1 <emily> hi bobert, we start the meeting now 
   2 <teuf> for now I can be here, but maybe I'll have to pay more attentiont o the meeting a bit later: )
   3 <dneary_> hi
   4 <yippi> thanks for organizing this meeting emily
   5 <emily> hi dneary_
   6 <bobert> Yes, thank you emily
   7 <emily> Let's start our first GUADEC committee meeting now 
   8 <emily> Agenda: 1. self-introduction 
   9 <emily> Emily Chen, from Beijing China, attend GUADEC 2007, 2008, and 2010. Start GNOME.Asia, mainly work on the GNOME Users Group and GNOME in Asia. Now help to organize a GUADEC committee team. 
  10 <emily> Next one ? 
  11 <teuf> I'll do it
  12 <teuf> Christophe Fergeau, from Paris, France, working at Red Hat, I helped with paper selection for last year GUADEC, and I've been organizing the fosdem gnome devroom for years 
  13 <emily> Thanks teuf 
  14 <bobert> I'm Bob Murphy. I've been developing using GTK+, Clutter, etc. since 2006. I attended GUADEC 2007, presented (by proxy) in 2008, and also presented at the 2008 Ottawa Linux Symposium. I haven't helped organize a conference quite like this, but used to help organize the North Texas Irish Festival. BTW, I live near San Francisco, and am starting a Meetup group for GNOME developers if anyone's interested.
  15 <emily> thanks bobert 
  16 <emily> yippi and dneary_ , who is next ? 
  17 <yippi> I'm Brian Cameron.  I serve on the GNOME board of directors for the past 4 years and am currently the secretary.  Worked for Oracle on the desktop about 10 years, mostly on GNOME.  I am a GDM co-maintainer.  
  18 <yippi> me
  19 <emily> thank you yippi 
  20 <dneary_> I'm Dave Neary, former board member, and actually got involved in GNOME through GUADEC in 2004 or 2005
  21 <yippi> was that when GUADEC was in Dublin?
  22 <dneary_> When I was a GIMP developer, and was organising the GIMP developers conference at GUADEC in Kristiansand
  23 <emily> 2003 was in dublin 
  24 <dneary_> And have been involved to some extent in GUADEC every year since - and was the conference chair in Barcelona
  25 <emily> Any more ? 
  26 <emily> If no more troduction, we will move to the next agenda 
  27 <dneary_> Former board member (elected 3 times, one as treasurer, one as chairman)
  28 <dneary_> (sorry, thought you were asking me!)
  29 <emily> Thank you dneary_ 
  30 <emily> Shall we move to the next agenda ? 
  31 <yippi> inquiring minds always want more
  32 <yippi> i think so
  33 <emily> Thanks a lot for everyone to join the first GUADEC committee meeting. We will have more member join us in future. 
  34 <emily> So the 2 agenda: everyone's interests and reponsibility in the committee 
  35 <emily> https://live.gnome.org/GUADEC/CommitteeMembers 
  36 <teuf> emily: something that isn't clear to me yet is the committee exact role
  37 <yippi> There are two GUADEC events currently being organized.  One as part of the upcoming Desktop Summit, and also the 2012 GUADEC that we recently did a call-for-bids.
  38 <emily> Every core commitee member, please add your name and focus on this wiki page if you haven't do it yet 
  39 <teuf> is it to assist every year team with previous years experience
  40 <teuf> or to do some things every year ?
  41 <emily> teuf: there will be local team based on the bid. We asisst them every year 
  42 <yippi> there are some activities that need to happen every year.  I'd hope the committee would be able to help with these things, at least.
  43 <yippi> we have not yet received bids for GUADEC 2012.  It is starting to look like we will not be able to announce next year's GUADEC at the Desktop Summit.
  44 <emily> teuf: GUADEC committee is consider as a virtual team, help local organizors to do work, mainly through IRC and email. 
  45 <yippi> which may tend to push GUADEC ever farther back in the year
  46 <emily> yippi: the call for bid deadline is June 20th. 2 weeks to go 
  47 <yippi> yes, in past years, important steps have been skipped because there was no organizing group keeping the volunteers on schedule.
