National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
January 21, 2003


Minutes of a meeting of the Board of Directors

Held on January 21, 2003 at 7:00 pm
Billings Room
Ottawa City Hall
111 Lisgar Street, Ottawa

The meeting was called to order at 7.05 p.m.
with Chris Cope as Chair and Sheila Alder as note-taker.


    Board members present:
    Christopher Cope (bz787), President/chair
    Gary Eikenberry (aa353), 1st Vice-President
    Andrea Holland (es170), 2nd Vice-President
    Vanessa Kanu (ev216), Treasurer
    Mary Anne Dugmore (er983)
    Mark Mielke (al278)
    Graeme Beckett (aw958)
    Don Francis (ba990)
    Michael Williamson (em324)

    Sandy Campbell (dt820), Secretary

    NCF Management/Staff present:
    John Selwyn (es347), Executive Director
    Sheila Alder (xx306), Office Manager

    Jim Elder (aa456)
    Richard Webb (dw413)

    Once around the table . . .
    Informal pre-meeting conversation, with Directors taking turn offering personal views and commentary on interesting things that might not make it to the Agenda.

    (see minutes of prior month)

    MOTION: That minutes be approved as published.
    Moved by: Andrea Holland
    Seconded by: Gary Eikenberry
    VOTE: All in favor

    (see draft agenda)

    MOTION: That the agenda be adopted as published.
    Moved by: Mary Anne Dugmore
    Seconded by: Andrea Holland
    VOTE: All in favor


    1. Status Report Nominations Committee (Andrea Holland)

      Chair Andrea Holland reported the Committee was scheduled to meet the coming Friday. Directors were asked to send names of potential candidates to Andrea or ED John Selwyn.

    2. Status Report AGM Committee (Don Francis)

      MOTION: That this be the schedule for events during the online 2003 Annual General Meeting: February 4, deadline for special motions; Nominations be received between 8 a.m. Feb. 4 and 11.59 p.m. February 18; February 28, deadline for receiving candidates' information; on or about March 11, Candidates meeting; March 3, deadline for receiving votes by proxy; online voting for candidates and motions, 8 a.m. March 4 until 6 p.m. March 18.
      Moved by: Don Francis
      Seconded by: Andrea Holland
      VOTE: All in favor

    3. Status Report Complaints Resolution Committee (Mary Anne Dugmore)

      Director Mary Anne Dugmore reported she has been in touch with CRC Chair Michael DiCola to pursue discussion of possible review of the membership agreement and Acceptable Usage Policy.

    4. NCF submission to HRDC supporting community networks (Michael Williamson)

      Director Michael Williamson reviewed the reasons that NCF should make an effort to support community networks, both to strengthen the current government initiatives and to position NCF for opportunities for increased participation. Future of CAP sites is shaky; some are disappearing, others need to arrange partnerships to be successful. Role of community networks under discussion currently; without evidence of interest and support, the program could fall by the wayside. He suggested NCF seek meetings with the federal Ministers concerned. To get the ball rolling, he, Chris Cope, John Selwyn, and perhaps Paul Wilker of OCRI, will meet to draft a submission to be bring back to Board.

    1. Executive Director's Report (John Selwyn)
      (see accompanying report)

      Executive Director Selwyn presented standard report on past month, progress report on ongoing items, and forwarding-looking attention areas and next month's goals.
      Highlights past month: Membership level at 6,600; donations up 25% from last year; $5K new in-kind donations; new intermim facilites in Dunton Tower, with plan to integrate space on 4th and 14th floors into one permanent location; modems solid over last 30 days; single pool for all analog modems; budget process completed.
      Digital access lines:Minor delay because of construction at Carleton; committed date of February first for conduit into Robertson Hall; PRI lines expected by March 1.
      Progress report: Projects "to do" list prepared; first draft of renovated website; MySQL database; new marketing page, new member start page; streamlined access to Idesk; secure(SSL)donations; automated subscription renewals; marketing brochure and posters; Project Team changes: Barbara Kulig, graphic artist; Andre Vellino becomes part-time after mid-February; Rene Dalle helping with extended access.
      Attention areas: Membership revitalization; marketing materials/channels to be developed; need to find extended access partner; try to close deal with high-value desktop vendor.
      Goals for next month: Marketing materials; delivery of 0.1 of NCF infrastructure system; progress on installation of PRI lines; sucessful 10th Anniversary kickoff.

