August 19th 2008

From PHP London wiki

Contents 1 Executive committee meeting on 19/08/2008 2 Where and when 3 Who will be there 4 Apologies for absence 5 Agenda 6 Minutes 6.1 Company setup 6.2 Monthly meetings 6.3 Conference 6.4 Other 7 Actions

Executive committee meeting on 19/08/2008

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

Walker's of Whitehall from 19:30 to 21:30

Who will be there

• Matt Raines
• Dave Nattriss
• Richard George

Apologies for absence

• Marcus Baker
• Franck Cassedanne

Agenda

Please add anything you'd like to discuss.

1. Welcome, apologies, and matters arising from the previous meeting
2. New PHP London matters.
3. PHP UK Conference matters.
4. Any other business.

Minutes

Company setup

• RG suggested buying an off-the-shelf company. We agreed we would prefer to set up a new company from scratch as it is not complicated.
• DN had recently registered his own limited company and pays £94 per month for an accountant and online invoicing software. He is pleased with the service.
• RG to ascertain whether we have £94 per month available for accountancy and invoicing software.
• RG to liaise with DN about setting up the limited company.
• RG doesn't believe we need to collect existing paperwork from AL as we are setting up a new structure for the organisation.
• It was agreed to register the company at the service provider's address. Correspondence will be addressed to the current secretary's home address.
• It is likely that we no longer require an auditor position.

Monthly meetings

• MR to see if he can find a sponsor to provide platters of food at the start of the monthly meetings.
• MR to chase the Theodore Bullfrog about the possibility of providing wifi access.

Conference

• MR discussed three venues he has spoken to over the phone: Olympia, Excel, and Inmarsat. It was agreed this was a sufficient number to choose between. MR to arrange to see the three possible conference venues.
• The initial conference website should have a call for papers and a mailing list sign-up. Once we have chosen a venue and date we will start selling early bird tickets. DN to set up a conference mailing list for announcements. DN to issue a call for papers on our own site and php.net etc.
• DN is considering using Eventbrite to manage registrations. DN to organise online registration for the conference.
• It was agreed MB should deal with finding sponsors. MB to manage conference sponsorship.
• Conference social events will be organised closer to the time.
• We agreed community groups such as PHP Women and the Open Rights Group should be offered free space at the conference whereas sponsors should pay for stands.
• A list of potential sponsors was compiled. MR to combine the list of potential sponsors with the list of last year's sponsors and place it on the conference wiki page.
• MB to find out who is speaking at FOWA and PHP NW.

Other

• Concern was expressed that MB is not turning up to committee meetings.

Actions

• Dave Nattriss
  • to set up a conference mailing list for announcements.
  • to issue a call for papers on our own site and php.net etc.
  • to organise online registration for the conference.
• Marcus Baker
  • to manage conference sponsorship.
  • to find out who is speaking at FOWA and PHP NW.
• Matt Raines
  • to see if he can find a sponsor to provide platters of food at the start of the monthly meetings.
  • to chase the Theodore Bullfrog about the possibility of providing wifi access.
  • to arrange to see the three possible conference venues.
  • to combine the list of potential sponsors with the list of last year's sponsors and place it on the conference wiki page.
• Richard George
  • to ascertain whether we have £94 per month available for accountancy and invoicing software.
  • to liaise with DN about setting up the limited company.