Saturday, 17 January 2015

YRARC Board of Directors Meeting - December 16, 2014

Meeting held in the Magna Centre. Called to order at 19:00. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Eric VE3EB, Barry VA3LLT, David VA3DCY, Steve VE3UT, John VA3JI, Geoff VA3GS. Board members absent; none. Guests attending; none
  1. Review of the agenda as proposed by Chris VE3NRT
    • Motion 2014-12-16-01 to adopt agenda. Motion carried.
  2. Adoption of Nov 18/14 board meeting minutes
    • Motion 2014-12-16-02 to adopt minutes as published in the splatter blog at Motion carried.
  3. Governance
    • Treasurers Report – John VA3JI
      • Balance as of Nov 30-14 [Balance available to members upon request to Secretary]
      • Expenses: Total $5,621.50 (Hamfest $5,279.09 + Christmas Party $278.20 + Trailer $64.21)
      • Income: Memberships $50.00
      • Balance as of Dec 16-14: [Balance available to members upon request to Secretary]
    • Insurance coverage – John VA3JI
      • John VA3JI is working toward providing a report to the board at the Feb 2015 board meeting
      • It was confirmed by John VA3JI that the trailers are considered commercial and are not covered while being towed by a typical personal motor vehicle insurance policy
      • Rob VE3RQB indicated he had received a quote of $80.00 flat rate one way commercial towing. The idea being that the club could avoid purchasing a vehicle policy for the tower trailer (similar to what is in place for the communications trailer) if a commercial tow operator was hired to move the tower trailer when needed. Depending on the frequency of use of the tower trailer, this could be a more cost effective option for the club.
      • John VA3JI presented a list of the insurance requirements (including a list of club assets) to be provided to the club’s insurance broker for the purpose of requesting a quote. The value of some of the assets was still outstanding. In particular, John VA3JI was looking for the original purchase price of the communications trailer and equipment installed in it.
      • Eric VE3EB indicated that the value of the communications trailer as equipped was approximately $27,000.00 excluding in kind contributions.
      • The requirements list was amended to reflect a value of $27,000.00 for the communications trailer.
      • Motion 2014-12-16-03 by Chris VA3DXZ to confirm that the board is in agreement that the list as amended adequately captures the club’s insurance requirements, seconded by Rob VE3RQB. Motion carried.
      • Chris VE3NRT will provide the list to Russell VA3WTR who had indicated that the region was willing to solicit a competitive quote on our behalf.
  4. Property – Rob VE3RQB
    • Potential retired ambulance acquisition
      • There was a short discussion about the utility of an ambulance in addition to the communications trailer and the concern over the limited resources available to the club to support and maintain both assets.
    • Go Kits
      • Chris VE3NRT confirmed that he has all of the hand held radios
      • Chris VE3NRT will retrieve the remaining go kits and prepare an inventory
    • EMCOMM Leadership
      • Russell had indicated at the last general meeting that EMCOMM would be looking for a new leader as he focused this year on support of the 2015 PAN AM games.
      • Barry VA3LLT will contact Russell VA3WTR to understand his plans and report back at the next board meeting.
  5. Repeaters – Steve VE3UT
    • Steve VE3UT suggested that the board consider allocating a fund to cover miscellaneous expenses for materials etc… that are needed from time to time to maintain or improve the performance of the repeaters.
    • Motion 2014-12-16-04 by Steve VE3UT to allocate up to $200.00 for funding of incidental expenses incurred in maintaining the repeaters, seconded by Eric VE3EB. Motion carried.
    • Intermodulation interference was causing issues with the link radio linking VE3YRC UHF to VE3YRA. This problem is being investigated.
    • The radio linking VE3YRC VHF to VE3YRC UHF should be replaced. Any club member willing to donate a replacement radio is asked to contact Steve VE3UT
    • Steve VE3UT proposed increasing the audio recording library for the repeaters. The board was in favour of this. Steve VE3UT will contact Cindy who has helped the club in the past. An honorarium (approximately $25.00) will be required and will be funded from motion 2014-12-16-04.
    • The VE3YRA controller will be removed from operation to facilitate a firmware upgrade and reprogramming. Steve VE3UT will make an announcement at the next general meeting and on the Yahoo group advising that the repeater will be off the air for a period of time in January while the work is being done.
    • Steve VE3UT re-iterated the goal of the repeater committee which is to provide coverage across York Region. VE3YRC VHF, VE3YRC UHF, and VE3YRA will be continuously linked together to facilitate region wide coverage. The linking radios can be enabled and disabled in the event that the repeaters need to be isolated.
    • Steve VE3UT will provide copies of the scripts and codes to the club Secretary.
  6. Events - Eric VE3EB
    • Recognition Plan
      • Eric VE3EB reported that recognition certificates were handed out at the last general meeting. There are still a few to deliver to members who were not present at the general meeting.
      • A report will be provided indicating the total volunteer hours of the club for future reference
  7. Membership – Chris VE3NRT
    • Meeting schedule
      • Ideas proposed included a talk on IRLP, a presentation by the Ontario Contest Club
    • Winter Field Day
      • N1MM logging software will be used
      • David VA3DCY has collected $90 for meal tickets
    • Junk night
      • Will be held at the January General meeting
  8. Other Business – None
  9. Motion 2014-12-16-05 by Geoff VA3GS to adjourn meeting, seconded by Rob VE3RQB. Motion carried at 9:10pm.

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