DebConf13/Switzerland/minutes-20120322

DebConf13.ch Team meeting minutes - 2012-03-22

When and where

• Theaterplatz 2, 3011 Bern, Adrianos Meetingroom
• 18h45 - 21h45, Swiss time (trains leave Bern around 2200)

Attendees list

Actual attendees

• OdyX
• gaudenz
• kevinmoilar
• gismo
• cate
• Michael
• heiserhorn
• Raphael

Announced attendees

• gismo
• OdyX
• gaudenz
• Raphael
• cate

Excused

• hug

Agenda

Greetings, introduction (10 minutes)

Each participant introduced himself, especially because this was Raphael's first meeting.

Common vision for DebConf (30 minutes)

• What would you like Debconf participants to remember?
  • nature (landscape, good weather)
  • social (group, great time, sport, collaborative environment, relaxed environment, party)
  • technical (progress for Debian)
  • well-organized conference, organization, easy-going, food & drink, Internet
  • [gaudenz] no need to be different in all directions
  • [OdyX] Swiss Pure Blend
  • [gaudenz] social event and technical progress is important
  • [cate] at the beginning a social event
  • [kevinmoilar] good network of people knowing each other: it is an easier and faster progress
  • [OdyX] knowing people each other is good too

a great technical/social period spent with friends in a natural environment

• What would you like to achieve trough the DebConf13 organisation?
  • [gismo] nothing more than Debian success
  • [heiserhorn] something to be remembered
  • [cate] better than Mexico
  • [Raphael] make a contribution to Debian
  • [OdyX] (not finishing with a burnout, being happy with it) being up to the challenge without a burnout
  • [gaudenz] go on for another week
  • [gismo] failure is a possibility
  • [gaudenz] a local team which is funny to work with
  • [heiserhorn] enjoy DebConf organization
  • [cate] promote Debian in CH
  • [gaudenz] see if we can organize such a big event (a big task ever done before by most of us)
  • [kevinmoilar] gain experience
  • [gaudenz] we should not agree on all points

• Collaboration among localteam members
  • What is most important to you when working together?
    • [kevinmoilar] be frank, respectful, say it fast if you see/have a problem
    • [heiserhorn] communicate problems/achievements, to be aware, clear needs
    • [OdyX] trust and confidence, "do what you claim to do but fail gracefully"
    • [Raphael] respect (trust and communication)
    • [cate] clear tasks
    • [gaudenz] do the stuff you have promised to (do not do a lot if you do not have time), say if you do not agree/like
    • [Michael] social aspects similar to FOSDEM (meet people, drink beer, make party)
    • [gismo] clear basis and knowledge of what has to be done

• • How would you characterize your working / collaboration style in 3 sentences?
    • [kevinmoilar] am a good mediator, like to push for decisions to get things done, technically not well versed
    • [heiserhorn] dynamic, listen to other people's advice, good at reacting fast
    • [OdyX] verbose (speak a lot), structured, listen to others
    • [Raphael] good work of quality, meticulous, ask questions
    • [cate] check details, small tasks
    • [gaudenz] I try to do the same as above, do stuff well (too much), give the power to those who can do and decide how to do it
    • [Michael] social aspects
    • [gismo] sharing the workload, ability to work with strict deadlines and quality over quantity

• • What involvement into the localteam do you see for you?
    • [kevinmoilar] especially in the summer, busy at job, family, time limited
    • [heiserhorn] not experience in organizing such big things, no financial expertise, food/catering/buvette
    • [OdyX] scouts, "living by doing", 2 hours per week
    • [Raphael] after workhours, at the end of the year maybe I will start and education and I will be less available
    • [cate] it depends on the work
    • [gaudenz] able to constantly work on the project, but not more than 2-4 hours a week on average
    • [Michael] social aspects
    • [gismo] whatever is needed

Team organisation (80 minutes)

Definition of the various subteams (50 minutes)

