Committee/Meetings/2006 12 04/

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Annodex Foundation Committee Meeting Minutes

4th December 2006, opened: 20:12, closed: 21:02 on irc #anxfnd

Secretary: Silvia Pfeiffer

Chaired by: Conrad Parker

Agenda:

0) Minutes

1) Incorporation

2) Bank Account

3) Planning the next AGM and elections

4) FOMS

5) members.annodex.org

6) status on backups

7) Other business

In Attendance:

Conrad Parker, vice-chair

James Purser, treasurer

Silvia Pfeiffer, secretary

Michael Smith, ordinary member


Absent:

Jeff Waugh, chair

Andre Pang, ordinary member

Zen Kavanagh, ordinary member


Minutes:

0) Previous Minutes:


ACTIONS:

  • Silvia to lock minutes and send to membership


1) Incorporation:

  • Silvia reported that she has incorporate the "Annodex Association Inc" with the NSW Fair Trading department on 22nd November 2006
  • our obligations are: 
 * keep up-to-date membership register
 * hold regular AGM once a year
 * manage funds
 * lodge annual statement with Office of Fair Trading at most 1 month after AGM
  • we can now consider becoming a DGR, so donations to AnxAssoc can be tax deducted
  • we can now also continue discussing with CSIRO the hand-over of the Annodex Trademark and the open documents and source code
  • Since this may happen before the AGM, we took an official vote to offer the possible empty committee position to Shane; Conrad, James and Silvia were in favor of it (Mike was absent during this topic)


2) Bank Account:

  • since we are incorporated, we can now set up a bank account
  • signatories should be James Purser and Silvia Pfeiffer; maybe later Jeff and Shane

ACTIONS:

  • James Purser to collect information on bank accounts and open account with best offer


3) Planning the next AGM and elections:

  • Date: Friday, 12th January, after FOMS at James Squire Brewhouse, leading into incorporation party
  • no extra committee meeting beforehand, so AGM will be next meeting
  • needs to be announced at minimum 2 weeks ahead

ACTIONS:

  • Conrad to announce AGM


4) FOMS:

& PayPal is set up through AnxAssoc - insurance?

  • AnxAssoc provides hosting space and the financial infrastructure through a paypal account and the new bank account
  • FOMS has to sort out public liability insurance themselves
  • we believe AnxAssoc does not require public liability insurance unless it organises public events; all meetings, even the AGM, are virtual meetings on irc


ACTIONS:'

  • Silvia to find out public liability insurance requirements
  • Silvia to hand over PayPal details to James


5) members.annodex.org:

  • we are legally required to keep an up-to-date register of our members with their particulars
  • member_man was created for that purpose, but turned off when the machine that it was hosted on, got broken into
  • if we host it on a small xen, it is isolated in case of further attacks


ACTIONS:'

  • delayed to next meeting because it requires the presence of Shane


6) status on backups:

  • Ralph Giles has taken a backup of the Annodex subversion and has offered hosting for more data


ACTIONS:

  • Conrad to create a list of machines/backup needs
  • Shane and Conrad to organise the backup scripts with Ralph


7) other business:

  • the press could be interested in the Annodex Association


ACTIONS:

  • Silvia to invite Rodney to the AGM
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