Monday, 5 January 2015

Minutes of General Meeting, December 2nd, 2014

Meeting held at the Sharon Temperance Hall. The meeting was called to order at 19:33. Chaired by Rob VE3RQB. 34 members in attendance
  1. The agenda for the meeting was presented by Rob VE3RQB (attachment #1)
  2. Financial Report – John VA3JI
    • Bank balance is presently [balance available to members upon request to the club Secretary]
  3. Public Service – Eric VE3EB
    • Certificates have been prepared and are being distributed to recognize all those who have volunteered their time in 2014 to support public service events on behalf of the YRARC
  4. EMCOMM – Russell VA3WTR
    • The communications trailer is now being stored at the York Region EMS parking lot
    • The EMCOMM group is in discussions with the region concerning the potential for the region to donate a retired ambulance to the YRARC to be re-purposed to support EMCOMM emergency communications
    • EMCOMM meetings will be held every two weeks this coming year
    • In addition to the regular face to face meeting, a second meeting held over the air will occur each month. The first over the air meeting will be held Thursday Dec 4
    • Site updates:
      • York Region headquarters – New EMCOMM channel listing programmed
      • Southlake – Request is in to re-locate antenna closer to EOC
      • EMCOMM will be looking for a new director in 2015 as Russell begins to focus to Pan Am games
  5. Repeaters – Steve VE3UT
    • Backup power is being installed at VE3YRC VHF. Settings will be changed to preserve power when on backup.
    • Emergency power is in place at VE3YRA
    • The D-Star gateway has been fixed and new PA has been installed increasing power output on UHF to 73w (up from 23w).
  6. Winter Field Day – Steve VE3UT
    • The board has approved a budget of $200.00 to cover fuel and miscellaneous expenses
    • Meal tickets will be sold ahead of time for $10.00 each providing a lunch and dinner on Saturday and breakfast on Sunday. Please contact David VE3DCY to purchase meal tickets. Meal tickets must be purchased in advance of the event so that organizers know how many meals are needed.
    • Operating bands: While all bands are available for use, many club members advised the team to not use 17m as a courtesy to other operators not involved in Winter Field Day. [note from VE3NRT - the Winter Field Day rules prohibit operation on the 60, 30, 17 and 12 metre bands].
  7. Hamfest – Geoff VA3GS
    • The 2014 Hamfest generated a profit of approximately $3,000.00. The club would like to extend a special thank you to all those who volunteered their time to make this a success.
  8. Property – Rob VE3RQB
    • Rob VE3RQB extended a thank you on behalf of the entire club to Russell VA3WTR for working with the region to secure a storage location for the communications trailer
    • Rob VE3RQB extended a thank you on behalf of the club to Steve VE3EZ for storing the communications trailer on his property
  9. Insurance – John VA3JI
    • General Liability
      • The club purchases an annual $2M general liability policy to cover club activities
    • Trailers
      • The club purchases an annual policy to cover liability for the communications trailer while it is under tow. For insurance purposes, the communications trailer is classified as an assigned risk and as such, is considered non-standard
      • A similar policy is needed to cover the tower trailer. The tower trailer cannot be towed without this policy
      • Rob VE3RQB suggested that considering the infrequent use of the tower trailer, the club could hire a commercial towing operator to move the tower trailer when needed. While this is not optimal for emergency response, it may be a more cost effective option for the club to consider
      • RAC was contacted to determine whether the club could secure similar coverage at lower cost, but it was reported by RAC that the RAC insurance does not cover moving vehicles or trailers
    • Loss of property
      • The club has historically not purchased coverage for loss of property but a quote is being requested to provide coverage for the more significantly valued assets held by the club
  10. Special thank you – Don VE3IXJ
    • Done VE3IXJ extend a special thank you on behalf of the club to Doug Peckover for hosting the VE3YRK (D-Star) repeater
  11. Motion 2014-12-02-01 by Barry VE3LLT to adjourn meeting, seconded by Doug VE3VS. Motion carried.

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