2020 01 09 Committee meeting

Ruby New Zealand Incorporated

2020-01-09 Committee Meeting Minutes

7.15pm - 8.15pm

Present:

• Rebecca
• Andrew
• Laura
• Steve
• Pete
• Merrin

Apologies:

• Mathew
• Anthony

Opened: 7.18pm

Minutes:

• Policy for gifts to event organisers (Merrin)
  • Discussion December, also at start of Kiwi Ruby organisation
  • Merrin proposed two ideas in December
    • Give some money
    • Give a gift
    • Andrew voiced some concerns at that point about setting a precedent, and making a solid policy to go forward with
    • Pete keen to do a one off, though thinks money itself would be transactional. Not sure of value of a policy. Seems to be a benefit of community, and goodwill probably appreciated.
    • Laura - advantage of policy is that the organisers of an event next year could get an equivalent gift
    • Merrin - also mentions that Ruby Retreat coming up
    • How defined do we make the policy?
    • Just define as making small gift of thanks?
    • Or down to detail of amount?
    • Start with what’s driving the decision this time which is a large surplus from Kiwi Ruby
    • Rebecca mentions a gift is quite late. Perhaps we do something for events going forward?
    • Pete concerned if we don’t solve this now, we may um and ah about it next time and it becomes late again.
    • Merrin looking to write a policy now saying the committee can spend money on a gift for the organisers of an event to be given to them at the end of an event. Non-monetary to ensure that we are abiding by Ruby NZ rules that the purpose of the organisation isn’t to make money for people on the committee.
      • Question around whether to exclude people on the committee.
      • Perhaps those on the committee can be excluded from making votes on how much/what to gift to those organising events
      • Cap? Or have committee agree on value of gift?
      • Proposal/Vote on gift policy:
        • The committee can vote to spend money on a gift to be given to organisers at the end of an event. The gift should be non-monetary and should not be excessive. Those on the committee who also organised the event should exclude themselves from the vote on what to gift
        • Unanimous yes
  • Flowers should have been given at the end of Kiwi Ruby
• Gift or bonus for Kiwi Ruby organisers (Merrin)
  • Action: Merrin & Steve to organise gifts for Kiwi Ruby 2019 organisers.
• Ruby Retreat (Steve, via Phil Arndt)
  • Phil invited Steve & Merrin into channel to try organise Ruby Retreat. Unclear what differences between Ruby Retreat and Rails Camp are. Biggest distinction is no alcohol.
  • Interest in Ruby NZ subsidising the event?
  • Interest in Ruby NZ subsidising diversity?
  • Merrin keen to underwrite. Not sure on subsidising
  • Andrew keen not to subsidise people generally, as we are mostly professional developers with the money to pay for a ticket but keen to subsidise tickets for students, diversity etc where that makes sense, however.
  • No formal request for money yet.
  • Steve asking whether as a general policy, we subsidise tickets for diversity
  • Pete suggests we should be looking to get sponsors, as there generally aren’t troubles doing so.
  • Merrin suggests if the organisers don’t find sponsorships for students, diversity that she’d be keen for RubyNZ to provide those.
  • Phil keen to know roughly what we’re willing to do.
  • Vote: Put aside 3500 for student tickets (partial), and diversity tickets (fully)
    • (Current balance just under 50k)
    • Unanimous yes
• Ruby Retreat notwithstanding, do we have a general policy on when and how much we should subsidise events directly? (Steve)
  • Sounds like policy will be to sponsor diversity, and underwrite events, but not subside events aimed at professional developers
  • Question around sponsoring childcare, etc at future events
    • Merrin not keen to make super specific policy; go by our strategic direction and discuss at the time, depending on events and targeted audience.
    • Steve [treasurer] agrees broad guidelines fine.
• Other business
  • Pete put together a ruby nz company survey, and opened up an internal issue to discuss.
    • Try to understand companies, hiring, identify companies who might be good for sponsorships, or companies who might be good to pair with jobseekers.
    • Outlines a few objectives, approaches.
    • Get thoughts offline
    • Something we might be able to perform yearly to gain data and information on trends?

Closed: 7.53pm