Blackford County, Indiana
This is the constitution and by-laws of the Blackford Amateur Radio Club.
The purpose of the Blackford Amateur Radio Club is to encourage the advancement of knowledge in the areas of science, technology, and communication. Members of the Blackford Amateur Radio Club may also assist with communications at special events and during times of local and national emergency, at the request of any agency or organization.
Article I
Membership Categories
1. Member, as used herein, shall mean an individual in good standing, whose dues are currently paid.
2. Full Member, as used herein, is a Member who has a valid amateur radio license. Such a person may vote and hold office.
3. Associate Member, is a licensed or unlicensed person, who is a member without the privilege of voting or holding office.
4. Dues Exempt Membership, as used herein, is a person who has been nominated by a voting member for dues-exempt status. Such nominations may be made at any regular meeting, and an explanation of the reason for such nominations given. Reasons may include, but are not limited to, financial hardship or significant accomplishment. A majority of members present and voting shall be required for the motion to pass. A dues-exempt person shall pay no dues and will retain all the privileges of the type of membership held. This status may be rescinded by these same procedures.
Article II
Attaining Membership
1. Any person who submits an application complete with the signatures of two sponsoring Full Members of the club shall be accepted for the appropriate type of membership.
Article III
Delinquent / Inactive Members
1. Persons whose dues are in arrears for any time period up to one year shall be considered delinquent. While delinquent they do not have membership privileges. They may regain membership by payment of dues as prescribed in the by-laws Article II and Article VI.
2. Persons whose membership has lapsed for more than one year shall be considered inactive and have no membership privileges. To regain membership, inactive persons must apply as new members with dues as prescribed in the by-laws Article II and Article VI.
Article IV
Officers and Elections
1. Officers of the club to be elected for one year terms are President, Vice President, Secretary, and Treasurer.
2. These officers shall constitute the Executive Committee. They shall also be considered the Board of Directors.
3. A Nominating Committee shall be appointed by the President at the regular July meeting. This committee shall present a slate of officers to the membership at the August meeting. At this time nominations can be made from the floor of people who agree (by oral or written statement) to serve if elected. If floor nominations produce multiple nominees for any office the Secretary shall mail a ballot to each voting member to be received no later than 14 days before the September meeting at which time the votes will be counted. A majority of votes will elect. Tie votes shall be re-voted until a majority has been established.
4. Newly elected officers shall assume their duties at the regular October meeting
5. A vacancy in the office of the President shall be filled by the Vice President. In all other offices, vacancies shall be filled by appointment by the Executive Committee for the remainder of the officers' term.
6. Officers may succeed themselves in subsequent terms.
7. Officers may be removed from office in the manner described in Article V dealing with expulsion of members. Removal from office does not mean exclusion from the club.
Article V
Expulsion of Member
1. At any regular meeting any full member may move to expel any member, stating just cause. The Secretary shall send a written notice of such motion to each voting member prior to the next regularly called meeting, at which time the motion shall be voted upon. The member whose expulsion is under consideration is entitled to address the club members prior to voting. The defense is expected to be in the general form of an appeal or a statement of the case for the person being considered for expulsion. The expulsion motion requires a nine-tenths majority of members present and voting in order to pass.
Article VI
Duties of Officers
1. The duties of the President shall be to conduct all meetings according to adopted rules, to enforce observances of such rules, to decide questions of order (seeking parliamentary assistance if desired), to sign all official documents, handle emergency matters with the advice and consent of the Executive Committee, and to perform all other customary duties pertaining to the office.
2. The duties of the Vice President shall be to assume presidential duties if the need arises, and to be of general assistance to the President. Additionally, the Vice President shall be in charge and responsible for the recruitment of new club members, and retention of current membership.
3. Duties of the Secretary shall be to to keep records of the proceedings of all meetings, to report to the membership the minutes of the meetings, to carry on all correspondence and report appropriately to the membership. Correspondence is understood to include matters relating to meetings.
4. The duties of the Treasurer shall be to receive and expend monies, receive applications and fees for membership, keep proper records of all financial matters, keep an accurate record of members and their dues status, make financial reports at club meetings and as otherwise requested. In general the Treasurer shall pay only those monies authorized by the membership at club meetings. However, there shall be established a petty cash fund for the payment, without authorization, of routine and incidental expenses. The amount of the petty cash fund shall be established in the by-laws. The President shall arrange for the Treasurer's books to be reviewed annually.
5. At the end of any officer's term, all club materials in the officer's possession shall be given to the officer's successor.
Article VII
Meetings
1. It is generally intended that the club will meet regularly once per month. However, a meeting may be called by the President at any time, and MUST be called upon written request of five voting members. Written notices of special meetings, stating the business thereof, shall be sent to all members in sufficient time that by ordinary postal delivery or electronic means, the notice will reach members at least 24 hours prior to the meeting time. Verbal notices may also be transmitted via telephone or club-sponsored radio, or both.
2. Written notices are the responsibility of the Secretary. Verbal notices, or the arrangements for them, are the responsibility of the Executive Committee.
