17:59:53 #startmeeting 17:59:53 Meeting started Mon Sep 20 17:59:53 2021 UTC. The chair is nattie. Information about MeetBot at http://wiki.debian.org/MeetBot. 17:59:53 Useful Commands: #action #agreed #help #info #idea #link #topic. 17:59:58 #chair pwaring 17:59:58 Current chairs: nattie pwaring 18:00:08 today's meeting will be mostly chaired by pwaring 18:00:46 gee, new team and everything new :-) 18:00:55 hi, Enkelena here from Kosovo team 18:01:08 #link https://deb.li/dc21meet 18:01:08 Hi everyone, I'm Era from the Kosovo team 18:01:10 the agenda 18:01:15 #topic roll call 18:01:17 #link https://deb.li/dc21meet 18:01:22 Hi 18:01:25 Hi everyone, I'm Valmirio from the Kosovo team 18:01:31 say "hi" (or your preferred greeting) if you're here 18:01:36 * nattie waves for the roll call 18:01:40 Hi 18:01:48 Hello 18:02:05 we should probably all say who we are, too. Thanks for the people doing that 18:02:24 * nattie is Nattie M-H of general debconf presence 18:02:30 I'm Stefano from the Core Team, Committee, and Video Team 18:02:50 Arianit, Kosovo team 18:02:52 (i engage in various orga activities) 18:02:56 I'm Paul, nattie's glamorous assistant (and purveyor of freight forwarding for Debian in the UK) 18:03:30 i'm Lenharo. From Brazil. I like to help :) 18:03:40 Daniel Lange (DLange) from the DebConf Committee, typically taking care of sponsors and finances a bit 18:04:52 #topic Debconf21 tear-down 18:05:05 Is there anything still outstanding from Debconf21? (reimbursements etc) 18:05:48 yeah.. i have to send a few t-shirts.. 18:06:24 Freewear have just been paid, so that's no longer outstanding 18:06:49 #info Freewear have been paid for t-shirts 18:06:59 #info A few t-shirts are awaiting posting 18:07:30 tumbleweed: anything on the money side? 18:07:35 ZA hasn't shipped shirts yet 18:07:38 I think the pins only just arrived 18:07:43 so waiting for all of that 18:07:58 and final invoices from brazil 18:07:59 glad they've arrived, though! 18:08:25 still waiting on some sponsors to be invoiced 18:08:38 and waiting for the final bursary payment summary 18:09:15 that's it 18:09:21 #info Some invoices to be raised/received (t-shirts, sponsors) and bursary payment summary to be finalised 18:09:27 tumbleweed: thanks 18:09:38 anything else on DC21 before we move on 18:10:16 are the videos all posted and linked? 18:10:27 istr that was an issue last time / meeting? 18:10:39 yep, all posted 18:10:40 and linked 18:10:46 awesome! 18:10:56 budget wise, we're still well under the swag budget 18:10:59 #info All videos are posted and linked 18:11:18 so there has been some talk of a small batch of post-conference t-shirt printing 18:11:30 (and paid 2nd shirts, etc.) 18:11:45 tumbleweed: is that something we need to make a decision on here? Or for a future meeting? 18:11:57 we'd need cost info first 18:12:45 I'd be happy to authorize up to $500 for things like that. esp. if we make money on sales 18:13:09 we could make a decision at that level, or we could wait for a specific proposal, with a budget 18:13:19 the latter please 18:14:13 does anyone want to take the action to produce a proposal? Then next time we can discuss it 18:14:17 that may happen outside the regular meeting cycle if it does 18:14:36 (I'm assuming we're going to discuss slowing them down, later) 18:14:59 yes that's on the agenda :) 18:15:33 i think we can move on to the handover 18:15:52 #topic Handover to Kosovo 18:16:04 hi, I'm a bit busy with something else here, will read the backlog later 18:16:20 DC22 orga, would you like to say hi? 18:16:26 /q tumbleweed 18:16:32 hi \o/ 18:16:40 * DLange is trying again :) 18:16:50 hi :) 18:16:55 hello 18:17:07 there's about 5 of us here 18:17:36 great 18:17:41 Hii :) 18:17:42 as you can see from the agenda, we need to get some members from Team Kosovo onto the core teams 18:17:59 which are: Design, Website, Sponsorship, Content, Bursaries, Registration, Treasurer 18:18:17 though there's probably some overlap, and people can be on more than one team 18:18:19 Registration is fortunately already covered (hi Arianit!) 