SUMMARY RECORD
ADMINISTRATIVE COUNCIL
INTERNATIONAL AMATEUR RADIO UNION
Meeting in Guatemala City
6-8 October 2001

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4. Reports of the officers

4.1. Mr. Price highlighted three publishing accomplishments of the past year: the ITU Handbook on Disaster Communications, the ITU fascicle of amateur radio regulations, and the IARU 7-MHz spectrum requirements booklet, the last in full color. He noted that the fascicle includes Recommendation ITU-R M.1544, adopted in August by the ITU without objection, which sets out minimum recommended requirements to hold an amateur license. It was an important goal of the IARU to have such a Recommendation in place prior to consideration of Article S25 at WRC-03. He also noted the continuing popularity of the WRC agenda booklet published by the IARU. Mr. Price completed his report by observing that the scheduling of the 2002 meeting of the Administrative Council in conjunction with the Region 1 Conference will be very difficult owing to conflicts with important ITU meetings at the same time.

4.2. Mr. Wardlaw reported on his involvement in WRC-03 preparations in the Asia-Pacific Telecommunity (APT), the meeting in Goa of the ITU-R Working Group on Public Protection and Disaster Relief, and the annual meeting of IARU Region 3 Directors in Yokohama.

4.3. Mr. Sumner expressed concern about declining levels of activity by IARU member-societies. Since the Darwin meeting his focus has been on WRC-03 preparations with regard to the 7-MHz issue, principally in ITU-R Working Party 6E (broadcasting).

5. Reports from the regional organizations

5.1. Mr. Garpestad relayed greetings from Region 1 Chairman Lou van de Nadort, PA0LOU, and Secretary Tim Hughes, G3GVV, who were not able to attend. He reported on the work of Region 1 representatives in CEPT, including but not limited to WRC-03 preparations. High-duty-cycle short range devices (SRDs) operating at 433.92 MHz are a significant concern.

5.2. Mr. Atkins observed that there was no need for a detailed report on behalf of Region 2 since all had been present for the Region 2 General Assembly the previous week. The financial resources of the region are adequate and no dramatic changes are expected in the next three years. CITEL involvement remains a high priority.

5.3. Mr. Johnson presented a written report on behalf of Region 3. Last October the IARU Amateur Radio Direction Finding Championships were held outside Region 1 for the first time and were a great success. They were held in Nanjing with the Chinese Radio Sports Association serving as host. The IARU stand at TELECOM Asia 2000 in Hong Kong was also a success, thanks to considerable support from HARTS, the local society. Planning for the Region 3 Conference in 2003 is proceeding, but dates have not been set. The Region 3 budget is smaller than in recent years and some activities have been curtailed, such as attendance at the executive committee meetings of the other regions unless they coincide with a conference. Dr. Rhee, HL1AQQ, has been appointed as Region 3 EMC Coordinator.

6. ITU and related issues

6.1. WRC-03 and WRC-05/06

6.1.1. The status of preparations for WRC-03 agenda items 1.23, 1.36, and 1.2 was reviewed. IARU representatives have been participating in preparatory groups including ITU-R Working Parties 6E and 8A, CEPT, CITEL, and APT. Agenda item 1.23 is 7-MHz realignment. Several administrations share the IARU view that it is important to separate the consideration of this item from agenda item 1.36, concerning possible expansion of broadcasting allocations between 4 and 10 MHz. Fixed service interests may express their concerns through Working Party 9C, particularly with regard to the band just below 7 MHz. Agenda item 1.2 relates to the introduction of digital modulation in the HF broadcasting bands; it remains to be seen whether HF digital broadcasting will be successful either in improving spectrum utilization or in reaching listeners, all of whom will require new receivers. A course of action leading toward achievement at WRC-03 of an allocation of no less than 300 kHz in the vicinity of 7 MHz was approved.

6.1.2. The status of preparations for WRC-03 agenda items 1.7.1 and 1.7.3 was reviewed. These items involve the consideration of possible changes to Article S25 of the international Radio Regulations and consequential changes to the terms and definitions in Article S1. A need was identified for a document explaining the desired changes in Article S25 that were developed by the IARU Future of the Amateur Service Committee (FASC) and adopted as IARU objectives for WRC-03. The document should explain the relationship of Recommendation ITU-R M.1544 and why incorporation by reference is desirable. It was agreed that the IARU should continue to seek adoption of the IARU draft modification of Article S25 at WRC-03 including incorporation by reference of Recommendation ITU-R M.1544. It was further agreed that the IARU will seek no changes to Article S1 under agenda item 1.7.3 and will discourage others from doing so.

