January 2007 minutes

Held on Tuesday 23rd January, 2007 at
483 Victoria Street, West Melbourne.

Meeting opened at 6.02pm

Present
Chair: Kylie Davies
In Attendance: Jan Smith, Tony Calenti, Rob Brittain, Julien Goodwin, John Simpson, Con Validas.

1. Welcomes by chair – Kylie Davies

2. Confirmation of previous minutes

The previous December minutes were confirmed.

Proposer: Rob Brittain . Seconder: John Simpson. Abstained: Julien Goodwin.

3. Matters arising

3.1 Progress report on selling gaming computers in shop. Has John researched prices to be charged and cost to produce the gaming PC? See John's email re prices to be charged (link to Email). Only people with a health care/concession card can purchase these computers. For non-concession card holders we would need to buy or build completely new computers ie., cannot use donated systems. No decision re new computers was made but the following motion re gaming computers using donated equipment was passed.

Motion: That CVI goes ahead with producing and selling gaming computers using mainly donated equipment. Proposed: Jan Smith. Seconded: Rob Brittain.
A flyer needs to be made up to advertise the gaming machines. We need to allow for two weeks before a gaming PC is ready to go into the shop for sale.

3.2 WFD Funding Update - investigations with other CWC's and news about current project with Kangan. (Kylie). Kangan will increase the number of WFD participants by 2, that is, we go from 10 to 12 people. We have assurances that as long as Kangan receives Government funding the CVI WFD program will continue to rollover for the foreseeable future.

3.3 Database (DB) Update. Update on looking at other databases (e.g. Freegeek) and retrieving data out of current database. (Kylie/Con). Con has saved a file of the current information held in the recipients Rhadam Database so that it can be imported by another DB. CVI now needs someone to set up another DB, import the data and code up a front end. However, in order to get something going quickly KD suggested that instead of a DB we use an E-commerce program and enter all the data again into such a program that would be web based and therefore, externally accessible. Committee members are to investigate such programs and report back to the next meeting. Alternatively, we could keep the PostgreSQL DB and write a new front end to access the data it now holds and also be able to add more data.

3.4 Promotions, new flyer and poster. Other ways to increase promotions. (Jan/all)
Committee thanked Jan for putting the flyer for advertising the CVI computers, that are available to eligible people, together. Committee also thanked the people distributing flyers. Committee encourages all CVI members to continue an all out campaign to make people aware of our computers. It might be useful to know how BOSTL works with Green PC to sell their computers, perhaps we could do a similar thing. Other promotional avenues like MelbPC User groups lists can be used as well.

3.5 Request for laptop by Cloud. <--No longer required. Cloud has paid back most of the money owing $67.18. Ebay invoices won't be made available but we have Cloud's list of what he sold.

3.6 Update about new e-waste relationships. Result of monitor analysis. (Kylie/John). John met with SRS and their prices for ewaste are better than our current recyclers. They will also pickup our ewaste. However, we need to have a reasonable amount of ewaste for them to come and do a pickup. For the cost effectiveness analysis results about stripping monitors see KD's email to the list on the 23-01-2007 subject “Monitor analysis” (NB: probably need to link here and put on doc site)

4 Agenda

4.1 Policy development and review (see emails on list):

4.1.a LCD Screens (Kylie/all). After discussion by the committee the following motion was proposed by Rob Brittain to change the CVI policy on supplying LCD monitors to concession card holders. Seconded by Con Validas.
Motion: That CVI changes its policy on supplying LCD monitors to concession card holders so that now only concession card holders that choose to receive a P3-800MHzt computer (current cost$70.00) or better can receive an LCD monitor.

4.1.b Linux Reinstallation fee (Kylie/all). After committee discussion in which it emerged that reinstallation work was becoming a considerable burden John S proposed the following
motion seconded by Tony Calenti.
Motion: That CVI charges a $22.00 reinstallation fee for computers returned by clients requiring or needing this service for any reason.

4.1.c Two week refund period (Kylie/all). CVI passed the following motion: That pending legal obligations CVI implements a two week money back policy on computers it provides to its clients, if the hardware CVI supplied is found to be faulty. Proposed by Rob Brittain and seconded by Kylie Davies. Carried with one dissenter. Note that the current repair warranty period is unaffected by this motion.
Con Validas proposed an alternative motion as follows: That if a system is returned with faulty hardware, and the PC is still sealed and no modifications have been made, then CVI will exchange the system for an equivalent one within the three month warranty period. No refund of monies will be allowed. This motion was not voted on.

