16:58:20 <tzafrir> #startmeeting Debconf23 Team meeting: https://deb.li/dc23meet
16:58:20 <MeetBot> Meeting started Mon Jan 23 16:58:20 2023 UTC.  The chair is tzafrir. Information about MeetBot at http://wiki.debian.org/MeetBot.
16:58:20 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
16:58:40 <tzafrir> #topic Roll Call
16:58:47 <pwaring> o/
16:58:49 <tzafrir> Say Hello if you're here
16:59:00 <[pirate]praveen> hi
16:59:08 <sahilister> hello o/
16:59:09 <nattie> hi if you're here
16:59:13 <anupaannjoseph[m]> Hello
16:59:25 <tzafrir> nattie: you're not following instructions
16:59:33 <EnkelenaHaxhiu[m]> Hi
16:59:37 <rovonovo_zoro[m]> Hi
16:59:39 <abrahamr_> Hey
16:59:43 <srud> Hi
16:59:57 <DLange> Hello if you're here
17:00:03 * DLange follows instructions
17:00:31 <nattie> tzafrir: i didn't feel like it
17:00:34 <bhe[m]> Hi
17:01:49 <tzafrir> #topic Finance: Treasurer team lead
17:01:50 <tumblingweed> Hi. On a phone in a customs office
17:02:18 <tumblingweed> I requested a debconf.org email alias for accounting
17:02:23 <joeniocosta[m]> hi
17:03:25 <tumblingweed> Sorry, didn't organize a discussion about roles yet. I'm happy to be the responsible lead, but don't plan to do the day to day work
17:04:04 <gwolf> Hi!
17:05:00 <tzafrir> Anyone else in the team?
17:05:38 <bhe[m]> I see three names. ( me also there)
17:05:43 <tumblingweed> Indiobio, bhe
17:06:36 <bhe[m]> I am happy to look after day to day things.
17:07:12 <K> Hi
17:08:08 <tzafrir> #topic venue contract signing - who will write to SPI?
17:08:44 <srud> Our venue contract is kind of in the final stages..
17:09:10 <srud> So we are looking how to get SPI to sign the contract..
17:09:58 <DLange> write an email to board@spi-inc.org
17:10:28 <srud> OK.. Will do that then..
17:11:01 <srud> Should we mark DPL/DCC/treasurer or anybody else?
17:11:33 <tumblingweed> All there
17:11:37 <tumblingweed> Three
17:11:54 <srud> OK.. :)
17:11:58 <tumblingweed> Spi will want instruction from the dpl to sign it
17:12:36 <srud> That was my doubt.. Should I send it to DPL first or SPI first
17:13:13 <srud> Anyway will send to all of them at once..
17:13:30 <DLange> SPI will independently review it, they will just consult the DPL (and possibly the Debian treasurers)
17:13:57 <DLange> i.e. Debian cannot mandate SPI to sign something
17:14:14 <DLange> but typically, when we kindly ask, they still do :)
17:14:17 <srud> BTW DLange tumblingweed gwolf do you have any comments on the last version?
17:14:23 <srud> DLange: ack
17:14:38 <DLange> not read it yet, there was not diff provided
17:14:39 <srud> *last version of the contract
17:14:48 <DLange> (tracked changes would be nice)
17:15:35 <srud> Tracked changes is not enabled :(
17:15:46 <gwolf> srud: I have historically been "color-blind" to money-related information :-( It clearly looks right to me, but I'd be ashamed to OK it and then find something obvious, such as the latest comments you have exchanged with DLange
17:15:51 <srud> But major changes I highlighted in the mail
17:16:04 <gwolf> I'm sorry, but I prefer to be frank and open about my inabilities :-)
17:17:29 <srud> gwolf: tbh I am learning money matters a lot with this one contract ;)
17:18:17 <gwolf> yes :-) Maybe i'm leaning too much on having mainly DLange and tumblingweed as part of the Committee and am slacking in this subject
17:18:57 <tumblingweed> Sorry, I've been slacking when it comes to this contract
17:19:27 <DLange> all good, gwolf. Thanks for sitting in coach for 20hrs. I prefer to look at contracts :)
17:19:51 <tzafrir> #topic advance payment for debconf 23 venue
17:19:56 <srud> tumblingweed: hotel people are pushing us for signed contract.. Any comments soon would be great
17:19:57 <gwolf> DLange: 20 hours? I only hope.... 😉
17:20:14 <DLange> gwolf: bring luggage for additional fun :)
17:20:16 <tumblingweed> Ack!
17:20:26 <[pirate]praveen> I think we missed venue visit budget approval
17:20:43 <tzafrir> That's next on the agenda.