  48 <yippi> so, i hope that a GUADEC committee would help to ensure that important things like this happen on a better considered schedule.
  49 <yippi> yes, we do have 2 weeks.
  50 <bobert> If it's not off-topic, why do you think nobody's responded to the call for bids?
  51 * teuf focuses on the phone call for a while
  52 <yippi> I think that is on topic
  53 * teuf has heard about 1 potential bid
  54 <yippi> In past years, there have been GNOME volunteers who have helped to push volunteers in various cities to propose a bid.
  55 <yippi> however, I do not think there are many people in the community helping in this sort of way this year
  56 <yippi> perhaps one issue is that as GUADEC grows, it becomes more work/effort to organize...and harder to organize in this sort of informal way
  57 <emily> yippi: is there some interested organization contact you already ?
  58 <yippi> another issue is that we tend to like to have GUADEC in different places, and many places with the most active volunteers have hosted multiple GUADECS (e.g. Spain)
  59 <yippi> yes, we have gotten a few questions from people considering to submit a bid...but it is looking like it will be slim pickings.  Perhaps everyone things the world will end in 2012
  60 <yippi> thinks rather
  61 <emily> yippi, can we think about postponed the deadline for GUADEC ? 
  62 <emily> call for bid deadline 
  63 <emily> Let's back to our 2nd topic in the agenda 
  64 <emily> Everyone's role and repsonsibility 
  65 <dneary_> yippi, From experience, you will not receive very many spontaneous bids
  66 <yippi> yes, we can push back the deadline
  67 <dneary_> You usually must search them out
  68 <yippi> dneary, I think the point of setting up a committee was to make that "you" more community driven and transparent
  69 <dneary_> For instance, in the Hague, I pushed the Dutch guys to run one in Istanbul and Gran Canaria, and Stormy backed me up, and worked through the bid process with them (including reassuring them about the costs involved)
  70 <dneary_> yippi, s/you/one
  71 <dneary_> The Royal We
  72 <yippi> perhaps "we"?
  73 <dneary_> I meant "you" as in the board
  74 <dneary_> Anyway, minutiae
  75 <yippi> the problem with relying on the board is that it changes every year, and does not always have people so focused on GUADEC on it.
  76 <dneary_> yippi, I would concentrate on convincing one of the GNOME User Groups we now have (thanks to the GNOME 3 release parties) to get behind an event
  77 <dneary_> And have a centralised organisation here that co-ordinated & delegates organisation of certain things
  78 <yippi> considering how much the board has been shook up in the past few years, and how few past board members are running, I anticipate this to get worse sooner
  79 <bobert> The "reassuring about costs" makes a lot of sense. With NTIF (North Texas Irish Festival) if we hadn't had year-to-year continuity among organizers, it would have been scary as hell because 35,000 people attend.
  80 <dneary_> The program, sponsorship and co-ordination should all be central
  81 <bobert> Would it be worth putting  together a "how to organize a GUADEC" checklist document?
  82 <yippi> dneary, that is a good point.  We really should be reaching out more to our user groups
  83 <dneary_> Dealing with the venue, party venues and accommodation should all be local
  84 <yippi> we put together a "how to organize a GUADEC" document every year
  85 <bobert> Ah... thanks :-)
  86 <dneary_> yippi, I have also documented several times in the wiki milestones in the organisation process
  87 <emily> bobert: https://live.gnome.org/GuadecPlanningHowTo/CheckList
  88 <yippi> the problem isn't so much not knowing what to do, but finding people to do the work.  Keeping in good contact with the various user's groups is work where we need more help, as dneary highlights
  89 <dneary_> bobert, And also https://live.gnome.org/GuadecPlanningHowTo
  90 <yippi> a similar problem is that everybody sort of assumes the board takes care of these things, which is only partially true
  91 <yippi> perhaps because many past board members were also significant GUADEC organizers
  92 <dneary_> So - the question is, where would we like to have GUADEC next year?
