Tux.Org Meeting Minutes 7 April 2003

7 April 2003

Meeting held at:

Online
irc on gwyn.tux.org

Board of Directors Monthly Meeting

The following members of the Board of Directors were present:

Richard Morgan, President
Greg Pryzby, Secretary
David Niemi, Vice-Secretary

* gjp calls the meeting to order
OK. Megan had been talking about two checks to deposit and needing a document.
Megan received a check from AMD
* richard just needs details, if we need to send them to postal addresses.
I know a number of other NoVALUGgers donated 90$US (?) to the FOSE fund
Here's her message:
On Saturday 8 March 2003 I received in the mail two checks
made payable to tux.org and specifying FOSE 2003 support
in the lower left-hand corner of each check. I deposited
both checks into the Tux.Org account at Chevy Chase Bank
this afternoon and wrote an acknowledgement/receipt letter
to each contributor.
In order to finalize the Treasurer transition process, the
accounts manager at the Chevy Chase Bank (Branch: Greenway
Center, Rt. 197 Greenbelt MD, FYI) said that I need to
obtain a letter on letterhead signed by the President and
Vice-President of Tux.Org indicating that C. Megan Larko
is an official Treasurer of Tux.Org. I then need to take
that signed letterhead original document to the Chevy Chase
Bank and a signature card for the account will be printed
on a computer there. That signature card will also have
to be signed by both (?) the President and Vice-President
of Tux.Org. After the signature card is signed, I can
either hand-carry it (easier) or snail-mail it back to
the Chevy Chase Bank, Greenbelt Branch. I will then get
the checks properly re-reprinted. That is the complete
procedure folks.
We don't actually have letterhead, of course.
coolheh
I will type her up something tomorrow at work
I will forward you what I wrote.... or I can paste it
Didn't you make a round penguin logo once upon a time?
but I don't know if we need true, pre-printed letterhead?
*years* ago.
don't think so...
I imagine if it is signed by you that may suffice.
Megan printed something
On the acknowledgement letters, I just used a large font "Tux.ORg"
To Whom It May Concern:
Megan Larko is a new member of Tux.Org. Please add her to the list of
people who have signature authority on the Tux.g back account,
NNNNNNN.
Please remove Alexander (Xandy) Johnson from the list of authorized
users.
If you have any questions, please contact me at XXX-XXX-XXXX or David
Niemi at XXX-XXX-XXXX.
Thank you for your immediate attention.
was what I told Megan she could use if she so desired to have everyone sign
ok, his assumes she remains treasurer. Is that a good assumption?
Well, this is perhaps as far as we can take this without Megan present. Should this be taken offline between Megan and Richard?
Fine.
Yes, Megan is very much intending to remain treasurer. And is generally pretty conscientious.
I emailed this bit to myself as a reminder for tomorrow.
ok
OK, and if I see Megan first I'll remind her.
What's next?
the checks.
to whom and how?
Several parts to the election issues.
I think I have the "how" part.
chuck and julia
Richard-- I am getting the info regarding the checks.
ok. email me when you get it, and I will drop them in the mail.
yes... I have julia's contact info and am waiting on chucks'
he will be out of touch for a few days
done
niemi : why so complicated?
why not just advisors decide and tell us?
I mostly wanted it to be secret ballots.
But for users to be able to confirm votes. I think I have a simple email way figured out.
ok, how?
Have something like a remailer, which receives vote emails. For each email received, it sends the sender a unique ID.
At the same time it sends the whole list who got voted for and which ID voted for them.
then its not secret?
Perhaps the list of who got votes might be saved for the end when voting is closed (kept in a file).
It is secret who voted for whom, but not how many votes each got, right?
ok
There would be two lists published, sorted alphabetically: what unique IDs voted for whom, and a total list of users.
(i.e. a total list of email addresses, to avoid someone voting twice).
still, I don't understand why we need this for an advisors list of ~30 people in a friendly environment.
what's the goal?
This can all be done with a Simple Perl Script. The only thing giving me pause is how to generate the unique IDs.
simple, simple, simple
so we can get it done
I think the process needs to work even if it is not 100% friendly.
I have no real opinion.
The process I am thinking of is pretty simple, everyone sends an email with the subject being the person they are voting for.
Maybe ask the advisors if they want secret ballot (or who votes)
david, maybe you have some reason, but for the life of me I can't see why we need anything beyond some emails form advisors.
if they don't' want secret ballot, no reason to do the work
if they do, then it is designed and ready to go
How about we discuss this briefly on Advisors then?
the bylaws don't specify it.
* gjp thinks anonymous voting is good
* gjp doesn't know if we need it here
* gjp thinks we should ask the people voting
* gjp thinks asking advisors is the right thing to do
Fine by me. Who'll do the asking?
I would say the president
I'm happy to if you don't think I'm going to overly complicate it.
I can, I guess, unless david has some add'l explanation to give them that I don't understand.
:)
OK, then I'll just keep this SPS in my back pocket.
please, do. you have a better relationship with some of them than I do
The time lag is a bit discombobulating. So I am asking now?
yes
OK, will do. Beat me upside the head if I make it too complex.
david is emailing the advisors list to ask how they would like to vote
Ack.
* gjp wonders who is running
thats the next topic
topic: who is running
Sam wants to run. Who else has been contacted?
Tim Bogart?
I sent emails to chuck, julia, frank hum, geoff silver, sam, Bogart
julia is too busy.
So are Frank, Chuck, and Geoff planning to run?
tim also
will be running, if we nominate them.
Or you think he wants to run?
I don't know if chuck is still interested
i do know if he says he will do it, he will....
tim has time and is interested.
should we re-ask chuck?
Well, we need to settle who's running soon. Independent of what I am talking about for the election.
Yes, please recheck Chuck , Frank, Geoff. At least we have 2 solid candidates so far.
well here is the next step then:
I could check Frank if you like.
