Minutes - YRARC Board of Directors Meeting - 2018-02-20

Meeting held in the Magna Centre, Multipurpose Room 4. Called to Order at 19:15 by Chris VE3NRT. Board members attending: Chris VE3NRT (P), Steve VE3UT (VP), Charles VA3TTB (T), Barry VA3LLT, John VE3IPS, Mike VA3MCT, David VA3DCY (S). Absent: Geoff VA3GS, Rick VA3VO, Eric VE3EB. Others attending: None

1. Approval of Agenda & declaration of conflicts of interest. Amendments: None. Conflicts of interest declared: None. MOTION: To adopt the agenda, Moved Barry VA3LLT, seconded Steve VE3UT. Carried.
   
2. Minutes: MOTION: To adopt minutes of Board Meeting date 2018/01/15. Moved Steve VE3UT, seconded Barry VA3LLT. Carried.
   
3. Actions arising from minutes: None
   
4. Committee Reports:
   
   1. Treasurer’s Report: Charles VA3TTB
      
      Income Expenditures Balance
      • Opening Balance 2017/12/01 [is available to members from Secretary on request]
        
      • Memberships $25.00
        
      • Total income $25.00
        
      • Cheque $20.00
        
      • Total expenditures $20.00
        
      • Interim balance 2017/12/19[is available to members from Secretary on request]
        
      • MOTION: To adopt the treasurers report. Moved Charles VA3TTB, seconded Barry VA3LLT. Carried.
        
5. Insurance: Charles VA3TTB. The Directors and Officers insurance is due on March 15. This policy does not automatically renew, and must be applied for each year. Again the need for this insurance was debated, since according to RAC and their insurance provider, D&O insurance is not necessary for amateur radio clubs, since we have no shareholders, no employees and not other other parties who would rely on the club for income or other funding. The topic of renewing the insurance was debated. MOTION: To renew the D&O insurance. Moved Barry VA3LLT, seconded Mike VA3MCT. Carried.
   
6. Repeaters: Steve VE3UT. The power supply for VE3YRA is on hand, and ready to be installed. VE3YRK VHF is still off air due to the 4:1 SWR. A new antenna should be available in the spring. Chris VE3NRT noted that the D-Star operating system is no longer maintained.
   
7. Winter Field Day: Steve VE3UT. Steve presented his WFD cost summary:
   

   Item	Advance	Expenditures	Refund
   Advance	$275.00
   Gas bought Steve VE3UT		$90.00
   Gas bought David VA3DCY		$23.40
   Propane	$15.00
   Name plate for Melted Coffee Pot award		$8.00
   Kitchen expenses (drinks/snacks) Peter VE3PBT		$54.20
   Total expenses		$190.60
   Excess gas purchased Steve VE3UT	$21.00
   Total money received		$296.00
   Cash returned to treasurer		$296.00 - $190.60	$105.40

   • Winter Field Day cost: $190.60 - $21.00 = $169.60
8. Web Site: Mike VA3MCT. The new web site is ready to go and we have access to thee products and services offered by Tech Soup, such as 'Google for non-profits'.
   
9. ARES: Mike VA3MCT. There has been no recent activity, but we have been invited to the Barrie ARES Central Ontario meeting on April 7 and have been asked to bring our trailer. MOTION: To allow the trailer to leave York Region to go to Barrie for April 7. Moved Mike VA3MCT, seconded John VE3IPS. Carried. John VE3IPS will attend a GTA ARES meeting in February.
   
10. Auditor: Charles VA3TTB. Charles VA3TTB met with John VA3JI and Doug VE3XV to discuss the auditor's requirements and to establish procedures and guidelines. Charles distributed a draft of the proposed procedures.
    

Minutes - YRARC Board of Directors Meeting 2018-01-16

Meeting held in the Magna Centre, Multi Purpose Room 4.. Called to Order at 19:10 by Chris VE3NRT Board members attending: Chris VE3NRT (P), Steve VE3UT (VP), Charles VA3TTB (T), Geoff VA3GS, Barry VA3LLT, Eric VE3EB, David VA3DCY (S), Mike VA3MCT. Absent: Rick VA3VO, John VE3IPS. Others attending: None

1. Approval of Agenda & declaration of conflicts of interest. Amendments: None. Conflicts of interest declared: None. MOTION: To adopt the agenda, Moved Barry VA3LLT, seconded Steve VE3UT. Carried.
   
2. Minutes: MOTION: To adopt minutes of Board Meeting date 2017/12/19. Moved Mike VA3MCT, seconded Steve VE3UT. Carried.
   
3. Actions arising from minutes
   
   1. Rick to attempt to sell hardline on Kitchener swap net – no update.
      
   2. Alex to be reimbursed $20 for stolen item at Hamfest. Cheque will be written.
      
   3. Set up recording of the repeater with time stamping – no progress to date. There seems to be no jamming at the moment.
      
   4. Establishment of a dollar value threshold to record assets. The value would be the current value. MOTION: That $100 be established as the threshold in determining when to record an item as an asset. Moved Geoff VA3GS, seconded Steve VE3UT. Carried.
      
   5. Geoff VA3GS will get a quote for QSL cards.
      
4. Treasurer’s Report: Charles VA3TTB. MOTION: To adopt the treasurers report. Moved Charles VA3TTB, seconded Geoff VA3GS. Carried.
   
   • Opening balance - members may request balance from Club Secretary
     
   • Memberships $305.00
     
   • Markham Fair rebate $460.45
     
   • Hamfest 2016 $100.00
     
   • Hamfest 2017 $270.00
     
   • Other $80.00
     
   • Go-kit item replacements -$51.83
     
   • Hamfest expenses -$842.82
     
   • Trailer repair parts -$51.56
     
   • Winter Field day 2018 -$275.00
     
   • Food for December gathering -$196.09
     
5. Insurance: Charles VA3TTB
   
   • RAC insurance is provided by AON. $5 million liability insurance for a club costs $160/year plus $1 for each RAC member and $10 for each non RAC member. The coverage includes members and visitors.
     To include a name insured, there is a $75 one time charge for each named insured.
     
   • RAC property insurance rates are 1% of the insured value per year.
     
   • Vehicle insurance is not available from RAC.
     
   • Director's insurance according to AON is likely not required for our club.
     
6. Banking: Charles VA3TTB We need a signing director (in addition to Charles) to sign a bank form to allow Charles (the treasurer) to have read-only access to our bank balances. Steve VE3UT will provide the second signature.
   
7. Auditor: Charles VA3TTB. Charles VA3TTB and John VA3JI will meet with Doug Smith to discuss the auditor's requirements and to establish procedures and guidelines.
   
8. Trailer: Barry VA3LLT. The trailer is currently at Al's Tack Shop. It was moved there after the Scout winter camp at nearby Shadow Lake, to be on site for Winter Field Day.
   We may need to repair a speaker connector.
   Repeaters: Steve VE3UT. There have been no changes to the repeaters. Gf VA3GS has submitted the repeater information to WYNSORC for this year.
   Web Site: Mike VA3MCT. Mike asked the board to look at the new website and send him comments. He will resend the site URL.It may be possible to send e-mail to members via 'Google for business' or Mail Chimp.
   Hamfest: Geoff VA3GS. No report, the hamfest is finished for the year.
   
9. Property: Rick VA3VO. No report.
   
10. Public Service: Eric VE3EB. At the recent Scout winter camp, Brian VE3IBW and Eric were in the trailer demonstrating APRS to the older youth, and Geoff and David were in the main building teaching phonetics and code to the younger youth.
    
