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==== Linux Ottawa Annual General Meeting - Thursday April 7, 2022 ====

Meeting will be online via jitsi with the following link and code:

https://six.linux-ottawa.org/LinuxOttawa20220407


=== Meeting agenda ===

AGM portion:

Key business:

- election of board members

- reports on activities and finance

- discussion of priorities for Linux Ottawa activities

- discussion of group services and how to maintain them

Proxies: If you cannot participate, please send a proxy using the form
at the bottom of this email. The target number we need is 15 people/proxies.


Meeting background information.

Board: Several board members have other obligations and have decided
to step down. Tug Williams, Ian Gorman and John Nash have agreed to
stay on. That is a minimal quorum for the Board. We can definitely use
some more members to give wider experience and opinions.

Priorities for Linux Ottawa activities: It appears that the mailing list
is our most valued service and well-used. Our monthly meetings get reasonable
participation online (and previously in person). At the present, there is
uncertainty as to the wisdom of returning to in-person meetings from a health
perspective. Moreover, having set up the infrastructure for virtual meetings,
the Board has noted that arrangements for meetings are less effort than those
for in-person ones, and also cost less in financial terms.

Other activities -- for example a club distro, outreach activities -- have
had verbal support but no serious commitment of effort. Should we simply list
them as activities we will support as and when there is member buy-in?

Group services: We need volunteers -- preferably small teams -- to maintain
our services. We have a Linux Ottawa virtual server, so must maintain and
back it up. To simplify the operation, we present only our Dokuwiki instance.

Our mailing list is not fully standards-compliant. We had a member who
undertook to set up a Mailman3 list service. However, that person has stopped
communicating and we have not been able to determine the reason. With covid
and convoys, we reserve judgement pending more information. However, our
mailing list could use some work, and that will not happen without some
members stepping up to the plate.

We also welcome contributions to our monthly meetings. The format of one
or two topics with a presentation and discussion seems to work. The presentations
do not need to be from an "expert", but are points of departure for increasing
understanding of different tools or situations.


Meeting portion of the evening:

We have one talk scheduled so far. John will lead a discussion on "Video formats
and conversion” after the AGM portion is completed. There may be a second talk,
depending on available time and availability. Topic “to be determined” at this point.

<code>
-----------------------------
Proxy Instructions…
-----------------------------

Proxies can be registered by sending an email to either John Nash (john dot
nash at uottawa dot ca) or Scott Murphy (scott dot murphy at linux dash ottawa
dot org) prior to 17:00 on Wednesday, April 6, 2022 so that we have a record
prior to the election. The email should be in the form of the example in the
bylaws, replicated below:

----cut——

OTTAWA CANADA LINUX USERS GROUP Proxy Appointment

The undersigned member of the OTTAWA CANADA LINUX USERS GROUP hereby
appoints _________________________ of _________________________ or
failing in person appointed above, _________________________ of
_________________________ as the proxy of the undersigned to attend and
act at the OCLUG meeting to be held on the day of _________________________,
and at any adjournment thereof in the same manner, to the same extent and
with the same power as if the undersigned were present.

Dated this day of _________________________.

Legal name of Member: _________________________.

Email address of Member: _________________________.

—cut—

At the request of another board member to ensure the above makes sense,
the following is an example of filled out example would look something like:


OTTAWA CANADA LINUX USERS GROUP Proxy Appointment

The undersigned member of the OTTAWA CANADA LINUX USERS GROUP hereby
appoints Scott Murphy of Ottawa or failing in person appointed above,
John Nash of Ottawa as the proxy of the undersigned to attend and
act at the OCLUG meeting to be held on the day of April 9, 2020,
and at any adjournment thereof in the same manner, to the same extent and
with the same power as if the undersigned were present.

Dated this day of _April_6,_2022_.

Legal name of Member: _Tux_T._Penguin_.

Email address of Member: _tux@linux-ottawa.org_.
</code>