08:31:47 #startmeeting FUDCon Pune travel sponsorship: 2015-04-10 08:31:47 Meeting started Fri Apr 10 08:31:47 2015 UTC. The chair is siddhesh. Information about MeetBot at http://wiki.debian.org/MeetBot. 08:31:47 Useful Commands: #action #agreed #halp #info #idea #link #topic. 08:31:58 .hellomynameis amitshah 08:31:59 amit: amitshah 'Amit Shah' 08:32:13 .hellomynameis siddhesh 08:32:15 siddhesh: siddhesh 'Siddhesh Poyarekar' 08:32:24 .hellomynameis pjp 08:32:26 pjp: pjp 'None' 08:32:42 .hellomynameis amsharma 08:32:44 Amita: amsharma 'Amita Sharma' 08:33:01 can someone ping huzaifa 08:33:05 paragan: you around? 08:33:14 amit: he's in office I think. let me poke him. 08:33:28 amit: just did 08:34:00 #link https://fedorahosted.org/fudcon-planning/report/3 08:34:27 amit: nice 08:34:44 huzaifas was waiting in the wrong channel ;) 08:34:57 haha 08:35:03 #chair pjp Amita amit huzaifas 08:35:03 Current chairs: Amita amit huzaifas pjp siddhesh 08:35:05 too many channel 08:35:12 pjp link your spreadsheet? 08:35:58 #link -> https://ethercalc.org/94ee5f3lw3 08:36:46 for the first topic I'd like to point out Nitesh has backed out, so the budget people can update their sheet 08:36:48 There 3 new tickets 08:37:03 amit: okay 08:37:12 also, please update the sheet with the actual amounts people have spent for their tickets 08:37:26 s/update/add a new column/ 08:37:52 that way we know how much money we actually have left 08:38:40 also the sheet doesn't have info on how much we're spending on acco 08:38:49 (and mum-pune travel) 08:39:03 amit: yeah, those would be good numbers to have 08:39:13 for accommodation, simply the number of people would be sufficient 08:39:26 yeah, we just need accomodation numbers 08:39:34 the actual amount need not be tracked here 08:39:37 amit: those are outside of the individual travel budget, no? 08:39:40 siddhesh: ladies/gents are separate -- i.e. not always a match 08:39:41 there is a different sheet for budget 08:39:51 amit: we can sort that out later 08:39:55 lets get travel sorted out first 08:40:04 basically there's a chance of off-by-one :) 08:40:05 amit: mum-pune travel I mean 08:40:27 amit: pjp owns the sheet, i am going to let him make the changes 08:40:30 pjp: no, mum-pune has to be included in our sheet (not in the approved budget numbers, though) 08:40:51 pjp: just count the number of people who need mum-pune travel 08:40:58 huzaifas: as long as you're keeping on top of it 08:41:12 huzaifas: amit Yes, we'll do that once we have final approvals in place. 08:41:21 would also help us if we know if we can accomodate > 1 people for mum-pune and back 08:41:30 ok - that's it for the generics. 08:41:35 we can go to tickets now 08:41:36 amit: Yes, 08:42:32 ok, so lets go through the tickets once again from top 08:42:50 #topic https://fedorahosted.org/fudcon-planning/ticket/536 08:42:54 Sahil Sareen 08:43:20 My opinion is to defer till the deadline and decide only after the deadline for submitting requests is gone 08:43:30 +1 08:43:31 Same here 08:44:27 +1 08:44:46 amit: Amita +1 is for defer, right? 08:44:55 yes 08:45:09 I am sure about amit 08:45:29 ? 08:45:31 for me, it should be deferred 08:46:41 huzaifas: waiting for you 08:46:53 one sec 08:47:09 ok i think defer is the right choice here 08:47:15 #agreed wait till deadline has passed before we decide 08:47:30 #topic https://fedorahosted.org/fudcon-planning/ticket/538 08:47:33 Suchakra 08:48:01 He is asking for cover of about $900 and the rest he'll cover 08:48:11 +1 for him. 08:48:14 and he has purposed 3 talks 08:48:20 I think we can go ahead with it 08:48:23 no point in deferring; his talks and workshops are very highly rated 08:48:26 I mean talk + workshop etc 08:48:41 amit: highly rated? 