Posted June 23, 2021 | Minutes


NCF Board of Directors
Minutes of Meeting
December 8, 2020 


Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:13 p.m. with Chris Cope as Chair and Lindsay Carreau as Secretary for the meeting.


Board members present:
Christopher Cope (bz787) Chair
Graeme Beckett (aw958)
Andrea Holland (es170)
Martin Dubois (al432)
Michael Chan (ga869)
Anis Hanna (gb499)
Lauren Gardner (fy923)
Lindsay Carreau (gc034)
Majd Karam (gc029)

Peter MacKinnon (fr198) 2nd Vice-Chair

NCF Management/Staff present:
Executive Director: Shelley Robinson


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.

  1. Confirmation of Quorum

    Quorum was confirmed.
  2. Review of the Agenda

    Motion: To accept the agenda as circulated.
    Proposer: Majd Karam (gc029)
    Seconder:  Martin Dubois (al432)
    The motion was carried.
  3. Review of the Minutes of the Previous Meeting

    Motion: To defer the minutes of the October 27, 2020 meeting at the next meeting.
    Proposer: Andrea Holland (es170)
    Seconder: Martin Dubois (al432)
    The motion was carried.
  4. Reports  
    1. Executive Director's Report (Shelley Robinson)

      Shelley distributed her ED report in advance of the meeting for both the open and in-camera sessions of the meeting.

      Select Highlights from the public portion of the Executive Director's Report

      Aug. 1/20: 3186/2889 without CAF
      Sept. 1/20: 3167/2866 without CAF
      Oct. 1/20: 3150/2854 without CAF
      Nov. 1/20: 3136/2851 without CAF
      Dec. 1/20: 3116/2820
      Dec. 6/20: 296 CAF

      Oct. 31/20 YTD sign-ups: +336
      Oct. 31/20 YTD cancels: -407
      Net DSL growth at Oct. 31/20: -71
      Oct. 31/19 YTD sign-ups: +335
      Oct. 31/19 YTD cancels: -3918
      Net DSL growth at Oct. 31/19: +17

      Dec. 1/19: 3310/ 3025 without CAF
      Dec. 1/18: 3333/ 3088 without CAF
      Dec. 1/17: 3233/ 3080 without CAF
      Dec. 1/16: 3071
      Dec. 1/15: 2972

      DSL Usage
      ●  Average usage has tripled per member since the Executive Director, Shelley Robinson started in April/15
      ●  The sharp spike on the DSL usage/bandwidth graph is March/April this year and despite dipping a bit in the Spring/Summer, has stayed at a new higher level and appears to be growing again as we go into Winter

      ●  Average usage jumped at the start of lockdown and appears to be climbing again
      ●  We posted for a new Bilingual HelpDesk Analyst, currently reviewing applications and doing interviews
      ●  Our mail server has a limit of how much mail can be processed at any given time without affecting our other systems. Because of a burst of spam on Nov. 30th, this amount was reached which affected new incoming and outgoing mail and also slowed the website. We have since adjusted the mail limit and are also making other changes to the way the mail server interacts with our website to prevent this from happening again.
      ● We are going through modems (especially SmartRG 516s) very quickly for new orders, upgrades, replacements and loaners. Increased general demand and manufacturing delays due to COVID-19 means there is less supply. We have been keeping on top of it and are trying to order proactively.

      Communications and Advocacy:
      ●  Working on letter to Minister Bains et al re: affordable internet and the wholesale decision.
      ●  Working on grant-funded workshops for the new year.
      ● Working on the possibility of a member Town Hall for February 1st.
      ● The bilingual #InternetIntelligence campaign launched on November 1st! Part of our grant from ACFO, staff support through the Canada Summer Jobs program. Focusing on Instagram and Facebook. Good engagement! Will also post the content on the website. Runs until January 29th.

      Covid 19
      ●  NCF COVID-19 response: www.ncf.ca/coronavirus
      ●  HelpDesk hours: Monday-Saturday 10am-5pm.
      ● Office hours: Monday-Friday: 10am-5pm

      ●  Masks must be worn in the office at all times.
      ●  Following national and local health guidelines we’re encouraging office staff to use the three-layer medical masks we provide, rather than their own
      ● We have two extra-large air purifiers for the office: one for the office and one for the HelpDesk area.
      ● Only one member/member group in the office at a time, chairs are in the hallway spaced more than 2m apart
      ● Many staff are still working remotely to ensure staff can maintain appropriate social distance in the office.
      ●  We have a daily office cleaning checklist.
      ●  We have a plexiglass shield for the front desk and a washable plastic cover for the debit machine
      ●  We now have hand sanitizer, gloves, lots of cleaning fluid, hand soap and face masks.
      ●  Some members are using the lockbox (during and outside of office hours)
      ● We continue to encourage members with no payment method on file to use forms of payment that don’t require them to come to the office in person. As recommended by the Bank of Canada, we still accept cash.

      Motion: To move in-camera.
      Proposer: Andrea Holland (es170)
      Seconder:  Majd Karam (gc029)
      Motion: Carried.

      Motion: To receive the Executive Director's report..
      Proposer: Majd Karam (gc029)
      Seconder: Martin Dubois (al432)
      Motion: Carried.

      Motion: To authorize the Executive Director to move forward with the CEBA, Gov't of Canada Covid related loan.
      Proposer: Anis Hanna (gb499)
      Seconder: Andrea Holland (es170)
      Motion: Carried.

      Motion: To move out of camera.
      Proposer: Andrea Holland (es170)
      Seconder:  Majd Karam (gc029)
      Motion: Carried.
  5. Ongoing Business
    1. September Financial Review (acting Treasurer Anis Hannis) in-Camera

      Discussion was conducted in-camera.

      Motion: To move in-camera.
      Proposer: Martin Dubois (al432)
      Seconder:  Michael Chan (ga869)
      Motion: Carried.

      Motion: To receive the Treasurer's report
      Proposer: Andrea Holland
      Seconder: Majd Karam
      Motion:  Carried
    2. Draft 2021 Budget (Shelley Robinson)

      The draft budget item was conducted in-camera and will be followed up at the next regular meeting of the Board.

      Motion: To move out of camera.
      Proposer: Majd Karam (gc029)
      Seconder:  Martin Dubois (al432)
      Motion: Carried.
  6. New Business 
    1. None
  7. Announcements

    Anis mentioned that the government of Ontario is now auditing screening forms which are mandatory. Suggested that people who come into NCF offices fill it out for compliance. Shelley agreed that it was a good idea and would look to implement it this week.

    Chris mentioned a possibility for many of us to have a $400 tax credit for working from home during Covid. Mentioned to Shelley to remind the people who work there. This reduces the burden for employers to provide a T 2202 form which is a relief for Shelley
  8. Date of Next Meeting

The next meeting is scheduled to be January 12th, 2021 at 7 pm.
Location: Electronic meeting.
NCF Offices are located at Suite 206 Richmond Square, 1305 Richmond Rd.

  1. Adjournment

    The meeting adjourned at 8:49 p.m.

(Links that return 'not found' indicate documents that have not yet been provided by the author)