The Council was in recess from 1800 until 0900 the following day, Sunday, 7 October, reconvening with all present and with Mr. Price in the Chair.

6.1.3. A consensus is emerging with regard to agenda item 1.7.2, possible changes to Article S19 to provide administrations with greater flexibility in the assignment of call signs to amateur stations. The approach endorsed by the regional conferences in Regions 2 and 3 is reflected in draft CPM text already developed in Working Party 8A. It was agreed that the Council endorses the draft CPM text.

6.1.4. Mr. Price reviewed the history of agenda item 1.3, to consider identification of globally/regionally harmonized bands for public protection and disaster relief agencies. It was agreed that the IARU should continue to defend against amateur services spectrum being usurped by public protection and disaster relief entities, recognizing that amateur frequencies are already used for disaster communications; that administrations be reminded that the amateur service is already an active participant in disaster communications; and that it is desirable to maintain compatibility between amateur and disaster communications systems.

6.1.5. The status of preparations for WRC-03 agenda item 1.38 (synthetic aperture radars) was reviewed. It was agreed that IARU representatives should continue their efforts in ITU-R Working Parties 7C and 7E to protect the amateur and amateur-satellite 70-cm allocations from harmful interference from this source.

6.1.6. Mr. Rinaldo briefly reviewed the status of other WRC-03 and WRC-05/06 agenda items that have some potential for affecting the amateur services. It was noted that so-called "country footnotes" should be reviewed to identify any possible changes that would be consistent with agenda item 1.1 and would improve the amateur allocations.

6.1.7. Mr. Rinaldo noted ongoing band-by-band studies in ITU-R Task Group 1/7 to identify out-of-band emissions from satellites that might interfere with passive services such as radioastronomy. Amateur satellites do not appear to be considered as significant sources of potential interference. He also noted that low-power and ultra wideband (UWB) devices are receiving increased attention in Study Group 1.

6.2. ITU policy and relationships

6.2.1. Mr. Price reviewed the activities of the ITU Council Working Group on Reform (WGR). The WGR was formed in response to Resolution 74 of the ITU Plenipotentiary Conference, Minneapolis, 1998, to identify possible improvements in the management, functioning and structure of the ITU to make the organization more responsive to rapid changes in the telecommunications environment. It has held four meetings, the last three of which were attended by Mr. Price on behalf of the IARU. A key issue is how well the ITU structure and processes for setting standards match industry needs. Depending on the outcome, the work of the ITU Standardization Sector may become important to the IARU. Another issue related to ITU reform is the method of selection of the Bureau Directors. At the present time they are elected at Plenipotentiary Conferences. The next election will take place in Marrakesh, September-October 2002, unless the ITU Constitution is amended at that Conference. In any case there will be a new Director of the Radiocommunication Bureau; the incumbent, Robert W. Jones, VE3CTM/VE7RWJ, is not eligible for re-election as he has served the limit of two terms.

6.2.2. Mr. Price noted that the IARU has taken the unusual step of submitting an input paper for consideration at the February 2002 meeting of the Radiocommunication Advisory Group (RAG). The paper questions certain restrictions that were placed on observer delegations at WRC-2000 and seeks clarification of the role of such delegations in advance of WRC-03. The issue was raised earlier by Mr. Price at a WGR meeting and was referred to the RAG by the WGR.

6.2.3. Mr. Price briefly noted his presence at the World Telecommunication Policy Forum (WTPF) in March 2001. Unless the announced subject is relevant to the amateur services, IARU attendance at a WTPF is justified only if additional travel is not required.

6.2.4. The next meeting of the ITU Council is scheduled for 22 April -- 3 May 2002. There is no mechanism for participation by Sector Members such as the IARU. It is possible that at some point in the future, the ITU reform process will result in greater access to the work of the Council.

