[H-ANNOUNCE] Minuets of 7th August exec meeting

Clinton Roy secretary at humbug.org.au
Tue Aug 10 06:58:47 EDT 2010


Here for posterity.

Executive Meeting 07/08/2010

Contents

   1. Opening
   2. Regular Agenda
         1. Accepting Previous Minutes
         2. Executive Reports
               1. Secretary's Report
               2. Treasurer's Report
                     1. Income
                     2. Expenses
                     3. Bank account status
                     4. Current financial position
                     5. Anticipated future income/expenses
               3. Vice President's Report
                     1. Required Tasks
                     2. Meeting Report
                     3. Membership Report
               4. Librarian's Report
                     1. Library
                     2. Systems
                           1. Excalibur
                           2. Tickets
                           3. Membership Database
               5. President's Report
         3. Non Executive Reports
               1. Sysadmin Team
               2. Talks Liaison
               3. Events Organiser
   3. Other Agenda Items
   4. Next Meeting
   5. Closing
   6. Uncompleted Actions

Opening

Meeting is opened at 3:00pm by Russell Stuart.

Present:

    * Russell Stuart (President)
    * Matthew Franklin (Vice President)
    * Mark Ellem (Treasurer)
    * Clinton Roy (Secretary)
    * Stephen Thomas (Librarian)
    * Greg Black (Sysadmin)
    * Matthew Franklin (Talks Liaison)
    * Matthew Franklin (Events Organiser)
    * (Ordinary Members)
    * Charles Murray
    * Daniel Devine
    * David Formosa
    * Simon Ellis

Apologies: None.

Regular Agenda

Accepting Previous Minutes

MOTION raised by Matthew to accept the previous minutes, seconded by
Russell. Passed unanimously.

Executive Reports

Secretary's Report

    * No real mail received since last exec meeting.
    * No secretary alias email received since last exec meeting.
    * The meetup.com/Humbug group has 14 members, of about half are
not already members, I need to work on making them regular members by
sending out meeting announcements and talk announcements.
    * The Meta meetings have occurred every fortnight at The Edge just
the day prior of the regular meeting. I need to work on Posters.
    * linux.conf.au has taken its toll, with little time left to
devote to other tasks.

MOTION raised by Steven to accept the report, seconded by Clinton.
Passed unanimously.

Treasurer's Report

Income

There was $40.00 from 1 new and 1 renewing membership. There was also
$0.72 of interest accrued in the period since last Exec meeting. This
makes a total income of $40.72.

Expenses

There was $326.00 for a new Linksys WRT610N router and Seagate 1TB
external USB HDD to replace the WRT54GL router which was not handing
meeting demand. This was bought shortly after the last Exec meeting
closed from UMart. Receipt has been provided and monies reimbursed.

There is an outstanding reimbursement for the PO Box renewal of
$185.00 to Clinton Roy which has not been settled since last report. I
shall endeavour to rectify this situation within the next couple of
days.

This makes expenses since last Exec meeting $326.00 in total.

Bank account status

The HUMBUG bank account balance as of 06/08/2010 is $6542.07.

Activity on the account since last meeting has consisted the interest
accrued as mentioned in income, a debit of $25.00 from a cashed cheque
to Russell Stuart to cover speaker's dinner expenses another debit of
$326 for a cheque to cover the new router plus HDD and a deposit of
$40.00 from the excess float in the cash box.

I have received from the Secretary a quarterly bank statement which
covers transactions from the last meeting period as reported prior.

Current financial position

This means for total cash reserves (cash box and account) we have
$6632.07. This puts us at $-260.28 behind total reserves as at last
Exec meeting.

As a note, the cash box currently has $90.00 in notes, $40.00 of which
will be banked.

Anticipated future income/expenses

Apart from the outstanding PO Box renewal and PO Box keys
reimbursement, I don't see any major expenses from now to the AGM in
September. In terms of income, a large amount of money will come in
from memberships at the AGM of at least around $200.00 which will be
the responsibility of a future treasurer to handle.

MOTION raised by Russell to accept the report, seconded by Matthew.
Passed unanimously.

Vice President's Report

Required Tasks

    *

      Removing Magazines From The Library: I have sent out an email to
the list asking if anyone want them. I'll give it 2 weeks and if I
haven't had an expression of interest I'll throw them away.

Meeting Report

    *

      Meeting Numbers: Approx numbers are 20 on average.

Membership Report

    *

      Numbers: We have currently 39 members of which there is 1 new
member and 1 renewing member.

