Club Bylaws
TYLER AMATEUR RADIO CLUB BY-LAWS
Amended: March 1995
ARTICLE I
NAME AND OFFICES
1.1. The name of the corporation is TYLER AMATEUR RADIO CLUB, INC. referred to hereinafter in these by-laws as the “Club”.
ARTICLE II
PURPOSES
2.1. The Club is organized and established as a non-profit charitable, educational, and scientific organization of members to: promote the hobby of amateur radio in all of its forms and modes; to establish , train, educate, and evaluate a local amateur radio network to provide electronic communications in the event of local disasters or other emergencies; recruit, train, and continually educate persons interested in becoming licensed amateur radio operators; and to facilitate the participation of its members in local, regional, national, and international amateur radio activities the purpose of which is to improve the membership’s operating proficiency and readiness to provide emergency communications.
2.2. The Club shall attempt to achieve the above purposed by working cooperatively with all existing and future amateur radio clubs, societies, groups, and organizations.
ARTICLE III
MEMBERSHIP
3.1. Membership in the Club is open to anyone with a valid amateur radio license or an interest in amateur radio. Interested parties must fill out an application form and return the application with any necessary fees to the Club.
3.2. Classes of Members. The Club shall have three (3) classes of membership as follows:
3.2.1. Full Member: Full membership may be granted to a person holding a currently valid amateur radio license from the Federal Communications Commission.
3.2.2. Associate Member: Associate membership may be granted to a person interested in amateur radio who does not currently hold a valid amateur radio operators license. Persons registering in the ongoing Club novice class may be granted Associate Membership, dues exempted, for the remainder of the current fiscal year, upon registration in the novice class and filling out an application for Club membership.
3.2.3. Honorary Member: An honorary membership may be granted to any person who has contributed substantially to the Club, when voted by the Board of Trustees.
3.3. Membership Privileges. The rights and privileges of the classes of membership shall be as follows:
3.3.1. Full Member: A Full Member shall be entitled to all privileges available to any member of the Club, including the right to vote and hold office.
3.3.2. Associate Member: An Associate Member shall be entitled to all privileges available to a Full Member except the right to vote and hold office.
3.3.3. Honorary Member: An Honorary Member shall have all the privileges of an Associate Member.
3.4. Termination of Membership. Termination of membership in the Club for conduct detrimental to the Club or upon conviction for violation of the FCC Rules and Regulations resulting in revocation of a member’s radio license, may be considered, following a recommendation by the Board of Trustees and a majority vote of fifty-five percent (55%) of the Club, cast in secret ballot, at a regular meeting of the membership. No such procedure shall be undertaken until the member in question is duly notified, in writing, by the Club President, no later than fifteen (15) days prior to the club meeting at which the vote on the action to remove will be taken.
3.5. Termination Appeal. Any member terminated as a result of Article III, section 3.4, has the right of appeal to the Board of Trustees, who after consideration of the circumstances, may schedule the member for presentation of exigent or mitigating circumstances before the membership, at a regularly scheduled club meeting, to determine by a majority vote of fifty-five percent (55%) of the Club, if the previous termination should be upheld. An appeal under this section by a member who has been terminated by the membership, must be made in writing, to the Board of Trustees within fifteen (15) days after the regularly scheduled club meeting at which such termination action took place. Failure to obtain the required fifty-five percent (55%) membership turnout necessary for voting under this section after due notification (publication in the GroundWire) will constitute a waiver of the necessary voting requirements and voting will be conducted according to the quorum requirements.
3.6. Membership Dues:
3.6.1. The Board of Trustees shall establish the annual dues for Club membership, not later than the Board meeting for May of each year.
3.6.2. The annual dues for the second full membership or associate membership in a household shall be one-half (1/2) of the dues for either class of membership.
3.6.3. The Board of Trustees may exempt the first (1st) years dues for persons of the Club Novice/Technician class who successfully complete the course and pass the FCC license examination for Novice/Technician. Application for full membership should be made upon receipt of the FCC license by the new amateur.
3.7. Payment of Membership Dues. Dues shall be due and payable on the 1st day of June of each year. Dues for new members are payable at the time application for membership is made and shall be prorated on a quarterly basis as of the first day of the quarter in which membership application is made. Dues are considered delinquent if not paid by the first (1st) day of August of each year and the member’s name will be removed from the membership roster at that time. Reinstatement will be granted a former member upon payment of dues for the year in which reinstatement is requested.
3.8. Membership Responsibilities. Each member of the Club shall be asked to volunteer from time to time, when a need arises, for Club activities and programs covered in section 3.9.
3.9. Club Activities and Programs. For purposes of planning, organizing and administering the activities of the Club, the following Activity Divisions are hereby created and the Club President shall appoint an activity captain to head each activity division at the beginning of each fiscal year.
3.9.1. Technical Assistance – Provides assistance to members needing help in solving local problems such as TVI, antenna installations, mobile installations, testing, tower erection and other technical problems involving amateur radio application.
3.9.2. Regulations – Provides up-to-date interpretation of FCC Rules and Regulations, accepted amateur practices and local ordinances relating to amateur radio.
3.9.3. Public Service – Organizes and conducts seminars to train the membership in weather spotting, message traffic handling and providing local emergency communications during emergency situations.
