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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 Operations Advisory Committee Meeting of August 20, 2003

By phone, 7:00 PM Pacific Time, August 20, 2003

Operations Advisory Committee Meeting Agenda

1. Welcome

2. Approve Agenda

3. Committee Responsibilities

4. Financial Report

- Quick Summary Report

5. Services

- Services:

A. Email

B. Email list hosting

C. Website hosting

D. Domain registrations

E. Colocation services

F. Technical consulting

G. Educational training

H. Computer refurbishing/donation

I. New services

- Infrastructure:

J. Task Manager

K. Upgrades

L. Redundancy and Security

6. Outreach

- Prioritize clients to publicize in media releases

- Prioritize clients to publicize in OPG ENEWS

7. Legal

- Representation

- Terms of Service Policy

- Privacy Policy

8. Human Resources

- Volunteer recruitment (regular weekly project meetings)

- Intern recruitment

9. Vacation and travel schedules

10. Next meeting(s):

- 7:00 pm, Wednesday, September 17, 2003

[OPG Board Meeting
- 12:00 noon, Saturday, September 20, 2003]

- 7:00 pm, Wednesday, October 15, 2003

- 7:00 pm, Wednesday, November 19, 2003

- 7:00 pm, Wednesday, December 17, 2003

-end-

Operations Advisory Committee Meeting Minutes

1. Welcome

Attending: Will Doherty (Board Member), Roger Klorese (Board Member), David Weekly (Board Member)

2. Approve Agenda

Agenda approved.

3. Committee Responsibilities

Attend meetings on time.

4. Financial Report

Will provided brief report. August donations are going reasonably well.

Roger and Will strategized about how to engender a sense of community among the non-CCCP clients.

Network for Good donations came through for April and May 2003, although no longer recommending donations through NFG because commission structure is now higher than PayPal and NFG doesn't offer recurring donations like PayPal does.

Last fiscal year performance ended with a loss of about $5,000 for the year, although some expenses such as PayPal commissions have not yet been figured into the accounts.

Will presented current fiscal year budget which calls for monthly targets of $6,000 in revenue except larger for December 2003 and April 2004. The budget will be proposed to the board at the next board meeting.

6. Online Services

- Services:

A. Email

B. Email list hosting

Action Item: Roger to let Will know where any existing documentation is so we can link to it from the OPG email list tutorial. {Done}

Action Item: Roger and Will to come up with email list categories and a pull-down for those categories on the email list request forms. [4x renew, already done for organizations that have multiple lists]

C. Website hosting

Action Item: Roger to investigate whether OPG can make MoveableType available to clients so they can set up blogs. [Can't have centralized MoveableType install due to licensing issues: "hosting or offering to host" is not allowed. Drupal is an alternative that is centrally installable. Roger will investigate Drupal further, especially implications for Calliope-related functionality. Roger to set up testing of centralized Drupal installation. 3x Renew]

Action Item: Will to document in website tutorial that central script repository exists on webs.onlinepolicy.net [Done, use /cgi-central instead of /cgi-bin for shared scripts]

Action Item: Roger to set up auto-generated email list of website-owners. [Renewed x5, in process.]

CCCP is also doing virtual web hosting, so we discussed how the services could work together. CCCP uses Plesk and now has 22 clients and 109 domains.

Action Item: David to figure out how to gather email addresses for Plesk clients perhaps into vps-owners-* lists.

Action Item: Roger to send update-list-owners script to David.

D. Domain registrations

Action Item: Roger to set up domain-owners-* lists.

Action Item: Will to fix web, email, and email list hosting forms so that domain registration can be requested from those forms. {1x renew}

Action Item: Will to put possibility of using OPG as agent on domain registration form so that clients may stay out of whois database. [4x renew]

E. Colocation services

Action Item: David will set up a verifiable and automatically generated email list of CCCP clients. [Roger sent David instructions about how to automate creation of the email list, 1x renew]

Action Item: David to send Will info on colo equipment needs, specifically a router and any switches and the prices for those if they can be obtained through donations. [Done]

Colo needs: 1U 24- or 48-port switches with at least 100Mbit uplink and 10/100Mbit downlink managed/SNMP capable and any other ISP-related equipment like servers or networking equipment

Colo added seventh cabinet for consolidating large servers.

Roger and David discussed how Roger could help with setup of Seattle colo facility.

Action Item: Roger to either fix problem with PayPal project designations or send Will the documentation on how to do it.

Action Item: Will to contact Roger this weekend about how David can help me get the server.

Will mentioned the donations of 1U and 2U server cases to OPG which can be donated for free to 501c3s and for sale at fair market value to other folks.

F. Technical consulting

Mitch has been doing consulting for various clients and organizing volunteers at the SF LGBT Community Center CyberCenter.

G. Educational training

Possibility of doing trainings at computer classrooms at SF LGBT Center in cooperation with Harvey Milk Academy.

H. Computer refurbishing/donation

Mitch refurbished a second development machine for use on the Calliope project.

He will provide monthly report reports on computer refurbishing.

Action Item: Biella to investigate proposal to Alameda County Recycling Center. [Done, Mitch, Will, and Lucille visited the Center.]

I. New services

- Infrastructure:

J. Task Manager

Action Item: David to verify that RT backups are happening daily. [Mike Shinn will set up RT backups.]

Action Item: Will to add default support queues for email lists, web hosting, and domain registrations. [Will to instead put links to the general support form from each area, 4x renew]

Action Item: Will to set up twice weekly aggregated automated RT email reminders. [5x Renew, requires further research to find existing perl code, so Will will check with rt-users list]

K. Upgrades

Consider RT upgrade after verifying EFF install of new version of RT works.

L. Redundancy and Security

Action Item: Roger and David W. to do a written redundancy plan including mail server (MX2), local backups, remote backups, spam block recovery, web server failover, crash notification, DNS redundancy, and get in touch with Micah of Tech Fed. [2x Renew, Update: just need to set up disk-to-disk backups at HE without MX2 or remote backups, but still considering spam block redundancy, web server failover, crash notification, DDOS recovery, and DNS redundancy.]

Action Item: David to inform CCCP ops team of wiki on redundancy and security.

People in charge of mail transfer agents should watch out and take measures to prevent transmission of email viruses.

6. Outreach

- Prioritize clients to publicize in media releases

- Prioritize clients to publicize in OPG ENEWS

Colo clients highlighted this month:

  • Coop Labs at cooplabs.com
  • drivearoundtheworld.com
  • Alliance of Technology and Women, atwinternational.org

7. Legal

- Representation

Our attorney got a job at Google and is referring us to new attorney for pro bono work.

- Terms of Service Policy

Need to make sure our warranty also covers refurbished computer donations.

Action Item: Will to ping new attorney about warranty update.

- Privacy Policy

8. Human Resources

- Volunteer recruitment (regular weekly project meetings)

Volunteer participation has been growing on the Calliope project and the Advanced Poll project.

Action Item: Biella to request creation of volunteers-remote@lists.onlinepolicy.org [Done]

- Intern recruitment

Sabrina is helping with OPG intern recruitment by posting ad to craigslist.

9. Vacation and travel schedules

- Will in Seattle August 27 - September 3

- David in Seattle August 22-24

- Roger in San Francisco August 22-24 and in Olympia, WA, on September 5-7

10. Next meeting(s):

- 7:00 pm, Wednesday, September 17, 2003

[OPG Board Meeting
- 12:00 noon, Saturday, September 20, 2003]

- 7:00 pm, Wednesday, October 15, 2003

- 7:00 pm, Wednesday, November 19, 2003

- 7:00 pm, Wednesday, December 17, 2003

-end-

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