MOTION raised by Matthew to accept the report, seconded by Clinton.
Passed unanimously.

Librarian's Report

Library

We have a new meeting router and external hard drive added to our
equipment list, the details and costs are outlined in the treasurer
report. The router supports USB mass storage devices and will run
DDWRT/OpenWRT. This was to address our growing traffic usage during
meetings, and will be running a caching proxy targeted at large
downloads (such as distro ISOs), to prevent them from being downloaded
multiple times.

Systems

Excalibur

Excalibur is operating normally, there have been no major changes to
access or configuration.

I have not had the time to perform a complete test restore -- I will
arrange for this to happen this sunday (8th August), and update the
mailing list with the results. This report will be ammended if there
are any problems (I don't anticipate any).

Our only major issue was our humbug.org.au domain lapsing and renewal
notices going to a dead address. This was fixed very quickly by Greg
Black and Russell Stuart.

Tickets

We have 10 currently active tickets, not much work has progressed for
this period due to everyone's low availability. No issues (bar our DNS
issue, that was dealt with too quickly to be ticketed) were left in a
critical state. Work will pick up when LCA systems stabilise.

Membership Database

As with everything else, most of our spare time has gone in to LCA
preparation, however a basic Django application has been set up, and
by the AGM we should be able to record memberships with it. Any other
features will have to wait until we collectively have more time..

MOTION raised by Steven to accept the report, seconded by Mark. Passed
unanimously.

Greg asks if Mark Suter has been reimbursed for domain delegation, it
appears he hasn't, and Russell will follow up on a request for invoice
from him.

President's Report

Committee reports submitted at the last Exec meeting:

    *

      President: done & accepted by the exec. Vice President: done &
accepted by the exec. Secretary: done & accepted by the exec.
Treasurer: done & accepted by the exec - but was late. Librarian: done
& accepted by the exec - but was late.

The "but was late" remark above reflects the committee's decision at
its 2010-Feb-06 meeting to only accept reports submitted in writing
prior to the meeting

Outstanding items from the last minutes:

    * Getting a New PO Box Key: Clinton sent out an email earlier on
today that he would organise it this morning at a cost of $6.

However, it is likely it won't be outstanding as of the next Exec
meeting as Clinton intends to get it Saturday morning.

Not much has happened since the last exec meeting. That is perhaps
because all of the Executive is on the LCA 2011 committee, and quite a
bit has been happening there. The Call For Papers been issued. The
submission period will close tomorrow, but if history is any guide
will reopen for a short period to allow the stragglers to get their
papers in.

Doing the Call For Papers turned out to be surprisingly difficult.
Actually doing the deed is bordering on trivial of course, but before
you can do that you need a working web site, which needs a working
server and DNS entries ... and so on. Thus some of you may have
noticed some of us on the LCA 2011 committee working on this during
Humbug meetings. We got it all working in the end, but a couple of
weeks late.

The next big event in the Humbug calendar is the AGM, which will be
held on the first meeting in September. The primary business will as
usual be electing the new committee for the next 12 months. I
encourage to nominate yourself and your friends for a positions on the
new committee. I will be standing for re-election.

As president I will be chairing the AGM. As usual contributions to
proceedings from members on the day will be welcome, but with one
change. If anyone wants to put a motion to alter the constitution,
that the changes and the actual text of the motion in an email to this
list at least one week prior to the AGM. This is because I believe
changes to the constitution are a fairly serious matter. The
membership needs to be given some time to consider them. Hearing it
for the first time 10 minutes before having to vote on it doesn't do
it justice.

MOTION raised by Russell to accept the report, seconded by Matthew.
Passed unanimously.

Discussion of Russell's clarification amendments of the constitution.

Non Executive Reports

Sysadmin Team

Talks Liaison

We Had one talk after the last AGM which was done by me. We should
have another this afternoon performed by David Dean about
OpenStreetMap.

Russell moves to accept, Matthew seconds. Unanimous acceptance.

Events Organiser

Nothing to report.

Other Agenda Items

Next Meeting

The next AGM meeting is the 4th of September.

Closing

Clinton asked if anyone from the floor had any other business to
cover, no one did.

The meeting was closed by Russell at 3:25pm.

Uncompleted Actions

    * Getting a New PO Box Key: Clinton sent out an email earlier on
today that he would organise it this morning at a cost of $6.

-- 
Clinton Roy
Software Engineer
Global Change Institute
University of Queensland

humbug.org.au  - Brisbane Unix Group
clintonroy.wordpress.com - Blog
flickr.com/photos/croy/ - Photos



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