VK6 Discussion Notes for Council Meeting June 15th 2004-1

WIRELESS INSTITUTE OF AUSTRALIA
Western Australian Division
FULL DISCUSSION NOTES FROM
FOUR COUNCIL MEETINGS HELD TO DISCUSS
WHERE VK6 DIVISION STANDS IN RELATION TO
THE MOVE TO A NATIONAL WIA AND TO DECIDE WHETHER
TO RECOMMEND THE WINDING UP OF THE DIVISION.
PART TWO OF FOUR - COUNCIL MEETING 15TH JUNE 2004

VK6**
We must try to reach a position so that a draft letter to our members can go to National for inclusion with renewals.
VK6**
Are VK6 members to be given an extension?
VK6**
Unless they join National they remain VK6 members.
VK6**
No! - if a decision is not made before 30th June they will be Unfinancial and unable to vote at the special general meeting.
VK6**
They are allowed to be 30 days in arrear before a reminder is sent, then another month before being deleted as a member.
VK6**
The have to be actually financial to vote.
VK6**
We could have a council resolution to extend membership to cover it.
ACTION Trevor to put motion -Number 1 - See Council Minutes
VK6**
At the WARG meeting last night the following WARG motions were presented and carried so as to allow the Divisional Council room to move.

EXTRACT FROM WEST AUSTRALIAN REPEATER GROUP (INC)
Minutes of General Meeting 14th. June 2004
(9)    GENERAL BUSINESS
In view of the recent formation of the National WIA and the various flow on options concerning the status of the West Australian Division with ramifications concerning the Roleystone Mast agreement, Personal Accident and Public Liability Insurances which will directly affect the Group.

Together with concerns over the continuation of other local services, Robyn VK6XRE led a discussion on whether the Group should accept responsibilities for some or all of these services if asked. Further background and explanations of some of the ramifications were also given by Cliff VK6LZ and Trevor VK6HTW.
Robyn then put the following Motions: That:

1    "The West Australian Repeater Group becomes affiliated with the National WIA."
Moved VK6XRE seconded VK6LZ carried 23 in favour, Nil Against, Nil Abstained

2.    "The West Australian Repeater Group appoint Cliff VK6LZ as the WARG representative on the National WIA Advisory Committee"
After Cliff pointed out that this was perhaps a bit premature the Motion was put on hold.

3.    "The West Australian Repeater Group endeavour to have the contract for the Roleystone Site transferred from the WIA Western Australian Division to the West Australian Repeater Group"
Moved VK6XRE seconded VK6IQ carried 23 in favour, Nil Against, Nil Abstained

4.    "The West Australian Repeater Group accept the responsibility of conducting the "Sunday Weekly Broadcast" and accept the transfer of the broadcast call sign VK6WI or VK6WIA if so required to by the National WIA on terms mutually agreeable to both parties"
Moved VK6XRE After Dennis pointed out that this was perhaps a bit premature the Motion was put on hold, see also below

5.    "The West Australian Repeater Group accept the responsibility of maintaining the Slow Morse Beacon and requests the WIA Western Australian Division transfer the call sign VK6RCW to The West Australian Repeater Group"
Moved VK6XRE seconded VK6YGQ carried 23 in favour, Nil Against, Nil Abstained

6.    "The West Australian Repeater Group provide technical expertise to maintain the International HF Beacon, whilst it is located at the Roleystone site, if required by the National WIA"
Moved VK6XRE seconded VK6NX carried 23 in favour, Nil Against, Nil Abstained

7.    "The West Australian Repeater Group accepts the responsibility of maintaining the VK6BBS packet BBS and the VK6DLX gateway and requests the WIA Western Australian Division transfer the call signs VK6BBS and VK6DLX to the West Australian Repeater Group if so required.
Moved VK6XRE see subject above and put on hold pending resolution of problems.

8.    "The West Australian Repeater Group, through the WIA Western Australian Division, negotiate an agreement to seek funding from the National WIA to support the services provided by the West Australian Repeater Group to all Amateur radio Operators"
Moved VK6XRE seconded VK6UHF carried 23 in favour, Nil Against, Nil Abstained

9.    "The West Australian Repeater Group appoint Robyn Edwards VK6XRE to negotiate the above agreement on behalf of the West Australian Repeater Group"
Moved VK6XRE seconded VK6UHF carried 23 in favour, Nil Against, Nil Abstained

Dennis VK6KAD spoke to motion number 4 above;
It is proposed by the National WIA that the VK4 Q-News become the National Broadcaster, Dennis explained how this works at present and pointed out that very little time could/would be allocated to the VK6 local news under this proposal. Dennis thought that we should keep the local News West broadcast going by acquiring the broadcast transmitters and Licenses.