6.2.5. Mr. Price reviewed planning for IARU participation in the 2002 ITU Plenipotentiary Conference in Marrakesh by a two-person delegation consisting of himself and a person to be named later. Items of direct interest to the IARU include the election of ITU officials for the term 2003-2007, possible proposals affecting the role of international observer delegations at World Radiocommunication Conferences, the role of the Standardization Bureau in the creation of Radio standards, and cost-recovery fees for participants in the ITU process.

6.3. Disaster communications

6.3.1. IARU participation in the ITU Development Sector has resulted in the publication of a Handbook on disaster communications in which the role of the amateur service is featured prominently. Also, ITU-D Study Group 2 has adopted Recommendation ITU-D 13 which recommends various steps toward the effective utilization of the amateur services in disaster mitigation and relief operations. Mr. Price attended the meetings of ITU-D Study Groups 1 and 2 in Caracas in September 2001. The next World Telecommunication Development Conference will be held in March 2002 in Istanbul at the same conference center used for WRC-2000. It is recommended that Mr. Price and Region 1 Vice Chairman Tafa Diop, 6W1KI, attend for the IARU.

6.3.2. The IARU is invited to participate in the United Nations Working Group on Emergency Telecommunications (WGET) and Mr. Price has attended several recent meetings. WGET has endorsed and supported the ITU Handbook on disaster communications and has made comments consistent with our interests in regard the WRC-03 agenda item 1.3, to consider identification of globally/regionally harmonized bands for public protection and disaster relief agencies. The International Secretariat recommends continued participation.

6.3.3. Mr. Rinaldo represented the IARU at the Conference on Disaster Communications held in Tampere, Finland, in May 2001. The Conference was a follow-up to the Intergovernmental Conference on Emergency Telecommunications held in the same location in June 1998 that resulted in the adoption of the Convention on Disaster Communications. The Convention remains open for additional signatory nations at the Office of the Secretary General of the United Nations in New York.

6.4. In addition to disaster communications, another interest of the ITU Development Sector is in human resource development. The IARU has developed tools to assist in the form of an Amateur Radio Administration Course for telecommunications administrators and a Leadership Course for radio amateurs who want to organize radio clubs in newly emerging nations. The ITU Telecommunication Development Bureau has expressed its support for the presentation of additional Amateur Radio Administration Courses in French in Dakar, Senegal, and in appropriate languages at other venues in Africa and the Middle East. Work to schedule these courses is ongoing.

7. Preparations for WRC-03

7.1. The schedule of known meetings of ITU-R Study Groups, Working Parties, Task Groups, and other bodies related to preparations for WRC-03 was reviewed. The schedule is subject to change, and indeed there were several significant changes in the weeks leading up to this meeting of the Administrative Council. The burden of attending these preparatory meetings is difficult for smaller administrations, and it must be expected that the involvement of many will begin quite late in the process. Responsibility for the details of preparation previously was delegated to the IARU core delegation to WRC-03. Tentative assignments of IARU representatives have been made but are also subject to change as required by need and availability.

7.2. A key event is the Conference Preparatory Meeting (CPM) scheduled for Geneva, 18-29 November 2002. The CPM will decide the contents of the CPM report to WRC-03 that will serve as the technical basis for consideration of proposals from administrations. Draft text for the CPM Report is being prepared by ITU-R Working Parties with a deadline of 31 May 2002. The CPM is likely to be in essence a "mini-WRC" with more than 1,000 persons in attendance, most of whom will also be delegates to WRC-03. It is planned that as many members of the IARU core delegation as possible will attend the CPM.

7.3. The Radiocommunication Assembly is scheduled for 2-6 June 2003 in Caracas. The principal business of concern to the IARU may be proposals to restructure the ITU-R Study Groups. One concept being discussed would combine all of the HF services into a single Study Group. This would somewhat complicate the task of representing the amateur services. It is anticipated that IARU representation at the Radiocommunication Assembly by one or two persons will be sufficient.

WRC-03 is scheduled for 9 June -- 4 July 2003 in Caracas. It may be desirable to supplement the IARU core delegation previously named, either for the duration of the conference or for critical periods. In addition, member-societies should seek to place radio amateurs on their national delegations provided that they will be permitted to participate fully in the work of their delegations.

8. Telecoms

8.1. The next ITU telecommunications exhibition (Telecom) is Telecom Africa 2001, scheduled for Johannesburg 12-16 November. Tim Ellam, VE6SH, will participate in the Forum at ITU Telecom Africa 2001 on behalf of the IARU. Region 1 has organized a stand.

