BCARES BOARD MEETING----15 JULY 2004

The meeting was called to order at 7:03 PM in a Ball Corporation meeting room by Dale Scott (KA0QPV). Additional copies of the agenda were distributed. (Members received their copies via e-mail prior to the meeting.)

Persons Present

Board status Name (position) Present?
BARC Primary Jack Ciaccia WM0G N
BARC Alternate Jane Przedpelski KC0FGE (Asst.Secretary) Y
LARC Primary Dan Hysom KB3CXD Y
LARC Alternate Pat Lambert W0IPL N
RMVHFS Primary Len Koppl KD0RC N
RMVHFS Alternate Mike Borenstein N0BP N
2-Year At Large, Even Year, Primary Pete Goldman WB2DVS (Secretary) Y
2-Year At Large, Even Year, Alternate Doshia Kretke KB0NAS Y
2-Year At Large, Odd Year, Primary Jim Kubitschek KG0HU (Chairman) Y
2-Year At Large, Odd Year, Alternate Nima Gharavi N0YX (Assoc. Vice Chairman) Y
1-Year At Large, Primary Dale Scott KA0QPV (Vice Chairman) Y
1-Year At Large, Alternate George Weber KA0BSA (Assoc. Chairman) Y
Office of Emergency Management Larry Stern (Treasurer) N
Boulder County Sheriff's Office Chuck Pringle KC0DGP N

Others:
Michael Derr W3DIF
Rick Woodsome (K0ETN)

REVIEW OF MINUTES OF PREVIOUS MEETING

The minutes of the June Board Meeting were approved and accepted with one correction. In Para. 3.a. "many badges have been distributed" should replace "a few badges have been distributed.

OLD BUSINESS

  1. Update to BCARES Hours-to-date Tally
    A sheet was circulated for people to enter their accumulated hours of BCARES activity since the prior meeting.
  2. Badge Distribution Status Report
    Neither Mike (W3DIF) nor Don (KC0QZR) has been notified that he has been accepted and needs to have his ID picture taken. It is possible that Len (KD0RC) has not received notice. Rick (K0ETN) will meet with Jodi Biekert of the Sheriff's Department regarding the distribution of badges, and the list of those who need pictures taken. Dan (KB3CXD) will check with Don; Dale (KA0QPV) will check with Jodi. She can be contacted at 303/441-3994
  3. Update Status of "Ham Radio in Hospitals" (booklet) Purchase
    The booklets have been purchased but are not yet received. When they are, Doshia (KB0NAS) will handle the distribution, including discussions and questions after the booklets have been read. Note: Jim (KG0HU) has a contact at Exempla; a contact at Foothills Community is still needed.
  4. ARESCO VHF Net Control (next BCARES responsibility)
    Jim (KG0HU) will be Net Control Station on 25 July.
  5. Update on Ecom Testing (from ARESCO Web Page)
    There are now 13 from District 11 who have passed the test. Everyone should be encouraged to do so-via e-mail and during the Monday night net. To find the test, go to http://home.earthlink.net/~w0ipl/ectest.htm
  6. Additional Opportunity for Feedback on Draft of Grant Proposal
    The proposal was available at the end of the meeting for further feedback; contact Dale (KA0QPV) with comments. He would like to submit the grant in August to OEM for feedback or format changes. Doshia (KB0NAS) suggested that the grant should include a request for pagers, specifically for hospitals.
  7. Completion of BCARES Board thumbnail resumes for Grant Proposal
    A few additions were made.
  8. MOU Update
    Jim (KG0HU) reported a contact with Larry Arent in Broomfield regarding the Memo of Understanding with the Sheriff's Department and the County of Broomfield. Jim also had discussions with Chuck Pringle (KC0DGP) and CU about their MOUs.
  9. BCARES Organizational Structure: Discussion of Revised Chart; Insertion of Names (and suggested names) in Org. Slots
    The form now includes board representation. Discussion included:
    1. OEM should be immediately under "BCARES Organizational Structure (above the dotted blue line) and should indicate Broomfield County as well as Boulder County. Note: while Broomfield is listed under District 11, we do not have a MOU with them. Larry Stern is the OEM official for Broomfield County as well as Boulder County at present.
    2. Comment from Jim (KG0HU): names for positions under the dotted line who would fill responsibilities of other jobs can be added later.
    3. Comment from Doshia (KB0NAS): Those in a liaison function do not have to be members of the Board.
    4. Comment from Nima (N0YX): Should a key be needed for the dotted red line? Discussion concluded that it connotes "as needed" liaison efforts. The black dotted line indicates the same. Since this is a document needed for the grant proposal, it should be finalized ASAP. Doshia ((KB0NAS) moved to put OEM "on top"; Jim (KG0HU) moved to reverse the positions of the "Training Coordinator" with the "Membership Coordinator". Both motions were passed unanimously. Dale (KA0QPV) will make the changes and send the revised chart to board members for approval by e-mail.
  10. Status of New Member Recruiting Letter
    The letter has been forwarded to Ron (KC0IUK) and Jack (WM0G). Discussion concerned whether it should be publicly distributed (such as being posted at Saunders, for example) or more limited, since BCARES is concerned with finding people who are knowledgeable and dedicated to emergency service. It was decided that the letter and application form should be put on the website.
    At this juncture Jim (KG0HU) brought up the importance of finding a Membership Coordinator, since if we do recruit we will need concurrent training and exercises. George ((KA0BSA) volunteered to serve as Membership Coordinator. Dale ((KA0QPV) will send George a "job description" including applications and presentations at LARC and BARC on a recurring basis, emphasizing packet, video, etc. Rick (K0ETN) emphasized the necessary coordination between Membership and Training, including updates.
  11. Status of E-mail Policy Distribution
    Dale (KA0QPV) mentioned that some paragraphs have been reordered for improved readability. Para. b. has an "outline" for composing messages, similar to that used in transmitting messages in a call-out situation. This list should be indented. In Para. e, the third sentence should read " Members of the board and all other BCARES members (or non-BCARES members) may use this email path to communicate to the Board". In the following sentence "typically only" and "will normally" should be removed, so that the sentence will read "BCARES board members may be contacted via this method".
  12. Status of Monday Net Exercises and Suggestions for Questions
    It would be desirable to have "micro" exercises two times per month. A few minutes before the net starts the NCS should mention what he intends to use as an exercise. If the exercise involves a change to simplex, it is important that the NCS ask initially for relays if he is unable to receive the transmission. The Net Control Manager should make the NCS people aware of the questions which are posted on the website.

