Minutes - YRARC Board of Directors Meeting 2015-08-18

Meeting held in the Magna Centre. Called to Order at 19:00 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Geoff VA3GS, Barry VA3LLT, David VA3DCY, Rob VE3RQB, Alf VA3BLE, Doug VE3ATP. Absent: Eric VE3EB

1. Agenda: The agenda, without amendments, was adopted as presented.
   
2. Minutes: Motion 2015-08-18-2 to accept the minutes of the 2015/07/21 board meeting, moved by Steve VE3UT, seconded by Rob VE3RQB. Carried.
   
3. Treasurer's Report: John VA3JI. Opening balance 2015/07/21 (members may request balance from the club Secretary). Income: Prepaid dues $205.00, Return FD food $243.30, Return AGM food $35.00. Total $483.30. Expenditures: Trailer Insurance $874.00, Trailer maintenance $100.00. Total $974.00. Members may request closing balance from the club Secreatary. Motion 2015-08-18-3a to accept the treasurer's report, moved by Rob VE3RQB, seconded by Alf VA3BLE. Carried.
   
4. Budget discussion
   
   • Barry VA3LLT proposed a trailer budget of $200 for general maintenance, including $50 for changing the decals on the trailer to yrarc.org, a D-STAR cable for D-RATS. Not included but mentioned a possible Rig Blaster for each computer. Not included but mentioned, the need for WiFi access. David VA3DCY to investigate existing router in the trailer with Barry VA3LLT. Steve VE3UT proposed a repeater budget of $600 for general maintenance plus batteries. Rob VE3RQB proposed a property budget of $1200, to including a new BBQ ($300), a new shelter/frame/tarp for field day ($600) and miscellaneous ($300). Rob to investigate the cost of tarps. Alf VA3BLE mentioned that he has the capability to sew tarps together.
     
   • Motion 2015-08-18-3b by Geoff VA3GS that Rob VE3RQB and Barry VA3LLT purchase a new BBQ. Motion amended by Alf VA3BLE, seconded by Barry VA3LLT, that Rob VE3RQB and Barry VA3LLT in consultation with Peter VE3PBT, purchase a new BBQ, cost not to exceed $350 tax included. Carried.
     
   • Alf VA3BLE proposed a budget of no cost ($0), since we have a supply of membership cards. Chris VE3NRT proposed a budget of $175 for web hosting ($25), battery charging for the go-kits ($50) and awards and plaques ($100). Steve VE3UT and John VA3JI will submit a summary of field day expenses and John VA3JI will supply the costs of the Christmas and AGM food costs.
     
5. Blog Update: Chris VE3NRT gave an update and overview of the blog, accessed at http://yrarc-splatter.blogspot.ca/ and via http://www.yrarc.org/ and selecting 'The Splatter'. Members are encouraged to read, comment and promote the site. We need pictures and stories.
   
6. Property: Rob VE3RQB noted we have some donated red fiberglass cable containers for storing cables in the EmComm trailer, but need to be able to hold them in place.
   Motion 2015-08-18-4 by Rob VE3RQB, seconded by by Geoff VA3GS, to purchase materials to retain the containers, maximum cost $20. Carried.
   
   • Repeaters: Steve VE3UT reported that all repeaters are OK.
     
   • IRLP and Echo-link: John VA3JI has given the radios and IRLP and Echo-link controllers to Chris VE3NRT for further investigation.
     
7. Events: Report sent from Eric VE3EB. Past events included participation at the Sharon Temple Canada Day, Newmarket Canada Day and the Newmarket Jazz Fest. Upcoming events include the Sharon Temple Illumination, Sept 11, Run for the Cure Oct 4 and the Markham Fair Sept to Oct 1 to 4.
   
8. EmComm: Chris VE3NRT reported there is an upcoming meeting on Aug 18 to discuss the GTA channel list.
   
9. Membership: Geoff VA3GS noted that we have speakers for the September, October and
   
   • November meetings. December will be the Christmas party and meetings for January, February and March are to be finalized, and may include remote stations.
     
   • September 1st: Amateur Radio and Model Rocketry, Dave Ranjauth VE3OOI
     
   • October 6th: Paul Delaney, Professor of Physics and Astronomy, York University
     
   • November 3rd: Tracking Small Balloons Around the World, Dave Beverstein VE3KCL
     
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10. Geoff VA3GS has sent emails to prospective vendors and has received 5 responses. The date is October 31. In the past we have spent $1000 for grand prizes, and we may cut back on the amount spent on prizes. A 50/50 draw was suggested. Volunteers will be recruited at the September meeting.
    
11. Promotion: Chris VE3NRT has prepared a PDF file suitable for posting in libraries and other public places to promote the for September, October and November meetings.
    
12. Recognition: Chris VE3NRT noted the club is forgoing a significant amount of money when we issue a life membership Some formal rules should be set up to control the number of free memberships issued, such as a significant contribution over 20 years might be required.
    
13. Motion 2015-08-18-8d by Geoff VA3GS, seconded by Steve VE3UT that we spend $40 for frames for certificates of appreciation for TBA and TBA. Carried.
    
14. Other business - Training: Geoff VA3GS noted that no less than 10 candidates are required to run a basic study course, however help could be provided for a self-study course.
    

Meeting adjourned at 8:35pm