11. ARES: Mike VA3MCT. No report.
    Winter Field day: Steve VE3UT: Steve noted there are 2 weeks left before Winter Field Day. Setup will be on Friday January 26 and the trailer is already on site. $55 has been given to Peter VE3PBT to purchase refreshments, and $220 is on hand to pay for fuel. The 40m dipole needs to be repaired – wires re-soldered to the balun. Steve noted that we should do an equipment check following each event to check for damaged or missing equipment.
    
12. Basic qualification course: Geoff VA3GS. There will be a new course next fall.
    
13. Membership: Barry VA3LLT We have approximately 70 members.
    
14. New Business:
    
    • Meeting Attendance. A review of board members attendance was discussed.
      
    • A Stouffville Scout group would like us to do a presentation at one of their Thursday meetings. The presentation would be approximately 1 to 1.5 hours long. Code/voice/APRS to be determined. The date to be determined.
      
    • Gas used at the previous Scout winter camp. MOTION: To reimburse David VA3DCY for gas purchased upon presentation of a receipt, value not to exceed $30. Moved Steve VE3UT, seconded Eric VE3EB. Carried.
      
    • USB – RS232 adaptor for D-Star trailer radio. MOTION: To reimburse Steve VE3UT for the purchase of the USB adaptor $30 max. The motion needs to be presented at the next General meeting.
      
    • Club event vests: Eric VE3EB - Eric proposed purchasing identical vests with the club ID/logo, to be worn by club members at club public events. He suggested purchasing 16 to 20 vests that would be owned by the club, and members could also purchase their own vests. He also proposed purchasing an open tracker in the future.
      

Minutes - YRARC Board of Directors 2017-07-18

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:15 by Geoff VA3GS. Board members attending: Barry VA3LLT, David VA3DCY, Eric VE3EB, Geoff VA3GS, Mike VA3MCT, Rick VA3VO, Steve VE3UT. Absent: Charles VA3TTB, Chris VE3NRT, John VE3IPS. Others attending: John VA3JI.

1. Approval of Agenda & declaration of conflicts of interest. Amendments: There was no prepared agenda.
   
2. Election of President. There was no one elected as president
   
3. Election of Officers.
   
   • Moved by Rick VA3VO, seconded by Eric VE3EB that Steve VE3UT be nominated for the office of vice-president. There were no other nominations. Steve VE3UT becomes the new vice-president. Carried.
     
   • There was no one elected as treasurer.
     
   • Moved by Steve VE3UT, seconded by Eric VE3EB that David VA3DCY be nominated for the office of secretary. There were no other nominations. David VA3DCY becomes the new secretary. Carried.
     
4. Other appointments:
   
   • Repeater: Steve VE3UT
     
   • WYNSORC: Geoff VA3GS
     
   • Public Service: Eric VE3EB
     
   • EmComm/ARES: John VE3IPS and Mike VA3MCT
     
   • Membership: Barry VA3LLT
     
   • Property: Rick VA3VO
     
   • Trailer: Barry VA3LLT
     
   • Media & Communications: (not filled)
     
   • Field Day: Steve VE3UT
     
   • Meeting Programs: Geoff VA3GS
     
   • Hamfest: Geoff VA3GS
     
   • Web Site: Mike VA3MCT
     
   • Training: Geoff VA3GS
     
   • Moved that the positions be filled by the directors listed above by Geoff VA3GS. Seconded by Mike VA3MCT. Carried. As newly elected vice-president, Steve VE3UT now chaired the meeting.
     
5. Minutes: David VA3DCY. Motion: To adopt minutes of Board Meeting 2017/06/20. Moved Barry VA3LLT, seconded Geoff VA3GS. Carried.
   
6. Treasurer’s report: John VA3JI (past treasurer)
   
   • Balance at end of Fiscal Year 2017: [Balance available to members on request to club secretary]
     
   • Transferred to Fiscal Year 2018: [Balance available to members on request to club secretary]
     
   • There were no transactions.
     
   • Closing Balance 2017/07/18: [Balance available to members on request to club secretary]
     
   • Motion: To adopt the treasurer’s report and to thank John VA3JI for a job well done. Moved Geoff VA3GS, seconded Steve VE3UT. Carried.
     
7. Field Day: Steve VE3UT
   
   • Steve mentioned that Peter VE3PBT will not be able to cook next year. We will need other arrangements.
     
   • Steve and David will meet to complete the field day accounts.
     These are the results of Summer Field Day 2017:
     

     160m –3 qso	20m cw – 32 qso
     80m cw – 55 qso	20m dig – 37 qso
     80m dig – 12 qso	20m ph – 455 qso
     80m ph – 183 qso	15m ph – 12 qso
     40m cw – 476 qso	Sat – 64 qso (an all time record)
     40m dig – 181 qso	GOTA – 22 qso
     40m ph – 142 qso

     We also received bonus points for running on generators, media, agency, youth involvement,copying the W1AW bulletin and safety.
     
8. Public Service: Eric VE3EB
   
   • Eric thanked those who participated at the Canada Day event at the Sharon Temple.
     
   • There will be another Sharon Temple event on Sunday 2017/07/23.
     
   • The Newmarket Music Festival will return to the Newmarket Riverwalk Commons with new dates 2017/08 /25 to 27.
     
9. Trailer: Barry VA3LLT. The trailer needs a clean-up and a complete inventory.
   
10. Hamfest: Geoff VA3GS. Information has been sent to vendors, and is also on the RAC website. On-Line Motion: 2017-06-22-1 to pay $785.80 for the Markham Fair - Hamfest Deposit. Moved Geoff VA3GS, seconded David VA3DCY. Carried.
    
11. Property: Rick VA3VO
    
    • We need to decide what goes on the inventory list.
      
    • It was decided to recall all go-kits and replace any missing items. The go-kits will be recalled for the September meeting.
      
    • The new inventory list of equipment should include serial numbers (if available) and inventory tags should be added to all equipment, including power supplies and repeaters.
      
    • John VA3JI suggested creating an on-line data base, accessible to all board members, and John volunteered to set up the data base.
      
12. Programs and Classes: Geoff VA3GS. At the September meeting, Grant VE3XTV will be our speaker.
    
13. Repeaters: Steve VE3UT. Doug VE3ATP has a 900 MHz antenna that could be used for an ATV repeater and a data link radio. Motion: That Grant VE3XTV be allowed to operate at TV repeater, and use the call sign VE3YRC for a period of one year. Moved Mike VA3MCT seconded Geoff VA3GS. Carried.
    
14. Membership Database: John VA3JI. John will update the list of board members who will be allowed access to the database
    
15. Trillium Grant: Eric VE3EB
    
    • Eric suggested that we hold off until the fall, before proceeding with a grant proposal and application.
      
    • Eric also suggested using a Drop-box for board documents.
      
16. Outreach: Mike VA3MCT. We need to approach the public to create awareness of our club, typically a table at a library or a farmer's market, to pass out information to the public.
    

Meeting adjourned at 21:05. Moved Geoff VA3GS, seconded Eric VE3EB. Carried.

• Trailer insurance: On-line Motion: 2017-07-21-1 to pay $811.00 for trailer insurance. Moved David VA3DCY seconded Chris VE3NRT. Carried.
  
• On-line Motion: 2017-07-21-2 that we authorize John VA3JI to act as interim treasurer, and give him the authority to sign the cheque for the trailer insurance on behalf of the board. Moved David VA3DCY seconded Chris VE3NRT. Carried.
  

