Schaumburg Amateur Radio Club Board of Directors Meeting October 3, 2018

Frank Giampa N9QPD Chairman declared No Quorum at 7:00 PM.

Attendees

Unable to conduct business due to absent Directors.

Informally discussed newly-proposed Code of Conduct By-Law publication/notification requirements in preparation for the November election night.

Nominating Committee:  Russ Schmidt KC9NUV presented several possible candidates to fill new terms of President, Vice President, Secretary, as well as permanent replacement for a Director vacancy that is currently filled by an Appointed Director.  Contact with these potential candidates is planned over the next several weeks so that a proposed Slate can be announced during the October Business Meeting.

Cliff Sowka K9QD  Secretary

Matt Walsh AC9IG President called the meeting to order at 7:03 PM.

Rebecca KA9EFE brought Snicker-Doodles tonight;  enough leftovers for front desk too!

Attendees

Treasurer’s Report

Chris Brewer AC9GN not present previously reported: beginning balance $5,132.94.  Income was $45.  Expense was $56.35.  Ending balance $5,121.50.  Paid membership is currently 66.

President’s Report

Matt AC9IG thanks the team for our participation during the Schaumburg Safety Day; we provided a good representation for Bill Clark’s EMCOMM Village responsibility.

By-Law changes will be voted on during the November meeting.  We will not have enough time for a presentation as By-Law discussion is expected to consume most of the agenda before ratification vote.

Nominating committee is being managed by Russ KC9NUV and he is talking with club members to determine people willing to take on leadership roles within the club.

Publicity 

Dennis Calvey KD9HIK not present but previously reminded the membership to bring items of interest for public announcement.

SARC Repeaters

Our K9IIK 2M machine in back on the air now that the damaged enlightening arrester has been replaced.  Terry Jarnholm AE9TJ and Rob Glowacki N9MVO have teamed-up to become our new Chief Engineering talent to control our three repeaters.  Software and Hardware talent was successful in restoring the site.

Don’t forget: we are logging all transmissions through the repeater.  If you hear interference please use the link at the bottom of our web site to note the date and time it occurred.  Log any MI reports that help us continue the ARRL OO/FCC process.  FCC has reduced the number of volunteer monitors and is now utilizing Official Observers (OO) with more targeted activity so concise logs are imperative.

Membership Bob Benwitz N9JAX

The following were contacted via phone and/or email during the month of September

9/6   Patty Prasad (on behalf of her mother VU2RBI) who gave a presentation at our September meeting

9/13  Charles Herring  (no call sign) needed info on our class for radio license

9/13  Matthew Samme  (no call sign)   needed info on our class for radio license

Secretary’s Report

Cliff Sowka K9QD:  Approval of Meeting Minutes as published on our website.

EMCOMM

John Zietlow K9WIC informed our members of upcoming state-wide DARK WEB EMCOMM Exercise held October 25, 26^th.  It is anticipated we will need more than 20 radio operation volunteers.

Informational meeting is scheduled for Monday, October 22^nd Monday 7 pm to 9 pm at Hoffman Police Dept. training room.

We have a de facto meeting point for SARC at the parking lot on the north end of the Schaumburg PD.

In the event of an incident, we have a de facto listening frequency of 145.23 MHz, the output frequency of the repeater.  If phone lines are down, the repeater will be down (simulation) and the net will use simplex operations.  Based on the directions we receive from ARES SEC and ADEC, I will update the information.  There is an Ops Plan that is not available for general dissemination.  I hope that there will be additional information from local EMA and ARES officials forthcoming.  I will provide additional emails between now and the event with specific details.

We should be using frequencies from the SARC template.  The state-wide frequencies are 3.905 kHz LSB, Statewide voice (IL ARES Net); 7.230 kHz LSB alternate voice frequency; 60 meter channel 3 for voice and SHARES; 145.61 primary WinLink frequency; and 3.571 kHz for wide area WinLink. Local VHF and UHF net frequencies will be established by the local Communications Leader (COML).