AFTER DISCUSSION OF THE ABOVE, THE FOLLOWING DECISIONS WERE MADE BY COUNCIL:

WARG Motion no. 3 - Roleystone site lease
Currently main Repeater and Digital Hub for Perth together with International Beacon
It was agreed to approach the site owners with a view to assigning the lease agreement to WARG and approach National to pay legal costs. - They will still need help with Insurance which is to expensive for one club to manage. To be Actioned later after further discussion with National.

WARG Motion no. 4 VK6 Broadcast-
VK6KAD
The news broadcast service is also used for the Old Timers Broadcast once a month, the JOTA broadcast once per annum and the RD Contest broadcast once per annum. Since it is unlikely that the National news will allow much time for local news we may need to continue to do our own.
Need to negotiate with National.

WARG Motion no 5 - Morse Beacon
Currently maintained by WARG, it was agreed that we should transfer License to WARG. (Is License fee to be paid to 5 years first? and by whom)

WARG Motion no 6 - Maintenance of International Beacon and License
Agree to pass maintenance to WARG, License should be paid by National, major maintenance funding by owner, (minor maintenance by National?)

WARG Motion no 7 - Maintenance of VK6BBS Bulletin Board and VK6DLX Packet Gateway.
After some discussion and in view of an email from the BBS manager Phil VK6AD concerning site access difficulties, it was thought that the system was probably redundant, however the WARG are following up and consider that if it was to go, other packet systems in Perth could be overloaded. (Hold decisions for the present ? WAADCA suspense account holds approx $2,800 for maintenance of Packet System)    (It was Later decided to continue service)
VK6**
MOVE ON TO EMBRACING DOCUMENT;

Advisory Committee - discussion on funding/petty cash. Council Members have been invited to form the committee. Acceptance see below.

Discussion
Set date to cease to exist? After 30th June subs will go to National only, members will assume they are still members of division, we must put something on the news to clarify it    Action VK6KAD.

VK6**
Roleystone mast will need funding for legal costs to assign agreement. Also Insurance required.
VK6**
Raise a motion (Number 2) to pay insurance now. See Council Minutes    Action VK6LZ to talk to Insurers.
VK6**
The Collateral Agreement will become Null and Void as soon as the Division winds up.
VK6**
It is protected by clause 13.3 which says any member can enforce it.    Others were not convinced.

Probably needs changing to member of National to enforce.
Discussion
Agreement with Clubs?
VK6**
National won't want it!
VK6**
Members are not aware of what is required, we must let them know that there is to be a special general meeting , and we need a press release giving key points.
Discussion
Distribution of Assets must be to incorporated bodies.
Can a Company (such as National) legally take over an Association (such as WA Division)?
Proxies - Constitution allows an attending financial member to carry a maximum of three.
Examinations - Advisory Committee to be link between National and Local Examiners.
Advisory committee initially to be members of divisional council, then by local nomination after 3 years.
Web Site Content could be managed by Advisory Committee.
What happens to Archival Matter?
Education - Advisory Committee responsibility?
Morse Training - put funding in Implementation agreement?
Many things not core business for National!         Local clubs should be assisted from local assets.
Frequency Allocation for VK6 Repeaters, ACA should only deal with National, but local issues should be co-ordinated by WARG (as now).
Frequency Allocation for VK6 Beacons, ACA should only deal with National, but local issues should be co-ordinated by the VHF group (as now).
VK6**
We need to see a Business Plan detailing Core Business from National!

Considering the Licenses;
VK6RWA 10 Meter Beacon
Decision 1
It was decided not to renew the license (when it falls due) for the 10 Metre Beacon VK6RWA as it is now considered redundant due to the function being better performed by the International Beacon VK6RPH also located in Perth

News Backbone - National to Pay

QSL Bureau
VK6**
Considers National will support the current local arrangement, post box to be funded, also Advisory Committee.

VK6**
Broadcast - Divisional equipment - Advisory Committee, WARG, NCRG, VHF, National???
Callsign transfer to National    Principal is National supplies the news, people who remain are volunteers or Advisory Committee

VK6**
It (News) goes to National.
Hamfest support?
VK6 Amateur of the Year Award? Probably run by Advisory Committee.
WICEN?
VK6**
Consideration of Draft Letter (to go to members via National)
Para 6 - Wind up division
VK6**
Completely disagree with winding up at this time.
VK6**
Not so quick - at least 12 Months
VK6**
Agree with above delay, must provide a back stop and fallback position until National succeeds or fails.
VK6**
To transfer everything should be done slowly - take time- at least 8 months.
There should be at least three options taken to special meeting for members to consider.
VK6**
Must remain as a division until assets have been distributed.
VK6**
Must remain as a Division.
VK6**
NSW and Victoria will be remaining as Entities.
VK6**
Could possibly be put to members to wind up at next AGM.
VK6**
If we wind up who makes the decision, "the Donkey Vote"?
VK6**
Pre-priming the meeting?
VK6**
I am confident that the members would vote for winding up the division, they always thought they were National. Council can be Advisory Committee, Melbourne can't hope to run without people on the ground.
VK6**
People always think that others will turn up to vote, the regulars will always turn up.

