Minutes of October 2014 Board Meeting, 2014-10-21

Meeting held in the lower room of the Magna Centre. Called to order at 19:05. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, John VA3JI, Barry VA3LLT, Geoff VA3GS, David VA3DCY, Steve VE3UT. Board members absent; Eric VE3EB. Guests attending; Bob Rennie VA3BSJ

1. Review of the agenda as proposed by Chris VE3NRT (attachment #1).
   
   • Motion 2014-10-21-01 by Geoff VA3GS to adopt agenda, seconded by Barry VA3LLT. Motion carried.
     
   • Barry VE3LLT VA3LLT requested the addition of item 4c to provide an update on the communications trailer
     
2. Adoption of Sept 16 board meeting minutes
   
   • Motion 2014-10-21-02 by Geoff VA3GS to adopt minutes as published in the splatter blog at http://yrarc-splatter.blogspot.ca/, seconded by David VA3DCY. Motion carried.
     
3. Governance
   
   • Insurance – John VA3JI
     
     • John VA3JI shared the list of assets to be insured. This is still a work in progress. Steve VE3UT offered a few corrections. John needs assistance getting serial numbers for some of the equipment in the communications trailer
       
     • John VA3JI confirmed that the existing insurance policies have been renewed and that these policies can be changed in accordance with the boards wishes once he finalizes his insurance proposal and it is approved by the board
       
     • Tower trailer towing and operating procedure is being worked by Rob VE3RQB
       
     • Rob VE3RQB confirmed that the communications trailer towing procedure is completed and located in the trailer.
       
   • Finance Report (Attachment #2)
     
     • Closing balance Sept 30th 2014 [available from club Secretary on request]
       
     • Disbursements (PayPal fees, Plaques, Insurance, Trailer) $688.95
       
     • Income (Hamfest, sale of assets, memberships) $2,149.00
       
     • Balance as of Oct 21st 2014 [available from club Secretary on request]
       
4. Property – Rob VE3RQB
   
   • Disposition of surplus equipment
     
     • Aluminum tower section has been sold to Bob VE3WY and is waiting to be picked up
       
     • Trailer ball will be posted for sale online
       
     • Tri-band antenna has been sold to Bob VE3WY
       
   • Painting of the tower trailer
     
     • Painting has been completed.
       
     • Motion 2014-10-21-03 by Geoff VA3GS to thank Rob VE3RQB, Steve VE3UT, and Barry VA3LLT for completing the work, seconded by David VA3DCY. Motion carried
       
     • Communications trailer – Barry VA3LLT reported that the repeater has been installed and equipment in the rack was re-organized.
       
5. Repeaters – Steve VE3UT
   
   • Transfer of the VE3YRA call from Bruce VE3BV. Chris VE3NRT confirmed that he will draft letters for Bruce VE3BV, Steve VE3UT, and himself to send to industry Canada to initiate the transfer of the call sign to Steve VE3UT
     
   • Repeater Committee update
     
     • VE3RCY is operational in the communications trailer on 145.250 Mhz with negative offset and 100 hz tone for TX only. This is an uncoordinated shared frequency pair.
       
     • The club owns 3 portable repeaters. One is not operational and is being kept for spare parts. The remaining two could be used in an emergency to replace YRC or YRA operating from the tower trailer. The suggestion is to house the repeater inside a weather tight container on the tower trailer so that it is ready for emergency deployment.
       
     • Steve VE3UT suggested that the board consider a maintenance budget for the repeaters
       
6. Events
   
   • Tracking of volunteer hours back to the AGM.
     
     • Eric VE3EB provided an email report prior to the meeting indicating that he was working on the spreadsheet and had requested input from those people that lead events that he had not participated in.
   • Recent and upcoming events
     
     • Newmarket Santa Claus parade Nov 15th – Eric VE3EB’s report identified a list of information he needed to complete the application which is due Nov 4th
       
     • Bradford Santa Claus parade (Evening) Nov 15th – Rob VE3RQB shared the application with the board. There is a requirement for 500 lights on each float. Rob will get a note out to club members looking for their support.
       
     • Aurora Santa Claus parade (Evening) Nov 22nd - The board discussed whether it was feasible to participate
       
     • Motion 2014-10-21-04 by Geoff VA3GS that the board approves the application to enter the Aurora, Bradford, and Newmarket parades, seconded by John VA3JI. Motion carried.
       
7. Membership – Geoff VA3GS
   
   • Hamfest Update
     
     • Geoff VA3GS reported that 85 tables have been sold. The club has also once again donated tables to CLARA (Canadian Ladies Amateur Radio Association), CNIB, and RAC.
       
     • There will be 4 admissions booths this year.
       
     • Food will be cut back compared to last year.
       
     • John VA3JI will be in charge of dispensing and reconciling the cash floats
       
   • Motion 2014-10-21-05 by John VA3JI to approve $20.00 to cover the cost of the trophy plaques, seconded by Geoff VA3GS. Motion carried.
     
   • The board reviewed the speakers list for the upcoming general meetings
     
   • Toronto Rebellion Special Events Station – Chris VE3NRT reported that the event is on hold and will be revisited next year.
     
   • Winter Field Day – Steve VE3UT reported that the Sharon Temperance Hall is the preferred location. He will see if it is available to be used by the Club.
     
   • Christmas meeting – Chris VE3NRT reminded the board that he will be unable to attend the December general meeting and that Rob VE3RQB will chair the meeting in his absence