NC9IL (Springfield) will be monitoring the 3.571 kHz center frequency (3.570 dial frequency, USB)  They have been testing the last couple of weeks.  If I hear that they are on the air, often announced on the North Central Phone Net, 3.912 kHz at 7 AM local time.

I will be attending the Northern Regional Meeting of IL ARES next Saturday in Rockford.  I am supposed to meet with the ADEC this week to discuss the exercise.  I will post additional information starting a week from tomorrow.  Right now the only specific information I have is that the Resource Net will be on either SARC 1 or SARC 2 (VHF repeater output frequency – duplex or simplex).  The current plan shows setting up equipment 0730-0900, the exercise 0900-1500, clean up 1500-1545.

Bob Langsfeld WB9TZC added Phil McBride WB9C and Cliff Sowka K9QD will be the two-person Net Control in the Schaumburg Emergency Operations Center.  Also need a Staging Officer at the Schaumburg boat house to log in operators, brief them, and send hams out to assignments.  Non hams may be paired into the deployed teams.

Also need a two-person team for Northwest Central Dispatch Center in Arlington Heights.

Volunteers will need dual band simplex portable base equipment.  Maybe a Palatine AUXCOMM person will be able to join us.

DARK WEB II – Statewide Drill October 27, 2018

Dark Web II is a simulated communications drill at the State level and amateur radio is invited to participate.  Keep the morning of Saturday October 27 open and be able to assist.

CORE CAPABILITIES being exercised

1. Operational Coordination
2. Operational Communications

OBJECTIVES

1. Demonstrate the ability to communicate with the State Emergency Operations Center via voice and data communications methods.
2. Demonstrate the ability to support Northwest Central Dispatch 9-1-1 center.
3. Demonstrate the ability to support Hospital communications
4. Demonstrate the ability to integrate Auxiliary Communications into the ICS Structure
5. Demonstrate the ability to effectively use ICS forms 214, 213 and 309

Scenario:  A terrorist event has disrupted traditional communications services and equipment across the Midwest. Cell phones, telephones, and internet are being impacted.  It is unknown if this is a cyber-attack or EMP at this time.  ITECS UCP units have been deployed to supplement Emergency Operations Centers in communicating locally and state-wide.

MORE TO FOLLOW

Prepare by reading the EmComm info on N9RJV.  No repeaters will be used so be prepared for simplex operation.  Dual band mobile radios will be needed and handheld dual band radio may be necessary.

Construction Project (CP)

Rob N9MVO,  Russ KC9NUV,  Leo N9NBH,  Bill W9WEM, and Dave KD9JKG  are managing the Committee to insure we’re ready for the Second and Fourth Saturday events.  Items previously sold internally have begun dissemination and there are several items remaining in the northern-most cabinet for pick-up.  Our Treasurer, Chris Brewer, will not be able to attend CP for the near-term so that means monies received for the previously sold equipment will be collected by any club officer present.

Social

Robert Kocourek W9RKK.

Education

Leo N9NBH reported winter General Class training attendance fluctuates between 9 and 10 students during the current sessions.   Series/Parallel theory contained in the initial course material has been a challenge but success is in the offing.

VE Testing

John AC9JS reports VE Tests Results for October, 2018

Next examination date: November 3, 2018

RHG:  Matt AC9IG previously added a feature-set to our new website that allows extemporaneous article submissions with reasonable editing capability.  Matt reports the recent dearth of materials has caused the content to shrink and looking forward to more submittals for publication.

Public Service

Rob N9MVO reported we’ve finished our Public Service duties for the year.  

Programs

Cliff Sowka K9QD presented a 20-minute video of WWV Fort Collins CO transmit site tour.  There will be no presentation scheduled for November due to the Elections and By-Law ratification vote.

Nets

2M Machine is back on the air.

