April CVI Minutes 2001

Date: 30/4/2001
Location Place: 92 Rosslyn St West Melbourne
Time: 6.30pm

Agenda

Minutes of Previous Meeting
Technical Committee Report
Executive Officers Report
General Business
Item 1
- National Registration
Item 2
- Shipping
Item 3
- Treasurers' Report
Item 4
- Bank Account
Item 5
- Support
Item 6
- Networks
Item 7
- Volunteers
Item 8
- Other Issues
Item 9
- Recipients and Training>br> Item 10
- Information
Next Meeting 28/5/01

Minutes

Present: Grant Diffey, Penni Diffey (obs), Robert Mead, Bill McPherson, Rodney Brown, David Hatton, Kylie Davies (EO), Alex Rowsell (obs), Steve Williams (obs) Apologies: Bob Blanchett

--------------------------------------------------------------------------------
Minutes of Previous Meeting
These were held over until the next meeting

Technical Committee Meeting
Motion:"That we accept the Minutes of the Technical Committee as read"
Moved: David Hatton
Seconded: Grant Diffey

Executive Officers Report
-Recipients/completed applications
24 systems in April which includes The Bridge, Pilot Light, VMore and 8 recipients
26 individual applications remaining
2 other community groups awaiting approval
Saturday training sessions and Monday/Thursday with Kylie but she is unable to do the Mon/Thur due to the volume of EO duties.penni will take 2 sessions on Thursdays.

WFTD- 5 regular participants
6 have dropped off
1 found work
2 chose to move on
2 never showed up
8 starting this week
attendance at the information sessions seems to be effective
the participants are doing collections, hardware testing, installs, documentation, training documents and web page development.The next step is for them to be involved in network builds.

Policy and Procedure
-phone answering guide

National Development
-talking to CBNSW, a report is coming

Documentation
- more training documentation

Network Co-ordination
- working with community groups, we have a social work student with us for 13 weeks working on the Anglicare Project.

Volunteers
- Tom, from Altona Green
- Owen Courtis, who is developing a rostering program
- Ry James, devloping training materials
- Daniel Matic
- bp volunteers, we need to get details

Kylie is handling Recipients and Administraion but needs someone to handle Training and Volunteer/Members

Donation Pickups
Bill was pleased to hear the reportand pleased tosee Kylie moving towards delegation. Penni said that the WFTD people were excellent helpers during last pick ups.

Motion;" That we give Kylie a vote of thanks for all of her work."
Moved: Patricia Fraser
Seconded: Robert mead
CWA

Item 1
Patriciaa has given all but Jason Ralstons details to Grant Diffey.

Motion:" If Jasson Ralston is not forthcoming with his details then we will request his resignation."
Moved: Bill McPherson
Seconded: Rodney Brown
CWD

Bill Asked about the status of the $300 and lodgement status

Item 2
We need to source a shipping co-ordinator from outside both the organisationa nd the committee
Bruce McCubbery has some suggestions and Grant will follow this up.

Item 3
David Totterdell has tendered his resignationn.

Motion:" That a vote of thanks be given to David for all his hard work.",br> Moved: Patricia Fraser
Seconded: Robert Mead
CWD

Motiom:" That we appoint Robert Mead as Treasurer."
Moved: Bill McPerson
Seconded: Rodney Brown
CWD

The meeting agreed that we should send David T a gift of appreciation.

We have $40,000 in the bank
$170 work cover bill
awaiting the books from David T
BAS is outstanding but this has been sorted out with the ATO
Bob has some donations from ASTA and will store them at his house
The Chart of Accounts has been tabled
Bill asked if our insurance was with HIH but Bob replied that it is with QBE.

Item 4
Motion:" That we add Grant Diffey, Bill McPherson and Robert Mead as signatories to our bank accounts."
Moved: Rodney Brown
Seconded: David Hatton
CWD

The forms are filled out but the 100 point checks need to be done

Item 5
- we need processes for handling support
-Grant and Kylie to work on flowcharts,questions, etc to develop a system of dealing with this

Item 6
We need a process to eal with network request that are outside the norm. These need to be referred to the tech group, the trainers and the support people
A critical factor is an estimate of the on-site time required for support.
We cannot provide support at "mission critical".