Minutes YRARC Board of Directors 2017-04-18

Meeting held in the Magna Centre, Multi Purpose Room 1. Called to Order at 19:10 by John VA3JI – meeting later chaired by John VE3IPS. Board members attending: John VE3IPS V. Pres. John VA3JI Treasurer, Steve VE3UT, Geoff VA3GS Eric VE3EB, Doug VE3ATP, David VA3DCY Secty, Rick VA3VO, Barry VA3LLT. Absent: Chris VE3NRT Pres. Others attending: Doug VE3XV

1. Approval of agenda and declaration of conflict of interest: John VA3JI. Motion to adopt the agenda, moved Geoff VA3GS, seconded Eric VE3EB. Carried.
   
2. Minutes: David VA3DCY. Motion to adopt the minutes of the 2017/03/21 meeting, moved David VA3DCY, seconded Barry VA3LLT. Carried.
   
3. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/04/01 [Available to members on request to secretary]
     
   • Income: Dues $50.00
     
   • Expenditures: None $0.00
     
   • Moved by John VA3JI, seconded by Geoff VA3GS to adopt the treasurer's report. Carried.
     
4. Summer Field Day: Steve VE3UT.
   
   • Steve is working with Peter VE3PBT to create a food budget. At the last general meeting it was proposed that we charge $15 per person for food for the weekend meals. Following a discussion it was decided to charge $15 per person for Field Day food if payment is received by the annual general meeting (AGM) in June. The charge would increase to $20 per person if payment is received after the cut-off date. The purpose of having 2 different prices, is to encourage members to commit early, so that Peter can better estimate the quantity of food to buy. We will issue wrist bands at check-in as proof of payment.
     
   • Moved by Steve VE3UT, seconded by Geoff VA3GS that we charge $15 per person for Field Day food, if paid by the AGM, and $20 per person if paid after the AGM. Carried.
     
5. Trailer Hilomast: Barry VA3LLT
   
   • The top section of the mast needs repair. Barry VA3LLT and Steve VE3UT removed the top section of the mast and brought it to the meeting to show the damage. They had previously taken the mast section to 'Rob the machinist' a friend of Rob VE3RQB.
     
   • The mast had split along the very thin section where a key way was cut into the material, likely caused by water entering the tubing, remaining there during the winter and freezing.
     (There was discussion about removing the top section, draining it and adding antifreeze to prevent future damage.)
     Rob gave them several options to repair the mast section.
     
   • Welding the crack was not an option since the heat would likely bend the tubing making it useless as a mast section.
     
     • Option 1 – insert a solid bar inside to reinforce the existing tube. Cost about $40 to $50
       
     • Option 2 – make a new tube from thicker aluminum. Cost about $230
       
     • Option 3 – make an new top section from solid aluminum with a 10” hole drilled in the top. Cost about $250
       
   • The 3 options were voted on to determine which option to choose. Option 1 – 2 votes, Option 2 – 5 votes, Option 3 – 2 votes.
     
   • Moved by Rick VA3VO, seconded by Steve VE3UT that we proceed with option 2 to have the mast section repaired locally with a cost of $300 max. Carried
     
   • Moved by Rick VA3VO, seconded by Barry VA3LLT that because we need the repairs done a quickly as possible, this should be considered an emergency repair, and it would not need to be approved in advance by the membership. Carried
     
6. Public Service: Eric VE3EB
   
   • There will be no MADD ride or EMS ride.
     
   • The first event will be the Mount Albert 5K Walk/Run on June 3.
     
   • Future events include: Mount Albert 5K Walk/Run - June 3, Aurora Street Festival – June 4, Sharon Temple Heritage Celebration - June 8, Sharon Temple Canada Day - July 1,
     Sharon Temple Sharon Soundbites - July 23, Newmarket Music Festival (returned to the old location - Riverwalk Commons) – Aug. 25, 26 & 27, Sharon Temple Illumination - Sept. 8, Sharon Temple Weaving Words - Sept. 17 and Run for the Cure Richmond Hill - Oct 1.
     
   • Eric would like to have pamphlets to hand out at public service events, and will investigate the cost.
     
   • The web site needs to be updated. Someone with Joomla experience is needed. It was suggested that a contest for students (similar to the contest for a new club logo a few years ago) might be a possibility.
     The web site should be downsized to make it more manageable.
     
   • Moved by Rick VA3VO, seconded by John VA3JI that Geoff VA3GS and Eric VE3EB explore updating the web site. Carried
     
7. Auditor: Doug VE3XV
   
   • Doug presented his interim audit report.
     
   • There were procedures where he found them to be acceptable.
     
   • Some items such as inventory and insurance would need further investigation before his final report.
     
8. Hamfest: Geoff VA3GS
   Geoff proposed that for the hamfest this fall, that we rent halls 1 and 2 and not halls 2, 3 and 4.
   Hall 1 is now available and would be large enough to hold all of the vendors that have been in halls 3 and 4. Hall 2 would continue to be the assembly area before the event opened. Further discussion to be held at a later time.
   
9. Foxhunt: John VE3IPS. No further foxhunts are being planned at this time.
   
10. EmComm: John VE3IPS. The status of further EmComm meetings is unknown. The Trillium Grant proposal is on hold.
    
11. D-Star: John VE3IPS. There is an upgrade to D-Star. John will investigate.
    
12. Hammond Museum: John VE3IPS. The date for the visit to the museum is Saturday June 17.
    
13. Trailer repairs: Rick VA3VO. The brakes on the railer need to be adjusted. This will be discussed at the nest meeting.
    

Meeting adjourned at 21:30. Moved by John VA3JI, seconded by Steve VE3UT. Carried

Notice of the 2017 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 6th, 2017 for the purposes of approving the financial statements for fiscal year 2016 and the election of directors to hold office for 2 years commencing July 1st, 2017.

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, David Craig, VA3DCY.

Dated this day May 7th, 2017 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 6th, 2017 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 _____________, 2017.


Name and call of member (print) __________________________________


Signature of member __________________________________

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 Meeting 2017-01-17

Meeting held in the Magna Centre, Multi Purpose Room 1. Called to Order at 19:05 by Chris VE3NRT. Board members attending: Chris VE3NRT Pres, Geoff VA3GS, Eric VE3EB, Steve VE3UT, Doug VE3ATP, Rick VA3VO, David VA3DCY Secty. Absent: Barry VA3LLT, John VE3IPS V. Pres. John VA3JI Treasurer. Others attending: None

1. Approval of agenda and declaration of conflict of interest: Chris VE3NRT. Additions: None. Motion to adopt the agenda, moved Eric VE3EB, seconded Geoff VA3GS. Carried.
   
2. Minutes: David VA3DCY. Minutes of the 2016/12/20 meeting to be adopted at the February meeting.
   
3. Treasurer's Report: Geoff VA3GS for John VA3JI.
   
   • Opening Balance 2016/01/01 [Available to members on request to Secretary]
     
   • Income: Dues $80.00
     
   • Refund from Markham Fair $1,856.00
     
   • Total income $1,936.00
     
   • Expenditures: None $0.00
     
   • Closing Balance 2017/01/17 [Available to members on request to Secretary]
     
   • Note: The December statement received and balanced. JI
     
   • Moved by Geoff VA3GS, seconded by Steve VE3UT to adopt the treasurer's report. Carried.
     
4. Meetings: Geoff VA3GS. The speakers planned for the upcoming general meetings are: February - Steve VE3EZ, March - Mike VE3MKX, April - Bob VE3WY and May John VA3KOT.
   
