VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETINGS December 14, 1993 Vancouver Public Library The meeting was called to order at 7:05 pm. Present: Margaret Coates, Steven Chan, Susan Pendakur, Jacqueline Van Dyk, Guy Thomas, Brian Campbell, Tom Hansen, Phil Lyons, Frtiz Radandt, Eric Yung, Rob Clift, Greg Buss. Regrets: Gladys We 1. Agenda - approved Motion: (Jacqueline/Margaret) That the agenda be adopted. PASSED. 2. Minutes from November 30, 1993. * misspelling of "Brain" for "Brian" to be corrected. * Guy stated that Beth and Jama could be approached, but he had not approached them as yet. * Remove the followup contact with "Jeff" on last page. * That the motion made by Eric, seconded by Guy for the creation of a policy document on commerce and trade read "That they create..." as opposed to "That they be allowed to create..." Moved to accept minutes with changes, by Guy, seconded by Margaret, unanimous vote. 3. President's Update (Brian) * Brian met with David Sutherland about the national organization of Freenets. David is working on a name, and has a lawyer working on the bylaws. At the moment, the national organization will consist of 1 representative for each incorporated Freenet in Canada, with no role for organizing committees. Brian has suggested an 'affiliate' status be created for organizing committees. * Brian also mentioned our Board's concerns about CANARIE and NCF's comment to the CRTC. * Brian also visited Van City * Gary Sherman (of Victoria Freenet) and Brian are to meet BC Systems Corp. to have lunch on Wednesday (Dec. 15) as to the role of BC Systems Corp. with the Freenets in BC. * The meeting with the BC Science Council scheduled for Monday Dec 13th has been postponed. * Brian is meeting next week with the BC Real Estate Board. * there is some concern raised by the recent notice in the Can-Freenet mailing list of commercial resellers of Freenet access. * there was mention of talking to David Sutherland about how NCF gets its phone lines, and whether we can save money by going with a Centrix vs. trunk lines. 4. Board Member Issues. 4.1 Gladys. * Gladys has changed her resignation to a leave of absence for December, and will be welcomed back in January. 4.2 Jacqueline. * Jacqueline commented about the resignation letter that she circulated in the Board mailing list indicated her wish to step down as System Design Chair and be reassigned to other duties. * Mike's comment on this was that he was distressed with the approach taken by Jacqueline and he fears that the resignation will not result in positive change, and he was also not sure where/how to proceed with this. * Guy stated that the initial joining of the Hardware/Software and System Design committees was temporary. * Jacqueline stated that nobody in the committees really feels they were on either committee - that it's been a joint group since the beginning. * Mike had no problem with a split of the two groups, but that it was going to be a blurred split. * Eric stated that with a complaint by Jacqueline about lines of communication, that splitting the groups may not be a great idea. * Tom asked whether they groups were meeting jointly - they are. * Greg inquired about the numbers of members of the joint group - Jacqueline and Mike answered around 25 or so core people. * Jacqueline felt frustrated from a lack of information from the "techies". * Mike stated that the Operations people did consists of mainly Unix gurus and that this was necessary for the startup, as training was not considered a priority. * Jacqueline asked about the abundance of PC people around, and what to do with them. * Rob stated he was sorry for the delay in the features list, but he was also concerned about what to do with PC volunteers. * Rob felt that the gender issue mentioned by Jacqueline in her resignation letter was the prominent issue, and that there was a tendency in the HW/SW/Sysdesign group to barrel ahead with a lack of recapping. * Eric asked whether a broad discussion of the issues/decisions might help. * Brian stated that a discussion may not be needed - that recommendations from the working groups were what was needed, so that understanding could follow. * Rob stated that in his dealing during the Federal election, they dealt with volunteers by creating two Ombudspeople (one of each sex) and a Bill of Rights so that volunteers always understood what to expect. * Mike stated that in the last 3 months, what has been done by the Operations group was: - setting