Notice of Annual General Meeting 2024

Take notice that the Annual General Meeting of the members of the York Region Amateur Radio Club, Inc., will be held at the usual meeting place, the Sharon Temperance Hall, 18974 Leslie Street, Sharon, at the usual hour of 7:30pm on Tuesday June 4th, 2024 for the purposes of approving the financial statements for fiscal year 2024 and the election of directors to hold office for 2 years commencing July 1st, 2024.

Regular, family and life members are advised that they have the right to attend and vote in person at this meeting, in accordance with the usual rules of order, and further, in the event of a member’s absence, the member has the right to appoint a proxy to vote on his or her behalf. An appropriate form is included at the end of this publication. Members who are unable to attend the Annual General Meeting may complete, date and sign a proxy form, which must be delivered to the Secretary prior to the call to order of the Annual General Meeting, to be eligible for voting.

For those wishing to mail a proxy, please send it to the club secretary, Michael Veit, VE3BWV.

Dated this day May 8th, 2024 at Aurora, Ontario.
Chris Sullivan, VE3NRT, President.

PROXY

The undersigned being a current member of the York Region Amateur Radio Club, Inc. hereby appoints


(Name of Secretary or other person) _____________________________________________ as proxy to attend the Annual General Meeting of the York Region Amateur Radio Club, Inc., on June 4th, 2024 and vote on my behalf on each and any question brought before the assembly, or at any adjournment thereof, and I do hereby revoke and make void any former instrument appoint a proxy on my behalf.


Dated at _______________ this ___________ day of _____________, 2024.


Name and call of member (print) __________________________________


Signature of member __________________________________

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.
   

2017 YRARC Board of Directors Election

At the AGM on June 6, 2017 an election for new Board Members will take place. There are 10 positions on the Board, and each year we elect 5 new Board Members for 2 year terms. The terms of the following Board Members expire on June 30th. Board Members are permitted to stand for reelection.

• Barry VA3LLT
• Doug VE3ATP
• Chris VE3NRT
• Steve VE3UT
• John VA3JI

Nominations may be sent to the club secretary in advance of the AGM as well as at the meeting itself. Directors elected for 2 year terms in 2016 who will continue through to June 30th, 2018 are:

• John VE3IPS
• Eric VE3EB
• David VA3DCY
• Rick VA3VO
• Geoff VA3GS

73,

Chris VE3NRT

Minutes - YRARC Board of Directors 2016-05-17

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:05 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Geoff VA3GS, Rob VE3RQB, Doug VE3ATP, Barry VA3LLT, David VA3DCY. Absent: Eric VE3EB, Alf VA3BLE. Others attending: Peter VE3PBT.

1. Agenda: Chris VE3NRT
   
   • Original item 5c (repeater messages and (ToT) changed to item 6b.
     
   • Moved by Geoff VA3GS , seconded by Barry VA3LLT to adopt the agenda. Carried.
     
2. Minutes: David VA3DCY. Moved by Geoff VA3GS , seconded by Barry VA3LLT to adopt minutes of Board Meeting dated 2016/04/19. Carried.
   
3. Membership: Alf VA3BLE. Not available. Note: Chris VE3NRT forwarded dues paid by Steve VE3SRV to John VA3JI.
   
4. Hamfest: Geoff VA3GS. Geoff reported the hamfest is on schedule. Information has been sent to other clubs, is now posted on the RAC web site and will appear in the next 2 issues of the Canadian Amateur.
   
5. AGM Food: Peter VE3PBT. Peter reported the cost for food at the AGM should be approximately $230. $300 was approved for food at the last board meeting. The new BBQ has been assembled and is working.
   
6. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/04/30 [Balance available to members on request to Secretary]
     
   • Income: None
     
   • Expenditures: Shelter (partial cost) $182.72
     
   • Closing Balance 2016/04/19 [Balance available to members on request to Secretary]
     
   • Moved by John VA3JI seconded by Rob VE3RQB to adopt the treasurer's report. Carried.
     
7. Barry VA3LLT will have expenses to submit. Steve VE3UT questioned when will the existing budgeted amounts expire, and John VA3JI answered at the end of the club year (June 30).
   
