Wednesday, 30 April 2014

Minutes: YRARC Board of Directors Meeting April 15th, 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, Richard VE3NSD, Geoff VA3GS, Publius VE3XS, John VA3JI, Eric VE3OIC, Steve VE3EZ. Board members absent; Barry VA3LLT. Guests attending; Carlos VA3CAZ, Russell VA3WTR
  1. Agenda
    • Agenda as proposed by Chris VE3NRT (Attachment #2)
    • Motion 2014-04-15-01 by Rob VE3RQB to adopt agenda seconded by Richard VE3NSD . Motion carried.
  2. Adoption of Feb 18, 2014 board meeting minutes
    • Motion 2014-04-15-02 by John VA3JI to adopt the minutes of the Mar 18th board meeting seconded by Publius VE3XS. Motion carried.
  3. Treasurer's report John VA3JI
    • Current balance [Available to members upon request to club secretary]
  4. Richard VE3NSD
    • Announced that he is stepping down from Community Events / Public Service leadership
    • Eric VE3OIC volunteered to take over until the end of his term in June 2014 with assistance from Geoff VA3GS
  5. Old Business
    • Tower Trailer – Rob VE3RQB
      • Rob VE3RQB towed the tower trailer to Tricked Toys where the tower was removed from the trailer. Rob VE3RQB then returned the trailer to the York region yard
      • Contact at York Region yard is Scott Stover [phone numbers in secretary's minutes]
      • Tower is on Mark VE3SDF’s trailer at his home
      • Tower was weighed to estimate scrap value which is estimated to be $50-$75
      • Rob is in need of the key for the trailer storage boxes
      • Chris VE3NRT will coordinate with Steve VE3EZ load new tower on the tower trailer
    • Trailer Emcomm – Russell VA3WTR
      • Russell VA3WTR presented a letter (attachment #3) outlining proposed improvements / upgrades to the trailer to improve functionality and increase storage capacity at the front of the trailer
      • Recommendations were discussed and debated. Concerns were raised about the costs and discussion ensued about reducing the scope of work and associated costs
      • Decision made by the board to authorize Russell VA3WTR to undertake the improvements that can be done without added cost utilizing donations of the members
      • Work to be undertaken in region
    • Storage Container – Rob VE3RQB
      • The ground is too wet to place the container in the next 2-3 weeks
      • Bruce VE3BV needs to have the material in the garage moved out within the next two weeks
      • Rob proposed renting a storage unit for one month as an interim solution to allow us to move the material from Bruce VE3BV’s home while we wait for the proper ground conditions to move the container
    • By-laws – Eric VE3OIC
      • Eric and Geoff will be meeting to finalize the draft amendment
      • At the next general meeting, Eric and Geoff will announce the availability of the final draft and schedule for voting in the fall. Copies will be made available to paid up club members. Members requesting a copy will be asked to contact the club secretary Chris VA3DXZ at
    • Hamfest – Geoff VA3GS
      • Motion 2014-04-15-04 by Geoff VA3GS to relocate the Hamfest to Markham Fairgrounds, seconded by Eric VE3OIC.
      • Geoff VA3GS presented the rental agreement for discussion
      • Secondary Motion 2014-04-15-04b by Publius VE3XS to study the historical Hamfest financial statements, seconded by John VA3JI. Motion not carried.
      • Secondary Motion 2014-04-15-04c by Steve VE3EZ to amend Motion 2014-04-15-04 to include a review of the historical Hamfest financial statements in order to do a better job in 2014. Seconded by John VA3JI. Motion carried.
      • Discussion concerning the 2013 Hamfest profits. John VA3JI voiced his concern to the chair that the discussion was once again questioning if there were errors in the accounting. Geoff VA3GS addressed the chair to say that he accepts full responsibility for the Hamfest. John VA3JI noted that he had reviewed the figures at the request of the board more than once and confirmed the numbers were accurate. This point was accepted and the discussion then focused on how to do a better job this year. The following points were discussed:
        • More focus and resources needed on promotion and sale of the tickets for the grand prize draw
        • Need to improve security around ticket sales and cash boxes.
        • Eric VE3OIC proposed to dedicate a board meeting to discuss management of the 2014 Hamfest
        • John VA3JI suggested a leader for each function and that the float would be split among leaders and delivered by the treasurer
    • Membership Drive – Steve VE3EZ
      • Steve VE3EZ reported that the mailer is still on track for a final draft at next meeting
    • IRLP – John VA3JI
      • Eric VE3OIC will help John VA3JI to fabricate a new cable
  6. Field day – No update
  7. Harvey Bell Award – Chris NRT
    • Secretary will consolidate nominations and send to the board for review at the next board meeting
  8. Upcoming Community Events – Eric VE3OIC
    • See attachment #1
  9. Motion 2014-04-15-05 by Chris VA3DXZ to adjourn meeting, seconded by Rob VE3RQB. Motion carried at 21:10

