20:01:32 #startmeeting 20:01:32 Meeting started Thu Sep 22 20:01:32 2016 UTC. The chair is pollo_. Information about MeetBot at http://wiki.debian.org/MeetBot. 20:01:32 Useful Commands: #action #agreed #help #info #idea #link #topic. 20:01:38 #topic Welcome 20:01:51 please say hello if you are here for the meeting! 20:01:59 hello if you are here for the meeting! 20:02:00 hello 20:02:03 hi 20:02:13 hello o/ 20:02:17 * larjona here (mobile and multitasking with dinner, though) 20:02:20 "hello" 20:02:20 o/ 20:02:52 well that looks like it for now 20:03:05 any comments on the agenda? 20:03:12 * lavamind looking 20:03:13 thanks to madduck for that btw 20:03:26 pollo_, I'd like to add proposing a new day/time for meetings 20:03:30 just pulled in the open topics from minutes and kanban 20:03:48 tiago: good idea.please add it 20:03:49 looks good, let's go, we can add meeting time 20:04:01 it's a shame an important dc member can't join any meeting (holger) 20:04:15 #topic Proposed speakers update 20:04:25 can you link the agenda here? 20:04:30 tiago: any news on content team? 20:04:36 http://deb.li/il9wc 20:04:55 pollo_, we started discussing the suggestions this week only 20:05:09 did you get a lot of suggestions? 20:05:15 there's 9 suggestions so far 20:05:27 seems won't be hard 20:05:28 neat 20:05:49 so I hope in the next days, before october we can decide who'll be invited and send the emails 20:05:58 that's all I have to say on this 20:06:11 #topic Catering 20:06:21 tiago: maybe a priority list and then we work down until we have 3 or however many we need. 20:06:40 people will decline so we need backups 20:06:48 madduck, sounds good, we can make it by using that ethercalc 20:06:51 tiago: please document your progress on KanBoard :) 20:07:04 tiago++ 20:07:07 lavamind, that's a hard request for me, but I'll be my best 20:07:12 I'll DO my best 20:07:13 cofcof 20:07:19 tiago: any news on Catering? 20:07:25 be the best that you can be ;) 20:07:30 last meeting you were still waiting for some qutes 20:07:52 catering: after I sent our budget to those who asked, they answered back saying it's impossible to them to make it 20:08:04 lulz 20:08:07 so far we have only two real options 20:08:15 le diner and chartwells 20:08:34 i've taken the communication with the madame from charwells 20:08:37 I think having 3 options would be best 20:08:50 she seemed to not get my first email and sent another one... then I sent it again 20:09:01 tiago: maybe we can reply how much budget they think we need ? 20:09:02 tiago: heh, see lavamind it's not me 20:09:06 but it seems she doesn't answer saying 'ok i received it, thanks' 20:09:25 lavamind, one of them said it'd be the double in the best case 20:09:36 tiago: communication with Chartwells has been very hard on my side 20:09:45 so I guess it's "normal" 20:09:56 the other one sent me a regular menu with regular prices which would double as well by my calculation 20:10:15 we have to work by telephone with chartwells 20:10:27 tiago: when you checked for catering company, did you only check in Hochelaga-Maisonneuve? 20:10:30 pollo_, lavamind but that's fine (with chartwells) since I answer with copia to the maisonneuve people, so they are all aware 20:10:30 it could just be that their email system is shit 20:11:21 we get them a proper one and they cook for us at reasonable rates? :) 20:11:27 anyway, my answer was very polite and I explained many things, but I said that for now we don't need further info from them because we're still comparing prices and menues 20:11:46 pollo_, I sent to 11 companies 20:11:55 most of them from Hochelaga-Maisonneuve? 20:12:14 hmm. What do others think about choosing between 2 caterers? 20:12:16 I can extend that a little and try to have at least one more feasible option 20:12:26 then we'll have 3 20:12:43 pollo_, I'd be ok with 2 + CW 20:12:52 two is fine 20:13:09 because I think chartwell is a bit crap in some senses 20:13:15 we need only one but obviously negotiations are easier with 3+ 20:13:23 the timeline says September to receive quotes & such and October choosing a caterer 20:13:48 at DC16 we switched caterers between camp and conf, also for the reason of having more variety in food 20:13:54 so I'll try to find another option which doens't seem too chic 20:14:05 I won't send emails to those fancy caterers 20:14:11 heh 20:14:18 anything else to add on catering? 