2005 NZART IARU/OVERSEAS LIAISON

July 2005

1. INTRODUCTION

This paper records items concerning NZART IARU Liaison and "Overseas" activities.

This record is for the benefit of newcomers, and for reference purposes.

2. HISTORICAL

Very early IARU liaison between 1926 and 1939 appears to have been informal.

Early records show Tom Clarkson, ZL2AZ, reporting on attendance at the 1947 ITU Atlantic City Radio Conference, as Chief Radio Engineer of the P&T Department.

From 1945 to mid - 1956, the Post Office (PO) Liaison Officer, Doug Gorman, ZL2IY handled IARU matters. In mid -1956, the then President Harry Arnold, ZL3HA, formed a committee (consisting of ZL2IY, ZL2GX and ZL2AMB (later ZL2VU)) to investigate better cooperation with other societies in Region Ill as it then was. Regional conferences were considered "quite impossible" at that time. Activity appears to have been intermittent.

The "Presidential Report" by Clive Liddell, ZL3ND, in "Break-In" April 1966 (Page 78) records that Council had created the position of Overseas Liaison Officer, with Mr T.R. Clarkson, ZL2AZ, as the first appointee. Mr H. Burton, ZL2APC, was to act as his deputy. This resulted from Tom Clarkson's attendance at Telecommunications Conferences in Geneva as an NZPO Official in 1965, and his subsequent report to Council.

The first (of many) papers on international and spectrum matters contributed by Tom Clarkson following this appointment appears to be "Radio Spectrum Policies and the Amateur". This appeared in "Break-In", June 1966, Pages 145-147. Tom continued his involvement with IARU and Region 3 until his death in September 1991.

3. CONSTITUTIONAL

The Constitution of NZART Inc. gives general guidance on IARU and Overseas matters under "Objects" and "Appointed Officers". The latest revision of the Constitution in 2004 kept the original intent of the "Objects" unchanged (from those originally prepared for the 1979 Constitution by the late Tom Clarkson, ZL2AZ).

"1.2 Objects:

The objects of the Association shall be the maintenance and expansion of the Amateur Service in New Zealand by:

(f) representing the interests of Amateur Radio

(i) with the Administration responsible for radio services, and

(ii) with other official authorities both national and international controlling conditions for Amateur Radio activities

(g) collaborating with the national amateur radio societies of other countries in the interests of world progress in Amateur Radio

(h) taking any appropriate actions regarding the international regulation of radio, to safeguard Amateur Radio interests".

Three of the eleven "Objects" of the NZART Constitution relate to the international aspects of amateur radio.

"4.7 Other Officers of the Association and their Deputies and Assistants:

(a) The Executive Council may create offices as it deems fit to assist it in the administration of Association affairs, and may appoint persons to administer those offices, whether elected members of the Executive Council or not and may (subject to paragraph 5.3 (b) below) from time to time authorise the payment of salary or honoraria to those Officers.

(b) The Executive Council may appoint deputies to the various Officers who are to have the power the Executive Council directs. An officer may delegate the duties and powers of the office to a deputy, either generally or for a specific occasion. In the absence of an Officer, a deputy may exercise the powers of the officer unless the Executive Council when appointing the deputy, otherwise directs.

(c) Officers may choose assistants (who are not called deputies) to assist them in their work from time to time. An assistant is not to exercise the powers of the officer unless appointed a deputy by the Executive Council".

4. CURRENT POLICY NZART

"Current Policy" is recorded in a "Statement of Current Policy 2002" document (current up to December 2002) included as part of the Councillors Handbook. (The last public record appears to have been that published in "Break-In", in December 1990).

International and IARU activities are covered by "policy" as follows:

"1 INTERNATIONAL

1.1 NZART shall be a member, and actively support the aims of the International Amateur Radio Union (IARU) Region 3.

7 COUNCIL, OFFICERS, APPOINTED GROUPS, MEMBERSHIP, SUBSCRIPTIONS AND FEES

7.1 All Officers, appointed Groups and Committees, are responsible to Council.

7.2 Council may pay an association representative's expenses when acting in an official capacity on behalf of the association, subject to prior approval.

