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June 2009 minutes

Time/Date/Place:

Tuesday 9th June, 2009 at 483 Victoria Street, West Melbourne. Meeting opened at 6.02pm.

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

Agenda

1. Welcomes by chair - Kylie Davies.

2. Confirmation of previous minutes:The previous April 2009 minutes were confirmed. Proposer Richard Marshall, seconded by Jan Smith (cwd).

3. Matters arising

3.1 Lease renewal. Update.  Lease has been renewed.

3.2 Saturday Coordinator role. Review. Feedback. How is it going?  Role needs specific job description.  Role to continue until job description is prepared and then it will be thrown open to an application process.  The meeting decided on the following criteria for the position:

  1. Must be punctual
  2. Run the 12.45 meeting updating volunteers of tasks for the day
  3. Must have an overview of everything happening on the day.
  4. Deal with complaints from clients and volunteers
  5. Oversee the allocation of tasks to volunteers
  6. Check that volunteers can do the task asked of them
  7. Oversee health and safety
  8. Make sure people have a break
  9. Compile a report of the day on the website

3.3 Computerbank Fair Work policy update.  KD advised that some progress had been made and that she had an information page.

3.4 Volunteer policy update. To include a statement about minimum commitment.  This is not being done as of yet, currently not important.

3.5 Brainstorming meeting. Update. Date has been set for Friday June 19th at 6pm.

4. Agenda

4.1 Membership update: Resignations and new members. Jeremy Murphy has resigned.

Kylie Davies proposes that Bill Boledziuk be accepted as a member of CVI. Seconded by Allan Cooke. (CWD).

Kylie Davies proposes that Bill Boledziuk become an ordinary committee member to fill the vacancy left by JM's resignation. Seconded by Jan Smith (CWD).

4.2 Back door lock. Jan Smith proposes that CVI pays for the replacement and installation of a new back door lock. Seconded by Richard Marshall. (CWD). KD to arrange this.

4.3 Setting a regular meeting time. Kylie Davies proposes that CVI has a regular committee meeting on the second Tuesday of every month. Seconded Allan Cooke. (CWD).

4.4 Shop computers and requests for changes to configurations. Kylie Davies proposes that CVI charges a $5.00 fee for installation and reconfiguration when changes are requested by clients buying shop computer systems, exceptions apply. This charge will not apply to upgrades to LCD screen, DVD players and RAM. Seconded Allan Cooke. (CWD). This will be trialled until the next meeting.

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

6.1 Request to supply 30 PCs. Committee decided that CVI was unable to fulfill this request.

6.2 Ebay laptop sales. Two usable Compaq laptops require power supplies and it is uneconomical for CVI to purchase these so laptops could become part of our client stock. In this case Kylie Davies proposes that CVI sell two Compaq P4 laptops without chargers on Ebay. Seconded by Richard Marshall.

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. All relevant documents need to be located.

7.3 Tony to develop grievances procedure policy. Tony to send out email indicating where current draft of grievance policy is located on CVI Web site.

Meeting closed at 7.58pm.

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