National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
March 22, 2016 


  • Initial funds for NCF`s Community Access Fund authorized.
  • Office drop-in by MP Anita Vandenbeld
  • Scheduling arranged for the 2016 AGM

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:10 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
Lynn LaHam (fy504) Treasurer
Graeme Beckett (aw958) Secretary
Jennifer Barrigar (bc839)

Phil Linttell (fx714)
Robert McRae (fy409)
Peter MacKinnon (fr198)
Lauren Gardner (fy923)

NCF Management/Staff present:
Executive Director: Shelley Robinson

John Selwyn

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: Jennifer Barrigar (bc839)
    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 February 23, 2015 as revised.
    Moved by:  Peter Chapman (fx720)
    Seconded by: Tom Moore (fw054)
    VOTE: All in favor. 
    VOTE: Adopted
  4. Ongoing Business 
    1. 2016 AGM Discussion

      Graeme circulated a proposed schedule in advance of the meeting. There was discussion of events surrounding the AGM schedule. Shelley indicated a volunteer in the office had shown interest in the position of Returning Officer. Tom Moore and Lynn LaHam who's terms are up announced that they will not be running for election in the 2016 AGM.

      To receive the report from the AGM Chair.
      Moved by: Lynn LaHam (fy504)
      Seconded by: Peter Chapman (fx720)
      VOTE: All in favor. 
      VOTE: Adopted
  5. Reports  
    1. Executive Director's Report (Shelley Robinson)

      Shelley provided her ED report in advance of the meeting.


      - GAS double billing issue was addressed - apparently a universal glitch.
      - Met with new Bell sales representative.
      - Starting research and evaluation metrics on website renewal.
      - Office currently at a low period for volunteers.

      - NCF received the full requested grant from the New Horizons Project.
      - Application went in for three summer student positions. Two HelpDesk and a Volunteer Recruitment Coordinator.
      - Application went in for CIRA grant:
      - Positive feedback submitted on the Career Focus Program.

      - Office drop-in with staff and a volunteer to meet MP Anita Vandenbeld
      - Lunch and Learn with staff and volunteers was on the new pricing model.
      - OCLUG agrees to do additional workshops.
      - Meeting with local communications agency about NCF`s logo and branding.

      - James now full-time HelpDesk Analyst.

      - Ongoing conversations with Volunteer Ottawa about DiverseCity on Board.
      - Work finalized on pricing models.

      Community Access Fund

      The Executive submitted and discussed the initial outline for proposal to establish a formal formal Community Access Fund to offer assisted funding towards internet access on a time limited basis to established, identifiable groups of individuals. Shelley will keep the Board informed as plans develop further.

      MOTION: To permit the Executive Director to take $2,000 from retained earnings to establish a Community Access Fund.
      Moved by: Tom Moore (fw054)
      Seconded by: Jennifer Barrigar (bc839)
      VOTE All in favor.
      VOTE: Adopted

      To receive the Executive Director's Report
      Moved by: Lynn LaHam (fy504)
      Seconded by: Graeme Beckett (aw958)
      VOTE All in favor.
      VOTE: Adopted
    2. Nomination Committee Update  (Peter Chapman)

      Peter provided a brief summary and recommended looking into qualified candidates from DiverseCity onBoard.

      MOTION: Motion to engage DiverseCity onBoard to supply a range of potential candidates for the 2016 AGM.
      Moved by: Peter Chapman (fx720)
      Seconded by: Jennifer Barrigar (bc839)
      VOTE All in favor.
      VOTE: Adopted

       Motion to receive the Nominating Committee Report.
      Moved by: Tom Moore (fw054)
      Seconded by: Lynn LaHam (fy504)
      VOTE All in favor.
      VOTE: Adopted
    3. Audit Committee Update (Lyn LaHam)

      KPMG had finished their audit and Lynn will arrange a a meeting with KPMG to review the draft audit.

       Motion to receive the Audit Committee Report.
      Moved by: Peter Chapman (fx720)
      Seconded by: Tom Moore (fw054)
      VOTE All in favor.
      VOTE: Adopted
  6. New Business
    1. None
  7. Announcements

    The board congratulated Shelley and Mike on their recent marriage!
  8. Date of Next Meeting

    The next regular meeting will be April 19, 2016, (later revised to April 20)
    NCF Offices, Suite 206 Richmond Square, 1305 Richmond Rd.
  9. Adjournment

    The meeting adjourned at 9:55 p.m.

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