IZ3LSV

G3ZHI  > ALL      17.04.08 15:24l 451 Lines 27308 Bytes #999 (0) @ WW
BID : 23651-GB7SYP
Read: GUEST
Subj: rsgb mins 15th march 2008
Path: IZ3LSV<I0TVL<HS1LMV<CX2SA<YV6BTF<ED1ZAC<GB7CIP<GB7COV<GB7SYP
Sent: 080417/0731Z @:GB7SYP.#19.GBR.EU #:23651 [Barnsley Local] $:23651-GB7SYP
From: G3ZHI@GB7SYP.#19.GBR.EU
To  : ALL@WW

`
1
Draft Board Meeting held on Friday 15 March and Saturday 16 March
2008 At The Best Western Carlton Hotel Blackpool
Present :
Directors
C Thomas G3PSM President, Spectrum and Regulatory
R Bellerby GM3ZYE Public Services
P Brooks G4NZQ Regional Council
L Butterfields G0CIB Technical and Propagation Studies
D Field G3XTT Radio Sports, IOTA, QSL Bureau
J Smith MI0AEX Technical (Environment) (EMC, Planning)
J Stevenson G0EJQ Regional Council
A Vinters G0WFG Education and Training
D Wilson M0OBW ETCC/HFC
Ex-officio
P A Kirby G0TWW General Manager
R H Thorogood G3KKT Company Secretary
R Dingle G0OCB Treasurer
The President opened the meeting and welcomed the members to Blackpool. He
welcomed the new members Anthony Vinters G0WFG Education and Training (coopted),
Philip Brooks G4NZQ and Jim Stevenson G0EJQ Regional Council, and
welcomed back Jeff Smith MI0AEX Technical (Environment) (co-opted).
1. Apologies
1.1 Apologies were received from Brian Reay G8OSN, Director Amateur Radio
Development.
2. Minutes of the previous meeting held on Saturday 19th January 2008
at the Novotel Hotel Southampton
2.1 The Minutes were agreed with the following correction-
Item 12.3 The Public Services Director said that he would consult rather than prepare.
`
2
3. Matters Arising
3.1 Board Self Evaluation a more formal training programme for new Board members
following their election. This is ongoing but it was suggested that this may not take place
in view of the current relocation activity and that possibly a short period should be put
aside at each Board meeting for this purpose. This was agreed.
3.2 Alignment of the Radio Amateurs examination with Vocational Qualifications.
The Director Education and Training pointed out that this should be called a Vocationally
Related Qualification. Ongoing and still awaiting a reply
3.3 Accessibility of exam centres in view of the absence of the Director Amateur Radio
Development this is still ongoing
3.4 Pathfinder Group Interim Report. The Pathfinder group is closed but the Market
Research is ongoing. There may be a presentation at the next Board Meeting. The
General Manager has postponed this until the next meeting
3.5 Ofcom to be asked for statistical information. The General Manager said that
Ofcom are not prepared to provide this at the present time. Closed.
3.6 Marketing Paper. The General Manager said there has been an estimated cost of
£6k. Closed.
3.7 Payment of Travel Expenses by BACS. The General Manager said that this will be
introduced during the year. Closed.
3.8 GB4FUN The General Manager said that the present vehicle has been taken off the
road in view of the running expenses and its general state. He pointed out that operating
the vehicle within the new London Emissions Tax area would incur a daily charge of
£200. He thanked Jim Stevenson for ferrying the vehicle back to HQ following the
indisposition of Carlos Eavis. He said that a suitable trailer design had been identified to
replace the current vehicle. He will send a picture of the trailer to Board Members.
Action: The General Manager.
3.9 Policy on disputes involving Amateur Radio Clubs. Closed.
3.10 Rallies A tentative date for the Leicester Rally has been set as 24th and 25th October
and the General Manager will plan accordingly.
3.11 HFC. Closed.
3.12 RadCom. Agenda Item 16
`
3
3.13 Marketing International Magazine Initiative. The General Manager reported that
this project was currently stalled and will be the subject of further discussions between
the RSGB and DARC at Friedrichshafen in June. This item is now closed until further
developments.