8.2. Telecom Asia 2002 is scheduled for Hong Kong, 2-7 December. Mr. Johnson announced that Region 3 Director Peter Naish, VK2BPN, will be the project manager for IARU participation.

8.3. Telecom Americas 2003 is scheduled for Buenos Aires, 25-28 February. The location and dates were announced in late September 2001, so planning for IARU participation has just begun.

8.4. The next World Telecom is scheduled for Geneva, 12-18 October 2003. Specific details with regard to planning of IARU participation in this event will be submitted prior to the Administrative Council meeting in 2002.

9. ITU and regulatory/spectrum defense matters not previously discussed

9.1. At its previous meeting in Darwin, September 2000, the Council had adopted a Revised Action Plan to the Strategic Plan for the Development of Support for Amateur Radio, 2001-2002. The Action Plan sets out a priority list of objectives in African countries and methods of accomplishing these objectives. The focus of the effort is to develop additional support for the Amateur Services at WRC-2003. Responsibility for managing the Plan is shared by the International Secretariat and IARU Region 1. The International Secretariat reported progress on three out of four fronts: international meetings, the Amateur Radio Administration Course, and disaster communications. Similar progress has not been achieved in implementing a visitation program owing to a scarcity of personnel who are in a position to undertake the task.

9.2. The International Secretariat offered proposed revisions to the IARU working document, Spectrum Requirements of the Amateur and Amateur-Satellite Services. The revisions take into account developments since the Darwin meeting. The editorial revision of the document was adopted.

Without objection, Mr. Price opened discussion of agenda item 14, "Determination of date and place of next meeting of Council," in order that Council members would have an opportunity to consider the matter overnight. Council meetings normally take place immediately following regional conferences. The Region 1 Conference in San Marino is scheduled for 15-20 September 2002 with Region 1 Executive Committee meetings on the day before and the day after. There are two important ITU events that conflict: the Plenipotentiary Conference that requires arrival in Marrakesh no later than 22 September and a meeting of Working Party 8A in Geneva 18-24 September. It was tentatively agreed that the 2002 meeting of the Council should take place just before the Region 1 Conference in a location that is on the way to San Marino; a final decision was left to the following day.

There followed a brief discussion of the rules of the IARU HF World Championship in order to permit participation in the discussion by Mr. Stafford, who was obliged to leave the meeting owing to his travel arrangements. The Council was in recess from 1740 until 0900 the following day, Monday, 8 October, reconvening with all present except Mr. Stafford and with Mr. Price in the Chair. Mr. Szama took Mr. Stafford's seat representing Region 2.

10. Reports of International Coordinators, Advisers and Liaison Officers

10.1 The written report of Robert E. Knowles, ZL1BAD, IARU Monitoring System International Coordinator, was received. Mr. Knowles reported that monitoring activity continues but that the regional coordinators continue to be frustrated by the lack of involvement by many member-societies. The regional coordinators' monthly newsletters contain a wealth of information and the Web is being used increasingly to disseminate information. Council members observed that much of this information is in a form that makes it difficult for many radio amateurs to comprehend; Mr. Johnson agreed to discuss this point with Mr. Knowles. The report included a recommended change in Administrative Council Resolution 99-4; it was agreed that this recommendation would be considered at agenda item 12.5. Mr. Wardlaw noted that the amateur services are not alone in suffering harmful interference from unauthorized transmitters, and that WRC-03 agenda item 1.14 addresses such interference to the maritime mobile and aeronautical mobile (R) services.

10.2. The written report of Bob Fabry, N6EK, IARU Beacon Project International Coordinator, was received. Of the 18 beacons in the IBP/NCDXF beacon network, 15 were reportedly in operation. The Nunavut beacon stills bears a VE8 call sign, not VY0. Computer software tools for monitoring beacons and reporting reception have improved.

10.3. A report from IARU Satellite Adviser Hans van de Groenendaal, ZS6AKV, was expected later.

10.4. The written report of IARU EMC Adviser Christian M. Verholt, OZ8CY, was received. Mr. Verholt attended the 2001 CISPR meeting in Bristol, UK, in June. Power line telecommunications (PLT) is a major potential source of interference to over-the-air services including the amateur service. A newly established committee, CISPR I, held its first meeting; its work may result in common standards for information technology equipment (ITE) and radio and television products that would benefit radio amateurs. The 2002 CISPR meeting is scheduled for Christchurch, New Zealand, 16-30 September. Mr. Johnson reported that this has been noted by the New Zealand Association of Radio Transmitters who will arrange appropriate courtesies. The Council expressed special thanks to Mr. Verholt for his continued good work.

