VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF MEETINGS NOVEMBER 15, 1994 411 Dunsmuir Meeting Room Present: Larry Keuhn, Ann Doyle, Margaret Coates, Paul Ruiterman, Neil Guy, Sharon Zaluski, Eric Yung, Ted Heatherington, Eric Teachman, Vic Vaivads, Brian Campbell, Tom Hansen, Phil Lyons. Absent: Dennis Breckenridge, Diana Guinn Guest: Jack Vickery, Lorne Gray 1.0 Agenda * removed mailing list from Policy discussions and move Dennis' resignation * added: 3.1 Operation Committee Organization, Information Policy conference Telecommunities Canada, NPTN * added Labour Liaison report after Volunteer Coordinator * newsletter and WWW added. Motion: (Tom/Eric Y.) That the agenda be accepted with the above noted changes. PASSED. 2.0 Minutes of October 25: * no discussion Motion: (Paul/Phil) That the minutes of October 25th be accepted. PASSED. 3.0 Policy Issues: Received Dennis Breckenridge's resignation from the Board of Directors. Motion: (Vic/Ted) To accept Dennis Breckenridge's resignation. PASSED. 3.1 Operations Meeting Organization: Margaret * staff responsibility, grants, etc. will devolve on Margaret (VP Operations) but will require that she relinquish her role as chair of the Equal Access taskforce. Motion: (Phil/Larry) To accept Margaret in her new role as being responsible for the staff and grants (operations). PASSED. * Phil: concern with the fate of the Equal Access taskforce. Margaret responded that one of the taskforce's members may chair the committee. 3.2 Board member job Descriptions: * President: Chair of VRFA Board meetings Chair of VRFA Operations Committee Meetings Chief spokesperson for VRFA Work with Board members to facilitate the operation of VRFA Chair the VRFA Advisory Committee (until a Past-President) Liaison with BC FreeNet, Telecommunities Canada, and National Public Telecomputing Network ex-officio member of all committees * Fundraising chair: * To represent the Fundraising committee at Board meetings * To facilitate development of the committee and provide direction to the committee * Provide current job description to the Volunteer Coordinator * Seek out and apply for government and corporate grants * represent VRFA to all donors and sponsors, including maintenance of public documents, such as our Case Statement * Design and implement strategies to reach other significant donors such as Service Clubs and Professional groups. * renew subscriberships and seek new ones * cooperate with the Treasrer and Operating comittee to account for sources of revenue * Work on sponsored phone lines with Equal Access committee * Work with Membership coordinator on membership subscriptions and renewals * Cooperate with Public Relations committee on sales of T-shirts and other paraphernalia * coordinate with HW/SW, System Design committees on equipment and software donations. Ann, Margaret, Paul and Larry's descriptions deferred to the following week 3.3 1994/95 budget approval: Tom * a tentative budget was distributed * some concerns with some of the figures - to be discussed at the next Operations Committee meeting Motion: (Tom/Margaret) That this be accepted as the interim budget with the concerns and changes noted above. PASSED. 3.4 FreeNet Letterhead and typesetting: Neil * everything goes through PR for printed publication Motion: (Neil/Paul) That the Public Relations committee be responsible for all printed publications from the VRFA and all such materials must go through PR for approval. PASSED. 3.5 Subscriber/supporters: Phil * handout distributed, with 1 correction * revisit for motion vis-a-vis endorsers and IPs at next meeting 3.6 Discussion groups: Phil * thusfar, a logistic problem of setting them up * IPs creation of groups should be forwarded to Phil and Vic * a policy discussion on discussion groups should be held in January. 3.7 Information Policy Conference: Brian * information distributed, and a suggestion that as many Board members attend as possible. 3.8 Telecommunities Canada: Brian * there's a dinner meeting with them on Friday night, discussion items should be forwarded to Brian beforehand. 3.9 NPTN: Brian * to be discussed after the Telecommunities Canada meeting, but they've contacted us for $2000 US and an affiliation agreement. 3.10 Newslettter on WWW: Neil * everyone should get the newsletter, not just members * some discussion about electronic distribution via WWW, vs. paper distribution Motion: (Neil/Tom) That: 1) The editor of the newsletter be made aware of Board priorities via the priority list from the Strategic Planning session 2) All publications should come before the Board via the Board mailing list for final approval 3) A more frequent electronic newsletter (monthly or bimonthly) should be made available 4) That paper distribution should be the primary means of distribution 5) That no mailout should occur of the newsletter, unless a member requests that it should be mailed to them. PASSED. 4.0 Committee Reports: 4.1 Public Relations: Neil * job descriptions are out and new volunteers have been appointed tasks * brochures waiting on our new data phone numbers * Brian: PR should work on a display kit for shows etc. * Phil: IP information kits require some of the original electronic documents. 4.2 Community Content: Phil * liaison training session Sat. Nov. 19, 10am to noon at 411 Dunsimuir * discussion groups dealt with under Policy Issues * possible assistance from Western Scale Ltd. 4.3 HW/SW: Vic * items needed for new modem pool identified * bottleneck is getting the power wiring in (sometime this week). 4.4 Fundraising: Ted (report distributed) * letter to David Schreck etc. need provincial report 4.5 User Support: Paul * micro computer support group for office is being formed and some outsourcing for Equal Access being explored. 4.6 Library Liaison: Diana absent 5.0 Treasurer's report: Tom * $50,000 in T-bills (surplus) * we're gathering $1500/week in the last 3 weeks Motion: (Tom/Paul) That the Treasurer's report be accepted. PASSED. 6.0 Office/Membership Coordinator: Eric T. * 2453 active user accounts thus far * active volunteer recruitment underway * ~ 1,100 memberships (some renewed) thus far. 7.0 Volunteer Coordinator: Sharon * volunteer placement problems discussed * next orientation Saturday Nov.19th 10:am @ 2957 Commerical Ave. (Neil Squire foundation) * Christmas party: TBA * refer dropouts from mailing list to Sharon 8.0 User Training: Ann (report circulated) * VPL and Port Moody ready to go ahead with training 9.0 Labour Liaison: Larry * 1st meeting with 14 people from various labour organizations * 2nd meeting will be an orientation to the FreeNet * BC Federation labour meeting - we missed the deadline * education monies - towards electronic communications: we might be able to tie VRFA in. 10.0 Other Business: * Margaret: Section 25, we have 16 applications, and we've delayed the startup date so we can repost for more applications. Meeting was adjourned.