3.14 Directors listing at Companies House. Closed.
3.15 Olympics 2012. The Director Radio Sports reported that this item is now on track
for the May meeting. The Director Radio Sports has received a report from Mark Haynes
(of the Cray Valley Club) and said that there has been a meeting with LOCOG. He said
that three locations are planned. A meeting is planned with the RSGB to discuss Society
involvement. The Director Techincal (Environment) asked whether Northern Ireland has
been included. Ongoing.
3.16 Enforcement by Ofcom Ongoing, Ofcom are re-drafting the proposed MoU this
will be re-presented at the May Ofcom/RSGB Forum.
3.17 Contacting lapsed members. Item closed. Transferred to the Regional Council.
3.18 Examination Charges General Manager to ascertain the situation regarding exam
charges. The General Manager reported that income against direct costs resulted in a
£16K profit. However, if you add the indirect costs to the equation the Examination
administration runs at a deficit of around £90K. Some members of the Board showed
some surprise at the level of subsidy and asked that the matter be referred to the
Management Committee ahead of the AGM.
3.19 Instructor’s Books The General Manager and the Treasurer were concerned about
the potential costs. It was agreed that the Director AR Development be asked to clarify
this request in terms of numbers involved and whether these would include nonmembers.
Action: Director AR Development
3.20 Legacy Policy. This is agenda item 9.
3.21 Contributions from the Technical Committee The Technical Director to approach
the Technical Committee for contributions to HFC2008. Closed.
3.22 VHF awards previous item 9.2 General Manager to write to the VHF Awards
Manager. The General Manager has done this but had not received a reply. The Board
were concerned about this and asked the President to intervene.
Action: The President.
3.23 Spectrum Management Paper The HF Manager and the Director Radio Sport to
revise the Spectrum Management Paper. This is dealt with under agenda item 12. Closed.
`
4
3.24 40m Band Plan Paper. This is dealt with under agenda item 12.
Closed.
3.25 Emergency Communications Director Public Services to prepare a contribution on
Emergency Communications. This is dealt with under agenda item 9.
Closed.
3.26 Special tribute to Roy Clarke, G8AYD. This item now closed.
3.27 QSL Bureau previous item 10.3. The General Manager said that there had been
about a dozen responses and that after consultation with the President and the Director
Sport Radio Norcomm Services based in Halifax, West Yorkshire and run by Richard
Constantine, G3UGF have been appointed to run the Bureau for an initial period of three
years. The QSL sub-managers will be advised about the change of operation.
3.28 Confidential Minute The Board agreed to the recommendations from the General
Manager.
3.29 RCF Examination Committee. The Director Education and Training said that the
Examination Committee were concerned about the syllabus demarcation between the
various levels of the exam. Ongoing.
4. Financial Report/Audit Report/Director Report
4.1 The Financial Report had been prepared by Marilyn Slade Financial Controller and
was presented by the Treasurer.
4.2 The year to date figures of income and expenditure. Two points were noted. Firstly,
the variance against the Commercial line was a timing issue. This expenditure will be
deducted during the following month(s). Secondly, a full budget plan will be placed
before the Board at the next meeting. The activity around Project North had delayed this
activity this year. Nevertheless, the accounts, as presented, do contain valid monthly
projected figures and therefore are a reliable.
4.3. The end of year figures 2006-2007. At the last Board meeting the budgeted deficit of
over £30k had reduced to £21k. The final end of year figure was a small surplus of £5k.
The Treasurer informed the Board that the surplus was due to unplanned and unexpected
rebates on gas and rates, salary savings and savings on survey expenditure.
4.4 The Board noted the post Audit report. This had been produced for the Board by
Sayer Vincent, the Company's auditors and is copyrighted to them. The audit had not
raised any major issues. The Auditors had given advice regarding long term financial
planning and this was discussed at some length.
`
5
4.5 Mr Smith asked how the Directors were going to monitor the long term use of the
funds released from the sale of Lambda House and should there be a special Board
meeting to consider the special plan of action. The General Manager said that he thought
we should take professional advice on this matter.
