VK6 Minutes of Council Meeting October 5th 2004

WIRELESS INSTITUTE OF AUSTRALIA
Western Australian Division

Minutes of Council Meeting 5th October 2004
Held at CWA House, Hay Street West Perth
Visitors are welcome

Present:
Neil Penfold           VK6NE       President
Cliff Bastin                           VK6LZ       Vice President/Minute Secretary
Roy Watkins            VK6XV Secretary
Neil Husk                             VK6BDO     Education Officer
Kathi Suminer                      VK6HKR    Membership Secretary
Dennis Muldownie       VK6KAD   Broadcast Officer
Will McGhie           VK6UU       AR Correspondent
Christine Bastin           VK6ZLZ    Website Administrator
*Bruce Hedland-Thomas     VK6OO    Treasurer
*Robyn Edwards           VK6XRE    National/VK6 Agreement Co-ordinator

Apologies:
Trevor Ward                        VK6HTW     Ex Federal Councillor
*Wally Howse           VK6KZ      National/VK6 Agreement Co-ordinator

Visitors: Nil

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

The President opened the meeting at 1940 hours

(1)    MINUTES:
The Minutes of the September Council meeting were assumed to have been read and were accepted by
VK6XV/KAD

Matters arising:
Item 6.4         The Secretary has written to National regarding VK6ZLZ changing from Exam Invigilator to Marker in order to avoid conflict of interest and is awaiting confirmation from the Exam Service.
Item 7.5        Transfer of funds has been carried out, see below.
Item 7.8        WIA agreement, see below.

(2)    CORRESPONDENCE- (Roy VK6XV)
IN
2.1        Telstra Bill - see below
2.2        Request for Call Book
2.3        Query from VK6ET, Geraldton regarding holding exams - see below

OUT
2.4        To National Exam Service re VK6ZLZ changing from Invigilator to Marker.
2.5        Five Cheques to Various clubs subsequent to Members Instructions at the
Special General Meeting. (See also Treasurer's report below) (WARG cheque was picked up by VK6BDO- WARG Treasurer)
2.6        From VK6ZLZ to National Exam Service giving background to Geraldton
request.

(3)    BROADCAST OFFICER'S REPORT (Dennis VK6KAD)
3.1    The on-air fault on the 26th September broadcast was cause by a problem with the fibre optic link to the minidisk.
3.2    Now that the national news contains more of our news, the local segment has been cut.
3.3    Some of the local relays are not happy with a 9 am start.
3.4    Local reports indicate that listeners consider the national news has improved with the inclusion of segments from WA and there appears to be more from all over. The "music" is not appreciated.

(4)    MEMBERSHIP (Kathi VK6HKR)
Nothing to report

(5)    TREASURER'S REPORT - (Bruce VK6OO)
5.1    Bruce reported that instructions from the Special General Meeting to donate $10,000 to the National WIA, close investment accounts, transfer funds to the current account, and donate excess funds above $5,000 to the various WA Cubs, have been carried out.
5.2    Bruce asked that the following accounts be passed for payment:

P49(2)    VK6LZ printing etc for SGM                       29 - 80
P50    Bank Charges                              30 - 40
P51    WICEN Donation                   1,000 - 00
P52    Peel Group Donation                     500 - 00
P53    NCRG Donation                       10,690 - 00
P54    VHF Group Donation                   10,690 - 00
P55    WARG Donation                      10,690 - 00
P56    Hills Group Donation                          500 - 00
P57    Webmaster Phone                           137 - 93
P58    CWA for October Council Meeting                                     33 - 00
P59    VK6XV for replacement FAX m/c                                   500 - 00

Balance of Current Account (Total Funds Remaining)          4,343 - 08

Proposed that payments be approved and report accepted VK6BDO/KAD    - carried

(6)    EDUCATION (Neil VK6BDO)
6.1    The AOCP course continues
6.2    The Morse code practice hosted by John VK6NT on Repeater VK6RAP at 7 to 8 pm Wednesday is in it's third week with 11 or 12 participating.

(7)    GENERAL BUSINESS
7.1    A request from the National WIA office for background and advice regarding a request from a Perth CB club to hold Amateur Radio exams. It was felt that AR exams should only be held by Accredited Licensed Amateurs. Both the NCRG and WARG were willing to hold examinations for members of the CB club.

7.2    Roy VK6XV reminded Council that previous discussions earlier in the year concerning appropriate recognition for the work performed over the years by the Traveller's net team had not been finalised due to pressure of work caused by the re-organisation of the Federal Institute. It was uncertain who should be recognised.
ACTION Roy VK6XV to follow up and report to next meeting.

