July 2007 Minutes

Held on Sunday 1^st July, 2007 on IRC

Meeting opened at 8.13pm

Present

Chair: Kylie Davies

Present: John Simpson, Adam Jenkins, Tony Calenti, Con Validas, Rob Brittain.

Observers: Ed Chan, David Paraskevakis

Apologies: None.

1. Welcomes by chair – Kylie Davies

2. Confirmation of previous minutes:

a. The previous May minutes were confirmed.

Proposer: Tony Calenti. Seconder: Kylie Davies. (CWD, with one abstention).

3. Matters arising

3.1 Database update – Jan Smith. Held over, as Jan not in attendance.

3.2 Volunteer Commitments – Tony Calenti. Tony has put his thoughts on the WIKI following previous ideas posted. However, these may involve too much work to implement, but are good for stimulating ideas. Tony is still researching what benefits have already been ratified at committee level. To view these ideas see:

http://vic.computerbank.org.au/wiki/DiscountsforMembersandVolunteers

Kylie suggests we need to review current bonus policy, check out what other organisations offer and devise a new policy. She suggests looking at National Museum of Australia for starters. To be followed up at next meeting.

If other members have any ideas they are encouraged to put these on the Wiki, Observer David suggested that perhaps volunteers could earn credit to put towards buying stuff in the shop. Adam Jenkins agreed with this suggestion and added that maybe the number of hours worked (based on time sheets) can be counted as points towards free prizes.[Just to clarify, it is only volunteer hours that should be counted].

John Simpson added that we could start looking at selling PCs at regular prices to volunteers. Some of the people we have, have put in a lot of work and this should entitle them to buy a computer as if a regular recipient.

Rob Brittain noted that selling PCs to volunteers at regular prices would conflict with our claim for DGR (deductible gift recipient, tax deductibility for donations to CVI) status. Kylie agreed.

3.3 Distro Numbering. Progress report on implementation. Also, report on implementation of mouse message in command line mode. Kylie informed us that both these requirements have been implemented for the next distro release. Questions re the distro were deferred to the projects report item 5.3.

3.4 Security issues (Tony C). This item reffers to the folding doors leading from the hallway to the warehouse. A simple snib lock closing on the hallway side of the folding doors could be implemented if needed. This would help keep unauthorised people, on CVI open to the public days, out of the warehouse. After discussion the committee felt that a better implementation of signage might help solve the problem. Con Validas offered to make up a new sign and email it to CVI. It was decided that more awareness by staff and better signage would be the best and most cost effective implementation at this time. Sealed box policy. KD still to do. Remove from minutes.

3.5 ATO concessions. Kylie informed the committee that the ATO have disallowed our concessional status. This was because the ATO advised that groups having DGR status if they engage in truly charitable activities like giving out food or blankets and clothing. After some discussion the committee agreed that CVI should appeal the decision by the ATO as other groups seem to have gained this status based on unfair manoeuvres. Information will be collected on other similar groups receiving DGR status to see how they get their DGR. Our appeal could result in other groups being disallowed their DGR status.

3.6 SFD update. A meeting was held on Monday the 25^th June. The Town Hall event will go ahead. This year we will concentrate on software demos. A mailing list will be set up for people who want to be involved. The minutes of this meeting will eventually be posted to the Wiki. Further developments will be posted to the list as well as the Wiki.

3.7 Sealed box policy update. Rob has prepared some prototype stickers. They are a little large but we will get smaller ones next time. Tony to investigate the commercial availability of smaller stickers used on the back of some computer boxes.

4. Agenda

4.1 Increase E-bay commissions. Kylie has sent an email to the committee list about this. Kylie Davies proposes CVI increases commissions for sales on Ebay from 10% to 20%. Seconded by Rob Brittain. (CWD). this policy change will operate from today the 1^st July 2007.

4.2 Volunteer bonuses by monthly raffle. After some discussion it was decided that a voucher worth $200.00 could be used as the raffle prize each month. Only volunteers who register at least five hours volunteering per month could be in the draw and a raffle ticket for every 5 hours of volunteering time would be issued to each volunteer qualifying. Further discussion can be posted to the Wiki. CVI will implement a trial period to see how the raffle works out. Ratification of this proposal will be taken up at a later date.

4.3 Computers for South Pacific. Kylie is awaiting an email and as this has not arrived the item will be closed for now.

4.4 Extra computers for Mindaribba Aboriginal Coop. This group now want 14 computers instead of the 7 originally requested. After discussion it was decided that CVI would supply the extra 7 computers requested subject to availability of stock. Kylie will check stock available and email committee for final decision.

4.5 Frankston Computerbank. An ex volunteer wants to start a branch of CVI out at Frankston. After some discussion it was decided that further discussion and thought needs to be given to this proposal and a Wiki page is in order.

5 Reports

5.1 Coordinators report/WFD Report (KD). See website and email list.
5.2 Treasurers report (JS/KD) Nice bank balance.
5.3 Projects (RB). Ubuntu was discussed as a future Distro for CVI.
5.4 User Support
5.5 Donations report (See Coordinators report)
5.6 Documentation and websites report (JSmith). See list.
5.7 Internal systems report (JG). See list.
5.8 Technical Coordinators report

6. Other Business

6.1 Asylum Resource Seeker Centre voucher proposal. ARSC wants to issue its clients with a voucher that entitles them to purchase a CVI computer. Kylie Davies proposes that CVI implement a two month trial of a voucher system for ARSC clients and develop a workable way to track it all. Seconded by Con Validas. (CWD).

6.2 The refugee Minor program (RMP) from DHS want to bank about $2000.00 with CVI to pay for computers for their clients. Kylie proposes we accept the credit amount of money from the RMP and she will keep track of these funds. Seconded by John Simpson. (CWD).

6.3 Employing Kylie Davies for an extra day a week. John Simpson proposes that CVI pays Kylie Davies 1 days wages, at current pay rate, for Administration and Volunteer Coordination at CVI on Fridays. Seconded by Con Validas. CWD with KD abstaining. Jan Smith will be asked to draw up a job description for this position and the position will begin as of next week the start of the new financial year.

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 10.15pm.