Constitution & Bylaws
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Constitution and By-Laws
Marinette Menominee Amateur Radio Club
Revised ‐ January 11, 2018
Marinette Menominee Amateur Radio Club
W8PIF Club Call Sign
PO Box 1082
Marinette, WI. 54143
Table of Contents
SIGNATURES AND AGREEMENT OF CONSTITUTION AND BY-LAWS ……………………………………………40
Constitution of the Marinette Menominee Amateur Radio Club
The Marinette Menominee Amateur Radio Club (MMARC) mission and charter is to provide for the education and training of community personnel under section 501(c)(3) of the Internal Revenue Code for the obtainment of an FCC Amateur Radio License. Further training is made available in emergency communications and practices for the support of local emergency management.
The Marinette Menominee Amateur Radio Club has Emergency Communications Facilities with which to train Emergency Communicators. The Marinette Menominee Amateur Radio Club makes its Emergency Communications Facilities and trained personnel available as resources to emergency management organizations in the North East Wisconsin and south central Michigan Upper Peninsula region in the event of a local disaster or emergency.
All personnel in the Marinette Menominee Amateur Radio Club are non‐paid volunteers drawn from the local community that meet regularly to deliver educational programs to interested persons.
The Purpose of the Marinette Menominee Amateur Radio Club is to increase the number of FCC licensed Amateur Radio Operators in the community by providing educational programs. These Amateur Radio Operators provide a trained pool of Emergency Services Communicators who serve local community emergency services organizations in times of need.
S E C T I O N ON E : MEMBER SH IP EL IG IB IL ITY
All persons with or without an FCC Amateur Radio License shall be eligible for membership. Membership shall be by application and election upon such terms as the Club shall provide in its by‐laws.
S ECTION TWO: MEMBER SH IP NON DIS CR IM IN ATION
Membership shall not be refused based on sex, age, race, color, creed, religion, place of origin, disability, sexual orientation or marital status.
S ECTION TH REE : MEMBER SH IP CLAS SES
There shall be two classes of membership – Active and Honorary.
S E C T I O N FOUR : ACTIVE MEMBERSH IP RE QU IREMEN TS
Section 4.1: Regular Member
An individual may apply for Regular Membership in the Club. Regular Membership Dues is assessed as per Article Seven of the Constitution and the By-Laws. A Regular Member must meet the requirements for Active Membership per Section 4.3.
Section 4.2: Family Member
A group of family members living in the same household may apply together for Family Membership in the Club. Family Membership Dues is assessed per Article Seven of the Constitution and the By-Laws. Each individual Family Member must meet the requirements for Active Membership per Section 4.3.
Section 4.3: Active Membership
To be eligible for active membership a person must be elected to membership, and be paid up for the current year’s dues.
S ECTION FIVE : HON ORARY MEMBER SH IP
Any person who has distinguished himself/herself in an unusual and praise-worthy manner may be elected to honorary membership in the Club, by two‐thirds vote of the Club membership present at a regular meeting. An honorary member has all the privileges of an active member.
S ECTION S IX : PRIV ILEGE S OF MEMBERSH IP
The privileges of active and honorary membership in the Club are:
The privilege to vote in all Club elections
The privilege to vote on any motion put before the membership The privilege to make and/or second a motion
The privilege to attend all Club membership functions The privilege of eligibility to run for Club office
The privilege of holding a Club office
The privilege of serving on a Club committee
S ECTION SEVEN : RE MOV AL OF ACTIV E OR HON OR ARY MEMBER S
Section 7.1: Grounds for Removal of an Active or Honorary Member
Sufficient evidence of the commission of any of the following activities are grounds and conditions for removal must be presented to the Board of Directors before any action is taken. The grounds for dismissal of a member are listed below:
Amateur Radio License terminated by FCC due to violation of FCC rules Theft or withholding from use Club property or monies
Misappropriation of Club funds
Unauthorized or unapproved use or diversion of club funds for personal use Inappropriate use of Club or Club rented or granted facilities
Intentional damage to Club property or facilities Intentional damage to a Club member’s property
Threats to do harm to the Club or another member of the Club
Discrimination based on sex, age, race, color, creed, religion, disability, place of origin, or sexual orientation.
