ORANGE COUNTY RADIO AMATEURS

             Executive Board Meeting – February 9, 2021 20 – 7:30 pm

                                       Platforms Utilized: Zoom.

MEETING CONVENED AT 7:30 PM

OFFICERS PRESENT: W4SAR David, (President); KR4UB Dan, (Treasurer); N8BR Bill, (Secretary); KD4YDJ Karen, (Board Member); N1LN Bruce, (Board Member); W4CFO Jim, (OCRA Member); W4ORD Ladd, (Vice President); KU4GC Dee, (Board Member); KA1HPM Nick (Board Member): KM4MBG Jack, (DFMA President) and W4BOH Wilson (Board member)

W4SAR (Dave):  Welcome. Call to order. The draft agenda for this meeting is as follows: 1) Officer’s reports  2) ARES/Auxcomm report  3) A quick tutorial on use of the new G-Suite platform  3) Review of Second Draft, Updated Officers and Board Members Role Descriptions  4) Review of Proposed Acceptable Use Policy  5) Preliminary Field Day plans  6) Other items, time allowing.

OFFICER REPORTS

Vice President W4ORD (Ladd): The exchange Club is holding a place for us on their schedule for next December in case COVID 19 restrictions are lowered between now and then.  Or, we may have a potluck, Time will tell.

Treasurer:  

KR4UB (Dan): First, I believe the board should know that when club finances are discussed in open meetings we never announce specific account balances. Second, I want to explain an expenditure I made on behalf of the club since I would like to be reimbursed for the funds.  Specifically, I purchased a new S–com Controller for $580.00 and a Polyphaser for $90.24, and would like to draw $670.24 from the club account for my reimbursement.  Both of these items are to be used on our repeater systems. Dan shared with board members a copy of the paperwork confirming the purchase and a receipt for the payment.  The board voted unanimously to approve this transaction.

Repeater Committee 

KA1HPM (Nick) :  Not much to report.  We will build our new repeaters when the weather warms up. The antenna that Dan is storing at his QTH needs to be tested before it is moved to the new site in Goldston where it will be installed.  Bruce (N1LN) offered to help with moving the antenna, setting it up for testing at Dan’s QTH, and checking the SWR.  It was mentioned that Steve (W3AHL) may like to be involved in this project.

Change in Agenda  

W4SAR (Dave):  I would like for Jim, W4CFO to present a mini-tutorial on our new Google Suite, but I believe it is more appropriate to have him do that later in the meeting.  So let’s move ahead to other items:

Plan for reviewing and approving club minutes

N8BR (Bill): 

In response to questions from an earlier meeting regarding the processes used by the club for reviewing and distributing our meeting minutes, I drafted proposals for processing and reviewing meeting outcomes from both the executive board as well as those from the general membership.  The overarching goal of each procedure is that it be as simple as possible and at the same time to maximize transparency in the decision-making functions of our club.  Both draft proposals were discussed at length by the executive board, revised pursuant to their recommendations, and adopted unanimously by their vote. 

1, Executive Board Meeting Minutes:

The club secretary will prepare draft minutes of executive board meetings and distribute them electronically to board members for review and approval within seven (7) days of the board meeting.  Board Members will be permitted seven (7) days to review those draft minutes, articulate recommended revisions to the secretary, and for him/her to post the revised minutes on the club website for the general membership.

2.  General Membership Meeting Minutes:

The club secretary will prepare draft minutes of general membership meetings and distribute them electronically to board members for review and approval within seven (7) days of the general membership meeting.  Board Members will be permitted seven (7) days to review those draft minutes, articulate recommended revisions to the secretary, and for him/her to post the revised minutes on the club website for the general membership. Approval or disapproval of the minutes will be voted upon by general membership present at the following general meeting.