5. Winter Field Day: Steve VE3UT. WFD will have 6 people attending. The proposed budget is $140 for food and $100 for gas. Rick VA3VO's trailer will be used for cooking and there will be 2 trailers for radios. Norma, the owner of Al's Tack Shop, enquired about the club's insurance, since the site may be icy. David VA3DCY will contact the insurance company to provide Norma with proof of our insurance.
   
6. Repeaters: Steve VE3UT
   
   • There have been some recent D-STAR outages, likely caused by a malfunctioning firewall.
     
   • The UPS at the site is being upgraded.
     
7. Trillium Grant Proposal
   
   • Eric VE3EB. Eric is waiting for proposals from EmComm. Steve VE3UT: There are no available pairs available in the GTA for a DMR repeater. We could use the UHF pair from the D-Star repeater. Chris VE3NRT asked is there DMR coverage or adequate coverage in the GTA? It was noted that a used Motorola DMR repeater costs approximately $850 US on E-Bay.
     
   • Should replacement of one or more existing analogue repeaters be included in the Trillium Grant proposal? The existing repeaters are older than 30 years and it is difficult to replace parts. Replacements could include: 2 VHF repeaters, 1 UHF repeater, 3 controllers and switching power supplies. The radios should be commercial frequency agile radios. The priority for replacement is the VE3YRC VHF repeater.
     
   • Chris VE3NRT proposed including a HamWan 'back-bone' data network.
     
   • Eric VE3EB suggested upgrading the club web site.
     
8. D-Rats: Although D-Rats works on D-Star, it can only send files 'point-to-point', ie from one radio to another. Files can not be sent through an intermediate station, ie from radio 1, via 2 to 3.
   

Minutes - YRARC Board of Directors Meeting 2016-12-20

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:03 by Chris VE3NRT. Board members attending: Chris VE3NRT Pres, John VA3JI Treasurer, John VE3IPS V. Pres., Geoff VA3GS, Eric VE3EB, Steve VE3UT, Doug VE3ATP, Rick VA3VO, David VA3DCY Secty. Absent: Barry VA3LLT. Others attending: None

1. Approval of agenda and declaration of conflict of interest: Chris VE3NRT
   
   • Additions: 7 Floral motion.
     
   • Motion to adopt the agenda, moved Eric VE3EB, seconded Rick VA3VO. Carried.
     
2. Minutes: David VA3DCY. Moved by Steve VE3UT, seconded by Rick VA3VO to adopt minutes of the Board Meeting. 2016/11/15. Carried.
   
3. Meetings: Geoff VA3GS
   
   • The January general meeting will consist of a short business meeting, with a mini “for sale” table, and following the break there will be 5 minute talks from members.
     
   • The speakers planned for March, April and May are Mike VE3MKX, Bob VE3WY and Cliff VE3KOP.
     
   • We need a February speaker, or the meeting may be devoted to the proposed Trillium grant.
     
4. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/12/01 [Available to members on request to secretary]
     
   • Income: Dues $25.00
     
   • Expenditures: Flowers for Barry's wife $45.20
     
   • Food for Christmas party $187.71
     
   • Total expenditures: $232.91
     
   • Closing Balance 2016/12/20 [Available to members on request to secretary]
     
   • Moved by Rick VA3VO, seconded by Eric VE3EB to adopt the treasurer's report. Carried.
     
   • John went on to explain why we need to control our expenses so that we do not deplete our bank balance, and also because of the recurring expenses that need to be paid throughout the year, before we receive any income from dues or the hamfest.
     
5. Repeaters: Steve VE3UT
   
   • All repeaters are working well.
     
   • Chris VE3NRT may have time to work on the hardware for the IRLP and Echolink. The software is OK.
     
6. Winter Field Day: Steve VE3UT
   
   • The WFD site is now confirmed – it will be the same site as used for Summer FD at Al's Tack Shop. The dates are January 28 and 29.
     
   • Steve proposed a budget assuming 20 people would attend: Food $350, Propane for cooking and heating $100, Toilet $125 and Gasoline $300.
     
   • Geoff suggested having members indicate at the January meeting if they would attend, and collect food money from each member wanting to attend.
     
   • Moved by Rick VA3VO, seconded by Eric VE3EB that the board postpone approval of any motion to fund WFD until the membership approved of any funding. (There was no motion made to fund WFD following John VA3JI's cautioning about club expenses.)
     
   • Of interest for Summer FD, the property (Al's Tack Shop) has been subdivided and a portion of the property has been sold. This means future SFD station layouts will be different from past years.
     
7. Hammond Museum: John VE3IPS. There are probably no fees for entrance to the museum. Hours are 09:00 to 12:00. April could be a possible time to visit. Car pooling was suggested.
   
8. Trillium Grant Proposal: Eric VE3EB. There may be a new structure for seeking a grant. June is the target date for submitting a proposal. A financial statement may be required in the proposal. We will need letters of support from served agencies. A Yahoo group has been set up to communicate with members of the committee. We need committee members and each will be assigned with a responsibility. he committee will report to the board and membership monthly. Eric is asking for a proposed list of what should be included in the application.
   
9. Floral Motion: John VA3JI. Motion 2016-12-20-7 to approve payment $45.20 for flowers sent to Barry's wife. Moved by Geoff VA3GS, seconded by Eric VE3EB. Carried
   Fox Hunts: John VE3IPS. A winter date will be chosen with possibly 4 events for the year, perhaps once per month, and participation could be opened to other clubs.
   
10. Other business:
    
    • John VA3JI. Will replacing batteries in the existing D-Star radios be a club expense or will it be included in a Trillium grant?
      
    • John VE3IPS would like to get a D-Star radio to be loaned to a new member.
      

Minutes: Board of Directors 2016-10-18

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:00 by Chris VE3NRT. Board members attending: Chris VE3NRT Pres, John VA3JI Treasurer, Geoff VA3GS, Barry VA3LLT, Eric VE3EB, Steve VE3UT, David VA3DCY Secty, Doug VE3ATP, Rick VA3VO, Absent: John VE3IPS V. Pres. Others attending: None

1. Approval of agenda and declaration of conflict of interest: Chris VE3NRT
   
   • Additions: 6 Correction to August BoD minutes and 7 Winter Field day.
     
   • Motion to amend the agenda, moved Steve VE3UT, seconded Barry VA3LLT. Carried
     
   • Motion to adopt the agenda, moved Geoff VA3GS, seconded Rick VA3VO. Carried.
     
2. Minutes: David VA3DCY. Moved by John VA3JI, seconded by Doug VE3ATP to adopt minutes of the Board Meeting 2016/09/20. Carried.
   
3. Trailer: Barry VA3LLT. There is an 8” crack in the Hilomast, lower portion of the top section. Costs to repair options from the manufacturer: $250US plus brokerage fees (1 way) if shipped via UPS from Canada, $125US (1 way) if shipped from within the USA (Buffalo), $250US forrepair including parts and labour. If the mast was delivered to the factory (in Florida) the repair time would be approximately 2 hours. Other options suggested were to attempt to repair the mast section locally, pick up a replacement section in the spring and place a sleeve around the crack as a temporary fix. The agreed plan is to 1/ get a manual, 2/ order parts and ship if feasible and 3/ Chris or another club member could take the mast to Florida in the spring for repairs.
   
4. Hamfest: Geoff VA3GS. At the moment 80 tables (including 5 courtesy tables), have been sold out of 100. Setup will be at 13:00 Friday November 4. We will only be bringing the EmComm trailer, not the tower trailer to the hamfest. Don VE3IXJ will have a static display outside the trailer. We hope to have 'QSL' cards with club information available as a handout.
   
