NCF Board of Directors
Minutes of Meeting
September 24, 2013 

SOME HIGHLIGHTS

• Motion to thank Dion McGrath for his many years of contributions to the NCF.
• Positive monthly budget variance continues

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:05 p.m. with Gary Eikenberry as Chair and Graeme Beckett as Secretary.

INTRODUCTIONS

Board members present:
Gary Eikenberry (aa353) President
Mike Kelly (fm342) 2nd Vice-president (via Teleconference)
Alan McRae (fl334) Treasurer
Graeme Beckett (aw958) Secretary
Christopher Cope (bz787)
Michael Weiss (ft850)
Ken McCarthy (fr786)
Tom Moore (fw054) (via teleconference*)

Regrets:
Peter MacKinnon (fr198) 1st Vice-president
Amy Yee (fp017)

* Tom who was teleconferencing departed early on due to technical reasons.

NCF Management/Staff present:
Executive Director: Nick Ouzas

Guests:
Jim Elder
Bill Parker

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  
   
   No amendments to the agenda were proposed.

   MOTION: To accept agenda as circulated.
   Moved by: Christopher Cope  (bz787)
   Seconded by: Alan McRae (fl334)
   VOTE: All in favor. 
   VOTE: Adopted
    

3. Review of the Minutes of the Previous Meetings
   
   Minutes for September 26, 2013:
   
   MOTION: Motion to adopt the minutes as circulated.
   Moved by: Christopher Cope  (bz787)
   Seconded by: Graeme Beckett (aw958)
   VOTE All in favor.
   VOTE: Adopted
    
4. Reports 
   1. Executive Director's Report (Nick Ouzas)
      
      The Executive Director circulated his report in advance of the board meeting.
      
      Highlights
      
      The cost of the NCF's move to the new location was above budget due to renovation upgrades such as wood flooring rewiring and Bell hook-up fees. The physical move was slightly above budget. These have been offset by free rent until February. The cost of the flooring is amortized over the lease. Nick also informed the Board that our liability insurance needs to be increased from two million to five million.
      
      NCF's DSL subscribership has levelled off and been fairly flat for several months. There was discussion by the Board on this topic. Graeme suggested the NCF should offer some promotions, particularly with our 15 MB/s service and the $90 (plus tax) hook-up fees which could be more competitive. The Executive Director suggested that additional staff  and streamlining of operations would be required before the NCF could offer promotions.
      
      * NCF continues with a positive to budget monthly variance                                                                             
      * The $10k Bell deposit is expected to be returned in September.
      * Dial up membership continues to gradually drop. Dial-up revenue fluctuates and was approximately $1,200 under budget for August.
      * The drop in Email usage may be showing signs of levelling off,
      * Network is being monitored for congestion.
      
      MOTION: To accept the Executive Director's Report.
      Moved by:  Christopher Cope  (bz787)
      Seconded by:  Alan McRae (fl334) 
      VOTE All in favor.
      VOTE: Adopted
      
      Nick updated the Board in regards to Dion`s attendance at the NCF office. Graeme noted that Dion had been contributing at the office in roles initially as a volunteer and then as a contractor for about 10 years.
      
      MOTION: A great thanks to Dion for his many years of services!
      Moved by:  Christopher Cope  (bz787)
      Seconded by: Michael Weiss (ft850) 
      VOTE All in favor.
      VOTE: Adopted
       
5. Ongoing Business
    
   1. Office Search Update  (Nick Ouzas)
      
      This item was covered in the Executive Director`s Report.
       
   2. NCF Anniversary Planning Update  (Nick Ouzas)
      
      Nick located several potential volunteers with experience in event planning and will whittle down the list.
      
      MOTION: To accept the Executive Director's verbal report.
      Moved by:  Graeme Beckett (aw958)
      Seconded by:  Christopher Cope  (bz787)
      VOTE All in favor.
      VOTE: Adopted
       
   3. Executive Director Search Committee Update
      
      The Search Committee has posted the Executive Director job description to several online services, emailed the membership and posted on the StartPage. Tom has been managing the email account and to date there has been 23 responses. The submission deadline is October 7 with interviews expected in mid October and the roll expected to be filled by early November.
      
      MOTION: To receive the report of the Executive Director Search Committee.
      Moved by:  Graeme Beckett (aw958)
      Seconded by:  Christopher Cope  (bz787)
      VOTE All in favor.
      VOTE: Adopted
       
   4. Strategic Planning Committee Update
      
      Peter, who was unable to attend the meeting circulated this document in advance of the board meeting.  
      
      MOTION: Of deferral to table Peter`s circulated report for consideration at a future meeting.
      Moved by:   Christopher Cope  (bz787)
      Seconded by:  Graeme Beckett (aw958)
      VOTE All in favor.
      VOTE: Adopted
       
6. New Business  
    
   1. Board Composition (Gary Eikenberry)
      
      In anticipation of the 2014 AGM and noting the current vacant seat on the Board, Gary suggested creating a nominating committee. The Chair would send out a notice to notify the entire Board.
      
      MOTION: To constitute a nominating committee with Chris as Chair.
      Moved by:   Alan McRae (fl334)
      Seconded by:  Graeme Beckett (aw958)
      VOTE All in favor.
      VOTE: Adopted
       
   2. Executive Director's Contract
      
      The Executive Director Search Committee has been recently reconstituted however Nick`s interim contract is quickly coming to an end on September 30, 2013. Nick agreed to an extension of his contract to October 31, 2013 and this item will be revisited at the next board meeting.
      
      MOTION: To extend Nick Ouzas`s contract until October 31, 2013.
      Moved by:  Graeme Beckett (aw958)
      Seconded by:  Christopher Cope  (bz787)
      VOTE All in favor.
      VOTE: Adopted
       
7. Announcements
   
   The city is having its annual economic outlook event Thursday October 24th from at the Ottawa Convention Centre.
    
8. Date of Next Meeting

   The next regular meeting will be October 22, 2013,
   NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd.
    

9. Adjournment
   
   The meeting adjourned at 9:00 p.m.

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