08:48:42 he has proposed 4 talks/workshops/hackfests and we'll likely be accepting most of them 08:48:55 huzaifas: rated by talk reviewers 08:49:03 ah by you folks 08:49:09 and defer will make tickets more costly 08:49:19 huzaifas: yes :) 08:49:28 honestly i am not convinced we should spend 900 $ to get him here 08:49:36 i would spend that much on ausil 08:50:03 assuming there was no other source of fund for him 08:50:12 siddhesh, he is the one who helped us with logo .. right? 08:50:26 Amita: him and prima yogi, yes 08:50:42 I think it's fine, considering we are quite within budge too, 08:50:51 yes 08:51:06 +1, as Suchakra is an active Fedora member since long and a prospective speaker, 08:51:08 huzaifas: we're not at a situation where it's either-or, I think 08:51:30 amit: we are bound by the amount of cash we have though 08:51:35 plus suchakra's active, and from the apac region 08:51:52 amit: I guess if you look at it from huzaifa's viewpoint, we should be deferring till we have a conclusion on ausil's ticket 08:52:08 i.e. decide both of them near the end 08:52:19 yeah, kinda 08:52:36 siddhesh: Last week we did cover them all, we'd be quite okay to get them both, 08:52:46 huzaifas: did the mail asking for sponsorship for ausil go out? 08:53:02 pjp: the deadline is not closed yet and we'll likely get more requests near the end of the month 08:53:08 amit: nope, but its on my todo list for today 08:53:12 so hopefully i will reach to that 08:53:23 siddhesh: Oh, okay 08:53:57 IMO suchakra deserves this regardless of the timing, but if there is no consensus, we don't have a choice but to defer it till the end 08:54:23 That'll increase the ticket coses further high 08:54:27 siddhesh, I think we should get +1 and -1 and decide? 08:54:38 agree with pjp 08:54:48 s/coses/costs 08:55:06 we're still 3 months clear, so I still think we have enough buffer in terms of time 08:55:18 under 2 months and we have to hurry 08:55:40 siddhesh: After April end we'll be there 08:55:53 * siddhesh nods 08:55:55 As in, if we wait till the deadline 08:56:32 ok then how about this: we approve a minimum amount now (say $600) and then cover the balance near the end? 08:56:49 provided of course, suchakra agrees to this 08:56:50 what is not going to help 08:56:56 he cant book with 600 08:57:04 we're not giving an advance 08:57:18 what i meant is, we cant expect him to book 08:57:18 he's going to have to pay upfront anyway 08:57:19 siddhesh: no, he's indicated $900 minimum 08:57:23 if we dont promise the rest 08:57:24 so we either agree to that or defer 08:58:22 lets take this ticket again at the end of the meeting 08:58:28 Okay 08:58:30 In https://fedorahosted.org/fudcon-planning/report/3 - his ticket is under Travel subsidies decided milestone ? 08:58:44 yes 08:59:22 so next ticket coming up 08:59:23 so what is pending? 08:59:37 I mean what we are debating on? 08:59:51 Amita: It's not decided yet, 09:00:03 Amita: the milestone means that the ticket has to be resolved by that milestone 09:00:24 ah ok 09:00:27 the milestone has a deadline 09:00:33 got it 09:00:49 #info bring up again at the end of the meeting 09:00:52 #topic https://fedorahosted.org/fudcon-planning/ticket/541 09:01:00 Mosaab Alzoubi 09:01:04 We have accepted one talk 09:01:11 seems to be an active contributor 09:02:03 * amit wonders if the present situation in yemen permits him to travel and actually come here 09:02:23 he has given ticket prices to Mumbai, they're at about $600 09:02:37 it's quite sad there 09:02:41 * pjp notes it in the expenses sheet 09:02:45 those prices are pretty high 09:02:55 yes, that is a concern. However, that is a risk he'll have to take not us, since I don't think we're going to risk paying for the tickets upfront. 09:03:09 i bet yemenia airways is much cheaper, if it still exists 09:03:28 huzaifas: he's using yemenia airways as a reference 09:03:54 no QATAR AIRWAYS 09:04:08 last time i was there, it costs me like 14k return 09:04:17 * paragan just back from lunch 09:05:15 huzaifas: can you get rates from whichever site you use? 09:05:20 yes, it's very expensive. 