The meeting commenced at 10am
Declaration of Conflict of Interest
The chairman called for any conflict of interest to be declared before the meeting commenced. No conflict to declare
12/1 Roll Call
Chairman: ZL2TW Stuart Watchman
ZL1PK Phil King, ZL1TAJ Neill Ellis, ZL1BXA Howard Buxton
ZL2MAX Max Wheatley, ZL2UDF Malcolm Wheeler, ZL4XYZ Phill Dodds
ZL3PAH Phil Holliday, Don MacDonald ZL3DMC,
ZL4ARG Alex Gordon
Treasurer: Evan Sayer Minute Secretary: Debby Morgan ZL2DL
12/3 Confirmation of Minutes May 2016
Moved: ZL3PAH/ZL1PK Carried
12/4 Additional Agenda Items
Thames/Coromandel District Council
12/5 Action points
Action Points Council July meeting 2015
01) ZL2TW - DATV WN VHF Group Ch 25 DATV test progress.
Awaiting a Break In article following RSM approval for further testing Ongoing
Action Points Council March meeting 2016
01) ZL3PAH New NZART Web Design – update
Chris Hellyar ZL3LF has created a short list of items needed. Chris will make a presention at the AGM. Ongoing
12/6 Confirmation of New Members May 2016
Moved: ZL4ARG/ZL3DMC Carried
a) Budget – Review of 2016 Budget – on track
b) Consideration of 2017 Budget
Council recommend no increase to annual subscriptions for 2017, however will ask the AGM for options on the 2017 Call Book. If to be produced in hard copy the financial accounts will potentially show a $1,000 deficit for the year.
c) Annual Audited accounts – no comment
d) May Payments Moved ZL1PK/ZL3DMC Carried
AP ZL2DL send membership list of unpaid members to Council
AP ZL2TW/ZL3PAH to advise BI Editor of budget for producing magazine.
(Mark ZL2UFI will be a visitor to the Monday meeting)
e) Subscriptions for 2017 – no change, same as 2016.
Motion: That Subscriptions for 2017 remain the same as 2016
Moved ZL3PAH/ZL4ARG Carried
Quorum Total membership 1575
Quorum (2/3 of Trans Membership) 1057
Total Represented 1037
President’s and Secretary’s assistants.
President’s ZL3PAH Secretary’s Evan SayerZL6$$$$
12/09 Monthly Reports
a) AREC Monthly report – e-mailed
b) Monitoring Service March/April Monthly report
c) QSL Bureau Report
Motion: That all reports be adopted
Moved ZL4XYZ/ZL2MAX Carried
12/10 Conference 2017
Rotorua – to be announced at AGM
12/11 RSM Database
Gone No address – 422 returned from promo
Silent Keys – 73 returned from promo
AP ZL2TLL/ZL2DL arrange a meeting with RSM to determine a way of cleansing SMART records.
12/12 Subscription reminder mail out
Agreed that an initial invoice to be sent with Break In in August, 1st reminder sent in November prior to end of rebate period, 2nd reminder to be sent in February.
Will include a request to capture e-mail addresses at time of subscription renewal, so that future invoices can be e-mailed, once new software has been installed.
12/13 Councillor Communication
Need to communicate, if an e-mail is received and you are asked for information, please respond.
12/14 Officers attending
ALO Don Wallace – Nothing received from Repeater Licencing Fees Review as yet.
220 MHz – Trying for 1 MHz, awaiting response from submission on 174 – 230 MHz discussion document.
5 MHz allocation – ended up with 15 Khz allocation – overlaps 4 NZDF channels.
Channel 25 DATV – compatibility for ATV and police using ESC band
Don ZL2TLL now a director of Region 3, therefore Council need to consider a replacement IARU delegate to represent NZART in 2018.
ELG Steve Fogerty – requests that all applications for repeater licences be sent to email@example.com
and will report at the AGM the process for repeater licensing.
AP ZL1TAJ to research the ZL6B HF beacon not being in SMART.
12/16 Clarification of Officer Liaison Role
Streamline process of notification to officers for annual reports and delivery to Break In. All annual reports must come through the Business Manager for Council to approve, prior to publication. This must be done by 10 January.
12/17 Officer Vacancies
Who’s Who – ZL2UDF to undertake this role.
AP ZL2MAX to look into a legal representative within the 4-wheel drive club who could possibly assist.
12/18 HQ Computer
Evan presented a paper on costs to upgrade the HQ computer.
The current software, Pastel (South African) accounting package, and Access database for membership are interfaced.
