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Subj: rsgb board mins 11july2009
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Draft Minutes of the Board Meeting of the Radio Society of Great Britain held on Friday 10th and Saturday 11thh July 2009 at the Holiday Inn, Sandy Bedford.
Present :
Directors
Colin Thomas G3PSM President, Spectrum and Regulatory
Phillip Brooks G4NZQ Regional Council delegate (Saturday only).
Leslie Butterfields G0CIB Technical and Propagation Studies Committee
Brian Reay G8OSN Amateur Radio Development
Jim Stevenson G0EJQ Regional Council delegate
Dave Wilson M0OBW ETCC and RSGB Convention
Ex-officio
Peter Kirby G0TWW General Manager
Rupert Thorogood G3KKT Company Secretary
Bob Dingle G0OCB Honorary Treasurer
The President opened the meeting at 2030 and welcomed the members to Sandy.
1. Apologies
1.1 There were apologies from Phillip Brooks G4NZQ Regional Council delegate (Friday evening), Don Field G3XTT Radio Sports, IOTA, QSL Bureau Portfolio Holder, 
Anthony Vinters G0WFG Education (co-opted) and Robert Barden MD0CCE Technical (Environmental).
2. Minutes of the previous meetings held on held on Saturday 9th May 2009 at the Holiday Inn, Sandy Bedford
2.1 The Minutes were agreed without correction.
3. Matters Arising
3.1 Alignment of the Radio Amateurs examination with Vocationally Related Qualifications previous item 3.1 The Portfolio Holder reported that the practical certification issue is still outstanding. Ongoing.
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3.2 New software for exam papers previous item 3.3 The Portfolio Holder said that an ARDC meeting had been held and that there could be a less proprietary solution similar to that used by the ARRL. 
The exam group had expressed an interest. The General Manager said he needed to be convinced that whatever solution is adopted had to be thoroughly proven. Ongoing.
3.3 Trophies Manager and an Awards Promotion Manager previous item 3.4 The General Manager again said that there have been no applicants. Closed.
3.4 Chairman for the Technical Forum previous item 3.5 The General Manager said that there have been no applications. The Technical and Propagation Studies Portfolio Holder has temporarily volunteered for the post. Closed.
3.5 Terms of Reference for Honorary Company Secretary previous item 3.6
Company Secretary to complete the ToR by July meeting. The General Manager to amend GI3/93. This was accepted and will be published. Closed
Action: the General Manager to amend GI3/93.
3.6 Beacon Position paper previous item 3.7. This is an agenda item
3.7 Guidelines on Planning problems previous item 3.8 The Technical (Environmental) Portfolio Holder said that this should be available for the next meeting. Ongoing.
3.8 Usage and coverage of Repeaters previous item 3.9 the ETCC and RSGB Convention Portfolio Holder to make a survey of usage and coverage of repeaters. Completed and Closed.
3.9 National Recognition of Raynet previous item 3.10 The General Manager said there had been no reply from Easingwold. Ongoing.
3.10 London Olympics 2012 previous item 3.12 Radio Sports Portfolio Holder said that this appears in his portfolio report. Ongoing
3.11 Decision on contest calls previous item 3.14 Closed
3.12 Other opportunities for Amateur Radio Articles previous item 3.15. The Amateur Radio Development Portfolio Holder said that he is progressing this in conjunction with the RadCom editor. Ongoing.
3.13 Ofcom as final arbiter on Examination discipline previous item 13.2 The General Manager to take advice. Ongoing.
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4. Management Report
4.1 This had been previously circulated by the General Manager and was noted by the Board.
4.2 He said there was considerable success at Dayton having signed up 70 members and with a number of people renewing. There was some comment about the absence of a UK IOTA representative.
4.3 He wished to record the contribution by the IOTA manager Roger Balister and his wife at Friedrichshafen. There had been an increasing number of UK clubs represented. Several meetings were held concurrently especially 
with the new President and vice President of IARU and DARC.
4.4 A replacement for Jane Finch has been found.
4.5 Royal Visit. There had been an acknowledgement from the Palace that the Patron would attend. A specific date has yet to be set.