Plan for Loaning of Club Equipment

N8BR (Bill):  At our last executive board meeting N1LN (Bruce) proposed that OCRA establish a program through which club members could borrow club-owned equipment. The concept was approved by the board contingent upon the development of appropriate paperwork and a management strategy to oversee its operation. I have followed up on that charge with the form presented below that has been extensively edited by N1LN (Bruce).  I believe, as does the executive board, that It adequately facilitates the implementation of the new program for club members.  In the near future we will prepare an inventory of club owned equipment that is eligible for loan to members. Discussions concerning liability ensued.  W4ORD (Ladd):  Perhaps we should provide borrowers with specific instructions for grounding the equipment they borrow.so if lightning hits and their house burns down we won’t be sued.  N1LN (Bruce):  I have added a section requiring borrowers of club equipment to install proper grounding to the items they use. Plus, there are waivers of liability in the lending agreement.

W4BOH (Wilson):  Perhaps we need to have an agreement similar to this that will apply to the repeater equipment we loan to Chatham County. Of special concern are the liability issues. KR4UB (Dan): explained that the repeater equipment remains under the ownership of OCRA and is housed in Chatham County secure communications facilities.  The FEMA MOU “Memorandum of Understanding for Auxiliary Support” defined by FEMA for such arrangements, will be used as the instrument to document this long-term agreement.

APPLICATION FOR EQUIPMENT LOAN PROGRAM

Note: The document represented below is a draft of the application form that the board approved for the equipment Loan Program. Printed copies for actual use by those wishing to apply for the program may be obtained from the Club Secretary

The Equipment Loan Program is a new initiative for the Orange County Amateur Radio Club, having been launched in January, 2021.  Its goal is to help club members who are new to the hobby borrow a piece of club-owned-equipment for a period of up to one year in order to get a new station up and running, or to replace failed gear in an existing setup.  The application process is simple.

(1) We ask that you complete the form presented below.  It is a request for your basic contact information.

(2) Please supply the name of the equipment you would like to borrow, its serial number, and the length of time you want to use it.  Keep in mind that the initial loan period we offer is for a maximum of 6 months.  Depending on circumstances and your needs, with club approval this period could be extended to one year.

(3) Along with your application please submit a photocopy of your current valid amateur radio license from the FCC web page. We will use that document to verify your qualifications to legally operate the borrowed equipment.

(4) Sign and date the Loan agreement below, and return to the club officer who manages this program. He/she will advise you on equipment pick-up and return.

Name (last)__________________ (first)_____________________Call Sign________

Address(street)________________________________________Zip______________

Phone(cell)____________________(home)_____________________email________

Equipment Requested

Make___________________ Model No______________________ Serial __________

Additional items included such as a microphone, power supply, morse key, antenna tuner, etc.

        Item                        Make                                  Model                             Serial #

1.  ________________________________________________________________
2.  ________________________________________________________________  
3.  ________________________________________________________________  

Date of loan _______________Agreed date for equipment return_______________

Loan Agreement:  By signing this agreement the borrower agrees to comply with the following terms:

1. Use/Disclaimer:  The lender disclaims all representations and warranties associated with the loaned  equipment  and any use thereof.  This includes any  damages, losses, claims, causes of actions, expenses and liability of any nature whatsoever associated to or related to the use ol the equipment while under the care of the  borrower.
2. Borrower will keep their OCRA membership in good standing (dues) and their membership record current with any changes in address, or contact information.
3.  Borrower agrees to use the loaned equipment for amateur radio activities only and not for commercial application(s).
4. The borrower shall be responsible for returning the equipment by the date specified above.  Equipment shall be returned to the lender in as good a condition as when received by the borrower except for reasonable wear and tear.
5. Borrower shall comply with all federal, state, county and municipal laws and ordinances applicable to the use of the loaned equipment.
6. The borrower shall be responsible for the installation and grounding of the equipment and any associated  antennas.

Signatures:

Borrower___________________________________________________Date_______

Lender (OCRA Board Member)___________________________________________________Date_______
This document has been reviewed by the Executive Board and adopted by the unanimous vote of that body.

