VK6 Minutes of Council Meeting June 29th 2004-3

WIRELESS INSTITUTE OF AUSTRALIA
Western Australian Division

Minutes of Council Meeting 29th June 2004
(Continued from 01.06.04 & 15.06.04)
Held at CWA House, Hay Street West Perth
Visitors are welcome

Present:
Neil Penfold                        VK6NE      President
Cliff Bastin              VK6LZ    Vice President/Minute Secretary
Christine Bastin                  VK6ZLZ     Web Master
Roy Watkins                       VK6XV       Secretary
Trevor Ward              VK6HTW Federal Councillor
Kathi Suminer                     VK6HKR    Membership Secretary
Will McGhie                        VK6UU      AR Correspondent

*Bruce Hedland-Thomas    VK6OO      Treasurer
*Wally Howse                     VK6KZ       National/VK6 Agreement Co-ordinator
*Robyn Edwards           VK6XRE    National/VK6 Agreement Co-ordinator
Apologies:
Neil Husk                    VK6BDO    Education
Dennis Muldownie              VK6KAD    Broadcast Officer
Visitors:    Nil

The Division is governed by a Council consisting of President. Vice President, and seven Councillors, also in attendance *three Ex-officio Councillors.

The adjourned meeting re-commenced at 1930 with the President, Neil VK6NE in the chair

(1)    MINUTES:
1.    The Minutes of the 15th June part of the meeting were assumed to have been read.

Matters arising:
1.1    Wally VK6KZ pointed out that the invitation from the National Directors for the Council to form the State Advisory Committee was extended to only full council members.
The following Councillors are therefore nominated by Western Australia for the first three year period;

Neil Penfold              VK6NE
Cliff Bastin                VK6LZ
Christine Bastin        VK6ZLZ
Trevor Ward           VK6HTW
Neil Husk        VK6BDO
Kathi Suminer           VK6HKR
Dennis Muldownie    VK6KAD
Will McGhie        VK6UU
Roy Watkins             VK6XV

1.2    Christine VK6ZLZ, reported that she had been informed that the three new members and the renewal accepted earlier by the division would not be processed by the National Office until Thursday which is the 1st of July. Is this intentional so that they become members of the National body not the Division?

There being no other business arising, the minutes were otherwise accepted.

(2)    GENERAL BUSINESS
It was reported by Neil VK6NE that the WIA exam service had only supplied one Exam Markers Kit to VK6, which created a problem when exams were carried out in both the North and South Metro Areas. It was proposed that marking should be carried out by the approved markers as follows: In the North by VK6NE and in the South by VK6LZ.
Neil also commented that it took only one and quarter hours to mark 17 papers at the last exam.
Action: VK6NE to speak to the National President to get a Markers kit sent to Cliff VK6LZ

(3)    At 1935 hours the meeting went into Committee with Wally VK6KZ leading the resumed discussion on where VK6 Division stands in relation to the move to a National WIA, and what needs to be done by the Division.

THE DISCUSSION CONTINUED FROM THE LAST MEETING WITH THE FOLLOWING MATTERS BEING CONSIDERED

(A)    SECTION 8 OF THE DRAFT IMPLEMENTATION AGREEMENT (Collateral Agreement) with National.
VK6LZ    had foreshadowed some changes prior to the meeting.
Discussion followed on these changes and others required to section 8. Including -The special general meeting should be called to "CONSIDER" winding-up,
NOT "to adopt a resolution to wind-up".

(B)    TRANSFER OF SERVICES FROM DIVISION TO CLUBS

(C)    THE IMPACT ON OTHER LOCAL INCORPORATED CLUBS

(D)    CONTENTS OF A LETTER TO MEMBERS TO ACCOMPANY RENEWALS

(E)    COUNCIL THEN CONSIDERED MOTION NUMBER ONE -TO CALL A SPECIAL GENERAL MEETING TO WIND-UP THE DIVISION (THIS WAS AMENDED AND THEN PUT).

