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NC4AR Tri-County Amateur Radio Club :: Forums :: NC4AR FORUMS :: Minutes of Meetings :: 2022
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December minutes
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Tue Dec 20 2022, 03:57pm

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Joined: Tue Apr 22 2008, 11:38am

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Tri-County Amateur Radio Club
Minutes of Meeting: 17 December 2022

A regular monthly meeting of the Tri-County Amateur Radio Club, also constituting the club's annual meeting,  was held on Saturday, 17 December 2022 at 8:30 am EST in Room 221 of the Finch Building at Davidson-Davie Community College, 297 DCC Road, Thomasville, with the president, W4DAE-David, being in the chair.  The meeting was called to order at 8:37 am.

Members Attending:  W4DAE, David; KR3HAB, Albert; K4KKT, Joe; W8LWX, John; NL7UP, MeLinda; KJ4UYR, Janice; and KO4WXR, Fred.

Guests:  N2WOB, Susan; and Thomas Brigman.

Remembrance of Silent Keys

Several former club members became silent keys during 2022:  retired NC state senator Stan Bingham, KJ4AX; longtime member Richard Brinkley, NC4RB; and past club secretary and Quaker minister Don Durham, W4DWD.  A moment of silence was observed in honor of these departed friends.

Adoption of Agenda

A draft agenda had been distributed by the president prior to commencement of the meeting, allowing members in attendance to propose changes or additions if desired. The draft agenda was adopted without change, by unanimous consent.

Approval of Minutes from Previous Meeting

By unanimous consent, reading of the draft minutes of the November 2022 meeting was waived and they were adopted.

Reports of Officers and Committees

Report of the Secretary. --  As of the meeting date, the club has 41 members.  There has been one change to the roster since the previous meeting: the addition of a new member, KX4CAM (Camille Taylor of High Point).  Welcome, Camille!

Report of the Treasurer. --  For the month ending November 30, 2022, we still had $313.17 set aside as operating funds, out of our initial budget of $850.  We had a total of $1,201.18 in "cash on hand," which includes the balances of our checking, savings, and PayPal accounts, plus any currency, coins, and checks awaiting deposit. By subtracting our operating fund reserves from cash on hand, we see that we had $888.01 in uncommitted resources as of 11/30/22. Through the eleventh month of 2022, we had received $812.00 in dues and donations and had spent $565.83, resulting in year-to-date net income of $246.17.

Report of the President. --  Our outgoing club president, W4DAE-David, reported as follows:

Our reservation for the DDCC meeting room has been renewed for January, February, and March, so it will be available if we choose to use it.  If we choose not to use it for any of those months, that's fine too -- it doesn't cost us anything.

Just before noon on the day of our previous monthly meeting, 19 November 2022, the president circulated an invitation via the Groups.io e-mail list seeking all members' participation in an online survey to determine where and when most members would prefer to hold our monthly meetings.  Thirteen members responded to the survey, with the following results:

    Q1:  Would you prefer to meet Saturdays or a week day?

        a.  Saturday:  11  (84.6 %)
        b.  Weekday:   2  (15.4%)

    Q2:  If you prefer Saturdays, what time would you prefer?

        a.  8:30 am:  2   (18.2 %)
        b.  11 am / noonish:  9  (81.8 %)
        c.  3-5 pm / early afternoon:  0  (0.0 %)
        d.  After 5 pm / evening:  0  (0.0%)

    Q3:  If you prefer a weekday, which day(s)/time(s) work best? (write an answer)

        a.  "Tuesday, 6 pm"  (1 respondent)
        b.  "Evening or lunch time"  (1 respondent)
        c.  "Weekdays would not work for me"  (1 respondent)

    Q4:  Which meeting location do you prefer?

        a.  DDCC:  2  (15.4 %)
        b.  Restaurant:  10 (76.9 %)
        c.  Outdoor picnic area (weather permitting):  1  (7.7 %)
        d.  Zoom/remote/virtual:  0  (0.0 %)
        e.  It doesn't matter to me; I don't plan on attending meetings: 0  (0.0 %)

The clear preference from these answers is to meet on Saturdays, at 11:00 or around 12:00 noon, at a restaurant.

[Secretary's note:  For convenient reference, the graphs and tables presenting results of the survey are reproduced as an addendum to this month's minutes.]

We have previously discussed the idea of trying out the old Loflin's location in Thomasville, now operated as Tres Amigos, which has a back room where we could meet.  They open on Saturdays at 11:00 am.  The meeting room can be reserved for free.  The president therefore announced an intention to entertain, later in the meeting, a motion to hold our January 2023 meeting at Tres Amigos in Thomasville at around 11:00 am or 12 noon.

Finally, the president, soon to leave office after a three-year term, took the opportunity to express gratitude to all club members for their continued involvement in the club.  The past three years have challenged us with COVID and with losing our usual places to meet.  We endeavored to keep the club active, still abiding by our bylaws, all while trying to prioritize the safety and protection of all the club's members.

The president thanked the secretary-treasurer W8LWX for his continued guidance, expertise, and level-headedness in helping us move through the process that allowed us to hold meetings remotely while protecting, to the greatest possible extent, every club member's freedom to participate.

