NCF Board of Directors
Minutes of Meeting
June 2001

SUMMARY

• Duties of Executive Committee
• By-law working group
• Project contracts (in camera)

Minutes of a meeting of the Board of Directors

The following Board members were present:
Miranda Gray (ak717)
David Millman (aa342), Treasurer
Graeme Beckett (aw958)
Sandy Campbell (dt820), Secretary
Christopher Cope (bz787), President/chair
Gary Eikenberry (aa353)
Seline Herz-Fischler (as370), 1st Vice-President
Catherine Wenuk (ep584), 2nd Vice-President
John Wenuk (ep585)
Mark Mielke (al278)
John Peterson (af186)

NCF Staff/Management present:
Andre Dalle (al178), System Administrator
Ian MacEachern (bi207), Executive Director

NCF members present:
Robert Rattey (ac866)
Richard Webb (dw413)

Minute-Taker: Seline Herz-Fischler (as370)

Guest: Kathleen Priestman, researcher, Public Interest Advocacy Center,
invited by ED Ian MacEachern for possible assistance in NCF by-law review.

NOTE: President Cope announced his preference to participate in
discussion, but not to vote on motions, while acting as Chair of
Board meetings, except in cases where the Chair's vote would affect
the outcome.

1. INTRODUCTIONS

   The meeting was called to order at 7:10 with Chris Cope as Chair, and Sandy Campbell as Secretary.

2. APPROVAL OF THE MINUTES
   (see minutes of prior month)

   Date (July 21) added to reference to annual NCF Picnic
   MOTION: That the minutes be approved as amended.
   Moved by: John Wenuk
   Seconded by: Gary Eikenberry
   VOTE: All in favor; Mark Mielke who was absent from the May
   meeting, abstained. Graeme Beckett was late and did not vote.

3. REVIEW OF THE AGENDA
   (see draft agenda)

   Additions - none

   Deletions - none

   MOTION: That agenda be approved.
   Moved by: David Millman
   Seconded by: Seline Herz-Fischler
   VOTE: All in favor.

4. OLD BUSINESS
   1. 
      
   2. High-tech Directory proposal
      
      ED Ian MacEachern reported that he and Richard Webb had agreed
      that there should not be a formal agreement with NCF on his
      Directory proposal and there be no further action at this time.
      Mr. Webb will continue to develop the Directory privately.
      
      
   3. By-law review
      
      It was agreed that the Executive Director would assemble an
      informal 'working group' to make recommendations on whether
      to strike a formal Board committee to undertake a by-law review,
      including providing by-laws in French as recommended by member
      Robert Rattey.
      
      
   4. Renewals
      
      The Executive Director reported that a new 'renewal' letter had
      been installed and began going out to members during first week
      of June. Among other things it clarified the option of renewing
      without making a donation. He will monitor the results closely.
      There had been no recurrence of the technical glitch which delayed
      and confused the renewal process earlier this spring.
      
      
5. REPORTS
   1. 
      
   2. Treasurer's Report (David Millman)
      (see accompanying report and financial statements for prior month)

      Treasurer David Millman reported that revenue from renewals was 4K below
      budget because level of donations was less than anticipated, i.e.
      Budget $18,620; Actual $14,975.
      
      MOTION: That Treasurer's Report be received.
      Moved by: Sandy Campbell
      Seconded by: John Wenuk
      VOTE: All in favor
      

   3. Operations Report (Ian MacEachern)
      (see accompanying report)

      ED Ian MacEachern reported that membership fell by 1% during May;
      revenue from renewals increased but still below budget. Renewals
      strong, but level of donations is a concern.
      
      Negotiations were renewed with City of Ottawa on Extended Access amd
      developments are expected soon.
      
      Formal agreement with OCRI on NCF's Smart Capital is targetted for early July.
      
      HRDC Thin Client contracts to be discussed in camera at the close of this meeting.
      
      Migration of POP server for Webmail has been completed.
      
      3COM has replicated part of server problem in lab; early fix hoped for.
      
      MOTION: That Executive Director's Report be received.
      Moved by: Graeme Beckett
      Seconded by: John Wenuk
      VOTE: All in favor.
      
      

   4. Executive Committee Report (Chris Cope)
      (see accompanying report)

      President Chris Cope reported that the Executive Committee had held its first
      meeting and that as nominal 'secretary' he would file reports with the Board,
      which would include highlights of items discussed and any recommendations
      forthcoming, but would not attempt to reflect the wide-ranging, semi-informal
      discussion. He agreed to amend his first report to clarify that ED Ian
      MacEachern, who attended the meeting, was not a member of the Committee.
      He said the Committee had tentatively decided to meet monthly and would undetake
      to be as 'transparent' as possible in its reports to the Board.
      
      MOTION: That the report of the Executive Committee be received, with the
      agreed clarification as above.
      Moved by: Graeme Beckett
      Seconded by: Gary Eikenberry
      VOTE: All in favor.
      
      

6. NEW BUSINESS
   1. 
      
   2. Project contracts were presented to Board meeting in camera following this meeting.
   
   
7. ANNOUNCEMENTS

   All are urged to attend the annual NCF Picnic (and bring family and friends) on July 21
   at Vincent Massey Park, Heron Road. Marissa Bovey (bh590) is again Picnic Coordinator
   and would appreciate any volunteers who could help with the day's activities. For times
   and other details see http://www.ncf.ca/ncf/public-relations/picnic.html
   
   Our President Chris Cope reported that he has been named to the Board of Directors of
   Volunteer Ottawa. More information at http://www.volunteerottawa.ca
   

8. Decisions taken at in camera meeting

   The board unanimously approved motions authorizing the Executive Director to finalize
   contracts with two main suppliers under its ThinClient contract with the federal
   government's Human Resources and Development Canada department (HRDC)
   and the purchase of a computer neccessary to the project. The expenditures
   authorized by these motions are completely covered by funds advanced earlier by HRDC
   and segregated and held in reserve by NCF.
   
   The meeting adjourned at 9:50 PM

9. NEXT MEETING

   July 17, 2001 at 7pm, Honeywell Room, City Hall, 111 Lisgar, Ottawa