National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
February 17, 2004


This draft may be modified until (typically) the Friday prior to the next meeting of the Board, at which time it will be ready for consideration by Board members at their meeting. At that meeting, it will be reviewed, possibly amended, and then approved. After the meeting, this document will be updated with any corrections and this paragraph will be removed.


Minutes of a meeting of the Board of Directors

Held on February 17, 2004 at 7:00 pm
Richmond Room
Ottawa City Hall

The meeting was called to order at 8.05 p.m. with Chris Cope as Chair and Sandy Campbell as Secretary.


    Board members present:
    Christopher Cope (bz787), President/chair
    Sandy Campbell (dt820), Secretary
    Gary Eikenberry (aa353), 1st Vice-President
    Michael Mei (bi195)
    Graeme Beckett (aw958)
    Mary Anne Dugmore (er983)
    Michael Williamson (cm324)
    Mark Mielke (al278)
    Don Francis (ba990)
    John Hennessey (ev776)

    NCF Management/Staff present:
    John Selwyn (es347), Executive Director

    Jim Elder (aa456)

    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, with two minor amendments for clarification.
    Moved by: Gary Eikenberry
    Seconded by: Michael Williamson
    VOTE: All in favor

    (see draft agenda)

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

    1. Update on planning 2004 Annual General Meeting (Mary Anne Dugmore)

      AGM Chair Dugmore reported that the announcement of AGM dates and details would be sent to all NCF members within a few days. Preparations for the online meeting, including construction of the web AGM site by Jim Elder, were well in hand.

      MOTION: That the report of the AGM Chair be accepted.
      Moved by: Graeme Beckett
      Seconded by: Michael Mei
      VOTE: All in favor

    2. Update on Nominations Committee (Michael Mei)

      Chair Mei reported that the Committee will be able to recommend to the Board at next month's meeting the names of at least five candidates it considers qualified. Details will be posted online for Directors' scrutiny the weekend before the Board meeting. (Note: Michael Mei generously stepped up to Chair the committee at the request of original Chair John Hennessy when work pressures made it difficult for him to carry on.

      MOTION: That the report of the Nominations Committee be accepted.
      Moved by: Don Francis
      Seconded by: Gary Eikenberry
      MOTION: All in favor

    3. Annual audit (Chris Cope, Chair Audit Committee)

      Chair Cope reported that this year the Audit Committee expects to receive the 2003 audit in time to present it to the next Board meeting, prior to submitting it to the AGM.

      MOTION: That the report of the Audit Committee Chair be accepted.
      Moved by: Sandy Campbell
      Seconded by: Graeme Beckett
      VOTE: All in favor

    4. Standard motions for AGM

      The Board agreed unanimously that the three standard motions be submitted to the membership at the AGM with the Board's recommendation that they be approved.

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

      Membership increased to 8,500 by the end of January. Member contributions were $20,554 versus the budgeted $25,000. Contributions were sufficient to cover expenses for the period because of extension of the SmartCapital contract allowing staff time to be charged against the contract. However, the level of member contributions was not enough to build a surplus against "the lean summer months" when contributions traditionally dip.

      Usage of iDesk (internet desktop) has increased and the hunt is on for additional programs to add to the choices. The emphasis on development of the "Community Application Framework" (the infrastructure that supports new web-based features) has allowed the roll-out of new features on a regular basis. Examples: Auto Log-In to allow members to bypass the regular ID-password when logging in; Web Discussion Groups which will allow "many-to-many" interactions; SpamFilter, which puts entry to members' e-mailboxes By Invitation Only, and is already used by more than 500 members to virtually eliminate the scourge of SPAM.

      A "check-in" feature to be introduced soon will, in effect, make the NCF StartPage the homepage for a PPP connection via modem. In other words, members will see the NCF page before they surf off elsewhere. Objectives are to increase the exposure of the StartPage and thus contribute to building a sense of "community". It will also serve as a reminder to those who have been using the modems, but by-passing NCF entirely, that FreeNet needs their participation and financial contributions to continue the service-- akin to passing through the membership check-in at a community fitness center.

      Progress is being made on the Extended Access subproject that will make available 46 additional phone lines for NCF members' use evenings, weekends, and holidays. In additon, the modems at Mitel which provide extended access on 16 lines during the daytime and 48 lines evenings and weekends are being upgraded to 56K digital.

      MOTION: That the Executive Director's Report be received,
      Moved by: Graeme Beckett
      Seconded by: Mary Anne Dugmore
      VOTE: All in favor

    2. Treasurer's Report and Financial Statement(see financial statements for prior month)

      A replacement has not yet been located for the post of Treasurer. ED John Selwyn presented a brief oral report on the Financial Statement.

      MOTION: That the Financial Report be accepted.
      Moved by: Graeme Beckett
      Seconded by: Gary Eikenberry
      VOTE: All in favor

    No items under New Business
  7. Announcements
    No announcements.

    March 16, 2004 at 7 p.m.
    Billings Room
    Ottawa City Hall


    The meeting adjourned at 10.00 p.m.