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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. The slate of Officers for WTRA’s coming
year shall be chosen by the past three (3) presidents. The current
president shall sit on the committee as a non-voting member.
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.
g. The Ham of the Year Award committee shall consist of the past three
(3) recipients of the Ham of the Year award. The current president
shall sit on the committee as a non-voting member. This committee is
responsible for having the appropriate plaque engraved and attached to
the trophy, which shall be presented by the past year’s recipient to
the new recipient at the Annual Meeting.
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: 1/11/2005
Approved: 1/15/05
Revised: 1/10/2011
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