Western
Tidewater Radio Association, Inc.
Smithfield,
VA
Constitution and
By-Laws
Preamble:
The members of
this club, wishing to secure for our selves the pleasures and
benefits of an association of persons commonly interested in Amateur
Radio, constitute ourselves the Western Tidewater Radio Association,
Inc., a non-profit Virginia corporation, and enact this constitution
as our governing law. It shall be our purpose to further the
exchange of information and cooperation between members, to promote
radio knowledge, fraternalism and individual operating efficiency,
to support ARES/RACES, and to so conduct club programs and
activities as to advance the general interest and welfare of Amateur
Radio in the community.
Membership: Article
I
All persons interested in Amateur Radio communication shall
be eligible for membership. Membership shall be by application and
election upon such terms as the club shall provide in its
by-laws.
Officers:
Article II
Section 1. The officers of this club shall be:
President, Vice-President, Second Vice-President, Secretary, and
Treasurer.
Section 2. The officers of this club shall be elected
for a term of one calendar year beginning January 31 by ballot of
the voting members present, provided there be a quorum, at the
annual meeting. The Second Vice-President shall serve at the
convenience of the club membership.
Section 3. Vacancies
occurring between elections must be filled by special elections at
the first business meeting following the withdrawal or
resignation.
Section 4. Officers may be removed by a
three-fourths vote of the voting membership.
Section 5. Officers
must hold full membership for their entire term.
Section 6. All
officers must make a reasonable effort to attend all regularly
scheduled meetings. If attendance is not possible, he/she must
notify the President or Vice-President 24 hours prior to any
meeting.
Duties of
Officers: Article III
Section 1. The President shall preside
at all business meetings of the club, and conduct them according to
the rules adopted. He/she shall enforce due observance of this
Constitution and by-laws; decide all questions of order; sign all
official documents adopted by the club, and perform all other duties
pertaining to the office of president.
Section 2. The
Vice-President shall assume all the duties of the president in
his/her absence. In addition, he/she shall organize club activities,
plan and recommend contests for operating benefits, and advance club
interest and activity as approved by the club. He/she shall maintain
close liaison with the District or Section Emergency Coordinator to
further club participation in the Amateur Radio Emergency
Service.
Section 3. The Second Vice-President shall process and
maintain all records related to incorporation of the club.
Section 4. The Secretary shall keep a record of the proceedings
of all business meetings, keep a roll of members, publish an
accurate membership roster each February, submit membership
applications, carry on all correspondence, read communications at
each meeting, mail written meeting notices to each member not having
any other means of receiving meeting notices, and file activity
reports to the ARRL with the assistance of the public relations
committee. At the expiration of his/her term he/she shall turn over
all items belonging to the club to his/her successor.
Section 5.
The Treasurer shall receive and receipt for all moneys paid to the
club; keep an accurate account of all moneys received and expended;
pay no bills without proper authorization (by the club or its
officers when they constitute a business committee). At each
regularly scheduled business meeting he/she shall submit an itemized
statement of disbursements and receipts available. At the end of
his/her term he/she shall turn over everything in his/her possession
belonging to the club to his/her successor.
Meetings:
Article IV
The by-laws shall provide for business and other
meetings. At business meetings, a minimum of one-fourth of the
voting membership shall constitute a quorum for the transaction of
business.
Dues:
Article V
The club, by majority vote of those voting members
present at any business meeting, may levy upon the general
membership such dues or assessments as shall be deemed necessary for
the business of the organization. Non-payment of such dues or
assessments shall be cause for expulsion from the club within the
discretion of the membership.
Membership Assistance: Article
VI
The club, through designated Interference, Public
Relations, and operating committees will provide technical advice to
members concerning equipment design and operation to assist in
frequency observance, clean signals, uniform practice, and absence
of spurious radiation's from club member-stations.
Amendments: Article
VII
This constitution or the by-laws may be amended by a
quorum vote of the voting membership. Proposals for amendments shall
be submitted in writing at a business meeting and shall be voted on
at the next following business meeting.
Robert's Rules shall govern business
proceedings.
By-Laws
1.
Secretary. It shall be the duty of the Secretary to keep the
constitution and By-Laws of the club and have the same with him/her
at every business meeting. He/she shall note all amendments, changes
and additions on the constitution and shall permit it to be
consulted by members upon request.
2.
Membership.
Full
membership is open to any licensed amateur. Full Membership
includes all club privileges as well as rights to vote for club
officers. Full
Membership also includes the right to hold a club office provided
the member is at least 18 years of age at the time he/she is
installed into office.
Associate Membership is open to all other
interested persons. Associate Membership includes all club
privileges except for the right to hold office and vote for club
officers.