8. Auditor's Report: Chris VE3NRT
   Chris reviewed the auditor's report, which contained the following suggestions:
   
   • The need to coordinate documentation between the treasurer and membership director for
     better accounting of membership money received.
     
   • Regarding club inventory, the need to have an accurate inventory and value of items, for
     insurance and net value purposes, and designate the responsibility to someone.
     
   • The need to have better control of club property stored in the container.
     
   • The use of personal credit cards is unwise.
     
   • The board should agree on a standard method to record financial transactions and
     membership and adhere to those policies. Most suggestions were of a minor nature, however suggestion #4 which questioned the advisability of members using their personal credit cards to pay for large purchases. It was agreed the next board should deal with this suggestion.
     
   • It was agreed the report should be published on the YRARC blog.
     
   • Moved by John VA3JI seconded by Geoff VA3GS to adopt the auditor's report. Carried.
     
9. Bylaws: Chris VE3NRT. Chris presented the submissions received regarding suggested changes to the bylaws.
   
   • Bob VE3WY: Limiting presidency to 4 consecutive years. Proposed: That the primary motion be amended to add the following text as section 10.5 of the draft By-Laws: “Notwithstanding section 10.4, no person may stand for or be elected President after serving as President for the previous four consecutive years, unless no other Director is willing serve.”
     
   • Doug VE3VS: Cleanup of Section 14 (Duties of Treasurer) Proposed: That the primary motion be amended to delete the point in section 14.1 of the draft By-Laws beginning with “disburse the funds….” and add the following two points in its place. “disburse the funds of the Corporation under the direction of the Board, taking proper vouchers or receipts for each transaction.” “render to the Board whenever required an account of all transactions and a written account of the financial position of the Corporation.”
     
   • Doug VE3VS: Comments on the terms used in the By-Laws. This and several other similar instances were addressed in the draft By-Laws.
     
   • Doug VE3VS: Editorial Revision to Section 17.1. Proposed: That the primary motion be amended to replace section 17.1 of the draft By-Laws with the following.
     “The Directors shall ensure that all necessary books and records of the Corporation, required by the by-laws of the Corporation or by any applicable statute or law, are regularly and properly kept.”
     
   • Mark VE3CT: Various Editorial Revisions. All of the concerns expressed have been addressed elsewhere.
     
   • Chris VE3NRT: Revisions to clarify the section on officers of the board and to allow for election of replacement officers by the board. Proposed: That the primary motion be amended to add a new section 10.6 of the draft By-Laws with the following text: Should any officer resign or become incapable of serving in their office prior to completing their term, the Directors will elect a replacement from the body of Directors at the next regular or special meeting of the Board.
     
   • Chris VE3NRT: Regarding conflicts of interest on the Board. Proposed: That the primary motion be amended to add a new section 7.2 of the draft By-Laws with the following text: “Conflicts of interest on the part of a Director in attendance at a meeting of the Board shall be disclosed in advance of any discussion or motions regarding that interest. When such interest becomes a matter of Board action, such Director shall neither vote not use personal influence on the matter, and shall not be counted in the quorum for any voting on such interest. The Director may, however, briefly state a position on the matter, and answer pertinent questions of Board members. The minutes of all actions taken on such matters shall clearly reflect that these requirements have been met.”
     
   • Chris VE3NRT: Regarding the criteria and privileges of family membership Proposed: That the primary motion be amended to add a new section 18.1 (d) of the draft By-Laws with the following text: “Family Member – For a fee which shall be determined from time-to-time by the Membership, other members of a Regular Member’s family may be added as a Family Member. To qualify, the Family Member must be related by blood or adoption to the Regular Member or spouse, and reside at the same address. Family Members are not required to pay additional annual dues.”
     
   • John VA3JI: Regarding the attendance of Members at YRARC Board meetings Proposed: That the primary motion be amended to add a new section 5.2 of the draft By-Laws with the following text: Board Meetings shall be held in a place that is open to and can accommodate a reasonable number of Voting Members in addition to the Directors. Non-Directors may observe but not take part in the proceedings except in response to an invitation to comment by and under the direction of the Chair. Voting Members may also make representations to the Board at any meeting provided permission is obtained from the Secretary or Chair at least 24 hours in advance of the commencement of the meeting.
     
