VANCOUVER REGIONAL FREENET ASSOCIATION STEERING COMMITTEE MINUTES OF MEETING May 18, 1993 Vancouver Public Library PRESENT Brian Campbell (chair), Sandy Mayo, Susan Pendakur, Derek Dowden, Jacqueline van Dyk, Greg Bus, Mark Gendron, Larry Kuehn, Bill Andrews, Ian Theaker (observer), Ian Wijesinghe (observer) AGENDA The agenda was adopted. INTRODUCTIONS Those present introduced themselves. Brian reported that Stuart Herzog has resigned as chair of the Fundraising Committee. MINUTES The minutes of the May 11, 1993, Steering Committee meeting were adopted. TERMS OF REFERENCE & TIMELINES In order to make these minutes simpler, the conclusions set out below are organized by committee, rather than being presented chronologically. Fundraising Committee Brian reported that Greg has become the chair of the Fundraising Committee. Greg gave a brief report. The Committee will prepare a "case statement" outlining the case for funders to support FreeNet. It does not yet have written terms of reference, but it was agreed that its key focus is on raising money, equipment and software. The Committee's meetings are on Wednesdays at 8:00 a.m. Public Relations Committee Mark presented draft terms of reference for the Committee. Discussion of these led into discussion of the terms of reference of the other committees, and the terms of reference of the Public Relations Committee were revisited later. The Committee's terms of reference were approved as amended. Attached. Community/Content Committee Derek presented draft terms of reference for the Committee. There was a lengthy discussion, the outcome of which is reflected in revised terms of reference, which were approved. Attached. The Committee's targets are to sign up 75 potential information providers by August, 1993, and to have 150 information providers signed up or on-line by December 1, 1993. Hardware/Software Committee Jacqueline presented draft terms of reference for the Committee. Approved as amended. Attached. System Design Committee Jacqueline also presented draft terms of reference for this Committee. Approved as amended. Attached. Membership Committee Susan is the chair of this new Committee. It does not yet have written terms of reference. It is focusing on preparing a database of members and potential volunteers and preparing for the June 10 Annual Meeting. It was agreed that the committee's focus will be on human resources generally, rather than being exclusively restricted to members. Nominations Committee Sandy is the chair of the Nominations Committee, which is putting together nominations for the Board of Directors for the June 10 meeting. Other members of the committee are Brian and Jacqueline. A nomination form has been prepared and was distributed. Nominations must be submitted to Sandy by June 7 (although nominations can also be made from the floor of the annual meeting.) It was agreed that there is an expectation that members at large on the Board will take an active role on one or more committees. Nominations for Vice- President, Secretary and Treasurer would be especially welcome. Minutes and Committee Information It was agreed that minutes of Steering Committee meetings will be posted to Sandy's BBS (if Bill can manage such a gigantic technical leap forward) before they are approved at the next Steering Committee meeting. Committee chairs will be responsible for posting information on their committee's activities and upcoming meetings. There was a discussion about mailing lists, the conclusion of which was that each committee would keep whatever lists it needs for its own purposes and that we would endeavour in the future to work toward a common format. It was agreed that mailing lists are not public information. OTHER MATTERS Committee reports, strategic and policy issues, constitutional update and AGM were tabled until the next meeting. NEXT MEETING The next meeting of the Steering Committee will be on Tuesday, May 25, 1993, at 7:30 p.m., at the Vancouver Public Library. The meeting was adjourned. VANCOUVER REGIONAL FREENET ASSOCIATION STANDING COMMITTEES TERMS OF REFERENCE APPROVED BY STEERING COMMITTEE MAY 18, 1993 HARDWARE/SOFTWARE COMMITTEE Under the direction of the Board of Directors, the Hardware/Software Committee will participate in, and make recommendations to the Board regarding, the development and implementation of the Vancouver Regional FreeNet. For the system requirements, configuration and specifications, the Committee will work with the System Design Committee. During the design and implementation phase, the committee will work with the System Design Committee to: * evaluate, obtain, install and develop FreeNet software, including operating system; * identify, acquire and install appropriate hardware software and communications network (making recommendations to the Board for final decisions); * develop site specifications for the housing and operation of the computer system and communications network; * develop and implement the online user interface; * develop facilities and procedures for loading and updating data from information providers (in conjunction with the Community/Content Committee); * develop and implement procedures for the ongoing operation maintenance and support of the FreeNet community computer utility. During the operations phase, the committee's mandate is to: * undertake system adjustment/refinement/correction and future development regarding hardware, software and telecommunications; and * work with other FreeNets on hardware and software development. SYSTEM DESIGN COMMITTEE Under the direction of the Board of Directors, the System Design Committee will participate in the design and implementation of the Vancouver Regional FreeNet. For the design of user interfaces, dataload functionality and overall menu structure, the Committee will consult with Community/Content Committee. During the design and implementation phase the Committee will work with the Hardware/Software Committee to: * develop the system requirements; * develop the system design; * design, test and revise the online user interface; * identify, develop and implement appropriate user support facilities; and * decide (or make recommendations to the Board where appropriate) on features and prioritize development of services and the features set. During the operational phase, the Committee will: * undertake adjustment/refinement/correction and future development of system design, and * work with other FreeNets on system design development. COMMUNITY/CONTENT COMMITTEE Under the direction of the Board of Directors, the Community/Content Committee's terms of reference are to: * locate, recruit, train and develop potential information providers for FreeNet; * fairly reflect the diversity of the community on FreeNet with special emphasis on ensuring the participation of minority, marginal, and disenfranchised voices; * design a system for the planned ongoing growth of FreeNet's content; * provide design specifications to the System Design Committee regarding the organizational and menu structure and metaphors for FreeNet's content; and * to ensure the development of timely, relevant, interesting and balanced content on FreeNet. PUBLIC RELATIONS COMMITTEE Under the direction of the Board of Directors, the mandate of the Public Relations Committee is to: * coordinate and release information about the FreeNet to the general public, media, and other interested parties; * educate the public regarding the role, use, function and potential of FreeNet; * provide user support and training; * gather and coordinate public relations materials from the VRFA standing committees and Board of Directors; and * establish and maintain contacts with the widest possible array of news media.