held on Friday 30 May 2014 in the Chart Room of the Scenic Hotel Marlborough commencing 10am
12/1 Roll Call
Chairman: ZL1VH Vaughan Henderson
ZL1PK Phil King, ZL1TPH Stephen Hayman, ZL1TAJ Neill Ellis
ZL2AJ Warren Harris, ZL2MAX Max Wheatley, ZL2UDF Malcolm Wheeler
ZL3PAH Phil Holliday, ZL2TW Stuart Watchman
ZL4TAE Terry Thomas
Min Sec: Debby Morgan ZL2DL
Malcolm ZL2UDF (Late 11:30am)
12/3 Confirmation of Minutes May 2014
Moved ZL1PK Seconded ZL4TAE Carried
12/4 Additional Agenda Items
12/5 Action points
Action Points Monday Meeting of Council Conference 2013
01 ZL3PAH and Finance Sub Committee to review the costs and time involved in
ARX duties. – Progressing. ZL3PAH is hoping to discuss with committee this weekend and report back Monday
Action Points Council Meeting December 2013
01 ZL1VH and ZL3PAH to look at Debby’s contract then follow with review, and job description. Ongoing
Additional AP ZL1VH to forward performance review form with Debby’s contract to ZL3PAH. Ongoing
Action Points from Special Skype Meeting 15 February 2014
01 ZL2DL to monitor and report on progress with SHARP.
New photocopier be installed on Wednesday 4th June. New photocopier to be installed on Wednesday 4th June. With copy costs being reduced to $0.012 mono, $0.12 colour, a signed contract price for two years. Complete
02 ZL1VH will continue to advertise in Break In and HQ Info-line for a permanent
Editor for Break-In. Ongoing
06 ZL1VH awaiting response from ZL2TFZ re AREC financing their ND position
Jeff Sayer advised ZL2DL that the AREC management team have agreed, to now the funding parameters have extended to covering an employee or costs where necessary, they will now pay the ND, the annual honorarium, previously paid by NZART. Furthermore, they wish to cover some costs of this AGM venue to reimburse the Association for the 2013 payment. Complete
15 ZL1VH to ask ZL2TLL for an evaluation of what he sees as the value that the
Association receives in attending such meetings for IARU.
ZL2TLL addressed the meeting, confirming he will be attending an APG meeting in
Brisbane in the coming week, Council agreed that ZL2TLL attendance here is
important. Further discussions to be held regarding NZART attendance at IARU R 3
meetings with the committee over the weekend.
Action: ZL1VH to report to Council on Monday
Council thanked Don for attending the meeting.
Action Points from Skype Meeting 4th March 2014
01 ZL2LS to look into the costs for the production of the ARRL based sticker
“When all else fails…Amateur Radio” or a similar style and circulate to Council for approval before printing. ZL1VH to send ZL2LS all relevant information for her to take this over.
ZL1VH produced the stickers to the meeting and will deliver to Topsy discussing possible options and report back to Council on Monday. Progressing
12/6 Confirmation of New Members May 2014
Moved ZL2TW, Seconded ZL1TAJ Carried
a) Budget – Review of 2014 Budget
No member promo will be held in 2014, but may be considered in 2015.
Approximately $2500-$3000 will be required for overseas travel for 2014
Kordia co siting agreement due to expire June 2016, ZL1VH spoke with Kordia, who confirmed that there is no change in sponsorship at this time.
With reduction in figures a surplus of $8,900 forecast for 2014, however by budgeting $15,000 for travel to Geneva in 2015 will produce a deficit in the coming year.
b) Consideration of 2015 Budget
Council agreed, ZL1VH request members and branches to donate the 2015 rebate for subscriptions to assist funding for WRC 15 travel, this will help offset the forecast deficit.
All agreed to retain a rebate for prompt payment.
c) Subscriptions for 2015
ZL2DL to review with Evan and ZL3PAH on possible alternatives for paying subscriptions, such as direct debit and Paypal, ZL1VH to gauge interest from members at the AGM for this option.
Council moved the following motion
That subscription for 2015 year be:
Transmitting members $99.00 with a $10 rebate if paid by 30 November
Family $129, with $10 rebate. Overseas surface $125, Student $45.