Actions taken to harm the reputation of the organization or its members in any way
Unauthorized use of the club call sign, W8PIF, on the air or in any public media or communications
Filing of unauthorized legal proceeding with official authorities at the Federal, State, County or city offices
Failing to be fully cooperative in any transition of offices
Any other conduct, action, or threatened action deemed by the Board of Directors and a majority of the members present at a regular or special meeting to be contrary to the best interests of the Club
Collaborating or conspiring with others who have committed, or threaten to commit, any of the other grounds for dismissal listed in this section
Section 7.2: Consequences to a Removed Member
A Club Member who has been removed from Club Membership for just cause:
Lose their Active and/or Honorary Membership in the Marinette Menominee Amateur Radio Club in perpetuity
Forfeiture of all dues already paid
Is ineligible for membership in the Marinette Menominee Amateur Radio Club in perpetuity
Is ineligible for all of the Privileges of Membership Listed in Section 6 of this document in perpetuity
Is precluded from attending any meeting of any kind of the Marinette Menominee Amateur Radio Club in perpetuity
Is precluded from participating in any Marinette Menominee Amateur Radio Club activity of any kind in any way whatsoever in perpetuity
Is precluded from being a party to any business transaction of any kind with the Marinette Menominee Amateur Radio Club in perpetuity
S ECTION ON E : BO ARD OF DIRE CTOR S
The Club’s elected officers are the members of the Board of Directors.
S ECTION TW O : GOV ERN IN G B O DY AN D M AN AGEMEN T
The Club officers have a fiduciary and legal governing responsibility to the membership of the organization and to all external entities such as federal, state, county, and local governing bodies. This includes legal compliance in all matters of the organization.
S ECTION TH REE : CON S TITU TION CH AN GE MAN AGEMEN T
Refer to the Club By-Laws for how to amend and/or make changes to the constitution.
S ECTION FOUR : LEG AL COMPL IAN CE AN D FIN AN CIAL M AN AGEMEN T
The Club will abide by the rule of precedence in accordance with compliance first at the Federal, State, County, and then local government regulations. Copies of all official bank statements for all accounts will be published to the Club website annually by the time of the annual financial report and made available for independent audit and investigation by any Certified Public Accountant. External parties will be required to submit their request in writing to the President. The Club will be responsible to provide the requested information within 30 calendar days of acceptance of the request. Repetitive requests within a 90 day period by the same person or organization shall be considered nuisance requests and be grounds for disregarding the requests.
An annual financial report shall be generated and posted on the Club website by the fifteenth day of the new fiscal year.
S ECTION FIVE : FU N DRAIS IN G AN D CON TR IBU TION S
Permitted fundraising events include the following categories
Direct contributions of cash
Grants or donations from civic and industry organizations in pursuit of furthering the mission and purpose of the Club for education, training and emergency support services for the local community.
Disallowed fund raising include the following categories
Solicitation for or on behalf of any political party or candidate
Solicitation for any political interest or advocacy not related to the use of amateur radio
Fundraising where there is either an explicit or non‐explicit form of compensation to the Club for supporting another organization’s fund raising which is not related to the mission
and purpose of the club.
Any illegal lottery or illegal gaming activity
Any activity that involves the sale of merchandise or services by the club
S ECTION S IX : CON F LICT OF IN TERE S T
Whenever a Director or officer has a financial interest in any matter coming before the Board of Directors, the
Board shall ensure that:
The interest of such officer or Director is fully disclosed to the Board of Directors.
No interested officer or Director may vote or lobby on the matter or be counted in determining the existence of a quorum at the meeting of the Board of Directors at which such matter is voted upon.
Any payment made for services to the interested officer or Director in the course of their non-Club profession shall be customary and reasonable and shall not exceed fair market value.
The minutes of meetings at which such votes are taken shall record such disclosure, abstention, and rationale for approval.
Any officers who have a financial interest in any transaction with/for the Club must recuse themselves from any vote regarding such interest.
S E C T I O N ON E : OF F ICER PO S ITION S
The officers of the Club shall be: a President, a Vice President, a Secretary, a Treasurer, and up to three at-large officers. Only active or honorary members qualify to serve as officers of the Club.
S ECTION TW O : ELE CTION AN D T ERMS OF OFF ICE
The officers of the Club shall be elected for a term of one year by secret ballot at the annual meeting held at the first meeting of the fiscal year.
