Minutes - YRARC Board of Directors Meeting 2016-12-20

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:03 by Chris VE3NRT. Board members attending: Chris VE3NRT Pres, John VA3JI Treasurer, John VE3IPS V. Pres., Geoff VA3GS, Eric VE3EB, Steve VE3UT, Doug VE3ATP, Rick VA3VO, David VA3DCY Secty. Absent: Barry VA3LLT. Others attending: None

1. Approval of agenda and declaration of conflict of interest: Chris VE3NRT
   
   • Additions: 7 Floral motion.
     
   • Motion to adopt the agenda, moved Eric VE3EB, seconded Rick VA3VO. Carried.
     
2. Minutes: David VA3DCY. Moved by Steve VE3UT, seconded by Rick VA3VO to adopt minutes of the Board Meeting. 2016/11/15. Carried.
   
3. Meetings: Geoff VA3GS
   
   • The January general meeting will consist of a short business meeting, with a mini “for sale” table, and following the break there will be 5 minute talks from members.
     
   • The speakers planned for March, April and May are Mike VE3MKX, Bob VE3WY and Cliff VE3KOP.
     
   • We need a February speaker, or the meeting may be devoted to the proposed Trillium grant.
     
4. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/12/01 [Available to members on request to secretary]
     
   • Income: Dues $25.00
     
   • Expenditures: Flowers for Barry's wife $45.20
     
   • Food for Christmas party $187.71
     
   • Total expenditures: $232.91
     
   • Closing Balance 2016/12/20 [Available to members on request to secretary]
     
   • Moved by Rick VA3VO, seconded by Eric VE3EB to adopt the treasurer's report. Carried.
     
   • John went on to explain why we need to control our expenses so that we do not deplete our bank balance, and also because of the recurring expenses that need to be paid throughout the year, before we receive any income from dues or the hamfest.
     
5. Repeaters: Steve VE3UT
   
   • All repeaters are working well.
     
   • Chris VE3NRT may have time to work on the hardware for the IRLP and Echolink. The software is OK.
     
6. Winter Field Day: Steve VE3UT
   
   • The WFD site is now confirmed – it will be the same site as used for Summer FD at Al's Tack Shop. The dates are January 28 and 29.
     
   • Steve proposed a budget assuming 20 people would attend: Food $350, Propane for cooking and heating $100, Toilet $125 and Gasoline $300.
     
   • Geoff suggested having members indicate at the January meeting if they would attend, and collect food money from each member wanting to attend.
     
   • Moved by Rick VA3VO, seconded by Eric VE3EB that the board postpone approval of any motion to fund WFD until the membership approved of any funding. (There was no motion made to fund WFD following John VA3JI's cautioning about club expenses.)
     
   • Of interest for Summer FD, the property (Al's Tack Shop) has been subdivided and a portion of the property has been sold. This means future SFD station layouts will be different from past years.
     
7. Hammond Museum: John VE3IPS. There are probably no fees for entrance to the museum. Hours are 09:00 to 12:00. April could be a possible time to visit. Car pooling was suggested.
   
8. Trillium Grant Proposal: Eric VE3EB. There may be a new structure for seeking a grant. June is the target date for submitting a proposal. A financial statement may be required in the proposal. We will need letters of support from served agencies. A Yahoo group has been set up to communicate with members of the committee. We need committee members and each will be assigned with a responsibility. he committee will report to the board and membership monthly. Eric is asking for a proposed list of what should be included in the application.
   
9. Floral Motion: John VA3JI. Motion 2016-12-20-7 to approve payment $45.20 for flowers sent to Barry's wife. Moved by Geoff VA3GS, seconded by Eric VE3EB. Carried
   Fox Hunts: John VE3IPS. A winter date will be chosen with possibly 4 events for the year, perhaps once per month, and participation could be opened to other clubs.
   
10. Other business:
    
    • John VA3JI. Will replacing batteries in the existing D-Star radios be a club expense or will it be included in a Trillium grant?
      
    • John VE3IPS would like to get a D-Star radio to be loaned to a new member.