• Proposed subteams (to be defined):
  • [gismo] too many
  • [cate] some tasks by the Global team
  • [gaudenz] some in closer collaboration with the Global team
  • [gaudenz] we always need a backup: responsible(1) and second-in-charge(2)
  • team management: gaudenz(1), OdyX(1)
    • constant work until the end
    • team handling
    • Global Team contact
    • team meeting agendas
    • final report
    • planning
    • press contact (outside communication, announcement)
    • Debian Day (it depends on the venue)
  • hospitality: heiserhorn(1), Michael(2)
    • influence the budget
    • food
    • bar
    • venue accommodation
    • special accommodation
    • transport
    • contact at 'Le Camp' (food prices, other options)
  • finances: Raphael(1), gismo(1), cate(2), gaudenz(2), hug(TO-BE-FILLED-IN), madduck(TO-BE-FILLED-IN)
    • schedule a meeting to discuss everything
    • our main effort should be focused on local Swiss sponsors
    • participate in the Global team
    • sponsoring
    • legalese (which umbrella, legal organization, separate association)
    • money
  • Front Desk: cate(1), heiserhorn(2), Michael(2)
    • visual identity
    • website content, logo, sponsor pack
    • visas
    • safety (First Aid, police, pharmacies)
    • communication to attendees (FAQ)
    • accessibility
    • promotional material
    • participant gifts
    • wiki updates
  • tech: kevinmoilar(1), OdyX(2), gismo(2), hug(TO-BE-FILLED-IN), XTaran(TO-BE-FILLED-IN)
    • website technical
    • migration from pentabarf to frap
    • network infrastructure
      • put effort in summer about the network connectivity
      • backup plan for a single uplink
    • talk infrastructure
  • fun: kevinmoilar(2), Raphael(2)
    • extra activities
    • sport
    • daytrip
    • formal dinner (boat?)

• Who takes the lead in which subteam
  • => subteams define their area of responsibility until the next meeting
    • responsibilities
    • when the work has to be done
    • necessary resources (human, financial)
    • interdependencies with other teams

each subteam should detail the above in his wikipage and in an email to the debconf13-localteam mailing list

Team collaboration and communication (30 minutes)

• Do we keep the mailinglist redirection to community@l.d.c?
  • [gismo] while this is automatic, it is now useless

community@l.d.c is manually kept in the loop (no technical discussion)

• How often do we meet?

moved to the next meeting

• Proposal of "team coordinator" role
  • keeps track of the "whole picture"
  • Organizes localteam meetings
  • coordination / communication with the global team (if not delegated for special tasks)
  • Has no special decision making powers (?)

no need for that (similar to the team subteam)

Relations to the Global Team (20 minutes)

Introductory remark by gaudenz:

Global Team: responsible for DebConf, they give us work (contractors, delegators), they help us / we help them doing work

Video Team: not our concerns, their own material and stuff

• What do you / do we expect from the Global Team?
  • [OdyX] they communicate us the needs, but we need to have precise data
  • [heiserhorn] deadlines (registration, schedule, etc.)
  • [cate] they prefer us to do the work
  • [gaudenz] some subscribed to our mailing list

• What do you / do we think the Global Team expects from us?
  • [gismo] commitment, availability
  • [OdyX] website problems for DebConf12, we do not want late surprises
  • [gaudenz] 1/2 contacts in case of (e.g. for phone calls)
  • [OdyX] zero-debt conference

• DebConf12.ni
  • What do we want to do for DC12.ni as team or as indiviuals?
    • [cate] presentation
    • [gaudenz] submit the event -> team coordination
    • [gaudenz] frab (only conference software to be able to import penta data)
    • [gismo] help there (but not until the end, I have to be in Italy on 2012-07-13), sponsors lookup and various minor stuff (e.g. proofreading)
    • [gaudenz] will do Global Team tasks, priority is DebConf13
    • [OdyX] they need help talk schedule, sponsorship decision (who gets what), accommodation assignment
  • What is expected from us as team and as individuals w.r.t DC12.ni
    • Anyone want's to migrate penta to frab?

this should be done by the tech subteam in collaboration with the Global Team.

Prospective agenda, next meetings (10 minutes)

• Logo
  • [cate] will do (as part of the Front Desk subteam)

• Next meetings
  • [gaudenz] wikipages about subteams
  • [gaudenz] sponsor/finance team: additional meeting?
  • [gaudenz] mid-May

next meeting will be on 2012-05-09 at 18:45+0200 in Fribourg

• Longterm planning until DC13.ch, (bi-)monthly f2f meetings
  • LocalTeam week-ends?
    • 1 before DC13.ch? (Hackathon, team-building, ...)
    • 1 after DC13.ch? (Project review, final report)