5. Meetings: Geoff VA3GS. There will be a silent auction at the November meeting with items from a donation to the club. Rick VA3VO will set the reserve bid prices. The January meeting could either be a 'junk-in-the-trunk' with mini presentations or, a Saturday visit to the Hammond Museum instead of the Tuesday meeting. The February meeting is undecided, March a talk from Mike VE3MKX, and the April and May meetings would be talks from Bob VE3WY and Dr Paul Delaney (dates to be determined).
   
6. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/10/01 [Available to members on request to secretary]
     
   • Income: Hamfest vendors: $422.00; Dues: $185.00; Donation: $7.02; Total:$614.02
     
   • Expenditures: Repeater: $75.00
     
   • Closing Balance 2016/10/18 [Available to members on request to secretary]
     
   • Hamfest Income: Tables: $588.00 (to date); Admissions: $210.00; Grand prize: $60.00; Total: $858.00
     
   • Moved by John VA3JI, seconded by Geoff VA3GS to adopt the treasurer's report. Carried.
     
7. Repeaters: Steve VE3UT.
   
   • Steve asked a question from Grant VE3ATV, do we want to promote an ATV repeater? It was decided to ask the club if there is any interest, and if there is to ask Grant to talk to the club members.
     
   • Motion 2016-10-18-4d to approve $75.00 for a mast section and cables used at the MacKenzie Richmond Hill Hospital when installing the link antenna for VE3YRA. Material supplied at cost by Rick VA3VO. Moved Steve VE3UT, seconded by Geoff VA3GS. Rick VA3VO abstained from voting. Carried.
     
8. Public Service: Eric VE3EB
   
   • The last events were 2 weddings at the Sharon Temple on Saturday October 1, and the Run for the Cure on Sunday October 2. There was a good turnout for the event, with 11 hams and 1 student participating.
     
   • Eric proposed getting QSL cards for public service events and hamfests, and 10 to 20 lightweight club jackets, instead of vests, which would be owned by the club.
     
   • We should set up a Trillium committee for funding these and other projects.
     
9. York Region Astronomy Association (YRAA): Chris VE3NRT. The YRAA is responsible for operation and maintenance of the equipment at the David Dunlap Observatory and also provides education to youth groups, schools and adults. In addition to optical astronomy, YRAA wants to incorporate radio astronomy into their offerings, and would welcome collaboration from YRARC. Chris will send a letter of YRARC support, to YRAA.
   
10. Correction of August BoD Minutes: David VA3DCY. The motion number for item 5b to purchase plaques for the Harvey Bell Award and the Melted Coffee Pot Award, was incorrectly published as “motion 2016-07-19-5b”. The correct motion number is 2016-08-16-5b. Motion 2016-10-18-6, moved by David VA3DCY, seconded by Geoff VA3GS that the minutes be corrected. Carried.
    
11. Winter Field Day: Steve VE3UT. We need to investigate the source of the noise at the Sharon Temple / Temperance Hall location, and we should ask Steve VE3EZ for assistance. 10 people attending a WFD event would be considered a success. WFD this year is on January 28 and 29.
    
12. Brad VE3HII noted that that VE3YRA was not listed in the AMSAT report for Summer Field Day.
    

Meeting adjourned at 20:50. Moved Rick VA3VO, seconded Geoff VA3GS. Carried

Minutes: Board of Directors Meeting 2016-11-15

Meeting held in the Magna Centre, multi purpose room. Called to Order at 19:04 by Chris VE3NRT. Board members attending: Chris VE3NRT Pres, John VA3JI Treasurer, John VE3IPS V. Pres., Geoff VA3GS, Barry VA3LLT, Eric VE3EB, Steve VE3UT, Doug VE3ATP, Rick VA3VO, David VA3DCY Secty. Others attending: None

1. Approval of agenda and declaration of conflict of interest: Chris VE3NRT. Additions: 8 WYNSORC. Motion to adopt the agenda, moved Rick VA3VO, seconded Geoff VA3GS. Carried.
   
2. Minutes: David VA3DCY. Moved by John VA3JI, seconded by Eric VE3EB to adopt minutes of the Board Meeting 2016/10/18. Carried.
   
3. Hamfest: Geoff VA3GS
   
   • The non-final results from the hamfest – we made a profit of approximately $2400 plus any possible deposit refund. Geoff thanked all involved for their efforts.
     
   • The question was asked 'should we consider another venue?' The answer was 'yes' if we can find a suitable location with ample parking.
     
   • The Lions Club sold out of their food.
     
   • Renting the third hall costs only $200, and it is good to have a place to keep the attendees out of the rain/cold.
     
4. Meetings: Geoff VA3GS
   
5. Bring non-perishable food items to the December meeting for the food bank.
   
6. There will be no speaker for the January meeting, but there will be time for '5 minute' show and tell presentations.
   
   • Dr. Delaney will be the guest speaker in February or March.
     
   • Mike VE3MKX will be the guest speaker in March or February.
     
   • Cliff VE3KOP will be the guest speaker in April.
     
   • Bob VE3WY will be the guest speaker in May.
     
   • The AGM will be in June.
     
   • Motion 2016-11-15-3b to approve $200.00 (maximum) for food at the December meeting, moved by Rick VA3VO, seconded by Eric VE3EB. Carried.
     
7. Treasurer's Report: John VA3JI
   
   • Opening Balance 2016/10/31 [Available to members on request to secretary]
     
   • Income: Hamfest tables $1455.00; Dues:$365.00; Auction: $140.25; Donation (COARC): $175.00; Hamfest door: $4614.90; Silent auction (Nov Mtg): $113.00; Total Income: $6863.15
     
   • Expenditures: Hamfest prizes: $196.00; Bank fees (Pay Pal): $1.03; Repeater (WYNSORC): $10.00: -$207.03
     
   • Closing Balance 2016/ 11/15 [Available to members on request to secretary]
     
   • Membership to date: Full voting: 33; Associate: 5; Family:17; Life: 9; Total: 60
     
   • Moved by John VA3JI, seconded by Geoff VA3GS to adopt the treasurer's report. Carried.
     
8. Repeaters: Steve VE3UT
   
   • The CW identifiers on VE3YRC-V and VE3YRA have been lowered.
     
   • The Fox Hunt is being announced on the VE3YRC-V and VE3YRA repeaters.
     
   • The link radio at the Bloomington site is now working, levels have been set up, but may need some final adjustments. We need to return to using the mic input on the link radio for better audio.
     
9. John VE3IPS: Members from the DDO will be attending the Fox Hunt. The starting location will be 12916 Yonge St. on November 19.
   
10. Public Service: Eric VE3EB
    
    • There are no public service events at the moment.
      
    • Eric would welcome suggestions from the membership and the board for the QSL cards.
      
    • Certificates of recognition will be prepared.
      
    • Barry VA3LLT: Should we have coffee mugs, either with the club logo only, or logo and the individual member's name and call? He will check prices, in possible lots of 10, 20 and 30, and enquire about interest at the next meeting. Chris will check the Costco prices as well.
      
11. Winter Field Day: Steve VE3UT. The David Dunlap Observatory might be a possible site for Winter Field Day. Steve will check to see if it is available, and we could also include the Maker's Group and Astronomy Group in WFD. Paul Mortfield is the astronomy contact.
    
12. Summer Field Day: Steve VE3UT. Peter VE3PBT may possibly not be available to cook be due to health concerns, however he may be able to advise and/or assist. Geoff has enquired if the Aurora Lions might be able to provide 3 or 4 meals, and is awaiting a reply.
    
