NCF Board of Directors
Minutes of Meeting
October 21, 2008

SOME HIGHLIGHTS

• Executive Director changeover 
• Volunteer of the Year
• End of year dinner and social

Minutes of a meeting of the Board of Directors

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

1. INTRODUCTIONS

   Board members present:
   Alan McRae (fl334) Treasurer
   Christopher Cope (bz787), President/chair
   Graeme Beckett (aw958) Secretary
   Amy Yee (fp017)
   Doug Hull (aa800) 
   Don Francis (ba990) 
   Mark Mielke (al278)  
   Gary Eikenberry (aa353)
   Jim Nubel (fm776)

   Regrets:
   none

   NCF Management/Staff present:
   Rowland Few (fp085), 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.

2. CONFIRMATION OF QUORUM
   

   Quorum was confirmed.
   

3. REVIEW OF THE AGENDA
   (see draft agenda)

   The agenda was adopted as presented in these minutes. Items 6(d) and 6(e) were added to agenda.

   MOTION: That the agenda be adopted as revised.
   Moved by: Jim Nubel (fm776)
   Seconded by: Doug Hull (aa800) 
   VOTE: All in favor. 
   VOTE: Carried.

4. APPROVAL OF THE MINUTES OF THE JULY 15 MEETING AND MINUTES OF SEPTEMBER 29  MEETING
   (see July minutes and September minutes) 

   MOTION: Accept the minutes of the July 2008 meeting as presented.
   Moved by: Amy Yee (fp017)
   Seconded by: Mark Mielke (al278) 
   VOTE: All in favor. 
   VOTE: Carried.
   
   MOTION: Accept the minutes of the September 2008 meeting as presented.
   Moved by: Alan McRae (fl334)
   Seconded by: Gary Eikenberry (aa353)
   VOTE: All in favor. 
   VOTE: Carried.

5. ONGOING BUSINESS
   
   
   1. ED search committee final report and introduction of new Executive Director
      The Board thanked the Search Committee for their assistance and our new Executive Director welcomed!.
      
      MOTION: To receive the report of the Search Committee.
      Moved by: Gary Eikenberry (aa353)
      Seconded by: Jim Nubel (fm776)
      VOTE: All in favor. 
      VOTE: Carried.
      
      
   2. Staffing (Rowland Few)
      
      This item was covered in the Executive Directors Report.  
      
      
6. REPORTS
   
   
   1. Executive Director's Report
      (see accompanying report)
      Of note:
      - Donations continue downward trend
      - DSL income above target
      - DSL margins above target
      - New monitoring for raid system
      - Staffing: DSL support staff member leaving by the end of October
      - Search underway for a new DSL support person
      - Marketing: Met with Chinese community
      - New Initiatives: On average NCF equipment 7 years old.
      - 10k set aside for new server & network hardware.
      - Attempt proposal with city to provide support for the benefit of 662 users

      MOTION: To accept the Executive Director's report.
      Moved by: Doug Hull (aa800)
      Seconded by: Mark Mielke (al278)
      VOTE: All in favor. 
      VOTE: Carried

   2. Treasurer's Report and financial statements
      
      Of Note:.
      Actuals have continued to remain close to budget year-to-date.
      
      MOTION: To accept the Treasurer's report.
      Moved by: Gary Eikenberry (aa353)
      Seconded by: Graeme Beckett (aw958)
      VOTE: All in favor. 
      VOTE: Carried
      
      
   3. Report of Executive Committee (Chris Cope)
      
      Given the changeover of Executive Director the Executive Committee did not meet.
      
      
   4. Report of Strategic Planning Committee (Jim Nubel)
      
      The Strategic Planning Committee met September 11th. Discussed at the meeting were ideas including booth displays, bus and posters, libraries, Algonquin College and the Chinese community. The Strategic Planning Committee will meet again when the new Executive Director is ready. 
      
      MOTION: Accept the Strategic Planning Committee report
      Moved by: Mark Mielke (al278)  
      Seconded by: Don Francis (ba990)  
      VOTE: All in favor. 
      VOTE: Carried
      
      
7. NEW BUSINESS
   
   
   1. Discussion with new Executive Director
      An informal and open discussion with the new Executive Director. 
      
      
   2. Discussion of 2009 budget (Alan McRae and Rowland Few)
      The 2008 draft budget is to be presented at the January 2009 board meeting.
       
      
   3. Discussion of 2008 NCF end of year dinner and social
      The year end dinner is expected to take place on December 16. Jim Nubel will look for a dinner/dining meeting place that may be more suitable for socializing than the previous accommodation.
      
      
   4. Volunteer of the Year (Graeme Beckett) 
      The NCF Board was provided with information on a particularly valued member of our Office Task Force. A volunteer who has truly provided invaluable and very dedicated, long time assistance for both the membership and staff of the National Capital FreeNet. 
      
      In addition to her past recognition as volunteer of the month (plural) the NCF board is extremely pleased to recognize Bev Brooks as Volunteer of the Year for the National Capital FreeNet. Ideas were put forth as to when, where and how to recognize Bev.
      
      From every NCF board member and on behalf of the entire organization; 
      
      Thank you Bev!
      
      MOTION: To appoint Bev Brooks (dk990) as NCF Volunteer of the Year.
      Moved by: Graeme Beckett (aw958) 
      Seconded by: Christopher Cope (bz787)  
      VOTE: All in favor. 
      VOTE: Carried
      
      
   5. Executive Director's Recognition
      Various ideas were floated as methods in which to show the appreciation of the NCF Board in recognition of our former and dedicated Executive Director John Selwyn. A time and place in which to recognize John was set.
8. ANNOUNCEMENTS
   
   None
   
   
9. NEXT MEETING

   January 20, 2009, at 7 p.m.
   Suite 302, Trailhead Building
   1960 Scott Street

10. ADJOURNMENT

    The meeting adjourned at 9:25 p.m.