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2011.02.01 Meeting Notes
Officer's Meeting
Crepeville Restaurant, Davis
(Held prior and during the monthly Social Gathering at the same location)
Topics
- Donating remaining LUGOD lending library books to "Friends of the Library"
LUGOD has some books left from it's defunct Lending Library (after donating
a chunk to the CS Dept. at CSU Bakersfield), and those have been brought to
most general meetings for attendees to take as free give-aways. Bill had
planned on bringing them to meetings up through the January anniversary
meeting, and then getting rid of what's left. A member at a recent meeting
suggested donating them to "Friends of the Davis Public Library," which
accepts books and then sells them at the library, and through book sales.
Bill suggested looking into this (they have a donation slot on the library
building itself), and Brian and Greg agreed.
- Ending LERT
LUGOD's "LERT: Linux Emergency Relief Team" was a group of members willing
to make housecalls for Linux-related problems requiring immediate response
(cannot wait for the next Installfest). LERT has been unutilized, and the
only team member active was Henry House, who has dropped out of LUGOD in
recent years. Ironically, just prior to the meeting, Pete Salzman
(LUGOD co-founder and creator of LERT) contacted Bill regarding LERT,
asking for remote help (he's in New York, so it would be via SSH).
Bill pointed out that LERT is dead, and was suggesting ending it at this
officer's meeting. Pete suggested turning LERT into an 'open market'
for connecting LUGOD members with those in need, and take 10% of proceeds.
Bill, Brian and Greg agreed that it would be too much work for what it's
worth, and there are liability issues. As a LUG, it should be sufficient
to simply point people to our 'vox-tech' list and #lugod IRC channel for
technical help, and 'vox-jobs' for work requests. Bill will update the
LERT webpage to reflect this.
- Deprecating vox-outreach mailing list
Bill recently pointed out that vox-outreach (mailing list for coordinating
demos, conference exhibits, etc.) is not really utilized, and lower list
traffic in general means having a separate list for that kindof
discussion (which is rare) is unnecessary. Brian and Greg agreed, and
Bill will drive vox-outreach subscribers to vox (general discussion list),
and disable vox-outreach.
- Last week's Installfest Report / Future Installfests
An Installfest was held with the CS Club at UCD, at UCD, last Friday
evening. Neither Alex Mandel, IF coordinator, nor Nathaneil Brandes,
CS club officer, were in attendance, so no official report was made.
Anthony Serna was there for the social gathering, and was at the IF getting
help. He recalled approximately 15 people in attendance total,
approximately 5 machines being worked on, and 3-4 of those successful.
- Domain name status
Rick Moen recently pointed out that it appeared our domain name, lugod.org,
was about to expire (in February). Our records show that it was renewed
for much longer than that, and our registrar's (DomainDiscover) web interface
showed that it was registered through 2014. Bill contacted the registrar
(twice) to get the updated expiration date pushed out to whois.
Bill also took the opportunity to (finally!) update nameservers used by
lugod.org. We had been using Rod Roark's (who hosts the site), but one
of them had gone away, and he had encouraged us to move elsewhere.
We're now using two at tierra.net (DomainDiscover); Rick Moen has also
offered backups, to use in addition.
- PO Box status
PO Box renewal will need to happen in fall (August/September, to the best
of Greg's recollection). He normally checks the box before each general
meeting, but has not been able to (check and/or attend the meeting) for
a couple of months.
- Bylaws minor correction
Our bylaws specifically listed our PO Box, but it was out of date.
Greg suggested we simply remove any specific address, and change the
wording of Article I, Section 1, Part i, Item e to:
"To check the PO Box at least once for each meeting."
Bill changed this during the officers meeting (per
Article II, Section 4 (Small Change Clause), Part ii (Minor additions
and deletions...)).
- California Financial Tax Board (FTB) tax-extempt filing status
California's "Exemtpion Application" (Form 3500) has been updated, so
Greg brought an updated copy for Bill (president) to sign.
Bill, Brian (vice president) and Greg (treasurer) all signed a printed
copy of our constitution. Andrew (typescript) had to leave the meeting
before this happened, and we decided 3 officers were enough.
Greg will print an updated copy of our Bylaws (per change made above)
to attach, and file the application.
Greg pointed out that CAFTB says typical processing time is 90 days,
but that they are reporting that they are backlogged at the moment,
so presumably this means we won't see a response within 3 months.
- Financial Status
As of December 23rd (ledger on LUGOD's website), our bank balance was
$1242.04 (plus $1.00 in savings). Bill has receipts to submit for
reimbursement for food and supplies at LUGOD's anniversary meeting
in January, for approximately $160. Donations at that meeting totaled
$42.00.
Greg is assembling a new ledger with full details on all known
expenditures. (For the CAFTB filing, above.)
In some cases, he has to assume expenses based on
known balances because, while almost all meeting minutes list donations,
they rarely list expenditures or reimbursements. (Example using made
up numbers and dates: LUGOD's bank balance is known to be $500 in January,
$50 in donations were recorded, and the balance was known to be $525 in
February. Obviously, $25 in expenditures/reimbursements took place, but
the details are unknown because we never received full financial history
from Henry House, our previous treasurer.)
- Meeting rooms booking status
Explorit is closing their large 2nd Street facility, due to financial
constraints. Bill sent his condolences to Megan at Explorit, but has not
heard back. To the best of his knowledge, it's still possible for us to
continue meeting at the 5th Street Nature Center (previously called
"Explorit, Mace Ranch").
The public library is open, but the security system prevents after-hours
use (which means it cannot be used on county holidays). Our current
schedule is as follows (we can book the library no more than 3 months in
advance):
- February - Explorit
- March - Library
- April - Library
- Meeting topic/speaker booking status
We are booked with speakers through July, plus a speaker in December.
- Elections
LUGOD forgot to have elections in October! Since interests in elections
and voting for officers tends to be low, Greg suggested we take a
survey (via 'vox' and 'vox-announce' lists) to determine whether the
general membership would like to hold elections immediately, or simply
wait until this October.
- CafePress
For many years, LUGOD has had a CafePress.com account, selling
LUGOD and Linux-related T-shirts and other items. We are unclear whether
this is being used, where the monay (if any) is going (Bill will check
on this), and it's in our best interest (tax-wise) to simply close the
'store'. Bill will do this.
Action Items
- Bill Kendrick
- Survey vox/vox-announce regarding elections
- Determine status of, and close, CafePress account; remove links from website
- Announce closure of LERT; update website
- Announce closure of vox-outreach list; update website
- Donate remaining lending library books to Friends of the Library
Remove PO Box address from Bylaws Done during meeting
- Greg FitzGerald
- Produce updated ledger
- Upload updated ledger to lugod.org/devnull/
- Print updated ledger, attach to Form 3500
- Print updated Bylaws, attach to Form 3500
- File Form 3500
Attendance
Officers present:
- Bill Kendrick (root)
- Brian Lavender (sys)
- Greg FitzGerald (/dev/null)
(Andrew Roach (typescript) was present, but the meeting start was delayed,
and had to leave by the time the meeting began)
Others Present:
- Tom Corbett
- Anthony Serna
- Christian (new member)
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