NCF Board of Directors
Minutes of Meeting
May 21, 2002

SOME HIGHLIGHTS

• Upgrade of NCF core dial-services hailed as "giant leap forward"
• New database set as important priority
• Chris Cope re-elected President of NCF

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7.09 p.m.
with Chris Cope as Chair and Sandy Campbell as Secretary.

1. INTRODUCTIONS

   Board members present:
   Graeme Beckett (aw958)
   Sandy Campbell (dt820), Secretary
   Christopher Cope (bz787), President/chair
   Gary Eikenberry (aa353)
   John Wenuk (ep585)
   Mary Anne Dugmore(er983)
   Don Francis (ba990)
   Andrea Holland (es170)

   Regrets:
   Cathy Wenuk
   Michael Williamson
   Mark Mielke

   NCF Management/Staff present:
   Ian MacEachern (bi207), Executive Director
   Andre Dalle (al178), System Administrator
   Sheila Alder (bw306) , Office Manager

   Once around the table . . .
   A new feature recently introduced by Chair Chris Cope as a brief informal part of 'Introductions.' Directors and Staff members take turns offering comments and observations on matters great and small, to do with themselves, the community, NCF . . . .

2. APPROVAL OF THE MINUTES
   (see minutes of prior month)

   MOTION: That minutes be approved as published.
   Moved by: Mary Anne Dugmore
   Seconded by: Andrea Holland
   VOTE: All in favor

3. REVIEW OF THE AGENDA
   (see draft agenda)

   MOTION: That the agenda be adopted as published.
   Moved by: Sandy Campbell
   Seconded by: Gary Eikenberry
   VOTE: All in favor

4. ONGOING BUSINESS
   1. 
      
   2. Web-based community software
      This initiative was placed on temporary hold while work is completed on upgrading the entire NCF technical architecture. As a measure of the importance the Board attaches to the new software, it will be kept on the Agenda of future meetings so that work will begin as soon as the infrastrucure is in place. Director Gary Eikenberry explained that it would be counter-productive to introduce a new program into the system before the overall configuration was decided. The new software could likely be installed by late summer or early fall.
   3. Update on modem access upgrade
      ED Ian MacEachern's report that the full refund of more than $28-thousand had been received for the malfuntioning 3COM equipment, (root cause of much grief to NCF members and staff since it was installed almost two years ago,) drew a round of applause. Arrival of the refund was the trigger to launch the major modem upgrade; MacEachern's analyses and recommendation had been approved by the Board last month, a reliable supplier was located in the U.S. and a conditional order was placed for two refurbished Total Control servers. When the 3Com refund was in hand the order was confirmed; the equipment was delivered two days later and the configuration process begun immediately. System Administrator Andre Dalle indicated fine-tuning and testing should be completed quickly. The new boxes could be in service before the end of May. All NCF modems will then be 33.6/bps (replacing aging 14.4 and 28.8 modems) and reliability of connections will improve markedly.

      Directors welcomed MacEachern's solution of what had been a frustrating, debilitating problem for everyone, especially members. Chair Chris Cope said installation of the new servers was "a giant leap forward for NCF." Directors were doubly pleased to learn that the new equipment cost just over $7,000, leaving about $20-thousand from the refund as a reserve fund.

5. REPORTS
   1. 
      
   2. Treasurer's Report (Ian MacEachern)
      (see accompanying report and financial statements for prior month)

      As predicted last month, fluctuations on the monthly balance have begun to even out as cash on hand increased while receivables decreased. The cash position has returned to expected position, even without taking into account the 'cushion' provided by the 3Com refund.

      MOTION: That the report be adopted as published.
      Moved by: Andrea Holland
      Seconded by: Graeme Beckett
      VOTE: All in favor

6. Executive Director's Report (Ian MacEachern)
   (see accompanying report)
   There was lively discussion of the report with the ED providing details and connecting the dots in answer to questions. The tone was positive and optimistic, including discussion of the knotty problem of increasing the number of new members and level of donations. There was agreement on the urgent need for a new database, now expected by fall.

   MOTION: That the report be accepted as published.
   Moved by: Graeme Beckett
   Seconded by: Andrea Holland
   MOTION: All in favor

7. Executive Committee Report (Chris Cope)
   (see accompanyin g report)

   There was no report; committee did not meet this month.

8. NEW BUSINESS
   1. 
      
   2. Election of officers

      MOTION: That Chris Cope be elected President and Chairman
      Moved by: Sandy Campbell
      Seconded by: Andrea Holland
      VOTE: All in favor

      MOTION: That Gary Eikenberry be elected 1st Vice-President
      Moved by: Sandy Campbell
      Seconded by: Mary Anne Dugmore
      VOTE: All in favor

      MOTION:That Andrea Holland be elected 2nd Vice-President
      Moved by: Sandy Campbell
      Seconded by: Gary Eikenberry
      VOTE: All in favor

      MOTION:That Sandy Campbell be elected Secretary
      Moved by: Don Francis
      Seconded by: John Wenuk
      VOTE: All in favor

      MOTION: That John Wenuk be elected Interim Treasurer
      Moved by: Sandy Campbell
      Seconded by: Gary Eikenberry
      VOTE: All in favor

9. Announcements
   1. Graeme Beckett brought it to the Board's attention that the Ottawa Public Library recommends many other email providers to its users, but not NCF.
10. NEXT MEETING

    June 18, 2002 at 7 p.m.
    Location to be announced

11. IN CAMERA (Report of negotiating committee)

    Sandy Campbell reported the committee had run into delays because of schedule conflicts, but hoped to have a recommendation for the June Board meeting.

12. ADJOURNMENT

    The meeting adjourned at 8.56 p.m.