Friday, 15 December 2017

Minutes - YRARC Board of Directors Meeting 2017-10-17

Meeting held in the Magna Centre, Multipurpose Room 1.. Called to Order at 19:00 by Chris VE3NRT
Board members attending: Chris VE3NRT (P), Steve VE3UT (VP), Charles VA3TTB (T), Geoff VA3GS, Barry VA3LLT, Eric VE3EB, David VA3DCY (S), Rick VA3VO. Absent: John VE3IPS, Mike VA3MCT.
Others attending: None
  1. Approval of Agenda & declaration of conflicts of interest. Amendments: None. MOTION: To adopt the agenda: Moved Rick VA3VO, seconded Steve VE3UT. Carried.
  2. Minutes: MOTION: To adopt minutes of Board Meeting date 2017-09-19. Moved: Geoff VA3GS, seconded Barry VA3LLT. Carried.
  3. Actions arising from minutes
    1. Bank signatures for the new executive. Done.
    2. 'Form 1' needs to be submitted to Service Ontario with updated director information.
    3. Canvassing of membership for Hamfest duties. Geoff has reissued a request.
    4. Sign-out sheet for club equipment. Done.
    5. Mike VA3MCT to contact York regional personnel regarding ARES requirements and participation. Deferred to November meeting.
    6. JOTA Event October 21 (trailer/personnel). Geoff VA3GS to attend the event.
      • MOTION: To authorize Steve VE3UT as an additional trailer trainer (to Rob VE3RQB). Moved Barry VA3LLT, seconded Rick VA3VO. Carried.
      • MOTION: To train Charles VA3TTB and David VA3DCY as trailer pullers. Upon successful completion of the training, be authorized to haul the trailer. Moved Geoff VA3GS, seconded Rick VA3VO. Carried.
    7. Investigation of Project Night. Charles VA3TTB reported that Gary VE3NMI would be happy to run a project night. Projects might include an Arduino type antenna analyzer (approx cost $50) or an Arduino clock project.
  4. York region battery and hardline donation. Steve VE3EZ has picked up the batteries and hardline. They are in his trailer and the batteries will be charged and tested. The batteries are approximately 100 Ah glass mat sealed batteries and the hardline is 100' sections of 1/2” 50 Ohm coax. It was decided to allocate the first batteries to the repeaters and trailer – 3 batteries for YRC-V Bloomington, 3 batteries for YRK Ballantrae and 1 for the trailer. Rick VA3VO has 3 solar panels to exchange for 2 batteries. It was suggested that the batteries be sold at $40 to members and $75 at the hamfest. The price for the coax was to be determined.
    • MOTION: To allocate 7 batteries for club use and sell the remaining batteries and hardline, first to members, and then at the hamfest. Moved Geoff VA3GS, seconded Steve VE3UT. Carried.
  5. Committee Reports:
    1. Treasurer’s Report: Charles VA3TTB (several months contained herein). MOTION: To adopt the treasurers report: Moved Geoff VA3GS, seconded Steve VE3UT. Carried.
      • Opening Balance 2017-07-01: [Available to members on request to Secretary]
      • Hamfest table rental: $43.00
      • Trailer Insurance: ($811.00)
      • Membership Dues: $50.00
      • Hamfest table rental: $86.00
      • Banking Fees: ($3.10)
      • York Music Festival: $600.00
      • Field Day revenues: $354.20
      • Hamfest table rental: $70.00
      • Membership Dues: $780.00
      • Banking Fees: ($2.33)
      • Hamfest table rental: ($115.00)
      • Banking Fees: ($2.93)
      • Closing Balance (available to members on request to Secretary)
    2. Trailer: Barry VA3LLT. All is OK, no report.
    3. Repeaters: Steve VE3UT. All is OK, no report. Steve gave a receipt to Charles for $10 for the Harvey Bell award label.
    4. Web Site: Mike VA3MCT. Deferred to November meeting.
    5. Hamfest: Geoff VA3GS
      • On Thursday Nov 19 Geoff and David will make a trip to the Markham fairgrounds.
      • Trevor VE3SLT will look after coffee, the Lions Club will serve breakfast, Terry VE3ODM will look after admissions, Chris VA3DXY will be in charge of admissions for next year.
      • Bill VA3QB will look after security, Brian VE3IBW will look after parking and Barry VA3LLT will look after talk-in.
      • The door prized have been bought, and the grand prizes will come from Durham Radio, Radioworld and Maple Leaf Communications.
      • Internal communications will be on 446.075 MHz (ARES 43)
      • Admissions float cash should be $300 in $2 coins and $300 in $5 and $10 bills.
      • Grand prize float cash should be $200 in $5 bills and $200 in $10 bills
      • Setup on Friday will be 13:00 at the fairgrounds and arrival on Saturday morning 06:00. (EmComm trailer and container items: P/U Friday morning, Geoff/David Saturday 05:00)
      • MOTION 2017-10-17-4e: To pay $2,464.51 - the final instalment for the Markham fairgrounds. Moved Geoff VA3GS, seconded Rick VA3VO. Carried.
    6. Property: Rick VA3VO. No report.
    7. Public Service: Eric VE3EB. The Run for the Cure had 1600 participants, with 13 volunteers (10 club members, 3 others). It was a problem-free event.
    8. EmComm: Mike VA3MCT. No report.
    9. Winter Field Day: Steve VE3UT. Steve VE3UT, Peter VE3PBT and David VA3DCY met to discuss WFD. Band conditions, cost of gas, weather conditions and the number attending could all affect the WFD costs. It was proposed that the club pay for fuel and refreshments at WFD. Those attending would be responsible for their own meal(s). MOTION 2017-10-17-4i: To pay $275.00 for WFD fuel and refreshments. Moved Steve VE3UT, seconded Rick VA3VO. Carried. The motion to be approved by the general membership, and payable in January 2018.
    10. Basic Qualification Course: Geoff VA3GS. There were 6 at the last class, where the participants built a J-Pole antenna. They will write exams soon.
    11. Membership: Barry VA3LLT. We have 51 paid members, 8 life members, and 24 unpaid members at the moment. Barry transferred $300.00 for membership to Charles
  6. Other Business:
    1. Liability and Property Insurance: David VA3DCY. We have the insurance bill to pay immediately.MOTION 2017-10-17-5a: To pay $1,112.40 for Liability and Property Insurance. Moved David VA3DCY, seconded Geoff VA3GS. Carried.
  7. Meeting adjourned.

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