Ebay Sales

No eBay sales to report

Old Business

Nominating Committee:  Russell Schmidt KC9NUV is managing the candidate nomination process this year.  Please make your intentions known to Russ so that we can continue to have dedicated leadership for the coming year.

New Business

Bob Zuttermeister W9GEW is offering to assist with metalwork capability in building a J-pole Antenna at Construction Project.  Quick poll of audience in attendance tonight indicates at least 3 are interested.

Adjourn  7:55 PM

Submitted: October 19, 2018  Cliff Sowka K9QD Secretary.

Addendum 

Proposed Code of Conduct By-Law Changes

Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

1 of 6

SARC Board Meeting August 1, 2018

Ø Two emails were received for proposed changes between July 11, 2018 and July 30, 2018. Which are included in the attached.

Ø Russell Schmidt II, KC9NUV objected to entire new COC and By-Laws Article IX.

Ø August 1, 2018 Board meeting discussion of requested revision per respective sections.

Ø August 2, 2018, updated sections per Board Meeting discussion, Document now version “4.1”. Committee review prior to release of FINAL version to all Board and Officers

1. Article IX and Code of Conduct (By-Law, COC Committee)

____ APPROVED

Ø Motion to accept

2. Article X: New Membership (Dirk Smith)

____ APPROVED

Ø Motion to accept

3. Article XI: Permanent Voting Rights (Cliff Sowka)

____ APPROVED

Ø Motion to accept

Ø Section to be inserted by Board Chair into present By-Laws

Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

2 of 6

Presented to SARC Board Meeting on July 11, 2018, August 1, 2018, discussion of proposed changes August 2, 2018 revised per Board Meeting

UPDATES to the “Code of Conduct” and addition of “Article IX” to the SARC By-Laws was necessary to allow the Board of Directors to properly and fairly process any complaints or grievances brought forth for the protection of SARC.

By Law and COC Committee:

Leo Ribordy N9NBH, SARC Board Director,

Peter Maziuk N9POL, SARC Board Director,

Dirk Smith W0RI, SARC Board Director

Additions to By-Laws, new sections:

Article X: New Membership

* D.Smith 7-12-18: The general membership to vote in new members at the next general meeting, with a simple majority YEAH-NAY vote. SARC Reserves the right to deny membership applications.

Article XI: Permanent Voting Rights, Officer

* C. Sowka 7-13-18 email: I will propose a new By-Law and have it ready/in compliance to be decided in November:

“Officers (President, Vice President, Secretary, Treasurer) of the club shall be permanent voting members of the Board of Directors.” Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

3 of 6

Article IX: By-Law, Code of Conduct supersede any version/edition of

the Roberts Rule of Order

CODE OF CONDUCT

All SARC Members shall during all Club functions using all club communications methods incl. electronic / digital forms such as repeaters and email reflectors will be CONSIDERATE. Never knowingly operate in such a manner to lessen the pleasure of others and conform to FCC Part 97.

LOYAL:

Offer loyalty, encouragement and support to other amateurs, local clubs, the IARU Radio Society in their Country, through which Amateur Radio is represented nationally and internationally.

PROGRESSIVE:

Members keep station up to date. It is well build and efficient. Member’s operation practice is above reproach.

FRIENDLY:

Members operate slowly and patiently when requested, offer friendly advice and counsel to beginners, offer kind assistance, cooperation and

consideration for the interests of others. These are the marks of the amateur spirit.

BALANCED:

Radio is a hobby, never interfering with duties owed to family, job. School or community.

RESPECT AND INTEGRITY:

Members are responsible for respecting the integrity and dignity of EVERYONE. Members are committed to making the club a more inclusive organization based on mutual respect and appreciation for the diversity of the social network. Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

4 of 6

COURTEOUS:

Members will respect the subject matter or the persons(s) position being discussed either in verbal or in written form, without prejudging any position or content.

