Sunday, 1 June 2014

Minutes of the May 2014 Board of Directors meeting

Meeting held in the multipurpose room of the Magna Centre. Called to order at 19:07. Chaired by Chris VE3NRT
  • Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Publius VE3XS, John VA3JI, Eric VE3EB, Steve VE3EZ, Barry VA3LLT, Geoff VA3GS
  • Board members absent; Richard VE3NSD
  • Guests attending; none
  1. Agenda was approved as proposed by Chris VE3NRT with the addition of the two email motions;
    • 2014-04-24-01 Email Motion - Movement of trailer out of region
    • 2014-04-28-01 Email Motion - Trailer Renovations
  2. Adoption of April 4th, 2014 board meeting minutes
    • Motion 2014-05-20-01 by Chris VA3DXZ to adopt minutes, seconded by Publius VE3XS. Motion carried.
    • Finance report John VA3JI –
      • Income; $200.00 for the sale of the old tower, $75.00 for 3 memberships
      • Disbursements; $529.15 for Go Kit Items, $2,401.25 for purchase of the storage container
      • Balance [Available to members from Secretary on request]
      • John VA3JI reported that an earlier Motion for $500.00 for Go Kit materials was recorded in the minutes with the incorrect motion number.
      • Motion 2014-05-20-02 by John VA3JI to amend the earlier motion numbered 2013-11-19-04 for allocation of $500.00 for Go Kit items to 2013-12-17-04 seconded by Chris VA3DXZ. Motion carried.
      • Motion 2014-05-20-03 moved by Geoff to increase funding allocated under motion 2013-12-17-04 for go kits by $29.15, seconded by John VA3JI. Motion carried.
    • Motion 2014-05-20 -04 by Chris VA3DXZ to recognize and confirm approval of 2014-04-24-01, an email motion approving the movement of the communications trailer out of region, seconded by Eric VE3EB. Motion carried.
    • Motion 2014-05-20 -05 by Chris VA3DXZ to recognize and confirm approval of 2014-04-28-01, an email motion approving certain renovations to the interior of the communications trailer, seconded by Rob VE3RQB. Motion carried.
    • Trailer Weight Distribution System – Rob VE3RQB
      • Rob VE3RQB reported that the weight distribution brackets on the tongue of the communications trailer were damaged during towing for the recent renovations and subsequently removed without prior approval of the board.
      • In response to a concern raised that the weight distribution kit was not compatible with the braking system on the trailer, Rob VE3RQB provided a report from D.D. Eagles & Sons (see attachment #2), (the installer of the weight distributor kit), noting the manufacturer of the kit; Reese Hitch, had confirmed that the weight distribution kit would present no issue. Problems arise when a sway control system is used. In the case of the club’s trailer, a sway control system has not been installed nor used.
      • Motion 2014-05-20 -06 by Eric VE3EB to allocate up to $300.00 to repair the weight distribution system in accordance with the recommendation of the trailer committee, seconded by Geoff VA3GS. Motion amended by John VA3JI to request a written validation by the installer that the system meets or exceeds the manufactures recommendations, seconded by Chris VA3DXZ. Motion carried.
      • Rob VE3RQB recommended that the generator be removed from the trailer during towing, until such time that the weight distribution system is repaired.
      • Motion 2014-05-20-07 moved by Barry that Steve VE3EZ, Chris VA3DXZ, Bill VE3QB, and Rob VE3RQB, be solely authorized to tow the trailer until the trailer committee has reviewed / amended the trailer policy to ensure the club's interests are protected. Seconded by Publius VE3XS. Motion carried.
      • Motion 2014-05-20-08 by John to request that the board seek cost recovery for the damage to the weight distribution system. Seconded by Rob VE3RQB. Motion defeated.
    • Tower Trailer – Rob VE3RQB
      • Discussion concerning modifications of the new tower necessary to install it on the existing tower trailer
      • It was noted that the existing tower trailer was originally a Toronto Police tower trailer
      • The trailer committee suggested that only the 3 inner sections be used to reduce weight
      • Rob will call out for volunteers, to disassemble the new tower
    • Storage unit – Rob VE3RQB
      • The storage container was purchased (see attachment #3) and delivered to site. Rob VE3RQB will donate a lock. Property manager will hold one key and club secretary will hold second key.
      • Barry VA3LLT will begin work on interior shelving
    • Bylaws – Eric VE3EB
      • Bylaws have been distributed to the club secretary who will distribute to club members on request
      • The secretary reported that there have been no requests for a copy of the bylaws
    • Membership drive – Steve VE3EZ
      • The draft version of the post card was presented for feedback. Edits will continue for the following week at which time Steve VE3EZ expects to finalize the design
      • Steve VE3EZ provided a budgetary cost estimate totaling $762.00 including tax to produce and mail 500 cards. He will secure additional quotes prior to the next general meeting.
      • Steve VE3EZ will send the mailing list for review and comment.
      • Motion 2014-05-20-09 by Geoff GS to go to general membership with a motion to allocate up to $800.00 for membership drive seconded by John VA3JI. Motion carried.
    • IRLP – John VA3JI
      • IRLP was brought on line 4 weeks ago but is presently down due to a lightning strike. System will be back online once the internet access is restored
    • Field Day
      • Chris VE3NRT & Steve VE3UT to meet to discuss details
    • Harvey Bell Award
      • The Harvey Bell award nominations were reviewed and a winner was selected by majority vote of the board. The winner will be announced at the AGM
    • Events update – Eric VE3EB
      • Eric noted the upcoming events, all of which are on the calendar on the club web site WWW.YRARC.org
    • AGM Food
      • Motion 2014-05-20-10 by Barry VA3LLT to allocate the $50 in addition to the amount allocated for food for the 2013 AGM.
      • Seconded by Rob VE3RQB
    • Motion 2014-05-20-11 by Eric VE3EB to adjourn meeting, seconded by Geoff VA3GS. Motion carried at 21:10

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