BCARES BOARD MEETING----28 OCT 2004

The meeting was called to order at 7:05 PM in a Ball Corporation meeting room by Jim Kubitschek (KG0HU). The Agenda for this meeting was distributed (and had previously been sent via e-mail to Board Members).

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 Ron Putnam KC0IUK 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) N
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:
JD Burke KC0MWB
Rick Woodsome K0ETN

REVIEW OF MINUTES OF LAST MEETING FOR APPROVAL

The minutes of the August Board Meeting were approved and accepted with the following correction: In Para. 3.d, George's call sign (KA0BSA) should be corrected.

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. Membership Application Status Report
    Membership applications have been received for: Paperwork for Steve Meer (K0SCC) is missing. Jim (KG0HU) and Rick (K0ETN) will follow up on this problem. Also Jim will check with Jody for a meeting with Ron (KC0IUK). JD will change the website to indicate that applications should now be sent to George (KA0BSA), who will coordinate with Jody and then arrange for orientation.
  3. Update Status of Hospital Contacts or Planned Meetings
    Doshia (KB0NAS) reported that she and Jim (KG0HU) met with Jim McConnell, Coordinator of Emergency Services for Exempla Hospitals. He writes their emergency preparedness plans. Doshia will contact him about MOUs and BCARES functions. The hospital is expected to open in December. It will have 750 beds and be a Level 2 Trauma Center. BCARES will be set up in the command room (with one antenna). The other two Exempla Hospitals are in Jefferson County with ARES District 10 involved. Doshia sees a need to coordinate with someone in the local hospital as well as the main coordinator.
  4. ARESCO VHF Net control (Next BCARES Responsibility - 11/28/04)
    Dale (KA0QPV) asked for a volunteer. Dale will ask at our net, focusing on people who have had NCS training and experience.
  5. Update on Ecom Testing (from ARESCO Web page)
    Doshia (KB0NAS) has completed one more test.
  6. MOU Update
    Jim (KG0HU) led this discussion. He distributed copies of the proposed "Memorandum of Understanding" with the City and County of Broomfield and requested that the Board read it through, with comments to be e-mailed to him. Jim will contact a lawyer, Greg Schlender (ND0V) for his opinion.
  7. Status and Next Action for Recruiting Letter Distribution
    The recruiting letter has already been published in BARC's "Bark" and Longmont's "Splatter". Doshia (KB0NAS) commented that there might be "holes" in the geographical distribution of possible new members. Suggestions included a limited, but direct, mailing and notices in radio stores.
  8. Status of Meeting for Grant Application/Submittal
    Dale (KA0QPV) reported that he and Jim (KG0HU)) have handed the grant application to Larry Stern. It included the material previously studied, plus, as an appendix, a color presentation on Win-Link. Larry suggested that a more specific equipment list be included. Dale will continue work on this list, which is needed ASAP. Then Larry will share the proposal with Chuck Pringle (KC0DGP) and give further suggestions to BCARES. Final decisions will be made by a State committee.

NEW BUSINESS

  1. BCARES Web Page Report and Proposal
    JD (KC0MWB) reported that there was no response to the "BCARES Website Description" document, which he interpreted as a "go-ahead" (with which the Board agreed). JD proposes a "test drive" put on a real website, for the Board to practice on and give comments. Then, including any suggestions, it would go on the regular website. JD will investigate and report on the possibility of purchasing a domain name and web posting (which will incur a recurring cost of approximately $100.00/yr).
  2. New Member Training Update-Who, When, Where
    George (KA0BSA) is scheduling an introduction/orientation class on Sunday, 14 November, from 1:00 to 3:00, location TBD. This will include those of the general membership wishing a review, new members, and prospective members. Dale (KA0QPV) will provide George with a list of BCARES new members who have not yet received new member training. It was estimated that there are 12 hats available for new members. George (KA0BSA) will check for the exact number of hats remaining.
  3. C.U. Football ATV Planning Discussion
    Jim (KG0HU) reported that BCARES is well set with a full crew for the upcoming game. He has called a briefing session at 11:30. BCARES is appreciated by CU. Our tapes are used, They find the pictures, quality and location impressive.
  4. Longmont Creekwalk
    Dale (KA0QPV) reported that the Creekwalk is scheduled for Dec. 18th. The City of Longmont has not requested BCARES assistance. Jim (KG0HU) will check to see if our assistance is wanted. Then members can be notified. Steve (WB8VQI) will not be coordinator this year due to a conflict.
  5. Comments on BCARES S.E.T. (of Oct. 23rd)
    It was unanimously agreed that the exercise was successful--including practice and problems. Pete (WB2DVS) reported that he has sent revised packet instructions via e-mail. There was no request from Ft. Collins for ATV equipment and personnel for their SET, also scheduled for the same day. Dan (KB3CXD) said he understood that their exercise had been cancelled.
    The weather-tight cross-band repeater set up (in an ice chest) George (KA0BSA) demonstrated was very useful. It consisted of a 12v battery, portable UHF/VHF radio, and cable. Doshia (KB0NAS) suggested that this should be demonstrated at the annual meeting "show-and-tell" .
    A possibility of a further exercise might be to coordinate the site investigation results with places to place equipment in areas around the county.
  6. C.U. Com Van Equipment Status Update
    BCARES has been requested to give a proposal on what equipment is needed. Dale will ask Nima (N0YX) for his input.
  7. Equipment Status
    Pete reported that 1 battery (a 7 1/2 gel cell) is missing. The Jared Polis Foundation has given us used laptops; also Jack's (WM0G) source will be giving more.
    Pete has also added Jim Andrew's sections to the Red Book. Since the complete Red Book is unwieldy, it was decided that it would be placed in the Com Vans and EOCs, but abbreviated versions consisting of General and Packet Information will be placed with packet equipment, and General and ATV Information placed with ATV equipment. The Red Book could be divided into sections: General, Packet, ATV, and Restricted.
    Rick (K0ETN) suggested that three-ring binders with maps, writing paper, forms, all in one place would be efficient and useful. Dale (KA0QPV) will bring in his usual folder, which can be used as a basis.
    Pete commented that there is little space in the storeroom for additional equipment. Jim KG0HU) said some extra shelves could be added.
  8. Other
    Rick (K0ETN) reported that BCARES is well represented in the planning for the new EOC. He also feels strongly that one of the waterproof Boulder County maps should be included in every backpack.
    JD (KC0MWB) says there is great interest in APRS (Automatic Position Reporting System) which transmits GPS location information of mobile stations. Steve (WB8VQI) will be asked to lead a committee to investigate; George (KA0BSA) volunteered to help. The primary need is to have APRS funneled into the situation room so they can know the locations of BCARES teams in the field. Therefore computer software, etc., must be compatible with current equipment. Training would also have to be arranged.
  9. Next Meeting Tentative Date
    The next meeting is scheduled for THURSDAY, 2 DECEMBER in the usual Ball Corporation meeting room.

ITEMS TEMPORARILY TABLED FOR FOLLOW-UP AT COMING MEETINGS

  1. ARESCO Web page (info for BCARES reflector information)
  2. Continued discussion: BCARES-RACES compliance discussion: (policies, planning, equipment, documentation, training) c. Callout Mechanisms & Roll of Added Pagers, if/when available
  3. Continued Discussion: Example Telephone Tree-Options for Improved
  4. BCARES organizational structure: discussion revised chart (handout); insertion of names (and suggested names) in org. slots

The meeting was adjourned at 9:45 p.m.

Respectfully submitted,
Jane Przedpelski (KC0FGE)
Assistant to the Secretary