Board meeting Minutes/14 April 2008

Prior: 31 March 2008

Board meeting Minutes

Next: 28 April 2008

Minutes approved: 28 April 2008

Present

Trey Harris (chair), Matthew Barr, Philip Kizer, Stephen Potter, Bob Apthorpe, Deepa Solanki

Apologies

Derek Balling, Jesse Trucks, Chris Palmer, David Parter/MIA...

Opened

8:12PM Eastern Time

Closed

8:36PM Eastern Time

Consent Agenda

• Approve minutes of 31 March 2008

Held by request for later action

Standing Reports

• Executive Director's report

• Treasurer's report (second meeting of the month only)

• Membership report

• Technical services report

• Conference/events activities report

• Development report (Meeting focus at first meeting of the month)

• Upcoming MtM (last meeting of the month only)

Revision of Local Chapter/Affiliate Policy

• MOTION by Apthorpe to accept revision; second by Potter.
  • Motion by Potter, second by Apthorpe to amend chapter requirements from TWELVE to SIX. Passes without objection.
• Motion passes without objection.

Approved text:

Locals program Policy approved by the Board on 12 June 2006. Policy amended on 14 April 2008. Purpose of "LOPSA locals" program The purpose of the LOPSA Locals activity is to give LOPSA members a "local community", local support and local activities. The concept of "year round hallway track" is major component of the locals philosophy. The local organizations provide much-needed local support to our members, and the LOPSA organization supports those efforts. Kinds of Local Organizations There are two kinds of local groups that can have a relationship with LOPSA: local chapters and local affiliates. Chapters are part of LOPSA and their members are LOPSA members. LOPSA supports the Chapters so that they can support the members. Affiliates are not part of LOPSA, but undertake activities that are in some way supportive of our community, members, or mission. LOPSA may provide some support to specific activities of these organizations. LOPSA has a policy of forming mutually beneficial relationships with other organizations that support our mission and our members and letting each group choose the relationship that works best for LOPSA and themselves. LOCAL CHAPTER A LOPSA Local Chapter is a local presence and part of LOPSA. Local Chapters carry on the goals and programs of LOPSA at a local level. Its members are LOPSA members, and its elected officers are covered by LOPSA's insurance. Chapters are bound by the LOPSA Bylaws. A Chapter must have at least SIX paid members. Provisional chapters (for the first 12 months) must have at least THREE paid members. BENEFITS TO EACH CHAPTER Directors and officers covered by LOPSA insurance Chapter Membership dues (if any) handled via LOPSA's web site and credit card processing Online resources such as: Dedicated area on LOPSA web site Hosted mailing lists dedicated to the chapter Chapter fund management (separated funds and reporting for chapter dues, income, and expenses) if requested BENEFITS TO LOPSA Chapters support the local members Chapters strive to sign up new members Mission of LOPSA completed at the local level. INITIAL APPLICATION A Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of chapter members and their individual LOPSA membership status, a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval. REVIEW MECHANISM Each chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed. STUDENT CHAPTER A LOPSA Student Chapter is a local presence at an educational institution and part of LOPSA. Student chapters carry on the goals and programs of LOPSA at a local level with an emphasis on education. Its members are LOPSA Student members, and its elected officers and Student Chapter Advisor(s) are covered by LOPSA's insurance. Student Chapters are bound by the LOPSA Bylaws as well as the institution's rules for student organizations. A Chapter must have at least SIX paid members and one paid standard member as a Student Chapter Advisor. Provisional status can be granted with THREE paid student members (plus the Advisor) for the first year. BENEFITS TO EACH STUDENT CHAPTER Directors and officers covered by LOPSA insurance Student Chapter Membership dues handled via LOPSA's web site and credit card processing Online resources such as: Dedicated area on LOPSA web site Hosted mailing lists dedicated to the chapter Student Chapter fund management (separated funds and reporting for student chapter dues, income, and expenses) if requested BENEFITS TO LOPSA Student Chapters support the local members Student Chapters strive to sign up new members Capture new members as they begin their career Educational mission of LOPSA completed at the local level. INITIAL APPLICATION A Student Chapter may make application to the LOPSA Board of Directors by sending a letter or email to the Board President and/or Executive Director. Applications should include: names of student chapter members and their individual LOPSA membership status, name of Student Chapter Advisor(s) (must be a LOPSA member), a list of goals and objectives, local dues (if applicable) and a meeting schedule. After review by staff, the application will be put on the Board agenda for vote. If approved, a set of draft bylaws will be supplied to the Chapter for approval. REVIEW MECHANISM Each student chapter will be reviewed annually by the Board. Revisions to the bylaws, chapter affiliations, number of paid members, and minutes will be reviewed. LOCAL AFFILIATE Local affiliates are independent local groups that share similar goals with LOPSA and in some way serve the system administration community and our members in their area. Affiliates are NOT part of LOPSA and will receive support from LOPSA primarily to assist them in providing services to our members and the community. BENEFITS TO Local Affiliate LOPSA may provide limited sponsorship of specific activities that serve the community and our members. For example, LOPSA might co-sponsor an "install-a-thon", local sysadmin gathering or conference. LOPSA might provide refreshments for selected affiliate meetings where presentations or activities are focused on the community or LOPSA goals. Access to LOPSA to provide input on national programs and services BENEFITS TO LOPSA Affiliate agrees to inform their membership of the advantages/benefits of joining LOPSA. LOPSA can send information on programs to Affiliates for distribution to their members. LOPSA can gather information which can be used to design programs, services, conference topics. APPLICATION & REVIEW Affiliates can apply to be a LOPSA Affiliate by sending an email to the President, Executive Director or the Board of Directors for LOPSA. Affiliates will be initially reviewed and approved by the LOPSA Board of Directors. Renewals will be reviewed annually by the LOPSA Board of Directors. Revocation The LOPSA Board of Directors reserves the right to revoke Chapter status.