(F)    MOTION NO 2 WAS THEN PUT TO URGENTLY FINALIZE THE LETTER TO MEMBERS

(G)    MOTIONS NO 3, 4, 5, & 6 WERE THEN PUT

(4)    The meeting closed at 2225 hours

(5)    Next Meeting - July Council meeting Tuesday 6th July at 2130 hours

Motion No 1

Move That; Subject to acceptance of the attached Section 8 of the Implementation Agreement by the national WIA, (as amended at this meeting)

1    Council will donate $10 000 to national WIA
2    Council of the WIA Western Australian Division will call a Special General Meeting to recommend the winding-up of the Division.
3    Council will recommend to the members that its surplus property be distributed as follows
WICEN Inc          $1,000 (one Thousand)
Hills Amateur Radio Group Inc. Not more than        $   500 (five hundred)

With the remaining monies divided equally between:
Northern Corridor Radio Group Inc
Western Australian Repeater Group Inc
West Australian VHF Group Inc

Such a distribution will depend on the winding up costs of the Division but is likely to lead to approximately $15,000 to each of the three bodies named above.

Proposed Neil VK6NE Seconded Roy VK6XV
Motion Carried: FOR = 4    AGAINST= 3    ABSTAIN =NIL    ABSENT =2

For:     VK6XV, VK6UU, VK6NE, VK6HKR
Against:    VK6LZ, VK6ZLZ, VK6HTW
Absent:    VK6KAD, VK6BDO

Explanation for Motion 1
The rationale for the proposed distribution is based on

If the Division is to wind up, in accordance with the WA Associations Incorporations Act, its funds can only be distributed to like incorporated bodies in WA or to charitable organizations. If funds are to be transferred to National WIA (a company set up in Victoria) that can only be done prior to windup.

National WIA will be accepting some responsibilities for the maintenance of activities of the Division such as the Jim Rumble WA Amateur of the Year, Zone 29 Award, and payment of some repeater licences.

WICEN provides an important community service. Its annual expenditures are small.

The Hills Amateur Radio Group has been included as it is an incorporated affiliated club. As mainly a social club, any monies distributed to it are ex-gratia and hence small.

The WA Repeater Group and WA VHF Group provide widespread services to many WA amateurs and each has received from time to time, donations from the Division to assist them to continue their activities.

The Northern Corridor Radio Group contributes in many activities such as the Hamfest and HF expeditions and is seeking to replace its lease at the Carine TAFE with one at Whiteman Park. All of these activities are important to foster the growth of amateur radio.
FALL BACK POSITION
If the Special General Meeting were not to pass the motion regarding the winding up of the Division, then contingent motions would be necessary.

1    Council recommends that the name of the Division become “Western Australian Amateur Radio Society” (or such other name as the Council recommends)
2    Council be instructed to review the Constitution in light of the adoption of a new Constitution by the national WIA and bring proposed changes to a further Special General Meeting
3    Council make the following donations after retaining $5 000 for the “Society” activities (and having already made a $10 000 donation to national WIA)

WICEN Inc                                                                  $1,000 (one Thousand)
Hills Amateur Radio Group Inc. Not more than        $   500 (five hundred)

With the remaining monies divided equally between:
Northern Corridor Radio Group Inc
Western Australian Repeater Group Inc
West Australian VHF Group Inc

Such a distribution is likely to lead to approximately $14 000 to each of the three bodies named above.
Rationale
1    In light of the new national body, there is an expectation of a name change.
2    References to a Federal Councillor etc need to be removed.
3    Since the Division

•    has accumulated approximately $60 000 over it period of existence
•    some of its services will be provided by the national WIA
•    many (or most) of the current members are expected to join the national WIA
•    future activities and services to be provided by the “Society” are unknown
•    membership numbers of the “Society” are likely to be small

It would be unreasonable for the “Society” to have full access to that $60 000.

It seems fair that all current members take these decisions on the distribution of funds now rather than leave the monies unused. This would provide immediate funds to the Groups to maintain and extend their services.

Motion No 2
Move That Council Delegate to VK6KZ, VK6NE, VK6ZLZ, VK6XV, VK6OO the finalisation of the letter addressed to members which is intended to accompany the renewal notices, and present the result to Council for ratification by E-Mail,

Proposed Neil VK6NE Seconded Roy VK6XV
Motion Carried: FOR = 7   AGAINST= NIL    ABSTAIN =NIL    ABSENT =2

For:          VK6XV, VK6UU, VK6NE, VK6HKR VK6LZ, VK6ZLZ, VK6HTW
Against:    Nil
Absent:    VK6KAD, VK6BDO

Explanation for Motion 2
A sample letter was presented by VK6KZ for agreement, but after considerable discussion it was decided to re-work the wording. Note this letter is required by National urgently.