7.7 Subscription classes and requirements: .

Complimentary: Sister Societies (e.g. WIA, RSGB, ARRL, etc) and other groups, which provide NZART with a complimentary copy of their magazine.

10 SPECIALISED GROUPS AND PROJECTS

10.4 NZART supports the IARU International Beacon Project.

11 "BREAK-IN"

11.7 Headquarters will supply complimentary copies (unless requested otherwise) to:

11.7.3 Each member society of IARU Region 3, as finances will allow.

12 CALL BOOK:

12.1 To be published annually and contain...

12.3.6 International Amateur Radio Union (IARU).

14 OVERSEAS LIAISON

14.1 The Overseas Liaison Committee to consist of:

14.1.1 NZART President as Chairperson.

14.1.2 Overseas Liaison Officers.

14.1.3 Other co-opted person as the Committee considers necessary.

14.2 The Committee is to:

14.2.1 Keep abreast of international affairs and to advise Council.

14.2.2 Ensure NZART has members available to represent the Amateur Service and suitable for inclusion when the need arises in a New Zealand delegation to future ITU meetings and conferences.

14.3 NZART as a society with resources will:

14.3.1 Support amateur radio aid projects in the Region.

14.3.2 Assist South Pacific radio societies in developing amateur radio and support fund-raising projects for this purpose.

14.4 Branches are encouraged to:

14.4.1 Establish close liaison with Pacific area amateur radio organisations.

14.4.2 Provide direct overseas assistance wherever possible.

18 BANDPLANS

18.1 The Ministry of Economic Development has delegated responsibility for planning within amateur bands to NZART and to amateurs. NZART accepts this task.

18.2 Band plans will be developed by the FMTAG based on IARU recommendations, local requirements, and submitted to NZART Council for approval.

19 NZART MONITORING SERVICE

19.1 The Monitoring Service is controlled by a Coordinator who will:

Liaise directly with the IARU Region 3 Coordinator."

5. CURRENT INFORMATION

The current IARU/Overseas Liaison Officers are listed in the "NZART Information Section" each year in "Call Book". This information is repeated in each issue of "Break-In" on "Page 2", and shown on the masthead of the IARU Column when it appears in "Break In".

General IARU material also appears in the years that a "Full" "Call Book" is published (e.g. Call Book 2004 - 2005, Page 3 - 3). This includes a description of the relationships between the ITU, IARU, NZART, the MED, and the N.Z. amateur. ITU conferences and the International radio regulations are outlined. A table of IARU and Regional officers and Directors is also included.

6. TITLE OF THE COMMITTEE

International obligations and responsibilities are clearly included in the "Objects" in the Constitution of NZART, and IARU Region 3 membership is the first item of "Policy".

The terms "Overseas" and "IARU" (or both) have been used variously to describe the Committee, its activities, the "Break-In" column etc. More consistency is needed to clearly describe the activities. The best title needs to be selected and used consistently to build membership recognition.

"Overseas" as a description has been found to be confusing at times, as enquiries are received "from overseas" about licensing and operating in New Zealand, NZART organisation and membership etc. These have reduced to some extent as our NZART web site has developed, along with links to the MED site. The IARU Committee works with the NZART Administration Liaison Officer (ALO), FMTAG, Monitoring Service (MS) and the Reciprocal Licensing Bureau (RLB) as required; trying to minimise any overlaps or gaps.

The majority of our work is concerned with "IARU" activities, especially within Region 3. Outside of NZ, this is "Overseas" activity, but within NZ it is better described as "IARU". Most, but not all Pacific Island societies are members of IARU and Region 3. Those that are not IARU members are candidates for help and development until they have the resources to join. On balance it is recommended that the term "IARU" be used consistently, rather than "Overseas".

