September 20, 2023 Monthly Minutes

  • Meeting Location: 605 Metropolis Street, Metropolis, Illinois
  • Meeting Conducted by: James “Jay” Smock – President
  • Meeting Called to Order at: 1739 hrs.
  • The Pledge of Allegiance was Led by: Jay Smock
  • Members Present: (7)
    • James “Jay” Smock – President  N9VN
    • Ronnie Sone – Vice President  K4INS
    • Geoff Williams – Secretary  KD9VCY          
    • Lloyd Baker – Club Volunteer Examination Coordinator
    • Aidan Carnes  W9ADN
    • Lori Klingensmith – Treasurer  N6BWZ
    • Calvin Esau  KC9YRV
  • Guests Present: (2)
    • Michael Hicks  N9ARK
    • Jeff Estes  KM4LDP
  • Minutes of the Last Meeting:
    • The minutes of the August 16, 2023 meeting were submitted and read by Secretary Geoff Williams.
    • A motion was made to accept the minutes as read, the motion was seconded, a vote made and passed.
  • Election of Officers:
    • The nomination process for association officers was held during the August 16, 2023 meeting.
      • Those nominated for the various offices were:
        • For President: James “Jay” Smock
        • For Vice President: Lloyd Baker
        • For Secretary: Geoff Williams
        • For Treasurer: Ronnie Stone
  • Separate motions were made to accept each person listed above to the office they were previously nominated for during the August 16, 2023 meeting. Each motion was seconded and thereby voted upon.  Each nomination voted upon passed unanimously.
  • Afffirmed by official association voting process the officers for the 2023-2024 fiscal year of the Southernmost Illinois Emergency Radio Association are hereby named below:
  • For President: James “Jay” Smock
  • For Vice President: Lloyd Baker
  • For Secretary: Geoff Williams
  • For Treasurer: Ronnie Stone
  • Club Office:
    • We are staying in our current office at the church building.
      • The church currently renting the building, St. John’s Lutheran, had recently asked Lori Klingensmith (building owner) to utilize that space for their office. They decided that one of the other spaces would satisfy their needs.
  • The Club’s 501-C3 Process:
    • President Jay Smock informed the group that the IRS fee for filing for the 501-C3 is approximately $250-$275.
      • Monetary pledges were made by Calvin Esau, Mike Hicks, and Aidan Carnes to cover the cost of the IRS filing.
      • Discussion was had regarding our future request to Sam’s Club in Paducah for a donation.
  • Metropolis Christmas Parade:
    • President Jay suggested the club enter a float/trailer in the parade. Discussion was had and will continue during the next meeting.
  • Ft. Massac Encampment – October 21-22, 2023:
    • The club may possibly partner with Massac County Emergency Management director Brian Horn to man the county’s communications trailer.
    • Members participating should wear high-visibility vests while working the event.
  • FEMA Classes:
    • No new information as to when and where we can hold the classes.
  • Massac County Hospital:
    • The hospital is looking for someone to operate amateur radio equipment during disaster situations.
    • Geoff Williams pointed out that the club already has an obligation via memorandum of understanding with Massac County EMO. To add an obligation to the hospital at this time would be to overstretch our available manpower.
    • Mike Hicks stated he will reach out to Director Keith Davis of the Metropolis Emergency Management Office regarding this.
  • Winter Field Day 2024:
    • The dates are January 27th & 28th.
  • Discussion was had –
    • We could possibly participate by setting up a Ft. Massac and doing POTA in conjunction with Field Day.
    • Possibilities for set-up include tents/enclosed pop-up canopies or perhaps the meeting room inside the visitor’s center.
  • Club Applications:
    • Both Jeff Estes and Michael Hicks filed applications to join the association.
      • Both paid for their 2024 dues.
  • Donations to the club:
    • Jeff Estes made a donation of $100
    • Michael Hicks made a donation of $230
      • All donations were turned over to Treasurer Ronnie Stone who TOTed them to President Jay Smock for deposit in our checking account.
  • Good of the Order:
    • 501-C3
      • We received enough in donations tonight to pay for the 501C3 filing.
      • A motion was made to reimburse President Jay Smock for the filing fee as he will utilize his personal credit card to pay for same. The motion was seconded and voted upon, passing unanimously.
  • Bantara Bank Checking Account:
    • As discussed at the July 19, 2023 meeting we will need to add the names of the newly elected officers to the checking account as signatories. Names to be added are:
      •  James “Jay” Smock – President
      • Lloyd Baker – Vice President
      • Geoff Williams – Secretary
      • Ronnie Stone – Treasurer
  • Also discussed at the July 19th meeting was the desire to require all association checks to be signed by two officers. The bank will be requested to set the account up in this manner.
  • The Meeting was adjourned at: 1905hrs.

Minutes submitted by Geoff Williams – Secretary