   • John VA3JI and Barry VA3LLT: On in-camera meetings Proposed: That the primary motion be amended to add a new section 5.3 of the draft By-Laws with the following text: Notwithstanding section 5.2, the Board may from time-to-time conduct in-camera meetings following the regular business of the Board Meeting. Any resolutions from such meetings shall be recorded in the regular meeting minutes, which shall be made available to the members within reasonable time after the adjournment of the meeting.
     
   • John VA3JI and Barry VA3LLT: On the method of selection of the Club Executive General agreement that the current system is a better system, with sufficient transparency in that members are allowed to attend Board Meetings. (No proposal to change)
     
   • Barry VA3LLT: On errors or omissions in the notice for meetings Proposed: That the following section 6.4 be added to the draft By-Laws: Notwithstanding section 6.3, any deliberate error or omission in notice of such a meeting, may, when supported by majority vote of the Directors or Voting Membership, be sufficient grounds to invalidate the proceedings and resolutions of such meeting, in whole or in part. AND that the following section 21.2 be added to the draft By-Laws: Notwithstanding section 21.1, any deliberate error or omission in notice of such a meeting, may, when supported by majority vote of the Directors or Voting Membership, be sufficient grounds to invalidate the proceedings and resolutions of such meeting, in whole or in part.
     
   • Barry VA3LLT: On the definition of electronic means for conducting club business. Proposed: That the following section 2(l) be added to the draft By-Laws: "Electronic Means” means the communication through the official YRARC Yahoo group or by email to all email addresses provided by Members or Directors as appropriate.
     Communications by additional means, such as the club web site, blog and voice announcements on Club Repeaters is also encouraged.
     
   • Barry VA3LLT: On the recording of votes of the Board of Directors by electronic means. Proposed: That the following section 7.2 be added to the draft By-Laws: All votes conducted by telephone or electronic means shall be recorded by the Secretary and included in the minutes of the next Board Meeting.
     
   • Barry VA3LLT: On giving notice for meeting. Proposed: That section 20.5 of the draft By-Laws be changed to the following: No public notice or advertisement of the AGM or any meeting of the Members shall be required, but an effort must be made to communicate notice of the time and place of every such meeting, at least twenty-one (21) days in advance. AND That section 20.5 of the draft By-Laws be changed to the following: Whenever, under the provisions of the by-laws of the Corporation, notice is required to be given, such notice may be given either personally or by Electronic Means or by depositing same in a post office or a public letter box in a prepaid, sealed wrapper addressed to the Director, Officer or Member at his or their address as the same appears in the books of the Corporation. A notice or other document sent by post shall be held to be sent at the time when the same was deposited in a post office or public letterbox as aforesaid, or sent by Electronic Means at the time sent. For the purpose of sending any notice, the address of the Members, Director or Officer shall be his latest address as recorded in the books of the Corporation.
     
   • Barry VA3LLT: Editorial change, move paragraph 20.3 to section 6 Proposed: That section 20.3 of the draft By-Laws be renumbered to 12.5.
     
   • Bylaws: Chris VE3NRT. Motion that the proposed changes to the By-Laws as presented by Chris VE3NRT, be presented for approval by the membership at the AGM. Moved John VA3JI seconded Geoff VA3GS. Carried.
     
10. Property: Rob VE3RQB: The fittings from Cameron Canopies have been received, and there were no shipping charges, since they were picked-up from Tom at Cameron Canopies. We made our own wooden bases for the poles (conduit). The lock box codes for the trailers will be changed.
    
11. Repeaters: Steve VE3UT. The 6m repeater has a weak transmitter – only 1/2 watt output. A new no-cost radio will be available soon. The VE3YRC-V repeater at Bloomington has had a weak signal, however a site visit showed that all was OK. For the upcoming events on May 28 (the EmComm SET and the Public Service MADD ride)
    VE3YRA (350) will be un-linked from the other repeaters, to allow the MADD event to use VE3YRA, and the SET to use the other repeaters. AGM messages have been added to the repeaters. Messages generated by the repeater controllers and audio received on the links are mixed together. Reprogramming would be necessary to mute the repeater message when audio is being received on a link. To adjust the timeout, a slow 286 computer would be needed to make a changes.
    
