VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETINGS OCTOBER 25, 1994 411 Dunsimuir Meeting Room Present: Ted Heatherington, Vic Vaivads, Tom Hansen, Margaret Coates, Phil Lyons, Neil K. Guy, Brian Campbell, Eric Teachman, Eric Yung, Sharon Zaluski, Diana Guinn Absent: Sandy Mayo, Dennis Breckenridge, Ann Doyle, Larry Kuehn. Guest: Paul Ruiterman, Jack Vickery 1.0 Agenda * added Section 25 to item 3.2 - Volunteer Management Training * added item 3.7 Insurance * added item 3.8 Operations Report * removed items 3.4 WWW, and 3.4 Budget * added item 10.1 Equal Access Motion: (Phil/Ted) To accept the agenda with the above noted additions. PASSED. 2.0 Minutes of October 4th: Motion: (Ted/Eric Y.) That the Minutes of October 4th be accepted. PASSED. Motion: (Tom/Eric Y.) That we accept Sandy Mayo's resignation as User Support Coordinator. PASSED. Motion: (Tom/Vic) To accept Paul Ruiterman as User Support Coordinator. PASSED 3.0 Policy Issues: 3.1 Job Descriptions: Secretary: - responsible for the Board of Directors' manual - correspondence & filing of all Board mail. - responsible for making sure membership database is maintained (this job currently deferred to Membership Coordinator). Treasurer: - responsible for financial controls (including deposits) - establishing and maintaining the controls - approval of minor expenditures (up to $100) - 2 signing officers required for up to $1000 expenditures. - maintains all financial records of the organization, including financial statements to the Board of Dirctors, and financial reports to external organizations. - facilitate budget forecasts, and puts together budgets from supplied information. Membership Coordinator: - responsible for the membership, including fundraising from membership drives. - a membership newsletter (publication is PR's job, but content is Membership Coordinator's responsibility) - delegated task of membership database maintenance - all "social" activities of membership, social gatherings, forums, etc. Public Relations Coordinator: - responsible for increasing public awareness of VRFA and the FreeNet. - responsible for displays, publications, FAQ lists, merchandizing (in conjunction with Fundraising), and a network presence. - network presence includes monitoring of bc.general - brochures, media connections, presentations (public demos), special events are all responsibilities of the PR Coordinator. Volunteer Coordinator: - recruiting and orientation of new volunteers - referring new volunteers to the various coordinators/task force heads - records of volunteers and maintenance of/tracking of volunteer hours. - orientation should include a list of rights & responsibilities of volunteers - also responsible for any social events for volunteers. System Design Coordinator: - implementation of additional functionality to the system, in conjuction with the Board of Directors. - installation of software for any additional functionality. Hardware/Software Coordinator: - responsible for ongoing maintenance of the Freenet system, and generally keeping things running. - also responsible for any/all hardware installations Community Content Coordinator: - responsible for IPs - the database of, contact of and upload for. - also responsible for recruiting IPs. Library Liaison Coordinator: - responsible of all facets of VRFA <> Library interactions, including training, PR, distribution of information, contacts etc. In the roles of the Membership Coordinator, it was decided that although the position of Office Coordinator was not inherent to the responsibilities of the Membership coordinator, Eric Teachman would currently be responsible for both roles. Postponed discussion of all other roles to next meeting. 3.2 Section 25: * Approved for 3 people for 25 weeks each. An overhead of $4500 approved. * the 3 people are: marketeer, community technological support coordinator and systems administrator. Motion: (Ted/Phil) To appoint Brian, Margaret, and Sharon as the hiring committee for the 3 Section 25 positions and to consult with Vic and Phil for the Systems Administrator and Community Technological Support Coordinator respectively. PASSED. Volunteer Management Training: * handout distributed - a "chopped" more pragmatic timetable - for about 20 people, for 3-4 hours. Motion: (Phil/Eric T.) To adopt the training proposal from Jack Vickery and implement as soon as possible. PASSED. 3.5 Presentations and Conferences: * was dealt with under discussions of the role of the PR Chair. * upcoming meetings and conferences to be referred to Neil. 3.6 Time limit for the disabled: * some discussion of those disabled that are limited by our timelimit. Motion: (Eric Y./Margaret) To increase the time limit for the disabled. Equal access to determine eligibility of request for additional time, and system design to implement the additional time. PASSED. 3.7 Insurance: * 3rd party "errors & omissions" insurance - will run $1000-$1500 * contact a legal society etc. to discuss necessity of such insurance. 4.0 Committee Reports: 4.1 Community Content: * report distributed * databases - requires a recommendation from the System Design committee * pros and cons of requiring IPs as endorsers - deferred to next Board meeting 4.2 Hardware/Software: * hardware needed to be specified for new setup at 411 Dunsimuir * Ted to followup on modems ($165/modem quoted) * 56K line should be installed on Nov. 9th - possible workbee ASAP afterwards. 4.3 System Design: * no report 4.4 Fundraising: * meeting postponed * 6 projects ongoing: HK Bank, Vancouver Foundation (finished), Section 25 (finished), Membership renewals, Future Shop (modems), Phonorola (finished). * pass funding proposal from Immigrant Services 4.5 Public Relations: * meeting held - 9 people attended with 4-5 regrets * Computer Fest is next public exhibition * new office phone numbers required for revised brochures Motion: (Tom/Paul): That the "info" email address is to be staffed by office staff. PASSED - 1 opposed. * expenditures by PR to be sent to Tom - budget for PR to be discussed by Board and implemented by Tom. 5.0 Library Liaisons report: * handout of things done thus far distributed. 6.0 Treasurer's report: * report distributed. Motion: (Tom/Vic) To accept the Treasurer's report. PASSED. * Eric Y. to work with Phil on NAOC recognition. 7.0 Membership: * 1994 active accounts, 960 members (some out of date) * Troy Spetz as newsletter editor 8.0 Volunteer Coordinator: nothing to new to report 9.0 User Training: Ann absent 10.0 User Support: Sandy resigned, Paul appointed as replacement, no report. 10.1 Equal Access: * meeting held - 3 members so far. Target public access terminals - 5 before end of year. Meeting was adjourned.