COMMUNICATION:

Members communication must be in a professional and factual manner without prejudice.

ABSTAIN:

Political and/or Religious statements shall be abstained from being mentioned during any SARC club function, event or meeting.

CLUB REPRESENTATION:

No Member shall act in an official capacity on behalf of SARC, UNLESS having prior approval by either two (2) Board of Directors or one (1) Board of Director and two (2) Officers.

REPRESENTATION:

A member’s character and actions are a reflection of the Club’s reputation.

A Member shall not conduct themselves in a manner that adversely affects the reputation of the Club or within the community. Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

5 of 6

Article IX: By-Law

MEMBER CONDUCT COMPLAINTS AND GRIEVANCES PROCEDURE:

A SARC Member or Associate Member shall at all times, especially during all type of club functions, on the AIR, any other communication methods either Electronics, Digital, Repeater, Social Media forums or reflectors be courteous.

Any complaints and grievances are to be submitted in writing to the SARC Board Chairperson or acting Chairperson and be recorded in the next SARC Board Meeting. The person(s) having a complaint or grievance reported against them, will have the opportunity to state their position in person and/or may be called in front of the SARC Board. If they are Officers or Board Members they are to be excused from the discussions or decision making process.

The Recording Process:

Complaint or Grievance submitted in writing to current or acting SARC Board Chairperson.

SARC Club Chairperson to reserve time at next Board Meeting for discussion.

Board Chairperson to read all written Complaints or Grievances

Board Chairperson may appoint appropriate committee members to investigate Grievance or ask for a simple solution during Board Meeting.

If applicable, Board Chairperson may ask Board Members for immediate warning, censure, etc.

Board Chairperson to communicate final results/findings to Board Members at the next Board Meeting.

Board Chairperson will write the response for the final results/findings that will be published in the respective Board Meeting minutes.

VOTING: Super Majority of Board and Officers (7 of 9). If super majority is NOT achieved, members in good standing will be asked at the next general meeting to vote on the motion, a simple majority is needed.

Version 4.1, August 2, 2018 Last Revision: 8/29/2018 9:03 AM

6 of 6

DISCIPLINARY ACTION:

It will be the responsibility of the SARC Board of Directors to find a resolution and provide a statement of its position on any grievances or complaint(s). All disciplinary action will be given in written form either via email or through the Postal Service. A thirty day grace period is in order from the date a warning has been issued to correct the action(s) in question.

MEMBERS HAVE A RIGHT TO:

Ø Be treated fairly, equally and with respect by the Club, its Board of Directors, Officers and Members in good standing.

Ø Socialize in an environment free from all forms of harassment and discrimination.

Ø Privacy and confidentiality.

Ø Be informed and actively involved in all Club events.

Ø Voice their opinions, requirements and suggestions to the Board of Directors/Officers.

MEMBERS MUST:

Ø Treat others with respect and courtesy

Ø Behave legally, responsibly and conduct themselves in a manner which will not harm the reputation of the Club.

Ø Only publicize material that is tasteful and upholds the integrity and dignity of the Club, determined by a vote of the Board of Directors.

Ø Not harass others in any form, (verbal or written)

Ø Report any inappropriate behavior of any Member to the Board of Directors. SARC-ALL Reflector, social media or other communication modes is not the appropriate means of communication.

Ø Abide by and uphold the By-Laws and Code of Conduct of SARC.

Ø Pay any fees in relation to an event, or offering which that Member has committed to. Regardless of whether the Member attends the function or not.

Ø Notify Club President and Treasurer of any changes to emergency contact information, call sign, address or other information.

BREACHES OF CODE OF CONDUCT or Article IX of By-Laws….

Will be investigated, discussed and an appropriate course of action will be taken by the Board of Directors or as assigned by Board Chairperson, which may include a warning, suspension, up to revocation of Membership.

Definitions: Member in good standing = Current on dues – with voting rights, active participant, no active or pending disciplinary actions.