Evan recommends to remain with Pastel as people pay in advance, this is a nightmare to reconcile in other accounting packages, such as Xero or MYOB.
Currently the Pastel software belongs to Evan, therefore NZART need to purchase their own licence, Evan recommends Pastel Express.
Approximate hardware costs to upgrade HQ computer $1,600.00.
Software upgrade estimated requirements:
Antivirus $100.00, MS Office Professional $425.00, Firewall $70.00, Membership database upgrade $2,000.00, Accounting solution $1,600.00.
There will be annual charges of approximately $500 per annum for backup software, with whatever system we go with, this will need to factored into the annual budget.
Total upgrade estimated at $5,855.00
Decision to be made on Monday
12/19 Charitable Status - Evan
Submit constitution to the Charities Commission, requesting charitable status on the grounds of:
The advancement of education.
Other purposes beneficial to the community. This particular category requires that you firstly show an objective benefit to a sufficient section of the general public, and secondly that the purpose and benefit in question is charitable based on case law.
AP ZL2TW to apply to the Charities Commission, for charitable status
12/20 Membership Promotions
a) Review of latest promo – spreadsheet
Has proven to be very worthwhile, of note it has made a surplus, with 40 new members and 124 renewed after some considerable time.
b) Future membership drives – no mass mail out next year however will look into bi/tri annually.
Annual membership drives will be encouraged by branches to undertake. Pay $50 for those who have not been members for 2 or more years.
Anybody not a member to be advised to branch secretary to encourage membership, including the benefits of belonging to NZART. i.e being covered under NZART public liability insurance
Need to ensure all AREC sections are NZART members to gain protection from this policy.
12/21 Thames/Coromandel District Plan
Motion: That the sum of $511.11 More or less be approved to appeal the TCDC plan. Subject to recommendation of the LGLO.
Moved ZL2UDF/ZL1TAJ Carried
12/22 Examination System
Motion: That Andrew Mitchell ZL1AF takes over as the examination software administrator.
Moved ZL3PAH/ZL1TAJ Carried
Andrew Mitchell ZL1AF has taken over from Gary and has already updated the software written in Delphi, to the latest version (10) running well in Windows version 10.
Thanks to Gary Bold, special mention to be made of Gary at the AGM
AP Council will undertake corrections of two questions in the regulations section of the database.
12/29 AREC Management Team
Brian Purdie, Gareth Bradshaw and Geoff Chapman attended the meeting
Two HF frequencies at 10 MHz been given to AREC.
Dave Wilkinson now undertaking the ID cards, will see action in next few months. Cards will be valid for 5 years.
NZART/AREC Trust fund names need to be transferred to new President. SAR AREC and NZART President trustees need to be changed.
AP ZL2TW Bank account signatories to be updated this weekend on AREC Trust account
Re-establishment of the Trust must be done immediately; Evan will help with this.
Address of the Trust to now be transferred to NZART HQ.
AP ZL3VP/Evan to ensure establishment of AREC SAR Trust.
Asset register required and maintained including serial numbers of all the new gear.
ZL3VP confirmed this will be completed within the next couple of months
AP ZL3VP/Evan to ensure register of all assets of AREC completed before next audit review.
Insurance is the responsibility of the section/branch that holds the equipment.
AREC Manual currently being updated to align with SAR requirements.
New Hi Viz clothing available at approx. $40 for section leaders, to provide a corporate image.
a) ND Annual report – needs to be more timely and more included in report.
Dave ZL1MR is preparing the strategic plan to submit for future funding.
12/30 General Business
Rules Relating to the new Incorporated Societies Act – year end/AGM – no action required.
a) South Wairarapa Branch 82 – removal from recess status
Council recognises that the South Wairarapa Branch has been formally reopened. Letter of thanks to go to the new branch.
b) WIA Conference report – Neill Ellis ZL1TAJ
ZL1TAJ reported that the WIA conference held in Norfolk Island was very interesting.
Neill will not be claiming for his travel or accommodation; it was noted that WIA offered to cover Neill’s accommodation, however, Neill generously paid his own Council acknowledged Neill.
12/31 Awards for conference
a) Jumbo Godfrey award – Barry Johnson ZL2BAZ
b) Best Examination Result – Xenia Berger ZL4YL, aged 14 from Hastings Br 53/60
c) Rothschild Cup – Otago Branch 30 for 22 successful passes 2015. Nth Shore had 17
d) Amateur of the year award – Don Wallace ZL2TLL
Meeting closed 4:37pm