VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETING September 21, 1993 Vancouver Public Library The meeting was called to order at 7:05 pm. Regrets: Tom Hansen, Susan Pendakur Guests: Nicki Magnolo, Theresa Murphy, Wallis Dixon 1. Agenda Item #2, Approval of minutes of Sept 7th, moved to end of meeting due to late distribution (apologies from the secretary). Agenda approved as modified. 3. Fundraising Demonstration Guest Nicki Magnolo, fundraising development officer with the Vancouver YWCA, gave a very informative presentation on fundraising. The importance of research and targeting our potential donors were stressed, as well as many issues, such as endowments to fund ongoing operations. For detailed information on Ms. Magnolo's presentation, see the attached file "Fundraising.session". 4. Policy Issues 4.1 Commercialization Policy Suggested changes have been noted and a revised copy will be posted, either to the Board mailing list or directly on the Poplar machine. 4.2 "Public Service Network" (Steven Chan) Steven presented information concerning a "Public Service Network" that some of the commercial BBSes in the Lower Mainland are forming, apparently in response to the work being done on the FreeNet. A lengthy discussion followed, attempting to determine if this should be perceived as a threat or as an opportunity. Options for action discussed included formally approaching this group, either to work with them or to reassure them that we view the FreeNet as complementary to their businesses, or viewing this as a vote-of-confidence in our directions. Concerns raised included the possibility of a "bidding war" and competition for governmental (or other) information, and the need to clearly differentiate the FreeNet from existing information suppliers. It was pointed out that this reaffirms the need to conduct a "market survey" to clearly define our target audience and their information needs. There was general agreement that a formal response would take scarce resources from our work, and the "Public Service Network" showed that we are "heading in the right direction". It was noted that a representative from Mindlink has been invited to present their perspective at the fall Information Policy Conference. MOTION: Guy Thomas/Phil Lyons: That VRFA strike a committee and formulate a response to the "Public Service Network". FAILED 4.3 Canadian FreeNet Network (Brian Campbell) Brian reported on recent activities in the Can-FreeNet Usenet newsgroup. It is felt that this newsgroup, and the efforts therein to create a national FreeNet organization, are unrepresentative of the actual groups involved in running or organizing Canadian FreeNets. There was general agreement that a Canadian Community Computing Network (as mentioned in the VRFA statement of purpose) should more properly be a federation of FreeNets in Canada. MOTION. Sandy Mayo/Mike Hrybyk: That Brian Campbell contact his counterparts at other existing and organizing Canadian FreeNets to organize a mailing list for the discussion of a Canadian Community Computing Network. CARRIED. 5. BC Info Policy Conference (Jacqueline van Dyk) The organizing of the conference, scheduled for Nov 19-21, is well- in-hand. $4,500 has been raised towards costs, and a $30-$40 charge for attendance is being contemplated. Most of the panels and discussion groups have been lined up. SFU is donating the space for the 2 1/2 days (except for security costs). 6. FreeNet Database (Michael Lehmann) To be included in the Community Content report. 7. Endorsement Coordinator (Phil Lyons) The letter of endorsement as been slightly rewritten (by Brian) but none of the responses from the test Information Providers have been received by the board yet. The first five endorsements have been received: - Vancouver Historical Society - North Shore Community Services - ALS (Lou Gehrig's) Society - National Academy of Older Canadians - 411 Dunsmuir Seniors Centre 8. Equal Access Task Force (Margaret Coates) The Task Force will be meeting soon. 9. Standing Committee Reports 9.1 Community Content (Guy Thomas) Contacts have been established with a variety of targeted community organizations (see list of contacts in the Community Content minutes of Sept 3), and the committee is awaiting replies. Some queries will have delayed response, as they will have to go before organizations new boards as they become elected (eg. Vancouver Status of Women). Several Information Providers want to provide their information now and are looking for guidance and technical information procedures. (It was noted that two documents are available already.) Some problems have been observed with the "coordinated" (single database) approach, such as expectations within organizations not being fulfilled following the initial contact or endorsement, and committees (such as Fundraising) will commence developing their own active databases, while attempting to maintain some level of coordination by forwarding positive responses to the appropriate committee. Directors and volunteers are encouraged to make contacts with organizations where they have personal contacts. There will be a "work bee" day of stuffing envelopes with endorsement kits on Saturday, Oct 2, at either the VPL or Dunsmuir Seniors' Centre. Directors are to select their organizations from the coordinated database list and forward these to Mike Lehmann. 9.1 Fundraising (Greg Buss) The Case Statement is 'virtually' completed (after being reformatted by Gladys), with perhaps some fine-tuning to be done following Nicki Magnolo's comments. There is a need to line up a printer. (contact Larry Kuehn at BCTF) (Chuck Albert at the Rotary Club) The next meeting of the Fundraising Committee will be called by the Chair. 9.3 Hard/Software, System Design (Mike Hrybyk, Jacqueline van Dyk) The big fall meeting will be held this Saturday, Sept 25. New subgroups with the Hardware/Software Committee are the Operations group and software development group. There is an organized list of targeted hardware donors, and it was noted that there may be a need for some coordination with the Fundraising Committee. Discussions are ongoing with SUN Microsystens concerning donation of customer-upgraded machines. BCNet may be willing to donate access for FreeNet, possibly for a period of a couple of years. They may be persuaded to view FreeNets as a "loss leader" or part of the cost of running a regional network, in perpetuity. There is also the possibility of support from CANARIE, as they seem to be developing a fresh interest in community computing. 9.4. Orientation Sessions report (Fritz Radandt) The last session was very successful, with approximately 35 people attending. It was noted that is necessary for the coordinator to be "hands-on", to deal with any problems that may arise. The next orientation session is set for Oct 20 at the BCTF building, from 7 pm to 9 pm. The following session is set for Nov 3 at the Newton Library in Surrey, also from 7 pm to 9 pm. There are also opportunities for other presentations, which demonstrates a need for a more formalized "script" for future presentations. Volunteers are needed to staff our booth on Oct 16 from 10 am to 4 pm, at the Pacific Coast Computer Fair and Swap Meet. It was noted that this is the same day as a Seattle Information Policy conference. The first run of the FreeNet brochure (two thousand copies) have been printed (thanks to "Paper Choice" and the Richmond Public Library). The initial design for a t-shirt has been deemed "not very good" and will be reviewed. It was suggested that lapel buttons may be a good idea, and the Committee will report to the next Board meeting with pricing and other information. The goal for the newsletter is to be ready for the end of the month, and a draft will be presented at the next board meeting. A list of "Questions and Answers About the FreeNet" has been prepared and is available on the Poplar machine. Directors are encouraged to review this and make suggestions. The membership cards are ready and are to sent out on Oct 2. It was noted that, to facilitate committee and inter-committee work, there is a need to set up a BC.FreeNet newsgroup hierarchy on USENet. (Mike Hrybyk to take care of this) 10. Other Business Thanks were expressed to Brian Campbell and family for making their home available for the Volunteers' Party, which was a great success. Brian Campbell strongly encouraged all Directors to make use of the mailing list and to post results of their research and contacts with community organizations. 2. Minutes from Sept 7th. Corrections: none. Adopted. The next meeting of the VRFA Board of Directors will be held on Tuesday, October 5th at 7:00 pm in the board room of the VPL. The meeting was adjourned at 10:20 pm.