National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
July 15 2008

SOME HIGHLIGHTS


Minutes of a meeting of the Board of Directors

Held on July 15 2008 
Suite 302, Trailhead Building
1960 Scott Street

The meeting was called to order at 7:10 p.m. with Chris Cope as Chair and Graeme Beckett as Secretary.

  1. INTRODUCTIONS
  2. Board members present:
    Alan McRae (fl334) Treasurer
    Christopher Cope (bz787), President/chair
    Graeme Beckett (aw958) Secretary
    Jim Nubel (fm776)
    Gary Eikenberry (aa353)
    Mark Mielke (al278) 
    Don Francis (ba990)  
    Rowland Few (fp085)

    Regrets:
    Doug Hull (aa800) 
    Amy Yee (fp017)

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

    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.

  3. CONFIRMATION OF QUORUM

  4. Quorum was confirmed.

  5. REVIEW OF THE AGENDA

  6. (see draft agenda)

    MOTION: That the agenda be adopted as is.
    Moved by: Gary Eikenberry (aa353)
    Seconded by: Jim Nubel (fm776)
    VOTE: All in favor. 
    VOTE: Carried.

  7. APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING

  8. (see minutes of prior month)

    MOTION: Accept the minutes of the April 2008 meeting as is.
    Moved by: Rowland Few (fp085)
    Seconded by: Alan McRae (fl334)
    VOTE: All in favor. 
    VOTE: Carried.

  9. ONGOING BUSINESS
    1.  

    2. NCF Officers - President, 1st VP, 2nd VP, Secretary, Treasurer (Chris Cope)

      MOTION:
      Let current officers stand except 2nd VP. 
      Moved by: Jim Nubel (fm776)
      Seconded by: Rowland Few (fp085)
      VOTE: All in favor. 
      VOTE: Carried.

      MOTION:
      Elect Mark Mielke to the position of 2nd VP.
      Moved by: Jim Nubel (fm776)
      Seconded by: Graeme Beckett (aw958)
      VOTE: All in favor. 
      VOTE: Carried
    3. Staffing (Chris Cope and John Selwyn)

      The Executive Director will be returning to full time studies in September. A draft add and job description had been prepared although not circulated to the entire Board. The Executive Director Search Team are planning a further meeting in preparation of the ED search. 

  10. REPORTS

    1. Executive Director's Report
      (see accompanying report)
      Of note:
      -
      Donations were down from last year but were made up by DSL margins.
      - 6K in development and 6k in hardware expenses and an extra telecom line charge were incurred.
      - Cash stands at 89k, a month's reserves
      - 4k was budgeted for fall marketing
      - Three disks on the raid failed resulting in the loss of mail. Recovery efforts were under way.
      - Replacement disks for the raid were obtained and a second raid purchased.
      - Two replacement servers are expected to be purchased.
      - NCF staff attended the Net Neutrality rally at Parliament Hill and made a submission to the CRTC.
      Marketing:
      - The ED had an interview on CFRA and with the CDC.
      - Improve MOM
      - Downloadable posters
      - Bus adds
      - Align with immigrant groups - trade volunteers
    2. MOTION: That the Executive Director's report be received.
      Moved by: Gary Eikenberry (aa353)
      Seconded by: Jim Nubel (fm776)
      VOTE: All in favor. 
      VOTE: Carried

    3. Treasurer's Report and financial statements

      There was no Treasurer's Report however the Treasurer Alan McRae did comment that the financials were in good shape.

    4. Report of Executive Committee (Chris Cope)

      The Executive Committee did not meet.

    5. Report of Strategic Planning Committee (Jim Nubel)

      The Strategic Planning Committee met twice. Shared services among organizations and the need for computers and training were discussed. In terms of marketing, community newspaper editorials were mentioned. Additional points had been covered in the Executive Directors Report.

      MOTION:
      Accept the Strategic Planning Committee report
      Moved by: Graeme Beckett (aw958) 
      Seconded by: Don Francis (ba990)  
      VOTE: All in favor. 
      VOTE: Carried

  11. NEW BUSINESS
    1. Hardware and Lifecycles 
      The board received and endorsed the Executive Directors recommendation on hardware and lifecycles and the need to set aside funds.  
    2. Submission of a Member's Document
      A document entitled "Penultimate Draft Report", "Brainstorming Think Piece: Five Way-Ahead Scenarios for The National Capital FreeNet" was submitted to the NCF and received by the Board of Directors. 
  12. ANNOUNCEMENTS

    None

  13. NEXT MEETING
  14. October 21, 2008, at 7 p.m.
    Suite 302, Trailhead Building
    1960 Scott Street

  15. ADJOURNMENT
  16. The meeting adjourned at 9:07 p.m.