NCF Board of Directors
Minutes of Meeting
November 16, 2004

SOME HIGHLIGHTS

• NCF will hunker down until January
• Board will reconsider need for monthly meetings
• Ottawa Public Library behind schedule on deal with NCF

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 Sandy Campbell as Secretary.

1. 1. INTRODUCTIONS

   Board members present:
   Christopher Cope (bz787), President/chair
   Sandy Campbell (dt820), Secretary
   Mark Mielke (al278)
   Graeme Beckett (aw958)
   Mary Anne Dugmore (er983)
   Michael Mei (bi195)
   Don Francis (ba990)

   Regrets:
   John Hennessey (ev776)
   Michael Williamson (cm234)
   Gary Eikenberry (aa353), 1st Vice-president
   Shing Kwong Lee (ez191)

   NCF Management/Staff present:
   John Selwyn (es347), Executive Director

   Members/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.

2. APPROVAL OF THE MINUTES OF MEETING
   (see minutes of prior month)

   MOTION: That minutes be approved as published
   Moved by: Sandy Campbell
   Seconded by: Mary Anne Dugmore
   VOTE: All in favor

3. REVIEW OF THE AGENDA
   (see draft agenda)

   MOTION: That the agenda be adopted as published.
   Moved by: Mary Anne Dugmore
   Seconded by: Michael Mei
   VOTE: All in favor

4. ONGOING BUSINESS
   1. Update on membership contribution system (John Selwyn)

      The ED updated the Board on the "universal participation" system begun last September, which calls on all members to participate in the operation of NCF through volunteer effort or cash contribution, based on the services they use. All members are expected to particpate in some manner, unless excused due to exigent financial circumstances. The system is expected to bolster volunteer-help capabilities and the basic funding necessary to maintain and grow the NCF. Initial response from membership was generally positive, but it was still too early to measure the overall effect.

   2. Report on 2005 Budget Committee (Gary Eikenberry)

      President Chris Cope reported for Chair Eikenberry, absent because of illness. The committee endorsed the recommendation of the Executive Director that there be a temporary freeze on planning for 2005, until various current initiatives take full effect, e.g. the promising affiliation with the Ottawa Public Library, originally slated for trial in November, has fallen behind schedule.

      
      MOTION: That the Executive Director's recommendation to adopt a "low-growth/minimum-expense" regime to be reviewed in January, 2005 be accepted.
      Moved by: Sandy Campbell
      Seconded by: Graeme Beckett
      VOTE: All in favor
   3. Report of Treasurer Search committee (Chris Cope)

      Chair Chris Cope reported the committee was arranging interviews with five candidates who responded to job description posted online for the position of volunteer Treasurer. The committee should be able to make a reccommendation to the next meeting of the Board.

5. REPORTS
   1. Executive Director's Report (John Selwyn)
      (see accompanying report)
      
   2. Treasurer's Report and Financial Statement(see financial statements for prior month)

      It was agreed following discussion that Financial Reports would be more meaningful if they covered a three-month period.

      
      MOTION: That quarterly Financial Reports replace the traditional monthly Reports in 2005.
      Moved by: Michael Mei
      Seconded by: Mark Mielke
      VOTE: All in favor
6. NEW BUSINESS

   It was agreed that an item would be placed on the Agenda of the January 2005 Board meeting to discuss the frequency of Board meetings.

7. Announcements
   1. The Board noted with sadness the passing of longtime member Heinz Wiggeshof.
   2. Chris Cope advised a day-long workshop on VOIP (Voice Over Internet Protocol) was scheduled for March 8, 2005 in the former City Council Chambers at Centerpoint.
8. NEXT MEETING

   December 21, 2004 at 7 p.m.
   Time and place to be announced

9. ADJOURNMENT

   The meeting adjourned at 9.28 p.m.