WICEN (Vic.) Inc. Committee of Management

September 18th 2001 Meeting Minutes

Tuesday September 18th 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 reported that the changes had been made to the SOPs, the online version updated, and the RCOs informed via the monthly Coordinators' Bulletin

    2. Generator Log Books
      • 3XMU reported that the RCOs had been informed via the monthly Coordinators' Bulletin that the existing generator log book as available on the Internet should be used until the new version is published.

    3. Y2K Asset list for Victoria Police - Deferred in the absence of 3XDE

    4. Cloth Badges & Epaulettes
      • 3BAF reported that he had given Carol Tremellen the go-ahead to order the badges & epaulettes
      • 3XMU reported that Carol had told him of some confusion between her and the manufacturer which had resulted in 30 RCO epaulettes being produced instead of 30 DCO epaulettes.
      • Proposal that the 30 RCO epaulettes produced in error be purchased for $100 (approx half cost price) and that the 30 DCO epaulettes be re-ordered.
      • Agreed to proceed on this basis.
      • Carol to provide a detailed description of the required product to accompany the order.
      • 3XMU to inform Carol Tremellen.
      • 3BAF to inform Treasurer.

    5. Draft Tower Accreditation document
      • 3XMU reported that the document is now complete, diagrams having been inserted.
      • Approval conditional on approval of VK3ZRV

    6. Victorian Emergency Management Training & Development Management Strategy & Implementation Workshops manual
      • 3XMU to ascertain if a representative is still required.

    7. Publicity Brochure
      • First (incomplete) draft as distributed by email discussed
      • 3BAF to arrange with 3FGC for Police Life image to be emailed to 3XMU
      • 3XMU to arrange 'Origins of WICEN' text possibly from 3SV or 3GER

    8. Email from Graeme Tremellen asking that equipment be purchased for the RACV tower
      • 3XMU reported that proposed expenditure totaled $25.40
      • 3XMU to tell Graeme to proceed

    9. Business arising from August State Council
      1. "Which is the current official log sheet?"
        • 3XMU reported that the RCOs had been informed via the monthly Coordinators' Bulletin that the preferred log sheet was the portrait log sheet available in the RCO's manual Version 2 on the WWW.

      2. Possible establishment of Events Committee
        • Suggested that a subcommittee of the State Council be established to perform this task.
        • Deferred until next meeting.

      3. New EMR rules implications and implementation
        • Proposed single sheet guidelines as distributed by email discussed.
        • To be published in November Newsletter as an insert
        • 3XMU to write covering article

      4. Status of Geelong repeater: required for Otway Classic in November - 3XMU/3XDE
        • 3XMU reported that John Pile had contacted him regarding this issue
        • Deferred in the absence of 3XDE

    10. WICEN mobile phone diversion
      • 3BAF reported that the WICEN mobile has now been properly diverted to his personal mobile phone.

    11. Further Constitution changes
      • 3XMU reported that the RCOs had beed warned via the monthly Coordinators' Bulletin that a Special General Meeting will be held in conjuction with the February 2002 State Council for the purpose of tidying up the constitution.
      • 3XMU reported that the newsletter editors had been informed that the Notice of Meeting and Notices of Motions will need to be published in the Nov. 2001 newsletter.

    12. CFA HF Equipment - Deferred in the absence of 3XDE & 3FGC

    13. Generator Accreditation
      • 3XMU reported that the 'DRAFT' markings had been removed from the document and the CoM approval date inserted.

    14. Event Viability
      • Pedders Rally - 3XMU to inform Carol Tremellen that the organisers should be advised that WICEN's participation will require a $600 donation and $600 of operator expenses.

      • 2001 NE Rally - 3XMU reported that arrangements have been made to use the donation to meet operator accomodation expenses.

  4. Correspondence
    1. Incoming
      1. Winter 2001 issue of The Australian Journal of Emergency Management
        • To 3GPT for Library

      2. Letter of Appreciation from the Rally of Melbourne. (14-09-2001)
        • To be archived

      3. Email from John Bell VK3FJB re packet scoring system for the Australian Volunteer Coastguard. (15-09-2001)
        • Awaiting contact from Coastguard

      4. Letter from Victorian Emergency Management Council asking that contact information be updated (18-09-2001)
        • 3XMU to respond.

      5. Telephone & Postage expense claim from Carol Tremellen
        • 3XMU to forward to Treasurer.

      6. Rally of Melbourne attendance & Debrief forms from Graeme Brown VK3BXG
        • Deferred.

      7. Notice of Emergency Management Exercise training course at Lakes Entrance (18-09-2001)
        • Noted that the course is intended for those who would be involved in conducting multi agency exercises.
        • 3BAF to approach 3KME to attend

      8. Membership Application for
        • Moved 3AHD, Seconded 3GER, Carried:
          That be admitted to membership of WICEN (Vic.) Inc.

      9. Membership Renewal for
        • 3XMU to forward to Membership Officer.

    2. Outgoing
      1. Emails to WIA Nominee volunteers re outcome of selection (23-08-2001)
      2. Email to WIA Secretary asking him to arrange the nomination of Gerard Werner & Andrew Laity to the WICEN CoM. (23-08-2001)
      3. August Coordinators' Bulletin (11-09-2001)
      4. WWW address of August State Council Minutes to State Council email list. (14-09-2001)
  5. Reports
    1. Treasurer - 3JM No Report
    2. Radio - 3XDE No Report
    3. Data - 3XMU
      • Data at the RoM went well
      • Track software to be field trialed at Autosport Spring 200 & Mini Marathon
    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. JLL Challenge
      • 3XMU to ascertain who is to be the Event Commander

    2. MITS Tower
      • 3XMU reported that he has been contacted by MITS with a request to use the tower.
      • 3BAF reported that he thought it was now serviceable
      • 3XMU to try to confirm with 3JM via travellers net and ascertain how the trailer can be retrieved from 3JM QTH

  7. Next Meeting
    Tuesday October 16th 2001, 8:00pm WIA Rooms, Victory Blvd Ashburton.