The meeting was called to order at 7.25 p.m. with Chris Cope as Chair and Sandy Campbell as Secretary.
Board members present:
Christopher Cope (bz787), President/chair
Gary Eikenberry (aa353), 1st Vice-president
Sandy Campbell (dt820), Secretary
Michael Fletcher, Treasurer
Mark Mielke (al278)
Graeme Beckett (aw958)
Mary Anne Dugmore (er983)
Shing Kwong Lee (ez191)
Regrets:
John Hennessey (ev776)
Michael Williamson (cm234)
Michael Mei (bi195)
Don Francis (ba990)
NCF Management/Staff present:
John Selwyn (es347), Executive Director
Members/Guests:
None
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.
MOTION: That minutes be approved as published, with a
clarifying amendment to 4.a) under NEW BUSINESS.
Moved by: Sandy Campbell
Seconded by: Mark Mielke
VOTE: All in favor
MOTION: That the agenda be adopted as published, with the
addition of 7.c) Board Governance under NEW BUSINESS
Moved by: Mary Anne Dugmore
Seconded by: Graeme Beckett
VOTE: All in favor
MOTION: That the recommendation of the search
committee that Michael Fletcher be appointed to the
postion of Treasurer be approved.
Moved by: Gary Eikenberry
Seconded by: Shing Kwong Lee
VOTE: All in favor
MOTION: That the President, 1st Vice-president, and
Treasurer be appointed to an Audit Committee to arrange
details of the annual financial review for 2004.
Moved by: Grame Beckett
Seconded by: Mary Anne Dugmore
VOTE: All in favor
FreeNet ended 2004 on a strong note with membership contributions up 34% in the last quarter compared with the same period in 2003 and an increase of 21% over the 2003 total. Membership grew by 10% in 2004 and it appeared more members were using NCF as their primary internet service. Improved services and reliability were major factors, along with the "universal participation" system put into place in September, in helping to move NCF closer to "a stable financial situation." The system calls for all members, at time of renewal of their account, to contribute via cash or volunteer help to operating costs. The formula is based on the member's personal usage and contributions can be waived where warranted. Despite the robust results for 2004, the ED cautioned that contributions are still shy of budget forecasts and we are not out of the financial woods.
NCF revenues depend on members' contributions and revenues for 2005 are based on matching the 21% increase achieved in 2004, i.e. income of $247,000 in 2005. Expenses are largely fixed (telecom $114,000 and permanent/contract stafff $143,000) for a total of $265,000. Voluntary reduction of ED's chargeable time will reduced total expenses to $250,000, producing an operating deficit of $3,000 for 2005.
Among the improvements achieved in 2004: Dial-up capacity increased by 34%, which means fewer busy signals; Two new NCF partners, City of Ottawa and Ottawa Public Library; NCF Spam Filter; NCF web discussion groups; Mantis Trouble Ticket System; Web file manager. Targeted Help Desk improvements include voice bulletin board self-help (FAQs) to reduce need for call-backs; switch to Carleton University phones to provide cascading phones and larger mailboxes (i.e. reduction of "Voice Mailbox is full" message to members seeking assistance).
MOTION: That the Financial Statement for December be
accepted.
Moved by: Graeme Beckett
Seconded by: Mary Anne Dugmore
VOTE: All in favor
MOTION: That the 2005 online NCF Annual General
Meeting be conducted March 30-April 13, and that Tuesday,
March 2 be the deadline for special motions submitted by
members, and nominations for candidates for election to
the Board of Directors be accepted from Tuesday, March 2
to Wednesday March 17.
Moved by: Sandy Campbell
Seconded by: Graeme Beckett
VOTE: All in favor
MOTION: That Director Mark Mielke be appointed Chair
of the 2005 AGM.
Moved by: Sandy Campbell
Seconded by: Gary Eikenberry
VOTE: All in favor
MOTION: That a Nominations Committee be appointed consisting of Chris Cope(Chair), Shing Kwong Lee,and John Selwyn.
The Committee's mandate, as recommended by the 2003 Nomination Committee, shall include ensuring there is high-quality, complete, and believed-to-be-correct information about its recommended nominees on Candidates Information web pages for the AGM. The "Nomination Committee report deadline" is the Sunday prior to the March board meeting, and the committee presents information about the people it recommends by way of candidate information web pages (produced by the candidates, assisted by the committee and volunteers). It is particularly important if there are more candidates recommended than postions available that the web pages contain enough information for voters to decide between the recommended candidates. Other mandate info is at http://www.ncf.ca/ncf/board/nomination/howNomination.htm
Moved by: Sandy Campbell
Seconded by: Mark Mielke
VOTE: All in favor
MOTION: That NCF member Andre Vellino be appointed
Returning Officer for the AGM elections and that those
who provided technical and other support last year be
asked to serve again.
Moved by: Sandy Campbell
Seconded by: Shing Kwong Lee
VOTE: All in favor
MOTION: That Director Michael Mei take charge of proxy
voting arrangments.
Moved by: Sandy Campbell
Seconded by: Graeme Beckett
VOTE: All in favor
MOTION: That the President be asked to write to Rudy
Wytenburg on behalf of the Board and of the membership of
National Capital FreeNet, expressing our sincere
appreciation and thanks for his years of service to
NCF.
Moved by: Gary Eikenberry
Seconded by: Graeme Beckett
VOTE: All in favor (with cheers)
It was agreed to delay discussion of this topic to the February meeting of the Board.
February 15 at 7 p.m.
Room 402, Dunton Tower
Carleton University
The meeting adjourned at 9.50 p.m.