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smichel17 #startmeeting hcoop-meetbot smichel17: Meeting started at 2023-01-28T17:14+0000 smichel17: Current chairs: smichel17 smichel17: Useful commands: #action #info #idea #link #topic #motion #vote #close #endmeeting smichel17: See also: https://hcoop-meetbot.readthedocs.io/en/stable/ smichel17 #topic roll call #here smichel keverets[hc] #here keverets[hc] unknown_lamer #here clinton smichel17 *role call 🤣️ robin #here robin smichel17 #topic agenda building We should probably do this before meetings, but oh well. In any case, we'll want treasury report, any other topics you'd like to bring up? keverets[hc] None from me smichel17 Elections are coming up, I'd like to discuss scheduling them and the next meeting robin none from me keverets[hc] I think the schedule is baked into the role guidelines smichel17 👍️ (In that case, just the next meeting then) I also have some idle chatter after the board meeting but nothing official unknown_lamer: anything you wanted to discuss? unknown_lamer nothing in particular smichel17 ok #topic Treasury Report unknown_lamer Bank balance: $8,032.79 Paypal balance: $ 373.27 Total: $8,406.06 Member balances: $2.425.48 Coop balance: $5,445.87 Total: $7,871.35 difference: $534.70 -- mostly due to phantom payments inflating coop balance. Members to boot: 12 Member likely to pay: 4 Dues are around $511/mo but will drop once I actually boot all members that are unresponsive smichel17 Looks like there's currently 62 members, 50 after booting? unknown_lamer expenses are $355.10 for digitalocean + $10 for linode currently (+ yearly expenses), will increase a bit once we split the postgres/mysql servers away from gibran 54, I am pretty sure at least four people on the list just need to be manually prodded, but the rest look like they just stopped using services and never said anything keverets[hc] What are "Member balances" vs "Coop balance"? smichel17 Member balances is people topping up their account, in advance of being charged monthly dues unknown_lamer coop balance is the coop's balance (amount we have in dues paid to the coop), member balances are member's balances yeah keverets[hc] OK, thanks Any other questions or comments on the report? unknown_lamer we have a small discrepancy from some ancient lost transaction, once I clean up delinquent members I think at this point we just need to insert a reconciling transaction (I think it was some remotes hand fee or hardware when we were on site at the DC many, many years ago). but otherwise everything is up to date smichel17 Comment: It's nice to be in the black again, but I am concerned about gradually losing members and income/expenses creeping closer together "again" — I guess we've been in the black for a few years at this point unknown_lamer I would say we were on track for a member refund at the end of the year but we are getting close to 1:1 dues and expenses keverets[hc] Might be worth asking the people who are leaving why the coop no longer meets their needs layline Yes, reconcile the books with a balancing transaction. keverets[hc] How much buffer are we allocating? 6 months or a year of expenses? robin yeah, that sounds reasonable at this point unknown_lamer https://wiki.hcoop.net/FinancialReservePolicy although it looks like we went over the budget a bit since DO increased prices (limit was $350 for hosting, now we are at $365.10) keverets[hc] Thanks. No further questions for me smichel17 Is that limit calculated from the reserve goal, or something else? unknown_lamer https://wiki.hcoop.net/HcoopBudget smichel17 got it, thanks unknown_lamer hrm I suppose we should have a budget for 2023, we did ok for two years but then didn't vote on one last year smichel17 That seems prudent, especially since we expect expenses to increase a little bit with the db split separate topic? unknown_lamer Sound reasonable if I calculate our yearly expenses (everything is up up up so 2021 numbers are wrong for that now) and set hosting at maybe $450 and vote using the portal on that? smichel17 Ah, portal vote sounds good unknown_lamer I just have to do some number crunching and today I am making chili smichel17 Could we use excess balance in a one-time way? e.g. maybe a contract with one of our sysadmins to take on some maintenance tasks which have been neglected for a while? (minsky ooming…) unknown_lamer that is permitted although at least for me the issue isn't money, I have very little free time anymore smichel17 I was thinking specifically doecelic (I didn't talk to him about it yet) unknown_lamer we should start by lowering the max number of idle apache workers, I think spidering of the mailman archives causes the number of procs to spike and then they are never terminated and use up too much memory. but that's another discussion smichel17 He's currently a sysadmin, doesn't spend as much time on it any more (mostly approving ssl cert installation requests), and is a contractor, so financially the time-for-money trade can actually happen vs e.g. I'm salaried so I can't just reduce my hours to take on an hcoop contract layline Keeping a 12 month reserve with montly expenses of $450 doesn't leeave us with a surplus smichel17 What about $400? It would be nice to get a breakdown of current expenses to see where we might be able to trim, too unknown_lamer $400 won't be enough for a new db server (although if we replace rather than upgrade gibran for afs/misc services we can probably use a smaller vm) that was the breakdown, DO and linode and then SSL + domain + registered agent, but the registered agent is prepayed for quite a while smichel17 What do we spend on storage vs compute? Do we have old member data we could put into cold storage to save a little? unknown_lamer https://wiki.hcoop.net/Hardware has all of the details on our hardware We don't retain old member data, 30 days after booting their volumes are deleted smichel17 Hm, ok. So no low-hanging fruit unknown_lamer (or immediately if they actively exit and specify) smichel17 If we'd make good use of it, I would be up to make a one-time donation to this cause unknown_lamer I think first we'd have to see if anyone were interested and have well defined goals layline Perhaps asking docelic as to his requirements would be informative. smichel17 Maybe as a decision for this meeting, we could ask sysadmins to get together a list of goals? Yeah, or whether he'd be interested at all unknown_lamer I wasn't expecting to vote on this use of money and would prefer not to today I am not sure we even can, we are in a position where expenses will have to exceed dues to just maintain the current level of service (- constant issues with the mail server hopefully) smichel17 I think it would be good to vote on budget today, and agree to gather information about the one time expense for next meeting unknown_lamer I need to recalculate what our yearly expenses are because prices have increased at least twice for the domain and SSL since we last renewed, and do not have time today. I was going to do so tomorrow or Monday and create a portal poll to vote on it as discussed earlier. keverets[hc] Need a budget proposal first, and I'd also rather not come up with that on the fly today We can meet again if needed, or wait for the next regular meeting unknown_lamer I do need to leave within 15 minutes, I have to get to making chili so I can eat lunch at a reasonable hour smichel17 Next scheduled meeting will be relatively soon, since elections happen at the end of march So let's do then keverets[hc] Sounds good robin +1 smichel17 #action smichel17 will make an agenda for the next meeting #motion smichel17 will ask doecelic if he'd be available/interested for a contract (if the coop can find money for it) hcoop-meetbot smichel17: Voting is open unknown_lamer #vote abstain robin #vote +1 layline #vote +1 keverets[m] Hmm. Xmpp froze Sent a +1 on that vote, but there's a hiccup where it's not going through smichel17 #vote +1 keverets[m] That seals it anyway smichel17 #info keverets also voted +1, not showing up for technical reasons #agreed smichel17 will ask doecelic if he'd be available/interested for a contract (if the coop can find money for it) hcoop-meetbot smichel17: Unknown command: #agreed smichel17 #accepted smichel17 will ask doecelic if he'd be available/interested for a contract (if the coop can find money for it) unknown_lamer / robin: Would you be up to make a shortlist of tech debt we'd really like to clean up? robin there is also #close to end a vote and report results (idk if we use it though) unknown_lamer I think I have made many such lists on the wiki in the past smichel17 #close keverets[hc] #vote +1 hcoop-meetbot keverets[hc]: No vote is in progress smichel17 If we have a relatively up-to-date one, that would be fine unknown_lamer were we scheduling the next meeting now? I do need to run, in five minutes max. smichel17 #topic scheduling Are weekends around this time still best for everyone? keverets[hc] Xmpp got unstuck it seems This timing is OK for me. Preferred 2 hours earlier, but can make this work too layline Weekends are good for me until mid April smichel17 If so, how does Saturday, March 4th sound as a final board meeting? unknown_lamer tentatively that should work for me robin works for me smichel17 keverets[hc]: Yeah, I think earlier didn't work for unknown_lamer last time around due to sleep schedule, so I think noon Eastern is our best compromise at the moment #action smichel17 will schedule a board meeting for 12:00 ET on 2023-03-04 Sounds good unknown_lamer 11 a.m. would probably work, but once DST is in effect I prefer noon EDT smichel17 uhh, when's the cutover? unknown_lamer sometime in march so if everyone else wanted to do 11 for the next one I'll be awake smichel17 march 12 Okay, let's do 11:00 then if that's good with everyone? #undo hcoop-meetbot smichel17: Removed event: 68e3ab03a5e34ff8a36ef1ae6b85006c@2023-01-28T17:57+0000 layline 11:00 EST will be better for me keverets[hc] Sounds good to me smichel17 #action smichel17 will schedule a board meeting for 11:00 ET on 2023-03-04 Or maybe that should be #agreed, whatever Anything else before closing? keverets[hc] Nothing from me robin nor from me layline I'm good. unknown_lamer nothing from me, was gonna go afk to make this chili smichel17 #endmeeting