17:21:08 <gwolf> [pirate]praveen: As it was not bracketed initially, SPI+DPL told me it would go via individual reimbursement, not as part of the DebConf budget
17:22:45 <srud> When we sign the contract, we would have to pay 10%
17:24:29 <DLange> when SPI has signed the contract, they will also pay the installments
17:24:44 <srud> We will pay 10% per month till Aug, so 80% in total as advance payment
17:25:02 <srud> Rest will be during/towards end of the event
17:25:20 <srud> DLange: ack
17:25:33 <DLange> Can we make those 80% go in three installments or so? Paying internationally costs a fee every time.
17:25:39 <DLange> And volunteer work at SPI.
17:25:52 <srud> DLange: OK.. Will check that
17:25:58 <DLange> thanks
17:26:00 <gwolf> DLange: Why three installments? (Is it set to more?)
17:26:11 <DLange> one per month srud said above
17:26:18 <DLange> so 8 times 10%
17:26:21 <gwolf> Oh, I see. Of course, makes sense
17:27:55 <srud> tzafrir: we can move on
17:28:25 <tzafrir> #topic payment for venue visit
17:28:44 <tzafrir> SPI or FOSS United?
17:29:13 <[pirate]praveen> gwolf, answered it earlier: As it was not bracketed initially, SPI+DPL told me it would go via individual reimbursement, not as part of the DebConf budget
17:29:37 <[pirate]praveen> so you will pay when you check in?
17:30:08 <[pirate]praveen> gwolf, tzafrir nattie ^
17:30:11 <nattie> oh, this question is about the accommodation?
17:30:26 <gwolf> [pirate]praveen: Speaking for myself, as you (locals) instruct us to do so
17:30:33 <highvoltage> srud: yeah send to all at once
17:30:37 <gwolf> We will be reimbursed after the fact, so it makes sense
17:31:15 <gwolf> (and if needed, I can cover my+tzafrir's and nattie's room, and get it reimbursed later if it makes sense, as it is less money transfers)
17:31:40 <gwolf> (but I don't think we need to get in that level of detail this early)
17:32:14 <[pirate]praveen> we have only a week left
17:32:20 <[pirate]praveen> so if not now, then when?
17:32:51 <gwolf> [pirate]praveen: I mean, about splitting or joining charges
17:33:17 <[pirate]praveen> we, local team just need to know if we should pay or not now
17:33:21 <gwolf> As I said -- I am OK with paying the accomodation and later submitting the request to SPI
17:33:28 <[pirate]praveen> since you mentioned you will pay, I think that is cleared
17:33:40 <gwolf> [pirate]praveen: No, please don't (as it will be harder to explain... marginally, but harder)
17:33:55 <gwolf> just help make sure they have space for us
17:34:27 <srud> gwolf: we have booked space for you
17:34:36 <srud> No worries
17:34:48 <srud> I think we can take this confusion offline
17:35:13 <tzafrir> #topic #website
17:35:16 <nattie> sounds like a plan
17:35:26 <pirate_bady> hi, bady from website team here
17:35:46 <pirate_bady> updating sponsors list going on as usual
17:36:03 <pirate_bady> we're also testing registration locally
17:36:15 <pirate_bady> need some more time for the same
17:36:36 <nattie> pirate_bady: using wafertest?
17:36:40 <srud> We have fixed March 15 as tentative date for registration opening..
17:36:51 <pirate_bady> nattie: no, manually :)
17:36:55 <srud> So plan to speed things up
17:37:18 <srud> *So we
17:37:24 <kannan[m]> nattie: i think wafertest sponsorship display is broken
17:38:18 <pirate_bady> another thing is we're also discussing with the design team about implementing a custom theme
17:40:29 <DLange> yeah, wafertest looks broken ... tumblingweed, you may want to take a look when you are done clearing
17:41:08 <DLange> looks like the database needs a purge
17:42:00 <tzafrir> #topic Sponsors team: Written agreement/MoU with FOSS United
17:42:33 <[pirate]praveen> we have a draft ready and just need to add one more point about unspend money
17:42:55 <[pirate]praveen> sent mail to dpl, debconf-committee
17:43:04 <[pirate]praveen> and sponsors
17:45:20 <tzafrir> BTW: on the agenda you wrote that money not spent is "less likely as only small percentage of sponsorships is handled by them)"
17:45:57 <[pirate]praveen> yes, it is really a what if, and if we don't have to bother about it now, that is a good answer too
17:46:49 <tzafrir> Any action needed?
17:47:00 <[pirate]praveen> from highvoltage
17:47:08 <DLange> highvoltage will probably respond to your email soon™
17:47:29 <DLange> his mailq is probably never empty
17:48:23 <tzafrir> So next: visa team.
