WICEN (Vic.) Inc. Committee of Management

August 21st 2001 Meeting Minutes

Tuesday August 21st 2001, 8:00 pm,
Venue: WIA Rooms, Victory Blvd, Ashburton

  1. Attendance & Apologies

  2. Minutes of previous meeting

  3. Business Arising from Minutes
    1. SOPS changes
      • 3XMU to make changes to SOPs document, mount on web site and notify Coordinators via email.

    2. Generator Log Books
      • Existing log book and manufacturers instructions to be used until another log book is produced and approved.
      • 3XMU to notify Coordinators via email.

    3. Y2K Asset list for Victoria Police
      • 3XDE to provide copy to CoM who will forward to Victoria Police.
      • 3XDE not to send copy to Victoria Police.

    4. Cloth Badges & Epaulettes
      • 3BAF to proceed with purchase of minimum quantities of epaulettes and badges.

    5. Draft Tower Accreditation document
      • 3XMU, 3GPT & 3ZRV agreed on text.
      • Still awaiting inclusion of diagrams

    6. Draft Generator Accreditation document
      Moved 3ZNT, Seconded 3JM,
      "That the Generator Accreditation document be approved."
      Carried.

    7. Emergency Services Medal
      • Report submitted prior to the meeting by email.
      • 3XMU has sent registration form.
      • No further action required.

    8. Incorrect codes on forms on website
      • 3XMU reported that this problem has been resolved.

    9. Victorian Emergency Management Training & Development Management Strategy & Implementation Workshops manual
      • Report submitted prior to the meeting by email.
      • Only action required is to nominate a representative to attend a workshop.
      • 3FGC suggested both in liaison role, and because he completed the survey on which the Strategy is based.

    10. Casey Council offering possible premises
      • 3BAF reported that the premises on offer from Casey Council were unsuitable.
      • No further action required.

    11. Publicity Brochure
      • 3XMU now has a copy of the NSW brochure and will rework the text.
      • 3FGC to obtain photos from Police Life article.

    12. MITS trailable tower
      • No Progress

    13. RACV trailable tower
      • This item included in agenda in error.

  4. Correspondence
    1. Inwards
      1. National Emergency Services Memorial Competition information (31-07-2001).
        • 3XMU placed item in newsletter informing members who may eligible to enter that the information was available from him.

      2. Vodafone bill for $28 (07-08-2001)
        • To Treasurer.

      3. Letter from Superintendent Florence advising of installation of WICEN aerials at the new Ballarat Divisional HQ (08-08-2001)
        • To 3FGC (Region Coordinator).

      4. Invoice from ANSTAT for Emergency Management Manual Victoria updates for $264 (07-08-2001)
        • To Treasurer.

      5. Email from Leyland Sawyer re proposed Pedders rally in NE Victoria (19-07-2001)
        • To General Business

      6. Email from Graeme Tremellen asking that equipment be purchased for the RACV tower (23-07-2001)
        • 3XMU to query sledge hammer with 3GPT and ask for proposed pricing for remaining items.

      7. Email from Carol Tremellen re concerns over getting operators for 2001 NE Rally (02-08-2001)
        • To General Business

      8. Email from Graeme Tremellen stating that he and John Weir have agreed on the current version of the RACV trailer document (12-08-2001)
        • Covered in Business Arising.

      9. Email from John Weir stating that he is happy with the RACV trailer document (14-08-2001)
        • Covered in Business Arising.

      10. $500 donation cheque from Rally in the Valley (15-08-2001)
        • To Treasurer.

      11. Emergency Management Manual updates (15-08-2001)
        • To Treasurer.

      12. Membership Application from John Hayes VK3EEZ
        Moved 3ZNT, Seconded 3BAF,
        "That John Hayes, VK3EEZ be admitted to membership of WICEN (Vic.) Inc."
        Carried.

    2. Outwards
      1. Email to Murray Price re Region 1 contact numbers (18-07-2001)
        • No further action required

      2. Email to Mark T. Dods and Carol Tremellen (ad hoc subcommittee investigating event viability) asking them to consider the viability of two proposed new events (18-07-2001)
        • To General Business

      3. Intro. to Emergency Management nomination form for John Brown, VK3JJB (20-07-2001)
        • No further action required

      4. Letter to Mr. S. Hillman of Cover-Up Canvas Products thanking him for supplying the carry bag for the 2m antenna and mast kit (21-07-2001)
        • No further action required

      5. Letter to Mr. K. Taylor VK3KAV asking him to arrange for the return of the Hamilton 70cm repeater for servicing (21-07-2001)
        • 3XMU has retrieved Hamilton 70cm repeater and will deliver to 3XDE.