20:14:23 they're full of fancy presentations in small plates 20:14:26 that's shit for dc 20:14:37 we need good food and good care, that's all 20:14:39 ask La Belle Province 20:14:49 eurk 20:15:00 most of them provides fancy (small) food and don't even care reading my emails properly 20:15:25 #topic Venue 20:15:35 lavamind: any news on that? 20:15:55 I really want to know if we can buy a washing machine :p 20:16:02 pollo_, please action: tiago will have 2 or 3 options to start negotiation in october (catering) 20:16:27 #action tiago to find 2 or 3 catering options to start negociations in Oct 20:16:29 pollo_: no, this washing machine thing is not a priority right now 20:16:45 they are still working on internal approval afaict 20:16:47 (that was a joke) I'm more curious about the draft 20:16:51 for the contract draft 20:16:55 :9 20:17:12 they asked for for the "official" contract orga/person, so I asked around 20:17:29 that ties into legal entity, no? 20:17:40 I think the best at this point is to use SPI & Martin as representative, but I haven't been able to get his OK yet 20:17:53 Zobel? 20:18:07 tbm, per his IRC nickname 20:18:12 Michlmayr 20:18:15 I'm not sure Martin is the best one since he seems hard to reach 20:18:22 I've pinged him in #spi but never got any response 20:18:29 there was still "legal entity" in kanban. Or is this resolved? SPI or local entity? It matters here, I think. 20:18:43 madduck: there is topic about this 20:18:52 haven't emailed yet though, this is next in line 20:18:52 everybody local seems to prefer the SPI route 20:18:57 lavamind: why not use Mehdi? 20:19:04 there is, but then I suggest to postpone discussing the contract partner until we have that topic #agreed. 20:19:07 pollo_: ^ 20:19:12 pollo_: no SPI representative 20:19:28 for dc16, we did all the work and then asked bdale to sign off 20:19:36 madduck: the issue is that the legal entity we decided to create won't be paying any bills 20:19:39 do we need a SPI representative to sign a contract we'll pay with Debian money? 20:19:53 I am quite sure he'll do that again and I can ask him if you want, and then we work on it for him. 20:20:18 bdale is not on the board anymore 20:20:23 pollo_: the signer is the contractual partner obligated to pay. It does not matter where the money comes from. 20:20:32 DLange: that solves that then. ;) 20:20:35 pollo_: i can try to reach him if it can help 20:20:36 madduck: tbm is president now, that's why 20:20:45 can't Hydroxide sign? He's on the board and will live in MTL shortly 20:21:03 pollo_: Hydroxide said tbm would be best positioned for that 20:21:12 as did mehdi 20:21:23 so all I need now is his approval 20:21:30 all right then, let's just poke him with a pointed stick 20:21:35 I'm sure we can get him to sign once all is sorted in reasonable time 20:21:52 but in any case, it's just or a draft contract 20:22:29 I thikn I'll just give the Maisonneuve people this info, and in the mean time we can get a hold of tbm to confirm 20:22:36 #agreed Martin Michlmayr to sign the contract for us 20:22:49 it'll take time to review and make sure the contract is all good before we send it off to SPI for review & approval 20:22:49 anything else on Venue? 20:23:08 nope 20:23:14 #topic website 20:23:19 well 20:23:23 accomodation ? 20:23:44 ooops, I skipped quite a few topics here 20:23:47 tassia and I visited the Hotel Universel 20:23:52 We'll come back to them 20:24:11 so where are we now 20:24:14 website 20:24:16 website 20:24:32 who's in charge? 20:24:39 LeLutin: ? 20:24:52 he said he had a medical meeting 20:25:11 ok, it seems there are lots of work to do 20:25:12 https://debconf17.debconf.org/ 20:25:15 yes 20:25:28 tiago: you and valessio took the job of styling it 20:25:46 but there are still quite a lot of 404 on that page 20:26:05 pollo_, yes, we got a bit blocked with the old strucutre 20:26:07 styling != content :) 20:26:18 we should just poke LeLutin and see whats holding it up 20:26:25 tumbleweed: I know, that's LeLutin's work 20:26:34 but now tumbleweed has hacked it for the good and we'll be able to work easily 20:26:39 i'll ping valessio on this 20:26:40 #action pollo to poke LeLutin about the website content 20:26:52 yay tumbleweed 20:27:01 anything else? 20:27:02 #action tiago to poke valessio about the website styling 20:27:11 I can help hack together a basic style, if you need help 20:27:17 I mean, nothing fancy, but at least a little closer to the brochure 20:27:27 #action tiago to poke valessio about the website styling 20:27:30 this is not an area of expertise :P 20:27:39 tumbleweed, that'd be nice, something to start with 20:27:55 for some (including me) starting is the hardest 20:28:00 #action tumbleweed to hack a basic stylesheet that looks somewhat like the brochure 20:28:26 valessio is playing a lot with the svg, making animations etc 20:28:26 tumbleweed: that css framework… I forget the name… 20:28:33 there'll be some fancy surprises soon 20:28:40 madduck: bootstrap 20:28:45 exactly. 