NCF Board of Directors
Minutes of Meeting
September 20, 2011
The Succession Planning Committee has located several potential candidates
for the Executive Director position.
Mail server back-ups move from RAID 5 to RAID 10.
New mail system Zimbra with enhanced features under testing.
Email server fundraising campaign at $10,500.
Minutes of a meeting of the Board of Directors
Held on September 20, 2011
Suite 302, Trailhead Building
1960 Scott Street
The meeting was called to order at 7:00 p.m. with Chris Cope
as Chair and Graeme Beckett as Secretary.
Board members present: Christopher Cope (bz787), President Gary Eikenberry (aa353) 1st
Alan McRae (fl334) Treasurer Graeme Beckett (aw958) Secretary Mark Mielke (al278) Doug Hull (aa800) Mike Kelly (fm342)
Peter MacKinnon (fr198) Amy Yee (fp017)
Regrets: Michael Weiss (ft850) Ken McCarthy (fr786)
NCF Management/Staff present: Rowland Few (fp085), Executive Director
Guests: Jim Elder (aa456)
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.
MOTION: Accept the minutes of the June 2011 meeting as
by: Doug Hull (aa800) Seconded by: Gary Eikenberry (aa353) VOTE All in favor. VOTE: Carried
The Succession Planning Committee now deemed the Executive Director
Search Committee has performed preliminary interviews with several
candidates for the position of Executive Director. Of these candidates
four were described to the Board as best matches. The Committee
recommended a second more in depth meeting with the top candidates and
to make a recommendation to the Board shortly as Rowland will be
departing September 31.
The Board gives a vote of thanks to the outgoing Executive Director
MOTION: To instruct the members of the search committee to
make a recommendation to the Board of the preferred candidate and
circulate his or her resume to the board accompanied by the runner ups
and to waive normal procedures so that the Search committee shall
by email call a Special Meeting of the Board at the NCF offices on 72
hours notice to review the candidates and authorize the employment of a new Executive
by: Doug Hull (aa800) Seconded by: Peter MacKinnon (fr198) VOTE All in favor. VOTE: Carried
Executive Directors Report (Rowland Few)
Roland circulated financial statements anda PowerPoint in advance of the board meeting.
In addition to the documents and financial statements circulated to the board by
Rowland, some of the items highlighted by the Executive Director were as
2597 DSL members, with a slight drop during the transitional months
of June and July.
- The larger office space in the Trailhead building was acquired before
the NCF had an opportunity to obtain it. - The office
space next door that was occupied by the Ski Museum that was smaller
than expected has also been leased.
- Dial-up lines were damaged by a backhoe during Carleton construction
and were repaired. - A new mail system - Zimbra with additional
features and a mobile interface was in testing. - Mail server
back-ups were upgraded from RAID 5 to a RAID 10 cluster server.
- Web hosting and secondary storage server "Radagast" failed - restored
- Office ticket system being streamlined with Request Tracker to
integrate voicemail, system error reports and email.
- Billing system improvements - awaiting an engagement letter from KPMG
after a walk through of office invoicing and billing procedures. -
The fund raiser for new equipment had so far raised $10,538.
- 1500 flyers distributed with OPL's 33 branches.
- Communication ongoing with the Ottawa Catholic School Board and draft
To receive the Executive Directors Report. Moved by: Gary Eikenberry (aa353)
Seconded by: Alan McRae (fl334) VOTE: All in favor. VOTE: Carried
Treasurers Report (Alan McRae)
The Treasurer endorsed the financial statements
that were circulated to the
To receive the Treasurers Report. Moved by:
Amy Yee (fp017) Seconded by: Mike Kelly (fm342)
VOTE: All in favor. VOTE: Carried
Report of the Strategic Planning Committee
There were two teleconference meetings the contents of which were presented within
the Executive Director's report.Some additional
highlights included the need to engage more volunteers and reach out to
community newspapers. With the NCF's limited resourcesit
was apparent that prioritization will be required.
To accept the Strategic Planning Committee Report. Moved by:
Peter MacKinnon (fr198) Seconded by: Mike Kelly (fm342) VOTE: All in favor. VOTE: Carried
Executive Committee Report (Chris Cope)
The Executive Committee did not meet.
Report of the Connectivity Committee (Mike Kelly)
this item is on hold.
There was no new business.
December 13 is the suggested date for the NCF year end
Amy noted that Volunteer Ottawa's gala and auction to raise funds and
recognise volunteers would be the Thursday evening following the board
Date of Next Meeting
Next regular meeting November 22, 2011, 7:00 PM Suite 302, Trailhead Building
1960 Scott Street
Adjournment The meeting adjourned
at 9:48 p.m.
(Links that return 'not found' indicate
documents that have not yet been provided by the author)