Chebucto Community Net Board Minutes September 24, 1997 Present: David Trueman, Michael Colborne, Peter Moritmer, Joyline Makani, Ben Armstrong, David Murdoch, Doug Rigby, Doug Rigby, Bernie Hart. Absent: Peter Morgan, Rob Currie, Joan Waldron In the absence of the Chair, Peter Morgan, David Trueman chaired the meeting. 1. Minutes of Sept 3. It was moved by Peter M. and seconded by Ben A. that minutes of the Sept 3rd meeting be approved. (Carried). 2. Mission and Vision. – Peter Mortimer had previously posted a revised version of the Mission and Vision. The new version was reviewed by the Board. It was agreed there was no need for the two statements and the Mission version was accepted as follows: "CCN is a volunteer organization which provides the technology, infrastructure and training that enables all people in the Greater Halifax Region to participate in an electronic public space. Users can gather and share information and take part in exchanges and dialogue that enrich their lives and their community." The most significant change was the substitution of "electronic space" for "information highway" which members was too narrow and no longer in vogue. It was moved by Ben Armstrong and seconded by Doug Rigby that CCN adopt the revised mission statement as a draft replacement for the present one. (Carried) It was further agreed the draft statement would be posted on the Board Web Site with a reference to it from the Message of the Day. Bernie was tasked to prepare the wording for this and David M. agreed to post it. 3. Draft Goals. – The draft goals for 1997/98 had been prepared by Charlie MacDonald, Doug Rigby and Bernie Hart. These were reviewed and revised as follows: DRAFT GOALS REVISED AT SEPT 24TH/97 MEETING Goal one Improve and expand relationships with Information Providers so as to provide a stronger community resource. Actions: 1.1 Produce a brochure for existing and prospective IPs which will outline the terms and benefits of the relationship and which will emphasize "partnership". 1.2 Develop an MOU template which will outline the relationship between CCN and the partnering organizations. (This could be patterned after such an arrangement now being used in B.C.) 1.3 Initiate a campaign to encourage membership of additional organizations as IPs It was agreed that we should institute a system by which IPs would renew their MOU annually and at this time their contributions would be noted. Peter Mortimer warned that MOUs might inhibit organizations in that they may be viewed as being inflexible and bureaucratic. He suggested, too, that we must take into account the varying nature of the organizations which range from being incorporated to loose-knit interest groups. David Trueman suggested this could be taken into account by indicating who should sign the MOU. It was also suggested there should be monthly forums for IPs. Ben Armstrong agreed to take this goal to his IP Committee for review. Goal two Improve the sustainability of CCN through the introduction of new income streams. Actions: 2.1 Develop and institute a procedure for the sale of disc space to CCN members. 2.2 Establish a non-Board Committee to conduct trial on-line sales of CCN items. 2.3 Develop and institute an institutional membership category. (Such membership should be designed to include the City and such companies as MT&T, Cable Cos., Power Co. Northern Tel, etc.) It was agreed this goal would be passed to the Membership Committee for further consideration. Bernie Hart agreed to attend a meeting of the Committee to explain the rationale. Goal three Increase the opportunities for "access" for new geographical communities as well as for communities of interest. Actions: 3.1 Target three communities such as Eastern Passage, Beaverbank and Middle Musquodobit which are within the Hfx Toll area and which could benefit from a partnership with CCN. A campaign will be developed which will include joint meetings with CAP site Boards and provide general publicity designed to acquaint citizens with the benefits which can accrue through becoming a partner with CCN. 3.2 Formalize arrangements with those groups doing technology training for the disabled. Peter Mortimer suggested we also establish a relationship with EDNET. It was agreed Peter Mortimer, David Murdoch and Bernie Hart would further review this goal and consider a work plan. Goal four Institute a process for better managing and supporting volunteers. Such a process(es) would include a volunteer recognition program. Actions: 4.1 Approach HRDC and other appropriate agencies with a view to obtaining funding for a Volunteer Coordinator. The basis of the request would be that the people involved in the volunteer program would become more employable. 4.2 Develop and pilot a training and support program for volunteers involved in the Training and Access Site Support programs at Chebucto. David Murdoch suggested CCN form an independent fund raising committee. Peter Mortimer agreed to act as a resource for any Fund Raising group which is formed. Bernie Hart agreed to look into the possibility of CCN obtaining a Federal Section 25 Grant to meet 4.1. Following a brief discussion of possible Coop Student hirings, it was agreed CCN was not in a financial position to do so but this might be pursued by the C-Suite Group. 4. TC97. Bernie Hart gave a brief update on TC97 explaining that the wrap-up session of the Planning Committee had been held and all that was left was: a) conclude registration matters (to be done Sept 26); b) finalize payments from sponsors (all but one invoice sent); and c) prepare recommendations for the Board re reimbursements for presenters; and d) prepare document to serve as a guide for future conference planners. Bernie and Doug suggested the payment to CCN from the conference would be a minimum of $3,000. 5. Financial Report. – DougRigby. distributed three reports a) Statement for the period Aug 1st – Sept 19th ; b) An account of the monies paid through Dalhousie; and c) Financial report by revenue and expense category for the period Jan to Aug. All members found these reports to be most helpful. It was moved by Peter Mortimer and seconded by Joyline Makani that the Board accept the three statements. (Carried) 6. Board's Financial Liability. – Pete Mortimer agreed to check this matter with Hugh Wright. 7. Charitable Status. – Pete Mortimer reported that the application for Charitable Status had been submitted a month ago and that the waiting period was difficult to predict but would likely be at least two months and could be much longer. 8. C-Suite MOU. – David Trueman, Bernie Hart and Doug Rigby eclared a conflict of interest. It was pointed out that Peter Morgan has a conflict as well. Peter Mortimer indicated that one of the implications of having "charitable status" is that agreements or contractual arrangements between such organizations and other groups such as C-Suite could mean that there would be a limit on the number of directors who could sit on both boards. Peter agreed to check this with Hugh Wright. Peter asked about the possible liability which might accrue to CCN in five years under the terms of the agreement. David Trueman responded this was not known but the best guess was that organizations might be expected to pay somewhere between $1,000 and $3,000 for annual service agreements. Other questions raised: Does the director position designated to CCN mean simple representation or full membership. How do the two organizations separate the financial assets. David Trueman suggested it was reasonable for CCN to get approximately $8,000 of the C-Suite/Industry Canada funds. Michael Colborne agreed to act as a Coordinator to facilitate online discussion and voting by the Board. It was agreed that three former Board Members would be asked to participate in the discussion as well – Joan Brown Hicks, Laura Jantek and Peter Henry. It was agreed the discussion and vote would be completed by Friday, October 3rd. Next meeting – October 15, 7:00pm, North Branch Library. Minutes prepared by Bernie Hart.