  93 <yippi> if we want to have it somewhere new, that limits the choices
  94 <yippi> Italy has been most often suggested
  95 <dneary_> I have clear preferences: European hub cities, or smaller cities just outside them easily accessible by train from a big airport
  96 <yippi> southeastern Europe or Moscow has been suggested for community building
  97 <yippi> perhaps Portugal
  98 <dneary_> So that means Brussels, Amsterdam, Frankfurt, Paris, Madrid, Rome, Milan
  99 <dneary_> And London
 100 <yippi> Is Moscow no hub?
 101 <dneary_> Since we've had Birmingham, and Berlin this year, and the Hague last year, Brussels or Milan/Rome seem like the best choices to me
 102 <emily> Someone want to host GUADEC in Candada, but it is out of European 
 103 <dneary_> yippi, Moscow is barely in Europe
 104 <teuf> yippi: moscow would be a visa nightmare I think
 105 <dneary_> It's very far away
 106 <yippi> Moscow is as much in Europe as Istanbul
 107 <yippi> if not moreso
 108 <dneary_> Exactly
 109 <dneary_> IMHO, Istanbul & Gran Canaria were mistakes in venue choice
 110 <dneary_> Because every American coming needed to fly through a European hub city to transfer there
 111 <yippi> dneary.  Fair enough.  Moscow would also probably be a visa nightmare
 112 <dneary_> You could theoretically add Zurich as a hub, but that multiplies visa issues
 113 <yippi> and we have had perhaps too many events in far-flung parts of Europe over the past few years before Amsterdam
 114 <dneary_> Although it's in Schengen now
 115 <yippi> So, perhaps we should first push those users groups in the hub cities
 116 <dneary_> In "lessons we need to learn from this year", we need to start with a draft budget agreed by the board(s) early
 117 <yippi> The first GUADEC was in France.  Perhaps it might be a good time to encourage the French to do it again, considering the number of French leaders in our community
 118 <dneary_> yippi, The issue in France is that the French leaders are quite scattered, no real hub
 119 <teuf> and not a huge gnome community I think, so makes things complicated
 120 <yippi> there will likely be issues no matter where we try to have it.  it's more a matter of managing the weaknesses, I'd think
 121 <dneary_> yippi, I agree
 122 <emily> Can we contact previous organizor who are not seletced but sent their proposal ? 
 123 <dneary_> You definitely need someone to lead a bid, though
 124 <dneary_> emily, In 2010, we had one bid. In 2009, there was also Tampere (KDE went there in 2010) and A Coruna - they may bid again
 125 <dneary_> In 2008, only one bid IIRC
 126 <dneary_> And again in 2007.
 127 <dneary_> And 2006 we had 2 good bids, Birmingham and Lyon
 128 <dneary_> 2003, 2004 and 2005, only one bid.
 129 <yippi> Lyon would be a good choice, and it's in France.
 130 <dneary_> I don't think I could put together a Lyon bid again. And I don't really have the time to volunteer to co-ordinate it.
 131 <dneary_> On second thoughts, I could probably get a bid together
 132 <dneary_> But the time volunteering for it is the tough one
 133 <dneary_> I am an independent consultant, and I'm already spending a lot of time being a peripheral organiser of GUADEC
 134 <yippi> for the past several guadecs, there have been people paid to help with making the event happen.
 135 <yippi> so, we probably again need to decide whether to do that again.  At any rate, a bid that includes fees for the event planners is not unusual
 136 <emily> sounds reasonable 
 137 <yippi> though, in all situations where we have paid some money for an event planner, there has also been a reasonably strong community of volunteers on the ground.
 138 <bobert> Having somebody paid to organize makes a lot of sense to me - again, we used to do that with NTIF. It's too much for a completely volunteer staff
 139 <yippi> bobert, yes.  Perhaps a more interesting question, though, is whether we should be paying more people.
 140 <yippi> event planning is a lot of work.
 141 <yippi> and GUADEC tends to be profitable anyway.  It would likely be more profitable with better organization.
 142 <bobert> Yes it is :)
 143 <yippi> I'm not sure if we will continue having Desktop Summits every other year.  But the fact that we have been does limit the number of GUADEC's we organize ourselves
 144 <yippi> so we perhaps should make more of an effort to make the most of them.
