SouthEastern Repeater Association, Inc.
Summer 2007 Board Meeting

 
Roger Gregory, SERA President, called the meeting to order on June 02, 2007, at 13:03.  

Those staff members present were: Roger Gregory, W4RWG, SERA President, South Carolina Director, & Repeater Journal Correspondent; Richard Wright, W4LOC, SERA Vice President & Assistant to the Georgia Director; Alex Hedrick, N8FWL, SERA Secretary & West Virginia Director; Johnny Wofford, WA4ETE, SERA Treasurer; Pete Seabolt, N4KHQ, Georgia Director; Phil Heaton, N4BBQ, Georgia Vice Director; Tim Osborne, K4TDO, Kentucky Vice Director; Steve Grantham, AA5SG, Mississippi Director; Aubrey Bilbo, KE5LT, Mississippi Vice Director; Charles Diamond, K5ASL, Assistant to the Mississippi Director & MS Repeater Journal Correspondent; Danny Hampton, K4ITL, North Carolina Director; Frank Lynch, W4FAL, North Carolina Vice Director; Jim Cantrell, WJ4C, South Carolina Vice Director; Tim Berry, WB4GBI, Assistant to the Tennessee Director; Jim Campbell, K4YM, Virginia Director; Jay Campbell, N4YMY, Virginia Vice Director; and Don Williams, W4VT, Assistant to the Virginia Director.  

Roger Gregory opened with comments about the recent tragedy at Virginia Tech and reminded everyone of Don Williams’ close ties with that university.  Our thoughts and prayers are offered to the survivors, victims, & their families as we offer a moment of silence for those who suffered and those who perished.  

Roger also offered our thoughts and prayers to Johnny Wofford whose mother is very ill and in the last stages of her life.  

Roger cited further that there are no new faces in attendance and inquired if there were any appointments to be made.  Alex advised that Tennessee had nominations to be made during the director’s reports.
 

The January, 2007, meeting minutes had previously been circulated to all SERA staff members by e-mail, as well as being posted on the FTP site.  A motion to “accept and approve the minutes” was made by Richard Wright.  Seconded by Frank Lynch, the motion passed unanimously.  

EXECUTIVE STAFF REPORTS

VICE PRESIDENT:  Rick Wright was recognized and greeted everyone and has nothing to report.  

SECRETARY: Alex Hedrick advised that he has handled only one issue of official business since our last meeting regarding a matter between Sam Snyder and Bob Gass in Tennessee .  Alex has referred that matter to Alan McClain for investigation and resolution.  Alex has received numerous e-Mail inquiries about the SERA’s position on D-Star repeater operation and an e-Mail from Bill Conaway of T-MARC that offered his feelings on D-Star.  Alex also told the group about e-Mail and phone calls from our constituents that reflect their lack of knowledge of how our organization generally functions with regard to coordination, membership payments, and the lack of a paid office staff.  Alex is convinced that these are newcomers or those who just don’t take time to read our posted By-Laws and CP&G.   Also mentioned were the glaring errors contained in the ARRL Repeater Directory with regard to our staff’s contact information.   Alex intends to contact someone at the ARRL and correct that matter as soon as possible.  

TREASURER: Johnny Wofford gave his presentation of SERA’s financial condition (see exhibit 0607-01).  Our total income for the last 12 months was $43,217.09 and our expenses were $48,493.54. At present we have $12,469.89 in the Wachovia checking account, $19,419.82 in our first CD, $22,008.85 in our second CD, and $11,715.09 in our annuity account for a total of $65,613.65.  Don Williams offered congratulations and thanked Johnny for the excellent job that he does as treasurer.  

PUBLICATIONS: Tom Gallagher is absent due to other commitments and his report was offered by Roger Gregory.  Tom thanked all of the columnists for their continued article submissions and advised that with the May 2007 edition the Repeater Journal has been on time for four consecutive issues.  There are normally 4,000 copies of the Repeater Journal printed and printing less would still cost the same.  There were 2,764 copies mailed in May and Tom has started a new process whereby the state directors receive a box of Repeater Journals right after the press run is complete.  This way they have them in their hands about a week before the standard mailing so that they may be used for membership solicitations and public relations at hamfests and/or meetings.  Tom has seen an increase in costs for picture negatives and adds that approximately 836 new additional members would generate enough income to cover 100% of our postage costs.  His concern is that the May mailing of 2,764 cost us $988.58, and with the recent US Postal Service rate increase the same number of mailed Repeater Journals will cost us $1,295.49.  Regular advertising revenue is holding steady and hamfest advertising continues to be problematic.  Unfortunately, Tom will become more stringent on hamfest advertising payments.  In closing, he added that his columnists continue to ask him to get the state directors and vice directors to send them more information on frequency coordinations as they are processed.  