NEW BUSINESS

  1. Mike Derr Proposal Follow-up Discussion
    As a courtesy to Mike (W3DIF), this agenda was given first place under New Business. Mike distributed copies of a letter he had written to retirement homes in the area. The letter includes a very brief description of BCARES and the proposed plan and requests contact information and interest level responses. Retirement homes residents and staff would provide the man-power, using hams already there and/or finding others who would be interested in becoming hams. Boulder County has somewhere between 3,000 to 4,000 residents. Discussion involved possible funding to support activities, but Mike reiterated the premise that this would be a "self-help" situation with no cost to BCARES. Jim (KG0HU) brought up several advantages and disadvantages (BCARES priorities are geared for high speed emergencies; in an emergency BCARES would have to prioritize; this would be another activity taking leadership; it might provide an opportunity to encourage hams; some resident hams may not be effective in communications). Nima (N0YX) commented that much of the communication would probably be health and welfare traffic. Jim (KG0HU) moved to have the letter sent (with modifications, such as including the phrase "FCC-licensed radio operators") to see the level of interest in the responses. Jane (KC0FGE) seconded the motion, which was approved. Mike (W3DIF) will report back with the results. George (KA0BSA) suggested that a date for the response added to the letter would be helpful.
  2. New Member Training--deferred
  3. Telephone Tree-discussion
    Rick (K0ETN), using his Rocky Mountain Rescue expertise as a paradigm for a BCARES call-out worksheet, distributed a sample showing how the tree would work down and then back up. (Differences included the fact that Rocky Mountain Rescue responds to 140± missions per year.) It was suggested that a "Group A" would include people who are most active, those who should be contacted first. "Group B", then, would consist of those for future use if necessary. Jim (KG0HU) suggested 3 or 4 groups of 10 or so each. George (KA0BSA), as Membership Coordinator, will prepare the list, starting with the Board. Rick (K0ETN) will assist. Since the goal is a faster and more efficient way to activate people, much discussion centered on the accessibility and use of pagers. Pagers would be beneficial for some (for example, Doshia (KB0NAS) who considers it a necessity in her work environment), but possibly too technical for some, since BCARES is called out so infrequently. The idea of a "reverse 911-type" tree was also discussed. A simulated call-out on a Monday Net should be tried; therefore it is important to get the list to members. Note to Nima (N0YX): Rick (K0ETN) and JD ((KC0MWB) should be on the Board email list. Mike (W3DIF) on the membership email list.
  4. BCARES - RACES Compliance Discussion-deferred
  5. Information and Status of Emergency Exercise or Activity Planning
    Dale (KA0QPV) will e-mail the upcoming Field Exercise to Board members, requesting suggestions and feedback. The exercise, updating the County Site Survey, will take place Saturday and Sunday July 24th and 25th.
  6. Equipment Status/Maintenance Update
    Pete (WB2DVS) reported that there were no pressing issues. Rick (K0ETN) mentioned that there are now headphones in PS building.
  7. C.U. Com Van Equipment Proposal
    Dale (KA0QPV) presented a C.U. Com. Van and C.U. Police Station BCARES Equipment Shopping List. There was some discussion concerning fixed antennas vs. mag mount, and the fact that Dell laptops no longer feature a 9 pin serial port. Nima (N0YX) will check over the list and discuss it with Jim (WA0NHD), who will fill in the ATV requirements. This will be reported to C.U. Rick (K0ETN) will assist.
  8. Other
    Dan (KB3CXD) reported on equipment in Longmont. A location for the station is not yet available. BCARES has equipment in the Longmont PD. Mark Huff(KB0LRS) is handling this equipment.

ITEMS TABLED TEMPORARILY

  1. ARESCO Web Page (info for BCARES Reflector Information
    Nima (N0YX) reported that JD (KC0MWB) has a proposal for re-doing the web page. An announcement of the next board meeting should appear on the web page; after each board meeting Rick (KF0BK) should be given this date to post on the website. Also, the RACES logo as well as the ARES logo should be on the web page.

NEXT MEETING DATE

The next meeting is tentatively scheduled for THURSDAY, 19 AUGUST in the usual Ball Corporation meeting room. The meeting was adjourned at 10:08 p.m.

Respectfully submitted,

Jane Przedpelski (KC0FGE)
Assistant to the Secretary