Motion:" That we adopt a standard network design, as recommended by the Technical committee, which will be simple to configure/build and install and that deviations from this design will require a special process prior to approval."
moved; Patricia Fraser
Seconded: Bill McPherson
CWD

The motion was noted for the Technical committee meeting
Patricia Fraser, Bill McPherson and Kylie Davies to work on the process

CWD

Motion:" That our standard for a group network,include community access and be readily approved, and that other uses excluding community access will be considered to deviate from our standard and should be put through a special process before approval." Seconded: Bill McPerson
CWD

Motion:" That non-process (ie standard) applications be approved by co-ordination and all non-standard applications be processed and presented to the committee for approval."
Moved: Patricia Fraser
Seconded: Bill McPherson
CWD

Item 7
Bill presented a set of ideas re volunteers and will post it to the list. ( discussion on the list0
Motion:" that Alex Rowsell be appointed as Volunteer/Members Co-ordinator pending the acceptance of Jason Ralstons' resignation"
Moved: Patricia Fraser
Seconded: Robert Mead
CWD

Motion:" That we take on a work experience student pending finalisation of arrangements."
Moved: Patricia Fraser
Seconded: Alex Rowsell
CWD

The meeting felt that on under-attended days the Executive Officer can lock the door and let calls go through to Message Bank.
The sign on the door can be changed if necessary.

Referrals- 2 months, after training material and design are finished

Item 8
Motion:" That we accept Patricia Frasers' resignation as secretary."
Moved: Patricia Fraser
Seconded: Alex Rowsell
CWD

Motion:"That Patricia Fraser be appointed as Acting Training Co ordinator until Bob Blanchett resigns."
Moved: Alex Rowsell
Seconded: Robert Mead
CWD

Motion:" That Penni Diffey be appointed as secretary."
Moved: Robert Mead
Seconded: Bill McPherson
CWD

Grant to arrange a training machine for Patricia.

Item 9
Dealt with during Executive Officers Report

Item 10
- We need better dissemination of knowledge, methods and more documentation.
- More email and more on line discussion
- the minutes need to be posted to the list

Other Business
Monitors
There has been an offer to buy our 17" monitors. we could hold the cash and buy 15"ones when required, the monitors must work.

Kylie is against selling the monitors
Patricia wondered if we could sell them ourselves but we would have to investigate the issues of product liability, 2nd hand licences and tax.
Some 17" monitors may be needed for visually impaired users.

Patricia requested information on the offer, It's as follows
- Frank Carter is the buyer
- $110 - $160 each depending on the brand
- $95 for the 15" valid for 30 days
- We might be able to purchase modems etc for recipients
- Is the buyer expecting to pick from CBV or will they go to other sites. - We need to count what we have
- Needs more thought
- Held over for further consideration

Phone System
- Patricia showed us a diagram
- 2 extra lines, key system, ADSL, costs needed
- Bill has offered to trade laptops for a key system - this is in early discussion
- We need to find out the costs before going on.

Cleaning
- Robert Mead commented that the kitchen is often left dirty and the Cafe Bar isn't filled, this is very disappointing and needs to be addressed.

Motion:" That Alex Rowsell reprimand those people whose lack of cleanliness causes others to complain."
Moved: Patricia Fraser
Seconded: David Hatton
CWD

Sign
- Bill mentioned to the Executive Officer that we need signageon the outside. we need to change the logo with the chang e of name.
- Bill will contact Rob Brittain re his offer of a sign
- Penni will contact her sign person
- We need a sign before the launch

Robert Mead noted that there was a position vacant on the committee and do we need consent from the appointees'

Motion:" That we appoint Steve Williams as Vice President and David Hatton as an Ordinary member."
Moved: Robert Mead
Seconded: Alex Rowsell