Board of Directors Meeting Minutes
Tuesday, June 6, 2000
- Sharon Parker
- David Murdoch
- Krista Olmstead
- Joyline Makani
- Andrew Wright
- Doug McCann
- Leo Deveau
- Kelly Marney
- Grace Paterson
- Viola Winstanley
- Mike Nicholson
- Bernie Hart
- Sylvana Buttigieg
- Mark Rushton
- Approval of minutes of previous board meetings.
- Executive Director's Report
- Committee Chair Reports
- Robert Speirs Police Case
- New Business
- Cuba Report
Meeting called to order at 6:40 pm.
Minutes approved for previous board meetings, April 4, 2000, and May 16,
Executive Director's Report
The past couple of weeks have been concentrating on getting tasks focused
on completing the IPDB script requirements for the office in managing IP
accounts. The new homepage is now up and users can direct their browser
(under the preference setting) to: www.chebucto.ns.ca .
There are still some adjustments to be made, but overall it is a very good
start and thanks go to Andrew and all the volunteers that have contributed
to its delivery. Now, it is time to begin thinking about how this site can
become an attractive site for community reference and information in the
HRM area, as well as an attractive site for sponsorship banners.
Below is David Potter's recent note concerning a report on the Chebucto
website. Chebucto has got to begin taking economic advantage from this web
visibility for potential sponsorship ads or affiliating marketing programs
to our members. This will be the next stage of development for the
Chebucto web site.
[The domain: chebucto.ns.ca, is ranked #691 out of 433576 domains in the
---------- Forwarded message ----------
Date: Mon, 05 Jun 2000 21:30:50 -0700
Subject: Notice about www.chebucto.ns.ca
Notice for: email@example.com
This is a note to let you know that your site:
...was spidered and ranked by WebsMostLinked.com on:
Jun 5, 2000 at 21:19:05.
We have checked your domain's popularity and ranked it relative to the
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To see how your site stacks up to the other domains in the world, click
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*With the homepage now up, we're also moving forward in seeking potential
sponsors to the planned webcam site for the Tall Ships event. (a mock-up
has been made at: http://www.chebucto.ns.ca/~awright/mockup/ ). Some
ideas have also been made about having an Chebucto information booth down
on the waterfront during Tall Ships and I'm going to look into that
*The Strategic Planning Day (June 24th) is in motion, having met with
Peter Morgan, a former Chair of the Chebucto Board, as well as a
specialist in organizational development and planning, I'm seeking his
counsel in developing a framework for presentations, discussion and
planning. More information will be forthcoming on that in the next couple
*We're in the process of planning a Southend UrbanCAP meeting set for June
12th, to discuss how we might implement a CAP site(s) in the southend area
with potential partners - possibly Dal through the Faculty of Computer
Science Cybercafe location.
*With regard to UrbanCAP, I plan to organize a meeting soon for a working
group to address challenges of community content presentation and
management in the HRM area that would be available at either the CAP
sites, or related servers which will be supporting this initiative.
*In the next couple of weeks, now that the Board committees have been
either reestablished or operating as planned, I'd like to meet with each
of these committees and begin to see what the coming summer and fall's
priorities will be for each of them.
*We're in the process soon of hiring a co-op student to address Marketing
and PR plans for Chebucto. He/She will be reporting to Krista Olmstead
(Communications Chair) and Colin Mason (Killagriff Marketing Associates).
Krista and I are mapping out the ideas for summer tasks - ranging from
ways to marketing our services to the larger HRM populace, to identifying
neat promotional items for fundraising initiatives that we hope to
undertake this fall and to provide to new members who join Chebucto within
specific periods of time.
*Since our last Board meeting, I've made public presentations for Chebucto
to the Faculty and Students at the School of Computer Science and related
work on the Urban CAP implementation plan.
*Speaking to issues of finance, Johanne is still pulling together the tax
report and I'm meeting with next week to hopefully bring that to a
conclustion. It's taken some time to get an inventory list together with
appropriate costing. As a result, Johanne has not been able to provide an
itemized financial statement for this past first quarter. But Sharon,
Andrew and I met and were able to pull together the latest update which we
believe is both current and accurate to the end of the first quarter. I've
subsequently tweeked it a bit more to include the two weeks into May,
which is outlined below.
CCN Income/Expense Statement for the 1st quarter ending April-to May 15th, 2000
- Revenue from Account fees only:
- Jan.- 14,452.
- Feb.- 13,269.
- Mar.- 8,952.
- April-to May 15th - $12,459.98.
- Total: $49,132.
- Surplus in Dal acct for internal costs related to Dalhousie: $2,843
- Beginning of year revenues: $35,369.
- Total operating revenues: $87,344. ('99 + 1st quarter to May 15)
- Total expenditures: 62,057.
- Excess of revenues over expenditures: 25,287.
The 2000 budget was approved at projected expenses of $167,800 and
revenues at $168,000.