Family Membership is open to any person living in
the same household as an existing member and is exempt from the new
member application fee. A family member holds the same privilege as
a full member if the family member is a licensed amateur.
Social Membership is open to any licensed
operator and holds the same privilege as a full member except has no
voting rights and cannot hold club officer positions. A social
member is not considered in a count for a quorum under Article
IV. Social Members may
upgrade to Full Membership on written request read at the next
business meeting.
Voting members not participating in club
activities for a continuous period of one year become Social members
provided dues are current.
Applications for membership shall be submitted at
business meetings.
3.
Meetings. A minimum of one business meeting will be held each
quarter on the second Monday of the second month of the quarter
or other day as deemed necessary by the voting membership. The Annual Meeting
will be held on the second Monday of January or other day in
January as designated by the voting membership at the last business
meeting of the previous year for the purpose of electing
Officers. Additional
business meetings may be held as designated by the By Laws, the
President, or on written request of a quorum of voting members.
Notices shall be sent to members concerning additional business
meetings and the business to be transacted. Only such business as
designated shall be transacted. Such notices shall be sent so that
they arrive by US Mail or be available by any one common electronic
means not less than 48 hours before the business meeting. Common
electronic means is defined as:
a. Club affiliated packet BBS/mailbox
b. Club affiliated repeater voice announcement
c. Individual e-mail via the
Internet.
d. Club affiliated web page.
Other meetings may be held monthly for purposes
other than business.
The purpose of these meetings is to further the exchange of
information and cooperation between members, to promote radio
knowledge, fraternalism and individual operating efficiency, and to
so conduct club programs and activities as to advance the general
interest and welfare of Amateur Radio in the community.
4.
Dues. A regular annual assessment for membership is hereby
assessed in accordance with the provisions of Article V of the
Constitution for the purpose of providing funds for expenses. Dues
to the club shall be:
a. New member application fee $ 2.00
b. Full membership $18.00
c. Social membership $15.00
d. Associate membership* $15.00
e. Family membership** $10.00
All dues are payable in full no later than the
last day of the year and are delinquent as of January 31. Members
joining after the first quarter will be charged dues prorated by the
quarter.
*An associate member who receives his/her Amateur
Radio license during his/her membership year will be awarded Full
membership for the remainder of that year.
** The family membership fee covers all
individuals of the family living in the same household as the
initial member.
5.
Nominations and elections. At the last business meeting in the
year the President will accept all nominations of club officers to
be voted upon at the Annual Meeting, by the nominating
committee. Further nominations may be made from the floor at the
Annual Meeting. No name will be presented without prior
consent of the nominee.
6.
Standing Committees. The President may appoint, as needed
standing committees. Each committee must consist of at least two
members. The committees and their duties may be:
a. Audit committee. Shall be responsible for
auditing the Treasurer's books in January and report the findings in
writing at the first quarter business meeting. The Treasurer, not a member,
serves at the request of the committee.
b. Budget committee. Shall present to the club
members in writing a proposed budget for the coming year at the last
quarter business meeting. The current Treasurer will be Chairperson
along with two other members.
c. Nominating committee. Shall be responsible for
developing a slate of proposed officers and presenting the
recommended slate at the last business meeting in the year.
d. Public Relations committee. Shall be
responsible for providing the local newspapers, radio, and TV
stations with pertinent articles, announcements, and news releases
concerning club activities such as Field Day, community activities,
training classes, radio exams, etc. It shall also prepare such other
public relations material and ARRL activity reports as may be
needed. This committee will also be responsible for the club's
newsletter and Internet web site should there be one. The person
responsible for this committee will be identified as the Public
Relations Officer.
e. Interference committee. Shall direct
investigation, invite proper inquiries, establish technical facts
and testimony and report its results to the club.
f. Repeater committee. Shall be responsible for
all maintenance, control, and operation of any club owned or
sponsored radio repeater equipment.
7. Proxy Voting
Any voting member knowingly unable to attend a
business meeting due to circumstances beyond his/her control and
wishing to vote on issues identified prior to the business meeting
may vote on those issues by proxy. The proxy vote must be in
writing, signed by the absent voting member, and be presented at the
business meeting in a sealed envelope by a voting member
present. The issue
being voted on shall be identified on the outside of the
envelope. A separate
envelope is required for each issue being voted on by
proxy.
Following the vote on an issue by the voting
members present the secretary or other person designated by the
Presiding Officer shall open all proxy votes identified to that
issue and record the votes.
The total of all votes, present and proxy shall determine the
issue.
Submitted: 01/11/2005
Adopted: 01/15/2005
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