12/1 Roll Call
Chair: ZL2TW Stuart Watchman
Council Present: ZL1PK Phil King, Neill Ellis ZL1TAJ, Howard Buxton
ZL2MAX Max Wheatley, ZL2UDF Malcolm Wheeler, ZL4XYZ Phill Dodds
ZL3PAH Phil Holliday, Don MacDonald ZL3DMC,
Incoming Councillors: Ann Fraser ZL3TNT, Scott Jackson ZL2YSL
Motion: Those incoming Councillors have voting and speaking rights commencing from this meeting: ZL3PAH/ZL1TAJ - Carried
Treasurer: Evan Sayer
Minute Secretary: Debby Morgan ZL2DL
Alex Gordon ZL4ARG
12/3 Confirmation of Minutes May 2017 Carried
12/4 Additional Agenda Items - nil
12/5 Action points
Action Points Council March meeting 2016
01) ZL3PAH New NZART Web Site update
Chris Hellyar will give an update at the AGM and will include;
Creation of Admin area, Delivery of branch maps, Search area on website, NZART web server now only $5 per branch.
NZART Members only area yet to established on website. Discussions with Chris/Evan/Debby to be held over this weekend, ETA approximately one year until completion.
Action Points Council Friday face to face meeting June 2016
10) ZL2TW Re-establish charitable status of AREC SAR Trust Ongoing
11) ZL3VP/Evan/ZL3DMC to ensure register of all assets of AREC completed before next audit review.
Almost completed – essential that all AREC sections send a list of all equipment supplied and match with the invoice list of those purchased.
This needs to be completed before the next audit.
Action Points Council meeting February 2017
1) ZL2UDF/ZL1TAJ has offered to look into tenure of NZART Officers and report back at next meeting. Report has been received by Council
Action point in ZL1TAJ only - Policy is required to include a term of office within each job descriptions – TBA Monday.
A/P Review all officer positions.
12/6 Confirmation of New Members May 2017 Approved
a) Budget – Review of 2017 Budget
All going according to plan, no budget items required for election/council expenses which is now covered by Skype. Taxation may not be required if remit to approve charitable status is agreed at AGM, therefore no tax to pay budget required.
Evan predicts the Association will break even this year dependant on BI and call book decisions made this weekend.
Currently approximately 190 members yet to pay 2017 subscriptions.
b) Consideration of 2018 Budget
Overseas travel – WIA unable to attend this conference, so will extend invitation to them for next conference. Expenditure will be required for the registration and accommodation in Dunedin next year.
Further expenditure to be included in the budget;
IARU R 3 triennial conference to be held in 2018 in Seoul Korea. One delegate required to attend, possibly one observer also – we need to get costs involved for this.
Will need to include costs for ALO to attend WRC in Geneva.
Costs for these TBA on Monday 5 June after conference, potentially around $9000.
With the above and callbook being produced mayl return a deficit of $14,000.00 for the year.
c) Subscriptions for 2018
Motion: Sub remains at current rates with a $10 rebate if paid before 30 November 2017.
d) Annual Audited accounts
Evan advised he was concerned at the length of time taken by the reviewer.
a) May Payments Carried
b) Annual Financial Reviewer
If we changed reviewer the annual review fee could be in excess of $4k, currently we pay $1,100.00. Evan will recommend to the AGM that the same reviewer be appointed, however needs to be a member of Institute of Chartered Accountants.
Change constitution wording to ‘suitably qualified accountant’ – Evan to raise at AGM.
AP ZL2TW/Evan to consider change of wording in constitution to include ‘suitably qualified accountant’
Quorum Total membership) 1575
Quorum (2/3 of Trans Membership) 1049
NB : Any repeal, addition to or amendment of this constitution requires a
sixty per cent majority vote of the general meeting. Based on current membership this would equate to 945 members.
President’s and Secretary’s assistants.
President’s ZL3PAH Secretary’s Treasurer
12/09 Monthly Reports
a) Monitoring Service – emailed 16/5
b) AREC financial report – e-mailed 11/5 Approved
ALO – report
License fees no increase, however no discount for online payment, but overall no Change
DATV channel 25 – Testing license expires in October.
If testing is successful at Belmont an ongoing licence to operate will most likely be issued on approval of RSM.
If this occurs the testing regime at Belmont may be used at other prospective sites around New Zealand.
