Camp planning

Ryan Weal's picture
Posted by Ryan Weal on October 9, 2012 at 6:58pm
Start: 
2012-10-10 18:00 - 20:00 America/Montreal
Organizers: 
Ryan Weal
pixelite

Our last planning meeting! Tomorrow (Wednesday) at Notman House 18h/6pm. Sorry about the late notice!

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Minutes

Posted by mvc on October 11, 2012 at 2:23pm
mvc's picture
  1. Budget: we pretty much have final amounts for all expected revenues and
    expenses save the total number of attendees. If 100 people attend we will
    have $5600 in income and $6500 in expenses, thus reducing our $3000 surplus
    from previous years to $2000.
  2. Annual General Meeting of the Montreal Drupal Association
    • We need a list of people who have paid $10 to become a member
    • These people will be able to vote for board members
    • Andrew will write a post to g.d.o to announce this; Omar will translate to French
    • We will have five positions: President, Vice-President, Secretary, Treasurer, and Member At-Large
    • We have yet to establish formal by-laws or set a quorom for votes
    • All posts currently held are up for election Saturday; we need to establish whether to have a 1 or 2 year term limit
    • As this is our inaugural AGM we have no formal annual report to present but Suzanne will briefly describe our activities for the past year and present financial statement
    • The most important goal for this AGM is to communicate to the community that we need a larger base of volunteers to keep local Drupal events happening. We need to make sure people know that there's a way for them to be involved.
  3. Notman House: They're hosting a fundraising drive to purchase and renovate the building: http://www.indiegogo.com/notman We'd like to give them $500 but will wait until after the camp to make sure we don't have large last minute expenses.
  4. Code sprint: Alex will get food and coffee, Andrew will show up with a coffee maker, Ryan will be available to help newbies learn how to set up a dev environment and contribute a patch as needed.
  5. Printing: Suzanne will prepare a list of names and print them on stickers; Ryan will print the schedule in a format that can be clipped to our lanyards.
  6. Sponsorship: We don't have to stick up logos for anyone but McGill. We'll provide a table where sponsors can leave cards and other information. There should be tables available at the venue.
  7. Registration logistics:
    • Andrew and Suzanne will bring a list of people who have paid (including a note of how many registrations they paid for) and whether those people are members of the Montreal Drupal Association
    • Suzanne will bring a cashbox and a float (some $5 bills)
    • Andrew will bring lots of tape for signs
    • Ryan will bring markers to make signs
  8. Volunteer tasks:
    • Staffing registration table and making coffee
    • Making sure sessions start and stop on time
    • Helping serve lunch
    • We'll let the volunteers know to show up at 8AM to have as many people as possible available for handling the morning rush
  9. Transportation of books, tshirts, etc: Andrew will arrange a time with Matt to fetch everything from the Koumbit office (likely Friday before or after the sprint).
  10. Food: Andrew will bring bagels, Palmyra is catering lunch for 115 (but usually it feeds more), we'll have leftover coffee from Friday, and someone else is bringing coffee from Bolivia (hopefully already ground).
  11. Server email problems: it seems our webserver is on many spam blacklists. About 1 person in 10 isn't receiving mail from the website. Matt is manually resetting passwords upon request and is contacting everyone who makes an account but hasn't managed to log in.
  12. Party: The bluegrass band, the terrace, and the basement room are booked; the kitchen will be open until 8:30PM.
  13. BOFs: Andrew will provide post-its to make a schedule on Saturday.
  14. Job board: Andrew will bring a corkboard for business cards. We'll divide it into two labelled sections: help wanted and job seekers.
  15. Presenters/MC's: Suzanne will introduce Amitai before the keynote, Matt will make the following announcements right afterwards:
    • Group photo (steps by front door right after keynote)
    • Door prizes (in main room after last session)
    • AGM (at 4PM)
    • Need for more volunteers

Montreal, Quebec

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