S ECTION TH REE : OF F ICER VACAN CIE S OCCURR IN G B E TW EEN ELE CTION S
Vacancies occurring between elections must be filled by special ballot held within 90 days of the occurrence of the vacancy.
S ECTION FOUR : OATH OF OF F ICE
I, your name, do hereby swear or affirm that I will uphold the Constitution and By-Laws of the Club. I further swear or affirm that I will faithfully discharge the duties of the office I am about to enter, without exception or reservation.
S E C T I O N ON E : PRE S IDEN T
The President shall preside at all meetings of the Club and conduct the same according to the rules adopted; he/she shall enforce due observance of the constitution and by‐laws; decide all questions of order, and perform all customary duties pertaining to the office of President.
S ECTION TW O : VICE PRE S IDEN T
The Vice‐President shall assume all duties of the President in the absence of the latter. The Vice President shall maintain the constitution and the by‐laws for the Club and have amendments, changes and additions noted therein. The Vice President shall hold these documents available to be consulted upon request by the membership.
S ECTION TH REE : S ECRE TARY
The Secretary shall keep a record of the proceedings of all meetings, carry on all correspondence and review all communications with the membership at each meeting. The Secretary shall, in the absence of the Treasurer, submit applications for membership, receive and receipt all monies paid to the Club and turn over to the Treasurer all funds, receipts and updates in a timely manner.
S E C T I O N FOUR : T REASURER
The Treasurer shall receive and receipt all monies paid to the Club. The Treasurer shall keep an accurate account of all funds received and expended. The Treasurer shall submit a monthly Treasurer’s Report itemizing disbursements, receipts, and account balances. The Treasurer shall be responsible for the preparation and filing of federal and state tax returns. The Treasurer shall keep and maintain a roll of members and submit applications for membership.
The Treasurer shall, during the transition period of the annual elections, assist a Financial Review Committee appointed by the Club President in a review of the Club’s financial records and asset evaluation for the previous fiscal year.
S ECTION FIVE : OF F ICERS A T - LARGE
Officers at-large are elected from the general membership. They participate in Board of Director’s business meetings. The Officers at-large represent themselves to the Club as officers aiding in organizational governance by enhancing membership communications.
S ECTION ON E : PRO PER TY CLERK
The Property Clerk shall maintain an accurate and current inventory of all Club property, its locations and value. The value shall be appraised annually prior to the installation of officers, using advertisements in the current issues of QST, other amateur radio magazines, and other appropriate sources as references for determining current value. In the event any Club property is lost or stolen, the Property Clerk shall report to the membership concerning such losses or thefts to determine a proper course of action. The Property Clerk shall keep the Treasurer provided with a copy of the most recent inventory.
The Property Clerk shall, within three weeks of the end of the fiscal year, participate with a three member committee appointed by the Club President in an inventory and evaluation of the Club’s assets. The Property Clerk shall provide a complete report of inventory and evaluation of assets by the end of the fiscal year.
The Property Clerk shall make recommendations to the Board for all equipment repairs, upgrades, or acquisitions that may be needed. The Property Clerk shall submit a cost estimate to the Board for each recommendation.
The Property Clerk shall maintain a sign out sheet for all equipment and other Club property loaned out to Club members. The Property Clerk may recall signed out equipment or other Club Property at any time.
S ECTION TW O : NEW SLE TTER ED ITOR
The Newsletter Editor shall see that the Club newsletter is composed and published to the Club website on a monthly basis.
S ECTION TH REE : WEBMAS TER
The Webmaster shall maintain the club website and a club internet presence. The Webmaster shall make all changes to the website and/or other club internet presences requested by the Board of Directors.
S ECTION FOUR : PUBL IC AF F AIRS CO ORD IN ATOR
The Public Affairs Coordinator is the Public Spokesperson for MMARC. The Public Affairs Coordinator represents MMARC to the public and media. He/She shall use the media and public events to create a positive image of MMARC in the public eye.
The Public Affairs Coordinator may form a Public Affairs Committee of volunteers to aid him/her in the performance of his/her duties.
S ECTION FIVE : FUN D RAIS IN G COOR D IN ATOR
The Fund Raising Coordinator shall coordinate all fund raising activities for MMARC. He/She shall insure that all fund raising activities are within the law for 501(c)(3) corporations and within the guidelines set forth in the Marinette Menominee Amateur Radio Club Constitution, Article Two: Board of Governance, Section Five: Fund Raising and Contributions.
