January 2020 Board Meeting Minutes

Board of Directors Meeting Minutes

January 10, 2020
6:30PM


Call to order: A Board of Directors meeting of the Ready Alliance was held on January 10, 2020 at the Pheasant Restaurant in Hermiston, OR. The meeting convened at 6:35 PM Pacific Time, as officers were not elected for the new group, all previous officers from the Continuity of Civilization Alliance assumed their previous roles in the new alliance until elections can be held. Meeting was presided over by Mike Gemelke, Acting President.

Members in attendance: Mike Gemelke, Acting President; Bill Quick, Acting Vice President; Will Studer, Acting Secretary; Andy Jones; Dennis McKenry

PRIORITY BUSINESS:  

  • President-Elect Resignation

 

    • Joey Powell resigned both from the board and the club as a whole for personal reasons.
    • ORS 65.321 governs board resignations, it was properly tendered to the secretary via the google group and is irrevocable.
    • We must have a replacement ASAP since the president is to take office along with other officers at the January Regular Meeting.
    • It was discussed that the charter permits us to fill the vacancy, but it would be more appropriate to have a special election at the beginning of the January Regular Meeting.
    • Volunteers will be requested via the google group.
    • Andy volunteers as a candidate.

Old Business:  

  • Nonprofit

 

    • We are now an Oregon Nonprofit
    • Will went ahead and paid the state fees and got our Articles of Incorporation filed with the state.
    • Will got us an EIN with the IRS for banking purposes.
    • We will still need to finish the IRS paperwork to be officially designated as a 501(c)(3)

 

  • Events Update

 

    • Winter Field Day

Andy is planning everything out. Joey is still assisting. It will be January 25th from 7AM to 5PM.

New Business:  

  • Agenda for Annual Meeting next week (Jan 15th)

 

    • Full meeting agenda distributed and posted online
    • There will be a lot of ceremony and boring discussion as there are many things we are required to do by law and charter.

 

  • Committees

 

    • Will asked Eric if he would be interested in being on the repeater committee. Since he will be our tower climber, he would be an appropriate addition. The new president when elected can decide on whether to add him at the annual meeting.
    • There is a vacancy on the Events Committee.
  • Events Ideas for 2020
    • Floats in local parades
    • Fair Booths
    • Disaster Prep Day
    • Simplex Testing
    • CERT Training
    • Spring Campout
    • Field Day
    • First Aid & CPR Training

 

  • Financial Priorities

 

    • Finish nonprofit
    • Bank Account
    • Donations
    • Grants
    • Insurance

 

  • Amendments to Charter

 

    • Will proposed an amendment for the charter which would require the board to always have an odd number of members. The board agrees this is a good idea and requests it be put forward in writing for voting at the annual meeting.

 

  • Membership Dues

 

    • Dues were waived last year.
    • Will suggested we waive them again for 2020.
    • Mike reminded the group that we have financial needs and can’t waive dues forever.

Motion: Motion was made by Will to go ahead with waiving dues for 2020. Seconded by Bill.

Motion carried unanimously by voice vote

 

  • Policy on Google Groups

 

    • The Google Groups for both the Board and Regular Membership are used to vote on matters, and therefore it is inappropriate for any nonmembers to be a member thereof.
    • It has always been the unofficial policy that nonmembers could not be part of the google groups, but it wasn’t until recently with a member leaving that it was realized that it could be an issue.

Unanimous Consent: Will asked unanimous consent that this policy be made official.

With no objections the proposal was adopted.

 

  • WB7ILL Control Operator

 

    • Will is the Trustee and therefore the control operator for the club call.
    • Will is authorizing all board members to be control operators of the club call sign.

 

  • Insurance

 

    • Will checked on insurance, the cost for liability through the ARRL (through their preferred supplier) is $200 yearly, the cost for equipment is $1.40 per $100 of coverage.

Adjournment: The Meeting was adjourned at 7:58 PM  

January 2020 Regular Meeting Minutes

Regular Membership Meeting Minutes

December 15, 2019
3:30PM


Call to order: The regular monthly meeting of the Ready Alliance was held on January 15, 2020 at The Harkenrider Center  in Hermiston, OR. The meeting convened at 7:00 PM Pacific Time. The meeting was called to order by Mike Gemelke, Acting President.

Members in attendance: Mike Gemelke, Acting President; Bill Quick, Acting Vice President; Will Studer, Acting Secretary; Andy Jones; Dennis McKenry; Carl Burgus (came in after election); Eric Ramirez and Heather Studer.

