JCRAC By-Laws
- PREAMBLE
- MEMBERSHIP
- DUES
- DIRECTORS
- DUTIES OF DIRECTORS
- TRUSTEES
- MEETINGS
- PROXY VOTING
- SPECIAL INTEREST GROUPS
- NON-DISCRIMINATION POLICY
- CONFLICT OF INTEREST POLICY
- ANNUAL FINANCIAL REVIEW
- PARLIAMENTARY AUTHORITY
- AMENDMENTS
We, the membership, wishing to secure for us the pleasures and benefits of the association of persons commonly interested in Amateur Radio, constitute ourselves the Jefferson County Radio Amateur Club, Inc. and enact this Constitution as our governing law. It shall be our purpose to further exchange of information and cooperation between members, to promote radio knowledge, fraternalism and individual operation efficiency, and to conduct club programs and activities as to advance the general interest and welfare of amateur radio in the community.
Sec. 1 - All persons interested in amateur radio communications or activities shall be eligible for membership. Applications for membership shall be submitted to the Secretary and voted upon by the Board of Directors.
Sec. 1a - Upon approval of a member's application and upon payment of dues, the Treasurer shall issue a membership card to the member.
Sec. 1b - The membership of any club member may NOT be rescinded through a disciplinary hearing of the Board of Directors, although club privileges may be suspended and/or limited for a specified period of time by the majority decision of the Board of Directors. A disciplinary board meeting may be called to discuss any member only for the cause and harm against property, member(s), mission, public image, and/or assets of the Club. The member is then considered to be "not in good standing." Sec. 1b carried on July 12, 2014.
Sec. 1c - Members deemed "not in good standing" by the disciplinary board meeting are to have their standing reviewed after a period of six months. If the member is found to be in good standing with Club, membership parameters and reparations have been made to the Club for the harm done to the property, members, mission, public image, and/or assets of the Club; then the member's full privilieges are restored. If the member is found to be not in good standing with Club membership, parameters and reparations have not been made to the Club for the harm done to the property, members, mission, public image, and/or assets of the Club; then the membership is terminated and the person is barred from future membership. Sec. 1c carried on August 9, 2014.
Sec. 1d - The Jefferson County Radio Amateur Club, Inc. retains the right to seek Civil and Criminal Penalties. Should any action against the Club be considered egregious to the point of prosecution under the law, the President and the Board of Directors has the responsibility to the Club and its members to protect assets, mission, and best interests of the corporation and must prosecute according to the timeline and parameters of the law. If litigation occurs between the corporation and a club member, the club membership of that person or persons is terminated immediately. Sec. 1d carried on July 12, 2014.
Sec. 2 - Membership may be conferred by resolution of the Board of Directors without the payment of dues in recognition of significant contribution to the club or hobby.
Sec. 3 - Resignations shall be rendered in writing to a member of the Board of Directors and shall be effective immediately upon submission. Dues are non-refundable.
Sec. 4 - Full membership is open to any party interested in amateur radio. Full membership includes all club privileges, as well as the right to vote for club officers.
Sec. 5 - Life Membership shall be conferred upon payment of (10) ten years of annual dues in a single calendar year. Life Members are responsible for the reaffirmation of their correct contact information annually in January for proper maintenance of the Club's roster. Sec. 5 modified august 9, 2014.
Sec. 5a - A member may choose to pay their Life Membership in installments, but such Life Membership will not be conferred until after final payment is made.
Sec. 5b - In the event of failure to complete the prescribed payment plan, the dues already remitted will be applied toward future annual dues and are considered non-refundable.
Sec. 6 - Supporting Memberships and Military Command Membership may be extended to entities within the service area of the Club. Annual dues shall be assessed at the discretion of the Board of Directors after taking into account the size of the business or military unit, and the current needs of the Club's finances.
Sec. 6a- Supporting Memberships and Military Command Memberships may not hold office or vote
Sec. 6b - A specified number of representatives of the company or military unit may attend club functions and events as prescribed in the membership plan drafted by the Board of Directors.
Sec. 6c - Military Command Memberships will conform to Army Regulation 630-1 and all other applicable rules and regulations.
Sec. 1 - The Board of Directors may levy upon the general membership such dues or assessments as shall be deemed necessary for the business of the organization within its objects as set forth in the preamble.
Sec. 2 - Non-payment of such dues or assessments shall be cause for expulsion from the club.
