The meeting was called to order at 7:10 p.m. with Chris Cope
as Chair and Graeme Beckett as Secretary.
-
INTRODUCTIONS
Board members present:
Alan McRae (fl334)
Treasurer
Christopher Cope (bz787), President/chair
Graeme Beckett (aw958) Secretary
Doug Hull (aa800)
Mark Mielke (al278)
Jim Nubel (fm776)
Regrets:
Gary Eikenberry (aa353)
Don Francis (ba990)
Amy Yee (fp017)
NCF Management/Staff present:
Rowland Few (fp085), Executive Director
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.
-
CONFIRMATION OF QUORUM
Quorum was confirmed.
-
REVIEW OF THE AGENDA
(see
draft agenda)
The agenda was adopted with no changes.
MOTION: That the agenda be adopted as
presented.
Moved by: Doug Hull (aa800)
Seconded by: Alan McRae (fl334) Treasurer
VOTE: All in favor.
VOTE: Carried.
-
APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING
(see
minutes of prior month)
MOTION: Accept the minutes of the October 2008
meeting as presented.
Moved by: Graeme Beckett (aw958)
Seconded by: Jim Nubel (fm776)
VOTE: All in favor.
VOTE: Carried.
-
ONGOING BUSINESS
- Staffing Discussion (Rowland Few)
MOTION: To move "in camera".
Moved by: Jim Nubel (fm776)
Seconded by: Doug Hull (aa800)
VOTE: All in favor.
VOTE: Carried.
MOTION: To move out of camera.
Moved by: Jim Nubel (fm776)
Seconded by: Doug Hull (aa800)
VOTE: All in favor.
VOTE: Carried.
The NCF changeover in staff and bus strike were
discussed.
-
REPORTS
-
Executive Director's Report
(see accompanying
report)
Of note:
Financials (October - December)
- Donations continue downward trend (-13%
from previous year)
- DSL subscription margin 8k above target for the
period
- DSL hardware margin 5k below target
- DSL now surpasses 2000 members
Year End Finances (January - December)
- Donations 3k above target but down 8% from last
year
- DSL income up from last year
- DSL hardware 3k under target
DSL
- ST585v7 (Wireless modem)
introduced - smaller, easier user interface, more
configuration options
Infrastructure:
- ED Technology Team established
Marketing
- On hold pending new hiring
New Initiatives:
- Membership initiatives - on hold pending new
hiring.
- Carleton making changes to computer services and space
- NCF must coordinate moves with CCS
- Staff hiring
MOTION: To accept the Executive Director's
report.
Moved by: Mark Mielke (al278)
Seconded by: Alan McRae (fl334)
VOTE: All in favor.
VOTE: Carried
-
Treasurer's Report and
financial statements
The Treasurer's time
has been at a premium due to his change in offices. His
year end review was preliminary.
Of Note:
Non audited statements indicate a $8,823 deficit
Communications lines were 15k above budget for year. The ED
will review this item.
Some of the staffing
costs above budget
Revenue from donations were below budget
Revenue from DSL subscriptions was above budget
Reserve fund at 92k
MOTION: To receive the Treasurer's report.
Moved by: Doug Hull (aa800)
Seconded by: Mark Mielke (al278)
VOTE: All in favor.
VOTE: Carried
- Report of Executive Committee (Chris Cope)
The Executive Committee did not meet.
- Report of Strategic Planning Committee (Jim
Nubel)
The Strategic Planning Committee did not meet. The
Strategic Planning Committee will meet again when the new
Executive Director is ready.
-
NEW BUSINESS
- 2009 budget (Alan McRae and Rowland Few)
The 2009 budget is to be presented at the March
2009 board meeting.
- 2008 audit discussion and committee formulation
(Alan McRae and Rowland Few)
The 2008 audit review is the week of February
9.
MOTION: To form an Audit Committee consisting of
Chris Cope, Gary Eikenberry and Rowland Few.
Moved by: Graeme Beckett (aw958)
Seconded by: Jim Nubel (fm776)
VOTE: All in favor.
VOTE: Carried
-
2009 AGM (Graeme Beckett)
This year there are 4 positions on the Board
open for election. Three are 3 years terms and one is a 2
year term.
The 2009 Calendar of events:
Feb 25 8am to Mar 11 11:59pm
Nomination period
Feb 26
11:59pm
Deadline for submitting special motions
Mar 15
11:59pm
Deadline for submitting candidate information
Mar 18
11:59pm
Deadline for voting by proxy
Mar 19 9am to Apr 1
6pm
Voting period
MOTION: To appoint Jim Nubel as AGM Chair, Don
Francis as Director in Charge of Proxies, Andre Vellino
as Returning Officer with Andre Dalle performing duties
of voting systems administration and Jim Elder performing
duties with web page and software configuration.
Moved by: Graeme Beckett (aw958)
Seconded by: Mark Mielke (al278)
VOTE: All in favor.
VOTE: Carried
MOTION: The Board approves the three motions
circulated by the Board Secretary to be presented to the
2009 NCF AGM.
- Motion
A - Remuneration of Agents, Contractors, and
Employees
- Motion
B - Appointment of Auditors
- Motion
C - Rules and Regulations
Note: The Board Chairman and Board Secretary
agreed to move and second the standard AGM motions
approved and advanced by the board at this meeting.
Moved by: Mark Mielke (al278)
Seconded by: Doug Hull (aa800)
VOTE: All in favor.
VOTE: Carried
- Nominations Committee
MOTION: To form a Nominations Committee consisting of
Chris Cope, Doug Hull and Rowland Few.
Moved by: Graeme Beckett (aw958)
Seconded by: Jim Nubel (fm776)
VOTE: All in favor.
VOTE: Carried
- Discussion on Future Trends
This item will be discussed at a future board
meeting
-
ANNOUNCEMENTS
None
-
NEXT MEETING
March 3, 2009, at 7 p.m.
Suite 302, Trailhead Building
1960 Scott Street
-
ADJOURNMENT
The meeting adjourned at 9:35 p.m.