Guests in attendance: Scott Ezell

Welcoming of our guest and introductions were done.

Election of 2020 President

With the resignation of our President-Elect the election of a new president was our first priority. Nominations and requests for volunteers were first requested via Google Group on Friday night. Bill Quick and Andy Jones volunteered.

Ballots were passed out and returned to the secretary.

Secretary’s Ballot Report

Total Votes . . . . . . . . . . . 9
In Person Votes . . . . . . . . . 7
Proxy Votes . . . . . . . . . . . 2
Needed to Win . . . . . . . . . . 5
Bill Quick. . . . . . . . . . . . 7
Andy Jones. . . . . . . . . . . . 2

Acting President Mike Gemelke announced the winner as Bill Quick.

Slate of Officers Read

The secretary read the following roster of elected officers who will be sworn in:

President: Bill Quick

Vice President: Andy Jones

Secretary: Wil Studer

Member at Large: Dennis McKenry

One member of large position is vacant

Inauguration of new Board of Directors

The secretary asked all Members-Elect if they still wish to accept the burden of the office for which they have been elected. All answered in the affirmative.

The secretary asked all Members-Elect to stand and raise their right hand.

The secretary administered the oath of office and also took the oath himself.

The past president handed the gavel to the new president and the transfer of authority was complete.

Business Specifically for the Annual Meeting

  • Committees
    • No suggestions were made for new committees
    • Will suggested that Eric be added to the Repeater Committee, Eric agreed and the President directed it to be so.
    • Will reminded everyone that the Events Committee is down a member, but no one stepped forward.
  • Events – Discussion was had about the events we would like to hold or participate in for the year. Suggestions were as follows:
    • Floats in Parades
    • Booth at the Fairs
    • Disaster Preparedness Day
    • Simplex Radio Testing
    • CERT Training
    • Spring Campout
    • Barbecues
    • Field Day
    • First Aid/CPR Training
    • Send a representative to LEPC Meetings
  • Financial Priorities – It required that we set the years financial priorities at the Annual Meeting
    • Finish Nonprofit
    • Get Bank Account
    • Get Insurance
    • Start researching grants
    • Donations
  • Charter Amendments – during the first meeting of the year a review is conducted of the charter
    • Measure 1: Measure 1 basically requires the board to have an odd number of members. An official proposal was sent to all members last week.

Motion: Motion was made by Will to accept the measure as written. Second by Bill

Motion passed by a show of hands unanimously.

Old Business:

  • Report from Board of Directors Meeting
    • Board simply discussed the agenda for this meeting
  • Report from the Repeater Committee
    • Nothing new to report
    • Now that the Corporate Filing with the state is done, the water tower project can progress
  • Report from Events Committee
    • Andy spoke about Winter Field Day
    • All are welcome, not just members or HAMs
    • Jan 25, setup at 7AM, Event 9AM to 5PM
    • There will be food and a heated tent
    • Dennis reported that he had invited the Hermiston Amateur Radio Club, who didn’t seem to be interested.
  • Nonprofit Update
    • Has been filed with the state
    • Still need to file with the IRS, will require another $400

New Business:

  • Fill Vacant Member-At-Large Spot
    • There is a vacancy due to Bill being elected President on the board.
    • Will previously spoke with Carl Burgus who agreed to take the position if the board appointed him.

Unanimous Consent: Will asked unanimous consent (of the board) that Carl be appointed as member-at-large.

With no objections the appointment was approved.

  • VE Group

Eric asked if there were plans for a VE Grouped to be formed within our club. A discussion was opened and there was a lot of interest; we will revisit the topic later.

Adjournment: The meeting was adjourned at 7:50 PM

ONLINE Votes (since last meeting):

The following online votes occurred in the month of December:

  • Vote #191201 New Member Eric Ramirez – Final Vote was 9 Yes to 0 No 
  • Vote #191202 New Member Brenda Griffin – Final Vote 13 Yes to 0 No
  • Vote #191203 New Member Grant Morris – Final Vote 13 Yes to 0 No

December 2019 Board of Directors Meeting Minutes

Board of Directors Meeting Minutes

December 15, 2019
3:30PM


Call to order: A Board of Directors meeting of the Ready Alliance was held on December 11, 2019 at the home of Will Studer, Secretary in Hermiston, OR. The meeting convened at 3:35 PM Pacific Time. Meeting was called to order by Mike Gemelke, Acting President. After calling the meeting to order it was turned over to Will Studer, Acting Secretary.

