Tuesday, 17 February 2015

Minutes - YRARC Board of Directors, January 20th, 2015

Meeting held in the Newmarket Community Centre. Called to order at 19:10. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Eric VE3EB, Barry VA3LLT, Steve VE3UT, Geoff VA3GS. Board members absent; David VA3DCY, John VA3JI. Guests attending; Russell VA3WTR, Doug VE3ATP
  1. Adoption of Dec 16/14 board meeting minutes
    • Motion 2015-01-21-01 by Chris VA3DXZ to adopt Dec 16/14 minutes as published in the splatter blog at http://yrarc-splatter.blogspot.ca/, seconded by Geoff VA3GS. Motion carried.
  2. Governance
    • Insurance
      • Report from Chris VE3NRT concerning PARC insurance discussion
        • Chris VE3NRT attended the Peel Amateur Radio Club meeting noting that they had planned to discuss insurance coverage
        • PARC subscribes to RAC insurance, but 2015 RAC insurance is not yet finalized
        • It was noted during the meeting that the GTA areas group has requested a copy of the RAC insurance policy from RAC but nothing has been received as yet
        • PARC will be involved in supporting the 2016 Canada 55+ Games to be hosted by the City of Brampton
        • PARC and the Mississauga Amateur Radio Club are working together on MESH and have successfully tested a 10km path
      • Directors and officers insurance
        • A quote was received by John VA3JI for directors and officers Insurance and was forwarded to the board via email ahead of the meeting
        • Motion 2015-01-21-02 by Geoff VA3GS to allocate $601.00 for the purchase of directors and officers insurance, subject to approval by the club, seconded by Rob VE3RQB.
        • Chris VE3NRT clarified that the directors and officers Insurance would be in addition to the liability policy currently in place on the communications trailer, and the club's general liability policy.
        • Motion carried
      • Property insurance
        • John VA3JI had reported via email prior to the board meeting that he had received a quote for loss and theft coverage of the clubs key assets (valued at $60,000.00). The quote amounts to $1,063.00 and it includes the existing liability coverage in addition to the new loss and theft coverage.
        • Further discussion was deferred to next board meeting
    • Property Rob VE3RQB
      • Russell VA3WTR will send a copy of the parking agreement (letter of understanding) to the board members. The agreement has not been executed. It is with the office of the Chief, York Paramedics Services for review and signature. Once signed it will be sent to the board for review and signature.
      • Russell VA3WTR reported that Terry VE3ODM is working on a proposal and operating budget for the acquisition of a retired ambulance which would be donated to YRARC by the region. The proposal is to be reviewed and approved by the board prior to any commitments being extended to York region or the regional municipalities.
      • Motion 2015-01-21-03 by Rob VE3RQB that Doug VE3ATP be added to the list of persons approved to tow club trailers, seconded by Geoff VA3GS. Motion carried.
      • Russell VA3WTR requested that the list of persons approved to tow club trailers be added to the towing policy. Chris VA3DXZ agreed to update the policy and distribute to the board.
      • The policy will reflect the following list of persons approved to tow club trailers
        • Rob VE3RQB
        • Steve VE3EZ
        • Steve VE3UT
        • Chris VA3DXZ
        • Doug VE3ATP
      • Motion 2015-01-21-04 was carried to temporarily rescind motion 2014-07-15-04 ” That the tower trailer not be towed or deployed until further notice” to allow it to be re-located to York EMS site and then subsequently deployed in support of Winter Field Day, then transported back to the York EMS site for storage.
      • The tower trailer now has a lock box installed. Russell VA3WTR and Steve VE3UT have the combination.
      • Barry VA3LLT reported that he was at the communications trailers today to start the generator, test the heater, and perform a radio check.
    • Repeaters
      • VE3YRK: Chris VE3NRT reported that the VE3YRK gateway has malfunctioned. There are reports that people are unable to get the C module linking but that B module is working. Also the registration web page is malfunctioning. The existing gateway is using 10 year old software which is no longer supported, and prevents us from installing the latest patches in the operating system. Chris VE3NRT has proposed that we migrate away from the US Trust Registration system and just run the g2_link software which is part of the free*star system . There will be limited impact to users and there is no cost to change.
      • Motion 2015-01-21-05 by Steve VE3UT that the club move VE3YRK to the free*star system, seconded by Eric VE3EB. Motion carried.
      • Chris VE3NRT will advise the club at the next general meeting and communicate updates via the Yahoo group.
    • VE3YRC: Steve VE3UT reported that VE3YRC has been reprogrammed with the updated custom audio library. Steve VE3UT and Bruce VE3BV are working to resolve an issue which results in a long tail occasionally coming in on port 2.
    • VE3YRA: Steve VE3UT reported that VE3YRA is operating with improved coverage to the north. The link radio project to VE3YRC is still in progress.
    • Steve VE3UT asked the board if separate calls should be used for VE3YRC VHF and UHF. This will be investigated by board members.
    • Winter Field Day – Steve VE3UT
      • Russell VA3WTR has sent invitations to 30-40 emergency management personnel for a walk through at 1pm. 5-10 people have responded.
      • Steve VE3UT has notified SNAP as well.
  3. Membership Geoff VA3GS
    • Geoff has secured the following presenters for the upcoming general meetings
      • February – Don VE3IXJ will present inexpensive handhelds
      • March – Bob VE3WY will present on antennas
      • April – Ontario contest club
      • May – Dr. Paul Delaney
    • Chris VE3NRT has done work on the web site
    • Geoff VA3GS is looking into holding a basic class in April
Motion 2015-01-21-06 by Geoff VA3GS to adjourn meeting, seconded by Barry VA3LLT. Motion carried.

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