4.6 The President thanked the Treasurer and the HQ staff for their dedication in this
exercise.
5. Commercial Report
5.1 The Commercial Report had been prepared by Mark Allgar M1MPA Commercial
Manager and was presented by the General Manager who said there were minor changes
from that presented to the Management Committee and distributed to the Board on the
reflector.
5.2 Advertising.
5.2.1 He said that advertising continued to be a concern.
5.3 Books
5.3.1 There was nothing further to report.
5.4 Membership.
5.4.1. He reported that the membership initiative had produced 312 new members to date.
5.5 Rallies.
5.5.1 There was nothing to report.
5.5 Insurance. The General Manager briefed the Board on the failure of Orion the
Insurance Brokers responsible for the “RSGB Planö He stressed that the Society does not
make any recommendation regarding insurance companies. We advertise the products but
it is up to individual amateurs and clubs as to whether they take out the insurance or not.
All policies taken out through Orion were still valid and the underwriters Catlins which is
a Lloyds of London company were currently seeking new brokers to handle the work. He
reassured the Board that there was no financial exposure to the Society. There has been
no feedback from members so far. In answer to a question about whether the Society
received commission from insurance business the General Manager confirmed that this
was the case.
6. Annual Reports from Committee Chairman/Honorary Officers
`
6
6.1 These had been prepared and circulated prior to the meeting and were noted.
7. Portfolio Reports
7.1 ARDC Report
7.1.1 The Portfolio holder, had prepared a report but was unable to speak to it. The
General Manage said he suggested that there should be a Train the Trainer team attached
to each region. He stressed that only a minority of trainers had been through this course
and he will take this to the Regional Meeting tomorrow. Mr Brooks said that there was
now a plan for a Morse programme. He asked whether the Society had agreed on the
principle of a Certificate of proficiency but the General Manager said that there has never
been a group or club willing to take this on and that there are no resources at HQ to do
this.
7.2 Environment and EMC Planning Report
7.2.1 The Director Technical (Environment) spoke to his previously circulated report.
report.
7.2.2 The General Manager asked where in HQ was the RF advisory booklet that was
awaiting printing? He had seen the initial draft but had not seen the final version and he
was not aware that it was back in HQ. The General Manager undertook to make
enquiries on his return to the office.
7.3 Education and Training Report
7.3.1 The Director Education and Training spoke to his previously circulated report. The
application for RVQ status for the RCE was still with the QCA has not yet been accepted.
See also item 17.10 below.
7.3.2 The Director Technical (Environment) asked if there had been any feedback from
HQ on the question of costs of marking of exam papers. The Director said that it was
necessary to get some decent software for this purpose. The General Manager said that he
was waiting for the approval from the QCA before proceeding with this. A costing
exercise has been done and is on hold.
7.4 ETCC and HFC
7.4.1 The Director ETCC/HFC had prepared a report who asked that the Board consider
the proposal for the RSGB to host a D-Star Trust Server.
7.4.2 The Board had no objection but the President asked for a formal proposal from the
ETCC.
`
7
Action: The ETCC to make a proposal regarding hosting
Trust Server.
7.5 Regional Council
7.5.1 This had been prepared by the Regional Directors who stressed a perceived absence
of influence at Board and Management level.
7.5.2 The President said that there was an inaccuracy in the Regional report regarding the
Management Committee but this would be dealt with later in the meeting.
7.5.3 The General Manager commented that this was not a report but more a comment on
what the Regional Council wanted. He defended the work by the previous Regional
Council members at the Board and stressed that he felt that the Board, HQ Staff and the
other Society volunteers all recognised the work of the Regional teams.
7.5.4 This will be discussed further at the Regional Council meeting.
7.5.5 The Director ETCC/HFC commented that the Regional Council were not active at
the HFC as was intimated in the report. He pointed out that it was mainly local clubs
who helped with the HFC but did acknowledge that the local Regional team did run the
book stall.
7.6 Technical and Propagation Studies
7.6.1 The Technical Director, had prepared a report and added that the meeting on the
Railway membership scheme had gone ahead.