10.5. It was agreed that the following coordinators and advisers are reappointed for three-year terms: Robert E. Knowles, ZL1BAD, IARU Monitoring System International Coordinator, and Christian M. Verholt, OZ8CY, IARU EMC Adviser.

Mr. Fabry had advised that he was not available for reappointment and recommended the appointment of Peter Jennings, AB6WM. Mr. Jennings was also recommended to the IARU Region 2 Executive Committee to replace Mr. Fabry as the Region 2 Beacon Coordinator. After discussion, Mr. Sumner as Secretary was asked to investigate whether, in order to avoid potential overload, another suitable volunteer might be available to assume one of these posts. Mr. Fabry was thanked for his work during his term of service as IARU Beacon Project International Coordinator.

Mr. van de Groenendaal had advised that he was available for reappointment as Satellite Adviser. After discussion it was agreed that the matter would be deferred until after his report is received.

11. Operational and administrative matters

11.1. Mr. Atkins noted that there had not been sufficient time following the Region 2 Conference to identify the matters arising from the Conference that may require Council consideration. Region 2 will bring such items to the attention of the Council at a later date.

11.2. The International Secretariat presented a proposed budget for 2002-2004 and a review of performance against the 2000 and 2001 budgets. The three-year budget was adopted as presented.

11.3. Other operational matters

11.3.1. The International Secretariat had received an inquiry from an international amateur radio organization seeking clarification of IARU policy on the establishment of nets in the 17-meter band. After discussion, it was agreed that is no objection to nets operating in this band in accordance with the usual principle that no amateur station or group of stations is entitled to the exclusive use of a frequency except in the event of a declared emergency.

11.3.2. Rules governing the format for the submission of computer-produced entries in the IARU HF World Championship were reviewed. It was agreed that no Council action is required.

11.3.3. The Council noted the growing popularity of the IARU HF World Championship and urged Headquarters Stations of member-societies to participate. It was agreed that the rules be revised so that the Administrative Council and Regional Executive Committee stations may only be operated by the individual licensees as single operators.

12. Review of matters pending from previous meetings

12.1. The following resolution was adopted:

Resolution 01-1

The IARU Administrative Council, Guatemala City, October 2001,

considering the approval without opposition of Recommendation ITU-R M.1544, which sets out the minimum qualifications of radio amateurs,

recognizing that the Morse code continues to be an effective and efficient mode of communication used by many thousands of radio amateurs, but

further recognizing that the position of Morse as a qualifying criterion for an HF amateur license is no longer relevant to the healthy future of amateur radio,

resolves that

1. member societies are urged to seek, as an interim measure, Morse code testing speeds not exceeding five words per minute;

2. setting aside any previous relevant decisions, IARU policy is to support the removal of Morse code testing as an ITU requirement for an amateur license to operate on frequencies below 30 MHz.

12.2. The following guidelines for the election of IARU President and Vice President were adopted:

1. No later than 12 months, and preferably between 18 and 14 months, prior to the expiration of the term of office of the President then in office, the International Secretariat shall initiate discussions with the Administrative Council to identify suitably qualified candidates available to serve as President. If a member of the Administrative Council is the subject of such discussion, he or she may be asked to withdraw from the meeting during that portion of the discussions.

2. The purpose of these discussions shall be to assemble a list of available candidates who the International Secretariat and the Administrative Council agree are suitably qualified, do not have professional interests that conflict with the objectives of the IARU, and who, prior to taking office, will relinquish any elected position with a regional organization. The list shall be completed no later than 10 months prior to the end of the current term.

3. No later than the meeting of the Administrative Council immediately following the completion of the list and after due consideration, the International Secretariat shall select its nominee from the list of candidates and shall advise the Administrative Council of its selection together with supporting material.

4. The International Secretariat shall be invited to this meeting of the Administrative Council to present its nomination.