20:28:50 tiago: 3D printed logo! 20:28:51 we already use it right? 20:28:59 madduck: yep 20:29:03 \o/ 20:29:06 well we use bootstrap 3 20:29:10 bootstrap 4 just came out... 20:29:48 * tumbleweed hasn't even looked at it, yet 20:30:21 #topic Accommodation 20:30:33 ok so tassia and I visited Hotel Universel 20:31:08 they haven't gotten back to us on several points discussed, including prices 20:31:29 but basically the quality was higher than we expected 20:32:02 and they agreed to provide us with free cots & cribs, and they can organize a free shuttle service for us 20:32:23 lavamind: did you get any infos on the shuttle schedule? 20:32:35 based on the info we already had, I made a cost comparison between two scenarios, see git 20:32:44 oh shit i'm being poked by kanboard 20:33:01 pollo_: there's no fixed schedule, it's their vehicle 20:33:26 lavamind: yeah, but does the driver stop at 8pm? 20:33:47 lavamind, that's even nicer, probably easier to get flexible times, also thinking about accessibility needs 20:33:48 pollo_: we don't have this level of detail yet 20:33:49 will it be big enough to bring everyone in the mornig 20:34:02 no, it's not a 50 seat bus 20:34:14 it's more like a mini bus 20:34:21 probably 10-12 seats 20:34:29 I think we need someone to contact bixi 20:34:34 but thankfully not everyone gets up at the same time 20:34:50 tiago: they said they would do it, the hotel 20:34:54 tiago: we need to contact Tourisme Montreal about this and STM 20:34:55 cool 20:35:02 because there's no bixi station close to the hotel 20:35:13 that's a thing 20:35:24 we should add Tourisme Mtl on Kanboard, we forgot 20:35:27 Tourisme Mtl Might be able to get us lower group prices for STM passes and bixi keys 20:35:39 we're 300, we can move the bikes all together 20:35:41 #action pollo to add contacting Tourisme Montreal to KB 20:35:48 I think that was LeLutin's task also ? not sure 20:36:11 #action pollo to add to KB contacting Velo Montreal about bike rentals 20:36:29 anyway, that's not a central issue here 20:36:34 I can't find any 'tourisme' or 'bixi' keywords in kaban 20:36:37 lavamind: so what do you want us to do about accomm? 20:36:48 pollo_: check out the cost comparison data 20:37:04 I think we should consider offering hotel accomodation to everyone 20:37:13 I will do two budget versions 20:37:28 actually we need to check outselves the beds from RC and try to estimate how many would be ok staying in the college 20:37:46 #action pollo to make 2 different budget versions, "hotel" and "no-hotel" 20:37:51 not only the bed, but the whole arrangement 20:37:53 even though it's more complex than that 20:37:54 tiago: that data is in the document 20:38:03 tiago: the whole arrangement 20:38:08 lavamind, i mean, we need to simulate the ambient and take pictures 20:38:13 and show them to people 20:38:16 (if possible) 20:38:30 lavamind: any news from RC? 20:38:31 sorry I didn't see the document, so just ignore if it's all there 20:38:44 (btw RC = Red Cross) 20:38:49 tiago: I didn't contact the RC yet, we should finalise the OSBL first 20:38:54 ok 20:39:08 tiago: https://anonscm.debian.org/cgit/debconf-data/dc17.git/tree/accomodation/scenario_comparison.txt 20:39:23 #action pollo to add to KB "staging a would-be classroom with RC cots" 20:39:35 pollo_: that's already in KB 20:39:40 btw is there some plans what happens if not 300 but 400 or so sign up? 20:39:41 "document on-site accomodation" 20:40:02 azeem_: get more sponsors :p 20:40:15 azeem_: would mean money or space? 20:40:16 sure, but can we accomodate the people? 