Sec. 3 - The Club yearly dues will be $25 with a family rate at this time of $10 per licensed member under the age of 18 and living at the same residence as the Primary member; and to prorate the dues by quarterly calculation for the new members. Additionally, family members over the age of 18 are to be considered emancipated adults and are required to pay the full membership dues price. Sec. 3 modified December 14, 2014.
Sec. 1 - The directors of this club shall be: President, Vice-President, Secretary, Treasurer, and Activities Director; elected annually for a term of one year or until their successors are elected.
Sec. 2 - The president, in August, will announce the opening of a nominations period. All nominations from the membership will be submitted prior to the September meeting.
Sec. 2a - Nominations will be announced at the September meeting and elections will be held at the annual meeting held in October.
Sec. 2b - The elected slate of officers will assume office on January 1st of the following year.
Sec. 2c - Only full, voting members may be elected to office. Members seeking office must be licensed amateurs prior to nomination.
Sec. 3 - Vacancies occurring between elections may be filled by appointment by the remaining duly elected members of the Board of Directors.
Sec. 4 - Directors may be removed by a three-fourths vote of the total membership.
Sec. 5 - Where other legal texts, reference manuals and related documents may refer to "Officers", "Directors", "Executive Body" or other such terms, for the purposes of our organization, these shall refer to the "Board of Directors" and shall be recognized as one in the same.
Sec. 6 - All Directors of this Club shall also be members of the Steering Committee, whose duties are to ensure that the Club adheres to its mission and purpose. To promote cooperation and exchange of information and ideas between members, informed and safe operation of personal and Club stations, and to promote the hobby of Amateur Radio programs and activities throughout the general community. To provide the opportunity and facility for those who have interest in the hobby to learn, teach, experiment, and operate in a safe and supervised environment. Sec 6 carried August 9, 2014.
ARTICLE IV: DUTIES OF DIRECTORS
Sec. 1 - The President shall preside at all meetings of this club, and conduct the same according to the rules adopted, shall enforce due observance of this Constitution and Bylaws; decide all questions of order; sign all documents that are duly adopted and none other; and perform all other customary duties pertaining to the office of President.
Sec. 2 - The Vice-President shall assume all the duties of the President in his declared absence.
Sec. 3 - The Secretary shall keep a record of all proceedings of all meetings, keep a roll of members, submit applications for membership, carry on all correspondence, read communications at the meetings, and at the expiration of the term turn over all items belonging and/or pertaining to the Club to the successor. It shall be the duty of the Secretary to keep the Constitution and Bylaws of the Club and have the same with him/her at every meeting. He/she shall cause all amendments, changes and additions to be noted thereon and shall permit the same to be consulted by members upon request.
Sec. 4 - The Treasurer shall receive and receipt for all monies paid to the Club; shall keep an accurate account of all monies received and expended; shall have the full authority of the Board of Directors to seek and apply for grants and donations. The Treasurer shall have the authority to pay the organization's regular recurring bills without prior authorization by the Board of Directors. At each meeting, the Treasurer shall brief the officers and members on the current status of the Club's finances. Shall, at the expiration of the term, turn over everything in his/her possession belonging and/or pertaining to the Club to their successor.
Sec. 5 - The Activities Manager shall organize Club member activities; plan and recommend contests for member benefit, and advance club interest and activity as directed by the Steering Committee. The Calendar of Events shall be a collaborative effort of the Activities Manager, and the Steering Committee and is to be submitted to and posted to the public by the designated Club Public Information Officer and also the Webmaster. Sec. 5 modified on August 9, 2014.
Sec. 6 - This Board of Directors consisting of the above named positions, acting as elected representatives of the general membership, shall be vested with the full authority to manage and direct the organization in all business and financial matters. The Board of Directors shall have discretionary authority to expend up to $500 (five hundred dollars) in club funds without membership approval. All expenditures in excess of that amount shall require membership approval.
Sec. 6a - At meetings of the Board of Directors, a 4/5 (four fifths) vote is required for the passage of all motions.
Sec. 6b - At meetings of the Board of Directors, a majority of the total board members shall constitute a quorum.
Sec. 1 - There shall be a Board of Trustees consisting of three members. The Board of Trustees shall have authority and responsibility over 1) club-owned real property maintenance and improvements, 2) public relations and media and 3) radio frequency interference mitigation. Each trustee shall serve for a period of three years with one trustee elected at each annual election of officers.
Sec. 2 - Trustees shall have the authority to form and chair committees related to their individual area of influence, constituted of qualified members or non-members, without the prior approval of the Board of Directors or membership.
