National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
June 16, 2015 


  • Finance Committee created.

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
Lynn LaHam (fy504) Treasurer
Peter MacKinnon (fr198)
Jennifer Barrigar (bc839)
Robert McRae (fy409)

Phil Linttell (fx714)

NCF Management/Staff present:
Executive Director: Shelley Robinson

Jim Elder (aa456)

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 

    MOTION: To accept agenda as circulated.
    Moved by: Peter Chapman (fx720)
    Seconded by: Jennifer Barrigar (bc839)
    VOTE: All in favor. 
    VOTE: Adopted
  3. Review of the Minutes of the Previous Meeting

     Motion to accept the minutes of May 18, 2015 as circulated.
    Moved by:  Peter Chapman (fx720)
    Seconded by: Lynn LaHam (fy504)
    VOTE IN FAVOUR: Tom Moore (fw054),  Peter Chapman (fx720), Graeme Beckett (aw958), Lynn LaHam (fy504), Peter MacKinnon (fr198), Robert McRae (fy409).
    ABSTAINED: Jennifer Barrigar (bc839)
    VOTE: Adopted
  4. Ongoing Business 
    1. None
  5. Reports  
    1. Executive Director's Report (Shelley Robinson)

      Shelley provided her report in advance of the meeting.

      - Sysadmin fixed the problem with the Sagemcom modems related to the AGAS routing.
      - Helpdesk phones replaced - volunteers approve!
      - Updated liability forms related to equipment left for repair.
      - Shelley met with DSL manager at Bell for tips.
      - Ordered BGP routing and the process of installing the third circuit with Bell has begun.
      - Shelley and sysadmin looking into secondary DNS hosting.
      - Survey for departing members drafted.
      - Revised pricing for business and non-profits proposed.
      - Piloting member appointments vs walk-ins for modem configurations and troubleshooting.
      - Looking into promotional NCF branded merchandise.

      - Shelley met with councillor Mark Taylor
      - Shelley met with Jeff Dubois of the Ottawa PC User Group.
      - NCF Lunch-and-Learn sessions continue.
      - Bill's (NCF Office) weekly helpdesk bulletins for volunteers continue.
      - Applied for Volunteer Ottawa awards for NCF volunteers.

      - Canada Summer Jobs helpdesk analyst position posted.
      - Two subsidized employment opportunities were being worked on.

      - Lease signed by NCF and landlord

      Shelley is working with Jenn on a submission to the CRTC in regards to their "Review of basic telecom services" reference one and two

      Board Feedback
      - There was discussion about the next timing of adding network capacity with a possible summer slowdown and a dip in usage, implementing further testing etc. Shelley will stay on top of this.
      - Shelley will meet with a group including office and BoD members to discuss the NCF's pricing structure for DSL.
      An audit of operations looking into items such as late payments etc. was suggested.
      The ED will draft an HR policy to be circulated for the Board for feedback.
      Shelley will email the board alias for feedback, a submission in regards to: Review of basic telecommunications services (Telecom Notice of Consultation CRTC 2015-134)
      To receive the Executive Director's Report
      Moved by: Peter MacKinnon (fr198)
      Seconded by: Jennifer Barrigar (bc839)
      VOTE All in favor.
      VOTE: Adopted
    2. Strategic Planning Committee Update (Peter Chapman and Tom Moore)

      For the benefit of the new board members the two strategic planning papers documented by Peter Chapman and Tom Moore were were presented and discussed. One of the key next steps when the committee meets again is to discuss messaging.

      Peter MacKinnon reminded the Board that the Strategic Planning meetings and membership were open to all board and governance members and that he would email the board governance list regarding meetings.

      MOTION: To update the membership of the Strategic Planning Committee to include Peter MacKinnon, Peter Chapman, Tom Moore, Phil Linttell, Jim Elder, Robert McRae and Shelley Robinson.
      Moved by: Peter MacKinnon (fr198)
      Seconded by: Jennifer Barrigar (bc839)
      VOTE All in favor.
      VOTE: Adopted
  6. New Business
    1. Location of NCF's Books and Records (Lynn LaHam)

      Reference document from the Treasurer

       To accept the report presented by the Treasurer regarding the location of the NCF's books and records. 
      Moved by:  Peter Chapman (fx720)
      Seconded by: Tom Moore (fw054)
      VOTE All in favor.
      VOTE: Adopted
    2. Finance Committee

      It was suggested during the meeting that the Finance Committee be recreated.  

       To create a Finance Committee chaired by Lynn LaHam, including Tom Moore, Shirley Yik, and Jim Elder and Shelley Robinson.
      Moved by:  Graeme Beckett (aw958)
      Seconded by: Robert McRae (fy409)
      VOTE All in favor.
      VOTE: Adopted
  7. Announcements

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

    The next regular meeting will be July 21, 2015,
    NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd.
  9. Adjournment

    The meeting adjourned at 9:40 p.m.

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