2022-01-25-Minutes

NCF Board of Directors
Minutes of Meeting
January 25, 2022 

SOME HIGHLIGHTS

• Survey out with more than 700 members responding.
• A strategic planning refresh is underway with the Board and Management Team.
• Initial terms of reference for the marketing committee approved. (every two years)

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:13 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
Christopher Cope (bz787)
Martin Dubois (al432)
Majd Karam (gc029)
Lauren Gardner (fy923)
Michael Chan (ga869)
Lindsay Carreau (gc034)

Regrets:
None

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:  Christopher Cope (bz787)
   The motion was carried.
   
3. Review of the Minutes of the Previous Meetings
   
   Minutes accepted as circulated.
   
   1. Regular board meeting November 30, 2021
      
      Motion: To approve the minutes of November 30, 2021.
      Proposer: Christopher Cope (bz787)
      Seconder: Majd Karam (gc029)
      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 (Jan 1/22): 4844
      
      Operations:
      
      ●  NCF member survey sent out and more than 700 members responded! Currently going through answers in detail.
      ●  Strategic Refresh underway with Board and Management Team.
      ●  A position for a new full-time HelpDesk Analyst was posted.
      ●  There are ongoing email “spoofing” attempts: we support members in identification, report the links, and when
      necessary post information on StartPage and social media
      
      Covid 19
      
      ●  NCF COVID-19 Safety Plan, regularly updated: www.ncf.ca/coronavirus
      ●  Due to Omicron variant we’re currently offering curbside: Monday-Friday 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 KN95 medical masks we provide.
      
      Motion: To move in-camera.
      Proposer: Christopher Cope (bz787)
      Seconder: Lauren Gardner (fy923)
      The motion was carried.
      
      Motion: To receive the Executive Director's report.
      Proposer: Andrea Holland (es170)
      Seconder: Michael Chan (ga869)
      The motion was carried.
      
5. Ongoing Business
   
   1. 2022 Budget and Pricing (Shelley Robinson - in-camera)
      
      Motion: To accept the pricing plan proposed by the Executive Director and prepare the budget based on that.
      Proposer: Christopher Cope (bz787)
      Seconder: Emmanuel Adenlolu (gc476)
      The motion was carried.
      
6. New Business 
   
   1. Strategic Refresh - Next Steps (Shelley Robinson & Anis Hanna - in-camera)
      
      This item was conducted in-camera.
      
   2. Terms of Reference for Marketing Committee (Lindsay Carreau)
      
      The terms of reference for the marketing committee was discussed in-camera. The terms of reference for the marketing committee will be reviewed by the board every two years.
      
      Motion: To approve the terms of reference for the marketing committee.
      Proposer: Christopher Cope (bz787)
      Seconder: Majd Karam (gc029)
      The motion was carried.
      
      Motion: To move out of camera.
      Proposer: Christopher Cope (bz787)
      Seconder: Lauren Gardner (fy923)
      The motion was carried.
      
   3. Establishing the Governance Committee  (Anis Hanna)
      
      Chris Cope offered assistance to the committee as an adviser and reference.
      
      Motion: To establish an ad hoc governance committee consisting of Majd Karam, Emmanuel Adenlolu, Peter MacKinnon and Graeme Beckett.
      Proposer: Andrea Holland (es170)
      Seconder: Michael Chan (ga869)
      The motion was carried.
      
7. Announcements
   
   1. There were no NCF related announcements.
      
8. Date of Next Meeting
   

The next meeting is scheduled to be February 22th, 2022 at 7pm.
Location: Electronic meeting.

1. Adjournment
   
   The meeting adjourned at 9:07 p.m.

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