2019 08 08 Committee meeting

Ruby New Zealand Incorporated

2019-08-08 Meeting Minutes

7.15pm - 8.15pm

Opened: 7.26pm

Present:

• Merrin
• Laura
• Rebecca
• Andrew
• Anthony

Apologies:

• Steve
• Mathew
• Pete

Minutes:

• Whether to adjourn meeting - missing a few members
  • Vote to not adjourn meeting
    • Passed unanimously
• Vote on publishing previous minutes
  • Passed unanimously
• Ruby chat platform
  • Slack security incident
  • Some people decided to start a keybase chat
  • No options in community survey received much support
  • Other setups should make clear that they are unofficial (which keybase chat has)
  • Vote to to continue on with Slack for now
    • Passed unanimously
• Kiwi Ruby update
  • Extended CFP (due to not many local submissions), which resulted in more local submissions
  • Working on shortlisting talks
  • Sponsorship looking very positive
• Strategic Subcommittee update
  • Intended to meet but couldn’t find a suitable time. Nothing to report
  • Strategic vision not merged yet due to lack of feedback. (But will be merged now)
• Community Subcommittee update
  • Added greetbot
  • One moderation question regarding advertising, but no concern
  • No shift in post vs. read analytics
  • No feedback on survey results
• Proposal from Merrin regarding event compensation guideline
  • Merrin talked to some event organisers
    • Clear that expenses are largely self managed
    • Problem is less setting up guidelines from Ruby NZ’s end, but rather helping set up organisers’ guidelines, and managing expectations with Ruby NZ
    • Idea is to make a handbook for running an event through Ruby NZ
  • Feedback on specifics welcomed
  • End goal is for people who haven’t run large events before to be able to approach Ruby NZ for help and receive guidance
  • Question whether people are looking for money or guidance
    • Could give grants for people who want to run events (to be discussed at another time possibly), but generally around guidance and help rather than money.
    • Rails Girls already has a guideline, so perhaps this would be most useful for newer events
    • Intention around what costs Ruby NZ might support unclear, and needs more thought
    • Do we say we trust people to spend carefully or would we need to be clear about what might be approved. Pros and cons to these approaches.
  • Question: Will money outgoing to help event organisers be audited or reported
    • Probably, input from Steve [treasurer] would be preferred
  • Action: Enter an item in next month’s agenda to return to this
• Other business
  • Discussion on whether to start thinking about when the next AGM will be. Possibly at an upcoming event?
  • Online AGMs surprisingly quiet for how accessible it is. In person meetings tend to have more participation
  • Perhaps organise to have an in person AGM in a hall day before a RailsCamp-like event.
  • Could have meetups at same time in each of the major cities to link into AGM
    • There are committee members in all 3 of the major cities
  • Defer decision until later

Closed: 7.57pm