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activities-calendar.md

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Activities calendar

Introduction

The Linux Australia Council need to undertake a range of activities throughout the year. This document articulates those activities, when they have to be done and why, and serves as a planning tool for the Linux Australia Council.

Overview

The key activities can be broadly categorised as;

Mandatory activities required for legislative compliance

  • Ensuring compliance with Membership functions as per the Constitution.
  • Production and publishing of agendas, minutes and outcomes of Council meetings, AGM meetings, Subcommittee meetings and so on.
  • Ensuring compliance with financial obligations, such as keeping accurate accounts, financial reporting and auditing, payment of GST.
  • Ensuring compliance with government reporting requirements, such as providing reporting data to the Australian Bureau of Statistics.

Discretionary activities that contribute to Linux Australia's goals and objectives

  • Systems administration of Linux Australia infrastructure
  • Social media management
  • Updating the Linux Australia website content
  • Specific project and event activities

Activities done on a fortnightly basis

Mandatory

  • FINANCIAL

    • ensure reconciliation and reporting of payments in financial systems
    • ensure bills are paid on time
    • ensure liquidity and positive cash flow

  • SECRETARIAL

    • note any government or legal correspondence for actioning
    • produce agendas and minutes for Council Meeting
    • handle any Membership applications in line with Constitution

Discretionary

  • Publish minutes of meetings
  • Social media management
  • Infrastructure systems administration
  • Review mailing lists and remove spam entries
  • Meet with LA stakeholders such as Event Subcommittees, key partners, suppliers and members as appropriate
  • Update Subcommittee Register as appropriate
  • Update website content
  • Review any correspondence and act as appropriate
  • Review any pull requests to Linux Australia policies

January

  • Undertake GST reporting and payments for Quarter 4
  • Review Westpac bank account names and ensure they're current and match with Xero
  • Issue final Call for Agenda Items for AGM
  • Issue Agenda for AGM
  • Hold AGM
  • Record minutes of AGM, and publish minutes of AGM
  • Ensure smooth running of linux.conf.au
  • APNIC Yearly renewal is due on 31 January, this is around $AUD 2000

February

  • Ensure new Council is inducted appropriately (permissions, access to systems, briefing on relevant policies, bank account access etc)
  • Plan for Council Face to Face
  • In March you will receive renewal for PO Box redirection and renewal of PO Box. You only get 2 weeks to pay this, so this is why it's in February.
  • Submit NSW Fair Trading Annual summary of financial affairs - Tier 1 form after AGM. Deadline: arrives within 30 days of AGM.
  • Submit ASIC Form 490. Must be sent via registered email. Deadline: arrives within 30 days of AGM.

March

  • Seek quotes on Insurance (due 19th April)
  • Hold Council Face to Face

April

  • Undertake GST reporting and payments for Quarter 1
  • Review Westpac bank account names and ensure they're current and match with Xero
  • Finalise insurance renewal

May

  • Renew auDA Membership
  • Audit access to Xero to ensure only the appropriate personnel have access. Encourage use of 2FA.

June

  • Do Call for Bids for linux.conf.au

July

  • Undertake GST reporting and payments for Quarter 2
  • Review Westpac bank account names and ensure they're current and match with Xero
  • Ensure Budget for October-September of next year is approved

August

  • Bid Team venue inspections for linux.conf.au
  • Renew linux.org.au domain via Enetica (email should come to [email protected]) - last modified 26th August 2016, likely to fall due in even years, but we can't tell though whois.

September

  • End of financial year for Linux Australia

October

  • Undertake GST reporting and payments for Quarter 3
  • Review Westpac bank account names and ensure they're current and match with Xero
  • Initiate financial audit in preparation for AGM presentation
  • Get in contact with the Rusty Wrench team ([email protected]) and discuss and/or initiate nomination process, timeframe and if the Rusty Wrench will be awarded.

November

  • Prepare financial reports that feed in to the Treasurer's report
  • Ensure that linux.org.au domain expiry is renewed (due 4th November every even year)
  • Audit access to Xero to ensure only the appropriate personnel have access. Encourage use of 2FA.

December

  • Call for Agenda items for AGM
  • Call for nominations for Council
  • Prepare office-bearer reports for AGM