VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MEETING VPL Board Room 18 JANUARY 1994 -- MINUTES Present: Brian Campbell, Margaret Coates, Greg Buss, Rob Clift, Fritz Radandt, Jacqueline van Dyk, Steven Chan, Mike Hrybyk, Guy Thomas, Phil Lyons, Susan Pendakur (minutes) Regrets: Eric Yung, Tom Hansen Guests: Boodie Arnott (North Shore Community Services) The meeting was called to order at 7:12pm 1. Agenda With the addition of office under Other Business, the acceptance of the agenda was MOVED by J.vanDyk and SECONDED by P.Lyons CARRIED 2. Minutes of Last Board Meeting Minutes have been posted, but changes not yet made. Agreed to table the Minutes until the next meeting. 3. Minutes and Notes from the January 8, 1994 workshop Mike Hrybyk updated the Board regarding problems with Poplar. He hopes poplar will be up by the end of the week. Agreed to table the Minutes and Notes until the next meeting. 4. Policy Issues 4.1 Endorsement and Information Provider Policy P.Lyons/G.Thomas It was MOVED by P.Lyons and SECONDED by G.Thomas THAT: 1. Any not-for-profit organization which is a signed endorser of the Greater Vancouver Regional FreeNet may apply to become an information provider for FreeNet. 2. Any organization which is prevented by its constitution or bylaws from endorsing other organizations may become an information provider if it provides written proof of such prohibition. 3. The FreeNet board or its' delegate may, on request of a member, decide whether or not any organization, whether it meets the above criteria or not, shall become a participant in FreeNet. Phil clarified that participant in item 3 is the broadest interpretation: can be an IP. And delegate may be a staff person. This policy does not preclude a commercial organization being involved under item 3. Agreed to change the name in item 1 to Vancouver Regional FreeNet Association. CARRIED 4.2 Announcement of JVD transfer and SC recommendation to the SD Committee We agreed at our workshop to recommend S.Chan to the System Design Committee, but they have to elect their chairperson. It was MOVED by G.Buss and SECONDED by M.Coates THAT B.Campbell, J.vanDyk, M.Hrybyk and S.Chan discuss with the Hardware/Software and System Design Committees at their next meeting. CARRIED Clarification: These people to meet in advance to discuss these issues before the 29 January meeting. R.Clift noted the need for an orientation brochure for volunteers regarding committee structures and will draft for our next meeting. 4.3 Extension of Commercialization Policy - G.Buss/F.Radandt G.Buss and F.Radandt presented a paper for discussion. F.Radandt made some introductory remarks and the board agreed to limit the debate to 30 minutes. Notice of Motion (for discussion over email): MOVED by P.Lyons and SECONDED by J.vanDyk THAT we do not allow corporate for profit commercial activities on FreeNet. After further discussion regarding the diffusing of energy on commercialization now and some feelings that if there are particular items (eg. Canucks), let's get the small thing okayed until we get the larger issue resolved it was MOVED by M.Coates and SECONDED by R.Clift THAT we table P.Lyons' motion until the system is up. CARRIED It was agreed to direct F.Radandt to bring proposals on a case by case basis for discussion. 4.4 Board Election We have 2 positions available. It was agreed to move the election til the end of the meeting. 5. Treasurer's Report B.Campbell presented T.Hansen's report. Acceptance of the report was MOVED by P.Lyons and SECONDED by R.Clift. CARRIED 6. Endorsement Report P.Lyons We have 43 endorsers. A copy of the master letter and board contact list was distributed. Please send updates to P.Lyons. Acceptance of the report was MOVED by F.Radandt and SECONDED by J.vanDyk CARRIED 7. Membership Committee Report S.Pendakur We have 218 members. Acceptance of the report was MOVED by S.Pendakur and SECONDED by R.Clift CARRIED 8. Equal Access Report M.Coates M.Coates reported she has been in contact with G.Thomas regarding getting the IP side going instead of concentrating on access. P.Lyons reported on a meeting with DERA about working together with Carnegie Centre to become an information nexus in the downtown eastside. B.Campbell reported on his meeting with the BC Freedom of Information Commissioner. Acceptance of the report was MOVED by M.Coates and SECONDED by P.Lyons CARRIED 9. Committee Reports 9.1 Fundraising G.Buss G.Buss reported that letters have gone out. He has spoken to the western Canada Oracle representative and E.Yung is working on that. He has the Fonorola information now from M.Hrybyk. Gil Evans is setting up a meeting of service agencies - this consortium of social service agencies speaking for us to various foundations will give us credibility. The next BC21 deadline is April. Acceptance of the report was MOVED by G.Buss and SECONDED by M.Hrybyk. CARRIED 9.2 Community Content G.Thomas It was agreed that Community Content would get the information from the IPs in flat ascii text, give it to E.Yung to test for conversion and he to return to C/C for confirmation. The relationship between C/C and the technical people needs to be worked out. As a general goal, we must prepare to get the information from the IPs so it will be ready for us when we are ready for it. Liaisons should contact their organizations and start movement. It was noted that more volunteers are needed for C/C. G.Thomas has a master IP kit for mailout if you need a copy. Acceptance of the report was MOVED by G.Thomas and SECONDED by R.Clift CARRIED B.Campbell suggested the Features List goes to the Committee first and online comments when Poplar back up. It will come back to the Board on 1 February. 9.3 Hardware/Software Systems Design M.Hrybyk M.Hrybyk reported that the draft working agreement is not yet ready. There are some issues around phone line costs. Regarding equipment, the Motorola donation is here; a SUN IPX with 32 Mb memory and 400 Mb HD will have $0 book value on 31st January so will come to us then; also, UBC got a donation of 30 terminal servers each supporting 10 serial ports and we can have some of this. S.Chan reported on the pickup of equipment from Motorola. Total cost was $236 for 2 people and the truck. We will use as file servers. Once we get the IPX, copy over FreePort, recompile and away we go.... Next meeting of the committee on 29th January. Acceptance of the report was MOVED by F.Radandt and SECONDED by G.Thomas CARRIED. It was noted that these 2 committees will be listed separately in future. 9.4 Public Relations F.Radandt F.Radandt reported the committee is focusing on equal access; next newsletter; planning meetings at various municipalities; mailout to newly elected officials (F.Radandt to get list, B.Campbell to draft letter); and startup celebrations. Regarding User Support and Training, B.Campbell will speak to Jaima. Acceptance of the report was MOVED by F.Radandt and SECONDED by P.Lyons CARRIED 10. Library Liaison J.VanDyk J.vanDyk reported she is working on how libraries will interconnect with FreeNet and will speak with other libraries, especially in Ottawa. B.Campbell to send a letter regarding J.vanDyk to libraries, InterLINK, chief Librarians, University Libraries, BCLA reporter. Acceptance of the report was MOVED by J.vanDyk and SECONDED by G.Buss CARRIED 11. Other Business 11.1 Office Space B.Campbell B.Campbell reported on his inquiries. 11.2 Information Rights Week B.Campbell B.Campbell distributed posters and reported. ooops... Volunteer Coordinator R.Clift R.Clift reported he had spoken with B.Donnelly re the Trade Unions. Regarding the volunteers, R.Clift has made all the electronic contacts and will now work on the voice calls. He is also putting together a volunteers handbook. Acceptance of the report was MOVED by P.Lyons and SECONDED by G.ThomasCARRIED 4.4 Board Election Boodie was asked to leave the room. It was MOVED by P.Lyons and SECONDED by R.Clift that Boodie Arnott be invited to join the Board. CARRIED Adjournment at 10:03 was MOVED by P.Lyons and SECONDED by all.