National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
October 21 2014 


  • September provided a record number of DSL "in" and DSL subscribers is now at an all time high.

Minutes of a meeting of the Board of Directors

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


Board members present:
Mike Kelly (fm342) Chair
Peter MacKinnon (fr198) 1st Vice-Chair
Peter Chapman (fx720) 2nd Vice-Chair
Graeme Beckett (aw958) Secretary
Alan McRae (fl334) Treasurer
Christopher Cope (bz787)
Tom Moore (fw054)
David Hudson (fx717)
Phil Linttell (fx714)

Jennifer Barrigar (bc839)

NCF Management/Staff present:
Executive Director: Nick Ouzas

Jim Elder (aa456)
Gary Eikenberry (aa353)

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 

    Item 6 a) 2015 AGM Administration and 6 c) Finance Committee Discussion will be struck from the agenda and moved to January's agenda. Added to the agenda will be 6 b) Information Item and 6 c) In Camera Session

    MOTION: To accept agenda as revised.
    Moved by: David Hudson (fx717)
    Seconded by: Tom Moore (fw054)
    VOTE: All in favor. 
    VOTE: Adopted
  3. Review of the Minutes of the Previous Meeting

     Motion to accept the minutes of September 16, 2014 as circulated.
    Moved by:  Christopher Cope (bz787)
    Seconded by: Phil Linttell (fx714)
    VOTE All in favor.
    VOTE: Adopted
  4. Reports 
    1. Executive Director's Report

      Nick Ouzas provided his report in advance of the meeting.

      As part of the financials a budget variance spreadsheet was presented.
      Overall we continue to see a modest positive variance to budget so far this year.
      - It was suggested that a line item for advertising be included in the spreadsheet.

      - Work is underway implementing a defined process including automated email notifications for subscribers who utilize cash payments.
      - A plan to replace the main server will enable a smooth Ubuntu upgrade and provide a cascading upgrade for the older servers.
      - NCF has obtained blocks of IP addresses. There are service charges to provision static routes on the ICS routers.
      - September provided a record number of DSL "in" despite Bell installation difficulties and DSL subscriber numbers are at an all time high.
      - Bell DSL installations lately appear to be back on a five day turnaround.
      - An installation charge for PRI's was successfully reversed. A retroactive refund amount per a PRI disconnection is in dispute.
      - Nick related his attendance at a Bell wholesale customer session. Account team + New services + customer/competitor concerns.  
      - Adds are running on Volunteer Ottawa for additional office help.

      Nick provided the board with analytics of NCF's ongoing advertising effectiveness.
      - Nick provided data regarding NCF`s online adds for impressions, clicks and click-thru rates.
      - Improved accuracy of Google Analytics goal tracking.

      ISP Benchmarking
       - The ED provided various ISP benchmarks, comparing NCF to industry averages on churn, revenue, bandwidth usage and growth. As a whole the NCF compared favorably.

      NCF's privacy FAQ is now public.
      - Copyright infringement notices regarding TV shows have been arriving for some subscribers. Nick will assess the online information/guidance.
      To accept the Executive Director's Report
      Moved by: Peter MacKinnon (fr198)
      Seconded by: Peter Chapman (fx720)
      VOTE All in favor.
      VOTE: Adopted
    2. Strategic Planning Committee Update

      Peter Chapman provided the Board with a PowerPoint presentation. There was considerable discussion and views on the content of the report and it was decided that the committee would meet again to further refine the report and a suggestion that each committee member independently draft a mission statement.

      Motion: To receive the Strategic Planning Report
      Moved by: Christopher Cope (bz787)
      Seconded by: Tom Moore (fw054)
      VOTE All in favor.
      VOTE: Adopted
  5. Ongoing Business  
    1. Budget Review

      There was no budget review for this meeting.
  6. New Business
    1. Nomination Committee Discussion

      Following a round of discussion Peter Chapman agreed to become the chair of the committee.

      Motion: To appoint Peter Chapman as chair of the 2015 Nominating Committee.
      Moved by: Christopher Cope (bz787)
      Seconded by: Phil Linttell (fx714)
      VOTE All in favor.
      VOTE: Adopted
    2. Information Item (Peter MacKinnon)

      Peter MacKinnon tabled an information item from the Office of the Privacy Commissioner of Canada regarding a program to Advance Privacy Knowledge an Awareness. Peter provided a brief outline, noting that not for profit organizations were eligible and the available funding. Peter would supply the Board with a link to the program and additionally offered to take the lead in developing a proposal if there was a consensus to apply.
    3. In Camera Session

      Motion: To move in camera and invite Jim Elder.
      Moved by: Graeme Beckett (aw958)
      Seconded by: Peter MacKinnon (fr198)
      VOTE All in favor.
      VOTE: Adopted

      Motion: To move out of camera.
      Moved by: Peter MacKinnon (fr198)
      Seconded by: David Hudson (fx717)
      VOTE All in favor.
      VOTE: Adopted

      Motion: To strike a succession planning committee to assess the needs of the organization, chaired and empowered by Mike Kelly with the ability to establish additional members as required and to provide feedback to the Board of Directors.
      Moved by: Peter MacKinnon (fr198)
      Seconded by: Peter Chapman (fx720)
      VOTE All in favor.
      VOTE: Adopted
  7. Announcements

  8. Date of Next Meeting

    The next regular meeting will be November 18, 2014,
    NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd.
  9. Adjournment

    The meeting adjourned at 11:21 p.m.

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