16:01:51 <Stian1> #startmeeting 16:01:51 <MeetBot|FSCONS`> Meeting started Wed Jul 6 16:01:51 2016 UTC. The chair is Stian1. Information about MeetBot at http://wiki.debian.org/MeetBot. 16:01:51 <MeetBot|FSCONS`> Useful Commands: #action #agreed #help #info #idea #link #topic. 16:01:54 <inariksit> haha I was about to come with web IRC to troll as Stian4 16:02:02 <Stian1> hehe 16:02:10 <Stian1> I guess we are all here 16:02:41 <Stian1> #topic Agenda 16:03:16 <Stian1> #info FSCONS 2017 16:03:27 <Stian1> #info Support from NUUG 16:03:35 <Stian1> #info Budget 16:03:41 <Stian1> #info Ticket Price 16:03:57 <Stian1> anything else we should add to the agenda? 16:04:02 <skymandr> #info Minutes from previous meetings 16:04:20 <skymandr> (that will be a very short status update from me) 16:04:21 <Stian1> skymandr: are you thinking of the minutes from the yearly meeting? 16:04:29 <skymandr> yes 16:04:37 <Stian1> very good 16:04:42 <Stian1> anything else? 16:04:47 <skymandr> as well as the konstituerande styrelsemöte 16:05:16 <Stian1> perhaps we should start with your reports then, seeing as they are in the past and all 16:05:22 <inariksit> do we need to talk about the poster design in the meeting? 16:05:35 <Stian1> let's add it in any case :-) 16:05:44 <Stian1> #info Poster and Promotion 16:05:52 <Stian1> #info Sponsors 16:06:19 <skymandr> ok, I think it might be time to add #other and get on with item 1 16:06:27 <Stian1> #info other 16:06:51 <Stian1> #topic Minutes from previous meetings (yearly meeting and constituent(?) board meeting 16:07:04 <Stian1> skymandr: please proceed 16:07:25 <skymandr> Ok 16:07:59 <skymandr> #info The meeting minutes are written up and have been reviewed by the elected approval (ljo) 16:08:39 <skymandr> #info However, they have not yet been made available to the members, despite the by-laws saying they should be within three weeks of a meeting. 16:09:23 <Stian1> OK, could you please post them to the wiki? 16:09:24 <skymandr> #info This is mainly due to comptuer trouble on my part, which is now fixed, but I have to admit defeat when it comes to udnerstanding how to add them to the Föreningenpart of the homepage. 16:10:10 <skymandr> #info I would need help understanding that, and I would therefore like to know if the board think it is ok if I post them on the Wiki in the meantime. 16:10:37 <Stian1> I'd say yes. 16:10:48 <xenadu> yes 16:11:05 <inariksit> yes 16:11:05 <Stian1> gregoire can probably help you getting it to the föreningen-pages as well 16:11:51 <skymandr> I get into them, but I don't udnerstand how to add stuff without ruinging the homepage. 16:12:00 <skymandr> It's some kind of Haskell thing! 16:12:13 <skymandr> https://fscons.org/foreningen/ <-- this is where I would like to put them 16:12:19 <skymandr> ok, thanks 16:12:51 <skymandr> #action skymandr will put the minutes on the wiki, until he understands how to add them to the actual homepage. 16:14:01 <skymandr> That's all for me, unless there are questions 16:14:24 <Stian1> OK, thank you 16:16:04 <Stian1> Let's proceed to FSCONS 2017 16:16:10 <Stian1> #topic FSCONS 2017 16:16:57 <Stian1> So, the decision from the yearly meeting was that we should see around midsummer whether FSCONS 2017 in Oslo is possible. 16:17:17 <xenadu> and it is :) 16:17:20 <Stian1> It seems that is the case. xendau: would you please provide a short report? 16:18:30 <xenadu> yes, we had a planning meeting June 20th so we have a working commitee. we have decided dates: 11.+12. november and location: Ifi 16:18:50 <xenadu> we have some good program ideas 16:19:04 <xenadu> and video recording and streaming is ready 16:19:22 <xenadu> also mingling party on friday 10. 16:19:59 <inariksit> xenadu: cool! what kind of place is this Ifi? 16:20:16 <xenadu> we will use the wiki, and also there is an oslo-org mailing list 16:20:28 <xenadu> informatics building: 16:20:52 <Stian1> very good 16:20:54 <xenadu> https://www.uio.no/om/finn-fram/omrader/gaustad/ga06/ 16:21:32 <xenadu> https://upload.wikimedia.org/wikipedia/commons/e/eb/Ole-Johan_Dahls_hus_20110911-11.JPG 16:22:03 <skymandr> great! 16:22:06 <xenadu> 2 of us in the committee work there 16:23:36 <xenadu> we think the whole committee can get temporary key cards for the building 16:23:53 <Stian1> #info there will be an FSCONS in Oslo in 2017. 