National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
September 2001


Minutes of a meeting of the Board of Directors

Held on September 18, 2001 at 7:00 pm
at Ottawa City Hall
111 Lisgar, Ottawa, Ontario

The meeting was called to order at 7.05 p.m. with Chris Cope as Chair and Seline Herz-Fischler as acting Secretary

Minute-Taker: Sheila Alder (bw306)


    Board members present:
    David Millman (aa342), Treasurer
    Graeme Beckett (aw958)
    Christopher Cope (bz787), President/chair
    Gary Eikenberry (aa353)
    Miranda Gray (ak717)
    Seline Herz-Fischler (as370), 1st Vice-President
    Catherine Wenuk (ep584), 2nd Vice-President
    John Wenuk (ep585)
    Mark Mielke (al278)

    Sandy Campbell (dt820), Secretary
    John Peterson (af186)

    NCF Staff/Management present:
    Ian MacEachern (bi207), Executive Director
    Sheila Alder (bw306), Office Manager
    Andre Dalle (al178), System Administrator

    NCF members present:
    Richard Webb (dw413)


    (see minutes of prior month)

    Motion: That minutes be approved.

    Moved by: Seline Herz-Fischler
    Seconded by: Gary Eikenberry

    VOTE: All in favor

    (see draft agenda)

    Added Item 5a) NY/World Situation


    MOTION: That agenda be approved as amended

    Moved by: David Millman
    Seconded by: Seline Herz-Fischler

    VOTE: All in favour

  5. Bylaw Review Committee

    Motion: The the Bylaw committee be removed from the agenda until needed

    Moved by: David Millman
    Seconded by: John Wenuk

    VOTE: All in favor except Miranda Gray


    1. NY/World Situation

      Ian expressed everyone’s shock at what happened, and thanked Office Manager Sheila Alder for adding the Canadian Red Cross appeal to NCF’s main web pages

      Motion: The NCF offers its deepest sympathy and its support for all individuals and groups directly touched by the recent terrorist activities in the United States.

      Moved by: Gary Eikenberry
      Seconded by: Seline Herz-Fischler

      VOTE: All in favor

    2. Treasurer's Report (David Millman)
      (see accompanying report and financial statements for prior month)

      David reported that we don’t have numbers (copies to be published on the website), but there is good news: Members contributed $1,700 more than expected in month of August. Other items to note-- $1,000 had been budgeted from fundraising auction; and considerable economies were realized by being able to charge staff time to projects, e.g about $1,500 for Sysadmin.

      The Executive Director will report later about Bell contract: We are currently paying our old rate for Centrex lines but may have to later pay Bell a higher rate

      Operating loss at the end of August was $3,500 less than expected.

      Motion: That the Treasurer’s report be adopted as presented.

      Moved by: Cathy Wenuk
      Seconded by: Graeme Beckett

      VOTE: All in favor

    3. Executive Director's Report (Ian MacEachern)
      (see accompanying report)
      • ED Ian MacEachern summarized his monthly report and responded to Directors' question on various points. In essence, he made clear it was a busy time for NCF and complex negotiations are going on on several fronts simultaneously. It is encouraging that donations have been above budget in last two months, with analysis showing that those donating monthly are donating about $75 per year so it makes sense to encourage monthly contributions. )
      • Major priorities projects are HRDC Webmail: HRDC very keen on the expansion of Webmail; Thin Client: finally have agreement in place with Icon Office Solutions (instead of; hope to get it up by about Nov. 15. li>Extended access: Ian to make presentation in early October to to senior managers. (Alcatel has donated the equipment we need.)
      • System reliability has been moved up the list of priorities for the Sysadmin. Legal advice being sought on NCF's recourse in regard to malfunctioning equipment.
      • Bell situation: In May, our contract for 170 dial-in lines expired and jumped from $4,300 to $7,300 per month without our being aware of it. Carleton University negotiated a five-year contract with Bell seven years ago, and two years ago renewed it for two years. Ian will negotiate hard to get the best result for NCF.
      • Ian will continue discussions with the Executive Committe on the development of the planning process, calendar for budget, planning, and operations.

      Motion: That ED’s report be accepted as presented.

      Moved by: David Millman
      Seconded by: Mark Mielke

      VOTE: All in favor

    4. Executive Committee Report (Chris Cope)
      (see accompanying report)
      • Held three meetings; Chris missed third meeting; first meetings were to provide Ian with people to talk to, act as sounding board, very informal, unstructured.
      • At June 26 meeting talked about picnic, poetry contest, Bylaw Review Committee, strategic direction, tasked Ian with preparation of plan, got project updates at each meeting
      • July 13th meeting, talked about projects, Smart Capital would be smaller by about $100,000 (not a concern, still going to do what we said we were going to do); single value on original submission, Ian working out details and costs involved in each component
      • Talked about HRDC/Webmail, extended contract date to Sep 30th, Ian got into discussions with Michael Williamson, who pushed for us to get the extension (very few projects are technological, easier to measure and be used by many)
      • Talked about possibility of getting students at Algonquin to look at our database
      • Always talk about 3Com, strategy, financial analysis
      • Third meeting Sep 11th, heard important parts of tonight’s ED report, discussed them
      • Chris discussed the e-commerce solution Edunet is using for payment and thinks there would be a profound impact on donations)

      Motion: That Executive Committee report be accepted as presented.

      Moved by: Seline Herz-Fischler
      Seconded by: Mark Mielke

      VOTE: All in favor


    1. Board vacancies

      Miranda Gray announced she was resigning as a Director because of pressures of work and study.

      Motion: That Miranda be thanked for her years of service to the membership of NCF.

      Moved by: Seline Herz-Fischler
      Seconded by: David Millman

      VOTE: All in favor (Miranda abstained)

    2. Volunteers thank for work on annual picnic

      Motion: That Marissa Chartrand and her team be thanked for their work in organizing the NCF picnic.

      Moved by: Seline Herz-Fischler
      Seconded by: Miranda Gray

      VOTE: All in favor


    October 16, 2001 at 7:00 pm
    RMOC - Honeywell Room
    110 Laurier


    The meeting adjourned at 9:12pm.