up the file transfer protocols - setting up the news interface - setting up the menu interface - Harvey's still working on his procmail interface - total features list, drive by a test plan, is being worked on by Chris Pollack. - Pine, trn, nn were installed for software. * Guy asked whether poplar was just considered a test machine. * Margaret asked Mike what his view was of the working committees. * Mike felt it is important to discuss with the committee about this to help resolve the problem. He also understands the exclusion felt by non-Unix people, but that the problem was how much to train people in Unix vs. getting work accomplished. He felt that the group as a whole was rather informal, and that there was good cross-communication. * Brian asked whether the working groups could lay out their decisions. * Mike stated that work tasks are a bit behind in implementation and he was unsure as to what policy decisions there were. * Brian asked if any women with Unix backgrounds that have left. In brainstorming, two names (Shirley Long and Ellen Ho) were brought up. However, the former left after only one initial contact despite rigorous followup. * Guy asked where decisions are being made in the working group(s). * Margaret stated that obviously the process was a problem and that the philosophical attachments are missing. * Mike stated that the technical writers are without direction. * Phil asked whether Jacqueline's resignation would be a 'kiss of death' for the system design group, given the nebulousness of the group already. * Brian asked about possible replacements for Jacqueline. * Jacqueline stated she's talked to Steven about it. * Steven felt that the working groups were institutionalized and that they weren't dynamic enough. * Mike asked what decisions were being made that were hidden. * Rob brought up the possibility of a critical path document - that there were perceptions of decisions being made that aren't really being made. * Mike stated he should use Microsoft Project and work up a list/plan, and that he agreed with Rob's idea. * Tom asked how much work reamins before launch. Mike replied that a fair amount remained to be done. * Margaret asked for suggestions from Jacqueline and Mike. * Mike felt that based on the resignation, with the document as listed, discussion won't take place and committee members may feelt disaffected. He also felt that it couldn't happen at a worse time. He asked that Jacqueline not quit and walk away completely. * Brian felt that it was important that the issues be dealt with, while Jacqueline was present, but was unclear as how to promote gender issues and participation. * Margaret suggested moderation of the issues, which Greg supported. * Greg felt that there was some merit with Rob's Federal election ideas, and felt that there should be an organizational policy on dealing with gender issues, not just a committee policy. * Fritz felt that the process was missing. * Phil asked Margaret if she was willing to mediate. * Greg stated that maybe a full board response was necessary and that both the critical path and a general policy for procedures were Board responsibilities. He suggested a day-long work session may be needed. * Brian suggested that we revisit our goals on January 8th, with discussion around the gender issue etc. Tom supported the idea. Motion: (Tom/Phil) Proposed a day-long workshop on January 8th, 1994 for the Board to revisit its goals. * some discussion on the date. PASSED without opposition. * Brian felt there was a need to take the resignation and a board comment back to the HW/SW/Sysdesign working committee. * Fritz asked about Jacqueline stepping in for new user training * Greg asked about Jacqueline being the library liason with BCLA. Motion: (Tom/Phil) To table discussion of Jacqueline's resignation to the January 8th meeting. PASSED without opposition. 4.3 Susan * Susan is not resigning, but does wish to reduce her workload. At the moment, she doesn't have time to check the voicemail and coordinate the volunteers. However, Rob is now handling the volunteers. Motion to move on by Greg, seconded by Tom. PASSED without opposition. 