7. PURPOSE OF THE COMMITTEE

The purpose and role of the Committee is generally as stated in the "Current Policy", in the section on "Overseas Liaison Section 14", as above.

The primary responsibility is the support of the IARU Region 3 Association. If any of the Liaison Officers are Directors of Region 3 at any time, then extra support will be required. Similarly, service as a member of the Administrative Council of IARU will require an extra level of support. The Committee has to determine new subjects for study, topics to become items of new policy, keep existing policies under review and generally keep abreast of international developments that could affect amateur radio. The usual vehicle is the drafting of papers in the Committee, and their subsequent submission to and through the Region 3 Association. Support to Region 3 and its Directors is also required. As an "advanced" Society, NZART needs to help with inputs to issues with regional groups (the Asia Pacific Telecommunity (APT), Asia-Pacific Broadcasting Union (ABU) other regional organisations). NZART also needs to help other Societies develop.

Preparation for World Radio Conferences (WRC's), and other ITU Conferences affecting the amateur service are a significant driving force. The triennial Conferences of Region 3 also produce peaks of work at 3 yearly intervals. Clearly these are events with long and reasonably definite lead-times. Study and review of the papers from the Region 1 and Region 2 Conferences in the intervening two years of the three-year cycle is also required.

Continual attention is needed for manpower planning, training of committee members, and succession planning. Lead times are long, and information and experience in Asia and the Pacific is only gained over a relatively long period of time.

8. COMMITTEE MEMBERSHIP

For the record, at the NZART Conference 1993 the Council appointed Overseas Liaison Officers and the Committee as follows:

Overseas Liaison Officer: Terry Carrell ZL3QL

Overseas Liaison: Jamie Pye ZL2NN, Peter Lake ZL2AZ (ex ZL1AIZ)

Liaison Officer Emeritus: Arthur Godfrey, ZL1HV

Participating Advisers: Fred Johnson ZL2AMJ -as Director Region Ill Association

Bob Knowles ZL1BAD -as IARU Monitoring Service Coordinator

David Andrews ZL2SX -as Chairman FMTAG

Ex Officio: Jim Meachen ZL2BHF -as President NZART Inc.

The above committee has remained relatively stable. In 2000 Peter ZL2AZ took over from Terry ZL3QL as the Overseas Liaison Officer. In 2003 John Lochhead ZL4QS and Steve Davis ZL2UCX were formally added to the committee.

At the NZART Conference in 2005 changes were made, in recognition of Peter Lake ZL2AZ being appointed a Director of Region 3 in February 2005, the need for him to work on Regional issues and having a conflict of interest in still leading IARU activities in NZART (though still able to contribute and advise). The revised Liaison Committee is:

John Lochhead ZL4QS IARU Liaison Officer

Peter Lake ZL2AZ Committee member, STARS *** Task Force Liaison

Terry Carrell ZL3QL Committee member

Steve Davis ZL2UCX Committee member

Also members of the Committee in an assisting role are, "ex officio":

Jumbo Godfrey ZL1HV Emeritus advisor

Jamie Pye ZL2NN Advisor and document editor

President of NZART Bruce Douglas ZL2WP

Region 3 Beacon Co-ordinator Peter Norden ZL2SJ

Administration Liaison Officer Fred Johnson, ZL2AMJ

Chairman FMTAG David Andrews, ZL2SX

9. METHODS OF WORKING

The main method of working is by correspondence, via Email.

Documents and papers are circulated between committee members.

The IARU Liaison Officer receives incoming papers from Region 3 (usually from the Secretary Region 3 with Circular Letters etc.), and the IARU Administrative Council.

Simple issues are dealt with by the Liaison Officer, and referred to Council, the President or the Business Manager as required. More complex issues are circulated to the Committee for inputs. Preparation of NZART documents as inputs to the 3 yearly cycles of Region 3 Conferences follows the same process. Email is used to gather and circulate drafts from contributing authors in NZART, and the committee members drafting papers.

