Hi all, Here are the (late) meeting minutes from the latest DebConf13 Local Team meeting, last Wednesday, 9. May 2012.
(This meeting very unfortunately collided with the IRC Global Team
meeting, sorry. We'll make sure it doesn't happen anymore.)
==== DebConf13.ch Local Team meeting minutes - 2012-05-09 ====
=== Attendees list ===
* gaudenz
* kevinmoilar
* OdyX
* Arne Wichmann
First time in a DC13.ch meeting, did short-introduction:
* Non-DD, Debian, old-be.
* Mostly involved in .de matters, moving to Basel (CH). \o/
* Technical person also enjoying working with persons
* cate
* gismo
* rafw
* heiserhorn (mike)
=== TODO-list ===
* Everyone:
* everyone collects addresses of potential local sponsors and
sends them to gismo, preferably in private.
* Heiserhorn:
* asks LeCamp:
- a definitive answer about camping with private tents.
- for their "last" decision-making date about settling tents during
DC13.ch.
- for a binding offer for food and accommodation. Calculation
basis: 200 persons on average.
* with hug, starts a rough budget (that includes travel sponsorship),
to be evolved through time.
* translates/writes the cover letter in Italian;
* Kevin:
* writes the template of what we need as "Visual Identity" before 16.
May.
* gismo:
* sends emails to designers and other proposers after 16. May if the
"schools" plan fails.
* asks Michael about news from his colleague and clarifies the plan
with him.
* coordinates the collection of local sponsors coordinates;
* with OdyX, translates the sponsoring brochure in French.
* translates the sponsoring brochure in Italian.
* gaudenz:
* contacts the Global Sponsor Team to discuss the sponsoring
procedure for DebConf;
* talks to global sponsoring team about access to the private svn
repository;
* makes a proposal for the levels for sponsoring.
* with OdyX, update the LaTeX sponsoring brochure with relevant data.
* hug:
* with heiserhorn, starts a rough budget (that includes travel
sponsorship), to be evolved through time.
* Arne:
* converts the sponsoring brochure in LaTeX
* translates the sponsoring brochure in German;
* translates/writes the cover letter in German;
* OdyX:
* sends the minutes to the list,
* with gaudenz, update the LaTeX sponsoring brochure with relevant
data.
* with gismo, translates the sponsoring brochure in French.
* writes the English and French cover letters.
=== Minutes ===
== Minutes (themselves) ==
* DECISION: We shall agree on the minutes during the meeting (before
its end).
* DECISION: Minutes are sent to the mailing-list and can then be
referred to from the wiki.
* DECISION: Minutes shall be kept short and keep only the decisions,
the reasons for the decision and the most important
opinions; including a short "TODO list".
* DECISION: Decisions and Todo's are put on the top of the minutes
== Team pages ==
* INFO: Team pages are not finished yet, please do.
== Experience from the Phone / Mumble meeting ==
* OPINION: They are a good tool.
* DECISION: Physical meetings are preferred though at least for "core"
local team meetings but mumble meetings can be used by
teams.
* INFO: Nobody is bothered too much by traveling to Bern or Fribourg.
== Milestones / Roadmap ==
The proposed version at http://wiki.debconf.org/wiki/DebConf13/roadmap .
* DECISION: Roadmap is sensible, go ahead.
* DECISION: We agree on doing week-ends.
== Update from "Hospitality team" ==
Report from the recent visit by 4 persons followed by a phone-call with
Mr. Pianaro from LeCamp.
See http://wiki.debconf.org/wiki/DebConf13/Meetings/minutes-20120502 for
extensive minutes.
* INFO: Price-wise: pricing would be decided with the average of
attendees across days
* INFO: It's _NOT_ possible to use their kitchen.
* INFO: Buvette/Bar/…: LeCamp would be fine to build a tent somewhere
on the field.
* INFO: There would be a corkage fee ("droit de bouchon", sort-of "tax"
on the sellings we do using their facilities).
* INFO: Cooks can handle > 325 persons (e.g. up to 1000 for one lunch)
* INFO: Formal dinner is possible there.
* INFO: No problem for dietary restrictions provided advance warning.
* INFO: Electrical Power is an issue for LeCamp. They propose to
contact the power supplier to secure (financiary and
technically) the power supply.