ATTACHMENT #1 – Community Events

  1. MADD Poker Ride Event, May 25, 2014
    • Newmarket (City Hall) west to Tottenham road area (tentative route)
    • Call out is for 8-10 Hams
    • Trailer Needed
  2. Girl Guide Event, May 31, 2014.
    • Call out is for 4-6 HAMs
    • Good opportunity to show off the trailer, provide demos and “sell” Amateur Radio.
    • The Girl Guides of Canada, Ontario Council are holding a huge Province wide rally on Saturday May 31. Anticipated attendance is 5-8 thousand. We already have 3000 + members registered and the deadline isn't until May 2.
    • We were wondering if the club would be interested in setting up a ham radio display and demonstration where the girls could come by and see things and perhaps even try and contact people.
    • The event is being held at Canada's Wonderland, in the Kingswood Theatre Section. This section is blocked off from the public for the day and only Girl Guide members will be allowed in this section. (except of course, the presenters, demonstrators, etc.). We have checked with the officials at Wonderland and though they have a 'no radio' policy they have told us that we can go ahead and set this up with no issues using the radios.
    • I know that 3 (or 4) years ago, when we held our last Rally Day at Ontario Place in Toronto, there was a HAM display set up where the girls could see and use equipment throughout the day (under the supervision of the licensed Hams).
    • The day starts for the girls at 9:00 am and ends at 4:00. The presenters would have to be there earlier of course, to set up. I can get those details later for you. Girl Guides event May 31 Wonderland
    • Trailer Needed
  3. Aurora Street Festival Sunday June 1, 2014
    • (Opening and closing)
    • Call out is for 14-16 Hams
    • Trailer Needed
  4. Mt Albert Sports Day, June 7 (Tentative)
    • 5K run and Parade
    • Call out is for 6-8 Hams
    • Trailer Needed
  5. Remembering Renata - Walking Across Canada, Sunday August 24
    • This was a new event for our club last year and our first opportunity to extend our support to a deserving organization; Eating Disorders of York Region (EDOYR). Few people know that eating disorders have the highest mortality rate of all mental illnesses but sadly, our healthcare system does not adequately fund the needs of the community. We can & did help make a difference!
    • Chris VA3DXZ is coordinating. Call out is for 4-5 hams
    • Trailer Needed
  6. Newmarket Jazz Festival, August 1, 2, 3 & 4, 2014
    • Newmarket Community Centre
    • Many HAMs for multiple shifts (details to follow)
    • Trailer Needed
  7. AL's Ride August 3rd, 214
    • Al’s Tack Sop, Vandorf Side Road
    • Call out is for 10-12 Hams
    • Trailer requested but not Needed!
  8. Coming soon…
    • Sharon Temple events (2-3)
    • CIBC Run for the Cure
    • Markham Santa Parade
    • Newmarket Santa (Freelance Hams via Don Matthews)

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