Minutes, YRARC Board Meeting, March 18th, 2014

Meeting held in the multipurpose room of the Magna Centre. Called to order at 19:00. Chaired by Chris VE3NRT

• Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Barry VA3LLT, Steve VE3EZ, Geoff VA3GS, Publius VE3XS, John VA3JI, Eric VE3OIC
  
• Board members absent; Richard VE3NSD
  
• Guest attending; Steve VE3UT
  

1. Agenda
   
   • Agenda as proposed by Chris VE3NRT (Attachment #1)
     
   • Motion 2014-03-18-01 by Geoff VA3GS to adopt agenda seconded by Barry VA3LLT. Motion carried.
     
2. Adoption of Feb 18, 2014 board meeting minutes
   
   • Motion 2014-03-18-02 by John VA3JI to adopt the minutes of the Feb 18th board meeting seconded by Geoff VA3GS. Motion carried.
     
3. Treasurer's report John VA3JI
   
   • Report detailed bank balance and transactions in February. Information is available to members upon request.
     
   • 1 cheque outstanding for 88th Baden Powell. Geoff, VA3GS, will ask them to cash it.
     
4. Old Business
   
   1. Antenna Trailer – Rob VE3RQB
      
      • Contractor is estimating 20-30 hours at $70.00 per hour plus an estimate of $1,000 for material for outriggers, all plus HST. Rob VE3RQB intends to be there to assist
        
      • Discussion concerning how high the tower could be deployed with/without outriggers and/or guy wires. It was agreed that outriggers should be included for added safety. There was an agreement that the board would create a policy to set out the maximum deployable height with and without guy wires to ensure safe operation of the tower trailer. There was further discussion about whether a mechanical means could be installed to limit the deployed height of the tower. This idea will be discussed with the contractor.
        
      • Motion 2014-03-18-03 by Eric VE3OIC to bring to the membership a motion to authorize $3,500 for services and materials rendered by Trick Toys to repair the antenna trailer (outriggers, and other modifications) to make it ready for field day and other events, seconded by Geoff VA3GS. Motion carried.
        
   2. Bylaws – Eric VE3OIC and Geoff VA3GS
      
      • Updated draft to be finalized and sent to board members by Mar 19th
        
      • Comments by the board required by Mar 26th
        
      • The bylaw committee will communicate through the Splatter Blog and Yahoo group that interested club member should contact the club secretary for a preliminary copy of the bylaws for review prior to the AGM, not withstanding that the Preliminary draft will also be sent to the membership 3 weeks prior to AGM
        
      • Publius VE3XS will send membership list to the club secretary to validate club members requesting a copy of the preliminary draft
        
   3. Hamfest Location – Geoff VA3GS
      
      • Geoff is targeting Nov 8th
        
      • Location is not finalized.
        
      • Geoff has requested a quote from Markham Fairgrounds
        
      • Geoff is looking for additional parking that could be made available near the Newmarket Community Centre
        
   4. Storage – Rob VE3RQB
      
      • Quotation for 20’L x 8’W x 8.5’H “construction grade” container is $1,700.00
        
      • Peter VE3PBT has volunteered to store the unit on his property
        
      • Costs range from $225 to $290 to transport the container to Peter VE3PBT’s property
        
      • Geoff to research monthly storage costs so the board can compare an upfront purchase option vs on-going rental fees for storage
        
   5. Field Day Budget – Steve VE3UT
      
      • Steve VE3UT presented the field day budget. Very slight increase planned over 2013 expenditure.
        
      • Motion 2014-03-18-04 by Geoff VA3GS to allocate $1,200 for Field Day expenses seconded by Rob VE3RQB. Motion carried.
        
   6. Membership Drive – Steve VE3EZ / Publius VE3XS
      
      • Steve presented a mock up of the proposed mailing card for feedback
        
      • There was a discussion concerning the anticipated increase in postage costs planned by Canada Post. It was agreed that if the cards were mailed prior to the increase, they would arrive far too early to be effective in drawing amateurs out to field day. It was agreed that the cards would be mailed 3 weeks before field day.
        
   7. Status of IRLP – John VA3JI
      
      • Tower is inaccessible. John will repair cable and re-locate the antenna as soon as he can access the tower.
        
5. New Business
   
   1. Harvey Bell Award – next steps – Chris VE3NRT
      
      • One nomination has been received
        
      • Chris VE3NRT will send a reminder note
        
   2. YRARC QSO Award – support from the board – Chris VE3NRT
      
      • Chris VE3NRT will create a form listing club members and bands for interested members to use to track points
        
   3. Life Membership Award Criteria
      
      • Wording in the current Bylaws was reviewed and deemed acceptable for its purpose
   4. Equipment Donation from VE3RTO – Chris VE3NRT
      
      • VE3RTO is a silent key who’s son donated his amateur equipment to YRARC
        
      • Proposal by Chris VE3NRT to lend (or rent cheaply) the equipment to a newly licensed amateur or failing that, to be sold with funds to go into the club treasury
        
      • Geoff VA3GS to come back with a suggested recipient
        
      • In the mean time the equipment will be held by the club and be made available for loan to club members
        
6. Motion 2014-03-18-05 by John VA3JI to adjourn meeting, seconded by Rob VE3RQB. Motion carried at 21:02