 145 <yippi> but, the most immediate problem at hand is that we don't seem to be getting bids for 2012.
 146 <emily> Just a reminder, we have 10 mins left for the IRC meeting. 
 147 <bobert> I can stay longer
 148 <yippi> there is 2 weeks left to get bids, but I'm guessing we will have to extend that deadline if we don't get bids.
 149 <emily> agree 
 150 <dneary_> Well, where do we want to go?
 151 <bobert> Has there been any "unofficial interest" in bids?
 152 <dneary_> yippi, You think Lyon is a good choice?
 153 <yippi> dneary, your suggestion of a hub city seems reasonable.
 154 <yippi> dneary, yes I do.
 155 <teuf> bobert: I've vaguely heard of one
 156 <teuf> no idea if it will happen though :)
 157 <dneary_> How about something like Florence, Turin or Rome?
 158 <yippi> if we need an action item, getting some people to volunteer to ping people in areas where we'd like to have an event would be helpful.
 159 <yippi> Yes, a bid from Italy would be exciting.  It's the biggest hub that has never had an event.
 160 <yippi> However, most people seemed concerned that the GNOME community is so weak there.
 161 <emily> Istanbule GNOME community  is also not strong 
 162 <dneary_> The Italian parties were in Bologna, Vicenza and Prato
 163 <dneary_> Luca Firetti would be a good contact
 164 <dneary_> ferretti, I mean
 165 <emily> BTW, here is the GNOME 3 party in Europe. FYI . https://live.gnome.org/ThreePointZero/LaunchParty#Europe
 166 <dneary_> Brussels would be possible
 167 <dneary_> I'm sure.
 168 <dneary_> Fred Peters, Damien Sandras, some of the FOSDEM organisers
 169 <dneary_> There's a critical mass near there
 170 <yippi> Yes, Brussels would be nice
 171 <dneary_> Can I finish up with some lessons I think we need to learn from this year (albeit the conference co-ordination is still underway)?
 172 <yippi> sure
 173 <dneary_> Budgets: Conferences need one, because you can't have the board or organisers second-guessing every expense. And the board needs to sign off on it, early in the process
 174 <dneary_> Like, October or November
 175 <dneary_> You don't have to spend any money until now, but we're going through a round of KDE eV board querying some of the costs in the budget as we speak
 176 <dneary_> Which will cost us valuable time at this point
 177 <dneary_> Website: We need access to some sysadmin time for about a week sometime around Christmas, and then designer time in January
 178 <dneary_> We ran late on this (as we always do)
 179 <yippi> Overall, GUADEC costs tend to be in the same ballpark year after year, so this shouldn't be too hard.
 180 <dneary_> These two things are mistakes we always seem to make
 181 <yippi> the biggest variable in cost seems to be whether or not the venue is free or not
 182 <dneary_> And venue: We need to have someone taking care of ensuring that we have good a/v, hands-free mics, etc
 183 <dneary_> Well, that's something that this group can transmit from one year to the next
 184 <dneary_> (the budget)
 185 <dneary_> Do we have a final Hague budget yet?
 186 <yippi> For budget questions, we should ask gpoo
 187 <yippi> or zana
 188 <dneary_> I haven't seen it on guadec-planning or foundation-list
 189 <dneary_> The venue hasn't been free for quite a few years. The variable is whether it's us paying for it, or some other body like the local region
 190 <dneary_> :)
 191 <bobert> On another topic... I don't have a specific role for this. Is there something that needs done that I can do from San Francisco?
 192 <yippi> yes, we need help contacting people to encourage them to bid for GUADEC 2012.
 193 <yippi> focusing first on GNOME User's Groups in hub cities in Europe, such as Brussels, Milan, etc.
 194 <yippi> can anyone help with this sort of action item?
 195 <yippi> with only 2 weeks left for bids, that doesn't give us much time.
 196 <bobert> Okay, and at first do you want to skip places like A Coruna?
