SUSSEX COUNTY AMATEUR RADIO CLUB
BY-LAWS
- MEMBERSHIP
- All persons interested in Amateur radio Communications shall be eligible to apply for membership.
- Application Procedure
Applications for all classes of membership except “Honorary” shall be by application submitted on the Club’s official application form in writing to the Secretary at a regularly scheduled meeting of the club. All applications for membership are to be referred to the Executive Committee for their approval. Each applicant agrees to abide by the Constitution and By-Laws of the Club.
Associate members who wish to change their membership status to Full Member shall submit a new application for change in status to the Secretary who will process it as stated above.
No person shall be excluded for membership due to race, color, national origin, sex, or religion.
- Classes of Membership
FULL MEMBER: A member in good standing who holds a valid amateur license. A Full Member may vote and hold office.
ASSOCIATE MEMBER: A member in good standing who has an interest in amateur radio. Individuals who are accepted for this class of membership do not have voting privileges nor may they hold an elected office.
FAMILY MEMBER: A member in good standing who holds a valid amateur license, is a member of the immediate family of a Full Member, and lives under the same roof as the Full Member.
This class of membership carries full voting rights and the right to hold an elected office. A family member will not receive the club newsletter.
In the event that the Full Member of the family, where the Family Member resides, loses his/her membership in the club for whatever reason, the Family Member may automatically become a Full Member of the club by paying the appropriate dues, pro-rated as per the dues schedule. The same shall apply of the Family Member no longer resides under the same roof as the Full Member.
LIFE MEMBER: A member in good standing who, upon the recommendation of the Executive Committee and an affirmative vote of the-thirds (2/3) of the members at any regularly scheduled meeting, is granted Life Member Status. This class of membership is awarded in recognition of outstanding service to the club or to amateur radio.
Life members shall have all the rights and privileges of full members, but shall be exempt from paying annual dues and/or any other assessments which may be levied upon the members.
HONORARY MEMBER: This class of membership is awarded to individuals who are recognized by the Club as having made a significant contribution to or who have furthered the interests of Amateur Radio.
Nominations for this class of membership are made by the Executive Committee and requires an affirmative vote of two-thirds (2/3) of the members at a regularly scheduled meeting. Honorary Members have no voting privileges, may not hold office and will not receive the club newsletter.
- Membership Approval Procedure
At the Club meeting following submission of an application for membership and upon the recommendation of the Executive Committee, a two-thirds (2/3) vote of the eligible voting membership present may approve such applications.
- Suspension of Membership
Suspension of membership in the Club shall be accomplished by a majority vote of the Executive Board. No vote for suspension shall be taken prior to a hearing of all persons concerned.
Any member of the Club who has his/her license suspended or revoked by the Federal Communications Commission shall automatically be suspended from membership in the Club.
Suspension of membership may also be caused by non-compliance with applicable F.C.C. rules, Club By-Laws and policies, or for behavior contrary to good citizenship, federal, state or local laws.
Any member of the Club who has not paid his/her dues within the required time frame shall be suspended from membership.
Any former member, who has been suspended and wishes to be reinstated, must apply for reinstatement in writing to the Secretary for submission to the Executive Committee for consideration.
- OFFICERS OF THE CLUB
The officers of the Club shall be the President, Vice-President, Secretary and Treasurer. These officers shall be elected for a two year term of office at an annual meeting of the corporation, in accordance with the elections section of these by-laws.
Removal of Officers From Office
An elected officer may be removed from office by a vote of two-thirds majority of the votes cast at a special election held for this purpose, provided that more than fifty (50) percent of the eligible voters cast ballots and that notice of said special elections is provided to all club members by mail at least ten (10) days before said election. Said notice may be made through the Club newsletter.
In case an officer has been removed from office, the President, with approval of the Executive Committee, shall appoint a person to serve in that position until the next scheduled election.
- DUTIES OF THE OFFICERS
The PRESIDENT shall preside over all meetings of the Club and Executive Committee, and shall conduct such meetings in accordance with the Constitution and By-Laws; shall decide all questions of order; sign all official documents that are adopted or approved, and none other; and perform all other customary duties pertaining to the office.
If the President shall become unable to carry out the duties of the office on a permanent basis, or is removed from office, the Vice-President shall assume the office of President, after a majority vote of the Executive Committee. In this case, the office of Vice-President shall be considered vacant and the New President, with the approval of the Executive Committee, may appoint a successor to serve until the next regularly scheduled election of officer.
The VICE-PRESIDENT shall assume all duties of the President in his absence, and such other duties as may be designated by the President. The Vice-President shall monitor all committees appointed by the President and shall report on their progress at Executive Committee and regularly scheduled Club meetings if the Committee Chairperson is absent.
The SECRETARY shall keep a written record of all proceedings of Club and Executive Committee meetings. He or she shall keep a current list of all members; shall keep the Constitution and By-Laws and shall maintain a file of minutes of all Club meetings. The Secretary shall cause all amendments, changes and additions to be noted communicate to the membership and shall permit members to consult these documents upon request. The Secretary shall receive and send all correspondence, read communications at each meeting, accept and forward applications for membership to the Executive Committee for action and mail correspondence to the membership when necessary. Upon the expiration of office, the Secretary shall turn over all records to his/her successor.