The legal issues that may affect these policies will have to be investigated with The Office of Fair Trading. Rob volunteered to follow up.

4.1.d Sealed box (John/all). Because of the number of computer system returns due to clients tampering with hardware the following motion was passed.

That CVI will seal all its computers (with stickers or paint on screws etc) and that if the computer is returned with tampered seals or obvious internal hardware modifications (not carried out by CVI) the warranty will be voided. Proposed by John Simpson and seconded by Rob Brittain.

4.1.e Volunteer commitments (John/all).

To improve on the value that volunteers provide to CVI and vice versa the committee proposes that more stringent volunteer guidelines be implemented. This can be achieved by making volunteers explicitly aware of their obligations and benefits of volunteering at CVI. Volunteers need to commit to set times and set tasks to be accomplished within those time frames. If a volunteer has made a commitment but cannot attend at that time they need to let CVI know that they intend to be absent unless of course they are involved in a situation that precludes their ability to immediately inform CVI of their inabilty to attend their volunteer session (eg car accident etc). The committee feeling is that a commitment of at least a 5 hr shift per fortnight is a reasonable time for a volunteer to commit to including a 30 minute lunch break. Longer commitments are acceptable and correspondingly an extra one or two short breaks or a longer lunch break up to one hour is acceptable. These times meet the OHS requirements for breaks. People using computers continuously for one hour periods are required to take a 5-10minute break per hour. Volunteers should start their shifts on time to ensure minimal disruption to the work of other volunteers. Volunteers are expected to do a reasonable amount of work, and preferably, barring unforeseen complications, completing the task/s they have been assigned within their shift. Volunteers should also leave their work areas clean and tidy with all tools used returned to their usual locations and any power outlets used to be turned off. Rubbish should be placed in the appropriate bins and the area vacuumed if necessary. Any equipment that needs to be left running till the next day needs to be clearly labeled and other people kept informed to ensure the equipment is not turned off.

To achieve the above a new policy document needs to be written redefining the volunteering guidelines at CVI that will include expectations plus bonuses.

4.2 Auditors Report Update (John).

The auditor found that all the documents and practices at CVI are OK but he had some queries as follows:
a) What is the correct name of the organisation.
b) The names and positions of the management committee.
c) He suggested that the banking requirements as set out in the constitution be altered to reflect current practice.

In order to implement this suggestion the committee approved holding a special general meeting, requiring 21 days prior notice of the motions to be voted on, be held next month. Also, as only financial members can vote at meetings, a reminder needs to be posted to the list re membership renewals.

d) Regarding WFD funding the auditor would like to know if CVI is aware of situations that might arise that would require CVI to refund WFD monies, as these are paid in advance.
e) The auditor also changed the layout of the statement of receipts and payments to make it more informative.
f) The auditor also suggested that cash reconciliation takes place at the end of each days trading and that receipts be reconciled with money on hand. He also suggested this should be done by two people to double check the count.

The committee thanked Frank (the auditor) and John for arranging the audit to take place.

4.3 Linux Conf Au Trip (Jan and Kylie)

Kylie and Jan went to the conference held in Sydney. Kylie reported that she had a great time but found many males were not approachable and acted in an elitist manner. Even though there was a higher number of females at the conference then ever before it was still not as welcoming for female attendees. KD suggested that a special target for the Melbourne conference should be to make females more welcome. Kylie also mentioned the INGOTs – International Grades in Office Technology – as a great new learning certification for non technical computer users.

5 Reports

5.1 State Coordinators report/WFD Report (KD). (link)
5.2 Treasurers report (JS/KD) See above.
5.3 Projects (RB) Barry has completed a Distro testing guide of around 12 pages including an index.
5.4 User Support (Jsimpson) See email.
5.5 Donations report (RB) no report
5.6 Documentation and websites report (Jsmith) (link)
5.7 Internal systems report (JG) Two old servers were replaced with newer ones. We also have a new file server which uses slightly less power than its predecessor.
5.8 Database report (???)+
5.9 Technical Coordinators report (Jsimpson) See email

6. Other Business

None

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 8.28pm