 197 <yippi> no, I think we should touch base with any location with a reasonable chance of putting together a bid.
 198 <yippi> if we identify people who need help putting together a bid, we can try to put them in contact with someone who can help them.
 199 <yippi> but first we need to identify who those people might be
 200 <yippi> perhaps we should setup a wiki page where we list those people's who we have contacted?
 201 <bobert> I can help contact people, but I can't really do anything until this coming weekend
 202 <bobert> @yippi Great idea
 203 <yippi> so we can coordiante and don't end up with multiple volunteers trying to ping the same person
 204 <yippi> or, perhaps we could just make sure to cc: guadec-list on all emails?
 205 <bobert> I like the idea of a web page because it's centralized and easy to see who's been contacted
 206 <bobert> As opposed to having to remember or re-read emails
 207 <-- emily has quit (Ping timeout: 600 seconds)
 208 <yippi> i'd say we should use live.gnome.org/GUADEC/2012
 209 <yippi> there is no page setup yet
 210 <yippi> bobert, could you go ahead and create that?
 211 <yippi> that seems a reasonable place to keep track of our bidding
 212 --> emily (~emily@221.223.43.252) has joined #guadec
 213 <bobert> Sure, I'll create a main page, and then a subsidiary page for bids.
 214 <yippi> dneary_, we've been talking a lot about GUADEC 2012 and the bids.  While that is important to focus on with the June 20th deadline, is there anything we should be focusing on for the GUADEC at the Desktop Summit?
 215 <emily> sorry, I have internet disconnected for 15 mins 
 216 <yippi> bobert, cool thanks!
 217 <yippi> emily, bobert agreed to an action item to create live.gnome.org/GUADEC/2012, and to start contacting user group and party contacts in European hub cities.
 218 <yippi> emily, can you also help with that?
 219 <yippi> i'd be happy to also.
 220 <emily> I would like to help 
 221 <yippi> but I think the first step was to create the http://live.gnome.org/GUADEC/2012 website
 222 <yippi> and put together a list of people we should contact.
 223 <emily> Any more specific work I can help ? yippi and bobert ? 
 224 <yippi> bobert agreed to put up the website, but he probably needs help putting the list of people to contact together.
 225 <emily> https://live.gnome.org/ThreePointZero/LaunchParty#Europe this link might be help 
 226 <emily> OK 
 227 <emily> I am happy to join 
 228 <yippi> emily, right, if you could help to put together the contact people from european hub cities on that webpage, then we can start contacting them.
 229 <yippi> perhaps we could put together a draft email to use?
 230 <emily> OK, I will. And I think everyone can help to add more contact in this wiki 
 231 <dneary_> yippi, Sorry, was AFK
 232 <emily> yes, draft email sounds cool 
 233 <yippi> Sure
 234 <dneary_> yippi, In terms of board oversight, we need to ensure the local team have autonomy to spend money reserving stuff now
 235 <dneary_> And in terms of risk management, we should make sure someone is dealing with the PC, keynotes and venue ensuring that everything speakers will need is available
 236 <dneary_> Also, the network supplier is something that the board should be asking about at this point. It's a big cost, and I have no idea how far along it is
 237 <yippi> dneary_, I believe the board has already approved everything relating to the Desktop Summit that has crossed our agenda.
 238 <dneary_> Other than that, the venues for parties seems to be coming along, we have accommodation for people, and the only other ? for me is how much sponsorship revenues we'll have coming in
 239 <bobert> Hmm. I'm logged into live.gnome.org, but I'm not allowed to create a page.
 240 <dneary_> yippi, Ping Andreas and ask him if he's happy with the DS budget as it stands, just to check?
 241 <dneary_> please?
 242 <yippi> bobert.  that is odd.  i can't create subpages under live.gnome.org/GUADEC either
 243 <dneary_> yippi, I'm just pointing out the stuff that I think could be risky
 244 <dneary_> In general, I'd be asking Kat to give you monthly updates by email with a checklist of stuff
 245 <yippi> sure, I can ping andreas.  But we tend to ping him at every meeting about Desktop Summit stuff.