From this statement above we can see that Operating Revenues from Jan. 1st
to May 15th averages out to $12,283/mth rather than the $14,000./mth we
were projecting, which has shorted us by $6868. in projected revenue in
the 1st quarter.
Combined with this, was our expenses being high ($15,514.25/mth), when we
had hoped to average about $13,983./mth. This has further shorted us by
$6124. in the 1st quarter. So when we add our revenue decrease to this
over-expense we are down by $12,992 in the first quarter of our
projections (or $3248/mth). Some of this over expense relates to a new
modem rack which was purchased ($3,000. U.S.) and will make due for well
into next year - so this is an asset, not just an expense.
It should be further noted that we continue to have a cushion from the
previous year of $35,369. In further addition, with regard to the past 4.5
months, we have also received approximately $10,000. in project
administrative revenues thus far, but that still puts us in a shortfall
situation of about $2992. thus far to meet the expenses of the past four
As a further improvement to report on revenues, since May 15th to today
(June 6th) Chebucto will have generated $7255. in revenues and have also
received a $5,000. donation, for a total of $12,255. in revenues in the
past three weeks. I don't have an update on expenses yet from May 15th to
June 6th, but I'm confident they are considerably lessen and they will
continue to be through the summer months.
In summary, with regard to our financial situation, we can address this
picture by restrategizing further on our revenue generating plan - ie;
conduct a internal fundraising campaign to our membership in the fall;
speed up IP renewals and web page development to attract sponsorships;
identify a potential partner to merge our services with ie; Dalhousie's
dial-up services, a corporate partner, etc. ?
We can also begin to consider what expenses can be contained, ie. no more
technical equipment other than what is absolutely necessary and is
backed-up with a concrete revenue stream committment. No further expense
outlays over the summer, other than salaries, the normal connectivity
charges and very basic office expense requirements.
[End of Executive Director's Report]
Media Relations Student
Met with Colin Mason who has agreed to mentor the program.
Student will work 2-3 days out of his home office.
The Media Relations Coordinator will generate a comprehensive marketing
strategy to promote Chebucto to all relevant communities within the
Halifax Greater Region. Reporting directly to the Communications Chair,
as well as to the Media Relations Consultant, the Media Relations
Coordinator will be responsible for promoting Chebucto Community Net,
using all available resources from traditional media such as print,
television and radio as well as multimedia opportunities. Coordinating
events, advertising, and seeking out new initiatives to increase
Chebucto's public profile within the community.
The student will work closely with the Executive Director on a
pre-determined schedule to assist with the planning development
- Called all of the volunteers who responded to Michael Colborne's email.
- 3 declined, 2 because they had already made previous volunteer commitments
- 2 already board members, (Grace and Mark)
- 5 interested
- 2 - Confirmed for Communications
- 1 - Possibly the helpdesk
- 2 - undecided on a committee
The Communications mailing list-serve is reactivated
- New positions created:
- Vice Chair Marketing - Kelly Marney
- Vice Chair Internal Communications - Derek Ferguson
- Vice Chair External Communications
Communications has added 3 extra Committee members for a total of 10. All
members of the Communications Committee are Board Members with the
exception of the most recent 3.
- Communications Mailing List members are:
- David Murdoch
- Sharon Parker
- Andrew Wright
- Leo Deveau
- Krista Olmstead
- Kelly Marney
- Mark Rushton
- Derek Ferguson
- Marilyn MacDonald
IP Report: There will be a meeting at the Computer Science Building on
Thursday, June 8th, at 6:30 pm.
New Individual Account User Agreement submitted for approval to the board.
David Murdoch moved to accept the new policy with corrections.
Krista Olmstead seconded. Motion carried.
Andrew Wright reported that the Confidentiality Agreement is in the works.
Hugh Wright has sent a letter to Robert Speirs denying his claim for
charges for a new ISP.
Technical Committee Report:
Web Cam for the Tall Ships is in the works. Locations are being
determined. Fenwick towers looks like a probable option.
Robert Speirs Police Case:
Sergeant Coombs returns to work on Monday with a report. The "detectives" assigned to Chebucto's case have until Friday, June 9th, to decide if they will proceed with an investigation on this complaint.
Andrew Wright brought up the subject of the board member's biographies on
the board web page. He suggested that the newer members write a small,
general bio on themselves for submission, if they are concerned about
receiving harassing phone calls.
There will be an HRM / 2020 meeting on Monday. Various civic
organizations have participated in the structure of the meeting, and have
submitted their proposals on what they would like to see accomplished in
Halifax in twenty years. All available Chebucto Board Members are
encouraged to attend.
David Murdoch and Mark Rushton attended the conference in Cuba. Many
Chebucto materials were given out for Cuban organizations. There is an
opportunity for Chebucto and C-Suite to be utilized, as there is a very
low level of connectivity in Cuba at present. This could be a great
opportunity to sell C-Suite to them.
Next Meeting - Tuesday, June 27th
Seminar Room 1 - Computer Science Building, 6:30 pm
Meeting Adjourned: 8:15 pm