12. Events & Public Service: Eric VE3EB (no report)
    
13. EmComm and Other Business: A request for EmComm headsets in the trailer prompted the following options:
    
    • have the users supply their own headsets
      
    • get approval from the membership to purchase headsets, after knowing more specific detail
      about what model would be desired.
      
    • A request for EmComm digital interfaces in the trailer prompted the following questions:
      
      • what programming cables are needed?
        
      • what digital cables are needed?
        
    • Approval from the membership would also be needed.
      
14. Motion 2016-05-17-8c to approve $1,000 for field day food and propane, moved Steve VE3UT seconded Geoff VA3GS. Carried. [Secretary note: Motion 2016-04-19-3c was already passed for $1,000 for field day food and propane, making Motion 2016-05-17-8c redundant.]. [Secretary note: No motion has been passed for fuel or toilets at field day]
    

Meeting adjourned

Minutes - YRARC Board of Directors Meeting 2016-06-21

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:00 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Geoff VA3GS, Rob VE3RQB, Barry VA3LLT, David VA3DCY. Absent: Eric VE3EB, Doug VE3ATP. (Alf VA3BLE had resigned). Board members elect attending: John VE3IPS, Rick VA3VO. Others attending: none

1. Agenda: Chris VE3NRT. Moved by Geoff VA3GS , seconded by Barry VA3LLT to adopt the agenda. Carried.
   
2. Minutes: David VA3DCY. Moved by Steve VE3UT, seconded by Rob VE3RQB to adopt minutes of Board Meeting. Date 2016/05/17. Carried.
   
3. New board members: Chris VE3NRT. Chris welcomed the new directors John VE3IPS and Rick VA3VO.
   
4. Meeting Schedule: Chris VE3NRT. Chris announced the dates of the board of directors meetings for the coming year. They are: 2016 July 19, August 16, September 20, October 18, November 15, December 20 and 2017 January 17, February 21, March 15, April 19, May 17 and June 21.
   
5. Election of officers: Chris VE3NRT. Chris announced that the officers for the year 2016/2017 will be elected at the next meeting on July 19. To be elected are: President, Vice President, Treasurer and Secretary. A ballot will be required for the election of the president (if not declared by acclamation).
   
6. Board procedures: Chris VE3NRT. Chris outlined the basic procedures followed by the board. A quorum of 6 members is required. We follow a simplified version of Robert's Rules, typically a motion is presented, followed by a discussion and a vote. The chair does not normally introduce motions and only casts a deciding vote in the event of a tie. A simple majority is required to pass a motion.
   
7. Auditor's report: none
   
8. Explanation of committees: Chris VE3NRT. Chris mentioned the various board committees, including: repeaters, WYNSORC coordination, EmComm/ARES, hamfest, property, finance, media and communications, field day and membership activities such as project night and fox hunts.
   
9. Meeting schedule and programs: Chris VE3NRT. Chris mentioned the general meeting schedule and the programs throughout the year with guest speakers at most meetings, the Christmas party meeting and the AGM.
   
10. Bylaws: The new bylaws ByLaws #7 were signed by Chris VE3NRT President and David VA3DCY Secretary.
    
11. Membership: Chris VE3NRT. Chris is in receipt of the membership list from Alf VA3BLE who has resigned.
    
12. Hamfest: Geoff VA3GS. Information is now on the RAC web site and will be passed out at the Milton hamfest and to other clubs. We will be at the same location as last year (Markham Fair Grounds), and the Aurora Lyon's Club will be serving breakfast again. Geoff is negotiating with the Markham Fair about the price.
    
13. Field Day: Steve VE3UT. We are ready for field day, June 25 and 26. Doug VE3ATP will tow the tower trailer to the site on Wednesday June 22, which is OK with Norma the site owner. Additional deliveries such as the club trailer will be made on Thursday. On Friday June 24 the kitchen shelter will be setup, and Brad VE3HII will start the installation of his satellite station. An estimated 50 people should show up over the weekend. EmComm will be involved, and dignitaries have been invited. Safety will be emphasized this year, with attention to grounding, safety markings for guys and tripping hazards, first aid, and a safety officer or designate will be on site for the duration ofthe event.
    
