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Disney Emergency Amateur Radio ServicesD. E. A. R. S.BOARD MEETING MINUTESPO Box 690905, Orlando, Florida 32869-0905 meeting: Board Meeting October 30, 2019Meeting Location: Disney’s All-Star Resort Cast Services Building, Box Office conference roomAttendees:Steve MartinIan WardBrenda DavisCall to order at 6:10pm by Steve MartinSecretary’s ReportMinutes from previous meeting made available on the club’s website, meeting minutes were accepted by the attendeesTreasurer's ReportNo transactions have hit the books this month. We will have a $5 transaction fee for October.The club’s current balance is $12,043.36Special Committee ReportsBylaws CommitteeIan requested the Bylaws Committee chair to have a document (even if not complete) for the general membership to vote on by January. The club’s officer nominations are in March and it would be preferable to have agreed-upon bylaws by that time.Brenda will attempt to have the bylaws ready for a vote in January. However, she does not want the membership to vote on a partial document. It needs to be complete since each section can have an impact upon other sections.Brenda mentioned that elections can still be conducted using the existing bylaws. We should not wait for revisions to the bylaws before holding elections.It was requested that the bylaws incorporate text that allows for the club to collect dues in the future if desired. Brenda mentioned that it already contains some related verbiage but will verify and update it for accuracy and completeness.Brenda stated that the vacant Vice President position should have been filled by a special election or appointment, whichever the existing bylaws allow.Brenda mentioned that the bylaws state that the past president becomes a board member automatically. At the time of the last election that would have been Sean Wall. He is still an additional board member and the vice president position is still vacant.Lots of discussion around Robert’s Rules of Order ensued as it relates to voting on partial documents and filling vacancies.Brenda will discuss and clarify any outstanding questions or issues relating to bylaws with the club secretaryVE Testing CommitteeIan had nothing to report out at this timeOld BusinessNovember meeting topicJoe Eisenberg’s discussion of radio kits will be in November. He may be presenting remotely.Maker Faire 2019The event committee should be planning for Maker Faire 2019 which takes place November 10th and 11th at the Central Florida FairgroundsIt appears that the van battery may be dead. The automatic door locks were not functioning last Saturday. The van battery will need to be charged in advance of the Maker Faire event (and any other event requiring use of the van). Brenda mentioned that Ricardo will typically charge it as required. Ian mentioned that there is a charger at the shack and anyone should be able to hook it up.Inventory DayWe held an inventory work day at the shack last Saturday, October 26th. Ian, Steve, and Paul all showed up to assist.An inventory of all major items within the shack, the van, and the trailer was taken and each item was labeled with a grease-proof and weather-proof labelIan recorded all items in an electronic spreadsheetShack AntennaThe club is still reaching out to Disney’s Reedy Creek permitting department about the antenna installation. Ian reached out to Alex Johnson.Brenda states that the shack tower was previously used for television antennas for the nearby resorts. When DEARS erected their antenna the television antennas had already been removed. There may no longer be a point of contact.Brenda mentioned that during our last antenna installation Frank Ruscio only required that safety harnesses be worn and a SunBelt rental or similar be used. DEARS also notified Reedy Creek so the nearby electrical vehicles could be moved for the day.E-comm 1 van titleWe still have not heard back from Jim Tyree about the van title and ownership documents that he may have or be aware ofNew BusinessDecember general club meeting and dinnerPaul provided a request to Ian that the club do something different for our December general club meeting. Some suggestions were to go to a Disney park or Disney Springs.Brenda mentioned that it is very difficult to find a private dining location where the members can meet and talk. Places on property can be prohibitively expensive.One suggestion was to do putt-putt and have a dinner afterward. Cast members receive one free game of putt-putt for themselves with their cast holiday celebration tickets.We should ask the members during the upcoming November general meeting if they would rather have a normal monthly meeting and a separate holiday event or if they want to combine the twoDecember board meetingWe would like to have a December board meeting but it will need to be rescheduled from the regular date because it would fall on Christmas DayShack AccessIan provided a list of individuals who have cards or key fobs able to gain entry into the shack. He also provided an activity log showing recent usage.Steve will review the access list and indicate who has not attended our meetings recentlyIan will disable the cards and key fobs of those individuals that should no longer have key access to the club shackMiscellaneousDuring the next board meeting or soon thereafter the Secretary should create a list of our regular meeting attendees who have not filled out club membership applications. We can then offer membership application forms to those individuals.Last year we partnered with OARC to assist the City of Orlando with their downtown Christmas Parade around mid-December. We have not received a request to assist this year but we should be aware in case it comes. The van is not necessary as they prefer to spread out people with handheld radios throughout the event.Adjourn 7:17pm ................
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