Document #20
Volunteer Resources Committee Report
To The ARRL Board of Directors
January 19, 2001
Since the July Board Meeting, the VRC Reflector has been used extensively to discuss a wide range of subject matter. There have been at least, 150 VRC Reflector messages since our last in person meeting. Many items before the Committee have been completed using Electronic Communications. See the Attachment #1, items 3A --3F for the list.
Our only Teleconference, of the past 6 months, was held on December 13th at 9:00 PM.
VRC Attachment #1 contains the Agenda and Minutes from that Conference Call. The document was also distributed to the Board on December 23rd, 2000 as ARRL-ODV: 5335.
As we prepare for our next in person meeting, scheduled for January 18th, 2001, there are several items that will be discussed, on our tentative agenda. I am sure that between now and then more will arise.
The Meeting is scheduled from 8:00 AM until 1:00 PM. All non Committee Board Members are invited to attend as observers.
My personal thanks to all the Members of the VRC for their time and effort put forth on Committee business during the past 6 months, and indeed this past year. My role as VRC Chair has been made easy by your ability to communicate frequently, and your willingness to put forth the time needed for our many assignments and investigations.
I think it should be noted, that in these times of budget concerns, this year 2000 VRC Committee kept expenses to a minimum through the use of Electronic Communications. We did not hold any "special" in person meetings, making use of regular Board Meeting opportunities to complete our Committee business.
The Committee would be remiss, if we did not give thanks and praise to F&ES Manager Rosalie White and her very dedicated Staff. They have all responded quickly and professionally to the needs of this Committee over this past year.
This Committee thanks the Board for the opportunity to serve your needs this past year.
Reporting for the Committee,
George Race -- WB8BGY
2000 VRC Chairperson
VOLUNTEER RESOURCES COMMITTEE
Teleconference Meeting
December 13, 2000
The Volunteer Resources Committee met by teleconference call on Wednesday, December 13, 2000, at 9 PM Eastern time. Chairman George Race WB8BGY called the meeting to order with the following persons present: Directors Greg Milnes W7OZ, Jim Maxwell W6CF; Vice Director Evelyn Gauzens W4WYR; Vice President Kay Craigie WT3P; Field and Educational Services Department Manager Rosalie White K1STO. Directors Frank Fallon N2FF and Dennis Bodson W4PWF were unable to participate owing to conflicting obligations.
Ms. White announced that the Emergency Communications Certification Course went on-line on December 13 and reported that many people had already signed up for the limited-enrolment course.
On the committee's e-mail reflector, there has been discussion of the Terms of Reference (TOR) for the League's three technical awards (Technical Innovation, Technical Service, and Microwave Development). It is agreed that the TOR need to be revised and updated, and Ms. White will prepare a check-list for reviewing the documents for the in-person committee meeting in Dallas.
At this time, there are several nominees for the Technical Innovation and Technical Service awards, but none for the Microwave Development award. The committee decided to defer further discussion of the nominations until the January meeting. Ms. White will send to committee members the nomination support information that has been received to date.
It was noted that last year the Technology Task Force made recommendations concerning who should win these awards. Although the VRC may not be the ideal committee to evaluate these nominations, the status and future of the TTF is not clear to us. The committee decided to discuss this point in January.
Chairman Race briefly reviewed a list of items cleared from the agenda on the e-mail reflector and called for any additional comments.
3A.Public Service Honor Roll Survey
The survey instrument about possible updates for PSHR criteria was approved by the committee will be sent to as many respondents as possible via e-mail. Its availability will also be announced in the ARRL's news media, so that others who wish to provide input may do so.
3B.Science Fair Proposal
At the July in-person meeting, Director Fallon circulated a proposal to increase ARRL's involvement in Science Fairs. After e-mail discussion, the committee decided that this should be folded into the ARRL Education Project, with both Director Fallon and Vice President Craigie agreeing that this is the preferred way to implement the concept.
3C.Standard DC Power Connector
The consensus of the committee is that this topic, which was brought to the VRC by Director Maxwell, is not a VRC matter and is best referred to the Industry Advisory Council. Director Maxwell will do so.
