VANCOUVER REGIONAL FREENET ASSOCIATION BOARD OF DIRECTORS MINUTES OF BOARD OF DIRECTORS' MEETING October 4, 1994 411 Senior's Centre Present: Brian Campbell, Margaret Coates, Eric Yung, Thomas Hansen, Ann Doyle, Sharon Zaluski, Vic Vaivads, Phil Lyons, Sandy Mayo, Neil Guy, Diana Guinn, Ted Heatherington, Eric Teachman Absent: Larry Kuehn, Dennis Breckenridge. 1.0 Agenda: * added 3.5.1 - contract with NAOC * added 3.10 - Mailing lists Motion: (Tom/Vic) To accept the agenda with the above additions. PASSED. 2.0 Minutes of Strategic Planning Session: Motion: (Margaret/Sharon) To accept the minutes as posted. PASSED. 3.0 Policy Issues: 3.1 Access: * Vic to work on setting up 222-4662 for Board members * working group access was discussed. Motion: (Phil/Tom) To dedicate ONE line to Board members and working groups on a trial basis. PASSED. 3.2 Implementation of Goals: Motion: (Tom/Vic): That a draft of job description and committees to deferred for discussion at next Board meeting. (Oct. 25th). PASSED. 3.3 Roles of Board members - deferred to next meeting. 3.4 Membership Renewals: * Ted will look after renewal of memberships in conjunction with Eric T. * Eric T. stated that more volunteers are needed for this, and will seek more. Motion: (Eric/Sandy) That the Treasurer, Fundraising Committee, and Membership Committee be directed to start a subscription and membership drive. PASSED. 3.5.1 Contract with NAOC * we approached NAOC for use of their tax # to obtain Vancouver Foundation funds. * suggestion that NAOC go with Vancity and Vancouver Foundation on front screen Motion: (Tom/Margaret) To endorse the contract with NAOC. PASSED. * the content of reports and who is to do them are set as tasks for the future. 3.5 Office arrangements: * we've applied to the 411 Board for space in their building * we need to negotiate hours of access and details of rooms and offices Motion: (Tom/Margaret) That the table officers be empowered to negotiate with 411 Senior's Centre Society and sign the contract. PASSED * planning needed for office move still... 3.6 Telecommunication Arrangements: * 30 14.4K USR Robotic modems (Sportsters) suggested by the technical committees for the new modem pool - @ about $200 each. Motion: (Phil/Vic) That Vic and Brian be approved to purchase these modems and be allowed to act on negotiations for purchase. PASSED. 3.7 Volunteer Training: * proposal from Jack et al. about training Board members for volunteer management * consensus was that this was a good idea, but time frame was difficult. * discuss with Jack at next meeting - deferred to next Board meeting. * email Jack (jackv@freenet.vancouver.bc.ca) with ideas for discussion. 3.8 UUCP newsfeed * discussion of Geno Dellamattia's proposal to the Freenet for a Fidonet UUCP feed. * consensus was that more information was needed, and that a point-form proposal detailing costs, capability, issues, and benefits to VRFA should be included. * Ann: the stability of the system should be higher priority than additional features. 3.9 World Wide Web: * Neil detailed multiple issues * more information needed - document to be distributed at next meeting and some discussion deferred until then. 3.10 Mailing Lists * possibility of a monthly newsletter and other private information distribution circulated via mailing lists. * matter to be investigated by system administrators, and item deferred until November 15th Board meeting 4.0 Committee Reports 4.1 Hardware/Software: * minutes were posted * there is now the ability for custom time-limits for those using BBmenu shells - especially allotted for training accounts and Board members. * questions as to why only 7 lines active. Motion: (Phil/Ann) That the purchase of a 2nd ethernet card be pre-approved for telecommunication facilities as needed. PASSED. 4.2 System Design: * recently a meeting was held, and Evelyn Soon was interested in helping with the user-interface of the FreeNet. 4.3 Fundraising: * Ted is waiting for a budget * new members needed for the committee * Margaret and Brian met with Human Resources for Section 25 => 3 staff people for 5 months) 4.4 Public Relations: * a meeting scheduled for next week. * 3 sheets of "Help Pages" now available * discussion about Science and Technology week and BCTV followup 4.5 Community Content: * report of last meeting distributed * about 20 people now working on committee * discussion of public terminal locations, and issues of security, agreements, etc. The Office staff may have a role in this. 5.0 Treasurer: * we have $7100 from beginning of fiscal year * we're making about $1000/week * $19,000 surplus after liabilities * no budget - deferred and to be discussed at next Board meeting * insurance - quotes from VanCity of $500/year for Directors' 3rd Part liability. To be discussed with Bill Andrews and Tom for more details and brought back to the Board at a later date. Insurance of 411 Senior's building also discussed and to be investigated. 6.0 Memberships * we have 821 members and 1694 active accounts * we still have about 25% ratio of members/accounts * a newsletter coordinator being sought and to be coordinated with PR. * renewal of memberships discussed * no backlog thusfar for account activation * mail notification => email notification for accounts? 7.0 Endorsement Coordinator * this position has been struck from the list, and now part of the Community Content committee 8.0 Volunteer Coordinator * report distributed * tracking of volunteers continuing * orientations - Thursday Night - emphasis on PR, Fundraising, and System Design committee recruiting 9.0 User Training: * report posted/distributed * distribution of help pages * training and writing ongoing process * writers possibly assigned to membership newsletter? * discussion on which phone number should go on paperwork? 9.1 User Support: * coordination with Ann on various issues * Paul R. keen to participate * working on a microcomputer support group (with Eric T.) and working on donations of computers (with Sharon). * gradual take-over of help desk from Eric Y. 10.0 Library liaison: * detailed report distributed * discussion of setups of various libraries Motion: (Tom/Phil) That we dedicate 3 lines to public access sites, initially libraries. PASSED. * possibility of "flipping" the dedicated lines to public access after 9pm? * other terminals for public access? * discussion about setup of library accounts - organizational accounts are not for communication, and as such are discouraged. Meeting adjourned at 9:45pm.