National Capital Freenet Board of Directors Meeting Aug 18, 1998 - 7:00 p.m. St. Laurent Branch, Ottawa Public Library - 515 Cote St, Ottawa MINUTES Present: David Sutherland, President aa001 Jeff Bossert, 2nd Vice-president & Treasurer au025 Jean Wilmot aa145 Andre Ouellette, Secretary bf766 Miranda Gray ak717 Jessica Cohen aa724 Jim Elder aa456 Andrew Nellis bs904 Chris Hawley ah654 Natalie Munro aa966 Regrets: Michael Mason, 1st Vice-president an956 NCF Staff Present: Chris Cope, Executive Director bz787 Sheila Alder, Office Administrator bw306 NCF members: Nadine Blacklock eg148 1. INTRODUCTIONS Dave Sutherland took the Chair with Andre Ouellette as Secretary. Chris introduced Nadine Blacklock, who has a marketing background. 2. APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING OF THE BOARD Moved by Miranda Gray and seconded by Jessica Cohen to approve the minutes of the July 1998 meeting. All in favour, Jeff Bossert abstained (was not at meeting) 3. REVIEW OF THE AGENDA FOR THIS MEETING Include What's Next in Chris' ED report Added to the agenda: Jim Elder - Information re past, and distribution of previous studies of NCF members and usage, as background material for September's board meeting brainstorm of ways to improve NCF's long-term sustainability. 4. OLD BUSINESS (No Old Business) 5. REPORTS a) Treasurer's Report (Jeff Bossert) - Expenses are down slightly for July due to Yannick's departure. - Sysadmin costs are expected to be $0 for August Some board members felt that we should reduce expenses even more and as soon as possible, for example by reducing the number of modem lines (cutting 48 modem lines would save about $1000/month). It was pointed out that we have 80 28.8 modems now in stock, which havent' been installed due to shortage of manpower/volunteers. We may find increased demand for service once new 28.8 modems are installed. NCF also received confirmation of a donation by Plaintree of an Ethernet switch. It was noted that two years ago, NCF was facing a finance crunch similar to today's and that an appeal for support was sent out to members and they responded with donations. There is every reason to believe that members want NCF to continue without further reduction such as cutting modems and that the shortfall this time is simply due to members not knowing exactly how much to donate. Members willing, the current call for donations will get NCF through the year. In the first half of next year, renewal revenue will kick in (due to the distribution of renewals, stacking the revenue in the first part of the year), likely giving NCF until mid-next-year to adjust the support program so that members are better guided to make sufficient donations. Fundamentally, NCF is thought to be a very good service to the community at a very good 'price' and so there should be no unsurmountable reasons for NCF to experience funding problems. It's likely a matter of better communications. It was generally agreed to wait another month before making drastic reductions to see if members will rally to the call for donations. Jeff Bossert offered to provide financial forecast for 1999 at the next meeting. b) Executive Director's Monthly Report(Chris Cope) - A slight decline in membership continues, we need to change that for the future - PPP usage continues to increase steadily. It was noted that we can best reach people using PPP by email (they don't necessarily see the text-based login message or NCF's homepage). - Mitel lines are very busy at night, and often during the weekend. However, the main modem pool almost never maxes out. Therefore, it is planned to make better use of the main modem pool modems. A proposal is that NCF will have high speed and low speed modem pools, rather than Sampler and non-Sampler lines. - Therefore, it is planned to make better use of the main modem pool modems - NCF will have high speed and low speed modem pools, rather than Sampler and non-Sampler lines. - Colin McFadyen confirmed we can put in about 50 of the 28.8 modems shortly; will increase the reliability as well by reconfiguring the terminal lines - FTP a helpful feature for info providers and home page users. - seniors' Internet clubs going very well, need someone to work with Jean Wilmot at the Carlingwood Alex Dayton Centre - Chris C.was on CBC radio yesterday morning - Top Five Priorities: emphasis on donation drive and sysadmin search - Andrew queried telecommuting for sysadmin (does the sysadmin have to live in Ottawa area?). Chris C. said he definitely felt we needed a local person who could work physically on the system as needed, as well as meet with other staff in person - Chris Hawley offered to help come in and install modems (once a plan is in place). Colin McFadyen and Chris Cope will confirm the plan. - Technical difficulties with Carleton's computer room, may have caused gateway power supply fan to fail. - Miranda brought up issue of shortage of technical volunteers; Chris pointed out that a sysadmin is needed to plan work with new technical volunteers. - The domain name "ncf.ca" has been reigistered and can be used as desired in the future. - Donation drive letters: There was a problem getting letters out, now Ian has arranged for Sheila to send the letters (6 batches of 500 have gone out this afternoon). - The letter is from the NCF Board, over Jeff's name, replies go to execdir. 6. NEW BUSINESS a) Member get a member Contest (random draw): First prize: ee763 James Wong Runner up : dk256 Heather Diana Allen Cadieux (if winner can't or doesn't claim prize package) b) Board newsgroup,/public relations - need board member to read & respond in board newsgroup. - Dave, then Jim, for next two months. (to be on the next agenda). - Miranda suggested this person should also be point person to answer board alias email. c) Review of upcoming board meetings - Andrew suggested the board meet twice a month during the current financial crisis. - Jean felt that having a brainstorming session during this meeting would be more useful. - It was felt that we should review this next meeting. If the board met again in two weeks we wouldn't have much more information than today on how the donation drive was going. We should put our efforts into fundraising activities, such as the Harvest Ride. - It was suggested that sub-committees could be struck for specific fundraising activities, if needed. d) Andrew updated the board on the effects of the US bulk email bill. He proposed that a cease and desist letter be sent. - Chris C. will prepare and sign a letter as ED. PIAC contact may be of help (Chris C. and Andrew may meet with PIAC rep). - A copy of the letter should be posted on the net along with a statement that the letter has been sent. e) Community Access Program proposal presented by Jeff. - changes in program now include urban as well as rural sites, and can act as umbrella application for several sites. - Jeff prepared questionnaire for interested communities (can be communities of interest, not just geography, ie. community of seniors) - this is probably a one-time grant for capital investment and startup costs. - Jeff has prepared information in web page format to be placed online for those interested. - Interested communities may not be aware of what services are available. We would build onto our existing infrastructure to provide services. - These interested communities should join as members now. There is an opportunity to receive funded equipment for access sites. - urban CAP site may be different from original rural sites. - Industry Canada budget is $200 million. Their goal is 10,000 sites by end of year 2000. - The Ontario TAP program does not fund freenets. f) With regard to long-term solutions, Jim distributed info from 1994 survey by Andrew Patrick, 1995 survey by Alana Boltwood and Aug 1996 one-week usage data re usage/access/donations. These can be used as basis for planning. He also distributed last year's donation data (Jul 97 - Jun 98). g) Chris C. conducted a brainstorming session for ideas on how to promote NCF. Ideas contributed during the ensuing discussion will be refined and included in a report from Chris C. Several directors believe that NCF is suffering from not being known, and/or being misinterpreted as 'text-only'. Marketing phrases and comparing the old NCF with the new were suggested. An open discussion ensued. - Chris C. would like this brainstorming to be a regular part of the meeting. 7. DATE OF NEXT MEETING September 15, 1998 - RMOC Billings Room, 116 Lisgar St., 7pm. 8. ADJOURNMENT The meeting adjourned at 10 pm.