13. Hammond Museum: John VE3IPS. At the next general meeting,John will propose a trip to the Hammond Museum.
    
14. PACTOR for EmComm: John VE3IPS. John is exploring the cost of PACTOR modems 1, 2 and 3. – Pactor 1 is the least expensive, Pactor 3 is the most expensive. It might be an item for a wish list on a Trillium Grant application, but a good business plan would be needed.
    
15. WYNSORC: John VA3JI and Geoff VA3GS. The annual dues of $10.00 are now due. Motion 2016-11-15-8 to approve $10.00 for WYNSORC dues, moved by John VA3JI, seconded by Geoff VA3GS. Carried.
    

Meeting adjourned at 21:00. Moved Barry VA3LLT, seconded Geoff VA3GS. Carried

Minutes YRARC Board of Directors 2016-07-18

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:05 by Chris VE3NRT. Board members attending: Chris VE3NRT, John VA3JI, Geoff VA3GS, Barry VA3LLT, Eric VE3EB, Doug VE3ATP, Rick VA3VO, David VA3DCY. Absent: Steve VE3UT, John VE3IPS.
Others attending: Peter VE3PBT

1. Agenda: Chris VE3NRT. Moved by John VA3JI, seconded by Rick VA3VO to adopt the agenda. Carried.
   
2. Election of President. Moved by Rick VA3VO, seconded by Barry VA3LLT that Chris VE3NRT be nominated for the office of president. There were no other nominations. Chris VE3NRT becomes the new president. Carried.
   
3. Election of Officers
   
   • Moved by Barry VA3LLT, seconded by Rick VA3VO that David VA3DCY be nominated for the office of secretary. There were no other nominations. David VA3DCY becomes the new secretary. Carried.
     
   • Moved by Barry VA3LLT, seconded by Eric VE3EB that John VA3JI be nominated for the office of treasurer. There were no other nominations. John VA3JI becomes the new treasurer. Carried.
     
   • Moved by Geoff VA3GS, seconded by Eric VE3EB that John VE3IPS be nominated for the office of vice president. There were no other nominations. John VE3IPS becomes the new vice president. Carried.
     
   • Minutes: David VA3DCY. Moved by John VA3JI, seconded by Geoff VA3GS to adopt minutes of Board Meeting dated 2016/06/21. Carried.
     
4. Other appointments:
   
   • Repeater: Steve VE3UT and Doug VE3ATP
     
   • WYNSORC: Geoff VA3GS
     
   • Public Service: Eric VE3EB
     
   • EmComm/ARES: John VE3IPS
     
   • Membership: Barry VA3LLT and John VA3JI
     
   • Property: Rick VA3VO
     
   • Trailer: Barry VA3LLT
     
   • Media & Communications: Eric VE3EB, VE3IPS and Chris VE3NRT
     
   • Field Day: Steve VE3UT
     
   • Meeting Programs: Geoff VA3GS and Chris VE3NRT
     
   • Hamfest: Geoff VA3GS
     
   • Moved that the positions be filled by the directors listed above, by Doug VE3ATP, seconded by Eric VE3EB. Carried.
     
5. Membership: Chris VE3NRT. Chris has the current membership materials, and will turn them over to Barry VA3LLT and John VA3JI. Rick VA3VO paid his $25 membership for the new year.
   
6. Hamfest: Geoff VA3GS
   
   • Geoff announced the prices for the coming event – Tables will be $28 each and admission will be $7 per person.
     
   • The door prizes have been purchased, and Geoff will visit the Markham Fair Grounds soon.
     
   • Flyers have been distributed at the Milton Hamfest, and 2 tables have been sold already.
     
7. Field Day: Steve VE3UT (Report next meeting). Motion 2016-07-19-6c to approve payment of $170.19 for Field Day gas. Moved by Geoff VA3GS, seconded by Barry VA3LLT. Carried. (previous motion 2016-06-21-4c2 that $100.00 be allocated for gas for the generators)
   
8. Treasurer's Report: John VA3JI Opening Balance 2016/06/01 [available to members upon request to Secretary]
   
   • Income: Field day food from members $370.00
     
   • Membership dues: $25.00
     
   • Surplus food sold at Field Day $40.00
     
   • Expenditures: Field day toilet $135.60
     
   • Repeater expenditures: $75.09
     
   • Trailer expenditures: $26.98
     
   • Trailer highway insurance: $811.00
     
   • Field Day gas and miscellaneous: $171.19
     
   • 1st deposit for Hamfest: $1,165.00
     
   • Door prizes, Hamfest $99.07
     
   • Closing Balance 2016-07-19 [available to members upon request to Secretary]
     
   • Field day food (preliminary)
     
     • Float issued for food: $1000.00
       
     • Collected June 7 meeting:$170.00
       
     • Collected at Field Day: $220.00
       
     • Surplus food sold to members: $40.00
       
     • Final total: $590.00
       
   • Moved by John VA3JI seconded by Rick VA3VO to adopt the treasurer's report. Carried.
     
9. Motion 2016-07-19-6d to approve payment of $811.00 for trailer insurance. Moved by John VA3JI, seconded by Eric VE3EB. Carried.
   
10. Property: Motion 2016-07-19-6e to approve purchase of a lock for the container, not to exceed $50.00. Moved by Geoff VA3GS, seconded by Barry VA3LLT. Carried.
    
11. Repeater
    
    • Repeaters: Steve VE3UT (Report next meeting)
      
    • YRK Gateway: Chris VE3NRT. The IRCDDB gateway software has been installed, and is now working for D-Star. It is open source with good support. Thanks to Keith VA3YC. CentOS 5 needs to be upgraded.
      
    • IRLP: Chris VE3NRT. IRLP is troublesome. The processor is hanging-up.
      
12. Public Service: Eric VE3EB
    
    • Past events have included the MADD poker run, the Mount Albert run, 2 events at the Sharon Temple, Aurora Street Fest.
      
    • Future events in the fall include the Newmarket Jazz Fest, the Sharon Temple, Run for the Cure and Animal Sanctuary.
      
13. Club Submission regarding Distracted Driving:Chris VE3NRT. We should get letters of support from served agencies, in support of Amateurs being exempted from Ontario's Distracted Driving laws (on a permanent basis).
    
14. YRLAB (York Region Maker Group). Maker day is September 10 (brochures?). A balloon launch is scheduled? We should support YRLAB with miscellaneous equipment and parts.
    
15. Programs and Classes: Geoff VA3GS. Geoff VA3GS is offering a Ham class in September. 2 meeting programs are covered for the fall.
    Should we continue with the “Junk meeting” in January, or should it be cancelled?
    
16. Harvey Bell Award Discussion; 2 nominations were made for the award; Following a discussion, it was moved by Geoff VA3GS, seconded by Barry VA3LLT that the award be presented to Rob VE3RQB. Carried. The announcement will be made at the September general meeting.
    
17. 2015/2016 Audit – Actions:
    
    • Membership and record keeping concerns will be addressed by Barry VA3LLT and John VA3JI.
      
    • Property concerns will be addressed by Rick VA3VO, and will use a new lock on the container.
      
18. Other Business
    
    • For Canada's 150 birthday celebrations, all amateurs will be able to use alternate call signs. “VE” call signs will be able to use the prefix “CG” and “VA” call signs will be able to use the prefix “CF”.
      
    • Doug VE3ATP noted that since our trailers have dual axles and are 'commercial' vehicles, we may be subject to CVOR regulations.
      

