Minutes of the National Capital FreeNet Board of Directors Meeting held on June 21, 1994 Richmond Room - RMOC/HQ - 111 Lisgar Street Ottawa, Ontario 1. Board Members in Attendance David Sutherland Chairman Andrew Patrick First Vice President John Ferguson Second Vice President Jean Wilmot Treasurer Al Seaman Secretary Brett Delmage Marc Labelle Stephen Toy The meeting was called to order at 7:06 PM by David Sutherland. MINUTES OF MAY 17, 1994 MEETING 2. Motion by Andrew Patrick, seconded by John Ferguson that the Minutes as previously circulated be approved. Motion carried. BUSINESS ARISING FROM THE MINUTES 3. Updates to NCF Policy Statements a) Proposed revisions to three NCF Policies were previously posted by Al Seaman. These are only clarifying statements on previously approved Board policies, and not a change of policy. The policies: NCF Policy on Binary File Transfers NCF Policy on restoring files from backup tapes NCF Policy on MUD's No comments have been received on these revisions, and no further discussion was raised at this meeting. The statements will be included in the on-line NCF Policy statements area. b) In addition, Andrew Patrick tabled a draft policy "NCF Statement on Privacy" at the last meeting for subsequent discussion and a vote. Motion by Andrew Patrick, seconded by Al Seaman that the draft "NCF Statement on Privacy", with the inclusion of a statement regarding the protection of data on completed User Registration Forms as noted by Richard Taylor, be approved. Motion carried. 4. Confirmation of current Committee Chairs The Director of Operations submitted a list of currently active Committee Chairs as follows: Charles Trahan Francophone Committee Chair Chris Bradshaw Public Access Committee Chair Derek Payne Information Provider Committee Chair Derek Payne Community Relations Committee Chair Matthew Darwin Help Desk Committee Chair Motion by Andrew Patrick, seconded by John Ferguson that the Board approves the appointment of the above list of Committee Chairs. Motion carried. EXECUTIVE COMMITTEE REPORT 5. Operations Update The Director of Operations tabled a report dated June 21, 1994 as previously posted. It covered a number of short term and longer term issues relating to the growth of NCF and the operational and administrative responses required. 6. Scheduling preferences for Board development seminar Following up on the previous agreement to undertake the Board development seminar, there was discussion of scheduling for the seminar. It was suggested that the total time for the seminars (nominally 15 hours) should be scheduled for every second Tuesday evening from 7 to 10 PM. It was agreed that the Director of Operations should post a proposed schedule on-line to get individual Board member reactions, and then develop a final schedule. 7. Recommendation for FreeNet Training The Director of Development tabled a proposal from Network Training Specialists, a private firm founded by Michel Sallenave and Raphael Rostenne, under which the company would be designated to provide FreeNet training on a fee basis, with a portion of the revenue to be returned to NCF. Motion by John Ferguson, seconded by Andrew Patrick that NCF offer FreeNet training by sub-contracting the work on a 6-month trial basis to "Network Training Specialists" (NTS) under the following terms and conditions: 1. NTS's training procedures and course materials must meet NCF's standards as determined by the NCF Board prior to the start of, and during, this agreement, and the agreement may be cancelled at NCF discretion for failure to meet acceptable standards; 2. 10% of all NTS course fees (current price is $39 tax included) are to be remitted to NCF on a regular and timely basis; NTS will provide NCF with such periodic reports and access to NTS financial records as may be reasonably required by NCF to test the accuracy of the remittances; 3. NCF reserves the right of prior approval (not to be unreasonably withheld) of NTS promotional materials which mention NCF; 4. both NTS and NCF will use reasonable efforts to encourage NTS students to become registered NCF users and NCF donors; 5. NCF's Development Office will produce approximately 3,200 letters which NTS will mail, at its expense, to registered NCF users with dormant accounts; 6. AND THAT NCF provide a means on line for Registered Users and Guests to indicate their interest in taking the course (by filling out a form) and that this information be made available to NTS. Motion carried. FINANCIAL REPORT 8. Jean Wilmot tabled a Financial Report for June 1994 as previously posted. A copy of the report is attached to these minutes. ACCEPTABLE USE POLICY 9. In the absence of both Dave Loan, and a written copy of his proposed Acceptable Use Policy, this item was deferred to the next meeting. PUBLIC TERMINAL USAGE POLICY 10. A survey of parties concerned with usage of the public terminals at the Ottawa Public Library was conducted, and the survey analysis was presented to the Board by Al Black. Although there are many aspects of the data that