17:49:12 <tzafrir> #topic Visa team: Update on organisation to assist with invite letters
17:49:21 <[pirate]praveen> we will have some clarity on invite letter tomorrow, after meeting with infopark
17:49:31 <[pirate]praveen> if they agree, that would be best
17:49:58 <gwolf> FWIW, I can testify that -as a citizen from a "happy" e-visa country- the process is quite easy
17:50:03 <[pirate]praveen> if not we have to look for others
17:50:12 <gwolf> easier than the visas I got for Canada, South Africa or Taiwan
17:50:22 <gwolf> _Much_ easier than the visa for the USA, but that's a known fact of life
17:51:32 <nattie> it's interesting the differences of opinion on the visas...
17:51:54 <tzafrir> #topic Requirements for any live music: IPRS
17:52:00 <gwolf> nattie: Well, keep in mind you never have to get visas to go anywhere...
17:52:45 <tzafrir> I wasn't following. What is this item about?
17:52:59 <gwolf> joeniocosta[m]: Your point
17:53:07 <pwaring> there was a suggestion of having live music, to which IPRS was raised (at the last meeting)
17:53:18 <joeniocosta[m]> hi
17:53:54 <joeniocosta[m]> I was trying to understand this IPRS from here https://iprs.org/licences/
17:55:51 <joeniocosta[m]> it looks that it is in fact required for any kind of music/sound performance, but I guess i need help of someone more experienced on it, or maybe I have to communicate with Hotel staff to have a clear view of what they need.
17:56:11 <gwolf> joeniocosta[m]: We will be sure to talk with the hotel during the visit next week :-)
17:56:39 <gwolf> Please send (mail!) a description of your work -- I understand it's your own work (no licenses to third artists needed)?
17:57:58 <tzafrir> Anyone looking into this issue for next meeting?
17:58:03 <[pirate]praveen> https://paste.debian.net/1268233/ from the contract
17:58:34 <joeniocosta[m]> Just to make clear that the plan I have in mind doesn't include playing any pre-recorded music. The format we have done in DC22 included pre-recorded music (for example we were playing music from spotify during the cheesy and wine) but it was not planned.
17:59:01 <joeniocosta[m]> *cheese
18:01:51 <tzafrir> Anything else on this topic?
18:02:37 <nattie> cheesy cheesy
18:03:03 <tzafrir> #topic Next meeting schedule
18:03:18 <joeniocosta[m]> gwolf (IRC): ok, thanks, I will send an email explaining the event in details. From where should I send, what mail address?
18:03:27 <tzafrir> #undo
18:03:27 <MeetBot> Removing item from minutes: <MeetBot.items.Topic object at 0x1105810>
18:03:57 <gwolf> joeniocosta[m]: It can be to debconf-team@lists.debian.org, or if you prefer not to "spill the beans" too much, to me personally (gwolf@debian.org)
18:04:23 <joeniocosta[m]> ok :)
18:04:54 <tzafrir> #topic Next meeting schedule
18:05:18 <tzafrir> Next meeting: February 6th, 17:00 UTC
18:05:31 <tzafrir> #topic AoB
18:05:34 <indiebio> Hi, sorry I joined late (time zone changes take getting used to) I am now settled-ish, in Portugal, so can start learning and getting involved with treasurer, whatever is needed there.
18:05:42 <indiebio> For AOB, DC24 - do we know that Haifa is going ahead? I met with the University of Aveiro Linux group last week, and they are VERY keen to have a DebConf there. So if we suddenly jump to 2024 I need to tell them ASAP.
18:06:01 <indiebio> (and has anyone heard anything about the bid from Japan?)
18:06:42 <gwolf> indiebio: AFAIK, we haven't pinged any of the bidders so far
18:07:11 <gwolf> that usually happens early during the year -- but given we have "granted precedence" to Israel, lets see that part of the answer first
18:07:18 <indiebio> I haven't been pinged ;) But Haifa needed a decision in December, correct? I think I recall that they were going ahead fine?
18:07:27 <gwolf> (I understand it is moving forward in Israel)
18:07:32 <indiebio> ok, cool
18:07:37 <gwolf> indiebio: You are right to bring the point up formally
18:07:45 <gwolf> tzafrir: Can you please fill us in? :-]
18:08:09 <tzafrir> Can we discuss this after the meeting?
18:08:50 <indiebio> to be clear, I am not rushing, or pushing, I just wanted to know what the status is, and it's all a bit weird post-pandemic, is all
18:08:59 <tzafrir> And any other issue to raise, or shall we make this "after the meeting"?
18:09:06 <indiebio> no issues from me
18:09:36 <tzafrir> #endmeeting