The TREASURER shall receive and receipt all monies paid to the Club. Accurate records of all monies received and expended shall be kept. The Treasurer will pay all bills properly authorized by vote of the Executive Committee and /or the Club members. At each meeting, the Treasurer shall submit to the Secretary a written, itemized statement of receipts and disbursements. Upon the expiration of office, the Treasurer shall turn over all records and documents belonging to the club to his/her successor.
- MEETINGS
Regular meetings of the Club shall be held once each month at a time and place determined by the President. On no more than two (2) months during the calendar year, the President may elect to have a social meeting in lieu of a regular business meeting thereby suspending the regular order of business. These special meetings may include a dinner meeting or the annual Club auction.
The ANNUAL MEETING of the Corporation shall be held at least once per calendar year and will normally be scheduled in January but may be held anytime during the first three months of the calendar year.
At all meetings, a minimum of twenty (20) percent of the voting members of the Club shall constitute a quorum for the transaction of business. A simple majority of the voting members present at any meeting shall be necessary for the approval of any motion except where specifically indicated otherwise in this document.
The Roberts Rules of Order shall govern the conduct of all meetings.
Special meetings may be called by the President at his discretion or, upon written request to the Secretary of the Club by ten (10) percent of the voting membership. Notice of such special meetings shall be sent to all members concerning the nature of business to be transacted at that meeting. Only that business may be acted upon at the special meeting. Notice of special meetings shall be sent by the Secretary to all members so that with normal postal delivery, notice will arrive not less than twenty-four (24) hours before the meeting time.
- MEMBERSHIP DUES
The Club, by a two-thirds (2/3) vote of the voting members present at any regular meeting, may levy upon the membership such dues and assessments as shall be deemed necessary to transact the business of the Club, provided notice of such intent to change dues and/or assessments is made in the previous Club newsletter.
Dues are payable annually no later than January 1st. Members who have not paid their dues for the upcoming calendar year by this date shall not have voting privileges or be eligible for an elected or appointed office. The Secretary will send a letter to any member who is delinquent in dues as a reminder. A grace period shall be extended until April 1st without having to reapply for membership. After the grace period, an individual may request reinstatement of membership by submitting an official membership application in writing to the Secretary for approval of the Executive Committee and may be subject to a re-instatement fee. Reinstated members are not eligible for pro-rated dues for that calendar year.
Individuals who are voted into the Club by the voting membership shall pay their dues upon notification of acceptance. Dues for new members only shall be pro-rated according to the following schedule:
Joined during first six months = Full dues
Joined during last six months = 50% of annual dues
The official Club roster of paid members as of January 1 of each year shall be the sole criterion for years of consecutive membership required to run for an elective office and for voting privileges.
The following committees are established to support and carry necessary Club business. All appointments shall be made by the President with approval by the Executive Committee. Appointments shall be for a two year term running concurrently with the term of office for Club officers.
- THE EXECUTIVE COMMITTEE
The Executive Committee shall consist of the Officers of the Club, a person designated to serve on this committee by the Repeater Committee, the immediate Past President of the Club and member(s) at-large nominated by the Nominating Committee and approved by the voting membership at the regularly scheduled January meeting.
The Executive Committee shall consist of seven members. If the person from the Repeater Committee is a Club officer or immediate Past President, then another member-at-large shall be elected by the Club members.
Four members of this Committee shall constitute a quorum. A simple majority vote shall determine all decisions of the Executive Committee. In case of the removal of any officer, member of the Executive Committee or appointee, because of the inability to carry out the duties of the office as prescribed by these By-Laws, a majority of the entire Committee shall carry the motion.
ELIGIBILITY FOR MEMBERSHIIP TO EXECUTIVE COMMITTEE
To be eligible for an at-large membership on the Executive Committee, the individual must be a Full Member of the Club and have a valid Technician Class License or higher for at least the last three consecutive years prior to the election.
DUTIES OF THE EXECUTIVE COMMITTEE
The Executive Committee shall meet monthly prior to the regularly scheduled Club meeting to conduct the following business:
- Review applications for membership and submit those approved to the membership for vote.
- Review and approve (disapprove) any proposed expenditures of unbudgeted Club monies in amounts not to exceed five hundred ($500.00) in any one calendar year.
- Review and approve (disapprove) appointments recommended by the President to committees and vote on these appointments.
- Review and vote on proposed expenditures by the Ham Fest Committee in amounts necessary for publicity, set-up and functioning of the Ham Fest.
- Review and vote on amendments to the Club Constitution or By-Laws to be proposed to the membership.
- Review and vote on expenditures within the approved annual budget proposed by the membership which exceed one hundred dollars.
- The Executive Committee shall be the sole arbitrator as to the interpretation of the wording of the Club Articles of Incorporation and the By-Laws.
- All requests for Club sponsored public service activities shall be evaluated by the Executive Committee and if approved, recommended to the membership.