20:40:19 space 20:40:20 the hotel can accomodate a large number of attendees 20:40:33 n 20:40:43 and the venue is OK with 400 ppl too 20:40:49 the best would be to provide numbers by the end of april 20:41:13 so they can set aside rooms for us 20:41:25 atm registration closes in March 20:41:51 I don't think we can close it in April 20:42:06 well thankfull april is after march 20:42:18 s/March/May/ 20:42:49 well we should keep it in mind then when we decide when to open/close registration 20:43:01 imo we shouldnt blidly follow the timeline 20:43:27 true, but there were goods reasons behind it too we have to take in account 20:43:41 would May 1srt be too late for the hotel? 20:44:02 pollo_: there's not rally a "too late", it's just a risk 20:44:03 I think closing it then would be an acceptable compromise 20:44:44 we'll see I guess 20:44:49 anyone knows if March & April for registration is too early? 20:44:52 we should take into account bursaries as well 20:45:02 pollo_: let's not go into that now pls 20:45:21 that's all for the accom status update 20:45:40 #topic fundraising 20:45:55 we started sending mails to sponsors 20:46:02 aviau == MIA 20:46:03 much work to be done on this side 20:46:13 [pmg 20:46:16 pong 20:46:25 oh hello 20:46:41 atm no one leads the sponsorship drive 20:46:59 That's no good 20:46:59 aviau: if you can't do it, please say so 20:47:08 all we need are regular sprints 20:47:13 At this point it should be sending mails to individual sponsors 20:47:28 and a few people taking on leads 20:47:34 aviau: yes, but we need someone to poke ppl to do thus 20:47:45 and organise sprints 20:47:52 I don't know what "leading drive is" but I wil ldefinitely poke prospective sponsors 20:48:09 I can too, if given more info/detail 20:48:31 abdelq: We can show you how it works after the meeting 20:48:40 Alright 20:48:43 abdelq, aviau: it means poking people to take on some sponsors and organising sprints mainly 20:49:08 there is a huge bunch of sponsors no one contacted yet :( 20:49:09 while keeping the sponsors table up to date 20:49:37 aviau: do you plan on contacting any sponsors yourself ? 20:49:46 lavamind: yes for sure. 20:49:59 aviau: when can you start ? I thought we agreed to start last week 20:50:18 there's no sign of activity on the git repo on your part 20:50:33 lavamind: And I had planned a moment to do so, but you requested to wait because you didn't like the state of the brochure 20:50:49 aviau: the brochure has been ready for a while now 20:51:04 I said so here and in #debian-sponsors 20:51:09 debconf rather 20:51:14 lavamind: I know, but it wasn't when it should have been, 20:51:28 that's the past. let's deal with the future 20:51:29 thats no reason to delay ? 20:51:46 madduck: indeed 20:52:00 #action aviau to talk to abdelq about sponsors 20:52:06 Please don't wait for me if you want to contact sponsors btw. I'll spend time contating sponsors when I have time, thats it. 20:52:14 abdelq: please join #debconf-sponsors 20:52:30 we'll talk there later :D 20:52:41 pollo_: for now i suggest to just have fixed biweekly sprints 20:53:00 or even weekly 20:53:15 madduck: I agree, but I don't thinkI have time/energy to make sure it happendsw 20:53:22 anyway 20:53:34 anything else on fundraising? 20:53:43 i can help on !wednesday 20:53:55 this should be our main priority for now, fundraising and contacting sponsors 20:54:00 or Friday and weekend 20:54:06 lavamind: indeed 20:54:22 I'd like to be added on the sponsors@ list 20:54:30 ^^ me too 20:54:44 lavamind: pollo_ its debian-sponsors 20:54:47 lavamind: i think it's a regular mailing list on lists.dc.o 20:54:56 you just subscribe 20:55:19 (maybe someone needs to approve, but it was fast for me) 20:55:25 aviau: well someone has to approve I hope 20:55:27 it's not d-sponsors 20:55:53 next topic? 20:55:56 dc-sponsors-team 20:56:12 #topic Budget 20:56:18 well that one will be short 20:56:26 action someone adding pollo e lavamind into sponsor@whatever? 20:56:34 I started to work on this, but did not find enought time to finish a draft 20:56:50 tiago: I guess if we can sign we'll just do it ourselves 20:56:55 ok 20:56:55 aviau: I can't find the page weher to subscribe 20:56:56 https://lists.debconf.org//mailman/listinfo/debconf-sponsors-team 20:57:00 lavamind: ^ 20:57:50 so yeah, I'll try to work on budget more after the Free software week 20:58:12 I'll do 2 drafts too so we can compare accom options 20:59:14 #topic Legal entity 20:59:21 aviau: can't subscribe, "You must supply a valid email address." does it accept only @debian.org addresses ? 20:59:34 that's in progress 20:59:43 we'll sign the documents saturday 20:59:51 LeLutin is leading this 20:59:52 No actually I was never subscribed to that list and I can't either 21:00:02 what's this legal entity's exact purpose? 