April 2009 minutes

Time/Date/Place: Tuesday 14th April, 2009 at 483 Victoria Street, West Melbourne. Meeting opened at 6.02pm.

Present: Kylie Davies (chair), Jan Smith, Allan Cooke, Tony Calenti, Peter Baker and Richard Marshall. Observing Members: Bill Boledziuk.

Apologies: Jeremy Murphy.

Agenda
1. Welcomes by chair - Kylie Davies.
2. Confirmation of previous minutes:
The previous February 2009 minutes were confirmed with the amendment that removes the apology from PB. Proposer Jan Smith, seconded by Allan Cooke (cwd).
3. Matters arising
3.1 Database update. Have moved from Django to Glom but have some problems with search speeds now. For more see DB report.

3.2 Ubuntu distro update. Shipping but still making minor changes as issues arise.

3.3 Painting of CVI premises, progress report. Richard M volunteered to paint the toilet areas.

3.4 Lease renewal. Awaiting lease renewal contract. Received letter of acceptance of CVI's offer for lease renewal.

3.5 Newsletter for CVI. Still progressing.

3.6 Changing Broadband provider. Still waiting for JG to do this.

3.7 EFTPOS update. Seems to be going well.

3.8 Fire equipment progress report. This has been done and will continue to be done every 6 months, that is , equipment will be checked, tested and updated by Northern Fire Co. RM being the fire warden will ensure this is done.

4. Agenda

4.1 Ratifying Sam and Michael's membership. Allan Cooke proposed that Sam Saadi and Michael Gunter be made members of CVI. Seconded by Peter Baker. CWD.

4.2 WFD update. The new program to replace the current WFD program does not fit in with CVI's requirements. This will result in big changes at CVI after the 1st August 2009. CVI will have a meeting to discuss the WFD situation and how CVI will approach those changes. The proposed meeting time will be the second week of May on a Friday night. Time and date to be confirmed via the list.

4.3 User support. Jan Smith proposed that we set a benchmark for hardware failure returns at a rate of 5% of computers built. Seconded by KD.

4.4 Volunteer policy and code of conduct. Realistic volunteer time commitments will be added to the volunteer policy. CVI expects volunteers to commit to 5hrs per fortnight. This can include external work, warehousing and storage work.

4.5 Employment issues - Fair Work Australia policy. The fair work Australia policy has been in force since 20th March 2008. This requires workplaces to make new employment contracts and submit them to the Workplace Authority. This means CVI will need to submit new contracts to FWA. All CVI employees will need to sign new contracts.

Also KD will have to fix back pay re casual loading which has been at an increased amount since 28th March 2008, that is, up from 17.5% to 20%. KD will also produce updated job descriptions and workout minimum employment hours. KD will also produce a fair employment policy for CVI.

KD proposes that CVI pays the 2.5% difference in casual loading to all CVI employees as required from the 28th March 2008. Seconded by Jan Smith.

4.6 Volunteers play night. CVI will have a trial event in May. The date was fixed as Sunday 3rd May from 2.00pm till mid evening.

5. Reports
5.1 Coordinators report/WFD Report(KD).
5.2 Treasurers report (AC/KD).
5.3 User Support. BK).
5.4 Donations report (KD). See coordinator's report.
5.5 Websites Report (JSm).
5.6 Internal systems report (JG).
5.7 Technical Coordinators report(KD).
5.8 Database Report (JSm)

6. Other Business

7. On Hold
7.1 Awareness documentation, Business cards and new CVI logo (all)
7.2 To be moved to matters arising for the next meeting. DGR and Updating the constitution. This needs to be done to fit in with the ATO guidelines for DGR status and other concessions. Jeremy has volunteered to review and restart (revisit) the DGR issue in collaboration with our advisor Simon Bowden.
7.3 Tony to develop grievances procedure policy.

Meeting closed at 7.25pm.