Johnny Wofford inquired about why there are multiple copies of the Repeater Journal being mailed to some staff members in addition to the boxed mailing for hamfests, meetings, & public relations?  Johnny made a motion to “reduce the number of copies mailed to staff members”.  Johnny’s motion died due to the lack of a second.  Discussion followed with Don Williams, Pete Seabolt, Frank Lynch, Roger Gregory, & Johnny Wofford being the principal participants.  Frank conducted some preliminary research on Repeater Journal mailings to staff members.  

Frank Lynch made a motion that stated “the SERA will stop sending any additional Repeater Journals to members of the Board of Directors, because to be a board member you must first be a SERA Full Member which results in a Journal being mailed to the staff member”.  Frank’s motion was seconded by Johnny Wofford.  

More discussion took place and it was suggested that David Ward be contacted to see if a reduction in mailings to staff members can be handled administratively.  Roger made this an action item to be handled by Frank Lynch.  Upon Roger’s designation of the action item, Frank withdrew his motion. 
 

FCC LIAISON REPORT: Frank Lynch reported that he has provided the FCC with information on repeaters owned by John Kimbrough, and as of May 29^th this matter is still being reviewed by the FCC.  Frank also provided assistance to Bill Curtis, N1RIK, and Steve Mowels, KA0GMY, on matters surrounding two uncoordinated repeaters.

v     Meeting break from 13:55 until 14:02

DISTRICT DIRECTOR REPORTS

GA by PETE SEABOLT: Pete reports that he has two repeaters on 440 MHz that are pending approval and has received three applications for repeaters on 144-147 MHz and they are awaiting approval on spacing waivers.  To date, for 2007, the Georgia staff has coordinated four repeaters on 144-147 MHz, with three on 222 MHz, two on 440 MHz, and one on 902 MHz.  

KY- W by TIM OSBORNE: Tim reports that neither he nor Mike has heard anything from David Forbis in the last three months.  Mike McCown had to work a 36 hour shift prior to the meeting and that’s why he isn’t here today.  Tim has handled one re-coordination for a two meter repeater, he has a pending coordination for a repeater on 440 MHz, and one de-coordination matter is in progress on another two meter repeater.  Tim also helped resolve a serious conflict in Louisville regarding a two meter repeater coordination.  

MS by STEVE GRANTHAM: Steve reports that he has successfully coordinated a two meter repeater that had previously been uncoordinated for more than a year and handled more than 12 new NoPC’s.  Steve attended the Jackson Hamfest with Aubrey and secured 13 associate memberships and 2 full memberships.  Steve has also visited hamfests in GA and NC this year.  

NC by DANNY HAMPTON: Danny reports that he has been involved with D-Star evaluations using a D-Star repeater in NC and is talking with other amateurs in Texas and Alabama about their findings.  

NC by FRANK LYNCH: Frank reports that North Carolina has 535 known repeaters and 319 of those are SERA full members.  The total number of repeaters includes 18 that are uncoordinated and 31 that are proposed.  Of the 527 repeaters, 6 are on ten meters, 36 are on six meters, 194 are on two meters.  There are 53 on 222 MHz, 240 repeaters on 440 MHz, 5 repeaters on 900 MHz, and 1 repeater on 1.2 GHz.  For 2007, Frank completed 24 coordinations and is current with no outstanding coordination requests.  

SC by ROGER GREGORY: Roger reported that he and Jim have coordinated seven repeaters on 440 MHz & five repeaters on 144-147 MHz.  They have re-coordinated three repeaters due to a change in ownership and have six pending two meter coordinations.  

TN by ALEX HEDRICK for ALAN McCLAIN (by e-Mail): Alex reports that Alan has handled four new two meter coordinations, six two meter re-coordinations, three new coordinations on 440 MHz, and one re-coordination on 440 MHz.  

Alex also offered Alan’s nominations for his vice director and one assistant.  His nomination for TN Vice Director is Randy Bennett, KD4RIP.  Alex could not confirm Randy’s membership status in the SERA Database, so no action was taken on that nomination.  Alan’s nomination for TN Assistant Director is Ken Rogers, AF4ZR, and he is a current member.  Seconded by Richard Wright, the nomination of Ken Rogers as Assistant to the TN Director was approved unanimously.  

VA-W by DON WILLIAMS: Don advised that he spent some in depth time with a trustee/owner to help him understand CTCSS, and the need to use that technology and then assigned a CTCSS tone for that repeater’s operation.  

VA-C by JAY CAMPBELL: Jay reports that he has handled one new two meter coordination, a re-coordination of a two meter repeater, and one on 440 MHz.  

