Minutes of the National Capital FreeNet Board of Directors Meeting held on September 20, 1994 Senate Room, Robertson Hall, Carleton University Ottawa, Ontario 1. Board Members in Attendance David Sutherland Chairman Andrew Patrick First Vice President Jean Wilmot Treasurer Al Seaman Secretary Julie Chahal Brett Delmage Rosaleen Dickson David Loan Richard Taylor Stephen Toy The meeting was called to order by David Sutherland at 7:05 PM. MINUTES OF JULY 19, 1994 MEETING 2. Motion by Andrew Patrick, seconded by Rosaleen Dickson that the Minutes as previously circulated be approved. Motion carried. BUSINESS ARISING FROM THE MINUTES 3. Refined details re advertising proposal from Marc Gauthier Marc Gauthier has not provider Gordon Pearson with further details that would provide a complete proposal for consideration. The matter was deferred until such time as complete information is available. 4. Lanark Network Update Al Seaman provided a summary of the status of the Lanark County Network. The essential details are that progress on establishing the network is slower than expected due to a variety of causes. This has in turn delayed implementation of any form of connection between that network and the NCF. It was also noted that the Lanark group is looking for any volunteer technical assistance that may be available. 5. Draft NCF Style Guide As a followup to the previous meeting, Matthew Darwin indicated that no further comment or feedback had been received on the draft Style Guide. It continues to be available on-line. EXECUTIVE COMMITTEE REPORT 6. Operations Update A summary of the Operations Update as available on-line was provided by Lisa Donnelly. In response to a question, Lisa provided the following updated status of NCF Committees and Task Forces: Committee Chair Board Liaison Public Access Chris Bradshaw Julie Chahal Information Provider Derek Payne Al Seaman Community Relations Derek Payne David Loan Help Desk Matthew Darwin Al Seaman Francophone Charles Trahan Marc Labelle Ways & Means Gordon Pearson Brett Dalmage Hardware/Software Pending Andrew Patrick Task Force Chair Board Liaison Documentation Heather MacFadyen Al Seaman Menu Design Sandra Hoffman John Ferguson 7. NTS concerns re training The issue arose as a result of a volunteer group offering "Free Training" on an NCF menu in apparent competition with that offered by Network Training Specialists. The volunteer menu was removed as a result of Executive Committee action. In commenting on the issue, David Sutherland explained that our agreement with NTS, as approved at the June 21 Board meeting, was predicated on allowing NTS to provide NCF endorsed and supported training for a 6-month trial period on a non-competitive basis. This does not preclude volunteers from providing alternate forms of training as long as these offerings do not appear to be directly competitive, Board endorsed training during the trial period. FINANCIAL REPORT 8. Jean Wilmot tabled a Financial Report for the period January 1 to August 31, 1994 as previously posted. A copy of the report is attached to these minutes. PRESENTATION FROM THE "THE RESUME BANK" 9. This scheduled agenda item was cancelled due to the failure of a representative from the Resume Bank to appear at the meeting. PRESENTATION FROM THE MENU DESIGN TASK FORCE 10. Ian Allen and Al Banner provided an update on the activities of the Menu Design Task Force. A written summary statement was also distributed. The essential points are that considerable effort has gone into developing an understanding of the scope of information presently available on NCF, and developing a prototype menu to test some concepts. More work is needed to develop a good top-down menu that is a reflection of the NCF mission. DEADLINE FOR AGENDA SUBMISSIONS 11. A need for more lead time on Board agenda material has been recognized so that members can properly prepare for discussion on agenda topics before Board meetings. Motion by Al Seaman, seconded by Brett Delmage that Board meeting agenda items, including all motions, supporting documents and background information, be submitted to the Secretary no later than one week prior to each Board meeting. The Secretary will ensure that all such agenda items and the related information is placed on line as quickly as possible after receipt in order to allow the proper preparation by Board members and greater participation by NCF members. Any agenda items submitted after the deadline must be approved by a majority of the Board before they may be included for discussion at the meeting. Motion carried. OTHER BUSINESS 12. Setting date/time for next Board Development Session It was agreed that dates for the final sessions of the Board Development program would be as follows: a) October 6, 7:00 PM; facilitator Lisa Donnelly b) October 12, 7:00 PM; facilitator Ross Hammond Location for both session to be determine by Lisa Donnelly. 