A meeting of the BCARES Board of Directors was held on Monday, 4 Nov. 2002 from 19:00 to 22:00. The meeting was held at the Boulder Police Dept. The meeting was called to order by Jim Kubitschek, chairman.
The following board members were present:
BARC - Jim Andrews, LARC - Pat Lambert, At Large #1 - Dale Scott, At Large #2 - Pete Goldman, At Large #3 - Jim Kubitschek.
Absent were: OEM - Larry Stern, BCSO - Chuck Pringle and RMVHF - Len Koppl.
Also in attendance were alternates, Grant Killey, Rick Clark & Doshia Kretke.

The minutes of the 30 July meeting were read. It was noted that Rick Clark's name had been omitted from the attendees. The amended minutes were then approved. Chairman, Jim Kubitschek then passed out the evening's agenda. The major topic of business to be discussed was to be limited to revising our various Memorandums of Understanding (MOUs) with various served agencies and ham groups. Jim K. said that all other business would be delayed until the end of the meeting.

MEMOS of UNDERSTANDING

• BARC/LARC
  The first MOU discussed was between BCARES and BARC. Jim K. announced that this MOU has already been negotiated and signed as of 15 Sept. 2002. A copy is attached to these minutes. An almost identical MOU with LARC has been approved by LARC, but a signed copy has not yet been returned to us. The only difference is that LARC accepts responsibility for H&W traffic for the St. Vrain School district, whereas BARC accepts responsibility for the Boulder Valley School district geographical area. Dale Scott was assigned to negotiate similar MOUs with the Rocky Mtn. VHF society and CRA. Neither RMVHF nor CRA will be asked to handle H&W. Both will be asked to permit BCARES to use their repeaters. RMVHF will be asked to financially support BCARES because they have board representation.

• OEM
  The next MOU discussed was with the Boulder Office of Emergency Management (OEM). The most current agreement between BCARES and OEM was dated 8 Dec. 1999 and was signed by Pat Lambert (then chairman) and Lt. Larry Stern. Copies of this agreement were passed around along with a proposed modified MOU prepared by Jim Kubitschek. A lengthy discussion followed. Several board members voiced serious concerns about the existing agreement and also the new proposed MOU. As a result, a list of objections was drawn up. The board instructed the chairman to arrange a meeting between himself and Lt. Stern, OEM, to discuss these objections and to try to negotiate a mutually acceptable MOU. The chairman was to report back to the board at the next board meeting. The objections were:
  1. There was no mention of BCARES being covered by Boulder County's workman's compensation. (see previous BCARES/BRCC agreement dated 2/12/92)
  2. The wording in the present 1999 agreement indicates that a liability insurance policy is required. Who pays for it?
  3. The agreement needs to include an introduction to define who BCARES is and also who OEM is.
  4. The agreement needs to cover what BCARES will do and also what we will not do.
  5. The agreement needs to include OEM having a representative on the BCARES board.
  6. The agrement needs to ask for financial support.

• BLDR-PD
  The next proposed MOU discussed was between BCARES and City of Boulder Police Dept. Previously, a seperate MOU has not been in existance with Boulder Police. Instead it was an agreement between BCARES and the Boulder Regional Communications 911 Center (BRCC) which was signed by BCARES, the Boulder County Commissioners and the City of Boulder City Manager in 1992. Now that the BRCC has been disbanded, we need seperate agreements with various agencies which previously made up the BRCC. This in cludes the Boulder Police Dept. Jim Andrews and Jim Kubitschek had worked up a draft MOU. Copies were distributed for discussion. Minor changes were made by the board. A motion was made, seconded and passed that the modified MOU between BCARES and Boulder Police Dept. was approved and the Chairman was authorized to present it to the Boulder Police Dept. for their approval. A copy is attached to these minutes.

OTHER BUSINESS

Pat Lambert and his committee were recognized for the new BCARES web site. Pat was commended by Jim K. for his rapid actions in posting new items.

Pat Lambert announced that he has completed the 100, 200, 300 & 400 levels of Incident Command training. He feels that the 300 & 400 levels are not relevant for BCARES.

New Members --- the applications of J.D. Burke and Nima Gharvani were approved, subject only to final approval by the Sheriff's dept. Three other applications are still pending because of missing paperwork. They will be considered at the next board mee ting.

Discussion was held on the processing delays for new member applicants. The board felt that new applicants should become members within a couple of months at the latest from their filing an application. A motion was made, seconded, and passed that "We create the new appointed position of "NEW MEMBER RECRUITER" with the job duties of recruiting, coordinate initial training and process all related paperwork in a timely fashion". The chairman was authorized to find a member to fill this new position.

Pete Goldman, equipment officer, reported that he has repaired the two defective TV cameras.