 246 <dneary_> The checklist would be sponsorship, venue, registration, speaker relations, party venues
 247 <dneary_> And budget
 248 <dneary_> OK
 249 <dneary_> And he's happy with things?
 250 <bobert> Ah. Just created the page.
 251 <yippi> he seems to be.  he hasn't raised any serious issues to the board's attention.
 252 <bobert> At least, a placeholder.
 253 <yippi> nor has Kat
 254 <dneary_> It just surprised me to see an email from Cornelius Schumacher this morning questioning the budget - I want to make sure that the GNOME board's happy with it
 255 <dneary_> ok
 256 <yippi> i don't think I saw that email from Cornelius
 257 <dneary_> It was on the desktop summit team list
 258 <dneary_> german and andreas are on there
 259 <yippi> but, I will make sure to raise these concerns at the next board meeting.  In light of this GUADEC planning meeting, perhaps this will prompt some discussion.
 260 <dneary_> And Kat and I
 261 <dneary_> Among others
 262 <emily> We have IRC meeting for about 1.5 hours 
 263 <emily> Sorry I was disconnected for 20 mins. 
 264 <emily> New AI for this meeting: 
 265 <bobert> Should we continue, or have another meeting soon?
 266 <emily> yippi and dneary_: do we have more to discuss ? 
 267 <emily> The next meeting will be in June 20 
 268 <dneary_> Thanks yippi!
 269 <emily> Do we want bi-weekly meeting or weekly meeting in the begining then swith back to bi-weekly when things goes smoothly ? 
 270 <yippi> sounds good
 271 <yippi> i think a bi-weekly meeting makes sense until we get close to the Desktop Summit.
 272 <dneary_> I would want meetings to have more of an agenda
 273 <bobert> I'd suggest we try bi-weekly right now, and if we find next time we need to switch to weekly, we can
 274 <dneary_> bi-weekly or weekly is a lot
 275 <emily> dneary_: you can add more agenda for next meeting 
 276 <yippi> I'd think once we get past the Desktop Summit, we should have a bid for 2012 figured out, and things will probably be less busy until early 2012.
 277 <dneary_> emily, The agenda comes from what people want to talk about
 278 <yippi> i would like to see more discussion on the guadec-list mailing list.
 279 <dneary_> So the question is: why do we need to meet again so quickly?
 280 <emily> New AI: (bobert, Emily, Brian) action item to create live.gnome.org/GUADEC/2012, and to start contacting user group and party contacts in European hub cities.
 281 <yippi> i'd like to see us putting together an agenda there.  Providing updates about who we are contacting
 282 <emily> I will create a upcoming meeting wiki page so everyone can add new agenda there 
 283 <yippi> I find that whenever a new committee forms, it is good to have regular meetings to get people discussing
 284 <emily> AI : Emily - create a upcoming meeting wiki page so everyone can add new agenda there
 285 <emily> We haven't set the role yet for everyone 
 286 <yippi> with the Desktop Summit approaching, there should be things to discuss
 287 <yippi> let alone managing the 2012 Call for Bids.
 288 <yippi> one issue is that 2 weeks from today is the Call for Bids deadline.
 289 <yippi> if we meet then, what will we discuss...whether to decide to extend the deadline or not?
 290 <emily> Will  this meeting discuss Desktop Summit or only focus on the GUADEC 2012 ? 
 291 <yippi> This is a meeting of the GUADEC planning committee.  I'd think we should probably focus a bit on both
 292 <emily> yes, let's meet on June 20 to discuss more based on the biding result 
 293 <yippi> okay, so we'll plan to figure out whether to extend the deadline or not when we meet on the 20th then.
 294 <emily> ok
 295 <yippi> this means we will not have any more meetings before then, so any coordination we need to do to make sure we contact any potential bid submitters has to be done via email and the wiki between now and then, right?
 296 <bobert> I've added the wiki page for organizing our contacts with candidate locations: http://live.gnome.org/GUADEC/2012/Bids
 297 <emily> cool 
 298 <emily> Let's add more names in this list 
 299 <emily> Any other NEW AIs ? Sorry I miss 20 mins  
 300 <emily> OK. 