Article VIII
Amendments
1. Any voting member may move to amend this constitution at any regular meeting or at any meeting specially called for the purpose of a proposed amendment. The proposed amendment must be in writing and will be read aloud by the Secretary at the meeting at which it is presented. The Secretary shall mail to all voting members a notice of the proposed amendment stating the relevant portion of the constitution as it exists, and the same portion as it would read after passage of the proposed amendment. This notice, along with a ballot, is to be received by voting members at least one week before the meeting at which the votes will be tallied. This meeting shall be at the next regular monthly meeting. Yea votes on two-thirds of the properly marked ballots received will be required to amend. Ballots may be delivered in person or by mail. Abstentions, late or non-received ballots, or improperly marked ballots shall not be counted in determining the proportion of yeas and nays.
Article IX
Parlimentary Procedure
1. Robert's Rules of Order, revised, shall govern proceedings of the club except as otherwise provided in the constitution and by-laws.
Article X
Dissolution of Club and Club Assets
1. All equipment bought by, or donated to the club shall be subject to the rules and regulations imposed by State law for a not-for-profit corporation, and Federal Guidelines under Section 501(c)(3) of the United States Internal Revenue Code.
2. No equipment bought by, or donated to the club shall be sold or donated without the approval of both the Executive Committee and the voting members. It shall be the responsibility of the Executive Committee to insure that any disposal or donation of club assets meets the requirements of regulations as stated above. It shall be the responsibility of the voting members to insure that the donation or disposal of said assets meets the approval of the general membership.
3. Any voting member may move to dissolve the club at any regular meeting. The motion, and the arguments for dissolution, will be made in writing to the Secretary in a manner similar to an amendment to the constitution, as described in Article VIII above. The Secretary shall read aloud the motion as submitted at the meeting at which it is presented. The Secretary shall mail to all voting members a notice of the motion as was read aloud, along with all relevant arguments and discussion brought forth at the meeting where it was presented. This notice, along with a ballot, is to be received by voting members at lease one week before the meeting at which the votes will be tallied. This meeting shall be at the next regular monthly meeting. Yea votes on nine-tenths of the properly marked ballots received will be required to dissolve. Ballots may be delivered in person or by mail. Abstentions, late or non-received ballots, or improperly marked ballots shall not be counted in determining the proportion of yeas and nays.
4. Upon dissolution of the club, as described in Section 3 above, it shall be the responsibility of the Executive Committee to dispose of or donate the club assets, in a way that meets the requirements as stated in Section 1 above.
Article I
Quorum
1. One fourth of the total club voting members shall comprise a quorum for regular meetings.
Article II
Dues
1. Per annum dues shall be as follows:
Full Member $20.00
Subsequent licensed family members
in the same household 50% discount
Associate Members $10.00
2. New member dues shall be pro-rated to the next January 1st.
3. The dues year shall extend from January 1st to December 31st.
Article III
Petty Cash
1. The petty cash fund established for the use of the Treasurer between meetings shall not exceed $100.00
Article IV
Executive Committee
1. The Executive Committee shall offer guidance and advice to the President, and shall act on behalf of the membership between meetings if matters of an emergency nature arise which require immediate action.
2. Executive Committee actions taken in accordance with Article IV (1) shall be approved or disapproved by a majority of the members present and voting at the next regular meeting following the Executive Committee actions. If disapproved, the actions shall be rescinded if possible; if not possible, the disapproval shall be considered an expression of censure.
Article V
Committees
1. The President, solely, or with the guidance and advice of the Executive Committee, may create committees, either standing or ad hoc, as is deemed necessary or desirable. The authority to create committees also includes the authority to dissolve them.
2. Committees may be established, for the purpose of establishing and facilitating long term goals, and carrying out support needed to keep the club operating smoothly. The committees established under this section are:
A. The Membership Committee shall be responsible for recruiting new members into the group, and attempting to retain current membership. This committee shall be chaired by the current Vice-President.
B. The Activities Committee shall be responsible for planning and providing activities for each club meeting, and scheduling official club events outside of the regular meetings, such as races, parades, etc. They are also responsible for the yearly planning of the club field day and picnic. Events scheduled during club meetings could include, but are not limited to, speakers or group projects. The Activities Director shall chair this committee.
C. The Technical Committee shall be responsible for maintaining the club equipment, and providing advice and help to club membership on technical matters.
D. The Publication Committee shall be responsible for finding and assembling articles and pictures of interest for the club newsletter, and website. Additionally, they shall insure that the newsletter is distributed to membership in a timely manner. The Newsletter Editor and Webmaster shall jointly have chair of this committee.
E. The Finance Committee shall be responsible for setting up a budget and monitoring the long term financial status of the club, and assisting the Treasurer with any needed tasks. This committee shall be chaired by the Treasurer.
Article VI
Meetings
1. The Blackford Amateur Radio Club shall meet the third Thursday of every month at 7:00pm at the Hartford City city building, 700 N. Walnut, Hartford City, Indiana 47348.
2. The club reserves, as needed or requested, to meet at other times and at other locations. If a change of a meeting's place or time is to occur, then is shall be the responsibility of the Executive Committee to make this fact known to the membership, by inclusion on the club website, announcement in the club newsletter, and/or any other relevant means.