[H-GEN] LCA meeting minutes

matheist76 at westnet.com.au matheist76 at westnet.com.au
Mon Jun 22 01:03:49 EDT 2009


Here are the LCA meeting minutes. I'll post these the LCA section of the HUMBUG website this afternoon. See www.humbug.org.au/LcaBid/ for the further details on the Brisbane bid. 

Matt 

Time & Place: 
2009-06-13 14:15 
Social Sciences Building, UQ, Room S603. 

Present: 
Clinton Roy, Daniel Devine, Mark Ellem, Matthew Franklin, 
Russell Stuart, Shaun Nykvist, Stephen Thomas. 

Apologies: 
James Iseppi. 
James appointed Matthew as his proxy in votes. 

1. Matthew volunteered to take the minutes. 

2. Nomination of positions. Each person was asked what positions they 
would like to fill. After some discussion these positions were 
filled unopposed: 

Media & Promotion - Shaun Nykvist. 
Sponsorship - Shaun Nykvist. 
Treasurer - Mark Ellem. 
Network engineer - The "IT Team". 
Papers, speakers, keynotes - Stephen Thomas. 
Mini conferences - Clinton Roy. 
Open Day - Clinton Roy. 
Events & Dinners - Russell Stuart. 
Video - Matthew Franklin. 
Venue organisation - Shaun Nykvist. 
Web Site - The "IT Team". 
Schwag - Matthew Franklin. 

The "IT Team" consists of: 
Lead: James Iseppi. 
Members: Stephen Thomas, Daniel Devine. 

Russell Stuart and Shaun Nykvist nominated themselves for president. 
It was put to a vote. The vote was 4/3, in favour of Russell. 
Shaun abstained from the vote. As a result of a miscount we then had 
a email vote as per the suggestions of Russell Stuart which ended at 
5pm on the 15th of June. Shaun has now been voted to the position of 
President by a 5/4 vote. 



3. Russell then took over the chair of the meeting. Discussion 
then proceeded around the table, each person talking about their 
tasks, and what they would have done for the next meeting. 

Stephen Thomas 
-------------- 

Papers, speakers, keynotes: 
Stephen to look at what is involved in organising the LCA 
paper committee, and report back to the committee with a 
list of jobs that had to be done to make this happen for 
LCA 2011. Russell suggested contacting Linux Australia 
and wiki.linux.org.au/Ctte/LCA_HOWTO as starting points. 


Shaun Nykvist 
------------- 

Media & Promotion: 
Shaun to make contact with Brisbane Marketing and report 
back with where they can help us this year. Russell said 
in previous years Brisbane Marketing helped with venue 
selection, finding accommodation, paying for Linux 
Australia's inspection, and writing up bid. Russell to 
put Shaun in contact with Brisbane Marketing. 

Letters of Support. Russell said he was unsure if the 
letters of support he obtained last year had any effect 
on the outcome of the bid. He said they did have one 
unintended consequence - they promoted Humbug and LCA to 
wider community in Brisbane, and he thought this was a 
good thing. Shaun said he it sounded like a good idea 
and he would follow through with it again this year. 
Russell is to hand over the contacts he made last year 
to Shaun. 

Venue: 
Russell to put Shaun in contact QUT, and advice QUT that 
Shaun is their contact from now on. 

Clinton Roy 
----------- 

Open Day: 
Clinton said he wanted to make Open Day hardware based, 
and mentioned Arduino. Russell said he would like some 
attracting schools to Open Day; Shaun said he could help 
with this as he had strong contacts in Education circles 
in Queensland. Clinton asked about the possibility of 
speeding money on attracting schools - like buy a pile of 
Arduino's, hand them out to schools and have a competition 
based on the best project submitted to Open Day. Clinton 
to contact Arduino to see if they would be interested in 
help out in some way. 

