NCF Board of Directors
Minutes of Meeting
October 22, 2019 

SOME HIGHLIGHTS

• Web server, email and spam filter migrations completed.
• NCF posts two bilingual job postings.

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:01 p.m. with Chris Cope as Chair and Graeme Beckett as Secretary for the meeting.

INTRODUCTIONS

Board members present:
Christopher Cope (bz787) Chair
Peter Chapman (fx720) 1st Vice-Chair
Peter MacKinnon (fr198) 2nd Vice-Chair
Graeme Beckett (aw958) Secretary
Sterling Jimenez (ga867) Treasurer
Martin Dubois (al432)
Michael Chan (ga869)
Anis Hanna (gb499)
Oliver Benning (ga678)

Regrets:
Andrea Holland (es170)
Lauren Gardner (fy923)

NCF Management/Staff present:
Executive Director: Shelley Robinson

Guests:
None

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 adopt the agenda as circulated.
   Proposer: Peter MacKinnon (fr198)
   Seconder: Anis Hanna (gb499)
   The motion was carried.
    
3. Review of the Minutes of the Previous Meeting
   
   Motion: To approve the minutes of the September 24th meeting.
   Proposer: Martin Dubois (al432)
   Seconder: Sterling Jimenez (ga867)
   The motion was carried.
    
4. Reports  
    
   1. Executive Director's Report (Shelley Robinson)
      
      Shelley distributed her ED report in advance of the meeting for both the open and in-camera sessions of the meeting. 
      
      Select Highlights from the public portion of the Executive Director's Report
      
      DSL MEMBERS:
      August 1/19: 3309
      September 1/19: 3310
      October 1/19: 3303/3012 without CAF
      October 1/19 CAF: 291
      Projection for Oct 31/19: 3300
      
      Sept/19 YTD in: 324
      Sept/19: YTD out: 323
      Net YTD DSL member growth: 1
      Net CAF member growth (Dec. 30/18-Oct. 6/19): 29
      
      Oct 1/18: 3323/3068 without CAF
      Oct 1/17: 3266/3095 without CAF
      Oct 1/16: 3063
      Oct 1/15: 2982
      Oct 1/14: 2813
      
      Operations:
      ●  DSL subscriber counts is about even, we need to kickstart it.
      ●  All the server migrations (SpamFilter, our webserver and Zimbra email) were all done as scheduled
      with little member effect (any problems were fixed pretty quickly)'
      ●  A brief outage on Oct. 3 due to IP address balance on routers: now fixed and looking into why it
      happened.
      ● We need to have a member call-out for more donated modems: demand outstrips supply.
      
      Communications:
      ●  Front-end website redesign is underway: first member tools beta test was completed, more to come.
      ●  Two full-time job postings currently posted: Bilingual HelpDesk Analyst and Bilingual Volunteer and
      Outreach Coordinator (extended the original deadline) –- applications due Oct. 21st.
      
      Motion: To move in-camera.
      Proposer: Peter MacKinnon (fr198)
      Seconder: Michael Chan (ga869)
      The motion was carried.
      
      Motion: To receive the Executive Director's report..
      Proposer: Sterling Jimenez (ga867)
      Seconder: Peter Chapman (fx720)
      The motion was carried.
       
5. Ongoing Business
    
   1. None
       
6. New Business 
    
   1. Quick Update: Developing Board Committee Charters & Work Plans (Andrea Holland) – No discussion anticipated at this time
      
      There was no discussion on this item.
       
   2. Financial Report up to August and Projections for this Year (Shelley Robinson - in-camera)
      
      Shelley went over the financial statements from our accountants with the Board and offered financial projections based on them.
       
   3. Tabled and deferred to November 26 meeting: Quarterly Financial Review (Sterling Jimenez - in-camera)
      
      The accountants, of which we had a switch over hadn't provided the statements in sufficient time for Sterling to offer a quarterly review. This item was deferred to a future meeting.
       
   4. Tabled and deferred to November 9 meeting: Pricing Review and Strategy Discussion (Shelley Robinson - in-camera)
      
      The November all day Saturday meeting will encompass pricing and strategy.   
       
   5. Strategic Plan and KPI Work Plan (Shelley Robinson - in-camera)
      
      The existing strategic plan which is not a static document and the related KPI's are somewhat unwieldy. A revised strategic plan and KPI's with a tighter focus was drawn up. The board will regularly review and revise as required.
      
      Motion: To move out of camera.
      Proposer: Peter Chapman (fx720)
      Seconder: Peter MacKinnon (fr198)
      The motion was carried.
      
      Motion: To approve the revised plan and KPI's with a note that Sterling will circulate an additional item to the board.
      Proposer: Peter Chapman (fx720)
      Seconder: Peter MacKinnon (fr198)
      The motion was carried.
       
7. Announcements
   
   There were no NCF announcements.
    
8. Date of Next Meeting
   
   The next meeting was scheduled to be November 26, 2019 and was subsequently deferred to November 9, 2019.
   Location: Richmond Room, 2nd floor Ottawa City Hall.
    
9. Adjournment
   
   The meeting adjourned at 9:04 p.m.