VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETINGS November 2, 1993 Vancouver Public Library The meeting was called to order at 7:05 pm. Present: Gladys We, Guy Thomas, Jacqueline Van Dyk, Steven Chan, Susan Pendakur, Fritz Radandt, Margaret Coates, Phil Lyons, Greg Buss, Tom Hansen, Brain Campbell, Eric Yung, Mike Hrybyk, Mike Lehmann 1. Agenda - approved 2. Minutes from October 5, 1993. Approved with modification that: 1) Hardware/Software group include Jacqueline's name and 2) the 411 Senior's Society, not the ALS Society, has not yet officially endorsed the Freenet. Moved to accept minutes by Margaret, seconded by Gladys, unanimous vote. 3. Policy Issues 3.1 Direction of Hardware/Software - Mike and Jacqueline * To date, work has been done to compile and configure the new system. This has mostly been done. Work includes the BBS and conferencing systems. * George Lindholm has implemented the news service on poplar and installed a newsreader with one sample newsgroup "freenet.sysdesign". * The mail system (and pine's configuration) has been assigned to Tom Dzubin but is not yet operational. * The PMDB (Poor Man's Database) system has been assigned to Gary Chan for use in user information and is under construction. * pager program recieved from Carleton * Vic Vaivads is working on automation of creating accounts and getting members signed up. * John Jay Tanlimco is working on getting the editors and pagers compiled and integrated. * First Class and CIX available and mentioned in regards to small FreeNets. Concerns were raised about the lack of a concrete test plan as well as upgrading Freeport software if we over-customize the Freeport code. Mike (Hrybyk) stated that most of the customization is in the end utilities and should not affect upgrade of code at this point. Additional concerns were raised by Steven and Jacqueline about documentation of the features and possibly forming a working group to compile a features list. Steven suggested that we look at the test plan as well as start listing the tasks to be done and our future goals. Brian suggested that this be forwarded to the Hardware/Software/System Design meeting on Sat. Nov. 6 and be reported back to the board at the next board meeting. 3.2 Freenet menu - Jacqueline A general level of dissatisfaction was expressed by various people about the current state of the menus. Although most agree that it follows a logical structure, more work seems to need to be done. Mike (Hrybyk) suggested that in implmentation of the Gopher menus at UBC, they put up several menu sets, and Guy asked that if possible previously discussed menu sets be made available for discussion. Susan mentioned that under "About Freenet..." that Brian's name not be present for "further information". Another menu item suggested on the main menu was a "hot topics" option, possibly based on traffic flow. Action: repost of the menu structure to the mailing lists by Jacqueline and solicit input and then report back to the board at the next Board meeting. 3.3 Hardware Site - Brian and Mike Unfortunately, letters to a variety of sites were not sent out. Brian personally mailed UBC and SFU. UBC has expressed an interest. Motion: (Tom Hanson/Jacqueline Van Dyk) That Brian Campbell be allowed to move forward and accept the UBC site offer in principle. PASSED. It was asked however, that minutes of the two meetings between Mike/Brian and UBC administration be posted, and that any work carried out be posted and discussed before the board. Monetary issues involve mostly phone lines/modem banks as UBC would not provide anything requiring "incremental expenses". 3.4 Equal Access Proposal - Margaret and Steven A proposal was made by the Taskforce for Equal Access and was distributed to the board members. * General concern for monetary levels and for possible 'splitting' of fundraising initiatives between the core project of getting FreeNet running, and the Taskforce proposals. Motion: (Greg Buss/Margaret Coates) that Steven and Margaret, in conjunction with the Commmunity Content committee and Greg, flesh out the proposal and present back to the board as soon as possible. PASSED. 3.5 Board membership * Gladys resigns as of Dec. 1/93. * a decision was made previously that no general membership meeting would be carried out due to limited resources. * general postings to the mailings lists indicating that Board positions are availble was suggested. Motion: (Tom Hansen/Greg Buss) That names of candidates be sent to Brian (via e-mail or otherwise) to be presented to the board at the next board meeting for voting. PASSED. 