Sec. 3 - All expenditures shall be approved by the Board of Directors.
Sec. 4 - All Trustees of this Club shall also be members of the Steering Committee, whose duties are to ensure that the Club adheres to its mission and purpose. To promote cooperation and exchange of information and ideas between members, informed and safe operation of personal and Club stations, and to promote the hobby of Amateur Radio programs and activities throughout the general community. To provide the opportunity and facility for those who have an interest in the hobby to learn, teach, experiment, and operate in a safe and supervised environment. Sec. 4 carried on August 9, 2014.
Sec. 1 - The required annual meeting for the election of officers shall be held on the second Saturday of October at such place the President may order. If the meeting should fall on holiday, the meeting will be held on the following Saturday.
Sec. 2 - Monthly meetings, for the benefit of the membership, shall be held at such time and place the President may order. If the meeting should fall on a holiday, the meeting will be held on the same day the following week.
Sec. 3 - As the primary purpose of membership meetings is to conduct radio related activities; members wishing to submit proposals or bring business before the membership for a vote should attempt to provide 10 days notice to enter their business on the agenda.
Sec. 4 - At meetings, 10 percent of the total dues paying full members, with a minimum of 5, shall constitute a quorum for the transaction of business.
Sec. 1 - Any voting member may, in writing, authorize another person or persons to act for him by proxy for the purposes of voting.
Sec. 2 - A written proxy shall be signed by the member providing such authorization and shall be signed by a witness.
Sec. 3 - No proxy shall be valid for longer than 11 months from the date of execution.
Sec. 4 - Any disputes or questions related to this section of the organizations bylaws shall be resolved through reference to NY State Not-For-Profit Corporation Law rather than by review of the parliamentary authority manual elsewhere specified in the Constitution and Bylaws.
ARTICLE VIII: SPECIAL INTEREST GROUPS
Sec. 1 - Club members may form Special Interest Groups (SIGs) for the purposes of promoting experimentation and operation pertaining to specific facets of Amateur Radio (Example: ATV, Digital Modes, etc).
Sec. 2 - A minimum of (4) four members shall submit in writing a request to form a SIG to the Board of Directors which details what Club resources they are requesting access to and a schedule of their proposed meeting times.
Sec. 3 - Once accepted by the Board of Directors, a SIG Chairman will be appointed by the members of the SIG. The Chairman of each SIG will be expected to provide regular written or oral report to the general membership detailing their activities.
Sec. 4 - Each SIG may levy fees upon its own members not to exceed twenty dollars be year in order to purchase additional equipment specific to their interest. Such fees shall be remitted to the club Treasurer and be held as funds restricted.
Sec. 5 - Equipment purchased by the SIG shall remain property of the Club.
ARTICLE IX: NON-DISCRIMINATION POLICY
Sec. 1 - It is the Jefferson County Radio Amateur Club's policy not to discriminate in relation to programs, activities, membership or election of officers on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity, or gender expression.
ARTICLE X: CONFLICT OF INTEREST POLICY
Sec. 1 - Any board member with a personal or family financial interest directly related to a financial interest of the organization shall declare such prior to any vote related to the expenditure of funds.
Sec. 2 - Any board members with such conflicts shall abstain from voting on the matter.
Sec. 3 - Matters involving conflicts of interest shall be recorded in the meeting minutes.
ARTICLE XI: ANNUAL FINANCIAL REVIEW
Sec. 1 - It shall be the policy of the Club for the Club's finances to be reviewed on an annual basis by a review panel consisting of the Treasurer and two full members of the organization whom are not directors.
Sec. 2 - Any discrepancy in the accounting discovered by the review panel should be brought to the attention of the Board of Directors for rectification.
ARTICLE XII: PARLIAMENTARY AUTHORITY
Sec. 1 - The parliamentary authority shall be Roberts Rules of Order - Newly Revised (10th Edition) [RRO information can be seen here ---> http://www.rulesonline.com/index.html ]
Sec. 1 - This Constitution and its associated Bylaws may be amended by a 2/3 (two thirds) vote of a quorum at any meeting of the membership.
Sec. 2 - Proposals for amendment shall be provided to the membership either via the club website or by submission in writing at a regular meeting.
Sec. 3 - Proposals may be voted upon at the next regular meeting provided that thirty (30) days have passed since the publication of the proposed changes or their announcement at the previous meeting.