The Liaison Officer also receives copies of Council minutes and papers for general information. No screening of incoming papers is seen to be desirable or necessary -the Committee members need as full a range of inputs as possible.

A meeting of Committee members is also generally held annually, at the NZART Annual Conference in June. When possible a further meeting in person, of those available, is held in conjunction with the Council "face to face" meetings in February/March each year

The Liaison Officer or Committee members can also attend the monthly "on the air" Council Net, although this has not been done regularly. It can also clash with other commitments such as local Branch meetings. Some of the Committee members have often been Councillors, anyway.

10. POSSIBLE CHANGES AND CLARIFICATIONS

A number of issues have been raised over time that need clarification, decisions or action.

Chairmanship of the Committee

Current policy lists the NZART President as the Chairperson of the committee. In most respects he is considered to be an "ex officio" Chairman, rather than the "working" Chairman. Changes of NZART President can be each election cycle and are unpredictable, and this is not helpful to an essentially very long-term IARU activity. One view is that the Chairman should be chosen from among the designated "Overseas Liaison Officers" (i.e. the committee members). The Chairman has to have organisational, leadership and communications skills - as well as experience in Region 3 activities and the ways of working. The reality is that the IARU Liaison Officer functions as the Chairman of the IARU Committee, and does the work. This needs review by Council and the policy changed.

It is recommended that the wording in the "Current Policy 2002" be changed to reflect the reality of the present position.

Title of the Committee

This was discussed in detail in Section 6 above.

On balance it is recommended that the term "IARU" be used consistently, rather than "Overseas".

Continuity of Activities

The paramount need for very long-term continuity of people and activities needs to be more clearly stated.

Leadership of the "Delegation" to Region 3 Conferences

Only one "Delegate" is allowed per Member Society to a Region 3 Conference. The Delegate holds the voting right. Other attendees are called "Observers"

Tradition, to some extent, has called for the President of NZART at the time of each triennial conference to lead the NZART delegation. This is considered to be the norm in Asian countries (i.e. the President is "the face" of the Society, and the most highly ranked person). However, this can produce variable results on the floor of the Conference. It could be questioned as to the best value and appropriateness, as the IARU Liaison Officer is the most experienced and knowledgeable person in the team. He will have led the preparation of all the papers submitted, and managed the NZART IARU committee. Adding the President to the delegation is also costly, and can impact on the training and development of Liaison Officers if they are prevented from attending due to budget constraints. This can have long-term negative impacts. In general, having the President as "the Delegate" may not be the best course of action.

Publicity Activities

Members and Councillors have questioned the cost and value of IARU activities from time to time. The three yearly cycles of activity and expenditure associated with the triennial Region 3 Conferences are not always well understood. Call Book has a clear summary of the IARU organisation, work and statement of needs. International and Region 3 activities are reported in the column in Break-In. This information may not always be read or understood. Defence of existing spectrum allocations and regulations affecting amateur radio start at the international level, led by the IARU and the Regions. As the national society NZART has to be part of this.

Without international work and effort, bands and privileges will be lost, there will be no progress on new bands or updated regulations, and amateur radio will slowly die.

In 2005 Peter ZL2AZ prepared some new promotional material at the request of Council. It needs to be published in a regular cycle to remind members of our international dimensions and responsibilities. It is hard not to be "defensive" about this, and to avoid promoting "IARU" at the expense of equally important associated work done by the ALO, FMTAG and others.

Break-In and Call Book

Copy A specific member of the committee should be appointed as the IARU Columnist for "Break-In", to manage production of the copy (but not necessarily produce it all). Generally the Liaison Officer has taken on this role, but there may be occasions when this not appropriate and he needs relief from this task.

The "mastheads" needs to be kept up to date (at the top of the column, in the Officers listing on the Page 2 of each issue of Break-In; and in the Call Book IARU article and the Officers listing). The masthead must always be used above any copy with an IARU content. The Editor has not always been diligent in keeping the masthead correct.

Articles in the column should always have authorship attributed to allow questions and comments.