7.7 Sports Radio
7.7.1 The Director Radio Sports had prepared a report and said that there had been a
meeting with Mark Allgar and John Butcher (Chairman of the IOTA Committee)
regarding the IOTA programme and, in particular, the way the Icom sponsorship is used.
7.8 Spectrum Forum
7.8.1 The President spoke to his previously circulated report and added that there had
been a reply from Trinity House from the operator of the LORAN-C station in Cumbria
who said that the system was working in accordance with specification but they would
endeavour to notch out the unwanted emission at 136 kHz.
7.8.2 In response to a question about legacy equipment the President said that this was a
reference to analogue PMR equipment as opposed to digital equipment such as TETRA.
`
8
Meeting Note: The meeting was adjourned at 2310 and reconvened on the 15th at 0900.
8. Management Committee
8.1 This was presented verbally by the General Manager who outlined the method of
appointment of members of the Management Committee. He said that historically the
Financial Controller and the Commercial Manager had been voting members. The new
Chairman and the current President are not happy with this arrangement. The President
said that in his view the duties of the Management Committee were clear and referred to
the current GI. The President was of the opinion that allowing a vote to employees of the
Company means that HQ would have more influence than appropriate.
8.2 The Director Technical (Environment) said that historically the employee members
have had a vote for some five years although this policy was not recorded and that it
would be inappropriate to remove it now. In his view the GI is not specific and the
composition of the Committee requires the best skills available.
8.3 After some considerable debate the President summarised that there needed to be
precision regarding the definition of liaison members. The Director Sports Radio
proposed that the current staff members who attend the Management Committee be full
members. This was seconded by the Director Technical (Enviroonment) and agreed by
acclamation.
8.4 The President said that there is a vacant post of representative of the Regional
Council on the Management Committee and proposed Regional Director, Mr Brooks
G4NZQ to fill that post. This was unanimously agreed and the Chairman of the MC
would be advised accordingly.
Action: The President to advise the MC Chairman of the new Regional Council
representative.
9. Gifting Policy v4.
9.1 A paper had been prepared and presented by the Treasurer. The crux of the proposal
is that bequests should be held and managed by the RCF.
9.2 The Director Technical (Environment) raised the question of impractical designated
bequests and seeking the advice of Counsel when required. It was felt that this should be
replaced by straightforward legal advice when necessary.
9.3 The document was amended by removing the words “other propertiesö from the first
paragraph.
9.4 The General Manager will issue this as a GI.
`
9
Action: General Manager.
9.5 Mr Brooks suggested that the note should also appear in various guises in RadCom
which was agreed.
10. Protection of Children and Young Adults
10.1 The General Manager advised the Board that the paper had previously been
reviewed by the Board but not adopted as policy. The paper had been submitted by The
Director Technical (Environment) before his cooption to the Board. The Director
Technical (Environment) outlined the contents of the paper and recommended that the
Regional teams seek out suitable locally sourced Child Protection training for clubs
instructors and members. The Director Public Services pointed out that in Scotland all
societies and institutions were required to have this policy incorporated in their
constitution. There was a question as to whether the training was specific to organisations
and not transferable. It was elucidated that this was generally the case and depended on
individual organisation policies.
Action: It was agreed that all Regional Managers and Deputy Managers are to
encouraged to seek out those organisations in their areas who are prepared to offer free or
moderately priced child protection training and send the information to HQ in order that
it can be collated and made available to all affiliated clubs and interested amateurs.
11. RAYNET
11.1 A paper had been prepared and presented by the Director Public Services
11.1.1 RAYNET definition. He said that a decision is necessary on the definition of
RAYNET ie capitalisation vis-à-vis Raynet. The General Manager said that there are
several trademarks, some used full capitalisation others lower case and it was agreed that
capitalisation should be used in future.