The Fund Raising Coordinator may form a Fund Raising Committee of volunteers to aid him/her in the performance of his/her duties.
S ECTION S IX : GRAN T WR ITIN G CO ORD IN ATOR
The Grant Writing Coordinator shall lead all Grant Writing activities for MMARC. He/She shall insure that all grant writing activities are within the law for 501(c)(3) corporations and within the guidelines set forth in the Marinette Menominee Amateur Radio Club Constitution, Article Two: Board of Governance, Section Five: Fund Raising and Contributions.
The Grant Writing Coordinator may form a Grant Writing Committee of volunteers to aid him/her in the performance of his/her duties.
S ECTION SEVEN : T RAIN IN G / EDUCATION CO ORD IN ATOR
The Training/Education Coordinator shall manage the training and educational activities of the club.
He/She shall schedule formal training to teach the technical material and FCC rules needed to pass a specific FCC Amateur Radio License Exam at least once a year. He/She may schedule other classes of interest to the club membership as needed.
He/She shall vet all instructors to insure they have sufficient knowledge of the topic(s) to be taught.
S ECTION EIGH T : PRO GRAMS MAN AGER
The Programs Manager is responsible for scheduling the programs presented each month after the meeting. He/She shall recruit volunteers to present the scheduled programs. The Program Manager shall relay, in writing to the appropriate parties, the program information for publication in the Ground Wave newsletter, on the club web site calendar, and for repeater announcements.
S ECTION NINE: FIEL D DAY CH AIRMAN
The Field Day Chairman shall be responsible for the management of all Field Day Activities.
The by‐laws shall provide for regular and special meetings. At regular and special meetings, those members present shall constitute a quorum for the transaction of business.
The Club may levy upon the active membership such dues as deemed necessary for the business of the organization within its objects as set forth in the preamble. Nonpayment of such dues shall be cause for losing active member status in the Club.
S E C T I O N ON E : ORG AN IZATION AL DIS S OLU TION
Any proposed dissolution of the Club Corporation shall comply with Wisconsin State Laws on Dissolution including, but not limited to, such items as:
The organization may not have any outstanding debt or unpaid charges
All members of the Board of Directors must be present for the vote and unanimously approve the proposal for dissolution.
A two thirds majority of all active and honorary members must approve the motion for dissolution in order for the motion to carry.
S ECTION TW O : DIS TR IBU TION OF AS SE TS
In advance of the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
By‐Laws of the Marinette Menominee Amateur Radio Club
The “Robert’s Rules of Order Newly Revised” shall govern all Club proceedings.
The officers of the Marinette Menominee Amateur Radio Club shall, within four weeks after their installation, prepare and submit to the Club for approval a budget for the year of their term of office. The budget shall include an estimate of funds to be received from membership or other sources and an estimate of routine or predictable expenditures for the year. On acceptance of this budget by the Club membership, budgeted expenditures shall be considered pre‐approved and the Treasurer need not submit them to the Board of Directors for approval before paying them.
The fiscal year runs from January 1 to December 31 of the same year.
S ECTION 4 .1 US E OF NE T EARN ING S
No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to, any of its members, trustees, officers, or other private persons, except that the corporation shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the exempt purposes.
S ECTI ON 4.2 FIN AN CIAL AN D PROPER TY REV IEW COMM ITTEE
Section 4.2.1 President Appoints Financial and Property Review Committee
The President shall appoint a three member Financial and Property Review Committee at least two weeks before the Officer Transition period begins.
Section 4.2.2 President Appoints Financial and Property Review Committee Chairperson
The President shall appoint one of the three Financial and Property Review Committee appointees as the Financial Review Committee Chairperson.
S ECTION 4 .3 AN N UAL FIN AN CIAL REV IEW
Section 4.3.1 Financial and Property Review Committee Performs Annual Financial Review
The Financial and Property Review Committee shall perform the Annual Financial and Property Review during the Officer Transition Period.