Minutes - YRARC Annual General Meeting 2016-06-07

1. The AGM was called to Order at 20:00 by Ron McCracken KG4CVL (Chair for the AGM)
   
2. Voting proxies were received from John Leonardelli VE3IPS and Michael Suljak VE3WPV.
   
3. Moved by Chris VE3NRT, seconded by Anthony VE3HIS that Bob Rennie VA3BSJ be appointed as the Auditor for 2016/2017. Chris VE3NRT presented the Auditor's Report for 2015/2016. In general everything is in good order, however there were 4 recommendations for the board to deal with. Moved by Rick VA3VO, seconded by Glen VA3AU that the auditor's report be accepted. Carried.
   
4. Chris VE3NRT presented the revised By-Laws #7 as reviewed by the board, with revised wording and new clarifications. The major changes were:
   
   • Rules and responsibilities were clarified
     
   • The term of the president was limited
     
   • Any motions passed in In-Camera meetings need to be posted to the membership
     
   • Electronic voting was clarified
     
   • Moved by John VA3JI, seconded by Bill VA3QB, that the Draft By-Laws #7 be approved. Carried unanimously.
     
5. Moved by Garrett VA3PYP, seconded by Jack VA3AUU that the actions of the board be ratified. Carried.
   
6. Chris VE3NRT reported that the board meeting attendance was acceptable over the past year, and called for reports by the continuing directors.
   
7. Ron KG4CVL called for nominations for the new board of directors. There are 5 vacancies for a 2 year term and 1 vacancy for a 1 year term.
   
   • Barry VA3LLT, nominated by Steve VE3EZ, seconded by Bill VA3QB for a term of 1 year.
     
   • Rick VA3VO, nominated by Steve VE3UT, seconded by Bill VA3QB for a term of 2 years.
     
   • John VE3IPS, nominated by Rob VE3RQB, seconded by Anthony VE3HIS for a term of 2 years.
     
   • Geoff VA3GS, nominated by Chris VE3NRT, seconded by Anthony VE3HIS for a term of 2 years.
     
   • Eric VE3EB, nominated by Chris VE3NRT, seconded by Bill VA3QB for a term of 2 years.
     
   • David VA3DCY, nominated by Eric VE3EB, seconded by Anthony VE3HIS for a term of 2 years.
     
   • Moved that nominations be closed by Roger VE3ROG, seconded by Glen VA3AU. Carried
     

Moved by Bill VA3QB, seconded by Garrett VA3PYP to adjourn the AGM at 20:35. Carried

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.

2016-2017 YRARC Board of Directors

With the AGM behind us, I'm pleased to report that we have a full complement of 10 directors for the coming operating year.

• Barry VA3LLT
• Chris VE3NRT
• David VA3DCY
• Doug VE3ATP
• Eric VE3EB
• Geoff VA3GS
• John VA3JI
• John VE3IPS
• Rick VA3VO
• Steve VE3UT

Chris VE3NRT

2016 Board Election

At the AGM on June 7, 2016 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
• Eric VE3EB
• David VA3DCY
• Rob VA3RQB
• Geoff VA3GS

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 2015 are:

• Doug VE3ATP
• Alf VA3BLE
• Chris VE3NRT
• Steve VE3UT
• John VA3JI

73,

Chris VE3NRT

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.
    

YRARC Board of Directors - Minutes 2016-03-15

Meeting held in the Magna Centre, Multipurpose Room1. Called to Order at 19:00 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Rob VE3RQB, Alf VA3BLE, Doug VE3ATP, Barry VA3LLT, David VA3DCY. Absent: Geoff VA3GS, Eric VE3EB. Others attending: none

1. Agenda: Chris VE3NRT. Moved by Rob VE3RQB, seconded by Steve VE3UT to adopt the agenda. Carried
   
2. Minutes: David VA3DCY. Moved by Alf VA3BLE, seconded by Rob VE3RQB to adopt minutes of Board Meeting date 2016/02/16. Carried
   
3. Repeaters: Steve VE3UT
   
   • The installation of backup batteries at VE3YRC-U (Richmond Hill) and VE3YRC-V (Aurora) is complete for repeaters and link radios.
     
   • We have two working RC85 controllers which have been repaired by Bruce VE3BV.
     
   • Questions were asked, should we sell them or keep or keep the for backups, and should we buy a backup 7330 controller with the proceeds from a possible sale?
     
   • Moved by Steve VE3UT, seconded by John VA3JI that we sell the RC85 controllers.
     
   • Moved by Barry VA3LLT, seconded by Rob VE3RQB that voting be deferred until after the PIC discussion. Motion carried by a vote of 4 for and 3 against the motion.
     
   • Doug VE3ATP raised the possibility of linking our repeaters with VE3PIC, still operating as an analogue repeater.
     
   • Moved by John VA3JI, seconded by Steve VE3UT that we ask Steve VE3EZ to approach Rick Smiles VE3IU about the possibility of linking with our repeaters. Carried. Chris checked the bylaws and confirmed that a simple majority is sufficient to pass a motion.
     
4. HamWAN, Trillium and MESH: Chris VE3NRT. There has been recent discussions on the YRARC Yahoo group about MESH. Chris noted that there is another option available for for linking sites with a digital network or MAN (metropolitan area network). The equipment used would be a weatherproof MicroTIK access point, mounted on a parabolic grid antenna, and connected to a power supply and network (inside) by a single CAT5 cable. The MicroTIK operates at 5GHz with a maximum power of 1.3W. Cost is approximately $100 US for the access point and $100 for a grid antenna. The proposed used would be to link EOC sites, with possible funding from a Trillium grant. Details can be found at hamwan.org.
   
5. Property: Rob VE3RQB. Rob will buy a BBQ at Home Depot to replace the defunct club barbecue. The purchase was approved in August 2015, motion number 2015-08-18-3b.He will talk to the owner of Cameron Canopies about the purchase of fittings for a shelter. There was discussion about the loan of a radio to a new member, however it was agreed that loaning the radio should not be a problem.
   
6. Membership: Alf VA3BLE. We currently have a total of 77 members, with 74 voting members.
   
7. Treasurer's Report: John VA3JI.
   
   • Opening Balance 2016/02/29 [Available to members on request to the club secretary]
     
   • Income: None
     
   • Expenditures: Directors and Officers Insurance $649.08
     
   • Closing Balance 2016/02/16 [Available to members on request to the club secretary]
     
   • Motion 2016-03-15-7 moved by John VA3JI seconded by Steve VE3UT to pay the directors and officers insurance. Carried.
     
8. Field Day: Steve VE3UT. There was a discussion about the upcoming field day, and Steve has agreed to continue as coordinator, however he needs an assistant. In addition there are new positions for this year including Safety Officer, which could be filled by David VA3DCY, and a Social Media Officer, which could be filled by Chris VE3NRT.
   
9. Meeting adjourned at 21:33 Moved Alf VA3BLE, seconded Barry VA3LLT. Carried
   

Minutes - YRARC Board of Directors Meeting 2015-12-15

Meeting held in the Magna Centre, multi purpose room 1.
Called to Order at 19:00 by Chris VE3NRT

Board members attending: Chris VE3NRT, Steve VE3UT, John VA3JI, Geoff VA3GS, Eric VE3EB, Barry VA3LLT, David VA3DCY, Rob VE3RQB, Doug VE3ATP and Alf VA3BLE.
Others attending: none

1. Agenda: Chris VE3NRT. Agenda adopted without changes.
   
2. Minutes: David VA3DCY. Moved by Steve VE3UT, seconded by Barry VA3LLT to accept the minutes of the 2015/10/20 BoD meeting. Noted by Alf VA3BLE that item 7b Membership, should be changed to read “60 voting members and 64 paid members” (not 64 paid members). Amendment moved by Rob VE3RQB, seconded by Eric VE3EB. Carried
   
3. Treasurer's Report: John VA3JI.
   
   • Opening balance 2015/12/01
     
   • Income: Refund Markham Fair $502.51 (Hamfest overpayment)
     
   • Expenditures: Hamfest facilities $4,901.35
     
   • Food for Dec. meeting $209.82
     
   • Trailer maintenance: $28.28
     
   • Balance 2015/10/20 [Available to club members on request to secretary]
     
   • Moved by John VA3JI seconded by Eric VE3EB to adopt the treasurer's report. Carried.
     
