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Bobby Approved (v 3.2)
blank Terms of Service, Other Policies, and
Copyright ©2000-2004
Online Policy Group, Inc.

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Online Policy Group Board Meeting of December 20, 2003

Open to the public, San Francisco, 12:00 PM Pacific Time, December 20, 2003

Please email board@onlinepolicy.org for specific location if you wish to attend.

Board Meeting Action Item Summary

Now located at http://onlinepolicy.org/wiki/index.php?OPG%20Board

Upon formation of Operations Advisory Committee, many of the action items previously discussed by the Board moved to the committee instead. You can see those action items at http://onlinepolicy.org/wiki/index.php?OPG%20Operations%20Advisory%20Committee

Board Meeting Agenda

1. Welcome

2. Approve Agenda

3. Board Responsibilities

4. Review Action Items

5. Financial Report

- Status: Month, Quarter, Fiscal Year to Date

- Forecast: Upcoming revenue and expenses

- Donor thank you notes

- 990 and 199 Filing

- Bank and brokerage account

- Grant proposals

- Fundraising strategy brainstorm

- Board fundraising commitments

6. Services

- Online Services: Email list hosting, Website hosting, Domain registrations, Colocation services

- Other Services: Educational Training, Technical Consulting, including SF LGBT Community Center CyberCenter

- Support: Task Manager, Upgrades, Redundancy

- Calliope (Online Community Forum)

- New services

7. Research

- Overall: need to recruit volunteers/interns and prioritize projects

- OSPA

- School & Library

- Online oddities & atrocities museum

8. Outreach

- Website status

- Materials: Logo design, website design, business cards, letterhead, brochure, reply card, office sign

- Schwag: T-shirts, stickers, etc.

- Events

9. Action

- Action alert updates

- Legislative and policymaking updates

10. Network

- Web and email list hosting excellent way to expand networking

- Networking brainstorm

- Tech Fed

11. Media

- Media coverage

12. Office Space

- EFF

- LGBT Community Center

12. Legal

- Representation

- Terms of Service Policy

- Privacy Policy

- Event Liability

13. Human Resources

- Board, advisory board, and committee recruitment

- Volunteer recruitment (regular weekly project meetings)

- Intern recruitment

14. Vacation and travel schedules

15. Public Comment Period

16. Next meeting(s):

- 12 noon, Saturday, December 6, 2003

- 12 noon, Saturday, March 6, 2004

- 12 noon, Saturday, June 5, 2004

- 12 noon, Saturday, September 4, 2004

-end-

Board Meeting Minutes

1. Welcome

Attending: Will Doherty (Director), Roger Klorese (Director, by phone), Art McGee (Board Candidate), Theeba Soundararajan (Director), Susan Tenby (Director), David Weekly (Director)

2. Approve Agenda

Motion to approve, seconded, and approved unanimously.

3. Board Responsibilities

Discussed overview of board responsibilities.

4. Review Action Items

Reviewed and updated action items.

5. Financial Report

- Status: Month, Quarter, Fiscal Year to Date

Will provided report. Covered July 1 - December 20, 2003 and last fiscal year.

- Forecast: Upcoming revenue and expenses

- Donor thank you notes

Action Item: Will to catch up on backlog of thank you notes.

- 990 and 199 Filing

First year the feds and state require OPG to file by October 15, 2003, although OPG filed last year anyway with documents appearing on the OPG website. Took extension and filing before Dec. 24, 2003.

- Bank and brokerage account

Brokerage account recovering. Cash position ok.

- Grant proposals

Proposals refused by foundations.

Action Item: Susan and Theeba to meet with Will and Sharon to kickoff development efforts

- Fundraising strategy brainstorm

David mentioned that CCCP will do another fundraiser at CodeCon this year. Susan suggested a raffle. Will mentioned an auction would not require understanding raffle regulations in this state.

Action Item Will: Check out Groundspring and other online mechanisms as a donation vehicle.

Theeba and Susan suggested improving wording of thank you at time of subscription to email lists or receiving other services.

Action Item Roger: Put "hosted by OPG" message on "coming soon" page for new websites.

Action Item Will: Set up website resource for client who want promote OPG on their email list or website.

Action Item David: suggested house parties. Will said he could do one too.

Action Item Will: Susan suggested the Sisters of Perpetual Indulgence doing a Ba Da Bingo event to give proceeds to OPG/QueerNet.

- Board fundraising commitments

Susan volunteered to work with the grant writer intern to give more continuity to fundraising efforts.

Action Item: Susan will sign OPG up for car donation program as long as there is no cost to OPG in funds or effort.

6. Services

- Online Services: Email, Email list hosting, Website hosting, Domain registrations, Colocation services

92,524 subscribers on 896 email lists with 59 domains. Recently added UC Campus Grad School Unions. About 250 websites on about 316 domains.

120 colo clients in Fremont and 5 in Seattle. Seeking ISPs in Seattle and Washington, DC. Shinn brothers are coordinating DC effort with about 10 potential clients already there.

Theeba mentioned getting lots of good feedback from DRUM and other clients.

