2021-11-30-Minutes

NCF Board of Directors
Minutes of Meeting
November 30, 2021 

SOME HIGHLIGHTS

• Nujhat Fatima started as our new part-time HelpDesk Analyst

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:05 p.m. with Anis Hanna as Chair and Graeme Beckett as Secretary for the meeting.

INTRODUCTIONS

Board members present:
Anis Hanna (gb499) Chair
Emmanuel Adenlolu (gc476) Treasurer
Graeme Beckett (aw958) Secretary
Christopher Cope (bz787)
Majd Karam (gc029)
Lauren Gardner (fy923)
Michael Chan (ga869)

Regrets:
Andrea Holland (es170) 1st vice Chair
Peter MacKinnon (fr198) 2nd Vice-Chair
Lindsay Carreau (gc034)
Martin Dubois (al432)

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: Michael Chan (ga869)
   Seconder:  Graeme Beckett (aw958)
   The motion was carried.
   
3. Review of the Minutes of the Previous Meetings
   
   Minutes accepted as circulated.
   
   1. Regular board meeting October 26, 2021
      
      Motion: To approve the minutes of October 26, 2021.
      Proposer: Christopher Cope (bz787)
      Seconder: Emmanuel Adenlolu (gc476)
      The motion was carried.
      
   2. October 26, 2021 minutes covering NCF statements and policies conducted via email.
      
      Motion: To approve the minutes conducted by email that ended at 6:59 PM, October 26, 2021.
      Proposer: Christopher Cope (bz787)
      Seconder: Lauren Gardner (fy923)
      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: Update not available.
      
      DSL usage average and median: Jan. 1/19 to Oct 1/21
      ●  DSL usage which had increased significantly during Covid 19 began a decline in June of 2021 as lockdowns were lifted and people are moving back to work. This decline has continued into October. 
      
      Operations:
      
      ●  The new servers are fully installed, although we had a few brief issues with access to the website and email services. Internet service was never affected.
      ●  Nujhat Fatima started as our new part-time HelpDesk Analyst, supported by the Canada Summer
      Jobs program.
      
      Covid 19
      
      ●  NCF COVID-19 Safety Plan, regularly updated: www.ncf.ca/coronavirus
      
      ●  Office visits, appointment encouraged: 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: Majd Karam (gc029)
      Seconder: Michael Chan (ga869)
      The motion was carried.
      
      Motion: To receive the Executive Director's report.
      Proposer: Majd Karam (gc029)
      Seconder: Emmanuel Adenlolu (gc476)
      The motion was carried.
      
5. Ongoing Business
   
   1. None
      
      
6. New Business 
   
   1. Year-to-Date Financial Update (Emmanuel Adenlolu - in-camera)
      
      This item was conducted in-camera.
      
   2. Draft Budget for 2022 (Shelley Robinson - in-camera)
      
      This item was conducted in-camera.
      
   3. Discussion Regarding Bell Retroactive Credit (Shelley Robinson in-camera)
      
      This item was conducted in-camera.
      
7. Announcements
   
   1. There were no announcements.
      
8. ED Performance Review Update (Anis Hanna - in-camera)
   
   Motion: To approve the Executive Director's salary increase as recommended by the Executive Committee.
   Proposer: Majd Karam (gc029)
   Seconder: Emmanuel Adenlolu (gc476)
   The motion was carried.
   
   Motion: To move out of camera.
   Proposer: Christopher Cope (bz787)
   Seconder: Lauren Gardner (fy923)
   The motion was carried.
   
9. Date of Next Meeting
   

The next meeting is scheduled to be January 25th, 2022 at 7pm.
Location: Electronic meeting.

1. Adjournment
   
   The meeting adjourned at 8:36 p.m.

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