National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
September 15, 2015 


  • OC Transpo Bus ads rolling.
  • Member-get-member rewards plan launched.
  • Password encryption for site access increased - now up to 30 characters

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
Peter Chapman (fx720) 2nd Vice-Chair
Graeme Beckett (aw958) Secretary
Lynn LaHam (fy504) Treasurer
Jennifer Barrigar (bc839)
Robert McRae (fy409)

Tom Moore (fw054) 1st Vice-Chair
Peter MacKinnon (fr198)
Phil Linttell (fx714)

NCF Management/Staff present:
Executive Director: Shelley Robinson

Gary Eikenberry (aa453)
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 

    Item 6 a) "Pricing Strategy Discussion"" was struck from the agenda and replaced with an in camera session.

    MOTION: To accept agenda as amended.
    Moved by: Robert McRae (fy409)
    Seconded by: Lynn LaHam (fy504)
    VOTE: All in favor. 
    VOTE: Adopted
  3. Review of the Minutes of the Previous Meeting

     Motion to accept the minutes of July 21, 2015.
    Moved by:  Jennifer Barrigar (bc839) 
    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.

      - New back-up server installed and functioning. Server migration complete now. Thanks to Andre and Jim.
      - BGP routing and the process of installing the third circuit with Bell needs to be expedited.
      - Password encryption for site access has been increased to a maximum of 30 characters.
      - Andre working on engaging new debit/credit payment terminal with NCF's system.
      - Member-get-member rewards plan launched.
      - Modem appointments have moved from a pilot to standard operating procedure.
      - A more formal five step training program for volunteers is being piloted.
      - An initial pricing committee meeting has been held.

      - Explored Ontario Trillium Foundation via an information session.
      - With our partner, NCF submitted a letter of intent to the Atkinson Foundation.
      - With our partner, NCF submitted a letter of intent to the Community Foundation of Ottawa.

      Communications and Outreach
      - NCF's Twitter account has been reinvigorated.
      - Bus ads ordered.
      - NCF's logo to be refined.
      - Workshops in partnership with OPCUG have been determined.
      - CompuCorps trained to mention NCF to all new customers along with understanding the registration process.

      - Obtaining a proposal from RBC on amalgamating banking services.
      - Meeting with insurance agent in regards to covering office equipment and new server equipment

      Cancelation policy in the industry is currently a grey area with the CRTC however they're expected to provide clarification by December. 

      There are several goals of the HR plan offered by the Executive director.
      - To offer existing members better service through longer operating hours.
      - To better accommodate potential new members who may work during NCF's existing hours.
      - To increase staff capacity so non-HelpDesk staff can focus on other parts of their work.
      - To better train and support current and new Help-Desk volunteers.
      - To act as a good employer.

      To receive the Executive Director's Report
      Moved by: Jennifer Barrigar (bc839)
      Seconded by: Lynn LaHam (fy504)
      VOTE All in favor.
      VOTE: Adopted

      To receive the updated HR plan provided by the Executive Director.
      Moved by: Robert McRae (fy409)
      Seconded by: Jennifer Barrigar (bc839)
      VOTE All in favor.
      VOTE: Adopted
    2. Finance Report (Lynn LaHam)

      Lynn provided the Board with an oral report and will circulate the financial documents and statements to the board alias shortly after the meeting.

      To receive the Treasurer's oral report.
      Moved by: Peter Chapman (fx720)
      Seconded by: Robert McRae (fy409)
      VOTE All in favor.
      VOTE: Adopted
  6. New Business
    1. In Camera Session

      MOTION: To move in camera.
      Moved by: Jennifer Barrigar (bc839)
      Seconded by: Lynn La am (fy504)
      VOTE All in favor.
      VOTE: Adopted

      MOTION: To move out of camera.
      Moved by: Jennifer Barrigar (bc839)
      Seconded by: Lynn La am (fy504)
      VOTE All in favor.
      VOTE: Adopted

      MOTION: Given that the Board wishes to reshape its governance model as part of an ongoing commitment to revitalization; and given that this is an opportune time as there are new staff, board members and volunteers, be it resolved that discussion at board meetings and committees will be restricted to board members and paid employees only unless invited to speak by the chair.
      Moved by: Jennifer Barrigar (bc839)
      Seconded by: Lynn Laham (fy504)
      VOTE All in favor.
      VOTE: Adopted

      MOTION: As part of NCF's revitalization process and in an effort to align with current business practices, be it resolved that the Executive Director move the organization to cloud based accounting system.
      Moved by: Lynn Laham f(fy504)
      Seconded by: Robert McRae (fy409)
      VOTE All in favor.
      VOTE: Adopted

      MOTION: That there will be no expenditures over five hundred dollars without advance authorization in the form of a purchase order or duly authorized contract.
      Moved by: Peter Chapman (fx720)
      Seconded by: Lynn La am (fy504)
      VOTE All in favor.
      VOTE: Adopted
  7. Announcements

    A reminder for those individuals who might be available of the Internet Society Canada Chapter: First Canadian Internet Symposium on September 24th. 
  8. Date of Next Meeting

    The next regular meeting will be October 20, 2015,
    NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd. (later rescheduled to September 15)
  9. Adjournment

    The meeting adjourned at 9:35 p.m.

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