    • Motion 2016-06-21-4c1 to spend $135.60 for field day toilet rental, moved by Steve VE3UT seconded by Geoff VA3GS. Carried.
      
    • Motion 2016-06-21-4c2 that $100.00 be allocated for the purchase of gas for the generators, moved by Steve VE3UT seconded by Barry VA3LLT. Carried.
      
14. Treasurer's Report: John VA3JI
    
    • Opening Balance 2016/06/01 [Available to members on request to Club Secretary]
      
    • Income: Field day food from members $150.00
      
    • Membership dues $25.00
      
    • Expenditures: Field day toilet $135.60
      
    • Repeater expenditures $75.09
      
    • Trailer expenditures $26.98
      
    • Closing Balance 2016/04/19 [Available to members on request to Club Secretary]
      
    • Some AGM food money is to be returned, and the insurance bill payable in July has not been received.
      
    • Moved by Barry VA3LLT seconded by Rob VE3RQB to adopt the treasurer's report. Carried.
      
15. Property: Rob VE3RQB: The shelter is complete. The roof conduits (peak to eaves) have been shortened to accommodate the tarp. It is recommended that the trailer pullers have a schedule. A new padlock will be needed for the container; Rob would like to remove his lock.
    
16. Repeaters: Steve VE3UT. The VE3YRC-V (Aurora) exciter and PA problems have been remedied. There was a bad pot on the exciter and a spare PA was repaired. We now have 2 spare 100 watt PAs. At the moment, we are running on a temporary PA. While the repeater was out of service, the controller was updated. There are still some minor software issues. Future repeater projects could include internet access.
    
17. Other business:
    
    • Don VE3IXJ has noted that EmComm is interested in a digital network, (however the GTA is not interested). Greg Staznia from York Region, Chris VE3NRT and Mike VA3MCT will meet to discuss the region's needs. There may be some financial help from the region for a possible project. Any proposed network should be self testing and be able to report problems. Possible options might include Microtik and Ubiquity.
      
    • The board thanked Rob VE3RQB for his work on the board.
      

Meeting adjourned.

Minutes - YRARC Board Meeting 2016-04-19

Meeting held in the Magna Centre, multi purpose room 1. Called to Order at 19:05 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Rob VE3RQB, Alf VA3BLE, Geoff VA3GS, Eric VE3EB, Barry VA3LLT, David VA3DCY. Absent: Doug VE3ATP. Others attending: Peter VE3PBT

1. Agenda: Chris VE3NRT. Moved by Rob VE3RQB, seconded by Steve VE3UT to adopt the agenda. Carried
   
2. Minutes: David VA3DCY. Moved by Barry VA3LLT, seconded by John VA3JI to adopt minutes of Board Meeting date 2016-03-15. Carried
   
3. Membership: Alf VA3BLE. We have 3 new members, with 80 members, with 77 voting members.
   
   • A motion to give the last 3 members a free food ticket at field day was moved by Barry VA3LLT and seconded by Rob VE3RQB. Following a discussion, it was moved by Barry VA3LLT and seconded by Rob VE3RQB to postpone the motion indefinitely. Carried
     
   • AGM Food: Motion 2016-04-19-3b, moved by Steve VE3UT, seconded by Geoff VA3GS to allocate $300.00 for food at the AGM. Carried.
     
   • Field Day Food. Peter VE3PBT reported that Chris VA3DXZ has offered to supply the beef for field day. Motion 2016-04-19-3c, moved by Geoff VA3GS, seconded by Eric VE3EB that we budget $1000.00 for food (including the cost of propane) at field day. Carried.
     
   • Moved by Geoff VA3GS, seconded by John VA3JI that we charge $10 per person for those wishing to eat at field day (to include all meals). Carried.
     
   • Hamfest: Geoff VA3GS. Geoff produced a preliminary information sheet for the Hamfest, scheduled for 2016/11/05, to be held at the Markham Fair grounds. The Aurora Lions Club would be willing to serve breakfast again.
     