11.1.2 Recognised User Service. He went on to say that there was no definition of a
recognised user service. The President said that a list of User Services had been drawn up
and agreed by Ofcom and was part of the Terms and Conditions of the current licence. It
will be looked at again when the licence is next reviewed
11.1.3 Personal Accident Insurance He said that the “Networkö groups were covered
but RSGB groups were not. This was seen by some groups as an attractive addition to
the general insurance cover. The General Manager said that from discussion with our
own brokers they questioned the need for personal accident insurance when there were no
recorded claims either for third party or personal accident cover in over 50 years of
RAYNET operations. However, he will ask for a quote from the brokers for the
`
10
provision of personal accident cover. It is understood that the cost of the cover will be
added to the current affiliation fee if taken up.
Action: The General Manager
11.1.4 RAYNET ID badges. The Director Public Services drew attention to the variety
of badges in use and suggested that a standard format should be used to try to unify the
endeavour. The Network has offered to do this. The Director Technical (Environment)
said that there are two types of card in use in Ireland. The General Manager said that
there had been an agreement with the Network to do this but it had not been completed. It
was agreed that the Director Public Services approach the network for a common ID
badge produced by the network and the data retained by the Society.
Action: Director Public Services
11.1.5 Talk Through Permits. The General Manager said that under the new licence
terms and conditions there is no longer a requirement for a talk-through permits as
unattended operation is now allowed under the conditions of the licence. He said that
under the terms of the MoU it was the RSGB’s responsibility to deal with all licensing
and regulatory issues, however there was a need to work closely with the “Networkö
because it would be pointless if it was agreed with Ofcom that TTP’s were no longer
required and the “Networkö continued issuing them. He also went on to say that there is
desirability for a common approach. The Director Public Services will report back to the
next meeting on this question.
Action: Director Public Services
11.1.6 RAYNET Operating Manual. The Network has offered to make theirs available
as a dual badged manual. The Board has agreed and this would be discussed informally at
the Blackpool Rally.
11.2 Public Services Portfolio. The Director Public Services had prepared a paper
outlining the duties of the Public Services Portfolio. This was handed to members for
consideration at the next meeting.
12. IARU Region 1 Conference Paper Review and Approval
12.1 The following papers were reviewed by the Board.
12.1.1 A paper titled VHF Manager’s Handbook: Changes to EME and FAI
recommendation and frequency usage in the 145 MHz Band Plan had been prepared
by David Butler G4ASR. (VHF Manager) Accepted.
12.1.2 A paper titled 40m Band Planning for 2009 by John Gould. G3WKL (HF
Manager) Accepted after correction of minor typo.
`
11
12.1.3 A paper entitled Increased Amateur Satellite Service 2 metre usage had been
prepared by Graham Shirville G3VZV. Accepted.
12.1.4 A paper titled developments in 3400 MHz Operation had been prepared by Peter
Blair G3LTF. Accepted.
12.1.5 A paper titled 70 MHz Band within IARU Region 1 had been prepared by David
Butler G4ASR. Accepted.
12.1.6 A paper titled Increased Amateur Satellite Service 2 metre usage had been
prepared by Peter Blair G3LTF. Accepted
12.1.7 A paper titled Amateur Satellite Handbook Chapter had been prepared by
Murray Niman G6JYB (Microwave Manager) Accepted
12.1.8 A paper titled VHF Beacon Definition had been prepared by David Butler
G4ASR. Accepted
12.1.9 A paper titled Beacon Coordination had been prepared by Murray Niman
G6JYB. Accepted
12.1.10 A paper titled A change to the exclusive usage of EME communication
between 144.00-144.035 MHz been prepared by David Butler G4ASR. Accepted.
12.1.11 A paper titled Deletion to the usage of FSK441 communication between
144.160-144.180 MHz had been prepared by David Butler G4ASR. Accepted.
12.1.12 A paper titled Low VHF Multi-band Beacon had been prepared by Mike Willis
G0MJW. Accepted after amendment.
12.1.13 A paper titled Microwave Spectrum Requirements had been prepared by
Murray Niman G6JYB. Accepted.
12.1.14 A paper titled VHF/UHF Spectrum Requirements had been prepared by David
Butler G4ASR. Accepted after amendment.
12.1.15 A paper titled 3400 MHz Amateur Satellite Allocation had been prepared by
Murray Niman G6JYB. Accepted.
