Minutes of the National Capital FreeNet Board of Directors Meeting held on 18 April 1995 6th Floor Lounge, Robertson Hall, Carleton University The following Board members were in attendance: David Blackwood, Scott Catterill, Julie Chahal, Jessica Cohen, Brett Delmage, Yvonne Dionne, Rosaleen Dickson, Chris Hawley, Richard Mount, Dave Sutherland, and Richard Taylor. 1. CALL TO ORDER The meeting was called to order by Dave Sutherland at 7:10 p.m. 2. APPROVAL OF 21 MARCH 1995 MINUTES It was noted that there was an error in 4 (b) Signing Authority - bank documents have not yet been updated to reflect the new Executive as a new Treasurer is still to be chosen. Two corrections were noted regarding Board members in attendance. On a motion by Brett Delmage, seconded by Dave Blackwood, the minutes of the meeting held 21 March 1995 were approved with the aforementioned changes. 3. REVIEW OF THE AGENDA It was agreed that the Board Planning Committee Report would be moved forward on the agenda to appear before the discussion on IRC restrictions. 4. EXTERNAL ACCESS TO "NCF" NEWSGROUPS Chris Lewis and Michael Richardson, representatives of the Ottawa on-line community, were present to discuss items 4 (a), (b), (c) and (e) which were effectively subsumed into one discussion. Mr. Lewis discussed the pros and cons of the various established news servers (UseNet and O-Net) and pointed out that in sharing the "ncf" newsgroups NC FreeNet would be providing a benefit to the entire community. By sharing information NC FreeNet will effectively become more a part of the Ottawa-Carleton community. On a motion by Dave Blackwood, seconded by Scott Catterill, the Board agreed in principle with sharing of newsgroups and set up a Task Force to establish the parametres of doing so. A Task Force composed of Dave Blackwood (Chair), Scott Catterill, Jessica Cohen, Matthew Darwin, Brett Delmage, Yvonne Dionne, Chris Hawley, and Chris Lewis was struck. 4 (a) LIMITING POSTINGS TO "NCF" NEWSGROUPS TO NCF MEMBERS This item, brought forward by Brett Delmage, was referred to the Task Force on External Access for review. 4 (b) OFF-LINE NEWSREADERS It was noted that this matter is already being looked at by the Hardware/Software Committee and ties in with the rest of the items discussed under agenda item 4. 5. ANNUAL GENERAL MEETING (AGM) POST-MORTEM Report is on-line. Garth Graham noted that the on-line AGM was a unique experience in electronic democracy but that it was a more complicated exercise that most would expect. The report outlines a number of recommendations for the organizers of the next AGM, of particular importance are items 7 and 8. It was also noted that the process has to start earlier next year. 6. PROPOSED ON-LINE VOTING PROCEDURE This item was brought forward by Lisa Donnelly for approval. On a motion by Julie Chahal, seconded by Richard Taylor, the on-line voting procedures with one change (8 votes in favour required to carry a motion) were approved. 7. BOARD PLANNING COMMITTEE On a motion by Chris Hawley, seconded by Richard Taylor, the Terms of Reference (as outlined) for the Board Planning Committee (BPC) were adopted. On a motion by Chris Hawley, seconded by Richard Taylor, it was agreed that the BPC should initially be composed of up to six members of the NCF Board of Directors, three active and interested members of NCF as appointed by the Board, and the Executive Director of NCF. The following Board Members volunteered to serve on the BPC: Julie Chahal (Chair), Brett Delmage, Yvonne Dionne, Chris Hawley and Richard Taylor. An invitation to serve in the non-Board positions will be posted. On a motion by Chris Hawley, seconded by Richard Taylor, the Board Planning Committee was tasked with organizing and presenting a coherent set of objectives and priorities to the Board at the May 1995 meeting that have basis in the existing Mission Statement, draft material from last year's Board workshops, the Annual Report and Committee plans. 8. IRC RESTRICTIONS A motion was put forward by Richard Taylor, seconded by Chris Hawley, to remove all extra time restrictions on the IRC and that it be provided to NC FreeNet users at all times. Considerable discussion ensued wherein it was eventually agreed, on a motion by Julie Chahal and seconded by Yvonne Dionne, that implementation of the aforementioned IRC motion would be delayed until the next Board meeting in order that the effects of the two-hour time limit could be evaluated. 9 (a) EXECUTIVE COMMITTEE No report as the Executive Committee did not meet this month. 9 (b) OPERATIONS UPDATE Summary of Operations Update as available on-line was provided by Lisa Donnelly. In addition, it was also agreed that Miranda will be continuing, for the time being, as the key person responsible for holding public meetings. Lisa and Miranda will be ensuring that a Board member is present at each meeting. 9 (c) FUNDRAISING UPDATE Report on-line. 9 (d) FINANCIAL REPORT Lisa Donnelly introduced two candidates for the position of Treasurer - Jimmy Mui and Jeff Bossert. Material relating to these candidates will be put on-line and an e-mail vote conducted prior to the next meeting at which time a recommendation will be brought forward. The financial statement was reviewed. 10. NEXT MEETING The next meeting will be held at 7:00 p.m. on Tuesday, 16 May 1995 in the Honeywell Room, RMOC/HQ, 111 Lisgar Street, Ottawa. ** Meetings will be held the third Tuesday of every month henceforth. 11. OTHER BUSINESS The Board asked Lisa Donnelly to contact Robert Pless to handle the Humphrey/Tarini complaint. Chris Hawley reported that work on the Administrative and Donation Database is proceeding on schedule. 12. ADJOURNMENT On a motion by Richard Taylor, seconded by Chris Hawley, the meeting was adjourned at 10:25 p.m. /kam