BCARES BOARD MEETING----17 JUNE 2004

The meeting was called to order at 7:04 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

Others:
Ron Putman (KC0IUK)-LARC
Ed Schlicting (KB0TVH)
J.D. Burke (KC0MWB)
Rick Woodsome (K0ETN)
Mike Borsuk (WB2CBU)

REVIEW OF MINUTES OF PREVIOUS MEETING

The minutes of the May Board Meeting were approved and accepted without corrections or additions.

OLD BUSINESS

1. Badge Distribution Status Report
   Rick (K0ETN) reported that a few badges have been distributed. The 18 remaining were passed around so that other board members might identify and remove the ones they could later distribute more easily. Only 1 person has been in to see Jody for a photo this month. Rick will develop 2 lists: outstanding badges and people not yet applying. Letters should be sent to people who have not yet had photos taken. The possibility of organizing a specific day for picture taking was discussed. Mondays are good for Jody. If people still do not get the photos after a reminder, then disinterest can be assumed.
2. PSAP Rotator Status Update
   Pete (WB2DVS) reported that the rotator has been installed [thanks to Dean (N0EPA)]. There is one 2m antenna feedline going into the situation room, but the second 2m feedline can not be routed there because of lack of space in the conduit. The second 2m feedline is available in the radio shop.
3. Update on Ecom Testing (from ARESCO Web page)
   There are still only 11 people from our District 11 who have passed (6 of whom are board members.) Our people should be encouraged to take the test. The testing site could be put in a quarterly newsletter-or just regular e-mail. As stated in May Board Meeting minutes, "Go to http://home.earthlink.net/~w0ipl/ectest.htm to find the test. It was suggested that the testing site could be put on the BCARES web page with click-on to the test. Dale (KA0QPV) will prepare a statement. Jack (WM0G) volunteered to follow through with a direct link on the web page."
4. Additional Opportunity for Feedback on Draft of Grant Proposal
   The proposal was informally accepted with appreciation for Dale's hard work, and awaits finalization including updates of organizational chart, BCARES hours, etc. Feedback, photos, data and other information for the grant proposal should be provided to Dale (KA0QPV).
5. Continuing Completion of BCARES Board Thumbnail Resumes for Grant Proposal
   Dale (KA0QPV) handed out a compilation of members' resumes. There were no corrections or additions.
6. Update to BCARES hours-to-date tally.
   A schedule of hours was distributed. Continue to update monthly.
7. MOU Update Planning
   Jim (KG0HU) reported that he has been working with various served agencies. The goal is to have updates completed this year. Not all MOUs require updating, as some are automatically renewed. Perpetual agreements-2004 and beyond-are desirable.
8. BCARES Organizational Structure: Discussion, Decision & Vote
   Dale (KA0QPV) distributed a revised chart, explaining that he has tried to show the primary paths of responsibility and coordination. The immediate goal is to produce a diagram to put into the grant proposal to show our organization and its two modes of operation. Task descriptions support the diagram, which can be footnoted for reference. There followed a discussion of Doshia's (KB0NAS) question, which concerned a box for the Board of Directors. There could also be an addendum to the effect that the Board consists of the following positions. Jim (KG0HU) is also working on a revised version of the chart, rearranging some boxes, making a few changes, and adding input. This should be finalized and approved at the July meeting.
9. Discussion of Updated BCARES Task Descriptions
   No further input.
10. Update Status of "Ham Radio in Hospitals" (booklet)
    Booklets were ordered 10 days ago.
11. ARESCO VHF Net Control (next BCARES responsibility)
    The following Sundays have been assigned to District 11 for NCS responsibility:
    
    • 7/25
    • 9/26
    • 11/28
    The script used is similar to our own and is available on the web site. George (KA0BSA) was complimented for doing an excellent job recently. Jim (KG0HU) volunteered for July 25th.
12. ARESCO Web Page (Info for BCARES Reflector Information)
    Deferred to subsequent meeting.