VK6**
Amateur of the Year Award, how will it be funded?
VK6**
National will pay.
VK6**
But state will not exist (under zone idea)
VK6**
Zones might happen, might not.

VK6**
We have a moral commitment to give up the name
VK6**
It will serve to confuse if we keep it.
VK6**
Victoria is going to rename, but intends keeping theirs as well for legal uses only, such as existing agreements and contracts etc, (fall back position?)
VK6**
Could you (VK6**) list disadvantages of keeping name?
VK6**
Could cause confusion with local members, by winding up it will ensure they join National
VK6**
Will ensure they join National? - not necessarily
VK6**
If a body remains, it will have to collect subs, decide services, VK6 have already got to pay more (just to National).
VK6**
With the $60 grand, we can live off it, we could embrace National, but keep the division for some time.
VK6**
With $60 grand and by dropping the Personal Accident Insurance, but keeping the Public Liability we could go for twenty years.
VK6**
What will we do (if division continues)?
VK6**
How much should we give to National?
VK6**
Can we be the Advisory Committee?
VK6**
No- only Individuals can be members of an Advisory Committee.
VK6**
VK6 could remain
VK6**
We could wind up eventually - now we are going around and around again.

VK6**
We must work out what the Advisory Committee would do,
VK6**
Could we wait until we know what National is offering?
VK6**
I am trying to complete section 10 of the agreement, where we set forth what we want the WIA to do.
VK6**
I want to see what they are agreeing to before we decide to wind-up or continue, I believe in the (concept of) National.
VK6**
We need to know which of our proposals that they will agree to before we wind-up.
VK6**
We must take time to wind-up
VK6**
IF members agree!
VK6**
We must arrange the meeting ASAP.
VK6**
Don’t sell the farm till we settle the price!
VK6**
Focus the discussion into section 10 of the agreement, draft to go to Robyn for comment, and then circulate to Council
VK6**
National have offered to fund the Insurance for three years (unless it doubles, or they can better it, or at their discretion) We must try to get a better guarantee over a longer period.

Decision 2
Wally VK6KZ is to update/redraft the WA section of the Implementation Agreement for discussion at the next meeting of Council in consultation (by E-mail) with Robyn VK6XRE. This is then to be E-Mailed to Councillors for study prior to the continuation of the meeting,

As far as the proposed letter to members was concerned, Wally invited comments by email and said that no comment would be taken as agreement !

It was noted that there was a need to produce various option scenarios (intended for eventual circulation to members as part of the papers for the Special General Meeting).

VK6** Foreshadowed motions number three and four, before Wally left at 2200 hours.

FURTHER DISCUSSION

VK6**
Why are we doing this? Concern that National may fail us in certain circumstances. Would like opportunity to cover gaps, but it could confuse members.
VK6**
We need 25 for a quorum at a Special General Meeting.
VK6**
NCRG could pay $50 in subs (a dollar for each of it's members ) the other clubs could do the same just to keep the services going.
VK6**
National will be less likely to give us a good deal. The $60K is morally Nationals. Will weaken National Membership.
Feeling that there are too many people at the table (thinking) there is money up for grabs
VK6**
Not True we are just trying to protect VK6
Clause 13.2 of the agreement specifies using divisional funds for financing the agreement.

VK6LZ then put Motions No2 and 3 See Council Minutes

VK6**   The July Council Meeting will be on July 6th, however we need to continue discussion before that,
Action VK6ZLZ to book room ASAP. (June 29th)
Decision 3
Whole Council then nominated for Advisory Committee.
VK6**   Next meeting to accept/reject what Wally is producing ? - Yes.
VK6**   There has been nothing from National lately.

Discussion on what is happening at the National Office -
Michael is sorting out the office and looking for another "Bill Roper".

VK6**    How is AR Magazine being financed at present?
VK6**    Out of Federal Funds and Membership Subs.
VK6**     What happens to new members, such as those passed tonight, who have paid divisional subs, if they subsequently resign from the division as National wants?
End part two
E & OE