Minutes, YRARC Board of Directors - 2014-06-17

Meeting held in the multipurpose room of the Magna Centre. Called to order at 19:02. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, John VA3JI, Eric VE3EB, Steve VE3EZ, Barry VA3LLT, Geoff VA3GS. Board members absent; Richard VE3NSD, Publius VE3XS. Board member elect attending; David VA3DCY. Club members attending; Russell VE3WTR, Steve VE3UT.

1. Adoption of agenda
   
   • Motion 2014-06-17-01 by Geoff VA3GS to adopt the agenda as proposed by Chris VE3NRT (Attachment #1). Seconded by John VA3JI. Motion carried.
2. Adoption of May 20th, 2014 board meeting minutes
   
   • Motion 2014-06-17-02 by Geoff VA3GS to adopt minutes, seconded by Rob VE3RQB. Motion carried.
3. The chair VE3NRT welcomed David VA3DCY (newly elected to the board) and congratulated Rob VE3RQB, Geoff VA3GS, Eric VE3EB on their re-election to the board, and thanked Steve VE3EZ (outgoing board member) for his many contributions to the board
   
4. Chris VE3NRT facilitated a round table discussion whereby the board members commented on their observations from the past term and suggestions for the future.
   
   • General state of repeaters and in particular YRC, repeater troubleshooting expertise, possible future Trillium grant, membership and support for community events were noted as areas to apply greater focus in the future.
5. Chris VE3NRT provided an outline of board activities
   
6. Finance Report – John VA3JI
   
   • Balance at the end of May $21,430.14
     
     • Disbursements; $341.44 AGM BBQ, Field Day $848.60, Storage container shelving $80.00, Tower Trailer $3,453.12, QSL Card Postage $100.57
       
     • Revenues; $50.00 dues
       
   • Balance as of Jun 17 [Amount available to members on request to club secretary]
     
   • John VA3JI advised the board of the planned upcoming expenditures Hamfest $7,000, Field Day $350, Communications trailer insurance $873, General liability insurance $600, QSL cards $400, communications trailer repairs $300 (all figures are estimates and exclude revenues for Hamfest)
     
7. Field Day – Steve VE3UT
   
   • The planning and preparation for field day was going well, the tower trailer was on site at Al’s Tack Shop and ready for operation.
8. Communications Trailer – Rob VE3RQB
   
   • The brackets for the weight distribution system were re-installed using the funding directed for that purpose under Motion 2014-05-20-06
     
   • Tongue weight was measured at the highway 400 weigh scales May 31st and found to be 814 lbs which exceeds the 600 lb tongue weight limit common on most pickup trucks. With the weight distribution system, the tow vehicle’s tongue weight limit typically increases to 1,200 lbs providing a reasonable margin of safety to cover additional loading that may be present in the trailer in the future.
     
   • As a result of the analysis, the need for the weight distribution system was confirmed.
     
   • Motion 2014-06-17-03 by Rob VE3RQB that Steve VE3UT be added to the list of individuals authorized to tow the communications trailer pending instruction to be provided by Steve VE3EZ, seconded by Chris VE3DXZ. Motion carried.
     
   • Rob VE3RQB reported that the installation of the HF antenna on the Helo Mast should be modified to ensure that in the event that the Helo Mast is deflated, the Helo Mast cannot dislodge from the HF antenna mast. Rob VE3RQB to investigate and come back with a recommendation.
     
   • Motion 2014-06-17-04 by Geoff VA3GS to allocate $632.97 to cover 50% of Russell’s VE3WTR out of pocket expenses (Refer to attachment #2) incurred doing the recent communications trailer renovations, seconded by Steve VE3EZ. Motion defeated.
     
9. Tower Trailer - Rob VE3RQB
   
   • Project is complete, and the trailer has been deployed to the field day site
     
   • Steve VE3UT indicated that the field day site property owners would consider storing the tower trailer on the property at no expense to the club.
     
10. Membership Drive – Steve VE3EZ
    
    • The QSL cards were printed and 550 cards were mailed Monday June 16
11. Events – Eric VE3EB
    
    The Girl Guides, Aurora Street Festival, and Mount Albert events went well
12. Emcomm – Russell VE3WTR
    
    • Request for the communications trailer to be deployed for ARES Day at Radio World 9am-4pm
      
      • Motion 2014-06-17-05 by Eric VE3EB to approve the transport of the trailer out of York Region, seconded by Barry VA3LLT. Motion carried.
13. New Business
    
    • Mileage reimbursement – Geoff VA3GS
      
      • Item withdrawn by Geoff
    • Motion to approve trailer insurance – John VA3JI
      
      • Item withdrawn by John
      • Motion 2014-06-17-06 by [name not recorded] to allocate $180.00 for a 5 year renewal of the YRARC.org domain, seconded by Steve VE3EZ. Motion carried
14. Motion 2014-06-17-07 by Chris VA3DXZ to adjourn meeting, seconded by Geoff VA3GS. Motion carried. Meeting adjourned at 9:05pm