NEW BUSINESS

1. Proposed New Member Recruiting Letter (Discussion)
   There was general agreement that the letter was well worded. The first avenue to finding new members will be through the radio clubs. It could be sent as e-mail with attached application. Ron (KC0IUK) suggested a BCARES presentation to LARC and BARC, and would like to set a SEP/OCT date.
2. E-Mail Policy
   A statement of E-mail policy prepared by Dale (KA0QPV) had been sent to board members via e-mail and was also distributed at this meeting. The purpose of the policy is to "ensure clear, effective, constructive and timely communications with BCARES members in general, and especially with those members who represent served agencies". In consequence, the policy provides for monitors to clear messages in terms of professionalism (in relation to served agencies), but also includes three monitors to make sure that messages will be treated in a timely manner. Discussion followed concerning the use of a message format for ease in making judgment (degree of urgency, for example). A 1 day turn-around, meaning that monitors must check e-mails daily, would be required. The policy would need to be distributed to members to show how to use it. Ron (KC0IUK) and Jim (KG0HU) have further input to be forwarded to Dale (KA0QPV), who will send the final version to the board via e-mail. Members should respond YES or NO immediately to expedite approval and distribution of the policy. Further notes: the Web Page needs to show that e-mail address has been changed. JD (KC0MWB) and Rick (K0ETN) need to be added to board list as board assistants.
3. New Member Training
   A membership coordinator as well as a training coordinator is a vital necessity. A list needs to be made of members who need training. Training dates for new members and reviews for all should be announced on the net and by e-mail, specifying training areas to be covered. Rick (K0ETN) suggested two times per year as desirable. Ron (KC0IUK) would like three: one general, and the others of separate areas such as packet, ATV, etc.
4. Proposed Ideas for Monday Night Net Exercises and Suggestions for Questions
   The lists of suggestions and mini-exercises for the net were discussed. These had also been sent previously to the Board via e-mail. The questions could be put on the Net Manager page on the Web as samples. The addition of micro-exercises occasionally (every other week perhaps) would not only add training, but also make the net more interesting. JD (KC0MWB) suggested that the Training Coordinator rather than the Net Manager be responsible for "assigning" the exercises. At check-in, it should be made clear that the exercise is optional. This means that the net will be 2-stage: first, the check-in with question, and second, the exercise. The exercise should be announced at the beginning of the net. Jim (KG0HU) suggested a sample exercise in addition to those on the list: a message to be transferred by telephone tree during a short period of time; then comparing the resulting message with the original. The exercises should be quick, easy, and able to be completed in a limited amount of time. Dale (KA0QPV) will put it on the web page and also e-mail (with link) to members to stimulate interest.
5. Example Telephone Tree-Options for Improved Callout
   The proposed call-out tree would be added as a supplement to the BCARES Mobilization Procedures already in the Red Book, with the idea of making the call-out more efficient. It was noted that more pagers to be used at a "lower level" might be useful. Rick (K0ETN) volunteered to prepare a draft of the supplement. Rick has experience with efficient call-out trees from Rocky Mountain Rescue.
6. Preliminary BCARES-RACES Compliance Discussion
   A discussion followed concerning the FEMA guidelines, "Guidance for Radio Amateur Civil Emergency Service" as to whether they were to be considered requirements or guidelines. As an example, the document, Para. 2-5, states "On the average 1 hour per week should be devoted to RACES activities and training." Since "Each prospective member completes a RACES Operator Application....." Jack ((WM0G) will send board members a Colorado Races Registration Form.
7. Information and Status of Emergency Exercise or Activity Planning
   There will be an unannounced emergency preparedness exercise in the fall, which will involve a call-out.
8. BCARES County Site Survey-Update Planning
   Jim (KG0HU) will continue checking the information available. Dale (KA0QPV) would like to utilize the site survey as an exercise. People would be sent to various staging areas/shelters/other locations, etc. needing communications to test transmissions to various repeaters. The aim is to schedule in mid-July.
9. Equipment Status/Maintenance Update
   Pete (WB2DVS) reported that the CH 60 ATV backpack is back in service, gel cel batteries are being charged and tested. Rick (N0ETN) suggested that a new log incorporating the history of battery maintenance should be set up. Rick (K0ETN) has offered to use some sophisticated battery testing equipment to test and characterize the batteries. Jim(KG0HU), Pete (WB2DVS) and Nima (N0YX) will coordinate on supplying a list to CU of items to include in their new ICV. Dale (KA0QPV) will prepare a basic list including sources and prices. Rick (K0ETN) will check performance on radios and upgrade the frequency list-modified radios may NOT be used to transmit. Also, new access cards for PSAP are needed.
10. Other
    Jane (KC0FGE) brought up Mike Derr's request for BCARES involvement in nursing home emergency services. Mike should prepare updates on the status of facilities, contacts, staffing requirements, capabilities, etc. Ron (KC0IUK) reported that the LARC repeaters are up and can be linked together. The BARC repeater's sensitivity is improved.
11. Next Meeting Date
    The next meeting is tentatively scheduled for THURSDAY, 15 JULY in the usual Ball Corporation meeting room.

The meeting was adjourned at 10:20 p.m.

Respectfully submitted,

Jane Przedpelski (KC0FGE)
Assistant to the Secretary