Matthew Franklin 
---------------- 

Video: 
Matthew has already done a lot of the work required for this. 
He has investigated two options: purchasing the A/V video 
equipment, and renting it. Matthew will bring final estimates 
for both options along to the next meeting. Shaun mentioned 
that QUT already have a good A/V system. Matthew said he 
would like to inspect what is available. Russell said one 
thing he would really like to see is two video streams for the 
talk - one for the speaker / audience, and one on the slides 
only. 

Mark Ellem 
---------- 

Treasurer: 
Mark will produce a first pass template for the budget. This 
is a spreadsheet with headings and calculations, but no figures. 


Russell Stuart 
-------------- 

Venues: 
Russell said he would collect updates for all quotes obtained 
last year and present them at the next meeting for review. He 
asked that if other members had suggestions for other venues 
they email them to the list, and he would get quotes from them 
as well. Shaun said one thing that has worked well for him in 
the past was an event at a games parlour, where the games were 
free. Stephen said he had contacts at some parlours. 

4. General disscussion occured after the roles and the jobs were looked at. 
We looked at Jacinta's email (general list 1:45am June 8th). This had 
a number of important points. We disscussed her points along with a few 
others.These are: 
a. Alcohol. Some of the idea's were to do with serving entres with 
drinks. This would allow the speakers to talk while people didn't 
go hungry. Also a two bottle per table was also look at. 
b. Extra transport to events. If we might have events that require 
transport to and from the event then we thought that it would be a 
good idea to look at a shuttle bus that would take anyone that 
needed to leave early back to their rooms. This we all agreed was 
a good idea. 
c. The need to be organised. Simple things like making sure everyone 
knows where to go and what's available. This included having the 
website upto date. Having transport ready. Help books and cheat 
sheets for AV volunteers and so on. 
d. The "non-proffesional delegates session" to be made part of the 
event. Maybe have the price included in the ticket price. 

While all of these items aren't set in stone they are things that we need to 
look into. 

5. Russell asked the results of all action items generated here be 
put on the wiki, and notification posted to the LcaBid list. It 
will make the meetings go faster if everyone reads them before 
attending the next meeting. 

6. It was decided the next meeting would be again held prior to the 
Humbug meeting. That is in 2 weeks time, at 2PM Sat June 2009, 
Hawkin Engineering, Buulding 50, Room T103. 




Meeting Closed: 
15:15. 

7. In random discussions after meeting: 
a. Mark raised the idea of setting up a server farm for A/V 
transcoding. 
b. Russell suggested preparing a VM image for doing the 
transcoding, that could be handed out to people prepared 
to provide CPU cycles. 
c. AJ said most Schwag gets donated by the promoters. 
d. Matthew asked when the move of the LCA Wiki would be 
completed. Russell cringed and said "soon". 


Outstanding Action Points from this and previous Meetings 
--------------------------------------------------------- 

Clinton Roy 
1. Contact Ardunio re support of Open Day. 
Due: 2009-06-27. 

Mark Ellem 
1. Draw up template for budget spreadsheet. 
Due: 2009-06-27. 

Matthew Franklin 
1. Prepare written summarises of quotes for the two ways 
of doing the A/V: Renting and Purchasing. 
Due: 2009-06-27. 
2. Work with Shaun to review what A/V facilities are available 
at QUT, and what the cost of hiring them would be. 
Due: 2009-06-27. 

Russell Stuart 
1. Provide letter of introduction to Shaun for Brisbane Marketing. 
Due: 2009-06-27. 
2. Hand over "letters of support" info to Shaun. 
Due: 2009-06-27. 
3. Provide letter of introduction to Shaun for QUT contacts. 
Due: 2009-06-27. 
4. Collect updates for all events quotes. 

Due: 2009-06-27. 

Shaun Nykvist 
1. Make contact with Brisbane Marketing and confirm what support they 
can provide this year. 
Due: 2009-06-27. 
2. Come up with suggestions for "ways forward" in getting High 
Schools involved - who should we approach, what can we offer. 
Due: 2009-06-27. 

Stephen Thomas 
1. Find out what is involved in organising the papers committee. 
Due: 2009-06-27. 

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