VA-E by JIM CAMPBELL: Jim reports he has handled three re-coordinations on two meters and one on 440 MHz.  He has coordinated a D-Star repeater for the Virginia Beach area with another D-Star coordination being denied.  Jim also added that he attended the Frostfest at Richmond right after the Morse Code requirement was dropped.  While there he picked up 20 associate memberships renewals and 6 new associate memberships.  

WV by ALEX HEDRICK: Alex reports that the 224.960 coordination request for Patty Knob has been cancelled by the owner/trustee due to the lack of cooperation from the US Forest Service and is still awaiting the on air notice from WU8WV in West Union .  Alex has discussed matters with three amateur “groups” located in the eastern panhandle of West Virginia , the District of Columbia , and Virginia , concerning alleged coordination inaction by T-MARC and this matter remains open.  The Lincoln County group that Alex has worked with for more than a year has finally purchased their repeater and it is on the air.  Alex has also re-coordinated three repeaters on 443 MHz, 29 MHz, and 147 MHz.  

A short discussion then took place with Don Williams, Alex, Pete Seabolt, & Frank Lynch, being the principal participants concerning the new remotely monitored electric meters placed in use by Appalachian Power Company and how they are causing RF interference on the ham bands.  

v     Meeting break from 14:47 until 14:57

UNFINISHED BUSINESS

ELECTRONIC DATABASE COMMITTEE REPORT: Jay Campbell reports that nothing has happened in the last six months and would like to propose that he step back and break up the project into pieces.  Jay has hopes that this action will build a better foundation to bring the whole project together and give it a jump start.  Jay proposes that the datasheets be an open issue and they will work to get the online coordination project operational by next year.  By leaving the datasheets alone we will make sure that they, along with the database, do not falter as the datasheet deadline approaches.  Richard Wright will remain as the point of contact with the executive staff.  A lengthy discussion took place with Richard Wright, Steve Grantham, Jay Campbell, Frank Lynch, Don Williams, Johnny Wofford, Roger Gregory and Tim Berry participating.  That discussion surrounded the primary mission of the online database project and what needs to be done.  

UPDATE ON SERA’s OFFICIAL D-STAR POSITION:  Danny Hampton addressed this topic and offered an explanation about the term “stacked” and how it applies to D-Star.  He also explained how spacing a D-Star repeater 10 KHz away from an analog repeater is a recipe for trouble.  Pete Seabolt also added that another big problem is being caused by operators that try to access a D-Star repeater when they are physically too far away.  Because we feel that there are still too many questions to be answered and scenarios to be investigated, Alex has been charged with amending our web site statement to remove any reference to a time frame whereby a policy will be issued.  

AUXILIARY STATION OPERATION & FUP FOR THE TWO METER BAND: Steve Grantham advised the group that there has been no progress and this will remain an action item for our next meeting.  

NEW BUSINESS

NoPC RESPONSE TIME & STATISTICS: Frank Lynch offered some statistics on how quickly responses are issued for NoPC’s that he generates.  Some examples were response times anywhere from 11 minutes to 7 days.  Frank stated that he thought we all need to respond in a more timely fashion to NoPC messages.  Jim Campbell interjected that Frank should remember that we are volunteers with many personal, professional, and religious commitments that come before SERA duties.  Tim Berry also offered his feelings about the volunteer service we provide and that we are quite likely to be the most efficient volunteer organization in the nation that operates our type of service and additionally publishes a magazine.  

SHOULD WE CHANGE OUR BY-LAWS CONCERNING MEETINGS: Johnny Wofford offered his thoughts on his idea that we should consider changing our by-laws and meet only once per year and save approximately $2,000.00 in expenses.  Steve Grantham added that with the price of gas now over $3.00 per gallon that it costs him and possibly others well over $100.00 to attend the meetings, which is not reimbursed.  Pete Seabolt offered that he liked Johnny’s idea and Danny Hampton said this might be OK, but if we pursue this idea we need some other venue like a conference call or video conference to conduct our second yearly meeting.  Roger Gregory advised that he is not in favor of eliminating the second yearly meeting.  There was also more discussion from Frank Lynch & Richard Wright.  Johnny was designated to look into the costs of teleconferences.
 

v     The meeting recessed at 16:30 for dinner and is to reconvene at 09:00 on Sunday

Richard Wright, SERA Vice President, called the Sunday session to order at 09:04 on June 03, 2007.  Except for Don Williams, Johnny Wofford, Tim Berry, & Roger Gregory all of the attendees listed for the June 02^nd meeting session are present.  
 

Richard advised everyone that Roger had previous commitments for this morning and had to leave early.  

Frank Lynch offered an apology for any hard feelings brought about by his presentation on response times to NoPC’s.  

v     There is 01 exhibit attached and made a part of this document.
 

Given under my hand this 05^th day of July, 2007.  

H. Alex Hedrick, Jr., N8FWL
Secretary, SouthEastern Repeater Association