YRARC Board of Directors - Minutes April 21, 2015

Meeting held in the Newmarket Community Centre. Called to order at 19:00. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Eric VE3EB, Barry VA3LLT, Steve VE3UT, David VA3DCY, John VA3JI, Geoff VA3GS. Guests attending; Robert VA3BXG

1. Agenda
   
   • Motion 2015-04-21-01 by John VA3JI to adopt agenda, seconded by Geoff VA3GS. Motion carried Adoption of Mar 17, 2015 board meeting minutes
     
2. Adoption of Mar 17, 2015 board meeting minutes
   
   • Motion 2015-04-21-02 by Geoff VA3GS to adopt Mar 17, 2015 board meeting minutes as published in the Splatter Blog, seconded by John VA3JI. Motion carried.
     
3. Governance
   
   • Treasurer’s report (John VA3JI)
     
     • Current balance is [available to members upon request to Secretary]
       
     • Motion 2015-04-21-03 by John VA3JI to accept the treasurer’s report, seconded by Geoff VA3GS. Motion carried.
       
   • Insurance Status (John VA3JI)
     
     • John will forward a copy of the property policy to the secretary
       
   • Destruction of old accounting records (John VA3JI)
     
     • Motion 2015-04-21-04 by John VA3JI, that the Treasurer be allowed to destroy documents 7 years following the date on which they were audited, seconded by Geoff VA3GS. Motion carried.
       
   • Web site access (Chris VE3NRT)
     
     • There have been requests to update the site. Chris VE3NRT can post documents in word format if that is of assistance to content owners.
       
4. Property
   
   • Bales road formal trailer parking agreement with York EMS
     
     • Robert VA3BXG advised the board that this was on hold until it is confirmed that he is the ARES Emergency Coordinator (EC) for York Region. Once this is confirmed he will approach Greg Stasyna of York Region Emergency Management and work with him to identify the correct people for YRARC to work with to secure a formal agreement.
       
     • Motion 2015-04-21-05 by Eric VE3EB, that Chris VE3NRT contact EMS at Bales Road, to determine who we should contact or notify to access our trailers, seconded by Rob VE3RQB. Motion carried
       
     • The board will prepare a short list of individuals authorized by the club to access / remove the trailers
       
   • Revised trailer use policy
     
     • Chris VE3NRT has revised the policy and will distribute to the board for review and comment
       
5. Repeaters (Steve VE3UT)
   
   • 6m Repeater: Geoff VA3GS to send WNYSORC forms to Steve VE3UT to fill out info for 6m repeater
     
   • Bob VE3WY will supply the 6m antenna for $99.00. Mounting bracket and connectors will also need to be purchased. The repeater maintenance float will be used to purchase the antenna and installation materials.
     
   • Steve VE3UT to provide the repeater site contacts to the secretary for filing
     
6. Events (Eric VE3EB)
   
   • Eric VE3EB provided a list of events (attached)
     
   • A volunteer is needed to lead the York Simcoe Riders, MADD event on May 31st
     
   • Eric VE3EB, Geoff VA3GS, and Robert VA3BXG advised the board that they are volunteering for the PAN AM games and will have limited availability
     
7. EMCOMM (Robert VA3BXG)
   
   • Red Cross SET went well. The report is attached to the agenda
     
   • The York Region Emergency Preparedness Fair will be held on May 2 and a volunteer is needed to tow the communications trailer to the event
     
   • Robert VA3BXG will send EMCOMM files to the club secretary for filing (EMCOMM agreements, LOU’s, site contact info, EOC access procedures, etc…)
     
   • Motion 2015-04-21-06 by Geoff VA3GS, that Robert VA3BXG be appointed EMCOMM/ARES chair for YRARC, seconded by Barry VA3LLT. Motion carried.
     
8. Membership (Geoff VA3GS)
   
   • Hamfest (Geoff VA3GS)
     
     • Short discussion / brainstorming on fund raising ideas
       
     • Discussed the idea to invite the Lions Club into the event to sell food. The Lions Club would be responsible for all costs and keep all proceeds. This would simplify planning and eliminate the potential for a monetary loss due to lower than expected food sales
       
     • Geoff presented his mailer to the board for review and feedback (attached)
       
   • Trillium Grant (Chris VE3NRT)
     
     • Chris VE3NRT reported on an earlier idea that a Trillium grant could possibly fund the launch of a cube sat. Upon further investigation, he concluded that putting a cube sat into orbit would be prohibitively expensive
       
     • Other ideas raised included; replace and upgrade equipment in the trailer, replace repeaters and equip with battery backup
       
     • Board members were asked to forward their ideas to Eric VE3EB
       
     • Chris VE3NRT suggested we identify needs based on past (documented) experiences
       
   • Next License Class (Geoff VA3GS)
     
     • There is presently insufficient demand to schedule a class but Geoff is open to hold a class in the fall if the demand is there
       
9. Field Day (Steve VE3UT)
   
   • Rob VE3RQB will repair the generator
     
   • Eric VE3EB has volunteered the use of his Butternut antenna for the digital station
     
   • Locations will be same as last year in the field behind Al’s Tack Shop
     
   • Food tickets will be sold
     
   • We might try networked logging
     
10. Motion 2015-04-21-07 by Barry VA3LLT to allocate $350.00 for food for the AGM, seconded by Rob VE3RQB. Motion carried.
    

Meeting adjourned at 21:31