5. The same procedure shall be used in the case of the Vice President.

It was noted that these guidelines are in accordance with the IARU Constitution. To depart from some aspects would require revising the Constitution, which is not within the authority of the Council.

12.3. At agenda item 12.4 of the Darwin meeting, the International Secretariat was asked to prepare a document highlighting the need for radio amateurs to support the IARU through their membership in their member-society in order to protect the amateur spectrum and to maintain the vitality of the amateur services. Mr. Sumner offered a draft editorial entitled "Spectrum, the Life Blood of Amateur Radio," for use with or without attribution.

12.4. Mr. Price reviewed the history and background of the Committee on Growth in Wireless Communications. The committee was created in 1999 but a full slate of members was never identified. Mr. Price expressed the opinion that the concept for the committee was flawed from the outset, and that it is not realistic to expect that a committee that is to be made up of persons who are unknown to each other and has no budget will be able to function effectively. He recommended that Resolution 99-2 be rescinded at the appropriate point in the agenda.

12.5. The working document, Resolutions and Policies of the Administrative Council, August 2000 edition, was reviewed and the following actions taken:

12.5.1. Resolution 93-1 was amended to change "resolved" to read: "resolved that the term of all such positions shall be three years. At the meeting of the Administrative Council corresponding to the expiration of the term, the Council may or may not reconfirm the position, its terms of reference, and the appointment thereto."

12.5.2. Resolution 94-3 was amended to change "further resolves 2" to read: "2. The International Secretariat is requested to distribute a suitable press kit for use by member-societies."

12.5.3. Resolution 95-1 was amended to change "resolves 6" to read: "6. Assist the President in identifying individuals with the expertise needed to serve as Expert Consultants and Technical Representatives."

12.5.4. Resolution 99-1 and Annex, and Resolution 99-2, were suppressed.

12.5.5. No change to Resolution 99-4 was agreed at this time.

12.5.6. Policy #4 was revised to read as follows:

Policy #4 (1995, Revised 2001) concerning Administrative Council voting procedures by electronic mail A procedure for voting by electronic mail is adopted as follows: If in his opinion a matter requires a decision by the Administrative Council between scheduled meetings, the President shall instruct the Secretary to circulate an explanation and a specific proposal to the members of the Council via electronic mail requesting a return receipt. Affirmation by a majority of the Administrative Council members is required for adoption, including in the majority at least one representative of each region. The timetable of voting shall be: Day 1: President instructs Secretary Day 2: Electronic ballots issued Days 3-14: Consultation among members if desired Day 15: Result announced The Secretary may announce the result earlier if all members have been heard from.

At this point, at 1537, Mr. Park was obliged to leave the meeting owing to his travel arrangements.

12.6. In 1995 the Council had adopted Microsoft Office software as a standard to encourage compatibility. After discussion it was agreed that files should not be distributed in Microsoft XP format until more experience is gained with this operating system.

13. Other business

13.1. It was agreed that the theme for World Amateur Radio Day 2002 will be "Amateur Radio: Continuing Innovation in Communication Technology."

13.2. Any other business

13.2.1. Mr. Price reported that the International Amateur Radio Club (IARC), 4U1ITU, will participate in the United Nations "Open Portals" exhibit in Geneva on the weekend of 27 October. A special-event station with a Swiss call sign will be operated. A meeting of the IARC will be held on the evening of 26 October; several IARU representatives who will be in Geneva for ITU-R meetings have been asked to speak on various aspects of WRC-03 preparations.

13.2.2. Mr. Rinaldo presented a brief Technology Update that described progress on the introduction of new technologies into the amateur services. The Council expressed appreciation for the valuable report and especially for the contributions of the individuals responsible for these exciting developments.

14. It was agreed that the next meeting of the Administrative Council will begin at 0900 hours 11 September 2002 and will end no later than 1200 hours 13 September, in the vicinity of San Marino. Mr. Garpestad and Mr. Sumner were requested to report on the exact venue by 1 December.

15. It was agreed that a news release summarizing the results of the meeting would be drafted by Mr. Sumner and reviewed prior to release.

Mr. Atkins was applauded for his distinguished contributions to the work of the IARU and the Administrative Council during his 18 years of service as an officer of Region 2.

There being no further business, participants were invited to offer informal remarks. The meeting was adjourned at 1730.

Respectfully submitted,

David Sumner, K1ZZ
Secretary