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DRAFT Minutes, Bulkley Valley Amateur Radio Society 2016 Annual General Meeting, December 4th, 2016

Ranger Park Building, Smithers BC In Attendance:

Matt Williamson VE7MHW (President) Mike Lee VA7MBL (V. President) Mark Capewell VA7MNV Doug Steventon VE7EPT (Secretary-Treas.) Brian Procter VE7SDA Ric Martin VE7CUP (Director) Peter Kupsch VE7HFY

Gary Lobley VE7LCP (Director) Brian Butler VA7BBG (Director) Jesse Hiemstra VE7LRX (Director) Ike McCreery VE7AFP Gab Lazzarotta Bob Haslett VE7CE

Introductory Remarks: Greetings, welcome to the 2016 AGM. - Moment of Silence for passing of Hildo Hoek, VE7DRX - Reminder of Dues for 2017, and please update contact info on sign-in sheet.

Adoption of Agenda: (m/s Haslett/Butler) Adopted as presented.

Approval of Minutes of 2015 AGM: (m/s Hiemstra/Haslett). Adopted as presented.

Consideration of Financial Statement and Budget:

Written report tabled (appended) and commented on by D. Steventon, Treasurer

2017 Gaming Grant received in November 2016, thus shown in 2016 Balances but for clarity applied to 2017 budget.

Cash Donations mostly thanks to Matt Williamson for arranging CN Railroaders in the Community donation of $1000 to support Society activities, and Trade Show proceeds (thanks to Gary VE7LCP for organizing). We have been selected to receive another CN grant in 2017.

Most of the expenses were related to continued communications system upgrades: Tyhee repeater, continuing the WiFi-type network among repeater sites and town, additional batteries, antenna analyzer purchase, HF for Glentanna site, portable station and Regional District office in Burns Lake.

We are in good shape, and balances reflect policy of maintaining a cushion of $1-2k in non-Gaming accounts.

Adoption of Financial Statement and Budget as presented (m/s Lobley/Hiemstra) Adopted as presented.

Directors’ Report: Written (appended.

Highlights commented on by M. Williamson.

Comments on Field Day and Satellite work by Hiemstra and Martin

Mention of APRS and SSTV transmissions from International Space Station Election of Officers:

Review of positions and bylaw requirements.

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Call for nominations:

Current Directors, with exception of Hiemstra who is leaving area, agreed to stand.

No further nominations received.

The following nominations were accepted:

President: Matt Williamson (VE7MHW) Vice President: Mike Lee (VA7MBL) Secretary-Treasurer: Doug Steventon (VE7EPT) Directors-at-Large: Gary Lobley (VE7LCP), Ric Martin (VE7CUP), Brian Bultler (VA7BBG) Moved that all positions as nominated above be deemed elected for 2017 (m/s Haslett/Hiemstra). Carried. Moved that signing authorities remain as currently set, with exception that J. Hiemstra be removed since no-longer a Director and leaving the area. (m/s Haslett/Lobley). Carried. Thanks go to Jesse Hiemstra, VE7LRX, for his service as a Director in 2016, and best wishes in his new endeavors. We hope he stays in touch.

New Business: The following topics were discussed:

Linking to Terrace Site – for future discussion and consideration.

Terrace Club in need of assistance for insurance coverage at the 146.600 repeater site. Moved that the BVARS assist the Terrace Club with 2017 insurance to a maximum of $250 (m/s Martin/Lobley). Carried.

VA7MBL brought attention of members to Panasonic Toughbook laptops available as BC government surplus. Excellent for portable use: very rugged and waterproof. Several models, only some capable of Windows 10.

