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NCF Board of Directors
Minutes of Meeting
September 21, 2004


Minutes of a meeting of the Board of Directors

Held on September 21, 2004 at 7:00 pm
Room 402, Dunton Tower,
Carleton University

The meeting was called to order at 7.36 p.m. with Chris Cope as Chair and Sandy Campbell as Secretary.


    Board members present:
    Christopher Cope (bz787), President/chair
    Gary Eikenberry (aa353), 1st Vice-president
    Sandy Campbell (dt820), Secretary
    Mark Mielke (al278)
    Graeme Beckett (aw958)
    Mary Anne Dugmore (er983)

    Michael Mei (bi195)
    John Hennessey (ev776)
    Don Francis (ba990)
    Michael Williamson (cm234)
    Shing Kwong Lee (ez191)

    NCF Management/Staff present:
    John Selwyn (es347), 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.

    (see minutes of prior month)

    MOTION: That minutes be approved as published, when amended to clarify the summary of the Executive Director's Report.
    Moved by: Sandy Campbell
    Seconded by: Gary Eikenberry
    VOTE: All in favor

    (see draft agenda)

    MOTION: That the agenda be adopted as published, with the addition under New Business of 7 a) Search for Treasurer; and 7 b)Budgeting Process.
    Moved by: Graeme Beckett
    Seconded by: Mary Anne Dugmore
    VOTE: All in favor

    1. Marketing plan
      It was agreed to roll this item into discussion of the Executive Director's Report.
    1. Executive Director's Report (John Selwyn)
      (see accompanying report)

      The ED reported no change to the financial situation, i.e. that the "major red flag" of falling member contributions cited in his last report persisted. As a response to the situation he had inaugurated a "Mandatory contribution" system for membership renewals, based on usage of NCF equipment and resources. Renewing members will receive this advice on contributing: "* For members who use NCF's modems, we recommend a donation of $5/month * For members who use only NCF's email or web page hosting, and do not use NCF's modems, we recommend a donation of $1/month * For members who use only NCF's StartPage, CBC news, and discussion groups (no modems, email, or web pages hosting), we recommend no donation (but of course would be pleased to receive support) * In addition to covering their costs, all members are encouraged to contribute a little bit extra to help others less fortunate, and to help NCF improve core services." Those points will also be reflected in a personalized web-page on "donation guidance."

      Preparations were underway for testing of an affiliation with Ottawa Public Library that would give NCF a bigger and more visible role in the library's computer system. Plans include a custom web-page to allow the Library to authenticate applicants for NCF membership and an icon on Library computer desktops to open browser at NCF login page. NCF will provide training and a manual for Library personnel. The system was scheduled to be tested at three Library branches in November, followed by training and rollout and formal launch in January 2005.

      Meanwhile, in-house technical work included resolving email delay issue; updating modem-sharing at Mitel; implementation of alternate email system; changes to PFA reservation system; and modifications to Start Page to make web discussion groups visible and work on the File Manager to allow members to access their personal web space as easily as files on their own drives.

      MOTION: That Executive Director's Report be accepted.
      Moved by: Graeme Beckett
      Seconded by: Gary Eikenberry
      VOTE: All in favor

    2. Treasurer's Report and Financial Statement(see financial statements for prior month)
    1. Search for a Treasurer (Gary Eikenberry)

      Gary Eikenberry underlined the urgency of appointing a qualified Treasurer to assist the Board with interpretations and explanations in the financial area.

      MOTION: That Gary Eikenberry and Chris Cope be appointed as an ad-hoc committee of the Board to renew the effort to recruit a qualified volunteer as Treasurer, including a listing with Volunteer Ottawa.
      Moved by: Sandy Campbell
      Seconded by: Mary Anne Dugmore
      VOTE: All in favor

    2. Budgeting process (Gary Eikenberry)

      MOTION: That Gary Eikenberry, Chris Cope, and ED John Selwyn be appointed as an ad-hoc committee on drafting of the 2005 Budget.
      Moved by: Sandy Campbell
      Seconded by: Mark Mielke
      VOTE: All in favor

  7. Announcements
    No announcements.

    October 19, 2004 at 7 p.m.
    Room 402, Dunton Tower
    Carleton University


    The meeting adjourned at 9.40 p.m.