      6. Letter to Mr. A. Dickinson thanking him for auditing WICEN's books for 2000/2001 (21-07-2001)
        • No further action required

      7. Email to State Council list containing WWW address of draft 2001 AGM Minutes (25-07-2001)
        • No further action required

      8. Emergency Services Medal registration form and covering letter (30-07-2001)
        • No further action required

      9. July Coordinator's Bulletin to State Council email list (31-07-2001)
        • No further action required

      10. Email to Joan McDonnell informing her that the CoM is aware she has volunteered to be a WIA nominee on the CoM. (01-08-2001)
        • To General Business

      11. Email to Graeme Tremellen re changes to RACV trailer document (09-08-2001)
        • Covered in Business Arising.

      12. Email to Graeme Tremellen re changes to generator document & with SES generator document attached (09-09-2001)
        • Covered in Business Arising.

      13. Email to Carol Tremellen asking her to add Ross Crawford of CFA Comms to the newsletter mailing list.
        • No further action required

  5. Reports
    1. Treasurer - 3JM
      • Year to date Income - Expenses $300.70
      • Last Month Income - Expenses $266.86

    2. Radio - 3XDE
      • No report

    3. Data - 3XMU
      • Verbal report
      • Experimenting with TRACK software continuing

    4. Publications - 3HCE/3XDE
      • No Report

    5. Training - 3GPT
      • No Report

    6. Property - 3GPT
      • No Report

    7. Membership - Carol Tremellen
      • No Report

  6. General Business
    1. Consideration of volunteers for WIA nomination to CoM
      • 5 Volunteers received:
        1. VK3GER Gerard Werner
        2. VK3AHD Andrew Laity
        3. VK3ML Alan Weeks
        4. VK3FGC Gordon Cornell
        5. Joan McDonell
      • 3FGC ineligible due to appointment to Deputy State Coordinator
      • Agreed to involve as many members as possible, therefore members not already performing admin duties in WICEN to be preferred.
      • 3ML currently CoM Minutes Secretary
      • Joan McDonell currently State Council Minutes Secretary
      • 3GER & 3AHD therefore selected.
      • 3XMU to notify all volunteers, WIA & Coordinators

    2. Business arising from August State Council
      1. "Which is the current official log sheet?"
        • Moved 3BAF, Seconded 3JM
          "That the portrait log sheet in the RCOs Manual V2 be the preferred log sheet."
          Carried.
        • 3XMU to notify Coordinators via email and membership via newsletter

      2. Possible establishment of Events Committee
        • Deferred until next meeting

      3. New EMR rules implications and implementation
        • 3XMU to approach Gil Sones re producing guidelines for publication in Coordinators email bulletin, newsletter and SOPs

      4. Status of Geelong repeater: required for Otway Classic in November
        • 3XMU to refer to 3XDE for next meeting

      5. Emergency Management Manual locations
        • Four Manuals held by:
          1. 3FGC
          2. 3KPU (to be retrieved)
          3. 3BAF
          4. 3JM
        • Agreed to continue to update 4 manuals.

      6. WICEN mobile phone diversion
        • 3BAF to discontinue his vodafone subscription and take on WICEN mobile.

      7. Further Constitution changes
        • 3JM reported that he had sent a copy of the constitution as modified at the 2001 AGM to dept of fair trade.
        • 3JM reported several shortcomings with current constitution:
          1. DISPlan needs to be changed to ERPlan throughout.
          2. Numbering is inconsistent
          3. Some words were omitted in original transcription from model rules
        • February 2002 State Council to be a Special General Meeting to effect changes
        • 3XMU to put notice of meeting in November 2001 newsletter

      8. CFA HF Equipment
        • 3JM reported that some CFA HF equipment is for sale by tender
        • 3XMU to ask 3XDE if equipment is worth buying
        • 3FGC to pursue also

      9. Generator Accreditation
        • 3FGC reported that he has been accredited as an SES generator operator & tester.
        • 3XMU to make State Training Covenor aware that 3FGC is available to test generator accreditation candidates.

      10. Event Viability
        • Pedders Rally
          • April 2002
          • 2 Days in NE Vic.
          • 25 Operators
          • Carol Tremellen suggests $600 donation plus $600 for fuel.
          • 3ZNT to pursue
        • 2001 NE Rally
          • Agreed to distribute entire donation amongst operators
          • Suggested all operators stay at one venue and a discount rate be negotiated
          • 3XMU to discuss with Tremellens

    3. Next Meeting
      Tuesday September 18th 2001, 8:00pm WIA Rooms, Victory Blvd Ashburton.