4.6 A number of meetings with Ofcom are planned including a field operations meeting at Baldock on 27th August.
4.7 The launch of the RSGB Hamfest has been well received by the trade.
4.8 The Treasurer presented the report previously authored by the Financial Controller. The contents of the report were duly noted. A number of points arose.
a. The significant provisions in the financial statement relate mostly to marketing and membership mail outs. The Board recognised their importance and felt that these provisions be spent as budgeted as soon as possible.
b. The Board discussed again their policy regarding diversification of investments. They recognised the tension between obtaining best value and taking least risk. The Board determined that the Management Committee consider these factors 
when deciding best investment value for the coming period. They also asked to be kept informed on this matter.
c. The Treasurer drew the attention of the Board to the next version of the historical budgeting data which will be used in August during the start of the budget review process.
4.9 The contents of the Commercial Report were noted, in particular the fact that advertising figures were close to budget. It was also noted that membership levels remain steady.
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4.10 Membership. The General Manager briefed the Board on the release of Amateur information by Ofcom. He said that an opportunity for a mail out to lapsed members had been missed but that there will now 
be a newsletter for the lapsed members. A Membership survey will be available for the next Board meeting.
4.11 Budget preparation will start in August along with the five year strategic plan.
5. Chairman.s Report
5.1 This has been previously circulated and was noted by the Board.
5.2 He specifically highlighted the success of the Friedrichshafen and Dayton events and thanked all those who had contributed.
6. Portfolio Reports
6.1 ARDC Report had been previously circulated by the Portfolio Holder and was noted by the Board.
6.1.1 The Portfolio Holder said that he had approached David Palmer from the Norwich club to act as a mentor to the .bright sparks. scheme. There had been no further movement on ARRL exam software but the General Manager will speak to Dave Sumner of the ARRL next week.
Action: The General Manager to speak to the ARRL CEO regarding the exam
software.
6.1.2 The ARDC meeting with the exam committee was very satisfactory specifically on the examination. There had been concern about the results but there is no evidence of malpractice.
6.2 Education and Training Report had been previously tabled by the Portfolio Holder.
6.2.1 This was noted although the question of a writing team was discussed. The Board agreed in principle with the suggestion but this should be left in the hands of the RCF.
6.3 Environment and Planning Report had been previously tabled by the Portfolio Holder.
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6.3.1 This was noted. There was some discussion about the EMC booklet leaflet 13 on RF safety leaflet but it was unclear on the extent of the outstanding problems.
6.4 ETCC and HFC Report had been previously tabled by the Portfolio Holder.
6.4.1 This was noted. He specifically drew attention to the Repeater coverage report.
Meeting Note: The meeting terminated at 2220 and reconvened at 0900 on the 11th.
6.5 Technical and Propagation Studies Report had been previously tabled by the Portfolio Holder.
6.5.1 He reviewed the extensive Minutes of both the PSC and the Technical Forum
6.5.2 The Board wished to record their appreciation of the excellent work the Portfolio Holder has done in this area.
6.5.3 See also section 7 on regarding the Beacon Policy.
6.6 Public Service report
6.6.1 There was no report in view of the absence of a Portfolio Holder.
6.7 Spectrum, Regulatory and International Report had been previously tabled by the Portfolio Holder.
6.7.1 He highlighted the success at Friedrichshafen and said WRC12 is scheduled for January and February 2012. A WRC12 reflector has been set up by the IARU International 
Secretariat for use by those involved with WRC preparations. He said that the format and organisation of IARU in the future is still under debate.
6.8 Sports Radio Report had been previously tabled by the Portfolio Holder.
6.8.1 In the absence of the Portfolio Holder the General Manager noted that Angus Annan and Don Field had met with Roger Balister and Martin Atherton regarding the IOTA Chairmanship. He also expressed some concerns about the IOTA website.
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6.9. Regional Report
6.9.1 The Regional Report had been previously circulated by the Regional Delegates.
6.9.2 The Regional Delegate (Philip Brooks G4NZQ) said that there continues to be delays in delivery to him of the regional reports.