Section 4.3.2 Documentation The Treasurer Shall Make Available to the Financial and Property Review Committee
The Treasurer shall make available the following documents to the Financial and Property Review Committee:
A copy of the Approved Budget for the Fiscal Year
Copies of the Fiscal Year Bank Statements for all Bank Accounts A copy of all Account Registers for the Fiscal Year
A Detailed Profit and Loss Statement covering all accounts
Section 4.3.3 Documentation The Property Clerk Shall Make Available to the Financial and Property Review Committee
The Property Clerk shall provide a complete inventory of all property belonging to the Marinette Menominee Amateur Radio Club. The inventory sheet(s) shall include the following columns:
Item Description Quantity
Serial Number or Identifying Marks Item Location
Shipping and Sales Tax
The Property Clerk shall provide copies of all of the fiscal year’s Sign Out Sheets.
Section 4.3.4 Financial Review Report
The Financial and Property Review Committee shall prepare a Financial and Property Review Report. The Financial and Property Report shall have three sections.
SECTION 184.108.40.206 FINANCIAL AND PROPERTY REVIEW COMMITTEE REPORT PREAMBLE SECTION
The Financial and Property Review Report Preamble shall include the following information:
The Financial and Property Review Fiscal Year
Financial and Property Review Committee Member Names
Financial and Property Review Committee Chairperson’s Name
SECTION 220.127.116.11 FINANCIAL REVIEW REPORT SECTION
The Financial Review Report shall include the following information:
What documents were reviewed
Description and Documented Proof of any significant errors, improprieties, or other actionable
deficiencies found during the Financial Review
If no significant issues or problems were found during the financial review the Financial and Property
Review Report shall so state
What Conclusions were reached as a result of the financial review
SECTION 18.104.22.168 PROPERTY REVIEW REPORT SECTION
The Financial and Property Review Committee shall physically verify that each item on the Inventory Sheet(s) is present at its listed location or accounted for.
The Property Review Report shall include the following information:
What inventory sheet(s) were reviewed What Sign Out Sheets were reviewed
A list of any property that is missing or unaccounted for A list of any property that has not been serial numbered
A list of any property that has not been included on an inventory sheet
Description and Documented Proof of any significant errors, improprieties, or other actionable
deficiencies found during the Property Review
If no significant issues or problems were found during the property review the Financial and
Property Review Report shall so state
What Conclusions were reached as a result of the property review
Section 4.3.4 Posting of Financial and Property Review Report
The Financial and Property Review Report shall be completed and posted on the Club website by the sixtieth day of the new fiscal year.
S ECTION 4 . 4 PROH IB ITION AGAIN S T SALE OF MER CH AN D ISE OR S ERV ICE S
The Marinette Menominee Amateur Radio Club is not in the business of selling any kind of merchandise or service whatsoever. The Club provides its services to its members and the community free of charge.
The Marinette Menominee Amateur Radio Club does not want to be put in the position of having to deal with Sales Taxes in any way. The reasons for this are:
Wisconsin law requires any corporation involved with sales to annually purchase Business Licenses from the State, County, and City where sales are made. The cost of these business licenses is not insignificant.
Paying for Business Licenses so that the club may order items for its members a few times a year is not fiscally responsible when members can order the same items directly from the vendor themselves.
The collecting and paying of sales tax in Wisconsin involves a very substantial amount of legal record keeping. Monthly Sales Tax Reports must be sent in to the State even when no sales have been made.
Section 4.4.1 No Member May Accept Orders for Merchandise or Service
No member may accept orders for merchandise or service that may be construed as being related to the Club.
Section 4.4.2 No Member May Accept money for Merchandise or Service
No member may accept money for merchandise or service that may be construed as being related to the Club.
S ECTION 5.1 : CON TRACTS
Only the President, Vice President, or Treasurer may be authorized by the Board of Directors to enter into any contract or execute and deliver any instrument in the name of, or on behalf of the corporation. Such authority may be general or confined to specific instances.
S ECTION 5. 2 : LOAN S
No loans shall be contracted on behalf of the Club/Corporation and no evidence of indebtedness shall be issued in its name unless authorized by the Board of Directors and by majority vote of all active and honorary members. Such authority may be general or confined to specific instances. No loans shall be made by the Club/Corporation to its Directors or officers.
S ECTION 5.3: CH E CKS , DR AF TS , ETC .
All checks, drafts, or other orders of payment for money, notes or other evidences of payment issued in the name of the corporation shall be approved by a majority vote of the Board of Directors or authorized by an approved budget. Receipts shall be kept for all expenditures.
