Committee/Meetings/2005 12 20/

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Annodex Foundation Committee Meeting Minutes 20th Dec 2005, opened: 11:37:39, closed: 14:08:56 Secretary: Silvia Pfeiffer

Agenda:

1) Accept meeting minutes of inaugural foundation meeting

2) Membership management software

3) Format of committee meetings

4) Constitution changes

5) Steps to incorporation

6) Relationship with CSIRO

7) Relationship with developer community

8) Goals for early 2006, press release, LCA, LWE, CeBIT events

9) any other business


In Attendance:

Jeff Waugh, chair

Conrad Parker, vice-chair

James Purser, treasurer

Silvia Pfeiffer, secretary

Zen Kavanagh, ordinary member

Michael Smith, ordinary member

Andre Pang, ordinary member



1) Accept meeting minutes

Minutes of the inaugural Annodex Foundation meeting have been revised and are published http://annodex.org/wiki/Inaugural_14_12_2005.

ACTION: Silvia to lock (protect) wiki page after finalising edits


2) Membership management software

James Purser is developing a membership management software at http://members.annodex.org/.

It will manage member subscriptions and also elections. The latter is currently not working yet, but encouraging tests have confirmed that its nearly ready for subscription management. Registration is then a three step process: initial registration, email confirmation and then application approval.

Member_man will replace the currently active, interim membership management through the foundation mailing list. After a lengthy discussion it was decided that mailing list subscription and membership should be handled as separate issues. Until member_man is finalised, we retain the mailing list subscription for accepting new members.

ACTION: James to include state/province entry

ACTION: James to fix error messages from variable names to human readable names

ACTION: James to include list of mailing lists to tick subscription for during application, with "foundation" to be checked by default

ACTION: James to include a member list with names and motivations and no personal details

ACTION: James to make phone numbers optional

ACTION: James to figure out a switch-over date & announce on the mailing list


3) Format of committee meetings

We discussed whether committee meetings should be open for anyone to join, or closed, or whether there should be an open and a closed part.

Decision:

  • committee meetings are closed, but can be extended by invitation
  • irc log is closed
  • summary minutes are open
  • committee meets monthly regularly or as required
  • additional quarterly open committee meetings


4) Constitution changes

  • wiki constitution will be the authoritative version until finalising it
  • it was pointed out that the language of the goals in Part III is unclear
  • The foundation's goals are:
    • to create guiding principles,
    • to provide support for the community (e.g. co-ordinating the provision of shared services, sorting legal ownership of IP), and
    • to provide an outreach network for the community contributing to Annodex
  • the foundation is not there to make technical decisions
  • the committee may need to resolve technical conflicts though
  • there may be room for an additional release team in the future

ACTION: MikeS to rephrase some of the guiding principles and post on mailing list

ACTION: Silvia to add issues from meeting and from previous input

ACTION: everyone to discuss major changes on list

ACTION: everyone to finalise constitution at next meeting

Forgotten issue: are we sure we only want to deal with open technologies? e.g. if we wanted to create mp3 in annodex or DV in annodex?

Forgotten issue: should committee members that bring the "max 40% from one organisation" rule down through a change affiliation be required to step down from their position?

Forgotten issue: shall we require contributors to sign over copyright to the foundation?


5) Steps to incorporation:

  • finalise constitution
  • fill in form
  • register with Department of Fair Trading
  • wait and see what happens

ACTION: Silvia to fix it up after the constitution is finalised


6) Relationship with CSIRO:

  • CSIRO is a member on the Advisory Panel, free for a couple of years
  • Advisory Panel gets regular access to the committee
  • two meetings with the committee are inscribed in the constitution
  • Advisory Panel gets their own mailing list for announcements of meetings, reports etc.
  • aim of the Advisory Panel is:
    • to contribute funding
    • to contribute advice
  • no formal meetings at this time: CSIRO and Jeff and Silvia are planned to meet early in the new year
  • CSIRO intends to contribute all open source software and the Annodex trademark to the foundation, though it is not clear whether they would contribute copyright, too
  • CSIRO also currently provide in-kind server space and bandwidth
  • CSIRO's motives:
    • uptake (to get the infrastructure technology out there)
    • impact (i.e. be seen to be doing good things for Australia)
    • refocus the CSIRO Annodex team's work to research, i.e. to automatic annodexing and to extensions of the standards that can be published

ACTION: Silvia to create advisory-panel@lists.annodex.net mailing list

ACTION: Jeff & Silvia to meet with CSIRO


7) Relationship with developer community:

  • technical development is not part of the foundation's work
  • release management will be with the package maintainers for now
  • foundation can encourage regular release cycles for projects/packages
  • a technical sub-committee (e.g. release team) can later take care of release management and maintership if necessary


8) Goals for 2006, press release:

  • aim at launch of Annodex Foundation by linux.conf.au, 23rd-28th Jan, with a press release
  • Linux World Expo: Silvia is giving a talk at it; foundation can possibly share a booth with a friend organisation like LA or OSIA
  • CeBIT: CSIRO has a stall at it and we can try to have to foundation be represented on it
  • Fosdem: Mike will do some annodex promotion there
  • technical goals discussed:
    • aim at getting at least one other non-csiro/annodex related site online
    • linux.conf.au are planning to annodex the Jan 2006 conference
    • Zen wants to try to find some content owners to do annodex site

ACTION: Jeff & Silvia to discuss press release & CeBIT with CSIRO


9) Other issues:

  • Mike is planning to be in Sydney 4th/5th Feb and available for a face-to-face meeting.
  • next meeting mid January (Mike cannot make it 14-17) after Jeff has had a talk to CSIRO
Retrieved from "http://annodex.org/wiki/Committee/Meetings/2005_12_20/"
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