From AnnodexFoundation

Committee Meeting 19th Feb 2007, start: 18:04, end: 19:33

In attendance: Silvia Pfeiffer, Conrad Parker, James Purser, Michale Dale, Michael Smith, Jean-Marc Valin, Shane Stephens

Minutes: Shane Stephens

Agenda:

-1) Introduction to the process (what do you mean by that, jm?)

0) Review of Action items from last meeting

* James Purser to collect information on bank accounts and open account with best offer (see pt 2)
* Conrad to announce AGM (see pt 1)
* Silvia to find out public liability insurance requirements for FOMS (was covered by NICTA)
* Silvia to hand over PayPal details to James (see pt 2)
* Conrad to create a list of machines/backup needs
* Shane and Conrad to organise the backup scripts with Ralph
* Silvia to invite Rodney to the AGM (got lost in hectic)

1) AGM

* Minutes
* Obligations: president report

2) Bank Account

3) Legal Obligations

* lodge annual statement with Office of Fair Trading at most 1 month after AGM:
  FORM 12 Annual Statement by public officer with the following details:
  a) income and expenditure during last fin year
  b) assets and liabilities at the end of last fin year
  c) morgages, charges, and other securities of any description affecting any of the property at thend of last finyear

4) Membership status

* members.annodex.org
* foundation mailing list

5) Further goals for this year

* DGR (deductable gift recipient) status
* Discuss with CSIRO the hand-over of the Annodex Trademark and the open documents and source code
* move servers off CSIRO site
* more membership involvement this year

6) Other business

---

Minutes

Previous minutes / this meeting's Agenda:

---

Jean-Marc requested a recap of current status - added to the agenda by Silvia.

Current Status

---

Incorporated last year, are now an "Association" (this is different to a "Foundation" which requires a large monetary donation). The Association has a constitution, available at http://annodex.org/wiki/Constitution.

Some discussion about when the 1-year term starts and ends (1st Jan? AGM?). Decided on from AGM to AGM, with AGMs being required to occur in January. (Passed 5/0).

Review of Action Items from Last Meeting

---

• Silvia to find out public liability insurance requirements for FOMS: DONE!
• Silvia to invite Rodney to the AGM (got lost in rush)

Others deferred to relevant agenda items.

AGM --- irc transcript provided by James Purser and Mike Smith. Silvia (as outgoing Secretary) to create AGM meeting minutes.

Outgoing president did not attend AGM, so President's report given by Conrad Parker. This was delivered at the AGM but connectivity issues meant that it was quite disjointed. Conrad to mail the report out to Association members.

Suggestion to hold next AGM adjacent to FOMS, but not in a pub as this didn't work so well. Voting deferred until FOMS organisation is more solid.

• Conrad to announce AGM: DONE! (by Silvia)

Bank Accounts

---

Treasurer's report: Account opened with St George, current balance $700.22. CSIRO and CISRA still to contribute FOMS registration fees / sponsorship moneys. The account has a $10 / month account keeping fee.

Silvia pointed out that all of the money in the account, plus CSIRO and CISRA contributions, is earmarked for FOMS.

Discussion about bank charges and ways to avoid/pay them, e.g. by having a permanent minimum balance in the account, by fund raising initiatives, switching to a Credit Union, etc..

• James Purser to collect information on bank accounts and open account with best offer: DONE!
• Silvia to hand over PayPal details to James: DONE!

Legal obligations

---

Lodge annual statement with Office of Fair Trading: should be done within 1 month of the AGM, which has already passed. Requires filling in FORM 12 "Annual Statement by Public Officer" with financial details from last financial year (i.e. mid 05 to mid 06).

Membership status

---

We need to keep a full register of members, including contacts. A mailing list is not enough to do this with, but members.annodex.org is not currently running due to security issues.

Discussion about the merits of manual vs. automatic lists, or adding the information to the mailing list interface. Decided that "mailmal" (the mailing list software) doesn't support this.

Discussion about whether being subscribed to the mailing list makes you a member.

Final decision: Shane to maintain a manual list until member_man's security problems are resolved.

Further Goals

---

• DGR (deductable gift recipient) status: Silvia is investigating.
• Discuss hand-over of trademark, documents and source code with CSIRO: Silvia to arrange meeting with CSIRO, but not for a month or so.
• Servers: Rillian has offered to host the Annodex virtual servers with the Xiph server. The media server(s) will be an issue, as reasonable volumes of HDD space will be required.
• More membership involvement this year: try to encourage members to do sys-admining, coding, documentation, etc. Will discuss this issue more in the following meeting.

Actions for further goals:

• Conrad to create a list of machines/backup needs: not yet
• Shane and Conrad to organise the backup scripts with Ralph: A backup performed, but not scripted yet.

Actions:

---

• Silvia: create AGM meeting minutes.
• Conrad: mail President's report to Association members.
• James: check with LA about account fees, also check with some credit unions about whether they have a suitable account
• All: look around for cheaper accoutns
• All: think of fundraising activities
• Silvia: Find and fill in FORM 12 "Annual Statement by Public Officer"
• Shane: try to extract membership list from member_man's db, and set up a manual list
• James: move member_man to sqlite
• Silvia: Chase up and report on DGR process
• Silvia: Arrange meeting with CSIRO about hand-over of trademark, documents and source code (next month).
• Shane: discuss annodex hosting with Rillian.
• Conrad: create a list of machines/backup needs.
• Shane/Conrad: organise backup scripts with Ralph.