National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
July 21, 2015 


  • Bandwidth upgrade in June.
  • Secondary DNS service operational.
  • Back-up server obtained and operational.

Minutes of a meeting of the Board of Directors

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


Board members present:
Christopher Cope (bz787) Chair
Tom Moore (fw054) 1st Vice-Chair
Peter Chapman (fx720) 2nd Vice-Chair
Graeme Beckett (aw958) Secretary
Peter MacKinnon (fr198)
Phil Linttell (fx714)

Lynn LaHam (fy504) Treasurer
Jennifer Barrigar (bc839)
Robert McRae (fy409)

NCF Management/Staff present:
Executive Director: Shelley Robinson


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) "Communication to Members" was added to the agenda.

    MOTION: To accept agenda as amended.
    Moved by: Peter MacKinnon (fr198)
    Seconded by: Peter Chapman (fx720)
    VOTE: All in favor. 
    VOTE: Adopted
  3. Review of the Minutes of the Previous Meeting

     Motion to accept the minutes of June 16, 2015 as circulated.
    Moved by:  Tom Moore (fw054) 
    Seconded by: Peter Chapman (fx720)
    VOTE: All in favor.
    VOTE: Adopted
  4. Ongoing Business 
    1. None
  5. Reports  
    1. Executive Director's Report (Shelley Robinson)

      Shelley provided her ED report and HR report in advance of the meeting.

      - June AGAS bandwidth upgrade completed.
      - Work continues on BGP routing and the process of installing the third circuit with Bell.
      - DSL membership dropped slightly in June.
      - CIRA secondary DNS service operational.
      - New back-up server installed and functioning. Server migration to continue.
      - Ordering a payment terminal debit/credit for front desk.
      - Seven new help-desk volunteers.

      - Proposal Submitted to the New Horizons for Seniors program for a grant.
      - Letter of intent with Compucorps submitted to the Maytree Foundation.
      - Shelley attended "First Friday's" by International Fundraising Consultancy featuring social media/communications.

      - NCF's volunteer HelpDesk program expected to be recognized by Volunteer Ottawa in October.
      - Met with former NCF Executive Director Ross Kouhi.
      - NCF Lunch-and-Learn sessions continue.
      - Bill's (NCF Office) weekly helpdesk bulletins for volunteers continue.
      - Applied for Volunteer Ottawa awards for NCF volunteers.
      - Looking into OC Transpo bus ads.

      - Obtaining proposal from RBC on amalgamating NCF's banking services.
      - Met with the Finance Committee.

      Shelley along with Jenn and Peter M have made a submission on behalf of the NCF to the CRTC's "Review of basic telecom services". The hearing is expected to be in April of 2016 and NCF has selected to request an appearance.

      (Telecom Notice of Consultation CRTC 2015-134)  "Review of basic telecom services" reference one and two.

      - The Canada Summer Jobs helpdesk analyst position has been filled.
      - One of our help desk volunteers is now employed till fall via a training program.
      - Three full time subsidized employment opportunities are detailed in the Executive Director's HR report.

      Board Feedback
      - There was considerable discussion on the Executive Director's HR plan, what positions were needed, on extending NCF's office hours, alternate ideas and if we could afford these positions after the subsidy ends. A compromise was offered by the Board in the form of the motion which offered two rather than three positions. A third position would be contingent with providing an appropriate budget for 2016 and 2017.

      Shelley will continue to meet with a group including office and BoD members to discuss the NCF's pricing structure for DSL.
      To receive the Executive Director's Report
      Moved by: Peter Chapman (fx720)
      Seconded by: Phil Linttell (fx714)
      VOTE All in favor.
      VOTE: Adopted

      To receive the HR plan provided by Shelley Robinson and to authorize the Executive Director to move forward with filling two positions of her choice.
      Moved by: Phil Linttell (fx714)
      Seconded by: Peter MacKinnon (fr198)
      VOTE IN FAVOUR: Phil Linttell (fx714),  Peter Chapman (fx720), Graeme Beckett (aw958), Peter MacKinnon (fr198).
      AGAINST: Tom Moore (fw054)
      VOTE: Adopted
  6. New Business
    1. Communications to Members (Tom Moore)

      Tom suggested and it was agreed, that a message should go out to members indicating the change in Executive Director and Chair.
  7. Announcements

    There were no NCF related announcements.
  8. Date of Next Meeting

    The tentative date for the next regular meeting will be August 18, 2015,
    NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd. (later rescheduled to September 15)
  9. Adjournment

    The meeting adjourned at 10:05 p.m.

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