OCLUG Board meeting

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

• 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

• Richard Guy Briggs
• Rob Echlin
• Scott Murphy
• Aaron Wilcox
• Cody Somerville

• Ian Gorman
• Mike Kenzie

• 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.

• 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.

• 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.

• 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

• 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.