Executive Director's 1996 Annual Report ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Submitted by Lisa Donnelly, NCF Executive Director Contents: ~~~~~~~~~ 1) NCF Mission 2) The year in review 3) Outcomes of the 1996 Strategic Goals 4) Recommendations 1) NCF Mission ~~~~~~~~~~~~~~ "The National Capital FreeNet is a free, computer-based information sharing network. It links the people and organizations of this region, provides useful information, and enables an open exchange of ideas with the world. Community involvement makes FreeNet an important and accessible meeting place, and prepares people for full participation in a rapidly changing communications environment." 2) The Year in Review ~~~~~~~~~~~~~~~~~~~~~ NCF has been, and is, successful in achieving this mission. We have attracted sufficient voluntary support that we remain free of charge. We have brought a large number of people and organizations to our information sharing network. We have the involvement of many parts of our regional community. We are linked to the wider world of the Internet. In order to build on our current success, to avoid the danger of becoming irrelevant, and to fulfill our mission of serving everyone in the community, NCF needed a strategy for 1996 that would promote change. The goal of the strategy was to ensure that every member of the regional community continues to have the opportunity for full participation in a rapidly changing communications environment. A primary part of this strategy included implementing increasing access to, and visibility from, the World Wide Web. The 1996 strategy was intended to give NCF sufficient power to serve all the community, not just a segments, we are not a true community and may eventually wither NCF wants to accommodate everyone: all types of people, all ranges of interests, and all perceptions of value. People are different-NCF must accommodate differences. In creating this strategy we realized it was ambitious in scope, and like many grand strategies, may take more than one year to accomplish. The following report measures activity against goals set out for 1996 and notes any activity unfolding in 1997. The strategy has five parts: public participation, organization, content, service and network access. a) Public Participation Goals for 1996 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Goal: provide "storefront" accessibility and visibility of NCF, to reach out to and introduce more members of the public to electronic community networking, and to provide a physical space for informal and formal orientation, training sessions and public access stations Outcomes: -This goal was not economically feasible in 1996. Instead we pursued a middle ground which allows for training with no start up or fixed costs. -Via a partnership with the Ottawa Public Library, the NCF Electronic Resource and Access Center (ERAC) was launched in August 1996. Members have drop-in times and courses are available. Goal: make greater use of volunteers to improve computer networking literacy through demonstrations, training, tutoring, software distribution and other means. Focus on groups that are not being well served now, such as women, children, francophone, under-employed, teachers, parents, elected officials, and the media. Outcomes: -Public meetings held through out the year on the first Tuesday and Thursday of each month in Ottawa and Nepean -Extensive FreePlan documentation was developed and posted online for members -Volunteers were trained for helping members at the NCF ERAC -NCF web pages and content listings were opened up to include businesses Outstanding: -Development of software for distribution (auto install diskettes for PPP access) -Programs designed at targeting specific demographics Goal: enhance the dialogue with the public about NCF content and service offerings so that more people will perceive NCF as important, relevant and useful -- worth the "costs" (monetary, time and learning) of getting there and to ensure that NCF continues to meet the public's information needs. Outcomes: -Strong focus on media activity, articles, posting, lectures -Updated and distributed a Five Minute Guide to NCF in both languages -On-line encouragement and support for Information Providers to learn HTML and provide web pages. Goal: strengthen partnerships with organizations who do, or could, house public access stations to expand the quantity and quality of public access stations. Outcomes: -The libraries throughout the region are expanding programming to house Electronic Resource and Access Centers (ERAC's). NCF is involved in staffing all sites with volunteers to help the public get connected to NCF. Goal: Actively seek out organizations, companies and individuals within the community who could enhance NCF content and services. Outcomes: -Service enhancements were accomplished by corporate donors providing software and hardware -Content enhancements were provided by partnerships with a developing list of Information Providers and associations and businesses -The Home Business Association has partnered with the NCF to expand business related content in the region to a target group that needs low cost access and content. b) Organizational Goals for 1996 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Goal: adopt organizational methods that are effective and progressive; find people with the skills, knowledge, and experience needed, and organize volunteers into rewarding and well-defined roles. Outcomes: -The NCF volunteer team structure was consolidated and streamlined -United Way Committee Commission Sheets were used for all teams to ensure clear mandates, support, reporting and responsibilities -A staff person was hired on a six month contract to work with the Executive Director in refining volunteering -Two policies on volunteering were developed and approved -A volunteer manual was developed. Goal: actively work within the local community, build partnerships with other community organizations that have information networking needs and roles. Outcomes: -Created over 50 new Information Provider (content areas) for organizations -Created partnership with the Home Business Association Outstanding: -Research and develop a list of target organizations within the region and approach for partnering opportunities. Goal: periodically review the organizational structure to make sure that the growth strategy is supported, key positions are filled and that everyone understands objectives, policy, and goals. Outcomes: -Review, refinement and circulation of information is done annually and documented online and the in the board manuals Outstanding: -Continue to review strategy quarterly against the constraints of having three staff and adjust accordingly. Goal: draw on local experts to review plans, get advice, etc -- ask people with the expertise we need to volunteer. Outcomes: -We continue to work with corporations and outside professionals as needed for advice on public relations, auction and fundraising, and technical evaluation. Goal: ensure that NCF members continue to have a say in the direction and operation of the organization. Outcomes: -Members continue to raise motions from the floor at the Annual General Meeting and to vote for board members -Newsgroups and e-mail are