21:00:06 Its behind a broken ssl certificate, so im wondering 21:00:15 (can we work on sponsor list after the meeting please) 21:00:25 madduck: we discussed that previously 21:00:32 please see last meeting's logs 21:01:02 maybe the one previous, when we decided to create it 21:01:10 lavamind: ok. sorry I missed that. 21:01:11 anyway, next topic 21:01:19 lavamind, pollo_ sorry late though: we need to ping bgrupta on sponsor, he's been extremely helpful in the past 21:01:24 #topic Final report 21:01:52 #action pollo to ping bgrupta on fundraising 21:01:56 bgupta 21:02:07 #action pollo to ping bgupta on fundraising 21:02:20 thanks 21:02:25 madduck: what is happening with DC15's final report? 21:02:51 nothing. 21:02:53 there's not dc15 report yet? 21:03:06 and what is the status of the DC16 one? 21:03:12 i was happily unaware of it then 21:03:23 madduck: what is there to be done? 21:03:24 there is https://wiki.debconf.org/wiki/DebConf15/FinalReport with a lot of text, but nobody has so far made it into a PDF 21:03:34 so it's just making a PDF ? 21:03:35 DC16 seems stalled, nobody did something after the texification run by indiebio 21:03:56 pollo_: well, curation of text and creation of a PDF, ideally not 170 but 8 pages or so. 21:04:30 I posit we don't actually need it as a PDF but we definitely want to keep the information like we did on the wiki for posterity 21:05:03 I don't think our sponsors will have much of a problem if we can show financials, the wiki, and otherwise say that we simply need to make other use of our time working on the next conference. 21:05:21 I know I don't have energy to lead that. Anyone feels like it? IMHO it's very important we have FR for DC15&16 21:05:26 And I don't just say this because DC15's final report is the first one to be missing, AFAIK 21:06:29 I think at this point the DC15 peopl should finalize the DC15 report 21:06:58 OTOH, I did quite some fundraising for DC16 and a lack of a DC15 final report was never a problem IIRC 21:07:04 highvoltage: would you have time to spearhead the DC16 report? indiebio seemed to be fed up with it 21:07:24 pollo_: indiebio's last messages were asking us for keedback, iirc 21:07:43 so I think that's not exactly the situation 21:07:54 I think she is mostly done with it but had no feedback from us 21:08:06 huh, good then. lavamind do you have some time for that? 21:08:07 I need to leave 21:08:16 pollo_: I don't know *any* latex 21:08:16 should dc16's final report gets completed, then it'll be rather trivial to make one for dc15 as the content is mostly there and I think it's blocked on making TeX 21:08:17 see you in kanboard 21:08:37 and please someone lead the discussing here on proposing a new date/time for regular meetings 21:08:48 tiago: I'll send a poll, don't worry 21:09:24 pollo_, thanks 21:09:35 #action pollo to find some time to review DC16 report and give feedback to indiebio 21:09:39 #topic tbm permission for quote 21:09:45 azeem_: ? 21:09:58 he just got back to us 21:09:59 what's the best way to reach tbm ? :p 21:10:09 oh good 21:10:10 azeem_: can you do the modifs? 21:10:13 like 8 minutes ago 21:10:26 he suggested something, but I haven't read it through yet 21:11:00 that or send me a mail with the text to add 21:11:24 http://paste.debian.net/hidden/7f8ece4e/ <- LGTM? 21:12:20 #action pollo to modify the brochure with http://paste.debian.net/hidden/7f8ece4e/ 21:12:37 #topic DC16 finances 21:12:45 tumbleweed: any news from UTC? 21:13:33 /s/UTC/UCT/ 21:14:03 tumbleweed and Peter need to ring each other up I guess 21:14:22 #action pollo to poke tumbleweed to poke UCT 21:14:27 there's a blocker by Peter not providing data that tumbleweed could verify 21:14:42 #topic DebConf pollo 21:14:55 lavamind: has the status of this changed? 21:16:41 topic whould be read as "DebConf poll" btw 21:17:00 #topic How to volunter, what to do? 21:17:32 The best way to volunteer is to announce you want to help in this channel 21:17:54 we'll look together what are you strenghts and find you something to do 21:17:56 pollo_: several local people have manifested interest but are not IRC users 21:18:10 we should organise a new local event soon 21:18:11 lavamind: hugo, emile? 21:18:14 yeah 21:18:26 they both have the skills to use IRC 21:18:34 but awk on local event 21:18:46 It's still a good idea IMO 21:18:53