October Cai-Vic Minutes 2004
Minutes of the Computebank Victorian Branch meeting held on the 27th October 2004 at 92 Rosslyn Street, West Melbourne. 3003.
TIME STARTED 7.54pm
Present: Tony Calenti (AJC), Kylie Davies (KD), Con Validas (CV), Rob Britain (RB), Simeon Scot (SS), Greg Follett (GF), Julien Goodwin (JG),. Chair: Kylie Davies Minutes: Tony Calenti Apologise: Jan Smith (JS), Vic Koci (VK), Ed Chan (EC).
1. Introductions:
2. Confirmation of previous minutes: The minutes of the previous meeting were approved with one exception by RB. Second sentence at item 5.2 which reads “RB volunteered to do books but we really need a book keeper to do this.” is deleted. Minutes to be amended without this sentence.
3.Matters arising: 3.1 Incorporation: Statement of purpose and incorporation will be further explored with solicitors and other agents after the CAI AGM. Instead of incorporation the possibility of simply voting on a name change back to Computerbank Victoria is also being explored. When the picture is clarified the information will be made available to members and eventually a vote at a special general meeting will be taken. KD, CV, RB & JG took part in this discussion.
An emphasis on our training role for incorporation purposes is also receiving attention by CV in order to qualify for DGRS (deductible gift recipient status).
3.2 Financial affairs KD states that RB's contact -Norm- agreed to do the Victorian branch books and these have been done outstandingly. Thank you to Rob and Norm. Norm will be asked if he is willing to do the CAI books as well. KD also states we have discovered discrepancies in our BAS statements in our favour so we need to resubmit these to get a reimbursement.
3.3Electrical testing/training funding. Email posted by RB as follows: "I've had a quote of $220 for RMIT tag & test course and the author of there course recommends testing gear from Emona http://www.emona.com.au/Prices/Section 17 ASNZ3760 Testing & Tagging.pdf. So list price would be $1000 most elec wholesalers carry this gear it seems. It is important whatever gear we have has earth leakage ability since we need to turn equip on these days to check it. Sorry it took so long to reply. Regards Rob B"
KD: Adam drafted a letter to send to electrical suppliers in order to obtain equipment at a discounted price. RB- volunteers to draw up a list of electrical equipment wholesalers to whom the letter can be sent. SS volunteers to explore possibility of doing the Testing and Tagging course and RB will provide him with the application forms and information about the course.
KD-Stickers for recipient computers have still not been produced and appear to have been left off the agenda. We still need warning stickers and the appropriate wording printed on them. Discussion ensued for a few minutes re this problem by KD, RB, JG, GF & CV. GF to find out the appropriate wording required to be printed on the stickers. Stickers with appropriate wording to be ready for next Saturday's (29th Oct) recipient computers.
3.4 Deductible Gift Recipient Status Covered in Item 3.1
3.5 Volunteer management/recruitment KD replies to agenda question re this item: “Yes. We have a great new web page. We have a great new admin person who helps on Thursday and Friday. “
SS has put an advertisement on the CBV website. He has produced some leaflets but needs better ones. JG asks if anyone has looked at the Web site govolunteer.com. KD replies that it is not a good idea to advertise on such Web sites as we don't want to be flooded with volunteer applications. This is why we are using a more targeted advertising approach to ensure we get volunteers who are immediately useful. Lex is helping to cover the admin on Thurs & Frid as well as reception duties, so we aren't desperate at the moment for more admin volunteers. SS as vol coord needs to know a) what people who are volunteering are doing and b) what is not being done and needs to be done. Needs to set up something to keep track of these things. SS thinks we still need new volunteers but we also need people who are willing to train these newcomers. So we need to be on the lookout for trainers as well. SS:”This is a chicken and egg situation.” Minute Sec interprets - We need new people who don't need much training who can then induct new people who need more training.