5. Policy Issues. * AMSA has released space in a building designated for community organization space - possibility for our public site. 5.1 Membership in CISR (Steven) * a membership in CISR would validate VRFA with CISR for research submissions * it also opens up the possibility of having a representative on CISR's board as institutional members. Motion: (Steven/Guy) To take out an institutional membership with CISR. * Tom wanted to know more about the size/objective/history of CISR and wanted to delay the motion until more information was obtained. Motion: (Tom/Fritz) To table discussion of this issue until the next Board meeting. PASSED without opposition. * discussion about memberships in other organizations (like BCFO). 5.2 Information Rights Week * this is on April 11 - 17th. * Brian asked that we support this week. * sponsored by Canadian Library Association, BCLA, etc. Motion: (Jacqueline/Greg) To officially participate and support the Information Rights Week (April 11 - 17, 1994). PASSED without opposition. * Brian suggested that the PR committee take on the responsibility for this. 5.3 Public site * Greg asked about the UBC machine site. Mike and Brian still need to work on it, but Mike felt that there was no actual impediment with siting it at UBC. Motion: (Tom/Guy) To amend the agenda to add BC Freenet for discussion. PASSED without opposition. 5.4 BC Freenet * report to our Board as to the composition of the BC Freenet board. * meet as BC Freenet (Gary Sherman and Brian) with BC Systems. * very loose criteria about what is a freenet. * Eric asked that a copy of the minutes of the founding meeting be forwarded to him for archival purposes. Motion: (Jacqueline/Guy) That VRFA join BC Freenet. PASSED without opposition. 6. Treasurer's report * $3,000 new from subscriptions. * all organization except interLINK have submitted money. * Brian stated that the initial cut of organizations is almost complete, and to let Phil know about any organizational followup. * an expenditure sheet is to be distributed. * Tom and Brian met with Van City and asked for $50,000. They also met with the Chair of Van City (Shirley Chan). Van City has asked for a one page presentation from us. * Phil stated that siting public access terminals at Van City branches were not against our commercial policy. * Tom stated that Van City may be interested in a financial advisor, but it may not be identified with Van City. * Brian stated that they were scheduled for the Feb 2nd Van City Board meeting. * Mike asked whether $50,000 was a realistic amount. * Brian stated that Van City should be good for $20,000 and that he'd be disappointed if we got less than $10,000. * Mike suggested that since big banks have telecommunication networks, that this might be a leverage position. * Tom stated that he discussed the charitable tax number with Bill Andrews (lawyer with West Coast Environmental Law) and David Sutherland (NCF) for appeal. Ottawa Freenet met with Revenue Canada (David Scharf) yesterday (Monday Dec 13). * we're applying to the Information Commissionar to force disclosure of the Revenue Canada policy on charitable institutions. * doesn't look like the appeal with succeed, but we are promised a decision by the end of December. * if we take this further, we don't know whether we appeal to the minister or take it to Federal court. * Brian stated that the Minister for Revenue Canada is on the West Coast Environmental Law board of directors, and may be sympathetic. Motion: (Tom/Brian) That the treasurer's report be accepted. * Rob mentioned setting up a parallel organization as a charity with VRFA's charter. Motion was PASSED without opposition. 7. Committee reports 7.1 Public Relations Committee * video was shown of Rod Bellamy's work and offer by Rod and Eddie Karsai to create a VRFA promotional video. * script of proposed video was posted to the Board mailing list. * Fritz suggested we offer $500 for materials. * Greg suggested we generalize the video for use in all Canadian Freenets. * Margaret asked about the copywrite, and intervention on the product. Tom stated that we wanted the rights to the video free and clear. * Jacqueline suggested that 2 versions, a 5 and 15 minute version, be made. Motion: (Jacqueline/Phil) To proceed with a joint video production and include both a 5 and a 15 minute version. PASSED without opposition. * minutes of PR meetings posted. * T-shirts have been made, 10/25 sold. * PR committee has offered to take care of the voice mail on a rotational basis. Brian wants to talk to Rob and Susan for discussion first. * Public information meetings for next year - do we want regional meetings? This could tie in with local papers and invite politicians etc. Motion: (Fritz/Jacqueline) To hold public information meetings in all of the GVRD in the first 6 months of next