate that this needs to be done and immediately. STAT! Feisty Cherie!
    • One member of the team has left. Steven has reached out to the usual places to get someone else in.
    • ACTION: Cherie to offer up the template for comms. It is definitely worthwhile looking into getting someone even if it needs to be contracted out.
    • ACTION: Cherie to give Steven a call to ask for an update.
      • Including Keynote announcements
      • Speaker info packs
      • LCA2019 mailing list
      • It is now becoming a significant risk.
      • More social media presence
      • Good comms will halve your RT queue
• Steven feels that he needs to get his big stick out. Andrew needs to get invoices out.
• No-one else doing comms yet. Marketing student will create comms plan and carry out for minimum fee.
• Sponsorship – over $100k contracts, more to come. Should exceed budgeted sponsors target. Andrew needs to invoice.
• Keynotes: just confirmed flights for last one, asking for abstracts for promo. He has
• Ryan V was over last Wed for site visit. Futureworks (3rd party co for AV) very useful, Ryan happy with setup. He is able to keep shipping to a minimum
• Has call for volunteers ready to go out, confirming with LT, announcement ready to go out
• Speaker info pack. Speaker wrangler will get onto speaker pack.
• Mailing list TBC
• Ticket sales:118 profesional, 50 hobbyist, 5 student as of 26 October
• Current ticket sales are good. Ryan and TimsVideos are doing the videos again.
• ACTION: James to look at what there is left banner-wise in storage.
• Process for older-kids and childcare
• Suse are are also sponsoring

• • 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!!!!

• UPDATE: Request from Internet Freedom Hackathon in Melbourne for financial support.

• Kathy to arrange invoicing.

• DONE!

• 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 regarding WTF?
    • 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!
  • A report for our AGM is required. Kathy is scary! Get the end of event report to Kathy STAT!
  • 2019 Budget – Much lower sponsorship, higher risk as there is an expected 20% increase of attendees but a loss at 75% occupancy.
  • ACTION: Kathy to email Katie

• 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.
  • PERSON has been absent but is back now.
  • They are asking us to pay a $5,990.38 venue deposit ().  They have to ask us to do it as they don’t have a treasurer yet, and haven’t done the induction.
  • MOTION: Russell Stuart to pay the venue on behalf of LCA2020
    • Seconded by Sae Ra Germaine
    • Carried.
  • PERSON is now officially the LCA2020 treasurer.

• 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.
    • ACTION: Kathy to include healthHack in the annual report.

• 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.
    • ACTION: Kathy to followup for a post-event report.

• 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
    • 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
    • Done
  • Russell spoke with Dion (co-organiser of WordPress Australia subcommittee, treasurer of WcampBne2018) at Humbug:
    • 330 attendees.  Less than what they expected, but they are happy nonetheless.
    • He rolled off a list of at least 6 WordCamp’s they were looking at having next year.
  • DONE

• WordCamp Sydney 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Port Macquarie 2019
  • Has been proposed and has gone to WordCamp Central.
• WordCamp Melbourne is looking possible
  • Conversations are happening. Nothing to report.

• 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.
  • 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.
    • Happened. GO TREASURER! Geez they are good.
    • ACTION: Russell to provide with access.

• Drupal South Hobart 2019
  • Proposal & Budget has been received from Owen Lansbury (Treasurer, DrupalSouth 2018) for DrupalSouth 2019 to be held in Hobart run by Campbell Tilley (Director) and Si Hobbs (Treasurer).
  • The need to make a $2K venue deposit by Friday  2018-10- 12 (tomorrow).
  • 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 RUSSELL STUART That Linux Australia accepts the proposal for the DrupalSouth 2019 conference  submitted by Campbell Tilley (Director) and Si Hobbs (Treasurer).
      • Seconded: SAE RA GERMAINE
      • Motion Passed
      • ACTION: Russell to pay the venue
      • This has been done.

5. Items for noting

• Please refer to Action Items list for more items.
  • 5 meetings left!!!!!!!!
  • Think about whether you’re nominating for next year

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
• 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.
• Our constitution doesn’t have a “Winding Up Policy” which states how  LA funds shall be distributed when it is wound up. The treasurer feels this is a major omission and should be rectified, and not just because we can’t get tax deductible status without it.
• ACTION: Russell to do the wordy words. For the winding up policy.
• MOTION BY Russell Stuart  That the treasurer gets a LA card, so all periodic payments can be moved to it.  He shall (if possible) tie this card to it’s own dedicated bank account, that he is responsible for reconciling.
  • Seconded: Sae Ra Germaine
  • Motion carried

• We have the Auditors Draft Accounts:

7. Backburner

8. In camera

One item was discussed in camera

2100AEST close

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