16:23:53 <ljo> yes, already have experience of the proposed venue. it is good 16:24:04 <Stian1> #info Dates: 10-12 November 16:24:38 <Stian1> #info Location: Informatics building, University of Oslo 16:25:28 <xenadu> #info Ole Johan Dahls hus, address: Gaustadalleen 23 B 16:26:24 <Stian1> Thank you, xenadu. Anything else you would like to add to this point? 16:26:25 <skymandr> #info https://www.uio.no/om/finn-fram/omrader/gaustad/ga06/ 16:26:33 <skymandr> #info https://upload.wikimedia.org/wikipedia/commons/e/eb/Ole-Johan_Dahls_hus_20110911-11.JPG 16:27:09 <xenadu> we'll try to get keynotes in place as soon as possible, one of each gender :) 16:27:23 <Stian1> great! 16:28:22 <Stian1> Shall we proceed? 16:28:40 <xenadu> yes 16:28:41 <Stian1> #topic Support from NUUG 16:29:36 <Stian1> #info ljo and I received a forwarded e-mail from xenadu regarding financial support from NUUG for FSCONS 2016 16:29:44 <xenadu> What is the probable total cost of FSCONS 2016? 16:30:11 <Stian1> The total budget is around 300K SEK 16:31:44 <Stian1> If we assume that there will be 100 participants paying 2000 each, we are estimating 100K for fixed expenses (mostly travelling, and paying for the stay and food for speakers) 16:31:48 <xenadu> ok, NUUG and NUUG Foundation probably cannot cover all of that, but I think 100K is realistic 16:31:55 <Stian1> OK, great 16:32:32 <skymandr> wow, that would be ... unprecedented 16:33:14 <Stian1> So, shall we then set up a budget as this? 200K in floating expenses (participants own costs) and 100K in fixed expenses (covered by NUUG)? 16:33:56 <skymandr> The yearly meeting decided that extra income should go, primarily, toward lowering the cost of participation, as I recall 16:35:35 <Stian1> We have also 20K in föreningen, and ljo is sponsoring with 5K 16:36:24 <Stian1> My thought is also that we estimate 100K for fixed expenses, but it may be that we don't need it all, in which case the surplus will be given as a refund to participants. If this is OK with the board and NUUG 16:37:23 <Stian1> or rather: ljo proposes that 16:37:31 <inariksit> do we know already speakers and such? as in, do we have to pay 5 speakers from far away or will they just take a bus or something? 16:37:36 <xenadu> Sounds good 16:37:39 <Stian1> we apply for them as "travel funding" 16:37:57 <Stian1> which can be used for both speakers and other participants 16:38:01 <inariksit> I agree that we should lower the cost of participation, if there's extra money 16:38:07 <skymandr> sounds good 16:38:47 <Stian1> #action ljo, Stian1 and xenadu decides on a budget that is sent to NUUG 16:39:52 <Stian1> xenadu: Do you have a pad we can use to draft the text? 16:40:02 <xenadu> yes I do 16:40:07 <xenadu> just a moment 16:40:55 <xenadu> https://div.efn.no/pad/p/fscons2016-nuug 16:41:04 <Stian1> inariksit: regarding your question about speaker travel: Most of the ones we have asked so far will have to travel far 16:41:07 <Stian1> thank you! 16:41:22 <inariksit> Stian1: okay 16:41:36 <Stian1> #action We use this pad for drafting the application to NUUG: https://div.efn.no/pad/p/fscons2016-nuug 16:41:38 <inariksit> I was just wondering because if we know the speakers, we can estimate budget better 16:41:50 <Stian1> xenadu: do we have a deadline for the application? 16:42:35 <Stian1> inariksit: it's still difficult to tell I'm afraid, but ljo estimates that it will be at least 50K 16:44:19 <xenadu> no fixed deadline, but probably the sooner the better 16:44:30 <Stian1> OK, thanks. 16:44:38 <Stian1> let's proceed then 16:44:47 <Stian1> I suppose we're already there, but: 16:44:52 <Stian1> #topic budget 16:45:45 <inariksit> Stian1: alright; I didn't have any kind of "we should prioritise cheap speakers", I was just curious how much there is a plan already :) 16:47:01 <Stian1> #info The budget is roughly 230K expenses in venue (food, sleep and conferencing) + 100K expenses in transport, administration, promotion 16:47:51 <Stian1> #info The income are 20K from FSCONS in bootstrapping + 5K in sponsorship + 200K in participation fees + 100K from NUUG 16:49:05 <Stian1> #info We hope to get some additional sponsorships 16:49:15 <Stian1> any questions on the budget? 