year (1994). PASSED. * Phil suggested libraries for location. * Jacqueline stated that all 3 North Short municipalities will need to have separate presentations. * Guy - Jenny Leong of BC Special Education Technology wants a presentation in the first meeting of next year for her group. * Greg stated that the mayor and council is a good choice for politicians if libraries are used as the sites. * Brian asked about the connection problems with the presentation. He stated that the online presentation be made, as it was very important. * Mike suggested that a portable computer/modem be donated or bought for this. * After the the board meeting, in discussion with Gladys, the previous connection problems at SFU have been due to lightning, and BC Net going down, and that the phone lines in SFU rooms are not donated free of charge. * Fritz is met with the Province editorial staff this afternoon (Dec 14.) * The Edmonton Journal donated $10,000 to the Edmonton Freenet and there is a possibility of a match by the Province. * Greg asked about the followup of the Province contact. * Jacquueline asked that the master of the demonstration video be given to the PR committee for copies. Motion: (Margaret/Guy) To accept the public relations report. PASSED. 7.2 Hardware/Software/System Design. * Mike to post notes from last Saturday's meeting * Pine is now available/ready * news readers are available and working. There is a policy discussion to be made on how to handle the newsfeed. * George is working on an interactive file browser. * Oracle contact in progress. * Sun is donating a Sparc 10 and has no problems with the transfer of licenses from the Motorola machines. * on Thursday (Dec 16) the Motorola machines will be picked up (one Sun 4 and three Sun 3's). UBC will issue the receipt on Thursday. * Steven stated that TRIUMF is donating a computer, and need a letter of acknowledgement and a receipt. * the budget should start showing in-kind donations of equipment. Motion: (Eric/Fritz) To accept the HW/SW/Sysdesign report. PASSED. 7.3 Fundraising * BCLA is excited by Freenet but they want a provincial angle * we can pursue the use of the BCLA charitable number with them. * BCLA has formed a subcommittee to explore working with Freenets, and to coordinate the training etc. with freeenets. * Greg stated the possibility of fundraising via casinos etc. * Brian stated that a trade union support group has been formed with 4 members and Rob as their secretary. Motion: (Greg/Fritz) To accept the Fundraising report. PASSED. * Guy asked about approaching BC Hydro, and the use of the training room there. 7.4 Community Content * 2 training committee meetings so far. * next Monday (Dec 20th) they're meeting at the BC Hydro building at 7:00pm * Brian asked about using the PC volunteers to help with the training * Guy is setting up the contact database to be a gopher service on the native-ed machine (873-1615). Motion: (Guy/Margaret) To accept the Community Content report. PASSED. 7.5 Membership. * We're up to 202 members, and some more were received by Susan at the meeting. Motion (Susan/Greg) To accept the Membership report. PASSED. 8. Volunteer Coordinator * Rob got a pile of volunteer contacts from Susan. * BCTF already dumped their surplus equipment. * we received $50 from Rob's emplyoer and an endorsement Motion: (Rob/Greg) To accept the Volunteer coordinator's report. PASSED. 9. Endorsements * 41 endorsements to date, 17 with subscriptions. * some new names that weren't on the original contact list. * what do we do with IPs that aren't endorsers - current policy is that we don't put them online. This has been tabled for discussion at the next board meeting. Motion: (Phil/Rob) To accept the Endorsement coordinator's report. PASSED. 10. Equal Access Taskforce * met with Doug Soo of AMSTADAM - they are very much interested in terminals in their organizations. They can also help us get in contact with other organizations like Downtown East Side etc. * presentation/meeting with Eta Margola, who is setting up an internal network in their coalition. * Mike suggested that if organizations use VRFA for their networking, this could unduly tie up our phone lines. * Phil stated that CARNEGIE is in favour of VRFA. Motion: (Margaret/Tom) To accept the Equal Access Taskforce report. PASSED. 11. Other business * the next meeting is the full-day workshop on January 8th, with the place and time to be announced. Motion to adjourn was made at 10:20pm and was passed unanimously.