National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
April 16, 2013 


Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:08 p.m. with Gary Eikenberry as Chair and Graeme Beckett as Secretary.


Board members present:

Gary Eikenberry (aa353) President
Doug Hull (aa800) 1st Vice-president (via teleconference)
Graeme Beckett (aw958) Secretary
Christopher Cope (bz787)
Mike Kelly (fm342)
Ken McCarthy (fr786)
Tom Moore (fw054)

Peter MacKinnon (fr198) 2nd Vice-president
Alan McRae (fl334) Treasurer
Amy Yee (fp017)
Michael Weiss (ft850)

NCF Management/Staff present:
Curtis Taylor (aa907), 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.

  1. Confirmation of Quorum

    Quorum was confirmed.
  2. Review of the Agenda  

    The draft agenda was adopted as presented.

    MOTION: That the agenda be adopted as circulated.
    Moved by: Christopher Cope  (bz787)
    Seconded by: Doug Hull (aa800)
    VOTE: All in favor. 
    VOTE: Adopted

  3. Review of the Minutes of the Previous Meeting

    Adopt the minutes of the March 19, 2013 meeting as circulated.
    Moved by: Christopher Cope  (bz787)
    Seconded by: Tom Moore (fw054)
    VOTE All in favor.
    VOTE: Adopted
  4. Reports 
    1. Report of the Executive Director (Curtis Taylor)

      The Executive Director presented his report including summarized financial results.

      Overall there was a modest but positive variance from budget for each of January, February and March.  DSL subscriptions continue to increase and the new 15 Mb/s DSL subscription has been well received. Donations in Q1 were slightly above budget but are anticipated to drop in Q2 and Q3.

      Bell is still withholding 5k of our deposit and we still await word on the CBB refund. The RBC loan is almost paid off now, down to 5.8k and a rebate of just over 2k arrived for the QST. Interpretation of the QST rebate seemed somewhat open to interpretation thus we can't be certain of a rebate in following years.

      Gary indicated he would inquire with our Treasurer to see about having our bookkeeper and Executive Director produce a quarterly report with a greater breakdown showing enhanced variances from budget.

      New DSL signup pages and DSL usage pages were put in place along with email notification for data usage. With our new 15 Mb/s subscription the Executive Director noted that although technical provisioning of the line for the new service is generally performed adequately although sometimes late, the other technicians who are scheduled by Bell to test the line don't always show up. Curtis explained the most efficient method he found to deal with this situation.

      In regards to dialup, in May NCF's PRI's are expected to be switched over to Bell for a one year term from Telus with provisions for a three month penalty per future cancellation with Bell. On the individual front the drop off in member dialup cancellations has subsided, though perhaps just temporarily.

      In regards to human resources, Jane, a part time contractor has been brought on to replace Meredith who had moved on and Adam has also been taken on as a part time contractor to help deal with the increased workload.

      To accept the Executive Director's report.
      Moved by:  Christopher Cope  (bz787)
      Seconded by:  Ken McCarthy (fr786)
      VOTE: All in favor. 
      VOTE: Adopted
    2. AGM Final Report (Graeme Beckett)

      For 2013 the five incumbents, Gary Eikenberry, Alan McRae, Chris Cope, Mike Kelly and Tom Moore were acclaimed and our three housekeeping motions adopted. With our AGM voting period of seven days the number of voters had dropped to 146. Next year the Board could consider a voting period between seven and fourteen days. A reduction in AGM quorum might also be considered during the review of NCF's bylaws.   

      Motion: To accept the 2013 AGM final report.
      Moved by:  Christopher Cope  (bz787)
      Seconded by:  Doug Hull (aa800)
      VOTE: All in favor. 
      VOTE: Adopted  
  5. Ongoing Business
    1. NCF Anniversary Planning Update

      A possible theme on history and technology was discussed along with a corresponding event location. It was suggested that Curtis attempt to form a committee of volunteers and Chris would discuss and update with Amy.
    2. Strategic Planning Update

      Deferred to the next meeting.
  6. New Business  
    1. None
  7. Announcements

    There were no announcements.
  8. Date of Next Meeting

    The next regular meeting will be May 21, 2013, NCF Offices, Suite 302 Trailhead Building.

  9. Adjournment

    The meeting adjourned at 9:28 p.m.

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