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.
   

Minutes - YRARC Board of Directors Meeting 2017-08-15

Meeting held in the Magna Centre, Multipurpose Room 1. Called to Order at 19:02 by Steve VE3UT.
Board members attending:

• Barry VA3LLT
  
• Charles VA3TTB
  
• Chris VE3NRT
  
• David VA3DCY
  
• Eric VE3EB
  
• Geoff VA3GS
  
• John VE3IPS
  
• Mike VA3MCT
  
• Steve VE3UT.
  

Absent: Rick VA3VO. Others attending: none

1. Approval of Agenda & declaration of conflicts of interest. Amendments: none. Motion: To adopt the agenda. Moved Eric VE3EB, seconded Chris VE3NRT. Carried.
   
2. Minutes: Motion: To adopt the minutes of Board Meeting 2017/07/18. Moved Charles VA3TTB, seconded Geoff VA3GS. Carried.
   
3. Election of President: Moved by Eric VE3EB, seconded by Charles VA3TTB that Chris VE3NRT be nominated for the office of president. No one else stood for election. By a unanimous vote, Chris VE3NRT becomes the new president. Carried. As newly elected president, Chris now chaired the meeting.
   
4. Election of Treasurer: Moved by Barry VA3LLT, seconded by Steve VE3UT that Charles VA3TTB be nominated for the office of treasurer. There were no other nominations. By a unanimous vote, Charles VA3TTB becomes the new treasurer. Carried.
   
5. Actions arising from previous board meeting: Steve VE3UT.
   
   • David and Steve met to finish the Summer Field Day accounts.
     
   • The Markham Fair cheque has been delivered.
     
   • The go-kits are to be re-called.
     
   • Inventory tags – to be followed-up.
     
   • Access updated to allow new board members access to the membership database.
     
   • Outreach by Mike and Eric at the farmer's market – Newmarket Music Festival booth.
     
   • Cheque for trailer insurance has been sent.
     
   • Bank signatures for the new executive need to be done.
     
6. Treasurer’s Report: Not available.
   
7. Committee Reports:
   
   1. Trailer: Barry VA3LLT. The trailer needs a clean-up. Some storage containers have been broken during transit. Barry will buy new replacement containers. Motion: 2017-08-15-7a to allot $200.00 for trailer maintenance. Moved Barry VA3LLT, seconded Geoff VA3GS. Carried.
      
   2. Repeaters: Steve VE3UT.
      
      • Steve needs to travel at times to get test equipment from Bruce VE3BV, and requested re-approval to pay for gas for extended travel. Approval unanimous.
        
      • Mike VA3MCT asked about repeater operation during the during the planned SET where there will be no power for an extended period. Only VE3YRA would have extended operation, the other repeaters have only battery backup.
        
      • Motion: 2017-08-15-7b to allot $200.00 for repeater maintenance. Moved Steve VE3UT, seconded Geoff VA3GS. Carried.
        
   3. Hamfest: Geoff VA3GS. Information is on the RAC web site, and information will be passed out at Junk-in-the-Trunk on August 25. Mailings are to be sent.
      
   4. Web Site: Mike VA3MCT. Mike has built a new web site with information from the existing site. He will present it to the board for comments and approval. Next step will be to check the domain, but the site will not go on-line until after the hamfest.
      
   5. Property: Rick VA3VO. No report.
      
   6. Public Service: Eric VE3EB
      
      • A past event was at the Sharon Temple on July 22.
        
      • Eric and Mike attended the Newmarket Farmer's Market and distributed “QSL” cards with interest from the public.
        
      • The upcoming Newmarket Music Festival needs additional help from members.
        
      • Sunday October 2 is the date for Run for the Cure.
        
   7. EmComm: John VE3IPS. Mike VA3MCT will become the new RAC Emergency Coordinator for York Region instead of John. We should do our own “SET” like exercise within York Region to test our own internal communication.
      
   8. Field Day: Steve VE3UT
      
      • Motion: 2017-08-15-7ha to pay $50.49 to David VA3DCY for gas for field day generators. Moved Geoff VA3GS, seconded John VE3IPS. Carried.
        
      • Motion: 2017-08-15-7hb to pay $71.85 to Rick VA3VO for gas for field day generators. Moved Geoff VA3GS, seconded John VE3IPS. Carried.
        
8. Other Business:
   
   • Possible donation of a trailer: Steve VE3UT. Steve offered a tent trailer to the club for the club's use. It was noted that there would be problems (costs) if owned by the club, and potential storage issues if parked with the EmComm trailer and the tower trailer. Geoff suggested parking it at Al's Tack Shop. Steve will investigate.
     
   • IRLP: Chris VE3NRT wishes to pass the IRLP construction to someone else. He will maintain/update the software on the Raspberry Pi. Steve VE3UT offered to take over the project. Chris would host the finished project.
     
   • Harvey Bell Award: We need to get the Harvey Bell Award returned, and make a new label and award it to DonVE3IXJ at the September meeting.
     
   • The Secretary, David VA3DCY will issue a recall notice for the Go Kits.
     
   • Barry VA3LLT mentioned a new tower to be erected in Georgina. He will investigate.
     

Meeting adjourned 20:40. Moved Geoff VA3GS, seconded Eric VE3EB. Carried

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.