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Posted March 7, 2022 | Minutes

2021-09-28-Minutes

NCF Board of Directors
Minutes of Meeting
September 28, 2021 

SOME HIGHLIGHTS

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:10 p.m. with Anis Hanna as Chair and Graeme Beckett as Secretary for the meeting.

INTRODUCTIONS

Board members present:
Anis Hanna (gb499) Chair
Andrea Holland (es170) 1st vice Chair
Peter MacKinnon (fr198) 2nd Vice-Chair
Emmanuel Adenlolu (gc476) Treasurer
Graeme Beckett (aw958) Secretary
Lauren Gardner (fy923)
Martin Dubois (al432)
Majd Karam (gc029)

Regrets:
Christopher Cope (bz787)
Michael Chan (ga869)
Lindsay Carreau (gc034)

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: Emmanuel Adenlolu (gc476)
    Seconder:  Lauren Gardner (fy923)
    The motion was carried.
  3. Review of the Minutes of the Previous Meetings

    Minutes accepted as circulated.
    1. August 24, 2021

      Motion: To adopt the minutes of the August 24th meeting as circulated.
      Proposer: Majd Karam (gc029)
      Seconder: Andrea Holland (es170)
      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

      Total members: 4968

      Operations:
      ●  Expanded office hours: Monday-Saturday, 10am-5pm.
      ●  Expanded remote HelpDesk hours: Monday-Friday 10am-7pm, Saturday-Sunday 10am-5pm.
      ●  Announced cable internet service in newsletter, official public/web launch Monday, October 4th.
      ●  We announced remote volunteering in the newsletter, a few responses. Tightening up some of the processes and then Andres will begin training. Also working to translate our online Learning Management System.

      Communications and Advocacy:
      ● Submitted petition to the Governor-in-Council re: CRTC wholesale rates: https://www.ncf.ca/en/high-speed-internet/advocacy/
      ● Member newsletter sent out, less member response than usual.
      ●  Working on new web content related to affordability, digital equity and community mesh.
      ●  Finishing up Digital Equity Ottawa reports, to be posted online in mid October.
      ●  Launching Digital Equity Fridays social media campaign on Friday, October 8th.

      Covid 19
      Communications:
      ●  Because the Delta Variant is significantly more contagious than other current strains of COVID-19 and given that the province has paused the re-opening plan, we are maintaining our high-level of caution.
      ●  NCF COVID-19 Safety Plan, regularly updated: www.ncf.ca/coronavirus
      ●  Office visits by appointment only: Monday-Saturday 10am-5pm.
      ●  Remote HelpDesk hours: Monday-Friday 10am-7pm, Saturday-Sunday 10am-5pm.
      ●  Masks must be worn in the office at all times.
      ●  Following national and local health guidelines we’re encouraging office staff to use the three-layer medical masks we provide.
      ●  We have two extra-large air purifiers for the office: one for the office and one for the HelpDesk area.
      ●  Only one member/member group in the office at a time, chairs are in the hallway spaced more than 2m apart.
      ●  At least half the staff are working remotely at any given time to ensure staff can maintain appropriate social distance in the office.
      ● We have a daily office cleaning checklist.
      ●  We have a Plexiglas shield for the front desk and a washable plastic cover for the debit machine.
      ●  We have hand sanitizer, gloves, lots of cleaning fluid, hand soap and face masks.
      ●  We encourage members to use the lockbox (during and outside of office hours) for modem and payment drop-off.
      ● We encourage members with no payment method on file to use forms of payment that don’t require them to come to the office in person. We continue to accept cash.

      Motion: To move in-camera.
      Proposer: Peter MacKinnon (fr198)
      Seconder: Andrea Holland (es170)
      The motion was carried.

      Motion: To receive the Executive Director's report..
      Proposer: Martin Dubois (al432)
      Seconder: Andrea Holland (es170)
      The motion was carried.
  5. Ongoing Business
    1. Statements on Anti-racism; Diversity, Equity and Inclusion  (Shelley Robinson - in-camera)

      This item was conducted in-camera.
  6. New Business 
    1. Draft Vaccination Policy, Code of Conduct, Confidentiality Policy  (Shelley Robinson - in-camera)

      This item was conducted in-camera.
    2. Vaccination Policy - Re: More Transmissive Covid Variants (Shelley Robinson - in-camera)

      Discussion on the upcoming vaccination policy was conducted in-camera.
    3. Workload and planning for 2021 (Shelley Robinson - in-camera)

      This item was conducted in-camera.
    4. NCF Birthday Discussion (Shelley Robinson)

      This item was conducted in-camera.

      Motion: To move out of camera.
      Proposer: Lauren Gardner (fy923)
      Seconder: Graeme Beckett (aw958)
      The motion was carried.
  7. Announcements
    1. Marketing meeting 12th of October.
  8. Date of Next Meeting

The next meeting is scheduled to be October 26th, 2021 at 7pm.
Location: Electronic meeting.

  1. Adjournment

    The meeting adjourned at 8:42 p.m.

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