7.3    Neil VK6NE reported that the NCRG had activated VI6-175-WA for the month of October.

7.4    Neil VK6NE asked how Council (in their role of Advisory Committee) felt about the National WIA proposal for a Free QSL Bureau? It was felt that the cost of postage would be prohibitive (probably in the region of $10,000) and why should non-qsl'ing members pay for the minority who do bureau qsl?    It would be better if it was only subsidised.

7.5    Christine VK6ZLZ asked if the Division was going to distribute Call books this year?     It was thought better to leave to the three main Clubs. If it were to be available in time for the Hamfest in November perhaps the NCRG could do it.
ACTION Neil VK6NE to find out if the call book would be available in time.

7.6    Neil VK6NE reported on the progress being made on the new clubrooms for the NCRG at Whiteman Park.   Access is currently limited by a locked gate due to shared facilities with the Pony Club.

A shed 16m x 10m x 4.8m has been purchased (one third for a meeting room, with 5 small rooms plus space in the middle). The footings and the vertical columns have been completed. The roof and back have been clad, but the sand fill has to be done. A 5m x 6m shed has been built for storage. 55 square metres of paving have been procured and require to be laid. A 300m run of power cable is to be done shortly. Nearby water is to be connected. The Concrete pour is to be carried out ($1300 mate's rate) Brick wall to be built at front. The repeaters and beacon are to be installed.   There were 16 volunteers working on site two weeks ago.

7.7    Robyn VK6XRE reported that she was looking at the possibility of the three main clubs jointly purchasing a New Video Projector for lectures etc. (The possible cost was up to $3,000)

7.8    Will VK6UU requested guidance on the contents of the next VK6 notes for Amateur Radio Magazine

7.9    Robyn VK6XRE reported on her new ATV (WARG/VHF group) project

The Meeting was in Committee for part of the time led by Robyn VK6XRE
Items Discussed:
1.    The Date of the proposed Special General Meeting to accept the new Constitution and Name Change was agreed as the 4th December at CWA House.

2.    The draft letter (attached) to members concerning the forthcoming Special General Meeting and motions to be put was modified. It was decided that the Motion number (1) which was a repeat of the motion to wind up could not be put at this time as we must follow the member's instructions from the last Special General Meeting which rejected the windup motion at that time. The draft motions to accept the new Name change and Constitution would be renumbered as (1) and (2) and the letter modified accordingly.

3.    The letter to be modified, printed, and address labels produced in time to for November Council meeting to prepare for posting..

4    On the advice of the Treasurer it was decided that the Division could no longer afford to cater for the meeting but that tea/coffee and biscuits would be available.

5    The new draft Constitution (Rules) was discussed and several changes were made(1)    The current financial year was re-instated, being from January 1 st. to December 31 st.
(2)    The Annual General Meeting would remain as April.
(3)     Although the current President / Vice President were suggested instead of Chairperson / Vice Chairperson, this was defeated.
(4)     It was pointed out that a meeting lacking a quorum to be adjourned to the same place and time the following week may cause problems if the venue was not available. This was dismissed.

6    The President requested that the word "substantially" be re-instated in the WIA Transition Agreement concerning the Insurance clause as requested by Michael Owen. This was moved and carried, by the majority.

7.    Federal Awards VK6 Website and it's future.    The President tabled an E-mail from Malcolm VK6LC the Federal/National WIA Awards Manager (attached) and reported on a conversation he had had with Chris Jones (spokesman for the Board) who said that the WIA Board sees it as a National responsibility to be transferred to the National web site.

The E-mail was discussed, and answers to the questions were:
(1)    There was nothing in the agreement to cover this.
(2)    There were no fees to cover this.
(3)    The amount of time expended to establish the web site was not available but had been considerable. The additional cost had been the charge for extra space levied by the Internet provider (IINET) which amounted to $240 per annum.

In regard to Malcolm's proposals the following decisions were made:
(1)    It was agreed that the present Federal Awards website should be transferred to the National web site.
(2)    It was decided not to cost out the work provided and to just send it over to the National WIA. The awards web site had been voluntarily hosted by VK6 Division because the Federal website had not been available / maintained at the time it was created.

The Division no longer wish to host it as it is doubtful if there will be sufficient funds to maintain it's own web site / phone line.

Action Neil VK6NE to reply to Malcolm's E-mail on the above basis.

8    The future of the VK6 website was touched on as the IINET annual rental was due on the 27th November, although this could now be reduced with the deletion of the Awards space.   It could be useful to the Advisory Committee (the current Council) and contained a lot of history. A decision is to be made at the next meeting (2nd November).

(8)    NEXT MEETING
2nd November 2004

(9)    The meeting closed at 2215 hours

VK6NE President               VK6LZ Minute Secretary
E & OE