available for submitting input and Board meetings are open to the public -Operations relies heavily on volunteer input. Members are asked to volunteer as a part of a volunteer team member, advice is sought on projects and/or implementation. c) Content Goals for 1996 ~~~~~~~~~~~~~~~~~~~~~~~~~ Note: "Content" refers to the material that you read, see, or hear, such as text, newsgroup articles, art, graphics, video, music, sound. Goal: allow and encourage information providers, organizations, individuals and local businesses to set up WWW pages on NCF severs. Outcomes: -We launched both text and web pages and they are available to information providers, individuals and local businesses -Encouragement via on-line support, documentation and marketing -Encouragement has also been done off-line via news coverage, handouts, public meetings, and a partnership with the HBA Outstanding: -Organizations are not putting up pages frequently. The bulk of our web content comes from individuals. Given the quantity of sites offering free web space to organizations in the region, we will need a more formal marketing effort to build organizational an business content on NCF. Goal: develop a range of services to assist content-providers of all kinds to build information and cultural offerings that are informative, attractive and accessible to everyone. Outcomes: -Development of Internet services using PPP connectivity is complete Outstanding: -Development of templates, clip art and mentoring programs would be advantageous. d) Service Goals for 1996 ~~~~~~~~~~~~~~~~~~~~~~~~~ Note: "Services" refers to the functions performed at your request, such as a database search, a calculation, sending or posting messages, transferring files, seeing who is online, etc. Goal: maintain links between content, discussion and context as currently exist in our hierarchical menus, text files and newsgroups. Outcome: Done. Goal: increase services that give a sense of other people being present on-line and contributing to the community. Outcomes: -Who command developed for PPP users -Who command improved for text users. Goals: work with Telecommunities Canada to coordinate service development in community networks, share/exchange/fund software development. Outcomes: -Telecommunities Canada has focused on working with Industry Canada to fund and support the completion and distribution of the Chebucto Suite software. This is good for many community networks but not useful for NCF. Goal: cultivate the image of NCF being the place to meet your friends, exchange views, get community information, etc. Outcomes: -Promote in press releases and interviews. e) Network Access Goals for 1996 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Note: "Network Access" refers to the combination of modems, phone lines, computers and software communication tools that allows a person to interact with network content, services and other people. Goal: maintain a limited pool of free access modems, explore ways of encouraging members who can afford other options instead of loading NCF free modems. Outcomes: -169 lines maintained for free access. -Materials for FreePlace encourage those who can afford commercial accounts to do so, through to come back and visit NCF. Goal: encourage and help content providers to maintain core information in a form accessible to users of low-cost, text-based equipment. Outcomes: -Done via the Information Management teams materials and guidance to members. Goal: expand the number of free public access terminals by encouraging sponsorships by organizations where these terminals are located. Outcomes: -This as deemed a low priority and was not pursued in 1996. -Maintenance of public access sites was performed as needed by NCF volunteers. Goal: change funding and sponsorship methods so that they are not dependent on the means of network access. Outcomes: -This was accomplished via the annual account renewal program. Goal: develop partnerships with local Internet access providers so that network access remains cheap and easy, while NCF remains the place that links the people and organizations of this region. Outcomes: -Relationships were maintained with the ISP's of the region. 4) 1996 Strategy Recommendations ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1996 was an aggressive year of change. We developed and launched a full suite of web-based services to our members. We re-examined our diminishing cash flow and revenue generation strategies and developed and launched a new and very successful program. This program, annual account renewals, puts our funding emphasis where it should be given the current economy - on our members. We started the year with our most ambitious strategy ever and spent the first quarter focused on the standard governance and operation activities of the new year and research and development. The strain of combatting fiscal changes in the second and third quarters of 1996 consumed human resources. The end of 1996 was a time of re-strategizing our funding and operations. The Annual Account Renewal program was launched. Staffing was reduced incrementally throughout the year. We started 1996 with six staff but redesigned operations to match revenue flow, leaving us with our three core positions in November 1996; Executive Director, Office Manager and Systems Administrator. Revenue generation was rolled into the Executive Director's job description and NCF became again increasingly reliant on volunteers for achieving project goals. The three person staff model comprises the core requirements for keeping day to day activities well tended. It does not allow for strong growth in new services. In order to stay active and healthy throughout 1997 and into 1998, we will need to continue to expand services and to look for ways to serve the community in undeveloped networking niches that do not require state of the art solutions. Specific Recommendations: ~~~~~~~~~~~~~~~~~~~~~~~~~ 1. Continue to review strategy quarterly against the constraints of having three staff and adjust accordingly. 2. If NCF continues to meet budget projections throughout July 1997, begin hiring technical contractors to complete outstanding or new member services. 3. Research, locate and develop partnerships with one to three organizations that will rely on NCF for networking and solutions. NCF will not be able to match the technological pace of commercial providers and Internet growth so developing usefulness for select groups will ensure annual health. 4. Do not focus limited human or fiscal resources on our aging public access terminals. Maintenance can be provided as needed. Instead, energy should be focused on partering with the region's libraries as they continue to add Electronic Resource and Access Centers to their branches. This provides high-end equipment and access to the public coupled with our strength - volunteers to train members. 5. Given the quantity of sites offering free web space for organizations in the region, NCF will need a more formal marketing effort to attract organizational and business content. 6. Now that PPP tools are available, NCF needs to develop the look and feel of our web site. In addition, content and usefulness to the community should be reassessed and a development plan created and launched.