That the policy for new members applications submitted by branches, the Branch will retain $45 of the $99 subscription, and the balance of $54 to be submitted with the new member application to NZART.
Moved: ZL1VH Seconded ZL1TPH Carried
d) Annual Audited accounts
Evan recommended that Cross Financial Services Ltd be the approved annual audit reviewer.
Moved ZL1VH Seconded ZL1TPH Carried
e) May Payments
Moved ZL1TPH Seconded ZL2TW Carried
Quorum Total membership) 1677
Quorum (2/3 of Trans Membership) 1118
President’s and Secretary’s assistants.
President’s V.P ZL2TW Secretary’s Evan Sayer ZL4$$$
12/09 Monthly Reports
a) QSL Bureau report
b) AREC Financial report May 2014
c) Monitoring Service Report – e-mailed
d) FMTAG recommendations
Moved ZL2TW Seconded ZL1TPH Carried
12/10 Conference 2015
ZL1VH will seek guidance from AGM – review Monday if no offer received.
1211 6m Band Plan Review
Need to monitor developments in this area, especially in Region 1 and Region 2.
12/12 Repeater licences back to Branches
Council agreed that all branches should be solely responsible for their beacon and repeater licences.
ZL1VH will advise branches that it is now compulsory they return all repeaters and beacons licenses to their own name, being financially responsible for them.
12/13 Branches with less than 5 members
ZL1VH to write to these branches who have 5 or less members, asking if Council can assist in any way to help increase membership.
12/14 Call Book 2014/2015
Possible A5 call book? Produce a mini CB this year? CD Rom call book in 2015, based on members opinions at AGM.
That a printed mini call book will be published in 2014. Including, Branch Listings, AREC Section Listing, Call Signs and Repeater and Beacon listings, along inclusive of maps.
Moved ZL1VH Seconded ZL1TPH Carried
Action: ZL1TPH to discuss with Andrew Barron, costs involved to produce an economy scaled publication of A5 size.
12/15 NZART Strategic Plan progress – ZL3PAH
The most important is to focus on improving the web page, even if it means there is a cost involved.
ZL3PAH re-emphasised the importance of understanding this as a 5 year plan, which will need effort from everyone and have identified the 5 most important points to be considered, however we also require branch involvement.
12/16 Break In & Financials
a) Production – ZL1UD
Action: ZL2TW to reply to ZL1UD and thank him for his suggestion. Several considerations are currently under review.
b) Honoraria for temporary editor
Two sub editors still necessary, Kelvin Barnsdale Graeme Fraser, plus Call Book Editor, therefore some form of financial recognition needs to be retained and considered within the budget.
c) Break In Cost Break Down
ZL3PAH having analysed the last years financial records for the production and postage of Break In, advised that it would be most advantageous to go to an electronic format.
Action: ZL1VH – to ask AGM what preferences would be, full hard copy magazine as opposed to electronic.
12/17 Keeper of Milestone position
No updates since 2010.
Council agreed that the position of Keeper of Milestone’s needs to be readvertised.
Motion: That ZL2AMJ be removed from the position of Keeper of Milestones on
the basis of non-performance, and that the position be advertised.
Action: ZL1TPH to advertise for the position of Keeper of Milestones in Break In and HQ Info-line.
Moved: ZL1TPH Seconded ZL1PK Carried
12/18 Offer of auditor – Karen Cave
ZL2DL – to reply to Karen, thanking her for offer of services as Association auditor however will not be required in the interim.
12/19 Examination Supervisor application
a) Titahi Bay Branch
Action: ZL2DL to write to branch advising due process must be followed, with the proper approval being granted by NZART Council.
b) Upper Hutt Branch
Processes to be followed. Please complete the application forms as appropriate. Advising that one name listed is not a member of NZART
12/20 WIA AGM report – ZL2DL
ZL2DL gave a brief précis of her visit to WIA AGM
12/21 Info-line/Break In Communication to members
ZL1TAJ suggested a policy to ensure any consultation affecting all amateurs be promulgated via a publicly available medium such as HQ Info-line. Break In publications being bi monthly can cause delays, therefore is not the preferred choice for initial communication of important announcements.
