Below you will find a link to the PDF for the OCRA Board Meeting Minutes for July 26, 2022.
FINAL OCRA BOD Meeting Minutes – July 26
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for July 26, 2022.
FINAL OCRA BOD Meeting Minutes – July 26
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for August 25, 2022.
FINAL BOD Meeting Minutes – August 25
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for June 28, 2022.
FINAL BOD Meeting Minutes – June 28, 2022
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for May 24, 2022.
FINAL BOD Meeting Minutes – May 24
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for April 26, 2022.
FINAL BOD Meeting Minutes – April 26
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for March 8, 2022.
OCRA BOD Meeting Minutes – March 8, 2022
Laurie Meier, N1YXU
OCRA Secretary
Below you will find a link to the PDF for the OCRA Board Meeting Minutes for January 25, 2022.
Laurie Meier, N1YXU
OCRA Secretary
OCRA Board Meeting Minutes – January 25, 2022
ORANGE COUNTY RADIO AMATEURS
Executive Board Meeting – October 20, 2021 – 7:30 pm
Platforms Utilized: Zoom.
MEETING CONVENED AT 7:30 PM
OFFICERS PRESENT: W4SAR David, (President); KR4UB Dan, (Treasurer); N8BR Bill, (Secretary); KD4YJZ Karen, (Board Member); N1LN Bruce, (Board Member); W4ORD Ladd, (Vice President); KU4GC Dee, (Board Member); W4BOH Wilson (Board Member).
W4SAR (Dave): President’s Report- Welcome. Call to order.
W4ORD (Lad): Vice President’s Report- There will be a state-wide AUXCOMM meeting at 10:30 this Saturday. It will be presented on WebEx. Unfortunately he is unable to use WebEx on his current computer.. He will try to get a copy for the club.
KR4UB (Dan): Treasurer’s Report– In the recent past Dan tallied our fixed expenses which are in fact indicators of how the club is doing financially. Fortunately our income is staying ahead of our expenses so in general, we are doing okay but not by much. At present all of our income is derived from dues. There have been no hamfests or donated equipment sales. We are down about $600 from repeater expenses in Chatham County. So, in sum we have to be careful with spending.
That said, the big question facing us now is whether or not we should consider raising dues.
N1LN (Bruce) suggested that the issue of dues be discussed at the next club meeting. W4BOH (Wilson) suggested that dues be raised to $20.00.
N1LN (Bruce): Net Operations in OCRA. The club desperately needs to expand the number of people who are involved in managing its nets. For many folks these nets have become time proven essential components of our community’s emergency preparedness strategies. It was further recommended that we identify a reasonable number of folks who are willing and interested in doing the job and then develop an educational program to train them. Perhaps it would be useful for potential net leaders to visit the homes of experienced net operators in order to learn the ropes. Bruce hopes we can develop an action plan at the next meeting. Wilson recommended that we contact potential net operations people via email. Bruce will draft an email for that purpose.
W4ORD (Lad): Progress with Holiday Dinner – The Exchange Club we have used for this occasion in past years is closing down for renovation. There is no specific information on when they plan to reopen.
David will check on the availability of St. Matthews” Episcopal Church and the Baha’i Center. I am continuing to solicit responses from club members concerning their plans to attend. This will be discussed at our next meeting.
KR4UB (Dan): Announcements – Rosie from NASA has agreed to give her presentation. Dan has provided her with possible dates.
W4SAR (David): Dave reported that Dick Boyton has passed away and his son Bob has donated a substantial amount of his equipment to the club for the purposes of either use or sale. I believe we should put as much as possible into our equipment loan program. We will provide final forms for that enterprise upon request as well as a final list of included items following a complete inventory. At this point the following items are included: Yaesu FT 450D HF and 6M transceiver, Yaesu 790 R-E UHF/VHF module, Yaesu 60-R VHF/UHF HT, 2 Samlex power supplies (7.5A and 5.5A), Realistic DX440 receiver, VHF/UHF mag mount antenna, Heil Pro-Set headphones, ARL morse code oscillator, Heathkit GR81 receiver, jumpers, insulators and various other hardware. Marketing these items was discussed. Dave will write a thank you letter to Bob.
W4SAR (David): Elections -Our election for club officers will be held in January. .
N1LN (Bruce): Bruce raised the question to Dan that since the combined Zoom/Radio Net/Meetings have become an integral part of OCRA social gatherings, what would it take for additional operators/stations to perform that task?
Dan replied that the combined radio net / zoom audio connection is being performed by equipment originally purchased for other use, much of it being commercial quality, including a Roland multiple sound input mixing/level control mini studio monitor and a W2IHY microphone/radio control & audio matching unit, external line impedance matching / level attenuators, audio isolation transformers worth over $800.00 to interface to the Zoom computer. He has searched the internet for more cost effective equipment to no avail. Bruce commented not to forget having a ham station with antennas sufficient to be able to hear and talk to all on UHF & HF is required.