Motion No 3
Move That, Motion Number 1 of 15.06.04 be rescinded

Proposed Neil VK6NE Seconded Roy VK6XV
Motion Carried: FOR = 4   AGAINST= 3    ABSTAIN =NIL    ABSENT =2

For:     VK6XV, VK6UU, VK6NE, VK6HKR
Against:    VK6LZ, VK6ZLZ, VK6HTW
Absent:    VK6KAD, VK6BDO

Explanation for Motion 3
Some members thought that the wording was unclear as to the intention, and should be replaced by Motion No. 4

Motion No 4
Move That, In accordance with section 39 of the Western Australian Division Constitution, that the yearly membership subscription for 2004/2005 be zero dollars (for those members financial at 30th June 2004).

Proposed Neil VK6NE Seconded Roy VK6XV
Motion Carried: FOR = 5   AGAINST= 2    ABSTAIN =NIL    ABSENT =2

For:     VK6XV, VK6UU, VK6NE, VK6HKR, VK6HTW
Against:    VK6LZ, VK6ZLZ,
Absent:    VK6KAD, VK6BDO

Explanation for Motion 4
This motion is to replace motion number 1 of the 15/06/04 where some members thought that the wording "deemed" was unclear as to the intention, and should be replaced.

In the context of the new National WIA, and whilst discussing the various options concerning the future/or otherwise of the Western Australian Division, it was realised that for many members the renewal date is the 1st July, and that as it is necessary to arrange a mail out detailing the options (and proxies forms) and give 28 days notice of a Special General meeting, more time is needed. This motion was seen as a "safety net" since the Divisional Constitution section 41 states;

41. In the case of a member whose subscription is in arrears by 30 days the Secretary may notify him by registered letter to his last known address that unless he makes himself financial within 1 (one) month he shall cease to be a member of the Institute but shall remain legally liable for his subscription then due and failing payment by such member of his subscription on or before such last mentioned date, he shall cease to be a member

Motion No 5
Move That, the Hugh Spence Memorial Fund in the amount of $510 - 10 (plus accrued interest) be wound up and that the proceeds are to be donated to the current Peter I Island Dxpedition

Proposed Neil VK6NE Seconded Roy VK6XV
Motion Carried: FOR = 7   AGAINST= NIL    ABSTAIN =NIL    ABSENT =2

For:     VK6XV, VK6UU, VK6NE, VK6HKR, VK6HTW, VK6LZ, VK6ZLZ
Against:    Nil
Absent:    VK6KAD, VK6BDO

Explanation for Motion 5
The fund was set up from a donation by the late VK6FS Hugh Spence to further the hobby of DX chasing, but has now been reduced after past allocations to the above amount. It is felt that the above is a worthy cause.

Motion No 6
Move That, the WAADCA Suspense Account in the amount of $2,857 - 48 (plus accrued interest) be wound up and that the proceeds be donated to the West Australian Repeater Group (Inc) to be used for the maintenance of the West Australian Digital Packet Network (including VK6BBS Bulletin Board, VK6DLX Gateway).

Proposed Trevor VK6HTW, Seconded Will VK6UU
Motion Carried: FOR = 7   AGAINST= NIL    ABSTAIN =NIL    ABSENT =2

For:     VK6XV, VK6UU, VK6NE, VK6HKR, VK6HTW, VK6LZ, VK6ZLZ
Against:    Nil
Absent:    VK6KAD, VK6BDO

Explanation for Motion 6
The Suspense Account was set up with a donation from the winding-up of the West Australian Amateur Digital Communications Association. Council have held the funds in order to continue the digital facilities offered by the Bulletin Board VK6BBS and the VK6DLX Gateway.
The responsibility for this equipment and Packet Service has now been accepted by the West Australian Repeater Group, who already maintain the VK6BBR Bulletin Board and associated digipeater/rose network. It is felt that the funds should follow. The equipment and systems have been maintained by Phil VK6AD since
the demise of WAADCA and he has agreed to continue with assistance from WARG personnel.

President VK6NE ........................... Minute Secretary VK6LZ ........................
E & OE