13. Status as Registration as a Charity As communicated previously, Revenue Canada has turned down our application for registration as a charitable institution. There appears to be little point in pursuing an immediate appeal. Instead, a number of other actions should follow: a) Telecommunities Canada is to take the lead in submitting an application on behalf of a new FreeNet as a test case. b) Lobbying of MP's, Cabinet Ministers and other officials will continue as opportunities arise. c) The option of establishing an NCF Foundation will be looked into. 14. Planning for the next AGM The next NCF Annual General Meeting should be held in March 1995. It is time to start thinking about the issues and developing detailed plans for the meeting. A partial list of issues includes: - timing - how to organize and run the meeting - how to handle motions - managing an on-line Board election - providing on-line candidate discussion - running the nomination process - attracting qualified candidates It was agreed that we need an AGM committee to start planning the process, and the following volunteered to serve on the committee: David Loan, Rosaleen Dickson and Richard Taylor. 15. Limiting services at peak load times Al Seaman introduced a discussion item on the desirability of limiting users and/or services at peak load times in such a way as to ensure that system performance does not degrade to unacceptable levels. Although there was no clear consensus on the need or otherwise for such load limiting, it was agreed that the issue probably warrants some on-line discussion in the Board newsgroups. 16. Municipal Elections Project Richard Taylor announced that more information is now on-line, and the project will be ready for the start of the municipal election campaign. Debate in the various discussion groups is scheduled to start on October 4. 17. Motion of thanks to Kyla Huckerby The Chairman proposed a motion of thanks to Kyla Huckerby who will be leaving the position of Office Manager in about a month. The motion was warmly endorsed by all Board members present. NEXT MEETING 16. It was confirmed that the next meeting will be on October 18, 1994 at 7:00 PM in accord with the Board's monthly meeting policy. The location is to be the Honeywell Room at the RMOC/HQ. IN CAMERA SESSION 17. Report on user suspension The Executive Committee provided the Board with a written report on the temporary suspension of one NCF member, in accord with the policy covering suspensions. No concerns were expressed over the action taken. 18. Report on threatened lawsuit The Chairman provided an update on a threatened lawsuit. Until it is clear whether or not this will lead to court action, it is prudent to have no public comment on the matter. ADJOURNMENT 19. On a motion by David Loan, seconded by Richard Taylor the meeting adjourned at 9:31 PM. ------------------------------------------------------------------ NATIONAL CAPITAL FREENET Statement of Revenue, Expense and Surplus for the period January 1,1994 to August 31,1994 (accrual basis & unaudited) Actual Budget Receipts Regular Donations 90,168 90,000 Line Sponsorships & Fundraising 7,480 17,533 Public Access Site Cost Recovery (1) 2,208 n/a Government Grants 25,000 25,000 Conference & Misc. Revenues (2) 17,326 n/a Promotional Item Proceeds 8 n/a Deferred Contributions (3) 4,912 n/a _______ _______ Total Receipts 147,102 132,533 _______ _______ Service Expenses Phone Lines (4) 38,533 47,160 ONet fees (5) 5,445 9,630 Conference Expenses 14,825 n/a Cost of Promotional Items 1,264 n/a _______ _______ Total Service Expenses 60,067 56,790 _______ _______ General and Administrative Expenses Office Staff and Office Supplies 28,383 27,717 System Administration 32,785 39,667 Operations/Exec Director & Fundraising 16,986 23,000 Admin. & Professional Fees (6) 7,263 8,000 Public Access Sites 98 n/a Public Relations & Events 584 2,667 Depreciation of Equipment 13,664 n/a _______ _______ Total General & Admin Expenses 99,764 101,050 _______ _______ _______ _______ Net Surplus (Deficit) from Operations (12,728) (25,307) ======== ======== 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: 160 Budget: 160 5. ONet fees of $14,445 incl GST for May 1, 1993 - April 30, 1994 are allocated as follows: $9,000 to fiscal year 1993, $5,445 to fiscal year1994. The bill for 94/95 has not been received 6. Admin. and Professional Fees include: - printing expenses - bank service charges - accounting & audit expenses - volunteer honorariums - board & committee admin. expenses - insurance -------------------------------------------------------- NATIONAL CAPITAL FREENET Balance Sheet as at August 31,1994 and December 31,1993 (accrual basis & unaudited) August 1994 December 1993 (unaudited) (audited) Assets Current Assets Cash 21,802 107,335 Current Receivables (1) 9,750 3,000 Capital Assets,net of depreciation Computer Equipment 63,064 28,558 Telecommunications Equipment 77,988 53,095 Accumulated Depreciation -23,871 -10,207 ________ ________ Total Assets 148,733 181,781 ======== ======== Liabilities and Equity Current Liabilities Accounts Payable 874 35,181 Accrued Liabilities (2) 18,900 0 ________ ________ Total Liabilities 19,774 35,181 ________ ________ Equity Deferred Contribns,net of amortization 29,476 34,388 Surplus 99,483 112,212 ________ ________ Total Equity 128,959 146,600 ________ ________ ________ ________ Total Liabilities and Equity 148,733 181,781 ======== ======== NOTES: 1. Conference sponsorship from Industry Canada 2. Includes accruals for a terminal server and Bell Canada installation and line charges for June, July and August =================================================== Jean Wilmot, aa145@freenet.carleton.ca Board Member & Treasurer, National Capital FreeNet ===================================================