RB states that we will still need to induct any new people for at least 2 months before they can start training other people. SS is worried that CBV won't continue to function very well if we cut down on our volunteer recruiting. GF replies with correction re current CBV policy on recruitment which is that we do want new volunteers but that these new volunteers must have targeted skills as specified in our advertisements. KD gives example of Stephan. Also our targeting of older volunteers is proving very successful. CV asks “What is community jobs program?” KD replies Community Jobs Program is a State run program which aims to train a group of 14-15 people to work towards a project that eventually becomes self funding. Follow-up on community jobs program Victoria (applications and when they close). SS: So after above discussion he will re-examine Web advert and tweak it along the lines discussed above.
KD: So yes target admin people currently required. KD asks “As far as admin people on Saturdays goes, do we need more people to help on this training day?” CV replies in the affirmative as only a few people are really helping out and more helpers would take the pressure off . Also we need to have some jobs that front of house volunteers can do because it can be a bit quiet at times. Something like data entry/admin/reception/ receiving donations type role. CV wants to see technical volunteers like Stephan involved in tweaking system requirements like software issues that could be improved. A thing like when you launch your browser and you are not connected to the Internet you get a message telling you that you need to make the connection rather than just sitting there unconnected. KD: Coding focussed projects could also be advertised by SS as part of his volunteer recruitment function. To this end KD suggests SS look at the Freegeaks web site. RB Says we have an internal communications problem with respect to computer problems that occur at CBV and require a solution. We need a book for people to enter problems that arise. KD: Well we need someone to organise this book. RB volunteers to organise books. One for problems that require immediate solution, one for a wish list of improvements and one for donations. SS asks “Who will send him coding tasks required to be advertised? RB replies People can use wish list book and SS can check this book or we can discuss these projects first at the committee meeting. JG Points out that problems pertaining to his area of responsibility need to be communicated to him and he will be happy to address them. The trouble is this has not been happening lately and he only finds out much later that a problem has been festering when he could have solved it much sooner.
3.6 Sale of Equipment RB: How does he work out prices to charge for equipment? KD suggests Ebay. AJC suggests Computer trader. JG points out that these methods can be flawed. RB: What about the HP servers we have they are not useful for our use so what do we do with them? KD suggests we list them on Ebay. RB states he does not have time to set up Ebay advert. RB: This might be a good job for a new volunteer. We could give them a percentage of the selling price they achieve. GF: As long as the items have been vetted for reasonable sale prices. Discussion ensued re what will be sold on Ebay and/or web site and who will organise the setting up of the adverts on Ebay , packaging and posting etc. GF will organise the selling of equipment on Ebay for the next month and RB will provide information on what is to be sold and the details about each item plus photos.
3.8 Marist School for special kids Email by KD: “This is going ahead. It starts this Wednesday. We are delivering sessions over 6 weeks (classes go for approx 1hr and 30mins). The school will be charged at $35 per hour. Greg has volunteered to deliver the hardware part, and I have volunteered to do the software part (this means all funds received will go back to CBV). The students will take a 20minute tour of CBV as part of the sessions. Five (poss 6) students will participate in the class, all will take home the computer that they work with (includes CDROM/sound at no charge). Computerbank will also provide certificates for the students. An outline is available by request (too big to send on list). “
GF replies at meeting re the problems encountered in teaching these kids who have enormous learning difficulties. However, project is progressing well and all involved are happy. KD An addition to the current training regimen will be a visit by 6 of these kids to computerbank.
4. Agenda Items
4.1 Job descriptions KD replies: Have some job descriptions but not on website.. A new WFD project has been initiated to gather information about what people do at computerbank and once this information has been gathered more complete job descriptions can be written up.
4.2Electricity Consumption New lead setup now allows better control of electricity use plus turning off monitors that are not being used, by switching power off at the switch.
4.3Ananda Marga Universal Relief Team (AMURT) PNG request for PCs. See KD email 9-10-04 to CAI-Vic list. Project to supply computers is approved to go ahead. RB asks if more feedback could be obtained re the result of such projects. KD Discusses project management re setting time lines and ensuring project is up to date plus liaising with all parties concerned in project. John S to be approached re project management.
