NCF Board of Directors
Minutes of Meeting
September 20, 2011

Draft Minutes

SOME HIGHLIGHTS

• The Succession Planning Committee has located several potential candidates for the Executive Director position.
• Mail server back-ups move from RAID 5 to RAID 10.
• New mail system Zimbra with enhanced features under testing.
• Email server fundraising campaign at $10,500.

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:00 p.m. with Chris Cope as Chair and Graeme Beckett as Secretary.

1. INTRODUCTIONS
   
   Board members present:
   Christopher Cope (bz787), President
   Gary Eikenberry (aa353) 1st Vice-president
   Alan McRae (fl334) Treasurer
   Graeme Beckett (aw958) Secretary
   Mark Mielke (al278)
   Doug Hull (aa800)
   Mike Kelly (fm342)
   Peter MacKinnon (fr198)
   Amy Yee (fp017)

   Regrets:
   Michael Weiss (ft850)
   Ken McCarthy (fr786)

   NCF Management/Staff present:
   Rowland Few (fp085), Executive Director
   
   Guests:
   Jim Elder (aa456)

   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)

   The draft agenda was adopted as presented.

   MOTION: That the agenda be adopted.
   Moved by: Peter MacKinnon (fr198)
   Seconded by: Mike Kelly (fm342)
   VOTE: All in favor. 
   VOTE: Carried.
    

4. Review of the Minutes of the Previous Meeting.
    
   MOTION: Accept the minutes of the June 2011 meeting as submitted.
   Moved by: Doug Hull (aa800)
   Seconded by:  Gary Eikenberry (aa353)
   VOTE All in favor.
   VOTE: Carried
    
5. Ongoing Business
   1. Succession Planning
      
      The Succession Planning Committee now deemed the Executive Director Search Committee has performed preliminary interviews with several candidates for the position of Executive Director. Of these candidates four were described to the Board as best matches. The Committee recommended a second more in depth meeting with the top candidates and to make a recommendation to the Board shortly as Rowland will be departing September 31. 
      
      The Board gives a vote of thanks to the outgoing Executive Director Rowland Few.
      
      MOTION:  To instruct the members of the search committee to make a recommendation to the Board of the preferred candidate and circulate his or her resume to the board accompanied by the runner ups and to waive normal procedures so that the Search committee shall  by email call a Special Meeting of the Board at the NCF offices on 72 hours notice to review the candidates and authorize the employment of a new Executive Director.
      Moved by: Doug Hull (aa800)
      Seconded by:  Peter MacKinnon (fr198)
      VOTE All in favor.
      VOTE: Carried
       
6. Reports 
   1. Executive Directors Report (Rowland Few)
      
      Roland circulated financial statements and a PowerPoint in advance of the board meeting.
      
      In addition to the documents and financial statements circulated to the board by Rowland, some of the items highlighted by the Executive Director were as follows:
           
      -  2597 DSL members, with a slight drop during the transitional months of June and July.
      - The larger office space in the Trailhead building was acquired before the NCF had an opportunity to obtain  it.
      -  The office space next door that was occupied by the Ski Museum that was smaller than expected has also been leased.
      - Dial-up lines were damaged by a backhoe during Carleton construction and were repaired.
      - A new mail system - Zimbra with additional features and a mobile interface was in testing.
      - Mail server back-ups were upgraded from RAID 5 to a RAID 10 cluster server.
      - Web hosting and secondary storage server "Radagast" failed - restored under warranty.
      - Office ticket system being streamlined with Request Tracker to integrate voicemail, system error reports and email.
      - Billing system improvements - awaiting an engagement letter from KPMG after a walk through of office invoicing and billing procedures.
      - The fund raiser for new equipment had so far raised $10,538.
      - 1500 flyers distributed with OPL's 33 branches.
      - Communication ongoing with the Ottawa Catholic School Board and draft MOU.
       
      MOTION: To receive the Executive Directors Report.
      Moved by: Gary Eikenberry (aa353)
      Seconded by: Alan McRae (fl334)
      VOTE: All in favor. 
      VOTE: Carried
       
   2. Treasurers Report (Alan McRae)
      
      The Treasurer endorsed the financial statements that were circulated to the board.
      
      MOTION: To receive the Treasurers Report.
      Moved by: Amy Yee (fp017)
      Seconded by: Mike Kelly (fm342)
      VOTE: All in favor. 
      VOTE: Carried
       
   3. Report of the Strategic Planning Committee
      
      There were two teleconference meetings the contents of which were presented within the Executive Director's report. Some additional highlights included the need to engage more volunteers and reach out to community newspapers. With the NCF's limited resources it was apparent that prioritization will be required.
      
      MOTION: To accept the Strategic Planning Committee Report.
      Moved by: Peter MacKinnon (fr198)
      Seconded by: Mike Kelly (fm342)
      VOTE: All in favor. 
      VOTE: Carried
       
   4. Executive Committee Report (Chris Cope)
      
      The Executive Committee did not meet.
       
   5. Report of the Connectivity Committee (Mike Kelly)
      
       No report, this item is on hold.
       
7. New Business
    
   1. There was no new business.
       
8. Announcements
    
   1. December 13 is the suggested date for the NCF year end dinner engagement.
       
   2. Amy noted that Volunteer Ottawa's gala and auction to raise funds and recognise volunteers would be the Thursday evening following the board meeting.

    

9. Date of Next Meeting

   Next regular meeting November 22, 2011, 7:00 PM
   Suite 302, Trailhead Building
   1960 Scott Street
    

10. Adjournment
    The meeting adjourned at 9:48 p.m.

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