[Oceania-Board] OSGeo Oceania - Meeting Agenda/Minutes 2021-06-10
Jonah Sullivan
jonahsullivan79 at gmail.com
Thu Jun 10 20:42:23 PDT 2021
Meeting minutes can be found here
<https://docs.google.com/document/d/1pyhHWHXso-sg0WvUFm27eqKn7vqUhc_i3ZIdZsnsEPI/edit?usp=sharing>
or below.
There are a lot of actions this time around.
OSGeo Oceania - Meeting Agenda/Minutes
2021-06-10
Links
-
Google Hangout link <http://meet.google.com/wfc-bqbf-dfb>
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Actions/TO-DO
<https://docs.google.com/spreadsheets/d/1q5LufGrSZl66yroyUzz5-JsOxJBauRzZe-S1_BC36is/edit#gid=1215437381>
-
Terms of Reference
<https://docs.google.com/document/d/1KkUl-qwb2pE5OomHy-0RwKSsXJDOkFx0dpW6Dhfv624/edit>
-
Budget
<https://docs.google.com/spreadsheets/d/1LyEiskwmfqgfLScarsBQLtuTDnJ2XkRfbCEriu-M47I/edit>
-
OSGeo Oceania wiki <https://wiki.osgeo.org/wiki/Oceania>
-
Loomio <https://www.loomio.org/osgeo-oceania/>
Attendees
-
Ewen Hill
-
Edoardo Neerhut
-
Carrol Chan
-
Jonah Sullivan
-
Alex Leith
-
Dionne Hansen
-
Eli Puccioni
-
Greg Lauer
Apologies
-
Emma Hain
Agenda/notes
-
Scribe: Jonah
-
Open meeting procedures
-
Invitations are on the OO calendar
-
Agenda is public
-
Meeting not recorded (except this agenda/minutes)
-
Loomio for decisions
-
No objections to using it
-
Motions are introduced in a meeting or another forum before loomio
poll
-
outcomes of loomio polls are recorded in minutes
-
Action item review
-
Group and Committee Reports
-
Membership Working Group (Ewen)
-
New Application form has been created with some further
demographics and has been added to Loomio for discussion and
then for a
subsequent poll
-
A new slack channel called osgeo-membership-approvals has been
created
-
When new members register their interest
-
Their details are populated into the Slack channel
-
An email is sent to the approvers with just the name and
country to avoid passing significant personal and
harvestable details
through email.
-
Approvers will approve/reject/discuss potential members in Slack
-
Currently there are 18 members awaiting approval which will be
added to the Slack channel manually this weekend.
-
A change to the process to move from 100% approval to single
rejection will be circulated shortly.
-
2021 Conference (Jonah)
-
MOTION to ratify the FOSS4G SotM Oceania Conference Committee,
seconded by Eli, all approve
-
Chair (Jonah Sullivan)
-
Program Lead (vacant)
-
Sponsorship Lead (Edoardo Neerhut)
-
Finance and Budget Lead (Greg Lauer)
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Logistics and Technical Lead (Tooa Brown)
-
Design & Communication Lead (Nemaia Koto)
-
Good Mojo Lead (Eli Puccioni)
-
OSGeo Wiki page link
<https://wiki.osgeo.org/wiki/FOSS4G_SotM_Oceania_2021>
-
Logo Contest announcement will come out soon
-
Theme is undecided (any ideas?)
-
Presentation EoI form is being drafted
-
Sponsorship Prospectus
<https://docs.google.com/presentation/d/1hJs2iyVi5Dt0SHw3-OhcsQYYn-XqP6GkdXvdAwM17mI/edit?usp=sharing>
is being drafted
-
Unconfirmed date is 8-11 November to avoid the regional GIS
conference in Vanuatu 2 weeks later (any other conflicting events?)
-
SPC Director might help promote the conference
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GEO and Microsoft are sponsoring tracks at the global conference
-
ACTION: Alex to pitch SPC supporting staff participating at FOSS4G
SotM Oceania
-
Finance Committee (Alex)
-
Trying something new. Management Report June 2021
<https://go.xero.com/Reports/Report2.aspx?reportId=7c5db4a7-f080-40d0-910d-9de405b6fb52>
-
MOTION: Budget Ratification: Alex Moves to accept the proposed budget
for the next financial year (Dionne seconds)
-
Unanimous consent of members present (Greg absent)
-
Annual report will be tabled in November (for AGM)
-
Proposal: Change administration of Good Mojo Fund (includes Travel
Grant Program) as a separate fund, not a part of general revenue
-
Similar institutional structure to Microgrants Program
-
A predicated fund with a committee administering the fund
-
Currently $4,000 expense in 2020/21: the full $8,800 should be
moved to a separate fund (Alex notes that it is already separate.)