Members in attendance: Mike Gemelke, Acting President; Bill Quick, Acting Vice President; Will Studer, Acting Secretary; Andy Jones; Dennis McKenry; Joey Powell

Old Business:

  • Minutes from the November Board Meeting
    • Previously distributed via Google Group Online

Motion: Moved by Bill that we accept the previous minutes as presented. Seconded by Joey.

Motion carried by unanimous voice vote.

  • Repeater Committee Report given
    • Must have internet access to use Google Sheets. Script was distributed just for information.
    • Will is making a schedule for 2020 for net control. They will be done quarterly.
    • Nets will not be held when there is a holiday on the night of a net or the day before or after.
    • Will is going to get an MOU in place with repeater owners for our nets.
    • Once the paperwork is in place we will add a net on Jump Off Joe 145.410.
    • The new net schedule will be every Wednesday other than club meeting nights. The snowboard net will be moved to 7PM and the new Jump Off Joe net will be at 7:30PM.
    • The goal is for authorization to be given to use Jump Off Joe linked to the Walla Walla repeater. This would give us access to both Tri-cities and Walla Walla areas for our nets.Explanation of how Nets will be done was given.
  • Land Mobile Radio (Private) Repeater Update:
    • Location found. We have been given preliminary approval by Craig Coleman to place a repeater on his water tower at Ordinance. The Elevation is 606ft and the tower is 125ft. The site already is being used by Verizon and a wireless internet provider.
    • Will explained rules and coordination process and fees.
      • Application is FCC Form 601, it is 129 pages.
      • Paid frequency coordination is required by the FCC.
      • buytwayradios.com offers coordination for a repeater for $550 and an additional simplex channel is $140. They were selected due to the fact that they sell Kenwood and Icom NXDN equipment and that is what we have.
      • An LMR License is for a location or locations, for a set number of radios and repeaters at specified output power. The frequencies would be licensed solely to our organization within our geographic area. No other individual or organization would be permitted to use those frequencies in the specified geographic area. It doesn’t work like HAM or GMRS licensing does.
      • Any person Ready Alliance authorizes to operate under our license may use that frequency. No individual licenses are required.
    • Lynn Wilson is going to donate 150 feet of RG-214 Coax for our Ordinance project.
    • Other site locations update:
      • Carney Butte: Never Called Back
      • Black Mountain: In Progress
      • Wheeler County: In Progress
    • We are now capable of tuning our own duplexers through training and equipment purchase.
    • Will was appointed chair of the repeater committee by President Gemelke.
  • Events Committee Report
    • Winter Dinner coming up on the 21st of December
    • Winter Field Day
      • Planning is in progress
      • Andy will be making antennas
      • Information will be distributed after December 21st
      • Winter Field Day is January 25th and will be held at 3 Mile Canyon
      • We will post an invitation on Facebook

Motion: Moved by Will that the board authorize the events committee to create events, so long as there is a minimum of 2 weeks notice given and no financial appropriations must be made. Seconded by Joey.

Motion carried by unanimous voice vote.

    • Andy was appointed chair of the events committee by President Gemelke.
    • President Gemelke ordered that the events committee will now be a permanent standing committee.

New Business:

  • Regular Meeting Location & Time
    • It was discussed and agreed that as long as the senior center is available our new meeting day and time for Regular Monthly Meetings will be the 3rd Wednesday of each month at 7PM.
      • If we are holding an event for the meeting which can’t be done at the senior center we will announce that location no less than 2 weeks before a meeting.
    • The new location for the Regular Monthly Meetings had already been set for the Harkenrider Senior Center in Hermiston
      • Will and Bill will get the paperwork handled and verify that the day and time of the month works and see if we can reserve several months in advance.
  • Board Meeting Locations & Time
    • It was discussed and decided that since our board meetings aren’t open meetings that we would continue to float the time to fit the schedule of each member.
    • There will always be a board meeting prior to a business meeting.
    • The location will change every month so that it is hosted in one of the towns for each board member. At present that is Boardman, Hermiston, Irrigon/Umatilla, and Stanfield. Mike waived having meetings in Stanfield as he is the only resident and there is no suitable meeting place.

Board Oath of Office

The following oath of office was presented for use, it was adopted from congress:

“I, [your name], do solemnly swear (or affirm) that I will support and defend the Charter and Bylaws of this Organization, the Constitution of the United States and the State in which I reside against all enemies, foreign and domestic; that I will bear true faith and allegiance to the same; that I take this obligation freely, without any mental reservation or purpose of evasion, and that I will well and faithfully discharge the duties of the office on which I am about to enter.”

