2) Held on February 25, 2002 at 3:00pm
by teleconference
The meeting was called to order at 7.18 p.m. with Chris Cope as Chair and Sandy Campbell as Secretary.
Minute-Taker: Sheila Alder (bw306)
Board members present:
David Millman (aa342), Treasurer
Graeme Beckett (aw958)
Sandy Campbell (dt820), Secretary
Christopher Cope (bz787), President/chair
Gary Eikenberry (aa353)
Mark Mielke (al278)
Regrets:
Catherine Wenuk (ep584)
John Wenuk (ep585)
NCF Staff/Management present:
Ian MacEachern (bi207), Executive Director
Sheila Alder (bw306), Office Manager
Andre Dalle (al178), System Administrator
NCF members present:
Jim Elder (aa456)
Kim Martin (eo075)
MOTION: That minutes be approved as published.
Moved by: Sandy Campbell
Seconded by: Graeme Beckett
VOTE: All in favor (David Millman abstained)
MOTION: That the agenda be adopted as published, with
addition of the President's Annual Report as "b)" under New
Business.
Moved by: Sandy Campbell
Seconded by: Gary Eikenberry
VOTE: All in favor
MOTION: That the report be adopted as published.
The Treasurer noted that donations from renewing members
was above budget, but below for new members. There was
discussion of how NCF's accountant was treating payments
due under the Smart Capital project; the ED will bring
back an updated, detailed explanation to the next
meeting.
Moved by: Sandy Campbell
Seconded by: Mark Mielke
VOTE: All in favor
MOTION: That the report be accepted as published.
Moved by: Graeme Beckett
Seconded by: Gary Eikenberry
MOTION: All in favor
AGM Chair Chris Cope reported all in readiness for AGM, with many thanks to outstanding work of members Jim Elder and Ian Allen. He reminded candidates of Feb. 24 deadline for getting personal information posted (with help available, as needed,) and of the informal 'Meet the Candidates' gathering at City Hall Tuesday, Feb. 26.
MOTION: That the report be accepted as published.
Moved by: Gary Eikenberry
Seconded by: Sandy Campbell
VOTE: All in favor
Committee Chair Sandy Campbell presented thumbnail sketches of the six candidates for the AGM election assembled by the Committee. All six were already nominated. The Chair said he wouldn't hesitate to endorse any and all of the candidates.
MOTION: That the report of the Nominations Committee be accepted and that the Board recommend to members as qualified, suitable candidates Cathy Wenuk (ep584), Mary Anne Dugmore (er983), Don Francis (ba990), Andrea Holland (es170), Denis Wall (er075), Michael Williamson (cm324).
Moved by: Sandy Campbell
Seconded by: Chris Cope VOTE: All in favor
Acting as Meeting Chair, Gary Eikenberry abstained
The Treasurer reported that he had not yet received the annual financial statement, and hence no no report from the auditors. The financial statement would be completed this week and arrangements would be made to meet with accountant and auditor and to conduct a special Board meeting to receive the reports for presentation to the AGM.
MOTION: That the Treasurer's Annual Report be
accepted.
Moved by: Sandy Campbell
Seconded by: Gary Eikenberry
VOTE Voting was deferred to special Board meeting Monday,
Feb. 25
MOTION: That the President's Annual Report be
accepted.
Moved by: Sandy Campbell
Seconded by: Gary Eikenberry
VOTE: All in favor
MOTION A: Remuneration of
Agents, Contractors, and Employees
Moved by: David Millman
Seconded by: Sandy Campbell
VOTE: All in favor
MOTION B: Appointment of
Auditors
Moved by: David Millman
Seconded by: Sandy Campbell
VOTE: All in favor
MOTION C: Rules and
Regulations
Moved by: Chris Cope
Seconded by: Sandy Campbell
VOTE: All in favor
Secretary Sandy Campbell received a proposed motion for the AGM from member William Watt, calling for increasing webspace for members' personal webpages to 2MB from the current 1MB. Because the matter clearly was in the purview of the Executive Director, Ian MacEachern was asked to research the request and take appropriate action. One opinion was that the Board should not 'filter' members' motions to the AGM; another was that the proper first step for members seeking additional services was to discuss the request first with the Executive Director. (In this context, the ED advised that he was planning regular 'open-house' meetings to provide the opportunity to meet members and hear their quesions and suggestions.) It was indicated that the ED would be able to quickly implement webspace arrangements providing better service to members than envisaged in the proposed motion.
MOTION: To accept the Executive Director's
recommendation that this motion not be put to the
Annual General Meeting.
Moved by: Sandy Campbell
Seconded by: David Millman
VOTE:
For: Sandy Campbell, David Millman
Against: Mark Mielke
Abstained: Graeme Beckett, Gary Eikenberry
MOTION CARRIED
Jim Elder conducted a 'blind' draw, assisted by NCF member Kim Martin, to determine order of presentation of candidate information. (Jim also devised software to 'randomize' the order in which candidates' names appear on the ballot, resulting in the order being different on every ballot.)
The Executive Director's report was received as information. There is more work to be done; members will be informed that a resolution is being actively pursued.
Jim Elder's paper urges that NCF take thought now about what could grow into a difficult problem, if left unattended. The issue is whether steps should be taken to distinguish between the 'owner-voting' rights of members who reside in NCF's physical community and those who live elsewhere. It was agreed that the paper should be used as the basis for continuing study and discussion. It will be put on the agenda of the March meeting.
Graeme Beckett called attention to 'The Smart City Summit' and 'Commerce 2002,' which take place simultaneously in Ottawa April 23-24. More information at www.smartcitysummit.com
March 19, 2002 at 7 p.m.
Location to be announced
The meeting adjourned at 10.20 pm.
Minute-Taker: Sandy Campbell (dt280)
Meeting was called to order at 3.06 p.m. with President Chris Cope in the Chair.
The Chair called the roll to confirm there was a quorum of Directors: All Board members except Cathy Wenuk and John Wenuk were present: David Millman, Graeme Beckett, Gary Eikenberry, Mark Mielke, Chris Cope, Sandy Campbell. ED Ian MacEachern was invited to be present to assist, if needed.
MOTION: That the Treasurer's Annual Report for 2001 be
accepted.
Moved by: Sandy Campbell
Seconded by: Gary Eikenberry
Treasurer David Millman agreed to make changes in his draft document as proposed by Graeme Beckett and Sandy Campbell.
VOTE: All in favor.
WHEREAS, We the Audit committee, having reviewed the 2001 Financial Statements and Auditors Report prepared by the firm KPMG;
AND WHEREAS, we have conducted such further enquiries, as we deemed necessary, including a review of the 2001 financial statements with the NCF accountant and with the senior partner of our Audit firm assigned to our file;
NOW THEREFORE, we the members of the Audit Committee hereby recommend to the Board of Directors of the National Capital FreeNet that the following resolution be adopted:
RESOLVED, The Board of directors of the National Capital FreeNet hereby approve the 2001 financial statements as prepared by the firm KPMG and circulated as an attachment to this communication.
Moved by: Graeme Beckett
Seconded by: Sandy Campbell
VOTE: All in favor.