      MOTION: That ED reports be accepted.
      Moved by: Graeme Beckett
      Seconded by: Mark Mielke
      VOTE: All in favor

    2. Executive Committee Report (Chris Cope)

      The Committee did not meet this month.

    3. Treasurer's Report (Vanessa Kanu)
      (see financial statements for prior month)

      Treasurer Vanessa Kanu reported we met budget in most categories, similar to last year. She has spoken with Rudy and is satisfied the numbers are accurate. She offered to include last year's budget-actual figures for comparison in future reports if Board wished.
      MOTION: That the Treasurer's report be accepted.
      Moved by:Don Francis
      Seconded by: Michael Williamson
      VOTE: All in favor

    1. Resignation of Director John Wenuk (Chris Cope)

      MOTION:That the Board accept with regret the resignation of Director John Wenuk and thank him on behalf of all NCF members for his contribution to NCF as a member of the Board of Directors.
      Moved by: Graeme Beckett
      Seconded by: Mary Anne Dugmore
      VOTE: All in favor (including Chair Chris Cope)

    2. Draft 2003 Budget (John Selwyn)
      (see accompanying report)

      ED John Selwyn outlined the considerations on which the draft budget was based. The broad objectives for 2003: 1) Make NCF self-sustaining by a)increasing membership to 8,000; b)increasing average donation by 20 percent; c)reducing maintenance costs by more productive use of staff-- adopting a "Maytag" approach, i.e. increased reliability, automated monitoring of key systems, focusing staff efforts on more visible services for members.

      Core NCF budget: The "core" budget identifies the stand-alone NCF operating budget, separate from income from outside projects/contracts. Core income for 2002 was $152,420, based on donations from just half of the 6,600 members. Target for Core income for 2003 is budgeted at $198,000, based on increasing donations from membership growing to 8,000 over the year. (No provision for capital additions, because donations of capital equipment are expected to continue at the historic 95 percent level.)

      Core expenses: 2002 core expenses were $16,350/month. The shortfall averaging $3,150/month was covered by sub-contracting Executive Director and System Administrator to the projects/contracts. 2003 core expenses are budgeted at $17,750/month because of additional phone lines and moving to digital lines. Shortfall will be covered by sub-contracting ED and Sysadmin to projects/contracts. Revenue is forecast to rise to $18,800 by year's end. 2003 is a transitional year with sub-contracting ramping down by the end of autumn.

      Outlook for 2003: Donations are forecast to exceed expenses in the final months of 2003, providing a surplus of $79,786 to start 2004. NCF will be self-sufficient in 2004.

      MOTION: That the draft presented by the Executive Director be adopted as NCF's Budget for 2003.
      Moved by: Don Francis
      Seconded by: Gary Eikenberry
      VOTE: All in favor

    3. NCF 10th Anniversary Celebrations (John Selwyn)

      ED Selwyn presented a detailed plan for the NCF 10th Anniversary ceremony at City Hall Thursday, February 6, 4.30-7 p.m., including MC John Lacharity of CBC Radio, speakers, media, etc.

      MOTION: That the report be adopted.
      Moved by:Graeme Beckett
      Seconded by: Michael Williamson
      VOTE: All in favor

  7. Announcements

    There were no announcements.


    February 18, 2003 at 7 p.m.
    Billings Room, Ottawa City Hall
    111 Lisgar street, Ottawa


    The meeting adjourned at 10 p.m.