May 19th 2009

From PHP London wiki

Contents 1 Executive committee meeting on 19/5/2009 2 Where and when 3 Who will be there 4 Apologies for absence 5 Agenda 6 Minutes 6.1 Committee elections 6.2 Bank account 6.3 VAT 6.4 Meeting activity suggestions 6.5 Website 6.6 Outstanding conference issues 7 Actions

Executive committee meeting on 19/5/2009

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

Anchor at Bankside from 19:00 to 22:00

Who will be there

• Matt Raines
• Jonathan Lunn
• Dave Nattriss - very unlikely to get there for 7pm. 7:30pm onwards would suit me better.
• Marcus Baker
• Zoe Slattery
• Franck Cassedanne

Apologies for absence

Agenda

Please add anything you'd like to discuss.

1. Welcome, apologies, and matters arising from the previous meeting
2. New PHP London matters:
   1. Committee election procedure
   2. HSBC bank account
   3. VAT return
   4. Monthly venue issues
   5. T-Mobile pay as you go dongle that plugs into a wi-fi router
   6. Gaming at monthly events
   7. Ideas for other things we can do/provide
   8. What's happen to the auditor position? (see http://phplondon.org/constitution.pdf)
3. PHP UK Conference matters:
   1. Videos from the 2009 and 2007 events
   2. PHP Architect subscriptions
   3. Follow-up e-mail to delegates/registration buyers
   4. Speakers' expenses
   5. Record of suggestions for future conferences
   6. Agree on Friday Febuary 26th as ideal date for the 2010 event
   7. Sponsorship rates
4. Any other business

Minutes

Committee elections

• It was agreed that in the light of recent criticism of the election process at the last monthly meeting, we will repeat elections for all positions at the next (June) meeting.
• It was agreed that the constitution prevents us abandoning the Auditor position without due process, so this position will also be elected in June.
• Candidates can apply on the wiki up to the day before or in person on the night in question.
• There will be an additional committee meeting in the month following the election date.
• MR to set up a page on the wiki for committee election nominations.
• MR to email the discuss and announce mailing lists with notification of the re-election.
• MR to ask Richard George to compère the election. If he refuses, MB will do it.

Bank account

• It was agreed to shelve changes to the HSBC bank account until after the re-election of the committee.

VAT

• The VAT return is complete apart from speakers' expenses. We owe HMRC around £1,000.
• MR to enter the speakers' expenses into Freeagent.
• DN to submit the VAT return.

Meeting activity suggestions

• MR to chase the Theodore Bullfrog to introduce wifi. If this isn't possible, we'll investigate a wifi mobile dongle.
• MR to block book the Theodore Bullfrog for the next 12 months.
• It was agreed the XBox isn't useful without more inclusive games and we won't bring it until we have something more appropriate.
• MB suggested we could charge for tutorial events.

Website

• MB noted the wiki is inaccessible. There was some disagreement on the issue.
• DN to cut the monthly meeting talks onto MP3 and put them on the wiki.

Outstanding conference issues

• MR to chase Rethink and NTI Leeds for outstanding conference sponsorship.
• DN to chase the two remaining delegates who haven't paid for conference places yet.
• DN to upload the videos once the VAT return is done. The first one should be done by the end of May.
• DN to sort out the expired PHP Architect subs and if possible email them to all delegates.
• MR to get the record of suggestions for future conferences online.
• MR to chase PM about whether Zend paid in 2007.
• It was agreed that Friday 26 February 2010 is a good date for the next conference.
• We will discuss sponsorship rates next month.

Actions

• Dave Nattriss
  • to submit the VAT return.
  • to cut the monthly meeting talks onto MP3 and put them on the wiki.
  • to chase the two remaining delegates who haven't paid for conference places yet.
  • to upload the videos once the VAT return is done.
  • to sort out the expired PHP Architect subs and if possible email them to all delegates.
• Matt Raines
  • to set up a page on the wiki for committee election nominations.
  • to email the discuss and announce mailing lists with notification of the re-election.
  • to ask Richard George to compère the election.
  • to enter the speakers' expenses into Freeagent.
  • to chase the Theodore Bullfrog to introduce wifi.
  • to block book the Theodore Bullfrog for the next 12 months.
  • to chase Rethink and NTI Leeds for outstanding conference sponsorship.
  • to get the record of suggestions for future conferences online.
  • to chase PM about whether Zend paid in 2007.