S ECTION 5.4: APPR OPR IATE USE OF CLUB FUN DS
All monies spent by the Board of Directors shall be for official and authorized use only. Discovery of inappropriate use of Club funds shall require a police report to be filed by a member of the Board of Directors and upon guidance of law enforcement pursue full restitution and possible prosecution according to Federal, State, County, or City regulations.
S ECTION 5.5: DE P OS ITS
All funds of the corporation shall be deposited in a timely manner to the credit of the Club/Corporation bank account(s).
S ECTION 5 . 6 : SELE CTION OF FIN AN CIAL IN S TITU TION
Selection of any bank, trust company, or other depository shall be made by two-thirds majority of the Directors present at any meeting.
S ECTION 6 .1: APPL ICATION F OR MEMBER SH IP
Application for membership shall be submitted at a regular meeting with a completed Club Membership Application. A majority of the members present shall approve the applicant before he/she shall be considered elected to membership.
If the applicant is not present at the meeting, notification of acceptance or rejection shall be communicated by email or phone call.
The applicant shall pay his/her Club dues upon acceptance into membership. An exception to this rule is described in Section 7.3.
S ECTION 6 .2: REMOV AL OF AN ACTIVE OR HON ORARY MEMBER
A two thirds majority of the full Board of Directors is required to recommend to the membership that a person be considered for removal from the Club.
The Board of Directors shall announce a recommendation for removal of a member at least one week in advance of a regular or special membership meeting. The Board of Directors’ recommendation for removal of a member shall be made at a regular or special membership meeting, sent to the membership by email, and posted on the Club website.
One week after receipt of a recommendation from the Board for removal, the membership shall entertain a motion for removal of the member. Removal of the member requires a two-thirds majority vote of the members present at the meeting.
S E C T I O N 6 .3 : OF F ICER REMOV AL
A two thirds majority of the full Board of Directors is required to recommend to the membership that an officer be considered for removal from his/her position. The officer being considered for removal may not vote on the matter.
The Board of Directors shall announce a recommendation for removal of an officer at least two weeks in advance of a regular or special membership meeting. The Board of Directors’ recommendation for removal of an officer shall be made at a regular or special membership meeting, sent to the membership by email, and posted on the Club website.
Two weeks after receipt of a recommendation from the Board for removal, the membership shall entertain a motion for removal of the officer from his/her position. Removal of the officer requires a two-thirds majority vote of the members present at the meeting.
S ECTION 7.1: CLAS SES F OR FCC AMATEUR RAD IO EXAM S
The Club shall provide classes to teach students the technical material and FCC rules needed to pass a specific FCC Amateur Radio License Exam. Classes may be for any Amateur Radio License Class.
S ECTION 7.2: SUP PL IE S CH ARGE
Each student who attends a Club License Class shall be asked to pay a supplies charge. The supplies charge may be waived at the Chief Instructors discretion based on ability to pay.
The supplies charge shall be deposited in the Club treasury.
S ECTION 7.3: CLUB MEMBERSH IP AW ARDE D F OR P ASS IN G F C C
Anyone who makes application for membership, or is a member, in the Marinette Menominee Amateur Radio Club within one year of passing an FCC Exam for an Amateur Radio License shall be eligible for a free regular membership in the Club. The free regular membership term shall expire at the end of the Club’s standard membership year. Membership in the Club is subject to meeting the requirements in Section 6.1: Application for Membership.
Regular meetings shall be held at such time and place as the Board shall order. Regular meetings that would coincide closely with major holidays or other special events may be skipped on the approval of a majority of the membership present at a regularly scheduled meeting.
Membership meetings of the Club are open to anyone interested in Amateur Radio. Special Meetings may be called by the Board. Any member(s) of the Club may submit a written request to the President for a Special Meeting. The Board shall determine the appropriate time for the special meeting. A special meeting may coincide with a regular meeting night.
A minimum of one week’s notice shall be sent to all members informing them of the special meeting and the business to be transacted.
In a special meeting no business, other than the subject of the meeting, may be brought before the assembly.
S E C T I O N 9 .1: YEAR LY AS SE SSMEN T OF DUE S
A yearly assessment of dues per Article Seven of the Constitution is made on the membership for the purpose of providing funds for club expenses. The annual dues are assessed of a one year term beginning Jan 1 and Ending Dec 31.
S ECTION 9 .2: DUE S E XEMP TION S
Honorary members shall be exempt from paying dues. Section 7.3: Club Membership Awarded for Passing FCC Exam describes another dues exemption.