18:18:39 #info Registration team is assembled 18:19:08 era (IRC): you should be on the content team 18:19:19 what is content? 18:19:29 content is the programme - what talks happen, etc. 18:19:32 program? 18:19:35 yeah 18:19:36 schedule 18:19:36 talk selection and scheduling 18:19:41 I can be on that as well 18:19:59 just be careful not to take on too many tasks at once 18:20:06 Valmir is on sponsorship 18:20:07 i'd say no more than 2 or 3 18:20:26 I'll be on the Sponsorship too 18:20:51 I think it is ok for now :) 18:20:54 has era agreed to be on content? 18:21:00 yes, sure! 18:21:08 #info Arianit and era to join content team 18:21:21 #info Valmir and Enkelena to join sponsorship team 18:21:27 Era could also do bursaries please 18:22:04 only if era agrees :) 18:22:14 okay, I can be on bursaries too 18:22:24 #info Era to join bursaries team also 18:22:46 any more volunteers? 18:22:57 anyone for website, design, and/or treasurer? 18:23:21 awesome, emails and salsa accounts for sponsors and bursaries team members to me please 18:23:46 #action Sponsors and Bursaries team members to contact DLange with emails and Salsa accounts 18:23:46 will do. 18:23:59 #link https://salsa.debian.org/ 18:24:11 for anyone who has not used Salsa before 18:24:53 okay, let's move on 18:25:05 #topic Handover to Kosovo - Next steps 18:25:11 just as a reminder: you don't have to run the whole show by yourselves 18:25:33 Ill be on treasurer team as well 18:25:36 we are here and more than happy to work together 18:25:52 yes, there are many people who help with every Debconf, not just specific ones 18:25:56 thank you nattie 18:26:07 #undo 18:26:07 Removing item from minutes: 18:26:20 #info valmirio to join treasurer team 18:26:34 #topic Handover to Kosovo - Next steps 18:26:40 I'll do design team 18:26:55 #undo 18:26:55 Removing item from minutes: 18:27:02 valmirio[m]: OK, please chat to DLange and me about treasurer stuff later 18:27:05 #info EnkelenaH to join design team 18:27:18 #topic Handover to Kosovo - Next steps 18:27:19 OK 18:27:29 last time we discussed a website for DC22 18:28:23 terceiro: have you had chance to look at this? (no worries if not) 18:29:14 I can also take that over 18:29:18 I have time today 18:29:47 #action tumbleweed to setup website for DC22 18:29:51 thanks 18:30:26 there's also the sponsorship brochure - do we need that now or can it wait until a bit later down the line? 18:30:42 it's a good idea to get the sponsorship brochure ready quickly 18:30:55 We have a draft, which we can send in like two days once we give a better look at it 18:30:56 since some sponsors budget for year N in the autumn of year N-1 18:31:04 EnkelenaH[m]: sounds good 18:33:50 ok, shall we leave that with the sponsorship team and just note at the next meeting that it's ready? 18:34:54 SGTM 18:35:09 #action Sponsorship team to feedback once brochure is ready 18:35:10 SGTM2 18:35:17 excellent 18:35:20 moving on 18:35:23 #topic Meeting schedule 18:35:43 at the moment we have meetings every 2 weeks, Monday 18:00 UTC 18:35:57 for the moment, i think we can go to every 4 weeks 18:35:58 however, do we want to reduce that frequency in the early days 18:36:06 agree with Nattie 18:36:27 agree 18:36:35 as long as it doesn't block getting the sponsorship drive moving forward 18:36:47 nah, no worries 18:36:52 so, we won't be meeting as a team to approve the brochure, logo, etc. 18:37:14 we can do the next one in two weeks, then we move to four 18:37:23 that will happen outside the meetings, and get reported as a status update at the next meeting, perhaps? 18:37:31 (and probably that t-shirt printing, mentioned earlier, will happen based on a decision outside a regular meeting) 18:37:36 EnkelenaH[m]: sounds like a good compromise 18:38:10 ok, can people say if they want 2 weeks (next) then 4 weeks, or straight to 4 weeks 18:38:29 i would propose the next two meetings be 4 october, and then 1 november 18:38:32 2, then 4 as per EnkelenaH[m] and tumbleweed's suggestion above 18:39:05 and yeah, no need to wait for the meeting in 2 weeks to get things done 18:39:09 we're all here, all the time :) 18:39:10 indeed 18:39:19 i mean, of course we have lives! totally! 