5 MHz: The amateur allocation here is on a secondary basis. In New Zealand, there are three licences in this band belonging to the primary user (NZDF) which occupies most of the allocation. The ALO is working with the primary user with the aim that approval be given for amateurs to operate on a non-interference basis. Once approval is gained then RSM will need to approve operation.
Members need to be aware that the secondary nature of the allocation gives no guarantee at all that access will be granted.
3PAH – DX community would be grateful for any usage in this band
220 MHz: No provision has been made for amateurs following the analogue TV band 3 switch off. Bearing in mind that there is no ITU region 3 amateur allocation at 220 MHz more representation will be made to the RSM to pursue this possibility further
ZL2TLL, requests who/what kind of ALO is required going forward given the new RSM structures. In the future, this position will require more technical training.
12/10 Conference 2018
To be held in Dunedin, with potentially 2019 in New Plymouth.
12/11 HQ Computer
Evan awaiting confirmation that the new software will run between the database programme and the accounting package. New computer to be trialled imminently.
12/12 Call Book 2017
Suggestion received from Ivan ZL2ATU was considered but not financially viable
“When bill comes out for our annual subscription; Could include a tick box to purchase call book. A final date for the offer potentially attracting more members to pay their subscription. ie, late payers would miss out on being able to order one. Printing would be budgeted on the number of paid orders.
ZL2TW to talk with Ivan regarding his suggestion.
Other ideas included; 80-page printed version, Electronic downloadable pdf, Optional call book, with reduction of subscription.
Phill D - Online live document – raise with Chris Hellyar for security regarding web site.
Malcolm - Send out bulk to branches, however not financially viable due to varying degrees of efficiency within branches.
Motion: That we produce a printed stapled call book for this 2017 year.
Moved ZL2UDF/ZL3DMC Carried
12/13 Conflict of Interest
No conflict of interest was declared.
12/14 Advertising ZL2UDF
Promote amateur radio in the broader community. Suggest we contact Jean Phillipe Diel. Contact similar associations to create reciprocal advertising arrangements, such as NZMCA (Motor Caravaners) or 4WD Club
AP Committee of ZL4XYZ/ZL1BXA/ZL2YSL to review and report to Council
12/15 Power charges in Branches
Correspondence received from Br 25 asked if NZART Council would be interested in approaching power companies within NZ to negotiate lower power charges across the country.
Evan suggested approaching Eastern & Central Trust for assistance.
AP ZL2DL to contact two bigger companies seeking costs.
12/16 Branch membership to NZART
While Council encourages branches to become members of NZART, this will continue to remain voluntary.
12/17 Examination system
Part one of the upgrade to the examination database is now complete with all new forms available to download.
Part two – highlighting questions that needs to be reviewed, being conscious that our questions align with HAREC and CEPT agreements.
Thanks to Andrew Mitchell.
12/18 ELG report
Issues within group have been ironed out and all working well.
Appn from Whakatane needs to be done by RSM not ELG.
Steve Fogerty will be away 22 June until 6th August.
AP ZL2DL to ensure ELG JD be uploaded to website.
12/29 AREC Management Team
Jeff Sayer and the AREC Management Team, visited the meeting and updated Council on their activities.
- ID Cards & Membership Drive
- Strategic plan
- Budget review
- NZ Sar update
- H & S plan on web
- AREC today/AREC Info site updated – this needs to be included with a link from NZART home page.
- Technology review
- Positive financial position
Strat Plan outcomes & tasks
Google docs for activity reports
Submit asset register to ASSN treasurer
Trustees to re-establish AREC Trust
12/30 General Business
12/31 Awards for conference
a) Jumbo Godfrey award – Pete Moore ZL2AUB, Laurie Winton ZL2TC
b) Best Youth Examination Result – Matthew Woermann ZL3COG aged 17 58/60 Hastings Branch
c) Rothschild Cup – Br 05 Christchurch, 32 successful passes
d) Youngest Amateur Result – Alice Bowler-Parkin ZL2EM 56/60 aged 14 Hastings Branch 13
e) 100% passes – 5
f) Amateur of the Year – Kelvin Barnsdale ZL3KB
g) Certificate of Service – Douglas Birt ZL1BFS
12/32 Information Papers
a) Official notification of recess received for Christchurch West Branch 56
Meeting closed 4:33pm