16:49:56 <Stian1> if not, we proceed to ticket price 16:50:01 <Stian1> #topic Ticket price 16:50:30 <Stian1> #info Based on our budget, the participation fee will have to be 2.000 SEK per person 16:50:48 <Stian1> #info this includes staff and organisers 16:51:38 <Stian1> #info If we get 100K support for travels, we might be able to refund travel costs for participants 16:52:34 <Stian1> #info ljo can consider increasing his sponsorship if there are potential participants who really need financial support in order to participate 16:52:49 <Stian1> any questions? 16:53:07 <skymandr> for the record, is anyone actively looking for sponsors_ 16:53:08 <skymandr> ? 16:53:55 <Stian1> ljo is the only confirmed participant in the sponsors committee 16:54:12 <Stian1> he will contact previous sponsors, but has limited time to chase new sponsors 16:54:26 <Stian1> if anyone can assist him, that would be most welcome 16:55:04 <inariksit> are the sponsors usually local companies or what kind? 16:55:10 <Stian1> ah, we're actually now at the nextnext topic. let's take that now 16:55:15 <Stian1> #topic Sponsors 16:55:26 <Stian1> #info ljo is the only confirmed participant in the sponsors committee 16:55:38 <Stian1> #action ljo will contact previous sponsors, but has limited time to chase new sponsors 16:55:44 <inariksit> I can ask Digital Grammars, or are they already being asked? :-P not sure they'll have a lot to offer 16:55:56 <Stian1> #info if anyone can assist him, that would be most welcome 16:56:14 <Stian1> inariksit: I think they so far have been mostly local companies 16:56:30 <inariksit> Stian1: ok 16:56:34 <Stian1> feel free to ask Aarne :-) 16:57:00 <inariksit> I can ask Krasimir, we're teaching in the same summer school next week ^^ 16:57:08 <inariksit> aarne is out of office until august 16:57:24 <Stian1> ah, sure, please do 16:57:31 <inariksit> ok! 16:57:35 <Stian1> thanks! 16:57:43 <Stian1> anything else anyone would like to add to this point? 16:58:45 <Stian1> #topic Promotion and Poster 16:59:05 <Stian1> Has everyone had a look at the latest poster design suggestions? 16:59:10 <inariksit> yeah 16:59:28 <xenadu> yes 17:00:12 <ljo> yes, nice 17:00:16 <Stian1> It seems the blue one of those was liked by all who voiced an opinion 17:00:21 <Stian1> anyone against it? 17:00:34 <skymandr> I think this is not a question for the board to decide 17:00:45 <skymandr> though we can, of course have an opinion as board. 17:00:55 <inariksit> I'm fine with either of the latest suggestions 17:01:38 <Stian1> skymandr: do you think we need to have an org meeting to decide? or do you mean that the promotion committee should decide? 17:01:45 <skymandr> I'm a little sad to see the FSCONS colours go, but the new ones are certainly improvements on the earlier ones. 17:02:04 <skymandr> I'm fine with either of those two options. 17:02:56 <skymandr> I think the org list has had it's time for giving input, so in my opinion whether they have enough input from the members and interested parties or not to move forward is a question for the promotion team. 17:03:14 <Stian1> OK, sounds good 17:04:22 <Stian1> #info The board likes the blue one from fscons_poster4.pdf sent to the org list on 4 July 17:05:09 <Stian1> We also need to do much promotion in general. Does anyone have contacts in any of the Linux/Free Software magazines? 17:05:29 <skymandr> I do not. 17:05:33 <inariksit> me neither 17:05:47 <xenadu> me neither 17:06:07 <xenadu> no Norwegian Linux magazine any more :-( 17:06:19 <Stian1> OK. I can ask Sam who helped out before. We need to have all graphics ready first though. 17:07:12 <Stian1> #action Stian1 will contact the designer for more graphics and Sam for promotion 17:07:33 <Stian1> #action Everyone will promote FSCONS 2016 everywhere 17:07:43 <xenadu> How about paying for Facebook promotion (even if Facebook is proprietary)? 17:07:57 <skymandr> Dayamagasinet har en linuxspalt 17:08:04 <Stian1> #action Stian1 will ask gregoire to help update the website to 2016 17:08:48 <Stian1> xenadu: ljo says no. 17:08:51 <Stian1> ;-) 17:09:05 <xenadu> ok I totally respect that :) 17:09:39 <Stian1> skymandr: We should contact Datamagasinet. Ask for a promotion deal. Could you help me with this? 17:09:57 <skymandr> I can do better! I can ask Nilsson! ;) 17:10:10 <skymandr> yes, I'll do what I can 17:10:26 <Stian1> Great 17:10:54 <Stian1> #action skymandr will help contacting Datamagasinet 17:11:35 <Stian1> OK, we're nearing the end of this meeting. Before other I'd like to have a short point about speakers. 