[UK-TUG] AGM and Speaker Meeting information

[Joseph Wright]

Dear Member,

Final arrangements are now in place for the AGM and Speaker Meeting on
the 20th of October. As previously notified, this will take place at
Trinity College, Oxford. This e-mail contains details of motions to be
considered, reports to members, voting (including proxy voting) and an
outline for the day itself.

Reports
-------

Attached are:
 - Summary accounts and Treasurer's report (one document)
 - Secretary's report

Minutes of the last meeting
---------------------------

The draft minutes for the 2011 AGM are attached. Members who were
present last year but will not be present at the upcoming AGM may vote
electronically to on the minutes (see the section on proxy voting).

Motions
-------

There are two motions to be considered by the AGM

1) That this meeting approves the accounts for 2011–12.

2) That the membership fee for 2013 be £10 for all individual members
   (apart from life members), and that there be no additional entrance
   fee.

Proxy voting/Quorum
-------------------

Achieving a quorum at the AGM is very important: the quorum is 10% of
the membership on the day of the meeting. At the time of writing, the
quorum is therefore 16 people.

To help achieve this, members may vote by proxy for one or more of the
motions to the AGM. To do so, please reply to this e-mail (to the
Secretary, Joseph Wright), using the following text to indicate your
choice of proxy, and if appropriate voting intention (you may leave
voting to the discretion of the proxy).

  I appoint the Chair / ... [named person] as my proxy for the UK-TUG
  2012 AGM. [Please delete as appropriate.]

  I direct the Chair to vote in the following manner:
   - MOTION 1 FOR/AGAINST/ABSTAIN
   - MOTION 2 FOR/AGAINST/ABSTAIN

You may still vote in person if you have indicated a proxy vote, which
will then be disregarded.

The same mechanism may be used to vote on the minutes of the last AGM:
this does not require a proxy, simply an indication either that the
minutes are correct or an amendment, as appropriate.

AGM Agenda
----------

 1. Apologies for absence
 2. Minutes of the last meeting
 3. Secretary's Report
 4. Accounts and Treasurer's Report
 5. Motions
 6. Election of Chair
 7. Election of committee for 2012-13
 8. Any other business

Members not present
-------------------

In addition to the above, if you will not be present at the AGM but wish
for a particular issue to be raised, please reply to this message with
the detail. The Secretary will then raise the matter at the AGM on your
behalf.

Meeting Programme
-----------------

An outline timetable for the day as a whole is

  10:30 Arrival/coffee
  11:00 Talk session 1
  12:30 Lunch
  13:00 TeX-related discussion session
  14:00 UK-TUG AGM
  15:00 Talk session 2
  16:30 Close

A light lunch will be provided as part of the day. Attendance at the
meeting, including the lunch, is free.

Key signing
-----------

In addition to the TeX-related business of the day, Brent Longborough
has made arrangements for a 'key signing party' to take place during the
day. The intention is to enable members who make use of PGP keys for
e-mail or similar to 'sign' keys for one another. Details are attached.

Regards,

Joseph Wright
Secretary
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UK-TUG Speaker Meeting -- 20th October 2012
===========================================

Informal Public-Key-Signing Party
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

We invite any participants who may be interested to take part in
our informal (ie low-tech) public-key-signing party, which will
run in parallel with the Meeting.

Here's how it works:

1. Send a copy of your public key to Brent Longborough
(pgp at longborough.org), on or before 13th October. Some people use
different keys for different purposes (Eg. one key for email, another
for key-signing, another for files); that's OK -- just send all the
keys you want to take part.

2. At the meeting, we'll hand out a list, with name, email
address, key ID and fingerprint, and a check box ("I
met this person, who confirmed the key is OK").

3. In between other things, we all get to meet each other, introduce
ourselves and our keys, and tick boxes appropriately. 
(But, please, don't do this while speakers are presenting.)

4. When we all get back home, based on our ticks, we can then
retrieve the keys from a public keyserver, sign them to attest
to their validity (taking care to check the signature, clearly).

5. Once we've done the signing, we can then send all the signed keys to
Brent Longborough (pgp at longborough.org), who will merge everything,
post them back on the public keyserver, and notify us so we can
retrieve them with all their new signatures.

6. As a "Trust No-One" alternative, you can upload the signed keys to
your public keyserver.