National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Special Meeting
September 29, 2008


Minutes of a special meeting of the Board of Directors

Held on September 29, 2008 
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:
    Alan McRae (fl334) Treasurer
    Christopher Cope (bz787), President/chair
    Graeme Beckett (aw958) Secretary
    Jim Nubel (fm776)
    Gary Eikenberry (aa353)
    Don Francis (ba990)  
    Doug Hull (aa800)
    Amy Yee (fp017)
    Mark Mielke (al278) 

    Rowland Few (fp085)

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


    Quorum was confirmed.

    (see draft agenda)

    The agenda was adopted as presented in these minutes.

    MOTION: That the revised agenda be adopted.
    Moved by Graeme Beckett (aw958)
    Seconded by Amy Yee (fp017)
    VOTE: All in favor.
    VOTE: Carried

  4. Waiver of Procedure: Section 11. of NCF By-laws re: waiver of 14 days advance notice of Board Meeting

    MOTION: That procedure be waived.
    Moved by Jim Nubel (fm776)
    Seconded by Mark Mielke (al278)
    VOTE: All in favour
    VOTE: Carried

  5. In Camera Session

    MOTION: To move in camera for ED search committee discussion and subsequent vote.
    Moved by Jim Nubel (fm776)
    Seconded by Gary Eikenberry (aa353)
    VOTE: All in favour
    VOTE: Carried

    1. Discussion of the Executive Director Search Committee report (In Camera)

      The discussion by the Search Committee centered on three excellent candidates. The Board discussed the candidates for Executive Director and terms of the ED's contract.

    2. Move Out of Camera

      MOTION: To move out of camera.
      Moved by Jim Nubel (fm776)
      Seconded by Doug Hull (aa800)
      VOTE: All in favour
      VOTE: Carried.

    3. Report of Executive Director Search Committee

      MOTION: To receive the report of the Executive Director Search Committee.
      Moved by Gary Eikenberry (aa353)
      Seconded by Mark Mielke (al278)
      VOTE: All in favour
      VOTE: Carried

      1. Resignation of Current Executive Director.

        Earlier this year John Selwyn had informed the Board of his intentions to pursue his academic passions. It is with regret that the board has accepted his tendered resignation. The Board thanks John for his six years of dedication to the members of the organization and the multitude of service improvements that have incurred during his time at the helm.

      2. New ED Contract

        MOTION: Instruct the President to negotiate on behalf of the organization to enter into a contract with Rowland Few for the position of Executive Director for a period of two years with the same terms and conditions of the former Executive Director, but noting a requirement for reasonable reciprocal termination clause.
        VOTE: In favour
        VOTE: Carried

      3. Signing Officers

        Whereas it is the policy of the National Capital FreeNet (NCF) to have two signatures for all financial instruments:
        And Whereas the Board authorizes any two signatures from among the Executive Director, the President, The Treasurer and the First Vice-President; 
        Now therefore, the Board hereby acknowledges that these Offices shall be, until amended by the Board, occupied by the following specific individuals and that these individuals are hereby given the authority to sign financial instruments on behalf of the organization: Executive Director: Rowland Few, President: Chris Cope, Treasurer: Alan McRae, and First Vice President: Gary Eikenberry.
        Moved by Doug Hull (aa800)
        Seconded by Mark Mielke (al278)
        VOTE: All in favour
        VOTE: Carried


        The meeting adjourned at 7:50 p.m.