09:05:23 we can vote for those rates. 09:05:31 cleartrip shows the cost at about $900 09:06:49 it is costly 09:06:56 so there's a chance rates have gone up because of the situation there 09:07:03 very costly :0 09:07:05 are flights actually operating? 09:07:09 huzaifas: any idea? 09:07:09 yes many breaking news 09:08:17 yemenia is still at $600 09:08:59 amit: i can get rates 09:09:17 amit: rather lets ask him, if we can come? 09:09:22 because of the current situation 09:09:26 right 09:09:28 if he says yes, we see what to do 09:09:34 ok 09:09:35 rather than wasting time, looking for rates 09:09:41 i can ask him 09:09:43 also ask him to enquire with visa embassy? 09:10:02 is the embassy still open? 09:10:12 and are they allowing travel? 09:10:14 we are evacuating indians from tehre 09:10:19 but no clue 09:10:24 ok, should I mark this as agreement? pjp, amita, paragan 09:10:25 huzaifas: let's ask him 09:10:27 if it is, i doubt it will be for long 09:10:35 amit: yeah, i can 09:10:41 siddhesh, yes 09:10:45 huzaifas: and also tell him it'll be his risk if he can't come (ie no reimbursement) 09:11:27 siddhesh: Yep, sounds okay 09:11:39 amit: we re-imberse after he comes 09:12:06 #agreed ask about travel feasibility given the current situation in Yemen 09:12:07 ok 09:12:30 I propose we skip the remaining tickets and go straight to the new ones, i.e. sarup, etc. 09:12:46 sure 09:13:03 #topic https://fedorahosted.org/fudcon-planning/ticket/561 09:13:06 Sarup 09:13:09 +1 09:13:26 that's a weird request 09:13:28 oh wait, I take that back 09:13:34 yes, for that reason ^^ 09:13:49 siddhesh: btw you skipped a few tickets 09:13:56 he needs 200 09:13:57 _1 09:13:58 +1 rather 09:14:15 looks like he travelling 09:14:18 amit: that is what I meant by "I propose we skip the remaining tickets and go straight to the new ones, i.e. sarup, etc." 09:14:19 but does not know where he will be 09:14:30 siddhesh: ah I missed that 09:14:48 huzaifas: I think the more likely case is that he'll be living somewhere else 09:15:00 strange though 09:15:01 I'd like to request a max of 200 USD; if my expenses are higher, I'll cover the remaining. 09:15:06 so based on this +1 09:15:32 obviously if it's < 200 we'll cover on-actuals 09:15:35 huzaifas: not really. he's graduating, so it's likely that he'll move because of his job 09:15:58 +1 for Sarup 09:16:01 right, this probably also means that he'll be booking his ticket quite late 09:16:11 but $100 is normal for blr-pun; which means we'll be freezing 100 for him an we can't spend it on anyone else if he ends up spending on 100 09:16:20 but he mentioned that he will cover rest 09:16:27 Amita: that's fine I think 09:16:32 s/amita/amit/ 09:16:42 yes 09:16:55 I don't think we're going to freeze our budget with just a $100 granularity 09:17:10 * amit wonders if he can't make it in the end due to changing circumstances 09:17:11 I expect to spend more than $100 over the budget (i.e. dip into our reserves) 09:17:20 anway I think I'm ok with this sa of now 09:17:21 Amita: his liability again 09:17:22 so: 09:17:23 +1 09:17:28 sheesh 09:17:31 s/amita/amit 09:17:38 one of you change your names :/ 09:17:55 :0 09:17:58 given that we've talked it out, +1 from me too 09:18:08 +1, as he is an active member and have proposed interesting talks 09:18:13 Amita: use /nick and type something after that 09:18:22 why donlt you 09:18:22 lol 09:18:30 :) 09:18:54 #agreed cap sponsorship at $200 as per request 09:19:13 #topic https://fedorahosted.org/fudcon-planning/ticket/562 09:19:29 Ashutosh Bhakare 09:19:46 he did a release party recently in Aurangabad 09:19:54 amount is less 09:20:00 just hotel 09:20:01 +1 09:20:02 only accommodation 09:20:05 +1 09:20:27 +1 09:20:33 +1 09:20:38 +1 09:20:53 pjp: are you updating the spreadsheet? 