- The Executive Committee shall be responsible for formulating the annual operating budget that is submitted to the membership for approval at the February meeting.
EXECUTIVE COMMITTEE REPORTS TO THE MEMBERSHIP
The activities of the Executive Committee shall be reported regularly to the membership by the Secretary, at a regularly scheduled club meeting or by inclusion in the Club newsletter.
The responsibility of the Audit Committee is to review the Club’s financial records and report on its findings at the January Annual Meeting of the Corporation. The members of this committee shall be appointed at least by November of each calendar year and shall be discharged after completing their report to the membership unless reappointed by the President with confirmation of the Executive Committee.
The members of this committee are appointed trustees and technical advisors who hold legal responsibility for the proper operation of the repeater(s) owned and operated by this Club.
This committee shall designate one of its members as the repeater trustee member on the Executive Committee.
Other committees, deemed necessary to support the Club shall be appointed by the President subject to the approval of the Executive Committee
7. ELECTIONS
Prior to the bi-annual elections of Officers, a Nominating Committee shall be appointed by the President, no later than the month of October.
The Nominating Committee shall elicit and select nominations for Club Officers and At-Large membership to the Executive Committee from Full and Life Members in good standing who are willing to run for office, meet the criteria established for eligibility to the membership to the Executive Committee, and whom the committee feels will best serve the Club in their respective offices.
The Committee shall propose candidates for the offices of President, Vice-President, Secretary, Treasurer and Member(s) at-Large for the Executive Committee. The Nominating Committee shall present its nominations to the membership at the regularly scheduled November meeting. No member shall be proposed as an Officer or Executive Committee by either the Nominating Committee or by the general voting membership unless they meet the eligibility criteria stated for a member of the Executive Committee.
Nominations for officers or at-large members may be made from the voting membership during the November and December scheduled meetings. Following the December meeting, nominations shall be closed and the Secretary shall see that a list of all nominees is sent to all members in good standing. The monthly newsletter may serve this purpose.
Voting of nominees shall be by mail ballot sent to the eligible voting members during the first week of January. Each eligible full and Life Member shall receive by US mail, no later than January 5, a ballot with a self addressed stamped envelope addressed to the Chairman of the Nominating Committee. Ballots returned up to the day of the regular January meeting will be counted, as shall ballots received at the meeting.
Ballots shall be secret but numbered, and only the official ballots sent out by the Nominating Committee shall be counted. Any abnormality in the election shall automatically void the entire election. The Nominating Committee shall be responsible for auditing each ballot for validity and shall count the ballots cast by the eligible members.
If there should be only one nominee(s) for an office or position, then that person’s name shall not appear on the ballot and the Secretary shall be directed to cast one vote for said person(s) at the January meeting. If there is no contest for any office or position, then the entire slate shall be elected at the January meeting by the secretary casting one vote.
The results of the election shall be made known at the January meeting by the Chairperson of the Nominating Committee or his/her designee. The new Club officers shall assume office immediately following the announcement of the election results.
8. EXPENDITURE OF FUNDS
All proposals for expenditures made from the floor at a regular or special meeting of the Club, exceeding $100.00 must be referred to the Executive Committee for approval.
Any proposal by the Executive Committee to spend more than $500.00 in any one calendar year on non-budgeted items must be first approved by a simple majority vote of the voting members present at a regular or special meeting.
The Executive Committee shall have the power to expend whatever monies are necessary in case of an emergency, provided the emergency expenditures do not exceed the Club’s financial resources. A full report of such expenditures shall be made to the members at the next regular meeting.
9. PROVISIONS FOR DISSOLVING THE CLUB
The Club may be dissolved by a two-third (2/3) vote of all members in good standing. Provisions of Article VII of the Articles of Incorporation will be followed.
10. AMENDMENTS TO THE BY-LAWS
These By-Laws may be amended at any regular meeting of the Club provided:
- Proposals for amendments have been submitted to the Secretary at a regular scheduled meeting;
- The written proposal has been submitted to the Executive Committee by the Secretary;
- The proposed amendment(s) have been approved by the Executive Committee;
- The proposed amendment(s) have been submitted to all eligible voting members by mail with a statement of intent to amend the by-laws and the date of the meeting at which the proposed amendment(s) will come to the floor for a vote. A written ballot may be used in place of a floor vote.
Notification of the intent to amend the By-Laws must be mailed to eligible voting members at least fifteen (15) days before the date of the meeting at which the vote on the amendment(s) will be taken.
- In no case, shall action on a proposed amendment(s) be presented for a vote at a meeting, sooner than the second regularly scheduled meeting following the submission of the amendment(s) in writing to the Club Secretary.
11. TEMPORARY ENABLING PROVISION
Upon adoption of these amendments by a two-third (2/3) vote of the eligible voting members of the Club, all of the provisions of these revised amendments shall become effective immediately except the election of Officers which shall be held at the regularly scheduled January meeting.
The Executive Committee shall nominate at-large members to serve until the official scheduled election. These nominations shall be voted upon by the eligible voting members present at the next regularly scheduled Club meeting.
Re-typed by WA2UAH 11-02-2010
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