Board of Directors Meeting Minutes
October 10

Present:

• Sharon Parker
• Marilyn MacDonald
• Derek Ferguson
• Doug McCann
• Andrew Wright
• Viola Winstanley
• Mark Rushton
• Krista Olmstead
• James Carroll
• Grace Paterson

Regrets:

• Viola Winstanley
• Bernie Hart

Agenda:

1. Call to order
2. Approval of the minutes of the previous meeting.
3. Nomination of new Board member and change of positions.
4. Other business
5. Technical Committee Dysfunctionality: - Presentation by David Potter
   1. Discussion
6. Technical Committee Presentation Follow Up
7. Finance Chair
8. Grant Application to OLT and contract with C-Suite Cooperative
9. Adjournment
10. Next meeting Tuesday, October 31, 2000 - 6:30 p.m., Room 319, A&A Building, Dalhousie University

1) Meeting called to order at 6:40pm

2) Approval for previous board meeting minutes deferred to next meeting.

3) Nomination for Board positions.

1. Vice Chair of the Board
   1. Doug McCann appointed
2. New Board Member Nomination
   1. Grace Paterson nominated James Carroll
   2. Andrew Wright Seconded
   3. Motion carried.

4) Other Business

1. It was noted that the Board Minutes have not been updated on the Chebucto Web Page for the last four or five board meetings. Krista Olmstead was charged with contacting the Editor in Chief, Michael Cormier to get minutes posted.
2. Due to the lack of renewals coming in, a Membership Renewal Campaign was suggested by Andrew Wright. Starting a phone blitz to all non-renewing members would be supported by Sharon Parker, Marilyn MacDonald. Doug McCann suggested pursuing sponsorship of phone lines for businesses.

5) Technical Committee Presentation by David Potter

1. With the resignation of David Murdoch as Technical Chair, a new Chair will be needed for the Committee. David Potter announced that he has drafted a statement of requirement for the position and wished that the board would search for a new chair. David Potter stated that he was not interested in the Chair position for himself.
2. Acknowledging that a gap exists between the Board of Directors and the Tech Committee, David reported that he felt that as an organization Chebucto has not done a good job of appraising new Board Members of the technical requirements/resources associated with providing user services. Chebucto is in the business of operating a complex, multi-user system, where the users rely on Chebucto for services that are important and essential to them. There is a primary obligation to ensure that this service is provided in a reliable manner, and that changes to the system are undertaken in a manner that reflects this and other requirements. The Chebucto system has been developed so that a task that normally requires the direct involvement of a system administrator can be accomplished by a trusted volunteer or office employee who does not require the techncical skills/permissions normally associated with a systems administrator. Chebucto still needs this functionality.
3. Finances and Technical concerns carry many of the same consderations including a requirement that management generally reflect a conservative approach. Decisions for Chebucto cannot be made without taking into account the financial and technical resources and the implications of those decisions.
4. Noting significant uncertainly over the nature and role of the Chebucto Suite (CSuite) Software within the organization and the general lack of confidence in the technical services, David Potter called on the board to conduct an independent review of the decisions of the technical committee and past boards with respect to CSuite and the management of technical services. The hope was expressed that this might resolve in the current boards' mind what he sees as confusion and concerns that are without foundation.
5. David Potter offered to discuss recent events surrounding access to the machine room. Time precluded that discussion. A report relating to these activities was provided the following day via email.

6) Technical Committee Presentation Follow Up

1. The board discussed finding a Technical Committee Chair. The names submitted for potential Chairs were Ed Dyer, Chris Watt, and Jeff Warnica.
2. Ed Dyer was concluded to be the most appropriate fit and concern was only raised that Ed may not be interested in the position.
3. Mark Rushton made a motion that the Chair of the Board would approach Ed Dyer to see if he would be interested in taking the Chair of the Technical Committee, and that the Executive Committee would follow up looking for other appropriate Committee Chairs if Ed Dyer declined the invitation.
4. Derek Ferguson seconded the motion. Motion carried.

7) Finance Chair

1. James Carroll volunteered to be Finance Chair. No others volunteered. Motion carried.

8) Grant Application

1. Board moved to go "In Camera"

9) Adjournment

1. Meeting adjourned at 8:45 pm

10) Next meeting Tuesday, October 31, 2000 - 6:30 p.m., Room 319, A&A Building, Dalhousie University