Minutes YRARC Board of Directors 2017-04-18

Meeting held in the Magna Centre, Multi Purpose Room 1. Called to Order at 19:10 by John VA3JI – meeting later chaired by John VE3IPS. Board members attending: John VE3IPS V. Pres. John VA3JI Treasurer, Steve VE3UT, Geoff VA3GS Eric VE3EB, Doug VE3ATP, David VA3DCY Secty, Rick VA3VO, Barry VA3LLT. Absent: Chris VE3NRT Pres. Others attending: Doug VE3XV

1. Approval of agenda and declaration of conflict of interest: John VA3JI. Motion to adopt the agenda, moved Geoff VA3GS, seconded Eric VE3EB. Carried.
   
2. Minutes: David VA3DCY. Motion to adopt the minutes of the 2017/03/21 meeting, moved David VA3DCY, seconded Barry VA3LLT. Carried.
   
3. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/04/01 [Available to members on request to secretary]
     
   • Income: Dues $50.00
     
   • Expenditures: None $0.00
     
   • Moved by John VA3JI, seconded by Geoff VA3GS to adopt the treasurer's report. Carried.
     
4. Summer Field Day: Steve VE3UT.
   
   • Steve is working with Peter VE3PBT to create a food budget. At the last general meeting it was proposed that we charge $15 per person for food for the weekend meals. Following a discussion it was decided to charge $15 per person for Field Day food if payment is received by the annual general meeting (AGM) in June. The charge would increase to $20 per person if payment is received after the cut-off date. The purpose of having 2 different prices, is to encourage members to commit early, so that Peter can better estimate the quantity of food to buy. We will issue wrist bands at check-in as proof of payment.
     
   • Moved by Steve VE3UT, seconded by Geoff VA3GS that we charge $15 per person for Field Day food, if paid by the AGM, and $20 per person if paid after the AGM. Carried.
     
5. Trailer Hilomast: Barry VA3LLT
   
   • The top section of the mast needs repair. Barry VA3LLT and Steve VE3UT removed the top section of the mast and brought it to the meeting to show the damage. They had previously taken the mast section to 'Rob the machinist' a friend of Rob VE3RQB.
     
   • The mast had split along the very thin section where a key way was cut into the material, likely caused by water entering the tubing, remaining there during the winter and freezing.
     (There was discussion about removing the top section, draining it and adding antifreeze to prevent future damage.)
     Rob gave them several options to repair the mast section.
     
   • Welding the crack was not an option since the heat would likely bend the tubing making it useless as a mast section.
     
     • Option 1 – insert a solid bar inside to reinforce the existing tube. Cost about $40 to $50
       
     • Option 2 – make a new tube from thicker aluminum. Cost about $230
       
     • Option 3 – make an new top section from solid aluminum with a 10” hole drilled in the top. Cost about $250
       
   • The 3 options were voted on to determine which option to choose. Option 1 – 2 votes, Option 2 – 5 votes, Option 3 – 2 votes.
     
   • Moved by Rick VA3VO, seconded by Steve VE3UT that we proceed with option 2 to have the mast section repaired locally with a cost of $300 max. Carried
     
   • Moved by Rick VA3VO, seconded by Barry VA3LLT that because we need the repairs done a quickly as possible, this should be considered an emergency repair, and it would not need to be approved in advance by the membership. Carried
     
6. Public Service: Eric VE3EB
   
   • There will be no MADD ride or EMS ride.
     
   • The first event will be the Mount Albert 5K Walk/Run on June 3.
     
   • Future events include: Mount Albert 5K Walk/Run - June 3, Aurora Street Festival – June 4, Sharon Temple Heritage Celebration - June 8, Sharon Temple Canada Day - July 1,
     Sharon Temple Sharon Soundbites - July 23, Newmarket Music Festival (returned to the old location - Riverwalk Commons) – Aug. 25, 26 & 27, Sharon Temple Illumination - Sept. 8, Sharon Temple Weaving Words - Sept. 17 and Run for the Cure Richmond Hill - Oct 1.
     
   • Eric would like to have pamphlets to hand out at public service events, and will investigate the cost.
     
   • The web site needs to be updated. Someone with Joomla experience is needed. It was suggested that a contest for students (similar to the contest for a new club logo a few years ago) might be a possibility.
     The web site should be downsized to make it more manageable.
     
   • Moved by Rick VA3VO, seconded by John VA3JI that Geoff VA3GS and Eric VE3EB explore updating the web site. Carried
     
7. Auditor: Doug VE3XV
   
   • Doug presented his interim audit report.
     
   • There were procedures where he found them to be acceptable.
     
   • Some items such as inventory and insurance would need further investigation before his final report.
     
8. Hamfest: Geoff VA3GS
   Geoff proposed that for the hamfest this fall, that we rent halls 1 and 2 and not halls 2, 3 and 4.
   Hall 1 is now available and would be large enough to hold all of the vendors that have been in halls 3 and 4. Hall 2 would continue to be the assembly area before the event opened. Further discussion to be held at a later time.
   
9. Foxhunt: John VE3IPS. No further foxhunts are being planned at this time.
   
10. EmComm: John VE3IPS. The status of further EmComm meetings is unknown. The Trillium Grant proposal is on hold.
    
11. D-Star: John VE3IPS. There is an upgrade to D-Star. John will investigate.
    
12. Hammond Museum: John VE3IPS. The date for the visit to the museum is Saturday June 17.
    
13. Trailer repairs: Rick VA3VO. The brakes on the railer need to be adjusted. This will be discussed at the nest meeting.
    

Meeting adjourned at 21:30. Moved by John VA3JI, seconded by Steve VE3UT. Carried