12.1.16 A paper titled A New Vision for 23 cms (revised) had been prepared by Murray
Niman G6JYB. Accepted..
12.1.17 A paper titled HF Spectrum Management and Contests had been prepared by
John Gould. G3WKL Accepted.
`
12
12.2 The Board placed on record their thanks to the authors for their contributions to the
IARU Region 1 Conference.
13. Not used.
14. Project North Update
14.1 The General Manager said that he had advised all concerned about the dates and that
the completion date for the sale of Lambda House is 15 April. The Exchange of Contracts
for Abbey Court will take place within the next week and Completion is expected at the
same time. It is still planned to move on 31 March.
14.2 The General Manager told the Board that he expected all staff positions to be
covered by the time of the move. Recruitment of new staff had gone well and a number
of the new staff were already working at Lambda House prior to the move to Abbey
Court.
14.3 The survey report from Bletchley Park had been received and the refurbishment will
be more expensive than originally contemplated. He is to discuss the implications with
the management at the Park.
14.4 In the interim it is planned that any meetings will be held at the Holiday Inn
Bedford.
15. AGM Brief
15.1 The General Manager said that the arrangements are complete. He asks that the
Board note that the AGM will commence at 1100. There will be a Management
Committee meeting on the previous evening and the AGM will be followed by a dinner.
The portfolio presentation format for the afternoon will be changed to a panel format.
15.2 The Director Technical (Environment) commented on the Statement of the Board in
the AGM Notice regarding the EGM resolution and the amendment to the bylaws. He
especially asked about the definition of Groups. It was agreed that as the resolution
concerned was a change to a Bylaw the wording would remain as laid down but it will be
looked at again following adoption.
16. Radcom
This item is the subject of a Confidential Minute.
`
13
.
17. AOB
17.1 The General Manager said that following the change of Banks the Board must
approve the removal of the previous President from the Mandate. This was approved.
17.2 The General Manager said that we needed to open a new account for The Technical
Editions eBay account and that Board Approval was required. The signatories will be the
President, Treasurer, Company Secretary, General Manager and Financial Controller.
This was approved.
17.3 This item is the subject of a Confidential Minute.
17.4 This item is the subject of a Confidential minute..
17.5 The Director ETCC referred to this proposal about promotional DVDs and he
offered to start this project. The General Manager suggested that a paper be prepared in
order to discuss with the film makers and obtain a costing.
Action: Director ETCC/HFC
17.6 The Director ETCC raised the question of a deceased member whose family is still
receiving information from Ofcom. Ofcom will not accept information regarding demise
from the Society. This was noted but it was up to the late member’s dependants to notify
Ofcom accordingly.
17.7 Mr Brooks said he had received an e-mail from a teacher concerning books from the
RSGB. The teacher thought that the book, one of the Evil Genius series was unsuitable
for a school library. He asked if the Society was vulnerable in view of the contents. The
Board noted the comment.
17.8 The Director Technical (Environment) said that there were complaints about the
conduct of the elections last year and queried the letter written by the Company Secretary
which said that the President’s decision was final. He suggested that the decisions in
these cases should lie with the Company Secretary. This was agreed.
17.9 The Director Education and Training said that the Headmaster of Silcoates School,
Wakefield was retiring and suggested that the Board write to the Headmaster and thank
him for his efforts in promoting Amateur Radio.
Action: The General Manager to write to the Headmaster of Silcoates School.
`
14
17.10 The Director Education and Training had submitted an Awarding Body
Recognition Application Form to the QCA and that the RCF Examination Standards
Committee wished to have sight of the document. This was approved.
Action: Director Education and Training.
17.11 The President raised the question of the Society Patron. The General Manager
explained how this generally worked and that it was only worth changing if a sufficiently
high profile Patron could be found. It is possible however to appoint additional Patrons
and the Board should consider possible candidates The Board agreed to defer this to
another meeting.
The President closed the meeting at 1258.
The date of the next meeting is scheduled for 10th May 2008 at a venue to be advised.
o-o-o-O-o-o-o


Read previous mail | Read next mail