09:20:57 amount is not a concern for me, but my question would be: why? 09:21:10 huzaifas: Yes, 09:21:17 siddhesh: i hoping he attends an event and decides to contribute more 09:21:31 siddhesh: encouraging new contributors 09:21:39 huzaifas: sure, but you'll be spending about $200 for that 09:21:52 siddhesh: he asked for $ 100 09:22:10 pjp: our hotel arrangements would cost us about $200 for 4 nights stay 09:22:21 and look.. 09:22:30 siddhesh: we are spending 25K to get people to contribute :) 09:22:32 what he has wriiten under What will you accomplish by being at FUDCon? (Please be as specific as possible, since this is the most important factor in granting requests.) 09:23:18 siddhesh: If we expense his accommodation, do we still provide him the speaker facilities? 09:23:31 huzaifas: yes, but we have the fun task of deciding who deserves it more 09:23:43 siddhesh: in case that defer till deadline then 09:23:48 why? 09:23:59 lets see how much cash we have left 09:23:59 huzaifas: you changing your vote? 09:24:14 amit: no i am responding to what siddhesh said earlier 09:24:17 "why?" 09:24:45 pjp: ok, so you're suggesting that he books accommodation on his own and expense it? 09:25:07 siddhesh: Yes, 09:25:13 even in that case, $100 is something I would set aside and pool in to get in gues like suchakra 09:25:22 s/gues/guys/ 09:25:36 $100 can't help suchakra 09:25:42 $300 can 09:25:57 with this $100, we're closing the gap to just $200 09:25:58 and we dn't have 3 ashutoshbhakare 09:26:04 siddhesh: if we go partial sponsorship, he can do with $ 50 09:26:18 yes, that makes sense 09:26:26 if he is serious about fudcon 09:26:35 he can do with partial 09:26:42 pjp: my point is that of deserving the sponsorship. I believe they need to do more than just a release party to deserve being sponsored to come to an event 09:26:44 pjp: partial with accomodation , how? 09:27:03 huzaifas, half bed 09:27:12 like urs in Singapore :P 09:27:15 huzaifas: If we expense it, it's upto them to arrange for thei accommodation, 09:27:25 siddhesh: Yes, true 09:27:40 s/thei/their 09:27:59 Does anyone know Ashutosh ? 09:28:15 pjp, I think Satpute does 09:28:30 pjp: I believe pravins does; he had asked for DVDs for the aurangabad release party 09:28:40 http://ashutoshbhakare.blogspot.in/2015/03/fedora-21-release-party.html 09:28:56 siddhesh: Amita I see, let's check with Pravin S then 09:30:02 ok, I don't mind deferring till the end to then decide what we want to do 09:30:44 we need your inputs for https://fedorahosted.org/fudcon-planning/ticket/562 09:30:44 do you think ashutoshbhakare is a good candidate to get subsidy for fudcon? 09:30:44 yes 09:30:44 he is even going to help us in outreach 09:30:57 pravins: o/ 09:31:05 Amita: thanks for ping. 09:31:18 yw pravins 09:31:47 he is going to help us in giving advertisement in local newspaper. 09:32:09 pravins: sure, but sponsorship cannot be usd as a payback for that 09:32:16 he is working/owning training institute. 09:32:52 my point for opposing a decision right now (I don't mind reconsidering the ticket at the end) is that in terms of contribution, he hasn't done enough to deserve a sponsorship right away 09:33:12 agree, we can defer his ticket. 09:33:20 he said he is going to help us in outreach. 09:34:35 "2) Should i ask my students to attend the same ? I am having 100+ students data with me;" 09:34:59 that's not very useful 09:35:05 but that's not the point 09:35:15 lets defer it and move on to the next ticket 09:35:24 yeah, good to defere 09:35:31 defer 09:35:39 #info defer for now 09:35:59 we're at the top of the hour. is everybody OK with continuing or should we stop here? 09:36:16 there is just one ticket and then suchakra's ticket 09:36:33 or maybe just one ticket and we take suchakra's ticket next week 09:36:35 huzaifas: did you contact prima yogi with the new info? 09:36:54 amit: not yet :) 09:36:56 siddhesh, lets take one more 09:36:58 last 09:37:00 but i am working on a template 09:37:12 we can send the same one to make sure we dont miss on anything 09:37:21 there is a long list of docs needed to get ruth to book tickets 09:37:44 huzaifas: template? 