Motion: Moved by Mike that we accept the Oath of Office as presented. Seconded by Joey.

Motion carried by unanimous voice vote.

  • Annual Meeting in January
    • The Annual Meeting will be held January 15
    • This meeting will begin by being presided over by the 2019 President (Mike)
    • As always, we will begin with Old Business.
    • Between Old Business and New Business the previous (2019) president will swear in all members of the board
    • The previous (2019) president will then pass the gavel to the new (2020) president which symbolizes the transfer of power. Then the new (2020) president will swear in the previous (2019) president as the immediate Past President who is also a member of the board. At this time, the new (2020) president will assume his duties and carry on the meeting.
    • At this point will will move forward to New Business.

It is important to remind everyone that the new location is technically on school grounds. No Alcohol, Tobacco, or Firearms (including concealed) are permitted on the property. The firearms part is state law so it is important to not break that rule or you can be charged with a crime.

  • Press Releases
    • Press Releases will be issued by the secretary after approval from the board.
    • Press releases will be published on the club site, all club mailing lists, all club social media, and submitted to local news outlets.
    • A general release will be issued at the beginning of the new year for the club in preparation for our annual meeting.
  • Policy for Inclement Weather
  • If the weather is bad, meetings will be canceled.
  • The secretary shall be charged with contacting board members to get a decision.
  • At least 2 board members must authorize the cancellation.
  • If a cancellation is to be made, it will be announced on the website, on any repeater which the club officially uses for nets and through the Google Groups email list.

November 2019 Regular Meeting Minutes

Regular Membership Meeting Minutes

November 17, 2019
3:00PM


Call to order: The regular monthly meeting of the Ready Alliance was held on November 17, 2019 at Joey Powell’s home in Boardman, OR. The meeting convened at 3:22 PM Pacific Time. Meeting was presided over by Mike Gemelke, Acting President.

Members in attendance: Mike Gemelke, Acting President; Bill Quick, Acting Vice President; Will Studer, Acting Secretary; Andy Jones; Dennis McKenry; Joey Powell; Dennis Wall; Jim Carlson; Carl Burgus; Sandy Powell; and Heather Studer.

Guests in attendance: David Richards

Old Business:

  • Minutes from Nov. 1 Board of Directors meeting summarized by Will

New Business:

  • 6 meter net

Plans are underway for a 6m net, but we first must check communications. The following people have 6m capabilities:
Andy
Dennis W.
Dennis M.
Jim
Will

  • Weekly VHF HAM Net

The net will begin this week. Everyone agreed after some discussion that we will have it on the snowboard repeater.

  • Winter Party

The party is the 1st from 2pm to 6pm at my house 676 E Oregon Ave. in Hermiston, OR.

You don’t need to bring anything, however it is encouraged that everyone to invite a friend who might be interested in our group. The purpose of this party is to chat and introduce others to our group.

  • Winter Dinner

After discussion of when other events are being held in December by other organizations it was decided that the winter dinner would be held on December 21st. Will will call around to the following to find out who can host us:
Nookies
Xtapia
Ye Ole Pizza Shop
Rae’s Dayz

This event will be our December Regular Meeting

  • Election of Board & Officers

Volunteers were as follows:

      • Joey Powell – President
      • Andy Jones – Vice President
      • Will Studer – Secretary
      • Bill Quick – Member-at-Large

Dennis McKenry agreed to run as a write-in for member-at-large since ballots had already been printed. Instructions on filling out ballots were given and ballots handed out. Ballots were read aloud by Bill Quick and recorded by Will Studer. Results are as follows:

      • Joey Powell – President 11/11 Votes
      • Andy Jones – Vice President 10/11 Votes
      • Bill Quick – Vice President 1/11 Votes
      • Will Studer – Secretary 11/11 Votes
      • Bill Quick – Member-at-large 10/11 Votes
      • Dennis McKenry – Member-at-large 10/11 Votes
      • Dennis Wall – Member-at-large 1/11 Votes
      • One vote for Member-at-large was deemed illegible or for a non-member

Adjournment: The Business portion of the meeting was adjourned at 4:13 PM

Event: A special event was held for this meeting. The event was a bonfire hosted by Joey and his family. A demonstration was given by Dennis McKenry on how to make “char-cloth”. A pot luck was held along with a weenie roast. Members left on their own schedules. Many stayed to chat around the fire. We took our first group photo as all members were present.