Review and Revision of Job Descriptions for Club Officers.

W4SAR (David): Presented the second draft of his ideas on proposed duties of executive committee officers and members at large.  The presentation garnered substantial discussion and led to numerous suggestions for additional revisions.  We also have to give consideration to the job descriptions for board members at large. David will consider the committee’s suggestions and craft revisions for consideration at the next executive board meeting.

Review and revision of Acceptable use policy for club repeaters

KR4UB (Dan): Provided an overview of the revisions made in the draft of the club’s acceptable use policy for repeaters. Discussion ensued on the legality and enforcement of repeater rules. The thesis presented is based on FCC regulations and enforcement declaratory rulings that amateur radio repeaters are private property.  And as such, in addition to their responsibility to ensure compliance with FCC regulations, the owners have the right to establish policies that dictate how those facilities are to be used and what behaviors are acceptable for their users. The only extra-organizational body that influences this process is the FCC. So, as long as our repeaters function within the guidelines of the FCC, we can regulate them in whatever way we determine is in the best interest and safety of our users and the hobby they enjoy.  If our guidelines are violated by a user, we can ban that person from using our repeater.  The FCC will support this decision even to the extent of taking action to temporarily suspend or even revoke his or her amateur radio license and possibly level fines..  In practice this is usually done via a multi-step process over a defined period of time.

Dan will place the latest revised acceptable use policy draft on the OCRA G-Suite document system. for another round of board reviews and alterations as needed..

W4CFO (Jim):  Presented a brief but very useful overview of the “big picture” in our club’s struggle to learn and effectively use Google Docs and its associated editorial tools.

Meeting was concluded at 9:11 P.M.

WLB/DE/s

ORANGE COUNTY RADIO AMATEURS

Executive Board Meeting – January 12, 2021 – 7:30 pm

Platforms Utilized: Zoom.

Minutes

BOARD MEMBERS PRESENT: W4SAR David, (President); KR4UB Dan, (Treasurer); N8BR Bill, (Secretary); KD4YJZ Karen, (Board Member); N1LN Bruce, (Board Member), KU4GC Dee, (Board Member); KA1HPM Nick (Board Member): KM4MBG Jack, (DFMA President) and W4BOH Wilson (Board Member).

PRE-MEETING INFORMAL DISCUSSION AMONG BOARD MEMBERS: 

• N8BR (Bill) suggested that at some point it might be helpful to develop an organizational chart that incorporates the proposed revisions being made in job descriptions for our club officers.
• W4SAR (David) agreed to add a discussion of Google G-Suite to the agenda.

MEETING CONVENED AT 7:30 PM

W4SAR (Dave): Welcome. Call to order. The agenda for this meeting includes:

• a brief review of club elections,
• a progress report on our continuing review of position descriptions for club officers,
• progress with the development of acceptable use policies for club repeaters,
• the quarterly treasurer’s report,
• development of a club equipment loan program and
• a proposal for the development of a club program for recognizing and rewarding member involvement and accomplishment in club functions.

Club Elections- W4SAR, (David): There were 48 responses to the Survey Monkey that served as an electronic ballot for the election. Posted responses were cut off at 40 without paying. Since one of those cut off responses was from Karen, it left 7 that could not be read. However, since all votes accounted for were almost unanimous for the incumbents and one new candidate (exceptions, one write-in for President, one abstention for VP), and any remaining ballots would not change the outcome, it was decided to let it stand. A different platform will be used from now on.

Google G-Suite – KR4UB, (Dan): G-Suite is an organizational application for business data, available at no cost for 501c(3) non-profit organizations. OCRA needs a solution for critical long term records retention.

