Minutes for Council

Meeting held Friday 1 June 2018 Mossgiel Room of Burns Lodge, commencing 10am

 

12/1     Roll Call

Chairman:                   ZL2TW Stuart Watchman

Council Present

Neill Ellis ZL1TAJ, ZL1BXA Howard Buxton, ZL2IK Peter Mulhare

ZL4XYZ Phill Dodds, ZL2YSL Scott Jackson, ZL3TNT Ann Fraser

ZL3PAH Phil Holliday, Don MacDonald ZL3DMC, ZL4LDY Dave Allen

 

Treasurer:                   Evan Sayer

Minute Secretary:       Debby Morgan ZL2DL

 

12/2     Apologies 

Don MacDonald ZL3DMC

 

12/3     Confirmation of Minutes May 2018

Approved

 

12/4     Additional Agenda Items

12/32 AREC ND

12/33 DATV channel 25 test/Wgn

12/34 HQ Computer/Database

 

12/5     Action points

Action Points Council March meeting 2016

01)         ZL3PAH New NZART Web Site – as per Chris’ paper.

Evan advised he needs to get database issues resolved before next step to link to web.

A/P ZL2DL need to arrange a meeting with Phil/Chris/Evan/Debby to progress web access.

                                                           

Action Points Council Friday face to face meeting June 2016

10)       ZL2TW Re-establish charitable status of AREC SAR Trust

Caravel Trust – not yet heard back from charities NZ          

 

Action Points Council meeting Monday F/F Rotorua 2017

01)         ZL1TAJ and former councillor ZL1UD to rewrite Councillors handbook.

Tony Case - ZL1UD make progressing

 

Action Points Council meeting September 2017                               

1)            ZL2TW AREC Governance Review Update – progressing by independent consultant Jim McMahon of Caravel, being funded by NZ Sar.

 

Action Points Council meeting February 2018

1)            ZL4XYZ Advertising with other organizations.

Two ads been typeset for magazine. However, the advertisement needs to be targeted to the specific magazine. E.g. radios used in 4WD vehicles. Many magazines offer free adverts if submitted with an article.

A/P ZL4XYZ circulate copy of advertisement in 4WD magazine to Council.

 

ZL4XYZ requested use of the repeater maps in NZMCA and 4WD magazines. Approved by Council.

 

Action Points Council meeting March 2018

1)            ZL2TW Chorus Sites

Need to identify branches who have equipment on Chorus sites. To request this information at the AGM

 

12/6     Confirmation of New Members May 2018                         Confirmed

 

12/7     Finance

a)            Budget – Review of 2018 Budget

Evan has budgeted for a $14,000 deficit, but dependant on call book and overseas travel, Break In, we are on track to break even.

b)            Consideration of 2019 Budget

WRC to be held in 2019. Donations received are usually round $5-6k, so would assist in WRC travel. Council considering seeking donations to cover WRC travel.

c)            Subscriptions for 2019

$99 with $10 rebate if paid by 30 Nov 2018. All other subscription levels as per 2018.

Tax receipts available for donations on request to HQ

A/P ZL2DL Include an extra line on sub invoice for donations.

d)            Annual Audited accounts

AREC figures were consolidated with NZART to satisfy requirements of Charities NZ.

e)            May Payments

Additional costs will be incurred for mahi on annual accounts for Charities commission, needs to reflect this.

 

Motion: That Evan’s report and subscriptions set for 2019 be approved – ZL3PAH/ZL2IK                              Carried

 

12/8     Conference

Quorum Total membership                                        1575 (Transmitting)    

Quorum (2/3 of Trans Membership)              1050

60% Transmitting                                                        945

 

12/09   Monthly Reports

a)    AREC financial report – e-mailed 09/05

b)    QSL Bureau Report

c)    LGLO

Moved: That the reports be approved –                                                    Carried

 

12/10   Conference 2018 report to Council

Ross Chapman, Terry Thomas and David Mulder. Photo is 8:50am

Clare Curran MP for Communications to open conference after photo.

AGM proper. 127 registrations – speaker to 6:15 – 7pm

All BYO – beer and wine only.

 

12/11   Liaison Officer for Overseas Visitors

Not required

 

12/12   Call Book 2019

Restricted to 80 pages stapled. Typeface can be amended.

A/P ZL2IK to trial reducing font size to include repeater maps in the book.

 

Repeater map separate booklet?

Other suggestions included…remove call signs from the book, and just print repeater maps.

Branch information and call signs

 

Moved: That Call Book will be published in 2019, inclusive of Repeater Maps.

 

Errors in call book branch addresses – Peter used the hard copy information supplied by branches last year, now this is available to be downloaded from the web.

Call sign database could be made available on the web.

 

12/13   Conflict of Interest

The charities commission require a form to be completed, where they are dealing with Association money.

To ensure those running the organisation are ‘good’ people to be kept on file.

Break In editor, AREC ND, ALO, Treasurer and Council need to sign the form.

 

12/14   Council Portfolios

AREC Liaison – ZL2TW

Officer Liaison – ZL4TNT, ZL4LDY will assist if required.

