YRARC Board Meeting July 15th, 2014 - Minutes

Meeting held in the lower 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, Barry VA3LLT, Geoff VA3GS, David VA3DCY. Board members absent: Steve VE3UT. Club members attending; Bob Rennie VA3BSJ

1. Review of the agenda as proposed by Chris VE3NRT (attachment #1)
   
2. Adoption of June 17th board meeting minutes
   
   • Motion 2014-07-15-01 by Geoff VA3GS to adopt minutes as published in the Splatter blog, seconded by Rob VE3RQB. Motion carried.
3. Election of officers – President, Vice-President, Treasurer, and Secretary
   
   • By acclamation, Chris VE3NRT is President
     
   • By acclamation, Rob VE3RQB is Vice-President
     
   • By acclamation, John VA3JI is Treasurer
     
   • By acclamation, Chris VA3DXZ is Secretary
     
4. Appointment of committee chairs with responsibilities as described in the document “Board Responsibilities” (Attachment #2)
   
   • Governance - Chris VE3NRT is chair with support from Chris VA3DXZ
     
   • Membership and Activities– Geoff VA3GS with support from Barry VA3LLT
     
   • Public Service– Eric VE3EB is chair with support from David VA3DCY
     
   • Facilities: It was decided that the proposed facilities committee be split into two separate committees; Property and Repeaters.
     
     • Property– Rob VE3RQB is chair with support from Barry VA3LLT
       
     • Repeaters – chair position remains open at this time
       
   • Motion 2014-07-15-02 by Geoff VA3GS to disband 2013-14 committees and to establish the above noted committees / chairs, seconded by John VA3JI. Motion carried.
     
5. Governance
   
   • Insurance
     
     • Review of the report from John VA3JI concerning club insurance coverage
       
     • Motion 2014-07-15-03 by Chris VA3DXZ to allocate up to $1,000.00 for renewal of the existing policy covering the communications trailer, seconded by Geoff VA3GS. Motion carried
       
     • Motion 2014-07-15-04 by Chris VA3DXZ that the tower trailer not be towed, or deployed until further notice, seconded by John VA3JI. Motion carried
       
     • Motion 2014-07-15-05 by John VA3JI, to establish an ad hoc committee responsible for making a recommendation to the board on insurance coverage, seconded by Geoff VA3GS. Motion carried
       
   • Budget Priorities
     
     • There was a discussion on the proposed budget lines
       
     • Treasurer is looking for input from committee chairs with their estimates prior to next meeting
       
6. Facilities – Go Kit Storage
   
   • It was noted that Brad VE3HII is relocating and no longer able to store and manage the Go Kits on behalf of the club
     
   • Motion 2014-07-15-06 by Geoff VA3GS that the property chair be empowered to orchestrate the removal, storage, and management of the Go Kits, taking into consideration the needs of Emcomm and Public Service, seconded by David VA3DCY. Motion carried
     
7. Public Service
   
   • Upcoming events
     
     • Newmarket Jazz Festival Aug 1st -4th – Still many volunteers needed to support this event
       
     • Remembering Renata Walk Aug 24th
       
     • Sharon Temple; Ilumination Sept 5th
       
   • Recognition
     
     • There was a discussion and exchange of ideas on what the club could do to recognize the support of the club member volunteers for public service events. Participation in events will be tracked this year for the purpose of recognizing the volunteer contributions of our members
       
8. Membership
   
   • Tracking
     
     • Chris VA3DXZ will send the current membership list in the club files to all board members
       
     • The membership committee will create a welcome letter for new members, a membership form to capture all necessary information
       
     • Membership will be tracked using excel
       
   • Advertising
     
     • Discussion concerning advertising and the suggestion that brochures be distributed to local libraries
   • Presentations for the fall meeting schedule
     
     • September – Echolink and IRLP demo
       
     • Membership committee to solicit ideas from the club for subsequent meetings
       
9. Other business
   
   • Motion 2014-07-15-07 by Geoff VA3GS that an additional $75.00 is allocated to motion 2014-04-01-03, to bring the total amount approved for the tower trailer to $3,575.00, in order that the trailer could be outfitted with 4 jacks, seconded by David VA3DCY. Motion carried
     
   • So that it is recorded in the minutes, Steve VE3UT was appointed to the board following an email motion raised by Chris VA3DXZ, seconded by Rob VE3RQB, and following voting via email, was declared carried July 7, 2014
     
10. Motion 2014-07-15-08 by Chris VA3DXZ to adjourn meeting, seconded by John VA3JI. Motion carried.