09:37:51 amit, huzaifas, pjp, paragan, pravins ok with continuing for one more ticket? 09:37:51 siddhesh: let's continue with the last one, 09:37:52 huzaifas: don't we need to just fwd the list to him? 09:37:58 siddhesh: sure 09:38:00 yes 09:38:00 siddhesh, ticket# 09:38:04 sure 09:38:10 #topic https://fedorahosted.org/fudcon-planning/ticket/563 09:38:10 amit: i want to paste that in the ticket 09:38:13 to keep things public 09:38:21 Charul 09:38:42 No talk submissions 09:38:50 active fedora infra contributor 09:38:51 She looks to be an active contributor, and has requested for accommodation, no travel 09:39:01 hmm, never heard of him 09:39:04 looking 09:39:06 her 09:39:14 pjp: yes 09:39:18 If in case funding is not possible, it would be helpful if you can help me find a descent and safe place to stay. ***** 09:39:39 Is she from Pune? How is travel cost 0 ?? 09:39:39 so lets do that for her 09:39:41 Amita: that is actually just a request to find her accomodation that she will pay for 09:39:57 yeah, so she does not require funds 09:40:10 Amita: wait, don't get confused :) 09:40:41 she has requested for accommodation sponsorship, but if we cannot manage that, she has requested us to help her find a place 09:40:59 and she has nay talk? 09:41:02 any* 09:41:08 no 09:41:40 https://github.com/fedora-infra/shumgrepper 09:41:43 this is what she works on 09:41:53 https://github.com/charulagrl 09:42:07 it was a gsoc project 09:42:18 is she still active? 09:42:19 a web interface of summershum 09:42:22 that is not helpful :) 09:42:22 amit: yes 09:42:29 https://github.com/fedora-infra/summershum/commits/develop 09:42:43 ok 09:43:03 I think she can propse a session in barcamp / lightning talk 09:43:12 Right, 09:43:14 If she is going to give talk on summershum then I am +1 09:43:20 Same here 09:43:20 we can give accommodation, in case we have some one to share with her 09:43:30 its ongoing development project 09:43:35 yes, in fact I think that is what she meant by "I am looking forward to get reviews from fedora developers and what features they would like to have in it." 09:43:46 +1 from me for accommodation 09:43:48 there's arpita roy 09:43:54 so +1 09:44:09 is someone else from fedora-infra coming? 09:44:11 Amita: that's a different ticket. lets vote on this one first :) 09:44:12 +1 as she is a new & active contributor 09:44:15 +1 09:44:17 +1 from me 09:44:31 yeah, +1 for this only :) 09:44:52 shees s/amita/amit/ 09:45:08 siddhesh, he is telling that arpita roy gonna share room with her :) 09:45:25 ahh ok, but we haven't decided on arpita roy's ticket 09:45:48 we will do that in next meeting 09:45:49 I'll mark this one as agreed 09:45:52 yupp 09:46:04 #agreed sponsor stay 09:46:35 so that was the last ticket. Do we want to revisit suchakra's ticket or call it a meeting? 09:46:51 siddhesh: ie speaker facilities or we expense it later? 09:47:11 * pjp needs to update the spreadsheet 09:47:17 pjp: so what do you mean by speaker facilities? 09:47:28 she doesn't get the goodie bag if that's what you're asking ;) 09:48:05 siddhesh: no-no, if we provide speaker accommodation, she does not have to expense it, 09:48:12 speaker facilities means she will get it paid in advance I guess 09:48:36 siddhesh: if she finds an accommodation, we expense it upto $100, 09:48:52 As requested 09:48:54 pjp: ahh, that. no, lets just handle it through our vendor 09:49:13 siddhesh: okay, so it remains 0 in that case 09:49:14 oh and sorry, it won't cost us $200 per speaker 09:49:22 for stay 09:49:34 it is $100 since they'll be twin sharing 09:49:41 yes 09:49:58 pjp: oh ok, yes. it won't go from the travel budget 09:50:06 Right 09:50:31 so back to my question: suchakra's ticket or end of meeting? 09:50:49 end it 09:50:55 no consensus anyway 09:50:59