 

12/15   AREC Management Team

a)    AREC payment to NZART - As per Caravel document for services to AREC.

Evan advised this just an internal transfer, so no GST needs to be charged.

 

AREC have approved this payment and reimbursement of $4000.

AREC to approach NZART with regard to administration.

 

12/16   Council Airfares

Council airfares need to be planned and booked well in advance to get the cheaper flights/fares. Next year Council needs to be mindful of this as next year it may include incoming/outgoing Councillors

 

12/17   ELG – Steve Fogerty

Not currently captured by ELG, however is available on SMART. For the purpose of PL insurance it’s worthwhile to assign contact persons, where known, to specific repeater frequencies.

 

Process to engineer a licence is almost immediate, however can be delayed with HQ Info-line publications. May need to introduce special issues of HQIL, to circulate when required.

 

12/18   ALO – Don Wallace

Perception that attendance may not be required at WRC 2019

The only amateur radio item on the agenda is a request for 6 meters in Region 1.

ZL2TLL will discuss usage of 60meters with RSM, with a view for permanent allocation

A/P ZL2TLL/ZL3PAH to seek update from RSM on 60 meter permanent allocation.

 

12/19   Examination Supervisors

Kapiti Coast Branch

Phil Bennet ZL3JM, Anthony Locke ZL2AEL, Jeff Graham ZL2JG

Moved: That examiners be approved Phil/Neill                                             Carried

 

12/20   Public Liability Insurance

ZL2IK advised Crombie Lockwood that NZART has 1787 members and an 11-member board – 68 branches and 1 affiliated all under the umbrella of NZART.

 

Legal consultation and direct contact with insurers has clarified that we have cover for Repeater activities, at Club rooms and onsite, for NZART members only.

However, branches with charitable status will need to be named on the policy, and these need to be identified at the AGM.

 

12/29   Break In – ZL2UFI

Break In is available in pdf format on request to Mark.

Supply of copy could be better.

NZ Post will no longer flow wrap the magazines, however after analysis it was agreed to pass the books on to the printers Roe Print, who will flow wrap. NZ Post will continue to print the cover sheets.

 

RWB Communications will again run advertising on the inside front cover of Break In July/August and see how it goes.

Kordia have provided updated adverts for the next issue of Break In and to be included on NZART website.

 

12/30 Timing of HQIL issues

A/P ZL2TW/ZL2DL to discuss timings of HQIL circulation with ZL3DMC

 

12/31 Awards for conference

Jumbo Godfrey award – Mike Duncan ZL3MWD/Richard Smart ZL4FZ Christchurch Branch

Best Examination Result – Joshua Paul ZL1JJP Chch Br 05 (56/60)

Rothschild Cup – Br 05 Christchurch,

Youngest Amateur Result – Zach Tucker ZL1TJZ (56/60) Auckland Branch 02

100% passes – David Ritten ZL1RIT/ Gary Ball ZL1FAB  100% pass Badges

Life Membership – Celia Reed ZL1ALK Badge/Certificate, to be recommended to members at the AGM.

 

12/32   AREC ND

Jeff Sayer has retired after 12 years. Geoff Chapman ZL3PX has undertaken acting ND AREC.

Council has accepted his offer to continue for a further 12 months. His position is to be reviewed prior to the next AGM in 2019.

 

ZL3PX thanked ZL2TW for his assistance in guiding AREC through the change of National Director.

Application for re establishment of a charitable trust is almost complete.

 

AREC realises it has an obligation to upgrade the role of AREC, viz health & safety, PL insurance and the Management Team is working through this.

Looking at contracting NZART services via BM to assist with administration of AREC.

 

Communications with NZART members – AREC Break In columns have been absent recently. This is soon to be rectified.

 

What is NZART able to do to have branches become more involved with AREC.

A/P – ZL2TW to raise interest in AREC at branch level in his Break In Column

 

12/33   DATV Channel 25 test

Testing is now in it’s 7^th year, when is completion date?

Two other branches are expressing an interest in progressing as they too are keen to be testing in this area.

An update from Branch 74 has been received. Mahi is progressing on the following areas: Antennae radiation pattern, performance of adjacent channel equipment, and transmitter spectral purity.

 

12/34   HQ Computer/Database

Errors in database still to be resolved within Microsoft Access.

Luke is the software expert employed by one of Evan’s companies. He will undertake printing issues currently being experienced with the new computer.

Need to sort out issues with database to get details on web to do online payments.

A/P Evan/ZL3PAH/ZL2DL to resolve issues with HQ database so membership details can be added to a protected area of the website ASAP.

 

12/35 Membership Drive

Membership drive run in January 2019 @ $49.00

Peter to prepare a list from SMART, in December, to include name, address call sign and postcode.

Nga tamariki ǒ Scott to assist with file compare from NZART, and subsequent enveloping.

Evan to print letters, then hand to Scott.

Lapsed members may re-join after 2 years or more.

 

Meeting closed 5:12pm