 301 <yippi> cool
 302 <emily> Are we done today ? 
 303 <bobert> I think so. I'll add the cities mentioned in this discussion to the bids web page, and then people can add new ones or volunteer to contact them.
 304 <bobert> Thanks for updating the page, yippi
 305 <bobert> And emily, thank you very much for organizing this today
 306 <yippi> I added a few people
 307 <yippi> that Dave recommended.  Namely Fred Peters and Damien Sandras for Brussels, Luca Ferretti for Italy and Dave Neary for Lyon
 308 <emily> My pleasure, bobert 
 309 <yippi> In addition we should add people who sponsored parties near European hubs.
 310 <emily> BTW, I have a new AI , to invite more people to join our committee 
 311 <bobert> Okay, I'll add the folks who sponsored parties near the hubs, too
 312 <yippi> I think Milan, Brussels, and anywhere in Italy is a good place to start...but we should hopefully expand to all hub cities.
 313 <yippi> We probably should send them a fairly standard letter telling them that we would love them to consider helping to host GUADEC near their region.
 314 --- Notify: halfline is online (irc.eagle.y.se).
 315 <yippi> perhaps someone could draft such an email and send it to guadec-list for review?
 316 <emily> I am not Native English speaker,  can someone else help on this ? 
 317 <emily> yippi: can you send me the meeting log ? I disconnected for 20 mins 
 318 <bobert> I can post a draft message if we don't need to have it right away.
 319 <emily> Great, thanks bob 
 320 <yippi> bobert, I don't think we need to make this too formal.
 321 <yippi> Perhaps when you start contacting them, you can just send a copy of the letter you are using to guadec-list
 322 <yippi> then if others have suggestions on how to improve it, we can improve it as we go
 323 <yippi> or if someone else starts contacting people before bobert, they can share the email they are using.
 324 <bobert> Good thoughts, yippi. I wasn't thinking formal, but I'll be busy with meetings this week.
 325 <yippi> i understand.  i just think if we standardize on some good text, then it will be easier for people who don't speak English as their first language to help.
 326 <emily> I think a draft email first, then everyone can use this template to contact potencial organozors 
 327 <yippi> actually, emily, I think you might be a good person to put together such an email.  You actually have done a lot of work lately contacting users groups lately
 328 <yippi> i'd be happy to fix the grammar, etc, if you put together what you think the letter should say
 329 <yippi> we've worked like this before 
 330 <emily> sounds like an English course for me 
 331 <bobert> :-)
 332 <yippi> :)
 333 <emily> haha 
 334 <bobert> Emily, your English is actually very good
 335 <emily> OK, I will draft it and yippi will help to review, then send to guadec-list ? 
 336 <bobert> If I didn't already know you were in Beijing, I would have thought you were in Palo Alto
 337 <yippi> thanks emily
 338 <emily> BTW, do we need a committee member only mail list ? 
 339 <emily> Or just use gudec-list mail list 
 340 <bobert> Either way is fine with me. I can't think of anything we're discussing that can't be discussed on the public list - can anybody else think of anything? Otherwise, it sounds like adding another mail list is just more work for somebody.
 341 <teuf> isn't guadec-planning a private/closed list? might be better to go with that one?
 342 * teuf doesn't know
 343 <emily> i am not in the guadec-planning list 
 344 <emily> We can use guadec-list first 
 345 <bobert> Neither am I, afaik
 346 <emily> can someone send me the IRC log ? 
 347 <bobert> @emily: I just emailed it to you
 348 <emily> thank you very much bob 
 349 <dneary_> teuf, guadec-planning is the private list
 350 <dneary_> I'd expect us to use that
 351 <emily> https://live.gnome.org/GUADEC-2011-0606  this is the meeting minutes for today 
 352 <dneary_> emily, Thanks!
 353 <emily> I am still working on it, need to read the log I miss 
 354 <emily> I will send it out tomorrow for everyone to review 
 355 <bobert> Nice! Thank you, emily
 356 <emily> The meeting is done 
 357 <emily> See you in June 20th