* INFO: One "65W" power supply powered on for 14 days at 17 cents/kWh
is 3.70 CHF per person. So we have to pay attention that they
don't overestimate the costs of electricity.
= Food in Le Camp =
* QUESTION: It's not clear what we will be charged for catering.
* QUESTION: Is it possible to "mix" suppliers?
A: Probably not if we share with them.
* Non-DECISION: There is nothing we can _decide_ right now.
= Bar vs Sleeping "tent" / Camping =
* QUESTION: In the Bid decision, we "sold" LeCamp as beds + "camping
allowed" to Global Team; is that still true?
A: Not unrestrictedly from the above report.
* TODO: Heiserhorn asks LeCamp a definitive answer about camping with
private tents.
* TODO: Heiserhorn asks Le Camp for a binding offer for food and
accomodation. Calculation basis: 200 persons on average.
* TODO: Heiserhorn asks LeCamp for their "last" decision-making
date about settling tents during DC13.ch.
== Logo ==
* INFO: A colleague of Michael will propose three types of logo.
* QUESTION: What is the deadline for this?
* QUESTION: What is needed for the brochure?
* DECISION: We need a ''complete'' visual identity (not only logo) to
be able to comunicate in a coherent manner.
* QUESTION: Which would be better between a&b?
a) "send out sponsoring brochures without logo sooner (end of
june)"
b) "send out sponsoring brochures with logo later (after DC12)"
* DECISION: We shall not spend money for a visual identity.
* DECISION: We try to find a design school within a week (until 16 May)
and start the "open request" (to "Free" designers including
DeviantArt) after this time. Decision is to be taken on 31
May (or around).
* TODO: Kevin writes the template of what we need as "Visual Identity"
before 16 May.
* TODO: gismo sends emails to designers and other proposers after 16
May if the "schools" plan fails.
* TODO: gismo asks Michael about news from his colleague and clarifies
the plan with him.
== Sponsoring ==
* INFO: We want to first contact Swiss sponsors. This should be done
just before DC12 to profit from and to DC12. Swiss local
sponsors are unlikely to give a lot of money for a conference
in Nicaragua.
* TODO: gaudenz contacts the Global Sponsor Team.
* TODO: gaudenz makes a proposal for the levels for sponsoring.
* TODO: h² (hug and heiserhorn) start a rough budget (that includes
travel sponsorship), to be evolved through time.
* TODO: everyone collects addresses of potential local sponsors and
sends them to gismo, preferably in private. gismo coordinates.
* QUESTION: How do we keep track of who-sent-to-which-company and
ensures followup ?
A: Through the svn private repository or as backup plan we use
our private git.
* TODO: gaudenz talks to global sponsoring team about access to
the private svn repository;
* TODO: Arne converts the sponsoring brochure in LaTeX.
* TODO: gaudenz and OdyX update the sponsoring brochure (in LaTeX) with
relevant data.
* INFO: Sponsoring brochure has to be translated to local languages:
* TODO: Arne: German
gismo: French; proofread by OdyX
gismo: Italian
* INFO: We need a cover letter.
* TODO: OdyX does English and French;
Arne does German;
Heiserhorn does Italian.
* INFO: We need a bank/Post account; hug is probably doing that "soon".
* INFO: We need a "person-of-contact", one for each contact taken: to
be decided across the dispatch.
* QUESTION: How and when do we need to be ready to send the sponsoring
requests?
A: 15 June, in order to be able to send before end-of-June.
A: Raw draft to be ready on 1 June.
* INFO: We have to followup the sponsoring requests, including call
them over the phone; "Day-0: send the letter; Day+5/10: phone
them" is a good plan.
* INFO: Strategy is "Divide and Conquer": we build the list and
dispatch it through the volunteers; one person does the
follow-up but we keep a central point of contact (role email
address ?)
== Bylaws ==
* INFO: Tax-exempt donations are possible towards foundation like FFIS
in Germany or FSFE as represented in Switerzland;
* INFO: VAT is an open question, not sorted out yet.
We don't know if we have to pay VAT on sponsorship we receive,
or on goods we sell.
* DECISION: Postpone decision about the association structure we want
to DebConf13 to times with more information (especially
VAT).
= Next meeting =
DECISION: Monday 18. June 2012 in Bern; time and place to be confirmed
later on.
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