   • Meetings: Geoff VA3GS. The speaker for the May general meeting will be Dan VE3DOF speaking on robotics.
     
4. Governance
   
   • Audit: No report
     
   • Treasurer's Report: John VA3JI
     
     • Opening Balance 2016-04-01 [Available to members by request to secretary]
       
     • Income: None (in April before the meeting)
       
     • Expenditures: Power gates for repeaters $200.00
       
     • Closing Balance 2016/04/19 [Available to members by request to secretary]
       
     • Income: Received for memberships (at the meeting) $75.00
       
     • Moved by John VA3JI seconded by Geoff VA3GS to adopt the treasurer's report. Carried.
       
5. Property: Rob VE3RQB
   
   • Rob and Peter proposed the purchase of fittings from Cameron Canopies, plus the necessary 1” conduit to build a frame 20' wide x 30' long, to be covered by tarps (not included in the price).
     
   • Motion 2016-04-19-5a moved by Steve VE3UT, seconded by Geoff VA3GS to purchase the necessary conduit and fittings to build a 20'x30' frame. Motion amended by Eric VE3EB, seconded by Barry VA3LLT that the cost should be $482.00 plus tax plus shipping. Carried.
     
6. Trailer: Barry VA3LLT
   
   • Barry proposed that Rick VA3VO be added to the list of trailer towers.
     
   • Moved by Rob VE3RQB seconded by Barry VA3LLT that Rick VA3VO be added to the list of trailer towers. Carried.
     
7. Repeaters: Steve VE3UT. There has been no response from the owner of repeater VE3PIC. Steve suggested we drop the project of possibly linking VE3PIC with our repeaters. Steve suggested we attempt to sell our old RC85 controllers at the upcoming Smith's Falls hamfest.
   
8. Events & Public Service: Eric VE3EB. These are the upcoming public service events:
   
   • Cancer Recovery Ride (new event) in Sutton May 14
     
   • MADD (motor cycle ride) May 28
     
   • Mt. Albert parade June 4
     
   • Mt. Albert run June 5
     
   • Aurora Street Sale (trailer required) June 6
     
   • Newmarket Jazz Fest (new location) (trailer required) July 29 – Aug 1
     
9. Field Day: Steve VE3UT
   There was a field day meeting, held with EmComm on Thursday April held with EmComm on Thursday April 14. Food for field day was covered. For the May meeting as site plan and antenna placement to be decided.
   
10. Other Business: Rob VE3RQB knows of a Fusion owner looking for a site, and he has also identified the "belcher" on VE3YRC-V.
    

Notice of Annual General Meeting

Notice of Annual General Meeting

Take notice that the Annual General Meeting of the members of the York Region Amateur Radio Club, Inc., will be held at the usual meeting place, the Sharon Temperance Hall, 18974 Leslie Street, Sharon, at the usual hour of 7:30pm on Tuesday June 7th, 2016 for the purposes of approving the financial statements for fiscal year 2015 and the election of directors to hold office for 2 years commencing July 1st, 2016.

Regular, family and life members are advised that they have the right to attend and vote in person at this meeting, in accordance with the usual rules of order, and further, in the event of a member’s absence, the member has the right to appoint a proxy to vote on his or her behalf. An appropriate form is included at the end of this publication. Members who are unable to attend the Annual General Meeting may complete, date and sign a proxy form, which must be delivered to the Secretary prior to the call to order of the Annual General Meeting, to be eligible for voting.

For those wishing to mail a proxy, please send it to David Craig, VA3DCY, .

Dated this day May 15th, 2016 at Aurora, Ontario.
Chris Sullivan, VE3NRT, President.

PROXY

The undersigned being a current member of the York Region Amateur Radio Club, Inc. hereby appoints


(Name of Secretary or other person) _____________________________________________ as proxy to attend the Annual General Meeting of the York Region Amateur Radio Club, Inc., on June 7th, 2016 and vote on my behalf on each and any question brought before the assembly, or at any adjournment thereof, and I do hereby revoke and make void any former instrument appoint a proxy on my behalf.


Dated at _______________ this ___________ day of _____________, 2016.


Name and call of member (print) __________________________________


Signature of member __________________________________