18:39:46 #agreed next meetings: 4th Oct, 1st Nov, then every 4 weeks at the same day/time 18:39:59 #topic AOB 18:40:11 one technical thing comes to mind 18:40:15 anything else that wasn't on the agenda and needs discussion/agreement 18:40:21 i would just like to reiterate terceiro's point about a go/no-go date for in-person in Kosovo 18:40:34 of course we hope that it can happen, but we need a backup plan, *just in case* 18:40:37 EnkelenaH[m] noticed that email she sends from @debconf.org through my mail server (DKIM signed) is still getting marked as spam in her tests 18:40:48 should we do SPF for @debconf.org email? 18:40:53 not much more we can do, beyond that... 18:40:54 do we keep UTC or move with Winter time in Europe? 18:41:13 tumbleweed: I would say yes, based on my experience (Google pretty much requires SPF AFAICT) 18:41:20 YES 18:41:42 then I'll need IPs from anyone who wants to send mail from @debconf.org 18:42:12 okay, let's deal with mail first 18:42:21 ah, DMARC would be the one other thing we could do 18:42:25 #action Anyone who sends mail from @debconf.org to send their IPs to tumbleweed 18:42:33 #action tumbleweed to investigate DMARC 18:42:37 tumbleweed: include mailly and muffat please, that's what I use :) 18:42:48 ack 18:43:15 point 2: do we keep UTC or move with Europe winter time 18:43:33 presumably we'd move the meeting but still advertise UTC (to be consistent with everywhere else) 18:43:47 i feel like we've previously moved it with Europe winter time, but now i'm less certain 18:43:47 well, then we need to agree on when to change it 18:44:10 Europe and the US change to normal time at different dates typically 18:44:38 I'd prefer an hour earlier, so for me staying with UTC would be better 18:44:57 (as 18:00 UTC is 19:00 CET but 20:00 CEST) 18:45:30 🥳 18:45:33 does anyone else have a strong preference 18:46:29 i think staying with UTC would make for less disruption and confusion 18:46:59 ok, let's leave until the next meeting then, as that will still be in summer time anyway 18:47:14 point 3: go/no-go date for in-person DC 18:47:30 as mentioned, we *really* hope it will be in-person 18:47:34 *but* 18:47:57 better to be prepared in case it goes pear-shaped than have it sprung on us unprepared 18:48:07 What's the timeline for committment to the venue? 18:48:36 from the experience of DC20, for our attendees we should make the decision before we open registration 18:48:51 *nods* 18:48:59 and usually the timing of opening registration is based on having enough time to offer travel bursaries 18:49:08 have you thought some criteria go/no-go depends on? will 95% of the attendees be vaccinated? 18:49:29 the minimum is probably: 2 weeks to appyl for bursaries followed by 2 weeks to vote on them. But typically 1 month + 2 weeks 18:49:37 I think it mostly depends on what Kosovo allows 18:49:43 event and travel-wise 18:50:02 * nattie would be fine with revisiting this topic as a regular agenda item in two weeks 18:50:15 but i wanted to bring it to people's attention sooner rather than later 18:50:18 may be revisit it in January? 18:50:37 I mean we will not have registration or anything else crucial before that 18:51:04 let's think a bit about criteria so we have a start of an idea in the next two weeks, and then we can just revisit the iteam briefly to see where we are with it at the next meeting 18:51:07 okay, let's leave it as a recurring agenda item and we can update if there's progress/decision or a decision needs to be made 18:51:24 obviously nattie and I are of one mind 18:51:36 anything else before we close? 18:51:45 nothing else from me just now 18:52:10 all fine, go, go, go team Kosovo! 18:52:16 yeah, we'll revisit regularly. this summer was way open and then the numbers hit. we'll probably reach 70% vaccination this year but then it also depends on how the virus behaves. 18:52:23 great, thanks everyone for coming, see you in 2 weeks! 18:52:25 #endmeeting