3D.Internet Manager Field Organization Appointment
Little input has been received from the field on this suggestion, and the committee believes creation of such an appointment is not necessary. It was noted that Ms. White has announced to Section Managers that each of them will have a Section page on the ARRL Web server, for which they can provide content. Some Section Managers will handle this task themselves, while others will no doubt delegate it to the appointee of their choice.
3E.Increase in Section Budgets for 2001
At this point in the budget cycle, this item is moot.
3F.Electromagnetic Pulse Threat
The consensus of the committee is that consideration of EMP does not fall within the scope of the VRC. Chairman Race will inform Director Tom Frenaye K1KI of that conclusion.
An newly-implemented interactive search capability on ARRL's Web site has increased members' ability to locate VC's and VCE's for assistance. This search feature is linked to information on PRB-1. This will be given more publicity. Ms. White reported that about two referrals to VCE's are made each month by John Hennessee. She did not have data on how many VCE appointments are currently in the database but will obtain that information and send it to the committee.
The committee agreed that it would be good to have more VC's. The existence of a ham law e-mail reflector was pointed out as a way to publicize the appointment and recruit volunteers. Ms. White will ask Brennan Price and John Hennessee to develop ideas for recruiting more VC's.
Lists are kept of the areas of expertise of Technical Coordinators and Technical Specialists. Sometimes a member query is received by the Headquarters Technical Information Service staff which cannot be referred to a competent TC/TS volunteer in the member's home Section. However, a TC/TS volunteer in another Section may be qualified to respond. Under present standard operating procedure, referrals cannot be made to TC/TS volunteers in other Sections. The TIS staff asked the VRC to consider permitting them to refer a member query to a qualified TC/TS volunteer across Section lines, in order to moderate the number of queries which must be handled by staff. The committee agreed to permit such referrals. However, it is essential for Section Managers to be informed whenever such referrals take place. The contact by staff with the out-of-Section TS will be made through the TC, with a copy of the communication to the Section Manager.
The committee discussed the Board's concerns about instances when a Section Manager becomes involved in a dispute that is not readily resolved by those immediately involved in the matter. Some of these disputes involve persons given appointments by the Section Manager, and it has been suggested that the Field and Educational Services Manager might be empowered to terminate Field Organization appointments. Following discussion, the committee agreed that giving such blanket authority to the Field and Educational Services Manager is undesirable. Only in the most extraordinary circumstances (for example, if there is a strong possibility the ARRL may be exposed to liability) should League officials other than the Section Manager terminate a Field Organization appointment. In those unusual cases, action should not be taken by the Field and Educational Services Manager alone, but rather in consultation and cooperation with the Director and possibly the Executive Vice President or another Officer of the League.
The VRC believes that the League already has in the "Rules and Regulations of the ARRL Field Organization" sufficient principles of Section Manager accountability to allow the League to deal with serious problems that cannot be solved by informal means.
However, the committee believes that the League must ensure that Section Managers are provided with the best training and guidance, to help prevent mistakes and avoid problems that might get out of hand. The committee also encourages all members of the Board family to continue and increase good working relationships and two-way flow of communication with Section Managers. The Board family is invited to provide the VRC with examples of the kinds of communication activities between Section and Division leaders (in-person meetings, e-mail reflectors, etc.) already practiced in the various Divisions, so this information can be shared as food for thought.
The VRC noted that many Board members, and possibly some Section Managers, do not have a copy of the Section Manager's Workbook. This places Directors who have never been Section Managers at something of a disadvantage in understanding the role of the SM in ARRL affairs. The length of this document is such that some Section Managers may be put off from studying it in detail. Revision of this workbook is a Field and Educational Services Department objective for 2001. Copies of the workbook will be distributed to the VRC for review and input. Staff is encouraged to make sure the revised workbook is reader-friendly and provides clear guidance to Section Managers. In addition, the old "Section Manager's Survival Guide" will be distributed to the Committee as well.
The committee noted that Section Managers' continuing education is facilitated by the existence of e-mail listservers that Field and Educational Services can use to provide guidance and respond to questions.
The VRC will next meet at 8 AM on Thursday, January 18, 2001, before the Annual Meeting of the Board. There being no further business, the teleconference meeting was adjourned at 10:22 PM.
Respectfully submitted,
Kay Craigie WT3P