Linux Ottawa Annual General Meeting - April 7, 2022 Meeting will be online via jitsi with the following link and code: https://six.linux-ottawa.org/LinuxOttawa20220407 AGM portion: Key business: - election of board members - reports on activities and finance - discussion of priorities for Linux Ottawa activities - discussion of group services and how to maintain them Proxies: If you cannot participate, please send a proxy using the form at the bottom of this email. The target number we need is 15 people/proxies. Meeting background information. Board: Several board members have other obligations and have decided to step down. Tug Williams, Ian Gorman and John Nash have agreed to stay on. That is a minimal quorum for the Board. We can definitely use some more members to give wider experience and opinions. Priorities for Linux Ottawa activities: It appears that the mailing list is our most valued service and well-used. Our monthly meetings get reasonable participation online (and previously in person). At the present, there is uncertainty as to the wisdom of returning to in-person meetings from a health perspective. Moreover, having set up the infrastructure for virtual meetings, the Board has noted that arrangements for meetings are less effort than those for in-person ones, and also cost less in financial terms. Other activities -- for example a club distro, outreach activities -- have had verbal support but no serious commitment of effort. Should we simply list them as activities we will support as and when there is member buy-in? Group services: We need volunteers -- preferably small teams -- to maintain our services. We have a Linux Ottawa virtual server, so must maintain and back it up. To simplify the operation, we present only our Dokuwiki instance. Our mailing list is not fully standards-compliant. We had a member who undertook to set up a Mailman3 list service. However, that person has stopped communicating and we have not been able to determine the reason. With covid and convoys, we reserve judgement pending more information. However, our mailing list could use some work, and that will not happen without some members stepping up to the plate. We also welcome contributions to our monthly meetings. The format of one or two topics with a presentation and discussion seems to work. The presentations do not need to be from an "expert", but are points of departure for increasing understanding of different tools or situations. Meeting portion of the evening: We have one talk scheduled so far. John will lead a discussion on "Video formats and conversion” after the AGM portion is completed. There may be a second talk, depending on available time and availability. Topic “to be determined” at this point. ----------------------------- Proxy Instructions… ----------------------------- Proxies can be registered by sending an email to either John Nash (john dot nash at uottawa dot ca) or Scott Murphy (scott dot murphy at linux dash ottawa dot org) prior to 17:00 on Wednesday, April 6, 2022 so that we have a record prior to the election. The email should be in the form of the example in the bylaws, replicated below: ----cut—— OTTAWA CANADA LINUX USERS GROUP Proxy Appointment The undersigned member of the OTTAWA CANADA LINUX USERS GROUP hereby appoints _________________________ of _________________________ or failing in person appointed above, _________________________ of _________________________ as the proxy of the undersigned to attend and act at the OCLUG meeting to be held on the day of _________________________, and at any adjournment thereof in the same manner, to the same extent and with the same power as if the undersigned were present. Dated this day of _________________________. Legal name of Member: _________________________. Email address of Member: _________________________. —cut— At the request of another board member to ensure the above makes sense, the following is an example of filled out example would look something like: OTTAWA CANADA LINUX USERS GROUP Proxy Appointment The undersigned member of the OTTAWA CANADA LINUX USERS GROUP hereby appoints Scott Murphy of Ottawa or failing in person appointed above, John Nash of Ottawa as the proxy of the undersigned to attend and act at the OCLUG meeting to be held on the day of April 9, 2020, and at any adjournment thereof in the same manner, to the same extent and with the same power as if the undersigned were present. Dated this day of _April_6,_2022_. Legal name of Member: _Tux_T._Penguin_. Email address of Member: firstname.lastname@example.org_.
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