“Plan B” would be to revert back to separate radio nets, followed by a separate Zoom social gathering conference if Dan is not available. More discussion with action items needs to occur at future meetings.
Further discussion followed with Dan adding that with club elections coming up, the alternate names on the club’s bank accounts, safety deposit and post office box key holders may need to be updated. G-Suite will be used to store this vital record information as well as names of alternate members who have administrative access to the club internet and website accounts.
Meeting adjourned at 9:12 PM
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ORANGE COUNTY RADIO AMATEURS
Executive Board Meeting – May 11, 2021 – 7:30 pm
Platforms Utilized: Zoom
MEETING CONVENED AT 7:30 PM
OFFICERS PRESENT: W4SAR David, (President); KR4UB Dan, (Treasurer); N8BR Bill, (Secretary); KD4YJZ Karen, (Board Member); N1LN Bruce, (Board Member); W4ORD Ladd, (Vice President); KU4GC Dee, (Board Member); KA1HPM Nick (Board Member) and W4BOH Wilson (Board member)
W4SAR (Dave): Welcome. Call to order. The agenda for this meeting contains a continuation of field day planning, presentation of a report by our treasurer and a commentary on club officer training.
FIELD DAY PLANNING: N1LN (Bruce): The following points were made during this presentation: (1.) We are currently into the 5th revision of the survey of planned Field Day activities submitted by club members during recent weeks. As was the case last year, twenty-seven members have indicated their intentions to come on-board to represent our club in Field Day this June. (2.) The next step in our planning is to agree on software training for our operators. Bruce has revised his presentation on N1MM software and to be available for individualized instruction to anyone needing help with that platform. (3) W4SAR (David) has agreed to provide instruction on N3FJP contesting software to whomever might be interested in using it, and (4). KR4UB (Dan) has graciously offered his services in helping set up and operating digital modes.
QUARTERLY TREASURER’S REPORT: KR4UB (Dan) provided the Quarterly Treasurer’s report. Data presented therein is managed and archived by Quicken. Since OCRA’s primary source of income is from membership dues, the presentation was tailored to provide a clear picture of the number of membership dues payments it takes to cover the club’s re-occurring fixed costs such as insurance, a permanent mailing address (post office box) needed to ensure timely receipt of IRS correspondence, insurance invoices, etc and the safe deposit box for storage of the club’s key documents. Significant fund expenditures for repeater maintenance and discretionary spending such as the RF filters purchased for Field Day were also highlighted.
This and future treasurer quarterly report formats will be a look back over a rolling past 12 month income/expense period for comparison to the club meeting monthly membership trend reports for easy comparison of the balance of income and expense.
Membership turn-over was also discussed. During the past year with Covid-19, and no face to face meetings possible, the number of new members joining the club has reached a record high and exceeded the number of memberships expiring. Initial club contact by new applicants was largely through the club website. Very positive feedback has been received on the use of the Zoom video conferencing during nets, club meetings, special interest gatherings (HamPiE) to provide the opportunity for new members to get to know other members in the club and get their questions and assistance needs met.
ANNUAL BOARD MEMBER TRAINING: KR4UB (Dan) The following information URL links were sent to the board membership for the annual board education guidance in carrying out their respective duties and responsibilities.
MEETING ADJOURNMENT: 9:24 PM
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ORANGE COUNTY RADIO AMATEURS
Board of Directors Meeting – April 13, 2021 – 7:30 pm
Platforms Utilized: Zoom.
MEETING CONVENED AT 7:30 PM
OFFICERS PRESENT: W4SAR David, (President); KR4UB Dan, (Treasurer); N8BR Bill, (Secretary); KD4YJZ Karen, (Board Member); N1LN Bruce, (Board Member); W4ORD Ladd, (Vice President); KU4GC Dee, (Board Member); KA1HPM Nick (Board Member) and W4BOH Wilson (Board member)
W4SAR (Dave): Welcome. Call to order. The agenda for this meeting is to consider the most recent draft of our proposed revision of the club’s repeater code of conduct and to continue our discussion of field day plans.
KR4UB (Dan): Moved that the revised Code of Conduct for OCRA Repeaters be approved and adopted by The OCRA Board of Directors.
The motion was passed unanimously.
W4SAR (David) led a spirited discussion about this year’s field day operation. A statement to the club outlining the board’s recommendations will be forthcoming.
Meeting adjourned at 9:12 PM
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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 #
Date of loan _______________Agreed date for equipment return_______________
Loan Agreement: By signing this agreement the borrower agrees to comply with the following terms:
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.
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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:
MEETING CONVENED AT 7:30 PM
W4SAR (Dave): Welcome. Call to order. The agenda for this meeting includes:
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.
Continuation of Review and Revision of Club Position Descriptions.
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
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:
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.
Development of a club wide program for recognizing and rewarding member involvement and accomplishment in club functions.
MEETING ADJOURNED AT 9:20.P.M .
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