Meeting adjourned at 14:03 (Moved by M. Capewell)

Following business meeting Brian, VA7BBG, presented on his home-brew and operating adventures

on 630m band (475khz). VA7MBL mentioned that Town is planning airport emergency exercise in spring that will likely include

us. Certified True Record of Meeting:____________________________________________________

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2016 2016 2017

Budget Actual Budget

Revenue

450 439.94 450

1500 1980.13 1500

EMBC Re-imbursement 200 0 200

45 48.62 50

10600 10601.5 7000 see Note

10000 10788.82 10000

TOTAL $22,795.00 $23,859.01 $19,200.00

Expenses

40 67.14 100

500 493.35 350

150 158.07 160

3000 2568.261 1000

Licencing Courses, training, EMBC call-outs 250 152.56 500

5000 4917.36 5000

Communications Centre, remote HF 4550 3493.96 2000

10000 10788.82 10000

TOTAL $23,490.00 $22,639.52 $19,110.00

-$695.00 $1,219.49 $90.00

Dec. 1, 2015 Dec. 1, 2016

2160.19 2308.36

211.62 211.74

0 8071.32 see Note

99.21 100.86

TOTAL $2,471.02 $10,692.28 see Note

Note: 2017 Gaming Grant received in November 2016 thus included in account Balance,

but shown as FY 2017 revenue.

Prepared by D. Steventon, Secretary-Treasurer

In-Kind as expenditures

Equity Shares

Gaming Account

Investment Savings

Regular Account

Account Balances

Revenue-Expenses

Gaming Grant (incl. interest)

BVARS 2016-2017 Budgets, Revenues-Expenditures, Balance Sheet

Membership Dues

Cash Donations

Interest (regular account)

Insurance

Repeater Hydro

Portable capability, test gear

Voice/Data Repeater system

In-Kind as Revenue

General Society Administration

Admin (AGM,Society Act Fee, etc.)

Emergency Preparedness/Public Service

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BVARS AGM, December 4, 2016 - Directors Report

The Directors formerly met twice in the spring, and again at the Hamfest in the fall. In between,

business was conducted via email. Technical Projects (Largely Funded by our Gaming Grant) - Completed install of new 146.72- (100hz PL) repeater at the Tyhee site near Telkwa. This is a

Yaesu System Fusion C4FM digital/FM analogue that is currently configured to accept either

mode on receive, FM only on transmit. It is normally on stand-alone, but can be linked into

network (contact ve7ept for codes). Now have internet to the Tyhee site.

- HF WinLink email gateway (VE7RBH at Ranger Park) continues to see a lot of use, as does the

APRS gateway and digipeaters.

- Installed remote HF at the Glentanna site, but still working out the kinks. Plan is to free up the

Ranger Park station for other uses.

- Continued to work on deployable station.

- Working on station at Regional District office in Burns Lake.

- Club now has a RigExpert AA-1000 antenna analyzer for repeater work etc., but also available for

loan to paid-up BVARS members.

- Serviced all the repeater sites.

- ¨BVARS HamNet¨ wide-band network (WiFi) is slowly proceeding. This is to establish a WiFi type

network among our repeater sites connectable from the internet and from member stations. It will

allow Voice-over-IP linking of our repeaters, repeater adjustment and control, back-up high-speed

data links for emergency agencies. We now have a link established from Ranger Park to

Glentanna repeater site, and on to Tyhee site. Equipment on hand to install link to Houston.

Linking to Houston and Hazelton will be challenging!

Public Service Events

- Provided radio coms for the Tri-It Triathlon and Tyhee Lake Triathlon. Thanks to all who helped

out.

- Participated in two day June Field Day.

- Participated in the Costal Response and ShakeOut events. Special thanks to VE7CUP who acted

as our HF voice station. The Ranger Park station was busy as a WinLink email gateway.

Conducted a radio-only email exercise with some town officials.

- Had a training evening with BV Search and Rescue.

- Had three members attend EMBC EOC Essentials Course in Houston.

- Had a good fall Hamfest!

New Year Thoughts - Gaming Grant Approved: $7,000 (asked for $10,000) Emergency Communications program. ¨Grant funds

may be used for training of volunteers, purchase or replacement of certified equipment and gear, capital

acquisitions and for ongoing operational costs¨.

- Directors will be planning priorities over next while, HF in Burns Lake, more battery capacity (Ranger

Park, Tyhee….), linking to Terrace, PACTOR modem to loan for EMBC station in Terrace, complete wifi

to Houston and Hazelton, etc.

- More hands-on training/practice at using the portable station and using the WinLink email system. - Continue working with BV Search and Rescue, and EMBC and local government.

- The new Societies Act is now in effect. No major impact on BVARS.

- Continue with the usual Public Service activities, including Field Day.