Additional AH Payment

Our last lump payment to AH was six months ago, in November 2007, and we have increased our monthly payment to AH as of February. Our cash position is good, we have two recent sponsorship payments, and no large expenses planned. We should consider another lump payment to AH. March financial report should be available prior to the next meeting, at which time I will ask for the payment to be made.

2008 Infrastructure Commitments (continued from last meeting)

Fiscal discipline (Potter)

Proposed 2008 deliverables

1. Plan for 2008 positive cash flow

Resources required to meet these deliverables

Motion by Potter, second by Barr, for LOPSA to commit to the above Pass without comment

Sysadmin Appreciation Day (Potter)

Sysadmin Appreciation Day

Proposed 2008 deliverables

1. Gather committee
2. Plan and execute website updates as needed
3. Plan and execute marketing to major IT news outlets - press releases, blogs, digg,/.,etc

Resources required to meet these deliverables

1. Committee Chair
2. Committee Members/Volunteers
3. Technical Writer

Motion by Potter, second by Kizer, for LOPSA to commit to the above Pass without comment

2008 Program commitments (Discussion)

Tabled all additional commitments until next meeting

Continued discussion from last time on possible 2008 program commitments:

LOPSA On The Road (Parter/education committee)

Proposed 2008 deliverables

1. 10 sites for speakers tour
2. major publicity

Resources required to meet these deliverables

1. speakers
2. Major ("national") sponsor
3. Local sponsors and hosts
4. national advertising: $5000 (estimate)
5. travel: $5000 (500/site)

Expanded Conference commitments (Parter/education committee)

Proposed 2008++ deliverables

1. Expand participation in OLFU to full 1-day training program plus booth
2. participate in YAPC::na program, booth
3. booth at LugRadio
4. participate/presence at additional conferences (especially non-linux?)
5. Expand participation in SCALE training program (Feb 2009)

Resources required to meet these deliverables

1. shipping budget for booth materials: ?
2. misc budget for booth materials: $1500
3. budget for shirts, etc for speakers
4. OLFU needs more details and a budget
5. SCALE needs more details and a budget

Guest Speakers at Locals (Parter/education committeee)

Proposed 2008 deliverables

1. LOPSA sponsored guest speakers at 5 Local/Chapter events

Resources required to meet these deliverables

1. volunteers
2. travel budget: $2500
3. misc budget (door prizes, etc): $500

Campus mini-conferences (Parter/education committee)

Proposed 2008 deliverables

1. Four on-campus 1-day sysadmin mini-conferences (details will vary by site)
2. 1 or 2 guest speakers for each

Resources required to meet these deliverables

1. coordination with hosts
2. hosts maybe able to cover costs
3. press releases and other publicity
4. door prizes, handouts, etc
5. max $500 travel costs each: $2000
6. refreshments (local sponsor? reg fee?): ???

LOPSA Podcast (Parter/Trucks)

Proposed 2008 deliverables

1. monthly podcast starting September 2008 (4 in 2008)

• Is it at all feasible to have it (and the next month) ready for sysadmin appreciation day?

1. we may be able to get sponsors

Resources required to meet these deliverables

1. volunteer time
2. Equipment:
   1. Any somewhat modern Apple OS X system (Windows or Linux systems can work, as well, but it's most cost effective in time and software do use OS X)
      • Not required to be dedicated for this purpose
      • Many Tech Team and Board members already own the computer system needed
   2. A quality microphone
      • Not built into system
      • Headset mics for each participant is ideal for phone or net based interviews or discussions: $40 - $100/headset (though many people already own them, and for non-LOPSA participants they would likely have to supply their own headset/mic)
      • Stand alone mic ideal for studio/quiet area interviews or discussions: $50 - $200 (high quality is important)
3. Software: iLife (for Garageband) or Final Cut Express/Pro for Soundtrack or Soundtrack Pro (Garageband is already loaded on most OS X machines).
4. Tech staff time: $500
5. Editorial/producer: $500
6. misc: $500
7. Shirts/thank-yous for volunteers: $200
8. note: costs might be higher if we have to pay for multiple test shows during the summer
9. note: estimated budget for 2009: above x3?

Hosted member mail (Balling)

Proposed 2008 deliverables

1. Working mail system.

Resources required to meet these deliverables

1. Tech-team members interfacing the solution with our member database.
2. Potentially rack-space at the hosting company for hardware.

Adjournment

Motion by adjourn by Barr, second by Apthorpe, to adjourn at 8:36