# Committee Meeting - 19th July 2016 **URL:** \ **Category:** Meetings\ **Created:** [July 18, 2016, 2:00pm UTC](https://forum.ruby.org.au/t/committee-meeting-19th-july-2016/210 "2016-07-18T14:00:00Z")\ **Posts on this page:** 1\ **Page:** 1
**Author:** ![radar](https://yyz2.discourse-cdn.com/flex030/user_avatar/forum.ruby.org.au/radar/32/46_2.png) [@radar](https://forum.ruby.org.au/u/radar)\ **Post date:** [July 18, 2016, 2:00pm UTC](https://forum.ruby.org.au/t/committee-meeting-19th-july-2016/210/1 "2016-07-18T14:00:00Z")
# Ruby AU July Meeting Agenda **Start time: 7:04pm.** ## Attendees - Len Garvey (President) - Jo Cranford (Treasurer) - Ryan Bigg (Secretary) - Tom Ridge - Lauren Hennessey - Ed Tippett - Kylie Gusset - Andre Vidic ## RailsCamp 19 (Lauren Hennessey) - Details posted in Slack about RailsCamp. (to be included here) - Everything covered financially, a few things not quite yet paid for. - Decent percentage of women. Len gives Lauren kudos. - Really positive feedback. ## RailsCamp 20 **Who will host it?** **Where will it be?** **When will it be?** - Crickets from the committee. - We do need a second one because of volunteers. - Ideally should be in Tasmania, in November. - Talk to @pat, find people interested in organising through him. - Setting up a RailsCamp requires local people. - Saying come to Melbourne in November + February seems like it’s “come to Melbourne” too much. - Lauren suggests having a Brisbane camp. Tom agrees that it’s a good idea. - \ (It’s a secret!) **Outcomes:** - Tom to bring hosting a RailsCamp up in Brisbane, possibly at Springbrook again. - Lauren to talk to Pat and find out if Julian Russel is interested in hosting. ## RubyConf AU 2017 (Mel Kaulfauss) - Mel not present, Jo talking instead. - 4 tickets sold, 3 are diversity tickets. - Emailed mailing list about RubyConf. - Aaron Patterson confirmed on Twitter, Tim Riley, Asia(?) Hammerly - We have more speakers we’re following up with. - Small sponsors interested in sponsoring and locking it down. - Len says that we should be doing some marketing of our own to promote RubyConf AU; at meetups. - CFP opening soon. - We’ll be trying to give speakers early feedback in their CFP process. **Outcomes** : - Committee Members to do promotion of the event at meetups that they attend. - Nailing down the sponsors. ## Constitution Rebuild (Mel Sherrin) **Defining the roles for each member of the committee** **Outcomes** : - Ryan to chase up Mel Sherrin and get this process started. ## “New Committee Member” guide - **“One stop shop” for all committee member contact details (Slack?) (Lauren / Ryan / Andre)** - **Where do new committee members read up about their role?** - **Responsibility handovers** - Len manages the passwords (as President) - There are some docs in Google Docs - Jo suggests having a [secretary@ruby.org.au](mailto:secretary@ruby.org.au) email address for sharing access to different systems for secretary. - Andre asks: Pat Allan is the “public officer” for Ruby Australia? - Lauren suggests adding contact details to Slack, and mentioning them in the committee channel. **Outcomes** : - Write some “position descriptions” / “guides” for the committee positions to clarify them. Lauren to work on this. - Ownership for [ruby.au](http://ruby.au) accounts should be an email from the organisation. - Ryan Bigg to talk to Keith Pitty regarding domain registration. - Ryan to talk with Pat about being the “public officer” for Ruby Australia, possible transfer required? ## Possibility of Ruby AU funding Ruby Together - Len says that there’s something to explore - Jo says that the purpose of Ruby AU is to assist events in Ruby Australia, rather than donate to another not-for-profit. - Kylie says that if we support them, that may set a precedent about who to support in the future. She suggests not supporting anyone. Jo agrees. **Outcomes:** ; - No overwhelming support amongst the committee to directly support it. - The committee can use our platform to direct people to sponsor Ruby Together themselves. ## Review of sponsorship (Jo) - **Who will do what to help move it forward** - Jo says that sponsorship should cover two RailsCamps and a conference per year. - We should try to get more sponsors to put us in a better position. - Len says that we should have enough money in the bank to “support a complete failure of a camp” (i.e. if a camp had to be cancelled). - Jo says that she’s gone back through the P&L since RailsCamp Sydney, says that we lost $45k on the Gold Cost Ruby Conference. We have $50k leftover, and we’re using that as a buffer. We’ll be using a fair amount of that to fund a conference in a location that isn’t Melbourne or Sydney. - It isn’t [Ruby.AU](http://Ruby.AU)’s aim to spend “every last penny” of the money (just so that we have a buffer) - Jo has a spreadsheet of possible sponsors. We should reach out to them about sponsoring [Ruby.AU](http://Ruby.AU). - Len says that we need to provide a value for the company during their sponsoring. Big-tier sponsors get coverage at meetups, conferences, camps and on social media. Sapphire sponsors get to sponsor a single event (up to a max of 5). - Jo says that we could get a Sapphire sponsor to sponsor a lunch at a conference. - Len suggests a sponsor could sponsor a camp or a Rails Girls event. - Andre asks Jo how he can help gather sponsors. - Jo’s been collecting sponsors logos / blurbs to use across all events, to make it easier for event hosts to talk about who is sponsoring them. - Kylie suggests getting Atlassian to sponsor. They’re not quite technologically aligned with Ruby, but they may be interested in sponsoring diversity tickets. - Jo brings up that Vinomofo is interested in hosting. - Jo says that invoicing sponsors is easy enough to do. **Outcomes:** - Andre and Tom to help Jo out with rounding up / working with the sponsors. - Jo, Tom & Andre to go through Jo’s spreadsheet of sponsors. ## Financial docs (Jo) - **what should we publish and where to? (past records are easy to generate, but future stuff is more difficult and more useful) - also we need to ensure we answer the questions raised at the AGM** - Jo has generated Profit and Loss (P&L) reports. Canberra Camp, last RubyConf and recent Adelaide Camp have been done. - Jo suggests hosting these reports on the website for the most transparency. - Len says that we should generate these reports because it’s brought up at AGMs frequently, and it’s also useful to event runners. **Outcomes:** - Jo to generate P&L reports for each quarter, and each evnet. ## Website Updates - **Conslidating changes to the Rails app + deployment to heroku** - **Membership database specifications (Lauren)** - **Indicate to attendees of RailsCamps that they are automatically members of Ruby Australia (André)** - Ryan to get in contact with [ruby.org.au](http://ruby.org.au) domain owner and transfer ownership. - Ed needs to know what information we want to collect on users & how much to display on the website. - Len says that it should manage the Campaign Monitor list. - Jo says it would be a good idea to have a “Camp” / “Conference” list. - Ryan suggests first name, last name, email address (optional) - Lauren suggests Twitter handles too. Kylie agrees. - Jo says that we need to have a privacy policy if we’re collecting users’ data like this. - Len says that the committee should be able to see the data. Regular users should not be able to see other users data. - Ed says there’s a Google Doc for memberships. Ben Schwarz has access to it. **Outcomes** : - Ryan to get in contact with [ruby.org.au](http://ruby.org.au) domain owner and transfer ownership. - Ryan / Ed to deploy the Rails app to Heroku. - Ed to get in touch with Ben Schwarz for the membership database. - Kylie to update the committee member list. **Meeting ends: 8:02pm.**