Action item Will: Add "where did you hear about us?" item to service request forms. (Done)

Action item Roger: Set up email quotas. (1x renew)

Action Item David: add Roger to colo ops email list. (Done)

Action Item Roger: get OPG server racked and labeled properly at colo. (Done)

- Other Services: Educational Training, Technical Consulting, including SF LGBT Community Center CyberCenter

Will read Mitch's report on training, consulting, and computer refurbishing

Mitch will do presentation to Compumentor staff and Bay Area Tech Soup members.

Action Item Will: Remind Mitch to prep board report each meeting (Done)

- Support: Task Manager, Upgrades, Redundancy

Action Item Will: Create a sccp colo queue (Done by David)

Action Item David: Transfer sccp requests from cccp to sccp queue (Done)

Action Item: David to give Roger account on server1.communitycolo.net

Ops advisory committee has come up with ideas on how to improve operational security and prevent downtime. David feels we are between 99.0 and 99.9% uptime, but we can improve to 99.999% uptime.

- Calliope (Online Community Forum)

We need Java programmers for the project. Discussed whether or not to continue the project and decided to continue on for now and have further discussion about evolution of the project.

Action Item: Will to send Susan a volunteer description for Java programmers for Calliope. (1x renew)

- New services

Will reported on The Voting Place project for coalition voting. New volunteer working on it.

7. Research

- Overall: need to recruit volunteers/interns and prioritize projects

- OSPA

- School & Library

- Online oddities & atrocities museum

Action Item: Roger to identify groups for outreach on collaborative research.

Action Item: Will to write description of potential research collaboration.

Theeba mentioned that Third World Majority has been working with EFF and other organizations on a project called CointelNow to develop strategies and tools for activist organizations to improve security, especially in response to certain incidents.

Will and Theeba discussed how OPG clients could benefit from the existing work on the project and to assist OPG clients.

David talked about training organizations on basic principles of information security.

Susan suggested republishing nonprofit technology security information published originally on Compumentor.org.

Theeba gave more background on the project and asked for ways that OPG could help on the technical aspects of the project. Susan suggested that OPG probably doesn't have the bandwidth to pursue the project in a major way right now and Will said perhaps OPG could participate in a big way in the second round of the project. The board agreed we could participate with occasional consultations in the meantime as needed. A website is under development at cointelnow.org

8. Outreach

- Website status

Action Item: Susan, Art, Will, Theeba, Roger to form website redesign committee (Done)

- Materials: Logo design, website design, business cards, letterhead, brochure, reply card, office sign

Susan reported on website design progress. The first volunteer didn't deliver so Susan set up a meeting between Will and Mitch and herself regarding potential changes to the website. Then, Susan set up a preliminary meeting with a potential website design firm which happened yesterday, including a basic website mockup. So far, Susan and Will are reasonably impressed. Next step is for the firm to provide several mockups in the next phase.

David reported about another website firm that generated a mockup for an OPG site, the same firm that created a mockup for the CCCP site. David explained that he is moving forward with that company on a CCCP site.

Action Item: David to put Susan directly in contact with the firm with whom he's connected.

Roger feels the OPG site look and feel is off-putting. Some things are not easily navigable.

Having another web design meeting prior to any further vendor meetings.

Action Item Will: Give Theeba online version of brochure. (Done)

- Schwag: T-shirts, stickers, etc.

- Events

See CodeCon discussion under fundraising. 9. Action

- Action alert updates

Discussed alerts OPG is considering. Will provided update on MSN Groups. Discussed why we haven't done AOL and Yahoo action alerts.

Roger prepping an AOL alert.

Action Item: Susan to email Will documentation of Friendster problem. (Done)

Action Item: Art to email Will article on Friendster problem. (Done)

- Legislative and policymaking updates

10. Network

- Web and email list hosting excellent way to expand networking

Mitch doing event at Compumentor (see above).

Art mentioned ovation OPG received for Diebold lawsuit at National Media Reform Conference.

- Networking brainstorm

11. Media

- Media coverage

- Media releases

12. Office Space

- EFF

- LGBT Community Center

12. Legal

Summary of OPG's lawsuit against Diebold and potential for legal precedent

Action Item Will: Finalize changes to TOS and send notice to all clients.

13. Human Resources

- Board, advisory board, and committee recruitment

- Volunteer recruitment (regular weekly project meetings)

- Intern recruitment

Action Item Will: Update graphic designer internship description. (renew x1)

14. Vacation and travel schedules

Susan out of town from Dec 27 - Jan 6 and then week of February 6 and 13 for Go Go's tour!

David out of town from Dec 21-28 and Hawaii sometime in March.

Theeba in San Francisco Bay Area until January 9. Theeba will go to World Social Forum in January 9 - 28, then back to NYC.

Will in Mexico from Dec 24 - Jan 12 and rural Oregon from Feb 12 - 16.

15. Public Comment Period

No members of the public attending.

16. Next meeting(s):

- 12 noon, Saturday, March 6, 2004

- 12 noon, Saturday, June 5, 2004

- 12 noon, Saturday, September 4, 2004

- 12 noon, Saturday, December 4, 2004

-end-

Vision Staff Articles of Incorporation
Mission Boards / Committees Bylaws
Events / Accomplishments Volunteers / Interns Policies

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