July 16th 2002 Meeting Minutes

Meeting commenced 8:00 pm

1. Attendance & Apologies
   1. Attendance: VK3s XMU, GER, BAF (Chair), JM, FGC
   2. Apologies: VK3s AHD, ZNT, ML

2. Minutes of previous meeting
   • Moved: 3FGC, Seconded: 3GER, Carried
     That the minutes of the previous meeting are a true and correct record of that meeting.

3. Business Arising from Minutes
   1. Publicity Brochure
      • Submission for funding of brochures given to 3FGC for hand deliviery to Emergency Services Commissioner.
      • 3FGC not yet able to get an appointment due to emergency service exercises

   2. Asset Register
      • Register with updated values received from Property Officer
      • 3JM reviewing values

   3. New Event Form
      • No progress
      • 2 event application forms on web site - 3XMU to investigate

   4. Constitution Changes - 3XMU
      • Email approving changes received from the WIA
      • Changes can now be made to the constitution

   5. Visits to Regions
      • 3BAF to arrange visit to Geelong after AGM

   6. Field day
      1. To General Business

      2. UHF Repeaters
         • Letters sent to RCOs
         • Response from R3 - No repeater required

      3. Admin Procedures
         • In progress

      4. Storage & culling of records
         • 3FGC reported on consultation with Police
         • Destroy exercise records immediately after event unless an incident occured
         • If incident occured retain for 3 years
         • Retain Financial records for 7 yeats
         • Decided to retain minutes indefinitely for historical purposes

      5. Trailable Tower maintenance
         • 3FJB to refurbish both trailers
         • Costs to be reimbursed
         • Trailers to be fully equipped with antennas and coax.

      6. NAB Volunteer Awards material
         • Murray Marathon material and references received from Carol Tremllen
         • 3XMU to arrange general WICEN material
         • Deadline 26-07-2002

      7. Oxfam Trailwalker
         • In principal agreement letter not yet sent
         • 3XMU to send asap

   7. Correspondence
      1. Incoming
         1. Nomination form nominating Andrew Laity, VK3AHD for the position of Ordinary Member (18-06-2002)
         2. Nomination form nominating Mark A. Dods, VK3XMU for the position of Secretary (18-06-2002)
         3. Nomination form nominating Gordon Cornell, VK3FGC for the position of Vice President (18-06-2002)
         4. Nomination form nominating Fred Storey, VK3JM for the position of Treasurer (18-06-2002)
         5. Nomination form nominating Gerard Werner, VK3GER for the position of Ordinary Member (18-06-2002)
         6. Nomination form nominating John Kerr, VK3BAF for the position of President (18-06-2002)
         7. Email from John Brown WIA (Vic. Div.) Secretary confiming their approval of our constitution changes (18-06-2002)
         8. Email from Roger Baker re corrected dates for the Rally of Melbourne (19-06-2002)
         9. Email from Roger Baker re second correction to Rally of Melbourne dates (25-06-2002)
         10. Email from Leyland Sawyer via Simon Griffith re resigning as R4D5 Coordinator (28-06-2002)
         11. Email from Joan McDonell with typed version of her notes from the Feb 2002 State Council attached (01-07-2002)
         12. Invitation to nominate IEM candidates for Sunshine course (05-07-2002) - 3XMU to contact John Collins re nominations. Deadline 01-08-2002
         13. Email from Gordon Cornell with Emergency Response Coordinators Contact List attached (08-07-2002) - 3XMU to remove logos (to reduce file size) & distribute.
         14. Email from Warren Stirling, VK3XSW stating that he will attend the field day (08-07-2002)
         15. Email from Carol Tremellen containing information on the Murray Marathon for the NAB Grant Application (08-07-2002)
         16. Invitation to attend the "Geoinsight Spatial Awareness Seminar" GIS in Emergency Management Seminar (15-07-2002) - Deadline for Vic seminars 12-07-2002
         17. Emergency Management Australia Institute 2002-2003 Handbook (15-07-2002)
         18. Email from Carol Tremellen containing two references for the NAB Grant application (16-07-2002)
         19. ANSTAT Emergency Management Manual Victoria Tax Invoice: $240 (16-07-2002) - To Treasurer
      2. Outgoing
         1. Email to Carol Tremellen re NAB Grant Application
         2. Letters to RCOs re nominating repeater keepers (19-06-2002)
         3. Letter to Emergency Services Commissioner re funding of brochures (19-06-2002)
         4. Email to State Council list of corrected dates for Rally of Melbourne (20-06-2002)
         5. Email to State Council list of second corrected dates for Rally of Melbourne (25-06-2002)
         6. Notices of AGM (26-06-2002)
         7. June 2002 CoM Bulletin emailed to State Council email list (27-06-2002)
   8. Reports
      
      1. Treasurer
         • No report as accounts with auditor

      2. Radio - No report
      3. Data - No report
      4. Publications - No report
      5. Training - No report
      6. Property - No report
      7. Membership - No report

   9. General Business
      1. AGM
         • Carol Tremellen agreed to organise afternoon tea
         • Name change to be raised at Coordinators' meeting

      2. Field Day
         • Approval to use Kurth Kiln site obtained from Kardinia Shire
         • 3XMU to publicise RSVP date of 03-08-2002

      3. Murray Marathon
         • Carol Tremellen to be Event Commander
         • Tech Officer required to support Carol
         • 3BAF to approach Graeme Mason and Andrew Weir

      4. CoM Meeting Dates
         • Agreed to meet on the 1st Thursday of the month should the WIA rooms be available
         • 3XMU to approach John Brown re availability

   10. Next Meeting
       Thursday August 1st 2002, 8:00pm WIA Rooms, Victory Blvd Ashburton.

   Meeting Closed 8:55 pm