are hard to interpret, there appears to be a perceived problem on the part of some users. Motion by Al Seaman, seconded by Stephen Toy that for public access terminals; a) a one hour time limit will be retained, b) one login per user will be allowed within one calendar day, and c) this restriction will be implemented through the FreeNet login procedure. Motion carried. DISTRIBUTION OF NCF NEWSGROUPS BEYOND NCF 11. In the absence of both David Blackwood, and a written copy of his proposal for distribution of NCF newsgroups beyond NCF, this item was deferred to the next meeting. OTHER BUSINESS 12. Accessibility of Seniors newsgroup In the absence of Rosaleen Dickson, and the deferral of the related item 11 above, this item was also deferred to the next meeting. 13. Ads on FreeNet The brief proposal from Marc Gauthier regarding a possible way of handling advertising by NCF was discussed. It was agreed that he should develop a more formal and more complete proposal, with assistance as necessary from the Director of Development, and present this proposal to the next Board meeting. 14. Main Menu Revision As noted in a posting from Al Seaman, there is a need to change the main menu, and possibly sub-menus, to better meet current needs. It was agreed that the matter should be referred to the System Design committee for study and the submission of a proposal for revision to the Board. 15. Appointment of representatives to Telecommunities Canada There is a need for NCF to appoint official representatives to the national organization, Telecommunities Canada. David Sutherland and Andrew Patrick are to prepare a posting that will solicit volunteers for these positions. 16. New modems and lines David Sutherland announced that the long expected new lines will be operational on June 22. This will include a new block of 64 lines and modems accessible through the new number 520-1135. The modems are capable of operation up to 14.4 KB/S. NEXT MEETING 16. It was confirmed that the next meeting will be on July 19, 1994 at 7:00 PM in accord with the Board's monthly meeting policy. The location is to be the Richmond Room at the RMOC/HQ. ADJOURNMENT 17. On a motion by Andrew Patrick, seconded by John Ferguson the meeting adjourned at 9:03 PM. --------------------------------------------------------------- NCF FINANCIAL REPORT FOR JUNE/94 NATIONAL CAPITAL FREENET Balance Sheet as at May 31, 1994 Assets Current Assets Cash 14,568 Current Receivables 0 Capital Assets, net of depreciation Computer Equipment 59,911 Telecommunications Equipment 67,081 Accumulated Depreciation (15,310) __________ Total Assets 126,250 ========== Liabilities and Equity Current Liabilities Accounts Payable 409 __________ Total Liabilities 409 __________ Equity Deferred Contributions 31,932 Surplus 93,909 __________ Total Equity 125,841 __________ __________ Total Liabilities and Equity 126,250 ========== --------------------------------------------------------------- NATIONAL CAPITAL FREENET Statement of Revenue, Expense and Surplus for the period January 1 to May 31, 1994 Actual Budget Jan-May Jan-June (unaudited)(accrual basis) Receipts Regular Donations 52,466 67,500 Line Sponsorships 5,900 4,200 Public Access Site Cost Recovery (note 1) 2,208 n/a Government Grants 0 25,000 Other Revenues (note 2) 753 n/a Promotional Items 8 n/a Deferred Contributions (note 3) 2,456 n/a _______ _______ Total Receipts 63,791 96,700 _______ _______ Service Expenses Phone Lines (see note 4) 20,199 37,128 ONet fees (note 5) 4,500 7,223 Cost of Promotional Items 156 n/a _______ _______ Total Service Expenses 24,855 44,351 _______ _______ General and Administrative Expenses Sys.Op & Admin.Staff &Supplies (note 6) 42,680 50,350 Fundraising Staff & Supplies 0 13,800 Exec. Director & Supplies 0 0 Admin. & Professional Fees (note 7) 3,163 6,000 Public Events 403 2,000 GST Expense 5,890 incl Depreciation of Equipment 5,103 n/a _______ _______ Total General & Administrative Expenses 57,239 72,150 _______ _______ _______ _______ Net Surplus (Deficit) from Operations (18,303) (19,801) ======= ======= NOTES 1. Expenses for public access terminal connections to FreeNet host are recovered from the public access providers. 2. Includes '93 conference fees received in arrears, and Sutherland's speaker fee. 3. Deferred contributions related to the unrecognized portion of contributed computer and telecommunications equipment 4. No. of Phone Lines Actual: 97 Budget: 120 5. ONet fees of $13,500 + GST for May 1, 1993 - April 30, 1994 are allocated as follows: $9,000 to fiscal year 1993, $4,500 to fiscal year 1994. The bill for 94/95 has not been received 6. Includes sys. op., office staff, dir. operations, supplies & computer equipment 7. Admin. and Professional Fees include: - board of directors expenses - printing expenses - bank service charges - accounting expenses =================================================== Jean Wilmot, aa145@freenet.carleton.ca Board Member & Treasurer, National Capital FreeNet ===================================================