4.4Xmas/New year break and training days left until the end of the year. Discussion ensued re WFD participants to enable them to have an earlier break rather than working right up to Christmas eve. Suggestion is WFD people come in on the Monday and Tuesday of the Weeks before Xmas and New Year break or the week after New year. All this will be discussed with WFD participants first.
Training days available up to the Xmas break are 6th, 20th, 27th November (no training on AGM Sat ie, 13th November), 4th and 11th of December.
4.5 CBV end of year Xmas party The usual WFD barbecue in the park will be held in a local park nearby rather than the Flagstaff Gardens. For volunteers CBV will pay for a soup dish at a restaurant on the 21st of December. See CBV web site and list for details.
5. Reports
5.1 State Coordinators report (KD) See KD's report emailed to the list.
5.2 Treasurers report - none. We do not have a treasurer at the present time. But as discussed in Matters arising item 3.2 the finances are in hand and a treasurer may soon be appointed.
5.3 Projects (RB) RB: Several projects are under way eg Eds firewall. Barry has been working on Samba. A new distribution UBUNTU is being looked which could prove to be better for our recipients than the current distribution of Knoppix. KD: Scripts for automating tasks like adding user permissions have also been developed for the current distro. KD: Would like to see Gnome added to training room machines. CV: Thin clients network will be able to be backed up using the cloning process.
5.4 User Support (CV) Internet issues of various sorts arose. KD: One Internet problem was that recipient did not realise that you need to launch a browser after logging on to the Internet. Other problems have occurred with games as well as open office.
5.5 Donations report (KD & RB) RB: Menco Net Infinity servers received. Schools have also donated PCs such as St Marys and Camelot Rise. 115 PCs will also be received after Cup day.
5.6 Documentation report (JS) See list posting by JS. Extra special thanks to Jan for her work on the web sites.
5.7 Internal systems report (JG) Servers moved and main server migration completed. New server class PCs will be used to replace other servers. A backup server system will also be put in place.
EX email from JG to the list on 17-11-04 [Whilst it has only been a month since the last migration we're already working on the next one and have hit a milestone today, "rasterman" the old apt cache has been shut down, "omnidimensional" a new do-everything box is taking over its duties.
The next bot to be replaced by omnidimensional is "omnibus" the old backup and install server. .......... Files in the /debian tree will be migrated to omnidimesional but nothing else will.]
An aside -- Julien is impressed with Ubuntu and supports further testing of this distribution with a view to using it on recipient systems.
Again JG emphasises the need to keep him informed of server problems as they arise. LDAP server replicated so rusty server has a backup. JG requests that now that migration is basically complete that everyone who has requested his help for various projects email him again with their requests. KD requests that backup and maintenance procedures for servers be documented. 5.8 Database report (OC) Owen is progressing nicely with this work. 5.9 Work For The Dole report (KD) Included in State coordinators report posted to the list
5.10 Technical Coordinators report (EC) See report posted to the list. KD: Due to the cloning process being a little monotonous to give WFD people something more challenging to do a PC building stream has also been initiated.
6. Other Business
6.1Photocopying Documents at call have moved so our source of inexpensive photocopying may have been lost. They have moved to Park St. in Footscray. Kylie to go to their new offices and present them with a thank you gift and if the opportunity arises ask if our previous relationship can be resumed. If our relationship with DOC cannot be continued we face increased, prohibitive photocopying costs. This may result in having to charge a fee for the training manual.
6.2Search for new premises Landlord has died and our premise will be sold and it appears we will have to move. We will only have one months notice to move out as we are currently only on a month to month lease. This presents us with an opportunity to move to better premises and review many of our systems and future goals. The upshot of this is that we all need to search for a new building.
6.3Miscellaneous Due to our need to move out of our current building premises the desired electrical work requiring hiring of an electrician is cancelled. KD thanks Rob re the work he has done re the rejigging of our electrical setup. KD thanks Tony re coordinating training. GF: says something about emailing the application for computer form out to ??????? KD: With $10.00 admin fee re recipients we will call this a $10.00 deposit as an admin fee attracts GST and since fee is refundable if extras to PC are not required.
Next meeting to be held Thursday 25th November at 7.30pm.
Meeting closed at 10.00pm.