Jim Andrews, video coordinator, reported that the BCARES operations at the first 5 CU football games have gone well. There is only one remaining game this season. For the first time, we have had an abundance of volunteers. Whereas last year we had as few as 3 people for a game, this year we oftentimes have had 10-11 volunteers. New technical operations this year included a microwave link from the press box video and a crossband 440MHz / 2.4 GHz TV repeater. The CU athletic dept. will be contacted at the end of the season for some financial support for BCARES. Jim also announced that in response to a request from the board last summer, he has totally revised and updated the TV operations manuals. These include for the video pack sets, portable TV repeater, sit room, com van, Sheriff's ICV, Bldr PD ICV and Longmont MCC. Copies will be posted on the web site.

Jim Andrews announced that this is his last board meeting as the BARC rep. Due to his retirement and future plans to spend winters in a warmer climate, he has asked BARC to appoint a new rep. for 2003. He still plans to be active in BCARES activities when he is resident in Boulder.

Respectfully Submitted,

Jim Andrews, WA0NHD, BCARES Secy.

MEMORANDUM  of  UNDERSTANDING
BETWEEN    BCARES  &  BARC

The Boulder County Amateur Radio Emergency Services, Inc. (BCARES) 
is the recognized ARES and RACES organization of radio amateurs for 
Boulder County.   It is recognized by the Boulder Office of Emergency 
Preparedness (OEM) and the ARRL.    The Boulder Amateur Radio Club 
(BARC) was one of the founding organizations that helped create BCARES 
in 1978.   As such, BARC is entitled to a position on the BCARES Board 
of Directors.    BARC makes the following commitments to BCARES:

DIRECTOR:               BARC will appoint a member of BARC that is also 
a member of BCARES to serve as BARC's representative on the BCARES 
Board of Directors.

RECRUITING:     BARC will encourage its members to be active 
participants in BCARES.    Time will be made available at BARC 
meetings for BCARES leaders to explain and recruit new members.

INFORMATION:    Space will be made available in the BARC newsletter 
for publication of information about BCARES.

REPEATER:               BARC will make available to BCARES all of its 
repeaters and equipment for use in training and actual emergency 
operations.    BARC will be responsible for the funding and maintenance 
of this equipment.

FUNDING:                BARC will include in its annual budget an 
annual contribution to help support BCARES.

HEALTH & WELFARE COMMUNICATIONS:     In the event of a major disaster 
in Boulder County, there will be a greatly increased demand for radio 
communications.   BCARES will be responsible for handling tactical 
in-county communications for its served public safety agencies, such 
as police, fire, etc.   BARC will accept responsibility for handling 
the long distance, incoming and outgoing Health & Welfare (H&W) 
radio inquiries.   This may be accomplished by using BARC members home 
radio stations or club equipment.    This responsibility will start 
immediately upon notice from BCARES to BARC and last for, at least, 
the first 24 hours of the disaster, or until the OEM officially 
declares the emergency is over, or until the Red Cross assumes 
responsibility for all H&W traffic.    BARC's geographic area of 
responsibility will cover the Boulder Valley School district portion 
of Boulder County, while the Longmont club, LARC, will accept similar 
responsibility for the St. Vrain School district.

__________________      _____           _____________________   ________
Jim Kubitschek          date            Dirk Mewes                      date
BCARES  Chairman                                BARC  President

As signed by Jim Kubitschek and Dirk Mewes  020915 (2002 September 15th)

MEMORANDUM  OF  UNDERSTANDING  BETWEEN
BCARES  &  BOULDER  POLICE  DEPTARTMENT

(NOTE:  DRAFT ONLY -- NOT YET APPROVED BY BPD)

The Boulder County Amateur Radio Emergency Services (BCARES) 
organization is a non-profit, volunteer, public service corporation 
of FCC licensed radio amateurs which provide communication services 
during disasters, emergencies, and large public events.
 BCARES supports various public safety and emergency agencies within 
 the County of Boulder and on a lower priority basis, surrounding 
 communities.  This includes the cities within Boulder  and Broomfield 
 Counties.   BCARES has Memorandums of Understanding
 (MOUs) with the various served agencies.

BCARES will provide additional radio communications capabilities to 
the Boulder Police Department (BPD) to supplement the normal police 
and fire radio communication which may become overloaded during 
disasters.   Capabilities provided by BCARES to BPD include HF, VHF 
and UHF voice radios, packet radios (computer local area networks 
linked via radio) and live (non public) television.    The types of 
emergencies which might require BCARES support are those which are 
likely to involve multiple agencies and extend beyond a few hours in 
duration.  Typical examples are:  floods, forest fires, public riots, 
disasters, and large industrial accidents which involve numerous 
victims.

BCARES is a voluntary organization with no paid employees.   BCARES  
receives its financial support from private and corporate 
contributions, FEMA and its served agencies.    BCARES official office 
is in the Boulder City/County Office of Emergency Management, Boulder 
Public Safety Building .  The mailing address is:
BCARES C/O OEM
Boulder Public Safety Building
1806 33rd Street
Boulder Colorado  80301

A non Emergency phone number is 303-441-3390 or 303-441-3637 (note 
that these phone numbers reach the office of emergency management and 
they can supply you with phone numbers for the current year BCARES 
officers), emergency contact information is contained below.

