June 15th 2010

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Executive committee meeting on 15/06/2010

Note: This isn't our monthly pub meeting for user group members. If you're looking for that, it's at the top of the current events page.

Where and when

The Mad Hatter, Stamford Street, London from 19:00 to 22:00

Who will be there

Apologies for absence


Agenda

  • New committee members
    • Directorships
    • Online accounts/e-mail etc.
  • Direction of PHP London (save money vs. spend money)
  • Direction of PHP UK Conference (PHP conference vs web conference, commercial vs community)
  • Project management software (to help the committee operate better)
  • Website/mailing lists options
  • State of finances
    • Andrew Larssen
    • Accounting
    • Accountant?
  • Recordings
    • Conferences
    • Pubcon
  • Pubcon
    • Venue
    • Sponsorship
  • Conference 2011
    • Ideas
    • Responsibilities/roles
    • Organisation schedule
  • Other events


Minutes

  • Executive committee
    • New executive committee members were informed of their roles
    • New paperwork is to be filed with companies house, updating the list of directors after which:
      • MR to transfer the primary user permission of the HSBC bank account to Jonathan Lunn
      • JL Sam Bell also to be given access to the bank account
    • MR has surrendered his debit card
    • Existing credit and debit cards will be checked and canceled, as necessary
  • Project Management
    • Johanna Cherry has set up a free Basecamp account
      • This will primarily be used for managing conference tasks
      • We will investigate how Basecamp can be used to manage monthly meetings more efficiently
  • Website and mailing list
    • DN We will be looking at changing the website software to a CMS
    • FC Mailing lists are to be made more prominent on the PHP London site
    • Job board software will be looked at and a decision made as to whether this could help streamline the job posting process
  • Finances
    • The old PayPal account is no longer used
    • We need to sort out the verification of the new PayPal account
    • JL The PHP London accounts are due on 10/09/2010
    • JC expects to have completed the accounting by the end of June 2010
    • We are likely to owe some VAT when we submit our next return. The money is available to cover this.
  • The conference
    • The preferred date is still February 25th
    • The preferred location is the Business Design Centre
    • It was decided that the conference will again be a one day conference
      • The aim for this year is to be more organised and to improve certain processes. This should then put us on solid footing to expand the conference in 2012
    • JC will look into the payment terms for the Business Design Centre to make sure that they are reasonable
    • To entice more people to volunteer a benefits package will be created
    • We will aim to create a new registration system, ideally recording payment and doing invoicing alongside the signup process.
    • The format for recording presentations will be planned beforehand and negotiated into any audiovisual contracts.
  • Conference materials
    • The audio editing on the remaining 10 MP3s will be completed
    • The audio files will be posted on the conference website alongside presentation PDFs
  • Monthly meeting (pubcon)
    • The venue, Theodore Bullfrog, is still suitable for now
    • SB Wifi access would be good. We will talk about this with the Theodore Bullfrog
    • We have been approached by companies who would like to sponsor the monthly meetings
    • We will explore ideas about what any sponsorship could be used for and how it might affect the meetings.
      • We will not be actively seeking sponsorship but are open to offers
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