• Dan reported that Jim, W4CFO has submitted the application to qualify OCRA for free, non-profit use of G-Suite for the club’s long term record storage needs.
• Extensive effort was recently spent on a search for some of the club’s key original records that the club can not afford to lose. Past club officers having come and gone in the early years of the club without a long term records storage process made this a challenging task.
• G-Suite’s first use is planned to serve as the work space for the club secretary to write the drafts of club meeting minutes and for distribution to the board for the review and approval process.
• Other key club documents such as the by-laws, appointments by the board of key members to carry out club responsibilities on the behalf of the board are in need of revision. To be in good legal standing, documentation requirements  are placed on 501c(3) organizations for this process.

Continuation of Review and Revision of Club Position Descriptions.

• W4SAR (David): Confirmed that All members of the board have received a copy of the proposed revisions that he has circulated for consideration.
• KR4UB (Dan): Suggested that these revisions should be merged with existing by-laws which are legally mandated for the club. We would then be best able to study them and vote on their adoption.

N1LN (Bruce) commented on the proposed responsibilities of our club vice president in the job description currently undergoing revision. Specifically, that officer is required to

• assume the duties of President in his/her absence,
• assist in coordinating programs for club meetings,
• assist in the coordination of Field Day activities with other clubs, and
• To maintain close contact with the Section Emergency Coordinator and with local Emergency Operations officials to further participation in the Amateur Radio Emergency Service and /or AUXCOMM.

This list is too specific. It also involves more work than is reasonable for one person. How will we be able to find a person who is willing to seek election to this position?

One possibility for the VP’s revised job description might be to have he or she perform only three principal tasks:

• assume the duties of President in his/her absence,
• provide leadership in the identification and presentation of programs for the club, and
• provide a liaison function to coordinate activities of both OCRA and DFMA clubs for the mutual benefit of their members.

Finally, the person who assumes the VP position should have the prerogative of delegating responsibilities to other club members. This might involve assembling committees to work on program development, or asking the 8 members of the club’s executive board to develop one program each per year for the club, etc.

ACTION ITEM:  Dave will update the position descriptions for BOD review prior to the next BOD meeting.

Progress with Development of Acceptable Use Policies for Club Repeaters

KR4UB (Dan): A draft copy of the proposed acceptable use policy for club repeaters has been circulated to all members of the executive committee. Please study this document carefully and submit your recommendations for revision via Google docs. Dan will consider all feedback, incorporate changes, and make revisions for consideration at our next meeting.

Dan presented an overview of the draft document. He emphasized that while 99% of the hams using the OCRA repeaters set an exemplary example,  2020 had a number of incidents that the club needs to be in a better position to handle.

ACTION ITEM:  Dan will update the document, post on Google Docs with the request that every BOD member to review and comment prior to the next BOD meeting.

Quarterly Treasurer’s Report KR4UB (Dan): A comprehensive quarterly report was presented by our club treasurer. All of the data he presented indicate that our books are in order. Our executive board voted unanimously to accept the report.

Development of an Equipment Loan Program for Club members.

• N1LN (Bruce): This initiative is designed to help club members who are new to the hobby or financially strained to borrow a piece of equipment owned by OCRA for a period of up to one year in order to get a station up and running.
• The executive board discussed this proposal at length and voted to approve it contingent upon the development of appropriate managerial paperwork by our club secretary.
• ACTION ITEM:  Club secretary to develop a document that can be used for this purpose.  It will be placed on Google Docs for all to review prior to the next BOD meeting.

Development of a club wide program for recognizing and rewarding member involvement and accomplishment in club functions.

• N1LN (Bruce): This proposal is for a program that seeks to get more club members involved and actually contributing to its weekly, monthly and annual activities.
• ACTION ITEM:  Bruce will put together a list of proposed qualification items for review and modification that will be put on Google Docs. Bruce requested BOD members to please make additions.
• ACTION ITEM:  Bruce to also post similar qualification lists from other clubs that already have recognition programs – PVRC / CWOps.
• . Members of the executive board are enthusiastic about this proposal and will consider it for adoption at the next board meeting.

MEETING ADJOURNED AT 9:20.P.M .

WLB/DE/s