National Capital FreeNet / Libertel de la Capitale nationale

NCF Board of Directors
Minutes of Meeting
June 18, 2013 

SOME HIGHLIGHTS

Minutes of a meeting of the Board of Directors

The meeting was called to order at 7:06 p.m. with Gary Eikenberry as Chair and Tom Moore performing duties as Secretary.

INTRODUCTIONS

Board members present:
Gary Eikenberry (aa353) President
Mike Kelly (fm342) 2nd Vice-president
Doug Hull (aa800)
Graeme Beckett (aw958) Secretary
Alan McRae (fl334) Treasurer
Christopher Cope (bz787)

Regrets:
 Peter MacKinnon (fr198) 1st Vice-president
Tom Moore (fw054)
Amy Yee (fp017)
Michael Weiss (ft850)
Ken McCarthy (fr786)

NCF Management/Staff present:
Executive Director: Nick Ouzas

Guests:
 Jim Elder (aa456)

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. Introduction of Nick Ouzas as Interim ED

     There was an around the table discussion where each director introduced himself and provided a bit of background.
     
  2. Quorum was confirmed
     
  3. Review of the Agenda  

    No amendments to the agenda were proposed.

    MOTION: To accept agenda as circulated.
    Moved by: Christopher Cope  (bz787)
    Seconded by: Doug Hull (aa800)
    VOTE: All in favor. 
    VOTE: Adopted
     

  4. Review of the Minutes of the Previous Meetings

    Minutes for May 21, 2013:

     Correction of date of next meeting to 18 June 2013.

    MOTION:     Motion to accept minutes as corrected.
    Moved by: Alan McRae (fl334)
    Seconded by: Mike Kelly (fm342)
    VOTE All in favor.
    VOTE: Adopted

    Minutes for June 2, 2013:

     No amendments proposed.

    MOTION:     To accept minutes as circulated.
    Moved by: Doug Hull (aa800)
    Seconded by: Tom Moore (fw054)
    VOTE All in favor.
    VOTE: Adopted
     
  5. Reports 
    1. Operations Report (Nick Ouzas)

       Highlights
      * CBB retroactive credit of $80,709 has been received
      * CBB bill has been adjusted for the April overbill of $13,000
      * DSL numbers are down slightly from April
      * Network congestion has improved probably due to reduced summer load
      *Dial up: the Bell PRIs have been implemented and the Telus contracts terminated. There are some reports of dial-up issues that have yet to be investigated.

      MOTION:       To accept the Executive Director's Report.
      Moved by:  Christopher Cope  (bz787)
      Seconded by:  Mike Kelly (fm342)
      VOTE All in favor.
      VOTE: Adopted
       
  6. Ongoing Business
     
    1. NCF Anniversary Planning Update

      Amy Yee was not available. Chris Cope provided an update based on his discussions with Amy. Some ideas for the
      overall concept of the celebration have been developed

      * The event could be multi-day involving exhibits of historical technological artifacts and organizations from the past 20 years in the Ottawa area.
      * We would find a venue (possibly the Technology museum), recruit (and charge) exhibitors.
      * We will need 3-5 major sponsors.
      * The event could include a banquet - possibly self funding. at $100-150 per plate

      Beyond concept development, there has been no concrete work to-date. We need to recruit volunteers, establish a
      committee and start detailed planning and recruitment of participants. To be meaningful, the event should be held this
      fall before people are distracted by the approach of Christmas.

      MOTION: To accept Chris Cope's report on the Anniversary Planning Status.
      Moved by:  Doug Hull (aa800)
      Seconded by:  Alan McRae (fl334)
      VOTE All in favor.
      VOTE: Adopted
       
    2. Executive Director transfer

       Gary thanked the Exec Search committee for their quick work: Gary also thanked Graeme Beckett for his help in
      maintaining a management presence in the absence of an Executive Director.
       
    3. Office space search update

      Nick stated aside from keeping the office running smoothly, this is his highest priority task. To avoid the Sept 1
      moving rush, he is aiming to have the move completed by mid August giving us literally 2 months. Nick mentioned
      a number of candidate locations he has visited - most of which either don't meet our needs or are too expensive.
      There is one candidate that seems to hold promise on Richmond Road that is within budget and has adequate
      space, decent broadband access, handicap accessibility, proximity to transit and signage space on a major thoroughfare.
      Jim Elder asked whether the board was confident that the current budget estimates were reliable enough to permit
      committing to a five years lease. A number of lease terms that could mitigate this risk were discussed.

      * shorter lease - with a lease shorter than five years the land-lord would not be willing to make needed improvements to the space
      * cancellation clause - unlikely to be acceptable
      * sublet terms - it will be important to negotiate the most favourable possible sublet terms - specifically assignment of the sublease would be important

      It was agreed that having a committee to negotiate the lease would not be effective. Nick will provide the negotiated
      lease to the board for review prior to signing. Nick stated that in order to compete the move by mid August, a decision
      about a location would be needed by 2 July.

      MOTION:       To accept the report on the office space search.
      Moved by:  Graeme Beckett (aw958)
      Seconded by:  Doug Hull (aa800)
      VOTE All in favor.
      VOTE: Adopted
        
  7. New Business  
     
    1. None
       
  8. Announcements

    There were no announcements.
     
  9. Date of Next Meeting

    The next regular meeting will be July 16, 2013, NCF Offices, Suite 302 Trailhead Building.
     

  10. Adjournment

    The meeting adjourned at 8:52 p.m.

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