The President shall appoint committees from the Club membership as he/she deems necessary.
S ECTION 11 .1: S PE CIAL FUN CTIONS
Special functions may be held from time to time at the direction of the membership. Such functions may include old radio equipment auctions, Old Timers celebrations, contests, Christmas party, etc.
S E C T I O N 11 . 2: S PE CIAL FUN CTIONS AP PROV AL
Each special function request deemed desirable shall be submitted at regular business meeting for consideration.
A majority vote of those members present is required to declare each special function as approved.
S ECTION : 12 .1: DEF IN ITION OF TE CH N OLOGY GROUP
Technology Groups are composed of Club Members interested in exploring a specific amateur radio technology.
S ECTION 12.2: SUPP OR T
Section 12.2.1: Two Way Support
The Club supports Technology Groups with its members’ expertise, knowledge, and interest. In return, Technology Groups support the Club when the Club has need of a group’s technology in an educational or community service activity.
Section 12.2.2: Chairperson
The members of each Technology Group shall elect or appoint a Chairperson to represent them to the Club.
Section 12.2.3: Financial Support
The Club supports Technology Groups financially by providing funding for Technology Groups’ needs. Funding for Technology Groups is dependent on the Club’s available resources at the time of a request.
Section 12.2.4: Funding Requests
A Technology Group may request funding from the Club by delivering a Funding Request in writing to the Board of Directors. The Funding Request shall set forth specifically what the funds shall be used for and the funding amount needed.
Funding requests shall be granted and paid according to Section 5.3: Checks, Drafts, etc.
In keeping with its emphasis on emergency preparedness and education, the Club shall annually participate in the American Radio Relay League’s Field Day activities. The President shall appoint a Field Day Chairman to plan and coordinate this activity.
The Club shall sponsor technical talks or other educational programs to be presented at the completion of the regular business meetings. The President may appoint a program committee to provide such programs and advise the membership of such by publishing a program calendar within the Ground Wave newsletter on a monthly basis.
The Club shall publish a monthly newsletter entitled “Ground Wave” which shall be published on the Club website. It shall be a responsibility of all Club officers to support the “Ground Wave” where possible with items of interest, technical articles, etc. to be published.
S E C T I O N 16 .1: AP PO IN TMEN T OF ELE CTION COMMITTE E
The President shall appoint a three person election committee by the first meeting in October. No current officer may be appointed to the election committee. The President shall announce to the membership the names of the election committee members.
S ECTION 16 .2: COMM ITTEE CH AIRPER SON
The President shall appoint one of the election committee members as the committee chairperson.
S ECTION 16 .3: MEMBER S OF ELE CTION C OMM ITTEE EL IG IB IL ITY F OR OFF ICE
No member of the election committee shall be eligible to run for office.
S E C T I O N 16 .4: RE COR D ALL NOMIN ATION S F OR OF F ICE
The election committee members shall record all nominations for office. The election committee shall accept nominations up to and including immediately before the election.
The election committee shall inquire of the nominees whether or not they are willing to accept nomination.
S ECTION 16 .5: PO S T NAMES OF NOM IN EE S
The election committee shall post the names of all the members who accepted nomination prior to the first meeting in December on the Club Website.
S ECTION 16 .6: DE TERM IN E M EMBER EL IG IB IL ITY TO VO TE
The election committee will determine each member’s eligibility to vote using a current active and honorary membership list provided by the Treasurer. Members not on the active membership list may still be eligible to vote provided they show a valid receipt for dues and have been accepted into the membership.
S ECTI ON 16 .7: COUN TIN G OF B ALL O TS
Immediately following the election, the election committee shall count all ballots out loud and in the full presence of the membership.
S ECTION 1 6 .8: B ALLO T RE COUN T
Any active or honorary member may request a ballot recount. The request for a ballot recount must be made after the election results have been announced and before the election meeting is adjourned. A request for ballot recount shall not be accepted at any other time. Only one ballot recount request shall be accepted for an election.
S ECTION 16 .9: RE TEN TION OF B ALL O TS
The Secretary shall retain the ballots for one year.
S ECTION 16 .10: AN N OUN CE ELE CTION RESUL TS
The election committee shall announce the results of the election immediately after all ballots have been counted.
S ECTION 17.1: NOM IN ATION S
The nomination process shall begin by accepting nominations from the floor at the first meeting in October.