Action: President to remind regional managers regarding the timeliness reports
6.9.3 He said that there is a lot of encouraging activity. An outstanding matter was the method of election of President. This will be discussed at the next National Council.
6.9.4 He asked about the Club of the Year. The General Manager said that the details are on the regional web sites and that the Regional Managers should take the necessary action. .
7. Beacon Policy
7.1 The Technical and Propagation Studies Portfolio Holder introduced his paper which has been previously circulated.
7.2 He drew attention to the increasing costs of operating beacons and suggested that the Society should contribute to the setting up of beacons and their running costs. He recommended the setting up of a panel to review the necessity for a Beacon.
7.2.1 The Board approved the recommendations with amendments and will only consider supporting beacons following recommendations from the beacon panel.
7.2.2 The General Manager recommended that the Panel membership should include a member of the PSC.
Action: Portfolio Holder to organise a Beacon Review Panel
7.3 The Board thanked the Portfolio Holder for his comprehensive work on this subject.
8. Project North
8.1 The General Manager provided copies of the current drawings and said that Planning Permission had now been lodged with the Local Authority . He described the possible uses for the areas.
8.2 The ETCC and HFC Portfolio Holder suggested that there should be a video record of the project.
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Action: the General Manager to arrange for progress information to be placed on the website.
9. AGM 2010/Royal Visit
9.1 The General Manager has written to the Palace and has received a positive response with a date to be determined but probably during the last two weeks in April or the first two weeks in May and probably on a weekday. 
He proposes that the 2010 AGM will be held on the same day in a marquee on the lawn.
9.2 There was some debate on the logistical problems of holding the two events simultaneously. As the date for the Patron.s visit will not be determined until November the arrangements will be reviewed later.
10. AOB
10.1 The President drew attention to the recommendation from the MC that the recent bequest should be used for a professional fund raising person. The General Manager said that the RCF now has a funding problem. He said that the manner of raising money 
has changed over the years and that most sponsors were interested in their local rather than their national 
profile. He recommended that the Board accept the MC recommendation. The Board accepted this recommendation.
Action: the General Manager to issue a request to tender for a fund raiser.
10.2 The Technical and Propagation Studies Portfolio Holder had received an e-mail from Gwyn Williams to say that his (G4FKH) website will not be active after October due to new charging regimes by BT. The Board suggested that the information should be i
ncorporated into the PSC website. The Portfolio Holder will ask Martin Harrison whether this can be moved to the PSC website.
Action: The Technical and Propagation Studies Portfolio Holder to ask
Martin Harrison whether the G4FKH information can be incorporated
into the PSC website.
10.2.1 The Treasurer asked whether this incorporation would include the page designed for the visually impaired.
10.3 The Regional Delegate (Philip Brooks G4NZQ) said that if you dial the RSGB general number from Norfolk and you get silence. This was confirmed at the meeting and the General Manager will refer the matter to the service provider.
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10.4 The Regional Delegate (Jim Stevenson G0EJQ) asked about GB3RS. The General Manager said that remedial work on the station was still in progress and that it should be operational shortly.
10.4.1 He also asked about the free membership offer and pointed out that the renewal letters were not being sent out. The General Manager will look into it.
10.5 ETCC and RSGB Convention Portfolio Holder asked about notification of payments by BACS. The General Manager responded that the only way was to check your bank account. The Portfolio Holder asked about the prior year budget information but the Treasurer said that this was for information only.
10.6 The Regional Delegate (Philip Brooks G4NZQ) asked about subscription rates. The General Manager reminded the meeting that the last time there was a reduction in the income and membership followed a rise in the subscription. However he suggested that the reduced subscriptions areas should be looked at first.
11. Confirmation of date and venue of next meeting.
11.1 The next meeting will be on the 11th and 12th September at The Holiday Inn Garden Court, Sandy, Bedford.
11.2 There being no other business the President thanked the members for their work and closed the meeting at 1135.
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