National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
March 21, 2010



Minutes of a meeting of the Board of Directors

Held on March 21, 2010 
Suite 302, Trailhead Building
1960 Scott Street

The meeting was called to order at 7:10 p.m. with Chris Cope as Chair and Graeme Beckett as Secretary.


    Board members present:
    Christopher Cope (bz787), President / Chair
    Gary Eikenberry (aa353) 1st Vice-president
    Graeme Beckett (aw958) Secretary
    Alan McRae (fl334) Treasurer
    Peter MacKinnon (fr198)
    Mark Mielke (al278)
    Jim Nubel (fm776)
    Mike Kelly (fm342)

    Don Francis (ba990)
    Doug Hull (aa800)
    Amy Yee (fp017)

    NCF Management/Staff present:
    Rowland Few (fp085), Executive Director

    Jim Elder

    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.

  2. Confirmation of Quorum

    Quorum was confirmed.
  3. Review of the Agenda
    (see draft agenda)

    The agenda was adopted as amended in these minutes.

    MOTION: That the agenda be adopted as amended.
    Moved by: Peter MacKinnon (fr198)
    Seconded by: Jim Nubel (fm776)
    VOTE: All in favor. 
    VOTE: Carried.

  4. Ongoing Business
    1. 2010 Audit Review  (Rowland Few, Alan McRae)

      The Executive Director had circulated the audit review statements from KPMG in advance of the board meeting. Rowland reviewed the statements and asked for any questions. Chris indicated that he and Rowland had both met with the Auditors. Our treasurer Alan McRae explained he was out of the country when the meeting with KPMG was held but indicated there was nothing out of the ordinary about the statements or comments within the statements. The Treasurer did suggest that the NCF could approach KPMG and inquire about methods of process management. Either Alan or Rowland could follow up on this.

      To approve the statements
      Moved by: Jim Nubel (fm776)
      Seconded by: Gary Eikenberry (aa353)
      VOTE: All in favor. 
      VOTE: Carried
  5. Reports 
    1. Broadcasting and Telecom Regulatory Policy CRTC 2011-191
      Customer Transfer Process and Related Competitive Issues (Graeme Beckett)

      Graeme provided an information item on the new CRTC Policy 2011-191.   
    2. 2011 AGM update (Graeme Beckett)

      Graeme reported on the AGM dates and deadlines.   

      Calendar of events

      Feb 23 8am to Mar 16 11:59pm Nomination period
      Feb 24 11:59pm Deadline for submitting
      Mar 20 11:59pm Deadline for submitting
      Mar 23 11:59pm Deadline for voting by proxy
      Mar 24 9am to Apr 7 6pm Voting period


    3. Nominations Committee Report (Chris Cope)

      Chris indicated that five candidates for the board had been identified and provided a briefing.

      MOTION: That the board recommend all five candidates, Jim Nubel (fm776),  Doug Hull (aa800), Amy Yee (fp017), Ken McCarthy ( fr786), Michael Weiss (ft850)
      Moved by: Gary Eikenberry (aa353)
      Seconded by: Peter MacKinnon (fr198)
      IN FAVOUR: Christopher Cope (bz787), Gary Eikenberry (aa353), Graeme Beckett (aw958), Alan McRae (fl334), Peter MacKinnon (fr198), Jim Nubel (fm776), Mike Kelly (fm342)
      ABSTAINING:  Mark Mielke (al278)
      VOTE: Approved.
    4. Report of the Connectivity Committee

      Mike provided the board with a preliminary update and would report back at a later date.
    5. Operations Report - Billing & Office Procedures (Rowland Few and Jim Elder)

      Jim Elder conducted a review of billing and office procedures looking into ways to improve efficiency and reduce errors. In advance of the meeting Jim circulated two documents of his findings along with measures of improvement taken and further suggestions of improvement.

      The board gives Jim a large thanks for the many hours spent on this.
  6. New Business
    1. In Camera Session (Chris Cope)

      The Board may hold a summer retreat to discuss items such as strategic planning, human resources and management.

      To move In Camera.
      Moved by: Christopher Cope (bz787)
      Seconded by: Graeme Beckett (aw958)
      VOTE: All in favor. 
      VOTE: Carried

      MOTION: To end the In Camera session.
      Moved by: Christopher Cope (bz787)
      Seconded by: Graeme Beckett (aw958)
      VOTE: All in favor. 
      VOTE: Carried
  7. Announcements

  8. Date of Next Meeting

    April 19, 2011, at 7 p.m.
    Suite 302, Trailhead Building
    1960 Scott Street

  9. Adjournment
    The meeting adjourned at 9:35 p.m.

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