Greenbelt Internet Access Cooperative

Monthly Board Meeting – September 8, 2005

Conference Room, Greenbelt Police Station

D R A F T

M E E T I N G   M I N U T E S

 

DIRECTORS:   Phil Brandis, Mary Camp (left ~7:40), Ed James (left ~7:10), Neil McLeod (Absent: Anne Andersen, Peggy Bates [scheduled vacation])

OFFICERS:     (Absent: Terry Henderson)

 

=== PRELIMINARIES ===

 

1.      Meeting called to order at 7:00pm. (Neil McLeod) [no quorum]

a.      Recording secretary:  Neil McLeod

b.      Anne Andersen sent no word regarding her ongoing absentee status.

c.      Ed James departed to attend a GHI meeting.

d.      Mary Camp dropped off a supply of membership kits, answered some of Neil’s questions, talked with Neil and Phil for a while, and then departed.

e.      Phil Brandis and Neil McLeod (with the regular hardcopy reports in hand for everyone) were on time and ready to do business.

 

[Principals -- Even though there was no official September board meeting, I have taken the liberty of reporting many of my own completed tasks in these “pseudo-minutes” to avoid overburdening the October minutes.  –Neil]

 

=== MONTHLY REPORTS ===

 

2.      Secretary (Neil McLeod) [Terry absent]

a.      Approval of meeting minutes

MONTHLY MEETINGS

1)     August 11 meeting – Final minutes approved September 3

·         Minutes of the Monthly Board Meeting – August 11, 2005

·         Web Ballot D-050825

2)     July 14 meeting – Final minutes approved August 20

·         Minutes of the Monthly Board Meeting – July 14, 2005

·         Web Ballot D-050808

3)     Meetings Feb/Mar/Apr/May 2005 – Final minutes approved August 20

·         Minutes of the Monthly Board Meeting – May 12, 2005

·         Minutes of the Monthly Board Meeting – April 14, 2005

·         Minutes of the Monthly Board Meeting – March 10, 2005

·         Minutes of the Monthly Board Meeting – February 10, 2005

·         Web Ballot D-050810

4)     Six meetings 2000-2003 – Final minutes approved August 27

·         Web Ballot D-050820

5)     Fourteen meetings 1999-2003 not submitted – Neil and Terry will inquire

ANNUAL MEETINGS

6)     Meetings June 7, 2005, not submitted – Neil and Terry will inquire

7)     Meetings 2004/2002/2001 not submitted – Neil and Terry will inquire

8)     Membership meeting 2000 – Input needed from Peggy

9)     Board meeting 2000 - Final minutes approved August 27

·         Web Ballot D-050820

b.      Old action items

1)     Take ownership of Secretary's webpages. – Request withdrawn / Closed

2)     Submit Secretary’s 2005 Annual Meeting notes [sign-up sheet (Ed), ballot summary (Peggy/Ed), membership meeting minutes, board meeting minutes].

·         Ed has no annual meeting documents. – Peggy?

·         Mary recorded no annual meeting minutes. – Closed

3)     All other items carried over

 

3.      Treasurer [absent]

Old action items

1)     Take ownership of Treasurer's webpages. – Request withdrawn / Closed

2)     All other items carried over

 

4.      Vice President [absent]

Old action items

1)     Take ownership of Vice President's webpages. – Request withdrawn / Closed

2)     Submit Vice President’s 2005 Annual Meeting notes [classes, activities].

·         Mary previously sent her annual membership meeting minutes to Neil. – Neil will look again

3)     All other items carried over

 

5.      President (Any Directors) [acting]

Old action items

1)     Take ownership of President's webpages. – Request withdrawn / Closed

2)     Recruiting for principals and committees. (Neil) - Ongoing

·         Invited - Jeff Travis

3)     All other items carried over

 

6.      System Administrator (Neil McLeod) [Peggy absent]

a.      Technical support activity report (Duty Directors)

1)     Bill Wilkerson (Neil)

·         Diagnosed hoax messages received from ‘admin@greenbelt.com’, et al.

2)     Heather Peterson (Neil)

·         Cleared duplicate messages from clogged mailbox; adjusted auto-forward configuration.

3)     Steve Nunes (Neil)

·         Unclogged abandoned mailbox; Steve will not respond.

4)     Dianne Wilkerson (Neil)

·         House call to resolve Outlook Express dialing issue.

5)     Penha Carvalho (Neil)

·         Obtained and delivered free 56K modem for Mrs. Carvalho from FreeCycleGreenbelt.

·         Resolved mailspace utilization discrepancy (CP < webmail).

6)     Mary Camp (Neil)

·         Resolved system clock error on mail server.

·         Researched mailspace utilization discrepancy (CP > webmail).

7)     Jim Bates (Peggy & Neil)

·         House call to help configure wireless router with Verizon DSL service.

8)     Dorian Winterfeld (Neil)

·         Researched e-mail password discrepancy between CP and SQWebMail tools.

9)     Susan Taylor (Neil)

·         Developed procedures to coordinate configuration changes between SysMan and mailing list subscribers (of which Susan is the first).

