January 2009 minutes
Tuesday 27th January, 2009 at 483 Victoria Street, West Melbourne. Meeting opened at 6.05pm.
Present
Chair: Kylie Davies
Present: Jan Smith, Allan Cooke, Tony Calenti, David Paraskevakis and Richard Marshall.
Apologies: Peter Baker
1. Welcomes by chair - Kylie Davies.
2. Confirmation of previous minutes:
The previous December 2008 minutes were confirmed with the following amendments:
- Change item 2 to read "carried by 5 members with 4??? abstentions" to "carried by 5 members with 2 abstentions".
- Change item 3.7 to read "Each coupon allows a 25Kg package..." instead of "a 225kg package..". Proposed by Kylie Davies and seconded by Jan Smith (CWD).
3. Matters arising
3.1 Database update. Progress to date. Slow progress being made see DB report.
3.2 Ubuntu distro update. As the new Hardy CBV Ubuntu 8.04 distro offers many advantages over the now unsupported Feisty distro, the committee decided to start building computers with the new distro, starting immediately.
3.3 Painting of CVI premises, progress report.
3.4 Lease renewal. Has agent mailed us the renewal proposal? Still waiting for Agent's proposal renewal letter.
3.5 Newsletter for CVI. Any progress on this. Peter will start working on this soon.
3.6 Computer and Courier vouchers. Peter Baker to provide more info.
3.7 Introducing EFTPOS or Manual Merchant Credit Swipe in the shop. Still need more info to be provided.
3.8 Changing CVI's broadband provider. Still need more info to be provided by J. Goodwin.
4. Agenda
4.1 Bonus Payment to Coordinator
In line with the volunteers who were given a Xmas bonus for reliability and consistency I propose a one off bonus of $300 to Kylie for extended volunteer hours over a number of years. Apart from being in charge of Work for the Dole which she is paid for, Kylie also oversees the Distro, User Support, Ewaste, Ebay Sales, Laptop Restoration and Volunteers. This involves hours of work outside our operating hours. After discussion Jan Smith proposed that Kylie Davies be given a one off bonus of $1000.00 for her extended volunteer hours over many years. Seconded by Allan Cooke. (CWD).
4.2 Extend Computerbank Coordinator Kylie's paid hours
Because we don't have a paid person in charge of the Distro, User Support, Ebay Sales and Laptop Restoration Kylie has filled this gap mainly from her volunteer hours. This proposal is to pay Kylie an additional four hours payment for this work. Plus an additional hours pay on Fridays to reflect the true hours she works on Fridays.
Kylie is currently paid 15 hours (WFD) per week plus 6.5 hours for Coordinating on Fridays and one hour planning/organisation. A total of 22.5 hours. This proposal would bring Kylie's paid hours to 27.5 hours per week.
Jan Smith proposes that CVI extend Kylie Davies paid hours by 5 hours per week. Seconded by Allan Cooke. (CWD).
Jan Smith to investigate award rates for community sector pay scales for non profit organisations.
4.3. Stress Leave
Kylie has indicated late last year and again this year that she is under stress. Jan Smith suggests that Kylie take some Saturdays volunteer time off to enable her to charge her batteries.
The CVI committee agreed that subject to her decision to do so KD should try and take more volunteer time off on Saturdays.
4.4. Extra Supervision Wednesday or Thursday 4 hours - if needed, to ease the workload on Wednesday or Thursdays where the Build room has a mix of WFD participants and volunteers. The second WFD supervisor gets paid 1 days pay from WFD money. This proposal is to increase these hours when additional supervision/expertise is needed but to pay these additional hours from Computerbanks funds. This person may be the current second WFD supervisor or other specialist as required.
Jan Smith proposes that when required on Wednesday or Thursday an extra 4hours work be paid out of CVI funds for a second supervising person. Seconded by KD. (CWD).
4.5. Saturday Supervisor paid hours - 12.30 - 5.30pm 5 hours per week (3 month trial)
With the increase of new volunteers and activities we need a Supervisor Saturdays to oversee Front of House and Build Room operations. Duties to include preparation and oversight of the To Do list; response to customer complaints and requests; update and guide volunteers about changes and special issues and hands on help where needed. This person may also work on a specialist task if needed.
Perhaps these hours could alternate between the following people with extensive inhouse experience - Kylie, Allan, Tony and Jan.
Jan Smith proposes that CVI employ a casual Saturday Superviser between 12.30 - 5.30pm, that is 5hrs per week, to oversee front of house and build room operations, starting from Saturday 31 January 2009. Seconded by KD. (CWD).
4.6. Finance paid hours 2 - 3 hours a week
To take some of the load off Kylie, Jan proposes that our Treasurer Allan Cooke take over the weekly accounting tasks and GST statements (under tuition from Kylie). In addition to continuing with spreadsheet entries. This area has become increasingly time consuming and should be paid for.
Jan Smith proposes that a CVI member be paid 3 hours per week for accounting duties at the current CVI casual rate. Seconded by KD (CWD).
4.7. Extended Opening Hours to the public
Fridays 10 - 5.30 - an increase of 30 minutes
Saturdays 1 - 5.30 - an increase of 30 minutes
Jan Smith proposes that CVI extended Public opening hours on Fridays and Saturdays by an extra 30mins, thus Friday opening times will be from 10.00am -5.30pm and Saturday opening times will be from 1.00pm -5.30pm. Seconded by KD. (CWD).
4.8 Air conditioner, hatch and security. Air conditioner has still not been repaired.
4.9 End of WFD at the end of August 2009. Last program to run from Feb 09 to Aug 09. This will affect CVI finances because there will be fewer computers able to be built and sold due to a lack of manpower.
4.10 Paying someone to do some cleaning in the toilets area every week. Approx 1 hour.
Kylie Davies proposes that CVI pay someone for approximately one hour per week to clean the toilet areas and change and wash the towels. Basic duties are to clean toilet bowls and basins, empty and replace female toilet sanitary container,clean mirrors, mop toilet area floors, empty kitchen rubbish bins, mop kitchen floor and change and wash toilet and kitchen towels. Seconded by JS. (CWD).
4.11 The Magic 1278 radio station advertisement response and coping with the increased demand it has generated. There was a very successful response from these free community announcements.
5. Reports
5.1 Coordinators report/WFD Report(KD). See website and email list.
5.2 Treasurers report (AC/KD). Allan presented the January 2009 report.
5.3 Projects (RB).
5.4 User Support. BK).
5.5 Donations report (KD).
5.6 Websites Report JSm).
5.7 Internal systems report (JG).
5.8 Technical Coordinators report(KD)
5.9 Database Report (JSm) See website and email list.
6. Other Business
6.1 Ebay position. Clae has resigned due to ill health. DP will be Clae's replacement and he will handle ebay sales, laptops and the laptop inventory.
7. On Hold
7.1 Awareness documentation, Business cards and new CVI logo (all)
7.2 DGR and Updating the constitution. This needs to be done to fit in with the ATO guidelines for DGR status and other concessions. Jeremy has volunteered to review and restart (revisit) the DGR issue in collaboration with our advisor Simon Bowden.
7.3 Tony to develop grievances procedure policy.
Meeting closed at 7.30pm.