-
Topped up through donations via conference and other sponsorship
opportunities as well as ongoing support from OSGeo Oceania
-
Treasurer: the current financial system functionality is similar
to this proposal and additional funding can easily be added.
-
ACTION: Elisa to consider guidelines or a policy document with
more detail will enable any required changes to the
management of Good Mojo
/ microgrant fund.
-
We need to add the not-for-profit account to the FOSS4G G-Suite to
reduce costs
-
Enables more email addresses
-
Requires single Google Drive
-
MOTION: treasurer moves that we apply for a not-for-profit tier
for G-Suite on the foss4g-oceania.org domain. Ewen seconds. All in
favour.
-
MOTION: Treasurer (Alex) moves that Jonah Sullivan has full access to
the OSGeo Oceania Business account. Greg seconds. All in favour.
-
ACTION: Jonah to get minute signed and then get access to ANZ account
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Outreach and Comms (Dionne)
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Gained access to wordpress site (https://osgeo-oceania.org/)
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Putting in content presently
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Access granted to QGIS Sig
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Newsletter still pending, twitter posts occasionally
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Will be approaching some of you for links and info
-
Special Interest Groups
<https://docs.google.com/document/d/1VMrgjSAL01pzn8WWlUIRP8TkaNHlnu_wZIxEsgxJPRE/edit>
-
OpenStreetMap SIG (Ed)
-
Summary of the first OSM SIG Meeting
-
MOTION to ratify the OSM Steering Committee seconded by Carrol,
all in favour
-
Andrew Harvey (co-chair)
-
Philip Mallis
-
Violaine Doutreleau
-
Martin (temp)
-
Lanieta Rokotuiwakaya
-
Carrol Chan
-
Graeme Fitzpatrick
-
Edoardo Neerhut
-
OSM blog post for the OSMF
-
QGIS SIG (Emma)
-
+O could directly fund editing of OSM (such as importing
addresses) like OSGeoUK is doing
-
Andrew Harvey is currently uploading the Victorian addresses
-
ACTION: Edoardo to talk to Andrew Harvey about OO funding for
OSM edits
-
Microgrants (Eli)
-
Review activities
-
One more successful event funded (Kiribati)
-
One more request for funding (Perth)
-
Other business
-
Solvency Resolution
<https://drive.google.com/file/d/1sNUujGYdUYtb27ghRD-cwU7JphrONBfL/view?usp=sharing>
(Jonah) - gregory.lauer at gmail.com to sign
-
ASIC Annual Statement
<https://drive.google.com/file/d/1WE774H2cjK36bb6hNc3IH226Pg1Ot2c2/view?usp=sharing>
(Jonah) PAID
-
Terms of Reference
<https://docs.google.com/document/d/120LiW3g94-2y-MN3gkcbuR5wSXIhP0t6BsyuNAspFtM/edit?usp=sharing>
(Dionne)
-
Election (Jonah)
-
MOTION to endorse the same election process that was used in 2020
-
Elections 2021 Document
<https://docs.google.com/document/d/1j26oiR_FNZJM1PjMEuJSfjeaRJn72-zg9RFoDoyXMNk/edit?usp=sharing>
-
ACTION: Jonah to add motion to endorse election process to Loomio
poll for resolution in 1 week.
-
Constitution requirement: 79.1 Prior to the completion of each
financial year, the Board shall lay out a process for electing new
directors to the board, such process to be distributed to members.
-
50% of directors up for election rule: 79.2
-
We need to determine this now.
-
ACTION: Edoardo volunteers to provide written notice resign after
this term (he can run as a director again)
-
Greg, Dionne and Emma have terms ending this year, this is less
than 50% of directors.
-
Each director agrees to be on the board for 2 years.
-
A/ctions to review/*
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ACTION: Jonah to schedule meeting of Conference Committee next Friday
(21 May)
-
ACTION: Emma to query members about using wordpress site
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ACTION: Edoardo to write up university focused summary of the
microgrants opportunity [Need to complete]
-
ACTION: Eli to add question to microgrants form about how they heard
about the program
-
ACTION: Jonah to clarify members included in Solvency Resolution and
circulate for endorsement
-
ACTION: Alex to pay ASIC Annual Statement
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ACTION: Edoardo to send more information about open meetings via email.
New actions
Decisions by email
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