2022-05-31-Minutes

NCF Board of Directors
Minutes of Meeting
May 31, 2022 

SOME HIGHLIGHTS

• Executive Director interviewed by Toronto Star
• Huge and sustained power outage in Ottawa closes NCF's office for almost a week and affected internet services.
• Job postings filled for summer help-desk analyst and summer marketing support.
• Zimbra email storage upgraded to 5GB.

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:08 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)
Michael Chan (ga869)

Regrets:
Andrea Holland (es170) 1st vice Chair
Peter MacKinnon (fr198) 2nd Vice-Chair
Lauren Gardner (fy923)
Martin Dubois (al432)
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:  Christopher Cope (bz787)
   Seconder:  Majd Karam (gc029)
   The motion was carried.
   
3. Review of the Minutes of the Previous Meeting
   
   Minutes accepted as circulated.
   
   1. Regular board meeting May 3, 2022
      
      Motion: To approve the minutes of May 3, 2022.
      Proposer: Majd Karam (gc029)
      Seconder: Christopher Cope (bz787)
      The motion was carried.
      
4. Reports  
   
   1. Combined Executive Director and Management Report (Shelley Robinson)
      
      Shelley distributed the 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 Report
      
      Total members (May 1/22): 4809
      
      Operations:
      
      ●  Canada Summer Job hirings are done: congrats to Samaia Aidroos as our Summer Marketing Support and Tom Lumsden as our Summer HelpDesk Analyst.
      ●  Budry Ahmed has joined as a Summer HelpDesk Analyst with support from the YESS program through Social Planning Council of Ottawa.
      ●  We successfully performed network upgrades and took the opportunity to upgrade members’ Zimbra free email storage to 5GB
      ●  The office was closed for almost a week due to power outages from the derecho and some members’ internet services were also affected once power returned.
      
      Covid 19
      
      ●  NCF COVID-19 Safety Plan, regularly updated: www.ncf.ca/covid19
      ●  Office open: Mon-Sat 10am-5pm.
      ●  Remote HelpDesk Support: Mon-Fri 10am-7pm, Sat 10am-5pm.
      ●  Staff must wear KN95 masks in the office. We encourage members to wear masks as well.
      ●  Only one member group in the office at one time.
      
      Communications:
      
      ●  Shelley was interviewed for a Toronto Star article about NCF’s petition against high wholesale internet prices: link here
      ●  Digital Equity Tuesdays campaign ongoing.
      
      Motion: To move in-camera.
      Proposer: Emmanuel Adenlolu (gc476)
      Seconder: Majd Karam (gc029)
      The motion was carried.
      
      Motion: To receive the Executive Director's report.
      Proposer: Christopher Cope (bz787)
      Seconder: Majd Karam (gc029)
      The motion was carried.
      
5. Ongoing Business
   
   1. Marketing Committee Update 
      
      The marketing committee update was deferred to the next meeting.
      
   2. Governance Committee By-law Discussion
      
      The governance committee will continue to meet after the AGM to recommend by-law updates.
      
   3. Nominations Report(Michael Chan and Anis Hanna)
      
      The nominations discussion was conducted in-camera.
      
   4. AGM Planning & Business to be approved by Board for the AGM
      
      Audited Financial Statements:
      Motion: To approve the draft annual audited financial statements and provide them for the 2022 AGM.
      Proposer: Christopher Cope (bz787)
      Seconder: Majd Karam (gc029)
      The motion was carried.
      
      Special Motions:
      There were no special motions for the annual general meeting.
      
      Motion A - Appointment of Auditors:
      Motion: To recommend the appointment of the auditor and provide the option for members to vote at the 2022 AGM.
      Proposer: Majd Karam (gc029)
      Seconder: Christopher Cope (bz787)
      The motion was carried.
      
6. New Business 
   
   1. There was no new business conducted.
      
7. Announcements
   
   1. None
      
8. Date of Next Meeting
   
   The next meeting was scheduled to be July 19, 2022 at 7 pm and subsequently rescheduled to July 26th at 7:00 pm. The July 26th meeting lacked quorum and was subsequently rescheduled to September 20th at 7 pm. Location: Electronic meeting.
   
9. Adjournment
   
   The meeting adjourned at 8:07 pm.
   
   
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