12/22 FMTAG Restructure
In general, Council are happy with the proposed policy paper, however requires procedures on how processes will be achieved and in what time frame. These need to be written and attached to the policy document including a job description.
The deadline for the next call book is 1 September 2014. The new structure and process needs to be approved so it can be included in this.
Members will be better informed and minimise delays in getting licenses processed.
All contact with FMTAG must be made via FMTAG e-mail reflector.
The Spectrum Management policy as presented be accepted.
Moved ZL1PK Seconded ZL2UDF Carried
Action: ZL1TAJ to coordinate a service agreement to be included with the Spectrum Management policy
12/23 Public Liability Insurance
ZL2VH advised he had made enquiries with our insurers regarding including our clubs and branches for PL insurance – their response, yes with an increase of around $1200.00 per annum in the premium. PL cover needs to be raised to $10mil
ZL1VH to gain interest from the AGM as to how many would be interested in this opportunity to cover their PL requirements where clubrooms are on Council property.
This would only cover NZART members, therefore branches need to encourage non-members to join.
Action: ZL1VH to follow up PL insurance for branches with the Association Insurers
12/24 Information Papers
12/25 Leave of Absence
Various Councillors will be away, however will advise dates as/when required.
Council should circulate to all if they will be out of the country, especially if this coincides with a Council meeting.
ZL3PAH will be away from Monday until 20th June.
12/26 General Business
a) Radio Science Trust Membership
Currently has three trustees Terry Carrell ZL3QL, with Peter Norden ZL2SJ and John Walker ZL3IB both retiring. Trust requires new trustees. Council are asked to find anyone who has good integrity and standing and an interest in this area.
b) AREC Jeff Sayer ZL4JS, John YaldwynZL4JY, Brian ZL2ADL, Geoff
Chapman, Gareth Bradshaw ZL3VP, Richard Gamble ZL1BNQ attended Council’s meeting with an update of actions to date with AREC.
ZL4JS reported, SAR secretariat expects AREC to use funding for travel to exercises, multi-agency forums and training. AREC agreed to repay NZART honorarium used by National Director, drawing on trust funds for this is permitted under the SLA. Further funding has been secured from 1 July 2014 for a further 3 years, however SAR indicated that AREC will eventually require a degree of self-funding.
LandSAR have approved AREC as back up to provide programming services for the 35 LandSAR Tait portable radios used for SAR operations.
ZL1BNQ reported he has negotiated a new national agreement with DOC for VHH radio frequencies, regularising past informal arrangements giving AREC access to the 19 National DOC channels in conjunction to SAR operations or training.
ZL2ADL reported progress is ongoing on the health and safety section of the training manual, a key component of SLA deliverables. This is now available in PDF format from the new AREC.today website. These have been independently reviewed by Helen Parkes partner, Purple Consulting as specified by SAR Council.
ZL4JY reported Phase 1 of the web site development is complete and well under budget. An experienced reporter has been retained by AREC with the first article on the Wellington 2014 SAREX held in May, now on the web page.
The ZK call sign policy drafted by Vaughan ZL1VH has been updated and published in Break In.
ZL3VP reported monthly reporting to AREC management and NZART President proving effective. Accounts for AREC now audited twice a year, for the Police in June (year-end) and NZART in December (year-end) in both cases an unqualified result has been received.
AREC ND costs will be reimbursed to NZART on receipt of an invoice. Commencing 2013 payment.
c) ZL4TAE suggested we approach RSM for another meeting re Silent Keys and
an update to PIB46. ZL2DL to discuss with ZL2TLL to see if this would be appropriate and arrange accordingly.
Action: ZL2TLL with ZL2DL to arrange an appropriate time to meet with RSM with a view to updating PIB46 and further analyse issues regarding silent keys.
ZL3PAH thanked Debby ZL2DL for preparing an HQ procedure manual – Council applauded.
12/27 Awards for conference
a) Life Membership – John Walker ZL3IB
b) Jumbo Godfrey award – John Walker ZL3IB & Joe Reed ZL2AH
c) Best Examination Result – John Barrow ZL3FLY 53/60 15 years old
d) Amateur of the year – Rory Deans ZL3IB
e) Rothschild Cup – North Shore Branch 29 Total of 12 passes.
Meeting closed at 5:42pm