The president also thanked the secretary-treasurer for his work over the past few years in helping to bring about the following accomplishments for the club:

a.  Section 501(c)(3) status. --  The club is now a bona fide 501(c)(3) organization.  This has given us the proper status to reserve meeting space for free at DDCC.

b.  Bank accounts. --  The 501(c)(3) status has also allowed for the creation of accounts in the club's name.  This has created more legitimate, transparent, and verifiable accounting practices within the club.

c.  Liability insurance. --  W8LWX spent a lot of time using his expertise on behalf of the club to find the appropriate liability insurance.  This is necessary for us to use the DDCC meeting space for free and also protects the club and its members at club events and meetings, wherever they are.  A good example is the protection it affords to homeowners like KK4RR when hosting club events at his QTH/shack.

d.  Annual budget. --  We previously voted a la carte on expenses as they came along throughout the year.  Over the past couple years, W8LWX has created an annual operating budget that includes all our predictable expenses and requires us to vote only once.  This also lets us know exactly what our uncommitted funds are for new projects like purchasing new hardline for our repeater.

e.  Repeater location. --  John drafted the agreement between the club and repeater site owners and facilitated a process that allowed us to get the club repeater back on the air.

f.  Other. --  This is all in addition to serving the club with the regular responsibilities of diligently posting timely meeting minutes, maintaining the club roster, maintaining the club financial records, acting as a net controller, and serving as webmaster for our website which continues to draw membership interest, member dues, and even donations.

Additional remarks. --  W8LWX expressed his gratitude for KK4RR-Richard and the rest of the VE team, for their service in providing education and license testing year-round to existing and prospective hams in our community.  KJ4UYR thanked W4DAE for his three years of service as president, drawing applause from those in attendance.

Open Motions from Previous Meeting

There were no open motions from the previous meeting.

New Business

Election of officers. --  Section 4.1 of the club's bylaws states that "[t]he regular meeting for December of each year shall be the annual meeting."  Section 5.3 provides that officers shall be elected for a term of one year at the annual meeting in December.  The Nominating Committee having nominated one member for each office, and there being no other nominations from the floor at the previous meeting, the 2023 officers were elected by unanimous show of hands as follows:

        President:  NL7UP, Melinda
        Vice President:  W4DAE, David
        Secretary:  W8LWX, John
        Treasurer:  W8LWX, John

Volunteers for possible 2023 on-air events. -- W4DAE noted that the club has sometimes participated in some or all of the following on-air events:

    *  Winter Field Day (3rd weekend in January), sponsored by WFDA;

    *  NC QSO Party (last weekend in February), sponsored by the Raleigh ARS; and

    *  ARRL Field Day (last full weekend in June), sponsored by ARRL.

In each case, club members who want to do these events should volunteer to take charge of organizing the club's participation.  The president therefore asked whether any members present at the meeting would volunteer to organize our participation in Winter Field Day, but there were no such volunteers.  Since we will not meet again until the weekend of that event, it therefore appears the club will not participate in it.  The president further sought volunteers, in turn, for the NC QSO Party and ARRL Field Day.  There were none, so the club's participation in those events is uncertain at this time.

Time and place of next monthly meeting. --  After the president announced his intent to adjourn the meeting at 8:57 am, we conducted our traditional annual gift exchange for those who chose to participate; whereupon it was remembered that we still had one item of business to conduct: deciding whether to hold our next monthly meeting at DDCC or elsewhere.  Since the meeting had not actually been formally and finally declared adjourned, consideration of this question was properly before the body.  By unanimous consent, the meeting was deemed still in session for the sole purpose of deciding where and when to meet in January, whereupon the meeting would then be deemed adjourned.

NL7UP proposed that the next monthly club meeting, on January 21, 2023, begin at 11:30 am EST at Tres Amigos, 108 Randolph Street in Thomasville (previously the site of Loflin's), and that members should arrive between 11:00 am and 11:30 am to settle in, socialize, and order food.  This motion was adopted by unanimous consent.


Mailing list: The club mailing list on Groups.io is available for each and every member to use whenever he or she wishes to send out a radio-related announcement or information to all other club members.  It's easy to do: just address the e-mail to members@nc4ar.groups.io and it will be automatically forwarded to all subscribed members.  Just make sure the communication relates to ham radio (i.e., no politics, chain letters, advertising, religious proselytizing, etc.).

2023 dues:  The due date for 2023 membership dues is the date of our January monthly meeting (January 21, 2023).  Dues for 2023 can be paid now.  The amounts have not changed.  Dues can be paid in person by handing cash or a check to the treasurer (W8LWX) at a meeting, or by mailing to W8LWX at his QTH (65 Park Blvd., Winston-Salem, NC 27127), or via the PayPal link on NC4AR.org.  No PayPal account is required; the PayPal link takes you to a secure site that allows for payment by any major credit card.  The club gets the payment but never sees or handles the underlying credit card number.

If payment is made by check, it must be made payable to Tri-County Amateur Radio Club.  Checks made out in any other way cannot be deposited into our account.

The club secretary has no authority to accept payment of dues for years other than the current one (2023).  However, all donations above and beyond our minimal club dues, which have not increased since the founding of the club in 1998, are always needed and will be enthusiastically received!


There being no further business on the agreed agenda, the meeting was adjourned by operation of the earlier described vote as of 9:23 am.

Respectfully submitted,
/s/ W8LWX-John


[ Edited Tue Dec 20 2022, 05:10pm ]
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Saturday Apr. 20 at 11:30
11:30 Monthly Luncheon at Tres Amigos

Thursday Apr. 25 at 20:00
8pm NC4AR net 145.290

Thursday May. 02 at 20:00
8pm NC4AR net 145.290

Thursday May. 09 at 20:00
8pm NC4AR net 145.290

Thursday May. 16 at 20:00
8pm NC4AR net 145.290

Saturday May. 18 at 11:30
11:30 Monthly Luncheon at Tres Amigos

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