4. Web site: Chris VE3NRT reported that the club web site has been hacked due to a Joomla problem and has been temporarily shut down.
   
5. Repeaters: Steve VE3UT.
   
   • Note that VE3YRK has failed (today). Steve will investigate.
     
   • Steve proposed that we purchase two Low Loss PWRGates at $49.95 US each for the repeaters at Bloomington and Richmond Hill.
     
   • Motion 2015-12-15-5 moved by Steve VE3UT, seconded by Barry VA3LLT that we allocate $200 for the purchase of two Low Loss PWRGates to include shipping, exchange, duty and cables. Carried.
     
6. Go Kits: Barry VA3LLT is trying to locate all of the D-STAR go kits and confirm the accuracy of the equipment list. Plans are to recall all kits for the January general meeting. Members will be asked to bring kits in their possession or arrange to have the kits bought to the January meeting.
   
7. EmComm:
   
   • Rob VE3RQB expressed concern that Russell VA3WTR is not a paid member and may be involved with EmComm activities.
     
   • Chris VE3NRT noted that the club bylaws do not allow non-members to operate club equipment.
     
   • Steve VE3UT enquired could non-Canadian amateurs be club members [Ed: Yes - but according to the club by-laws to be a voting member the member must hold a Canadian amateur radio licence]
     
8. Membership: Alf VA3BLE reported on paid memberships to date. We now have 63 voting members and 67 paid members.
   
9. Hamfest: Geoff VA3GS proposed 2016-11-05 as the date for next year's hamfest at the Markham Fair grounds. This is the same date as the Markham Fair's banquet which will be in hall #1, avoiding the problems from this year with 2 events happening at the same time.
   
10. Winter Field Day: Steve VE3UT asked how much interest there was in holding Winter Field Day this coming January – there was little board interest. It was noted that last year's site was noisy (RF, not acoustic) and we had very few contacts. The membership will be asked to comment at the January meeting. It was suggested that we not repeat Winter Field Day until we find a better site. We might possibly try to participate in the Canada Winter Contest in December 2016, perhaps at the Bales Rd location.
    

Minutes - YRARC Board of Directors Meeting 2015/11/17

Meeting held in the Magna Centre, multi purpose room 1. Called to Order at 19:00 by Chris VE3NRT. Board members attending: Chris VE3NRT, Steve VE3UT, Geoff VA3GS, Eric VE3EB, Barry VA3LLT, David VA3DCY, Rob VE3RQB, Doug VE3ATP and Alf VA3BLE. Absent: John VA3JI. Others attending: none

1. Agenda: Chris VE3NRT. Amendment to remove item 4a since it was covered in the Oct meeting. Adopted as amended, moved by Geoff VA3GS, seconded by Barry VA3LLT. Carried.
   
2. Minutes: David VA3DCY. Moved by Geoff VA3GS, seconded by Alf VA3BLE to accept the minutes of the 2015/10/20 BoD meeting. Carried
   
3. Treasurer's Report: None since John VA3JI was away.
   
4. By-laws: Chris VE3NRT reported updates are continuing. Alf VA3BLE provided an updated list of members.
   
5. Meeting Rooms: Chris VE3NRT has booked the multi purpose room #1 at the Magna Centre for board meetings for 2016. January 19, February 16, March 15, April 19, May 17, June 21, July 19, August 16, September 20, October18, November15 and December20.
   
6. Property
   
   • Rob VE3RQB reported that the cost of a 20 ft x 12 ft (approx) canopy from Cameron Canopies, would cost approximately $750 to $800. Web site 905-772-5901 2808 Haldimand Rd. 9, RR #1 York, Ontario, N0A 1R0
     
   • Motions 2015-10-20-1 moved by Barry VA3LLT, seconded by Eric VE3EB to approve $200.00 for ongoing general repairs to the trailer. Carried
     
7. Repeaters
   
   • Steve VE3UT. Suggested the purchase of 2 West Mountain PWRgate PG40 to be installed at the VE3YRC VHF site at Yonge/Bloomington. The cost is $139.95 USD or available at Radio World for $180 Cdn each ($360 for a pair). Chris mentioned there is a less expensive Low Loss PWRgate with reduced current capabilities.
     We also need 4 batteries for the VE3YRC UHF site in Richmond Hill.
     
   • It is possible the the VE3PIC site 146.670 may be available. The current site operator has approached the club through Steve VE3EZ and has suggested that the site may be available for a Yaesu System Fusion repeater. The repeater is located in Uxbridge at an elevation higher than VE3RPT and has excellent coverage. There is however a co-channel repeater in New York State that can also be heard in the GTA. In a show of hands, the majority of the board agreed to investigate further, to see if the offer to use the site is valid and to take the matter to the club membership for further discussion. The call VE3YRF (Fusion) is available.
     
   • IRLP/Echolink: Chris VE3NRT has ordered an audio dongle for the Raspberry Pi. Motion 2015-11-17-5b moved by Barry VA3LLT, seconded by Steve VE3UT to spend $17 for an audio dongle for the Raspberry Pi. Carried.
     
   • There was a discussion on the cost of electricity to the site owner, with the D-STAR radios running with reflector traffic all day. One suggestion was to writing code to turn off the transmitter, and another suggestion was to change to switching power supplies.
     
   • Repeater maintenance. Motion 2015-11-17-5c moved by Geoff VA3GS, seconded by Rob VE3RQB to allocate $200 for ongoing repeater maintenance. Carried.
     
8. Events and public Service
   
   • Eric VE3EB reported on the meeting following the SET. The EmComm group was enquiring how to obtain funds for APRS for sending messages. It was explained that they just need to ask, with an explanation of why funding is needed.
     It was also suggested that we publish our frequency list for other ARES groups to use.
     
   • Meeting Rooms: Chris VE3NRT has booked hall #4 at the Newmarket Community Centre for EmComm meetings for 2016. January 14, February 11, March 10, April 14, May 12, June 9, September 8, October 13, November 10 and December 8.
     
   • Public Service and awards: Eric VE3EB reported that we did not participate in any Santa Claus parades, and there are no events planned until April 2016.
     Motions 2015-10-20-2 moved by Geoff VA3GS, seconded by Rob VE3RQB to approve $325.00 for food at the December meeting. Carried.
     
9. Membership
   
   • Meetings: Geoff VA3GS reported that the January meeting will be 'junk-in-the-trunk', February will be a travelogue, March will be Mike VE3MKX speaking on fraud, and April and May are still undetermined.
     
   • Alf VA3BLE reported on paid memberships to October 12. We now have 60 voting members and 64 paid members.
     
   • Hamfest: Geoff VA3GS reported it will cost approximately $5000 to rent the site, leaving us with approximately $2500 in profit.
     
10. Other business
    
    • Eric VE3EB noted the club D-STAR radios are programmed with the club call signs, and should be the user's call sign when loaned to club members. 5 memories are avialable. Eric will distribute instructions on how to change call signs in the radios.
      
    • Doug VE3ATP asked if there is any further use for, or plans to proceed with a MESH network, in response to an inquiry from Bob VE3WY