VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETING July 20, 1993 Vancouver Public Library The meeting was called to order at 7:05 pm. Regrets: Phil Lyons 1. Agenda The agenda was adopted as distributed. 2. Minutes from previous meeting. Postponed until next meeting. 3. Correspondence A) Brian read e-mail received from Mark Gendron, containing Mark's resignation from the board due to changes at his job. It was moved by Susan Pendakur, seconded by Fritz Radandt that: The VRFA Board of Directors send a letter of thanks to Mark for his work and contributions to the Vancouver FreeNet. Carried. (Secretary to send) B) Victoria Freenet. Postponed until next meeting. 4. Policy Issues 4.A Information Provider Brochure Issues (Michael Lehmann) Refer to ipbroch2.doc 1. The best way to approach organizations was discussed, including mentioning fundraising opportunities at first contact, seeking endorsations vs. information for provision, different approaches such as scattered vs. targeted. A lengthy discussion ensued over the format of the brochure, including breaking it into three separate documents such as a one page "What Is FreeNet", a two-page guide for Information Providers, and one-page guide for endorsations. This package would also include, as necessary, an IP application form, an endorsement letter, and a volunteer form. 2. It was generally agreed that the first phase of involvement with IPs would be an "expression of interest" phase (attending IP meetings etc.), leading to a later commitment. A response form may have to be included in the IP brochure. 3. There was general agreement that a set of content guidelines be given to IPs, rather than have content "subject to board approval". Gladys to draft. 4. It was agreed that endorsements by IPs would be mandatory and that membership by at least one representative of each IP be suggested. 5. To be included in the discussion of item 10. 4.B Prioritizing Community Information Groups (Michael Lehmann) Areas needing study were identified: How to assign a #1 vs. a #2 rating? How to establish initial contact? Is the number system of priority effective? Greg will add the local municipalities to the list. 4.C Refund of Memberships (Susan Pendakur) It was moved by Greg Buss and seconded by Tom Hansen that: The VRFA's policy is not to refund membership fees. Carried. (Susan to send letter to applicant.) 4.D Private conferences (Brian Campbell) Postponed until next meeting. 4.E Posting of board information (Mark Gendron) No longer applicable. 5. It was moved by Tom Hansen and seconded by Greg Buss that: The VRFA allocate the amount of eight hundred dollars ($800) for the purpose of sending a representative to the Canadian FreeNet conference in Ottawa in August. Carried. It was moved by Greg Buss and seconded by Tom Hansen that: Brian Campbell attend the Ottawa conference as the representative from the VRFA. Carried. 6. Treasurer's Report (Tom Hansen) The initial VRFA budget is progressing. The application for charitable status is being prepared and will be send in by the next meeting. The VRFA's current account balance is approximately twenty-three hundred dollars ($2300). 7. Directors' System Training (Mike Hrybyk) It is planned to book a computer lab at SFU for an evening session (possibly Tuesday, July 27th). A VRFA guest shell account has been set up on Mike's machine at UBC. Details of the logon procedure will be posted to the freenet-sc mailing list. 8. Orientation Program (Gladys We) The first orientation session went very well. There were some "tough questions" involving the "political stance" of the FreeNet. The next orientation session will be held on Wednesday, August 4th, at SFU Harbour Centre. 9. Endorsements Co-ordinator (Brian Campbell reporting for Phil Lyons) Some minor changes to the endorsement letter were discussed, centring around the possible inflammatory nature of the second sentence and the nature of information access vs. information control. 10. Co-ordinated Database (Michael Lehmann) The problems associated with different committees developing separate databases were discussed, along with the benefits of a co- ordinated approach by committees rather than a serial approach. It was suggested that a flow-chart model be used, to co-ordinate the committees' work. Relating the use and reporting associated with the database to the problem of prioritizing IPs was discussed. It was agreed than a freeze be placed on contacting IPs formally until the documentation kit is finished, but that informal contacts be continued. Guy or Michael are the preferred contacts to whom IPs be directed. In the discussion of what methods/software etc, to be used for the database, it was agreed that online access is a preferred method. Mike Hrybyk will investigate the possibility of using Lotus 1-2-3 on the FreeNet test machine. To keep numbers manageable, discussion touched on having each contact person handle no more than five or six groups, initiating contact and then sorting into priorities once the IPs kit is completed. 11. Committee Reports 11.1 Membership (Susan Pendakur) There is one new member and a fifty dollar ($50) donation was received. There are a number of calls weekly on the voice mail line (665-3944). 11.2 Public Relations (Fritz Radant) C. Newsletter. There was a lengthy discussion on the role of a newsletter at this stage of VRFA's development. There was general agreement that the newsletter would best serve as a "development update" and tool for support for the Community Content and the Fundraising Committees prior to launch, with perhaps a broader role after the public launch. It was moved by Guy Thomas and seconded by Gladys We that: The Public Relations committee continue work on developing the newsletter, plan two issues prior to public launch, and investigate targeting to potential Information Providers, information-technology-disenfranchised groups, and potential sources of funding, and investigate methods of distribution. Carried. 11.3 Community Content Dealt with under item #4. 11.4 Fundraising (Greg Buss) A workplan has been developed and the refining of the Case Statement is continuing. A detailed list of items and services required by each committee is needed. 11.5 Hardware/Software & System Design A. System Design (Jacqueline Van Dyk) The two active working groups are User Issues and Database. Work is being done on the menu structure, in collaboration with Community Content, and there is a User Registration meeting on Saturday. B. Hardware/Software (Mike Hrybyk) The two core working groups are Operations and Planning. Norbert and Brian are working on the planning documents, and Andrew is finalizing the system requirements. The software has arrived and is being unpacked (thanks to Vic). The importance of having a stable platform for the FreePort software was emphasized, and the advantages of using a single operating system (SunOS, running on Sun SparcStations for suitable power) were pointed out. A draft budget for hardware and associated system costs (such as BCNet affiliation and connect costs) was distributed. This was quite sobering for those directors unfamiliar with quality hardware and networking costs. Contact persons need to be determined at Sun, Telebit, Gandalf, etc. 12. The next meeting will be held on Tuesday, August 3rd, at 7:00pm in the VPL board room. The meeting was adjourned at 9:40 pm.