Minutes 7th Dec

Held on Tuesday 11^th December, 2007 at 483 Victoria Street, West Melbourne.

Meeting opened at 6.15pm

Present

Chair: Kylie Davies

Present: Jan Smith, Julien Goodwin, Tony Calenti, Rob Brittain, Cloud.

Apologies: Barry Klein.

1. Welcomes by chair - Kylie Davies

2. Confirmation of previous minutes:

a. The previous October minutes were confirmed. Proposed by Jan Smith and seconded by Rob Brittain. (CWD).

3. Matters arising

3.1 Database update - Jan Smith. See mailing list for reference URL. One member has pulled out. A prototype will be ready to be looked in a few months.

3.2 Volunteer Commitments - Tony Calenti. Tony presented his report which consisted of an historical review compiled from past CVI meetings minutes and a discussion of bonuses including definitions, current bonuses and possible future bonuses. Although the report was not conclusive it provides food for thought and will be reviewed by Jan and Kylie.

3.3 ATO tax concessions update (Kylie) . No further progress has been made since the last report at the October meeting. From the Tax Department's reply it seems our constitution needs updating to reflect our organisation in an acceptable manner befitting one that has DGR status. Thus we need to review and update our constitution before making further appeals for DGR status. This will be an ongoing commitment in the New Year.

3.4 Sealed box policy. Update. (Rob/Kylie/Tony). Also see Agenda item 4.3 re QC on PC systems. A problem with the current stickers is that they can easily come off if they are not properly stuck on. It was decided that apart from ensuring stickers are stuck on properly x? would investigate the cost feasibility of buying metal stickers as well as little paper stickers.

3.5 Distro Problems update plus how is new distro going. Some of the things that need to be done to new Ubuntu based CVI distro.

1. Cloning with grub. A WFD person will organise this for the distro.
2. Wireless set up in new distro needs to be fixed.
3. Internal modems. Services for these need to be switched off.
4. Need new WIKI page and bug tracker for the distro so that requests about things needed to be done for the distro can be requested.
5. Distro Team coordinator will be Kylie Davies.

The following motion was passed: That CVI now use a CVI modified version of the Ubuntu computer operating system and that the coordinator of the project team for this distro be Kylie Davies. Proposed by Tony Calenti and seconded by Rob Brittain. (CWD)

4. Agenda

4.1 Signage for the Computerbank building. Quotes will be assessed (Jan). Jan obtained four quotes from two firms.

Company 1: vinyl graphic colour bond sign 1200x600mm $265.00

Company 2: 300mm high letters in perspex $390.00 For the same size but in 3D $560.00

Quotes include council permits.

The committee decided to go ahead with the 300mm high letters in 3D after checking and confirming quote. The following motion was passed: That CVI spend up to $800.00 on signage for the front of the building . Proposed by Kylie Davies and seconded by Cloud (CWD).

4.2 Christmas break up BBQ and get together. Closing down and opening times.

The committee decided that CVI would be open on Friday the 21^st of December and would close from Saturday the 22^nd December, reopening in the New Year on Saturday the 12^th January 2008. Last day for WFD participants would be Thursday 20^th December and the WFD program would resume on Wednesday 2^nd January 2008.

A lunchtime BBQ for WFD participants and volunteers would be organised in the Park opposite North Melbourne swimming pool. A committee/volunteer get together would be held in the new year. Some venue suggestions were as follows:

1. Lentil as Anthing. Sydney Road Brunswick.
2. Trotters Italian Restaurant. Rathdown Street, Carlton.
3. Hot Poppy Cafe. Errol Street, North Melbourne.

4.3 Improving quality control on CVI computer systems. A more stringent adherence to using the QA check sheet will be implemented for WFD and Volunteer participants. It might also be better if possible that the person who carries out the QA is not the same person who builds the computer.

4.4 Increase fuel rate and rate for donation/e-waste pick ups. The CVI committee passed the following motion: That the rate be increased to $25.00 for the first hour and $20.00 per hour there after. The fuel rate to increase from .42c to .52c a km. Proposed by Kylie Davies and seconded by Jan Smith.

4.5 Update on the Computers to Shepparton Project. The project went well except for the request to supply internal modems. The modems initially bought failed to work on the supplied computers. This meant that a new lot of proven working modems had to be purchased at a higher cost to those originally supplied. RB paid $644 for these (23 modems @ $23.00 per modem, original modems cost $15.00 each). In order to avoid losses on this project CVI will ask GHD to reimburse CVI for the cost difference of the modems or CV will ask for more funding to cover costs of the project to date.

Kylie to ring GHD project coordinator and ask for the cost difference of the modems, that is, an extra $8.00 per modem. Rob Brittain to try to sell non usable modems on Ebay.

5. Reports

5.1 Coordinators report/WFD Report (KD). See website and email list.

5.2 Treasurers report (AC/KD). Allan Cook has volunteered to be the Treasurer.

5.3 Projects (RB).

5.4 User Support.

5.5 Donations report (Rob reported that the HP hardware will be used for not for profit organisations).

5.6 Websites report (JSm).

5.7 Internal systems report (JG). Julien reported on upgrades to the network computers. KD will send him an email re getting a deal with our ISP to getter better speed access to our intranet. He will report the costs of such an improvement for the next meeting.

5.8 Technical Coordinators report

5.9  Database Report (JSm)

6. Other Business

6.1 Break in. The CVI break in on Monday 10^th December 2007 was discussed. Apart from the damage to the premises 4 laptops went missing as well as around $60.00 in cash. The laptop serial numbers should be reported to the police. The door replacement glass cost $560.00 and a new padlock cost around $48.00. CVI does not have contents insurance that we can make a claim on. CVI will look into whether such insurance is affordable in case of future claims.

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 8.15p