I will do it.
Now, here is the question, hear me out
what are we asking them for, regarding some written statement, that we give to advisors to make their choice?
when I request that statement, it will be a re-confirmation of the candidates interest, and a final chance to back out.
We need to describe the nature of the work, both meetings and other tasks.
ok
I am not sure what to have them write...
The "other tasks" are up to them to define, for the most part.
I do think they need guidance
1) Need to outline quarter f2f and monthly irc
The advisors are going to choose them based on their vision for the Corp.
"why you should elect me" statement?
2) need to be response to email
Indeed.
30 need to complete tasks in a timely (by deadline set at meeting) manner
Or if unable promptly notify the rest.
* gjp agrees w/ scope/purpose of statement
ok
any more?
So to sum up, show up and pay attention.
heh
So, do we have enough for an action item?
how about what they have to offer to tux.org? we need the advisors to know something about the person, more than, "he's a cool guy"
1) Richard contacts and states responsibilities and statement
2) David contact advisors asking if open or closed/anon ballot
Well, first there is the "are you sure" message, then there is the "here's what you have to do if you're sure" part.
true
I thought same message.....
The second part is how the election will run. I expect something like last year but all by email.
me too
with a deadline (1-2 weeks)
with reminder 2 and then 1 day before
* rmorgan is off for next 11 days
* rmorgan has time to get this going
Deadline for what exactly?
to send the statement to richard to send to advisors
week to respond. week for voting by advisors
we are done by EOM April.
OK, so there will be just one message, "if you're sure send your position paper"?
I think that would be best
OK.
agree
one less period of waiting for a response
Do you have any of the verbiage from last year?
didn't we do it all in person?
I can check sent-mail
I'm thinking of the part leading up to that, there were statements by email first.
It was march, IIRC
yes, yes, you are right
The gist of it was just what we had above.
I remember that.
* rmorgan will check
alright, that topic is settled.
last thing I have is: who wants to fill each position?
OK. How about April 15th for a deadline? Or so?
I thought we were going to defer positions until after the election.
thought the board would be filled
then officers decided what to do.
true, /me is just wondering, not ready to fill slots
that is what we said at the meeting last month
Right, that is what I remembered from our last f2f.
ok
I'm happy to take any position as needed.
iirc everyone said they would fill the position they needed too
the idea was to put it off until new blood
'k
gjp: did you post the minutes on web?
yes....
sent mail about it
didn't know if they were final
you were the only person to comment on them
yes... asked for comments, got yours, said I was posting and did :)
alright, anything else on you agenda(s)?
What about the extra disks?
we need them. where do we get them?
We've got $$$, maybe even $$$$. Should we buy trays and load them up?
GJP had a source. But first we need a plan.
califonriadigital.com
they bought va's supplies
is anyone interested in splitting gwyn's services into another box?
we should get disks from cheapbytes or similar
we can get carrier from cd or maybe bruce has some...
There is another box sam is working on...
don't know the status
there was hardware issues I think
sam was suppose to talk to bruce about it
I think email/shell needs to be separate box
will the box go into RCN?
* gjp doesn't know
The problem with splitting services is that we need to have the box hosted somewhere.
* gjp thinks the box is temp while current box is rebuilt
I think ftp should be all by itself
That was sam's plan.
* gjp thought it was at rcn for a period; temp?
(i.e. sam's plan was to build a new box).
sam has the hardware and it built and was having hardware issues
I offered help and learned that
but host it where, when he gets it healthy?
I told him to contact bruce (he gave sam the box)
Bruce who?
don't know if it goes back to rnc and pull the 1U or both can be there
Bruce Benson
I know him, just that there are other bruces.
How about I take the hardware issue offline with Sam?
heh
I'd just like to know our priorities: cheapest, most certain to work, something in between?
And what is our budget?
* rmorgan opens bank statement
EOM Feb we had $996
Is it all earmarked for HW upgrades?
megan should have newer statements, I had the address changed
we really need an accounting system...
I assume its free to be used for whatever.
Unless directed otherwise.
right
so disks > $996
??
OK, I'll presume we have a decent budget.
Pryzby: is Novalug ever going to take voluntary dues?
no
we pass the hat as needed
then we should spec the disks, and collect any additional needed monies beyond $996
Sure, I think with Bruce's help we'll be fine.
* gjp has a sore spot here
so, the question(s):
1. one box or two?
2. if one, who will spec disks and price them?
2b. if tow, where does sam/bruce stand on that box readiness?
2c. if two, will erols host it.
I don't know that we have any hosting options for a second box. Until I hear otherwise, I'd assume we don't.
can someone ask? where did sam intend to put a 2nd box?
Last I heard from Sam, he was only intending to use it for staging.
ah
okay then we have to say, one box.
debian form here on out?
That was Sam's plan.
and how many disks do we need?
Ideally, two more than we already have.
As big as we can get.
or more likely, how many more can our chassis hold?
5 total, we have 3 now.
then we have to start swapping in place.
Probably by then we'll replace the hardware.
are they SCA?
I think so, Bruce could say.
yes
Yes they are SCA, or yes you are still here?
lvd.... 10K iirc
yes
SCA, lvd, 10K
SCA is easy to find, if that's all we need it is trivial.
niemi: you know more about the hardware, can you get us a price from California digital or some such?
I think at most we want trays from there, but with Bruce around maybe not even that.
ok
OK, I'll take all that, so anything else?
I don't think the other 2 are joining, let's wrap up.
as soon as you get that, one of us should order them and get reimbur\sed.
I don't have anything else, other than
to say, I really like this method meeting.
* gjp agrees....
* gjp motions to adjourn
Seconded.
aye!