NCF Board of Directors
Minutes of Meeting
March 20 2007

SOME HIGHLIGHTS

• NCF will soon support organizational domains for both web and email.
• To save costs NCF will reduce the number of telephone lines by 23 over the summer, beginning on May 1.

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 Michael Mei as Secretary.

1. INTRODUCTIONS

   Board members present:
   Christopher Cope (bz787), President/chair
   Mary Anne Dugmore (er983), 1st Vice-president
   Gary Eikenberry (aa353), 2nd Vice-president
   Michael Mei (bi195), Secretary
   Don Francis (ba990)
   Graeme Beckett (aw958)
   Mark Mielke (al278)

   Regrets:
   Michael Fletcher (fe710), Treasurer
   Shing Kwong Lee (ez191)
   Tony McNeill (ff231)

   Note: Ian Gibson is no longer on the board.

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

   Members/Guests:
   

   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. CONFIRMATION OF QUORUM
   

   Quorum was confirmed.
   

3. REVIEW OF THE AGENDA
   (see draft agenda)

   MOTION: That the agenda be adopted as ammended with the addition of 7. a) Meeting Frequency and Standing Committees.
   Moved by: Mary Anne Dugmore (er983)
   Seconded by: Gary Eikenberry (aa353)
   VOTE: Carried.

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

   MOTION: That minutes be adopted as-is.
   Moved by: Graeme Beckett (aw958)
   Seconded by: Mary Anne Dugmore (er983)
   VOTE: Carried.

5. ONGOING BUSINESS
   1. 2007 Annual General Meeting Planning (Mark Mielke)

      Report from the AGM Co-chair
      
      The AGM start email message will be sent to members on March 22.

      MOTION: That the AGM co-chair's report be received.
      Moved by: Graeme Beckett (aw958)
      Seconded by: Don Francis (ba990)
      VOTE: Carried.

   2. Nomination Committee Report from March 12 Teleconference

      MOTION: That the minutes of the nomination committee report circulated to board members by email shortly after the March 12 teleconference be adopted as-is.
      Moved by: Mary Anne Dugmore (er983)
      Seconded by: Gary Eikenberry (aa353)
      VOTE: Carried.

      The minutes of the March 12 Teleconference follow:

      A special meeting of the Board of Directors of the National Capital FreeNet was held by teleconference on Monday, March 12, 2007 to receive the final Nomination Committee Report. At 2 PM on March 12, 2007, having called the roll, and confirmed that a quorum existed, Chair Mary Anne Dugmore called the meeting to order. Board members present: Mary Anne Dugmore; Gary Eikenberry, Don Francis, Shing Lee, Mark Mielke, and NCF Management present: John Selwyn. Regrets: Michael Mei, Graeme Beckett, Chris Cope. The Chair confirmed by positive response from all attendees that they had received a copy of the motion in the form of an email attachment.
      
      The Chair read the motion into the minutes:
      

      MOTION: Accept the recommendation of the Nominations Committee and put forward the names Chris Cope, Gary Eikenberry, Don Francis, Shing Lee and Alan McRae as nominees for the NCF election to be conducted during the 2007 AGM from March 22 to April 2 and approved by the board of directors.
      Moved by: Mark Mielke (al278)
      Seconded by: Mary Anne Dugmore (er983)
      VOTE: Carried.

   3. 2006 Audit Committee Report

      MOTION: Approve the publication of the NCF financial statements for the year 2006 to NCF members subject to sign-off by a KPMG senior partner and noting that minor ammendments may be required.

      Moved by: Don Francis (ba990)
      Seconded by: Mary Anne Dugmore (er983)
      VOTE: Carried.
6. REPORTS
   1. Executive Director's Report (John Selwyn)
      (see accompanying report)

      Highlights of the Executive Director's report include:
      

      • NCF will soon support organizational domains for both web and email.
      • To save costs NCF will reduce the number of telephone lines by 23 over the summer, beginning on May 1.

      MOTION: That the Executive Director's report be received.
      Moved by: Graeme Beckett (aw958)
      Seconded by: Mary Anne Dugmore (er983)
      VOTE: Carried

   2. Treasurer's Report and Financial Statements

      A Treasurer's report was not available but the executive director did hand out a budgeted statement of revenue and expenses for January and February.

7. NEW BUSINESS
   1. Meeting Frequency and Standing Committees (Chris Cope)
      

      The board will consider meeting less frequently than once per month. One suggestion was that the board meet quarterly with standing committees that meet in between. This will be discussed further at the next board meeting.

8. Announcements
   
   
9. NEXT MEETING

   April 17, at 7 p.m.
   Suite 302, Trailhead Building
   1960 Scott Street

10. ADJOURNMENT

    The meeting adjourned at 9.25 p.m.