====== OCLUG Board meeting ======

Date: 2013-05-28, 20:00
Location: RGB's house

===== Agenda =====
  * Committes 
    * User Group Connect
    * Volunteers
    * L3GO
  * Servers
  * Finance Report 
  * AGM, Election, Membership lists
  * Update board of directors with Govt. of Ont.
  * Other Business
  * Improving meetings
    * Presenter experience
    * Newcomers's experience
    * Meeting format review

===== Attendance =====
  * Richard Guy Briggs
  * Rob Echlin
  * Scott Murphy
  * Aaron Wilcox
  * Cody Somerville

===== Regrets =====
  * Ian Gorman
  * Mike Kenzie

===== Committees =====
  * Volunteers
    * Meeting 18:00 on May 2nd @Shopify.
    * 4-5 people showed.
    * It needs active promotion.

  * User Group Connect
    * Outstanding account to settle with Scott.  Scott insists on waiving it.
    * Outstanding invoices paid for Rob, Commissionaires, cleaners.  All paid.
    * Rob will provide a report to the OCLUG board.  Still pending.
    * The web site updates are still pending.  Scott will take care of that.

  * L3GO
    * The last meeting happened April 13th with 6 people attending (and two kids).
    * The next meeting is June 10th at Red Pepper Thai-Viet (434 Bank@Gladstone) for 18:30.

===== Servers =====
  * Mailing lists:
    * 14, many not in use, many not visible
    * this was not fully dealt with last month, new email sent to address.
      * linux
      * oclug-board
      * photography-sig
      * linux-novice -- repurpose this list for the volunteers committee
      * mailman
      * oclug -- deprecated, 1-2 messages per month
      * oclug-announce
      * oclug-events -- merge with announce
      * oclug-test
      * oclug-www
      * oclog-www-errors -- disable, redirect to oclug-www
      * offtopic -- disable
      * ottawa-school-of-it ottawa/pythian tinkpen, mcr, rthurkal -- disable
      * sysadmin

  * Following up on the April 2012 meeting, a utilities payment is due.

===== Finance Report =====
  * Nothing to report.
  * Aaron has volunteered to be treasurer.
  * An annual financial statement is overdue to the membership.
  * We need to go in to update signatories.

===== Improving meetings =====
    * Cody's observations from the last meeting presenting:
    * Presenter experience
      * nobody there to receive and orient the speaker
      * displayport vs hdmi vs vga
      * microphone consistency, headset?  mic for audience questions?  shut off ventilation?
      * bring chairs much closer to hear and see them
    * Newcomers's experience
      * greeter
      * ongoing stats (headcount)
    * Meeting format review
      * more active promotion of topics
      * breakout group pre-announcements
      * use polls a week beforehand to collect and set topics
      * have topic leaders direct the discussion
      * breakout group tracks: eg. devel, user, sysadmin, ...
      * lightning talks
      * panel discussion
    * add regular board meeting item to review future meeting topics

===== Other Business =====
  * AGM:
    * Member list was updated.  RGB will get it from Scott.
    * Cody volunteers to audit the letters patent and by-laws.
    * RGB will get copies of the letters patent and by-laws from MCR.

===== Meeting adjourned at 21:30. =====