17:11:45 <Stian1> #topic Speakers 17:12:19 <Stian1> So far, for practical reasons, I have started contacting potential speakers myself. 17:12:35 <Stian1> One, Jaromil, has confirmed is participation 17:13:16 <Stian1> Two have so far declined: Sumana Harihareswara and Catarina Mota 17:14:03 <Stian1> I think that with 12 speakers, we should definitely be able to reach our goals of equal gender representation 17:14:13 <Stian1> among speakers at least 17:15:31 <Stian1> I have been going through past FSCONS programs to see if there are people we want to re-invite. Unfortunately, women have been under-represented in our past programs though. 17:16:28 <Stian1> I think it will be easiest if one person (I) handle all the invites, so if you have suggestions for speakers, please send them to me. 17:17:23 <Stian1> #info We have so far one confirmed speakers, and two declines. I've sent out six invitations. 17:18:04 <Stian1> #action Everyone should send speaker suggestions to Stian1 17:18:17 <skymandr> sounds giid 17:18:19 <skymandr> good 17:18:37 <xenadu> yes 17:18:39 <Stian1> OK, that's it from me on this point. Any questions or comments before we proceed to other? 17:18:42 <skymandr> I'll try to think of some local (as in Northern Europe) speakers 17:18:53 <Stian1> skymandr: please do! 17:19:14 <inariksit> is there any special theme? 17:19:24 <Stian1> inariksit: no, not this year 17:19:28 <inariksit> okay 17:20:03 <inariksit> can you say who are the others you have asked? 17:20:05 <Stian1> perhaps we will come up with one once we have all speakers in place, but so far the only "theme" we have is that it's our tenth anniversary 17:20:11 <Stian1> sure 17:20:29 <Stian1> Smári McCarthy, Dougald Hine and Vinay Gupta 17:20:41 <inariksit> is it more broadly free society, or more restricted to software? 17:20:51 <skymandr> so we can, in otherwords, make up a theme in our heads, and sue that to guid eour suggeestions? 17:21:49 <Stian1> inariksit: more broadly. Seeing as we don't have separate tracks, all talks should be enjoyable for all participants. So in essence we will have something akin to 12 keynotes ;-) 17:21:51 <skymandr> The manifesto says freedom in ther realms of technology, society and culture in roughly equal measures 17:22:42 <Stian1> yes, but instead of having the three pillars in separate tracks, we find speakers who include them all in one talk 17:23:11 <skymandr> it was a clarification, not criticism. 17:23:17 <Stian1> ;-) 17:23:51 <Stian1> any further questions or comments? 17:24:05 <Stian1> or anything for "other questions" for that matter? 17:24:29 <skymandr> We should invite the ScummVM project IMHO ;) 17:24:44 <skymandr> no, nothing I can think of. 17:24:59 <skymandr> or actually: when do we propose to open for registration? 17:25:01 <ljo> Definitely 17:25:26 <Stian1> #topic Registration 17:25:48 <Stian1> #info we should open registration ASAP now that we have decided on participation fees 17:26:36 <Stian1> #info ljo recommends that we recommend all participants to use bank transfers instead of paypal 17:27:02 <skymandr> didn't we even decide not to allow paypal at the annual meeting? 17:27:10 <Stian1> (it would save us 10K SEK if everyone pays with bank transfer) 17:27:28 <xenadu> how about bitcoin? :-) 17:27:49 <Stian1> skymandr: we decided to abstain from using paypal, but until we have a better solution in place, we are kind of forced to use it 17:28:04 <skymandr> blergh 17:28:09 <Stian1> xenadu: ljo says maybe 17:28:56 <Stian1> I think the issue is that we use Eventbrite for registrations. When we have our own system in place we can use a different payment service 17:29:58 <Stian1> #action Stian1 asks gregoire to help with getting up registration 17:30:13 <Stian1> #topic Other things 17:30:23 <Stian1> anything to add anyone? 17:31:19 <Stian1> Seems not ;-) 17:31:33 <Stian1> OK, let's close this meeting then. Thanks for coming! 17:31:36 <Stian1> #endmeeting