Nominations shall be accepted until nominations are closed at the election meeting.
S ECTION 17.2: PO S TIN G OF NOM IN EE NAME S DUR IN G B AL LO TIN G
The names of all nominees and the offices they are running for shall be visually and prominently displayed so that everyone can read them during balloting.
S E C T I O N 17.3 : SCH E DUL IN G ELECTION S
Elections shall be held at the first meeting of the fiscal year. Elections for any office for which there are two or more candidates shall be by written secret ballot, or mailed/e-mailed to the election committee chairperson.
S ECTION 17.4: T IE VO TE S
A ballot tie for any office shall be decided by the flip of a coin by a member of the election committee.
S ECTION 17.5: OF F ICER T RAN S ITION
There shall be a one month transitional period for the newly elected officers to receive all materials and assets pertaining to their offices from their predecessors. The officers leaving office shall assist the newly elected officers in acquainting themselves with the duties of their offices.
S ECTION 17.6: IN S TALL ATION OF OF F ICERS
Newly elected officers shall be installed at the first meeting of the second month of the fiscal year.
In recognition of outstanding achievement through Amateur Radio in the Marinette/ Menominee area, the Club shall present an award to a “Ham of the Year” in the Marinette/ Menominee area. The Recipient shall be named by the outgoing Club officers and the award presented at the installation of the new officers.
Recommendations by the Club members for this award should be presented in writing to the Club officers no later than the first meeting in October. Outgoing Club officers shall not be eligible for this award.
S E C T I O N 19 .1: SUPP OR T LO CAL EMERGEN CY PRE PAR EDN ES S
The Club and its individual members shall actively endorse and support local emergency preparedness efforts by participation in local emergency nets and volunteering their time, effort and equipment during emergency and disaster drills.
S ECTION 19 .2: MAIN TAIN REL ATION SH IP W ITH RED CR OS S
The Club and its individual members shall recognize and maintain our special relationship with the American Red Cross by supporting their emergency service needs whenever possible.
S E C T I O N 19 .3: PAR TICIP ATION IN LO CAL CIV IC FUN CTION S
The Club shall participate in local civic functions when requested, if possible, in order to promote good will and public enthusiasm for Amateur Radio in the community.
S ECTION 19 .4: AMER ICAN RAD IO REL AY LE AGUE AF F IL IATE D CLUB
The Club being an American Radio Relay League affiliated Club shall sponsor and support the Amateur Radio Emergency Service (ARES), an activity of the American Radio Relay League.
S ECTION 20.1: AP PO IN TMEN T OF AMEN DMEN T COMM ITTEE
The President may appoint a committee to recommend changes/amendments to the constitution and/or by-laws as is deemed necessary. In addition, any active or honorary members may request a volunteer appointment.
S ECTION 20.2: AMEN DMEN T COMM ITTEE RE SPON SIB IL ITIES
Section 20.2.1: Consider Suggestions
The Amendment Committee shall consider suggestions from the membership for amendments/changes to the constitution and/or by-laws. All requests for amendments/changes are to be in writing by an active or honorary member and sent to the President.
Section 20.2.2: Prepare and Present Recommendations
The Amendment Committee shall prepare and present to the Board of Directors recommendations for amendments/changes to the constitution and/or by-laws.
Section 20.2.3: Actions of the Board of Directors
The President shall present the committee’s recommendations to the Board. A two thirds vote of the Board Members present shall be required to pass the recommendations on to the membership for ratification.
Section 20.2.4: Notice of Upcoming Vote on Amendments and/or Changes to the Constitution and/or By-Laws
At least four weeks’ notice shall be given the membership of an upcoming vote to ratify amendments and/or changes to the constitution and/or by-laws.
Section 20.2.5: Ratification Requirements
A two thirds majority of the members present is required to ratify amendments and/or changes to the constitution and or by-laws.
Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
This document represents revisions and additions made January 11, 2018. The date of effectiveness of the Constitution and By-laws is upon the last date of the final signature affixed to the signature page.
SIGNATURES AND AGREEMENT OF CONSTITUTION AND BY-LAWS
We, the undersigned, being desirous to secure for our community the benefits of our Constitutional Organization Mission and Charter do hereby constitute ourselves the Marinette Menominee Amateur Radio Club® and do enact this revised constitution as our governing document.
Vice President Date