BCARES makes the following commitments to Boulder Police Dept.

1)	BCARES has agreements with multiple local agencies.  During an 
emergency in which multiple agencies request BCARES services the 
Boulder Office of Emergency Management shall prioritize and assist 
BCARES in most effectively assigning our personnel and equipment.

2)	BCARES is typically capable of staffing, for the first 24 hours, 
four separate stations.  These might include the amateur radio console 
in the BPD  911 dispatch center in the Boulder Public Safety Building, 
the BPD Incident Command Vehicle (ICV), local
 hospitals, and portable stations for voice, television, and/or packet 
 radio.

3)      For shorter periods of time, BCARES might be able to field a 
larger number of stations if requested by BPD.

4)      For extended periods of time BCARES will typically be capable 
of providing two operators for two stations 24 hours per day.

5)	BCARES response time is typically "As Soon as Possible" after 
receiving a call-out page from BPD.   It should be noted that BCARES 
is not a rapid response unit and does not use red lights or sirens 
when responding.   The BCARES group pager number is 1890 on the 
Boulder County paging system.

6)	BCARES will maintain a cache of emergency radio equipment, stored 
on served agency property.    This cache includes:  portable TV 
transmitters with TV cameras, portable TV repeater(s),   portable VHF 
packet radio sets complete with laptop computers and  printers and 
portable HF SSB radio(s).   BCARES will provide the maintenance for 
this equipment.

7)	BCARES will have available for emergency use multiple VHF voice 
radio repeaters that provide radio coverage within the City of 
Boulder.   Current examples are:  146.10/70 MHz, NCAR (Boulder Amateur 
Radio Club);  146.16/76 MHz, Gunbarrel Hill (Rocky Mtn. VHF Society); 
144.86/145.46 MHz, Lee Hill (Colo Rptr. Assoc); 147.87/27 MHz, Longmont 
(Longmont Amateur Radio Club).   These repeaters are owned and 
maintained by the various amateur radio clubs.   These clubs have 
authorized, via MOUs, BCARES to use them during times of 
emergencies.    The NCAR and Longmont repeaters are "auto-patch" 
repeaters.  This means that out-going telephone calls can be placed 
to the land-line network via these repeaters.   BCARES also has a 
packet radio cluster digital repeater on 145.09 MHz.    This digipeater 
is maintained by the Boulder Sheriff.  A permanently installed 
television repeater is also available for our use.  Additional 
equipment / facilities can be made available from other local or 
state wide resources as needed.

8)	All BCARES members have their own pack sets.   These are hand-held, 
VHF,  FM voice radios.   Many members also have 50 watt VHF mobile 
radios.   These radios operate on any amateur radio frequency from 
144-148 MHz (including simplex frequencies).   Most members also have 
radios which can receive Boulder police radio frequencies, but these 
radios are not capable of transmiting on BPD frequencies.  The members 
are responsible for maintaining their own pack sets and mobile radios.

9)	BCARES will hold radio net training sessions for its members 
weekly.  A half day simulated emergency test will be held at least 
once a year.   This will involve a call-out of all BCARES members and 
setting up and operating all the various BCARES stations and equipment.

10)	BCARES members are carefully trained and screened prior to becoming 
members.  A background check is conducted by the Boulder Sheriff.   If 
applicants are approved by the Boulder Sheriff's office and the BCARES 
board of directors, they become members and are issued a "volunteer" 
photo ID card by the Boulder Sheriff.   The BCARES uniform consists of 
a blue baseball style cap.   BCARES members are all volunteers and are 
not allowed by the FCC to receive monetary compensation for their 
services.

The Boulder Police Dept. makes the following commitments to BCARES:

1)      The BPD will assign a representative to serve on the BCARES 
board of directors.

2)      The BPD will include in its budget an annual financial 
contribution to BCARES.

3)      When BPD requires emergency assistance from BCARES, they will 
use the Boulder County digital paging system.   BCARES' pager number 
is 1890.    BCARES presently has 2 digital pagers carried by its 
officers.

4)      BPD will provide storage space in the Boulder Public Safety 
911 dispatch center.   This storage space will be used for BCARES 
cache of radio equipment and BCARES members will be provided 24 hour 
access.

5)      BPD will provide maintenance for the BCARES TV and voice radio 
equipment in the BPD ICV.

6)      BCARES members will be covered by BPD workman's compensation 
if injured while on an emergency operation or training exercise when 
BCARES has been authorized to participate by the City of Boulder 
Police Dept.

7)      BPD will provide an operating position in its dispatch center 
building for permanently installed BCARES equipment.



____________________   _______          _________________       ________
James Kubitschek                date                                    date
Chairman                                        Police Chief or Asst.??
BCARES                                  Boulder Police Dept


_____________________  ______
                                date
City Manager
City of Boulder
(NOTE:  DRAFT ONLY -- NOT YET APPROVED BY BPD)