Minutes - YRARC Board May 19th, 2015

Meeting held in the Magna Centre. Called to order at 19:03. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Eric VE3EB, Steve VE3UT, David VA3DCY, John VA3JI, Geoff VA3GS. Board members absent: Barry VA3LLT. Guests attending; Bob Rennie VA3BSJ

1. Agenda (attached)
   
   • Motion 2015-05-19-01 by John VA3JI to adopt agenda, seconded by David VA3DCY.
     
     • Steve VE3UT requested that Field Day be discussed under other business
       
     • John VA3JI requested that the audit report be added as item b under governance
       
     • Eric VE3EB requested that the board discuss a recent EmComm email
       
     • Motion carried.
       
2. Adoption of Apr 21, 2015 board meeting minutes
   
   • Motion 2015-05-19-02 by Eric VE3EB to adopt Apr 21, 2015 board meeting minutes as published in the splatter blog at http://yrarc-splatter.blogspot.ca/, seconded by Geoff VA3GS. Motion carried.
     
3. Governance
   
   • Treasurer’s report (John VA3JI)
     
     • No change in the bank balance vs that last reported at the general meeting
       
     • Auditor’s report (John VA3JI)
       
       • Conclusion stated in the report "While my examination of the records did not unearth any major concerns there are a few administrative items to which I have provided to the Board of Directors with my recommendations"
         
       • The board, together with the auditor discussed the auditor’s recommendations
         
       • The auditor’s report is attached for further reference
         
4. Property
   
   • In reference to motion 2015-04-21-05 that Chris VE3NRT contact EMS at Bales Road, to determine who we should contact or notify to access our trailers, Chris VE3NRT reported:vHe called the general number 905 830-4444 x74750 April 22 and was put through to security where he spoke with Adam. Adam was not aware of any restriction on access or protocol to be followed at this time and advised that we speak with Blair Croker (Commander & Program Manager) at x74744 for further information or questions if necessary.
     
   • Club generator repair: Rob VE3RQB reported that the spark plug threads on the black generator last used at the winter field day had been repaired and that the generator is working properly. He determined that the electrical output breaker needs to be “OFF” in order to start the generator and that this may have been the cause of the trouble starting the generator during field day.
     
   • Disposal of equipment cabinets: Motion 2015-05-19-03 by Geoff VA3GS that we accept Doug VE3ATP’s offer to dispose of the 2 surplus equipment cabinets (excluding the fans which will be retained for spares) located at Mackenzie Health in Richmond Hill, seconded by Steve VE3UT. Motion carried
     
   • “Drive-on” antenna support bracket
     
     • Rob VE3RQB suggested that the club should consider purchasing two additional drive-on antenna supports. These could be used in combination with the existing unit in the communications trailer to secure guy ropes for the tower trailer when deployed on surfaces where it is not possible to drive anchors into the ground (example would be a deployment on pavement).
       
     • Rob VE3RQB will investigate our options and report back to the board
       
5. Repeaters (Steve VE3UT)
   
   • The 6m repeater cans are with Rob VE3RQB and ready to be taken to Bob VE3WY for adjustment / tuning
     
   • Trevor VE3SLT has volunteered to retune the 6m radio to the repeater frequency
     
   • Steve VE3UT reported that he has spent $142.28 against the maintenance float of which $128.00 was on parking at the Mackenzie Health site. Additional funding is needed to purchase the 6m antenna.
     
   • Motion 2015-05-19-04 by John VA3Ji to allocate $150.00 for the purchase of the 6m antenna, seconded by Geoff VA3GS. Motion carried.
     
6. Events (Eric VE3EB)
   
   • May 31 York - Simcoe Riders MADD Charity Ride - Volunteers are secured
     
   • June 5 Mt. Albert Sports Parade - 5 of 8 volunteers secured
     
   • June 6 Mt. Albert 5K Run - 6 of 8 volunteers secured
     
   • June 7 Aurora Street Festival
     
     • 11 of 16 volunteers secured
       
     • Eric VE3EB to announce the deployment of the communications trailer for the Aurora Street Festival via Yahoo group
       
7. EMCOMM
   
   York Region emergency preparedness fair May 2
   • Very successful event with EmComm participating once again
     
   • The communications trailer was deployed to the site
     
   • The EmComm team on site were able to supply power from the communications trailer generator to the York EMS team
     
8. Membership (Geoff VA3GS)
   
   • AGM
     
     • Steve VE3UT will ask for permission to operate the barbeque once again for the AGM
       
     • Steve VE3UT will secure a volunteer from the club to chair the AGM
       
     • John Dundas (Pan Am Communications) has volunteered to present at our meeting. Eric VE3EB will discuss with him. We anticipate that there will be time for a short presentation.
       
   • Harvey Bell Award
     
     • Chris VA3DXZ reported that three board members had been nominated by club members for the Harvey Bell award. There were no other nominations.
       
     • Motion 2015-05-19-05 by Chris VA3DXZ that the Harvey Bell Award nominees excuse themselves from the board meeting to allow the remaining board members to review the nominations and select a winner, seconded by David VA3DCY. Motion carried.
       
     • After a lengthy review of the nominations, Chris VA3DXZ moved (Motion 2015-05-19-06) that Eric VE3EB and Steve VE3UT be selected as co-winners of the 2015 Harvey Bell Award, seconded by Geoff VA3GS. Motion carried.
       
   • “For Sale” policy for the Yahoo group
     
     • The board discussed setting conditions under which it would allow club members in good standing to post amateur radio equipment for sale onto the yahoo group. This would be in addition to the capability already in place allowing club members to upload ads to the files section of the group.
       
     • Chris VE3NRT will announce the change in policy
       
9. Trillium Grant Ideas (Chris VE3NRT)
   
   • Next generation high bandwidth data communications system employing fixed point to point links between EOC’s and remote amateur EmComm operations
     
   • Chris VE3NRT will report further high speed communications technology the next board meeting
     
   • Involvement with Scouts and Rangers
     
     • The question was raised as to whether or not there was a badge awarded for amateur radio communications and if so, would the club be interested in supporting this
       
     • Eric VE3EB will investigate and come back to the board
       
10. Other Business
    
    • Field Day (Steve VE3UT) - Motion 2015-05-19-07 by Steve VE3UT that the club allocates $800.00 for field day expenses, seconded by Geoff VA3GS. Motion carried.
      
11. Motion 2015-05-19-08 by Eric VE3EB to adjourn meeting, seconded by John Va3JI. Motion carried
    

Meeting adjourned at 21:36