October 2006 minutes

Held on Tuesday 3rd October, 2006 at
483 Victoria Street, West Melbourne.

Meeting opened at 6.17pm.

Present
Chair: Kylie Davies
In Attendance: Jan Smith, Owen Courtis, Tony Calenti, John Simpson.

1. Welcomes by chair – Kylie Davies
2. Confirmation of previous minutes The previous August minutes were confirmed pending a link to e-waste fees.
Proposer: Owen Courtis. Seconder: John Simpson.

3. Matters arising

3.1 Software Freedom Day. SFD turned out to be very successful and gave us an insight into what we should do next year. The cost for the day was $260.00 plus an $85.00 donation (???was total cost then $345.00 or $175.00). As this cost was to be met by Kylie Davies John Simpson proposed the motion that CVI pays the costs for SFD. Seconded by Owen Courtis. Carried without dissent. Planning for next years SFD will begin earlier, that is, in April 2007 and Kyle will create a SFD WIKI so more people can contribute ideas and inputs into the planning and logistics for next year.

3.2 Kylie's Job Network Member final report. Work and funding is in progress and going well. Total funding of $2.2K was granted for 13 weeks for 5hrs per week.

3.3 Further progress report on Contract job to sell laptops on Ebay. The final laptops are up for sale at the moment and we await the final report on sales achieved, prices and pros and cons of methodolgy.

3.4 CMS video ideas. Kylie will talk to CMS about the time frame needed to create an instructional video. She will also send an email to the mailing list re screen capture tools needed to create the video. Finally, Kyle will let us know what software tools are available for creating Instructional videos.

3.5 Discuss sales of Computers in the surplus shop, including an idea to sell Linux Gaming Computers using our growing stock of P4's and maybe some extra bought items like Video Cards. Rescheduled as agenda item 4.1.1, as this is a new matter.


4. Agenda

4.1.1 Discuss sales of Computers in the surplus shop, including an idea to sell Linux Gaming Computers using our growing stock of P4's that would include video cards that we would need to buy for these special gaming PCs. This idea is proposed by John Simpson. We would need video cards, ram and DVD burners for these PCs. The Committee accepted John proposal for a trial period. Initially, two computers will be placed in the shop to test the demand. To set the correct price for these PCs some market research will have to be carried out. John volunteered to do the pricing research. We may need to reconvene a special meeting to discuss changes or finalise the decision.

4.1.2 Lease renewal in January (letter to be tabled). After a brief discussion Owen Courtis moved that CVI signs the renewal lease for the 483 Victoria Street premises for the next two years. Seconded by KD. Carried without dissent.

4.2 Hiring of bookkeeper for 5hrs per fortnight - proceed or not. We have a volunteer bookkeeper, Elaine, for the moment. KD will supervise Elaine until she has the job in hand.

4.3 Computerbank Queensland (CBQ) are closing down so we won't be able to refer donations to them any more. This event requires discussion.

This mainly means reception people cannot make referrals to CBV Queensland. Referrals can be made to GreenPC Queensland. We will put a note on the CVI website about the closing down of CBQ. Info WRT to the CBQ domain name, re their website, is still to come. KD to check if there are any other places that take computers for recycling in Queensland.

4.4 Volunteer supervisor - paying someone to do this job. This item was accidentally referenced, but relates to a bigger item to be discussed at a later date.

4.5 Revamping Computerbank's processes. See Jans email attachments. Jan's proposal was discussed and it was generally agreed to proceed to a computer on demand system, as a way of distributing computers to disadvantaged people. Jan will redraft the CVI application for a computer form and make it available for further discussion. We will also need a new disclaimer document covering systems sold on demand. Jan will also investigate “Hello” for prepaid Internet and perhaps we could do a deal with them re selling their prepaid services through CVI. Pricing of computers needs to be investigated as well. If people put Windows on their systems and then have software problems with their systems, we can offer, for a fee, to reinstall Linux.

4.6 Setting a date for the AGM. 21 days notice of the AGM must be given. Therefore, date for nominations to be received is set for 6.00pm Friday 27^th October. AGM meeting date is 6.00pm Friday 3^rd November, 2006. Notice to be sent out this week.

4.7 Red Cross donation of 300 or so computers. Committee agreed that we should accept the possible 350 computers from Red Cross, if the offer still stands. We will need storage space and processing time.  The 15” monitors will go with free computers.

5 Reports

5.1 State Coordinators report/WFD Report (KD)
5.2 Treasurers report (KD) no report
5.3 Projects (RB) no report
5.4 User Support (JSimpson)
5.5 Donations report (RB) no report
5.6 Documentation and websites report (JSmith)
5.7 Internal systems report (JG)
5.8 Database report (OC)+
5.9 Technical Coordinators report (JSimpson)

6. Other Business

6.1 Next level is a document KD is writing about the steps CVI needs to take to expand the organisation. Another meeting to discuss this topic will be held in two weeks time on the 24^th October at 8.00pm on IRC.

6.2 Selling items on Ebay. Kylie proposed the motion that CVI hire someone for a month to sell items on Ebay. Seconded by John Simpson. CWD. 7. On Hold

7.1 Awareness documentation, Business cards and new CVI logo (all)

7.2 DGR (Jan). Jan has volunteered to review and restart (revisit) the DGR issue in collaboration with our advisor Simon Bowden.

7.3 Surplus Shop/Ebay seller Policy Documents (Kylie). Some tips – starting to happen.
7.4 Tony to develop grievances procedure policy.

Meeting closed at 9.20pm