3.6 Municipal Candidates * suggestion that information packages go out only to the municipal governments after the election due to the large number of candidates. 3.7 BC Freenet organization - Brian * there is to be a meeting on Sat. Nov 20/93 (night of conference) about this. * it was agreed that all members of Boards or organizing committees would be invited, but it would not be open to everyone. Motion: (Greg Buss/unanimous second) That the meeting go ahead on November 20/93 and that each freenet be given one vote in all voting matters. PASSED. 3.8 Canadian Freenet organization - Brian * Brian and David Sutherland from NCF to meet and start setup of a Canadian Freenet organization based on the formed Freenet organizations. Issue: Should the the organization only be based on Freenets (initially as registered with NPTN, and subsequently registered with the Canadian Freenet organization) or should it be based on "community telecommunications" etc. * Issue to be discussed further as information is provided and further discussion with David Sutherland by Brian is continued. 4. Treasurer's report - Tom * To date, $2,988.49 in account * we have been turned down by Ottawa for our non-profit, tax deduction number. * investigating possibly a collaboration with an existing non-profit organization to use their tax number * NCF is organizing court case against the ruling, and we may want to file for interventor status. * Federal contact might be made by people with MP connections (Eric/Gladys/Susan) Motion: (Tom Hansen/Margaret Coates) That the treasurer's report be accepted and we all Tom to move forward in investigating our options in getting a tax number. PASSED. 5. Membership - Susan Membership totals were presented. To date 162 members have been signed up. Motion: (Susan Pendakur/Phil Lyons) That the membership report be accepted. PASSED. 6. Taskforce for Equal Access No further comments 7. Endorsemen Co-ordinator - Phil * Thus far 20 organizations have endorsed VRFA, but only 6 have committed money to us. * suggestion to post lists of the organizations in the VRFA FAQ (maintained by Fritz). 8. Committee reports: 8.1 Community Content committee - Guy * content guide being worked on (need comments from everyone) * 3 IPs identified for initial testing of information upload. These are: VRFA, The Native Education Centre, and the Association for Promotion and Advancement of Science Education. 8.2 Fundraising - Greg * case statement finished by Gladys (need comments from everyone) * some minor changes/layout changes to be done on case statement * letterhead and VRFA newsletter was donated in kind. * Fundraising has split into subcommittees such as Steven's for hardware acquisition. * Brian suggested that we look into Vancity, and putting terminals into their branches and having them sponsor a community terminal. 8.3 Public Relations - Fritz * next public information meeting is at the Newton Library on Wed. Nov 3/93 at 7:00pm - Brian is not speaking at this meeting. Motion: (Fritz Radandt/Margaret Coates) That 200 buttons be made for VRFA at a cost of $0.55/button or $110. Addendum by Tom that Fritz be reimburst the $25 initial outlay for buttons created to date. Motion and addendum PASSED. * Note that we should be looking into machinery to make our own buttons in the long term. * newsletter has been put out * comments on possibility of making our own educational video (proposal handed out to board members) - deferred to next meeting, require more information from Fritz about the members working on the video. 8.4 Hardware/Software/System Design - Mike and Jacqueline * new password for dial-in to poplar [password not posted to list, please ask Mike for it if you don't have it and need it]. * for those that haven't signed on in a while, please sign on and clear your incoming mail folders. * please sign on in the near future and change your passwords! * Mike has contacted Sun and they are expediting the process * Mike has talked to David Sutherland and Andrew Patrick of NCF about possibly re-writing the Freeport code and possibly getting funding (from CANARIE?) for it. It was the general feeling of the board that we should assist in this, and put together a Canada-wide proposal to assist in getting funding. 9. Information Policy Conference - Jacqueline and Gladys * We have 53 members signed up so far, and are on target for the conference. 10. Other business * next meeting on Tues. Nov. 16/93 at 7:00pm at VPL boardroom Move to adjourn, seconded and passed unanimously at 10:30pm.