10) Greenbelt News Review (Neil)

·         Helped resolve SpamAssassin conflict between VR and SpamCop.

b.      Old action items

1)     Take ownership of SysMan's webpages. – Request withdrawn / Closed

2)     Verify tools for managing user mailspace. (Neil)

·         Problem resolved – Mail quota message forwarding no longer required / Closed

3)     Implement nonprofit hosting program. – Referred to Legal Committee for completion

4)     All other items carried over

c.      New action items

1)     Online Registration captured one new account (Bauman).

2)     Conducted e-mail survey to identify operating system(s) being used by each subscriber -- not even all Principals responded, much less most Members.  L

 

7.      Webmaster (Neil McLeod)

Old action items

1)     Take ownership of WebMan's webpages. – Request withdrawn / Closed

2)     All other items carried over

 

8.      Director (Ed James) [absent]

All items carried over

 

9.      Director (Anne Andersen) [absent]

a.      Old action items

Develop neighborhood webpages.

·         Get link from Neil listing neighborhoods. - Closed

·         Meet with Neil re Community Website standards. - Closed

·         Solicit content for neighborhood webpages. - Closed

·         Identify photographs needed / inform Neil. – Closed

·         [All items above closed in favor of agreement with Neil to provide initial guidance by e-mail, which Neil will do only if Anne shows some evidence of participating.]

b.      New action items

Find or establish a location for online access ASAP, in order to stay in the communications loop with Directors and to pursue your Director project.  Otherwise, resign the Director seat (per GIAC Bylaws).

 

10.  Director (Phil Brandis)

All items carried over

 

11.  Audit Committee (Mary Camp) [acting] [absent]

All items carried over

 

12.  ISP Committee (Neil McLeod) [acting]

Old action items

1)     Develop and propose new service offerings.

·         IKANO DSL pending action by Peggy.

2)     Propose rate reduction for first mailboxes and auto-forwards. - Done

·         Proposal approved September 3. 

·         Web Ballot D-050827

·         Website service rate schedule updated and notification sent to News Review and to GIAC Members & Friends mailing lists on September 5.

 

13.  Legal Committee (Neil McLeod) [acting]

a.      Old action items

1)     Committee Meeting:  1:00pm, Wednesday, August 17, at Neil’s. - Done

2)     Committee Meeting:  1:00pm, Wednesday, August 31, at Neil’s. - Done

3)     Review and update legal documents. – Ongoing

4)     Review contents of Legal Committee folder. – In progress

5)     Complete Registered Office and Resident Agent change forms.

·         Forms completed but not signed – will be prepared again for signature at October 13 Board meeting.

6)     Finalize Articles update proposal to Members.

·         Ballot submitted to Members September 8 (voting deadline October 8). 

·         Web Ballot M-050908

·         If approved, amended Articles will be prepared for signature at October 13 Board meeting.

7)     Complete Articles filing to Maryland.

8)     Finalize Bylaws update proposals to Members.

9)     Compete IRS tax-exempt application (Form 1023).

10) Implement nonprofit hosting program.

·         Draft an “invitation” form letter for candidate nonprofit organizations.

·         Per agreement with Peggy, qualifying documents of hosted nonprofits will be bound in report covers and stored in GIAC’s fireproof cabinet.

b.      New action items

1)     Committee Meeting:  1:00pm, Wednesday, September 14, at Neil’s.

2)     Committee Meeting:  1:00pm, Wednesday, September 28, at Neil’s.

 

14.  Membership Committee (Neil McLeod) [acting]

a.      Old action items

All items carried over

b.      New action items

1)     Invite all GIAC Members and Friends to visit the GIAC Information Table on September 3. (Neil) – Done

2)     Devise a wind-resistant suspension system for GIAC Banner at Information Day table. (Neil) - Done

 

=== OLD BUSINESS ===

 

15.  Review Labor Day Festival (lessons learned).

Carried over

 

16.  Discuss IKANO DSL service.

Carried over

 

=== NEW BUSINESS ===

 

17.  Additions to Agenda - None

 

=== CONCLUSION ===

 

18.  Voice Mail Roster           (GIAC e-mail monitored daily by Ed James & Neil McLeod)

Sep 04 - Sep 10   Mary Camp

Sep 11 - Sep 17   Ed James (sub for Peggy)

Sep 18 – Sep 25   Neil McLeod

Sep 26 – Oct 01   Phil Brandis

Oct 02 – Oct 08   Anne Andersen

Oct 09 – Oct 15   Ed James

 

19.  Scheduled Meetings

·         Audit Committee:  Carried over

·         Legal Committee:  1:00pm, Wednesday, September 14, at Neil’s

·         Legal Committee:  1:00pm, Wednesday, September 28, at Neil’s

·         Secretary Orientation:  Carried over

·         Webmaster Orientation:  Cancelled

·         Monthly Meeting:  7:00pm, Thursday, October 13, at Greenbelt Police Station

·         Minutes of the Monthly Board Meeting – October 13, 2005

 

20.  Meeting adjourned at ~7:50pm.

 

 

- 09/10/05 Posted by Neil McLeod