3.9.4. Competition – Selects and coordinates the Club’s participation in competitive communication activities on a local, national and international level.
3.9.5. Training and Education – Recruits, trains and provides continuing education for persons interested in becoming licensed amateur radio operators and licensed amateurs interested in upgrading their license class. Provides information and assistance to persons interested in becoming members of the Club.
3.10. Meetings.
3.10.1. Regular Meetings. Regular meetings of the membership shall be held not less than monthly at a location established by the Board of Trustees. The Board of Trustees may change the normally established date of the monthly meeting when a conflict arises in program scheduling, with due notice to the membership. In the event of a conflicting meeting date with a national holiday, the membership, by motion, may vote to suspend a particular monthly meeting.
3.10.2. Special Meetings. Special meetings of the membership may be called by the President, or any two members of the Board of Trustees.
3.10.3. Quorum. One-fifth (1/5) of the membership entitled to vote, shall constitute a quorum.
3.10.4. Proxies. Voting by proxy will not be permitted.
3.10.5. Mail Ballots. The Board of Trustees in its discretion may authorize voting on any question by mail ballot. The ballot shall state the time within which marked ballot must be returned to the Secretary to be counted, which time shall not be less than ten days following the mailing of the ballot to each member entitled to vote. Result of the votes shall be determined by a majority or two-thirds (2/3) majority, as the case may be, of the valid ballots returned within the time provided, rather than the number voting at a regular meeting, a quorum being present.
ARTICLE IV
BOARD OF TRUSTEES
4.1. Number and General Powers. The business and affairs of the Club shall be managed by a board of five (5) trustees who shall exercise all of the powers of the Corporation, expect such as are by law or these By-Laws, conferred upon or reserved for the members.
4.2. Eligibility. Only full members, currently in good standing, shall be eligible for membership on the Board of Trustees.
4.3. Interim Board. The officers and trustees designated and elected by the incorporators and initial Board of Trustees at the organizational meeting of the corporation shall serve until their successors are elected and qualified under 4.4 and 4.5 hereof.
4.3.1. Nominations. Candidates for officers and trustees shall be selected from eligible members by a nominating committee of three (3) persons appointed by the President prior to the March monthly meeting. The Nominating committee shall be composed of one (1) member of the Board of Trustees and two (2) persons from the membership at large. The nomination committee shall report its nominations to the members at the regular monthly meeting in April of each year preceding the election at the May meeting. Additional candidates may be nominated from the floor at the April meeting preceding the May election.
4.3.2. Election Procedure. Trustees vacancies shall be elected in the following manner:
4.3.2.1. All Board vacancies shall be filled from a single slate of nominees.
4.3.2.2. All nominees shall be filled from a single ballot.
4.3.2.3. Each full member shall vote for the number of nominees on the ballot, necessary to fill the vacancies on the Board of Trustees.
4.3.2.4. Nominees with the greatest number of votes for the vacancies to be filled, shall be declared elected.
4.3.2.5. A tie vote shall be broken by the casting of lots.
4.3.2.6. The election shall be conducted and supervised by the Club President or in his/her absence, by the succession of Club Officers.
4.4. Terms of Office. The term of office for board members shall begin on the first (1st) day of June in the year elected and end on the thirty-first (31st) day of May, one (1) year following.
4.5. Unexpired Vacancies. Unexpired vacancies on the Board of Trustees shall be filled by the Trustees, appointing a replacement for the vacancy. The appointee to fill the vacancy shall serve for the remainder of the term of office for the unexpired position.
4.6. Quorum. Three (3) Trustees shall constitute a quorum for the transaction of business, provided however, the number of Trustees has not been reduced to less than four (4) for reasons of vacancies, and in such case, the remaining Trustees shall constitute a quorum, for the purpose of filling vacancies on the Board of Trustees.
4.7. Regular Meeting. The Board of Trustees shall establish a board meeting at a place and time designated by the President and this meeting shall be open for observation to all members of the club.
4.8. Special Meetings. Special meetings of the Board of Trustees may be called by the President or any two (2) members of the Board of Trustees, at a time and place to be designated and the matter of business disclosed.
4.9. Proxies. Board of Trustees are not permitted to vote by proxy.
4.10. Removal from Office. Any Officer or Trustee may be removed from office for malfeasance or misprision of office, upon a written petition to remove, signed by ten (10) full members and including at least one (1) member of the Board of Trustees. The petition for removal must be presented to the President of the Club at least fifteen (15) days prior to the meeting at which such removal is to be brought before the membership. A majority vote of fifty-five percent (55%) of the voting membership will be sufficient for removal of the Officer or Trustee.
4.11. Club Expenditures. The Board of Trustees should be limited to general operating expenditures and that any dollar amount allocated for other than general operating expenditures would have to be approved by the general assembly of the club at a regular meeting, a quorum being present. The only exception would be for emergency funding of club owned equipment not to exceed two hundred dollars ($200.00).
ARTICLE V
OFFICERS
5.1. Principal Officers. The principle officers of the Club shall consist of the President, Vice-President, Secretary/Treasurer, and two members at large, all of which compose the Board of Trustees. These officers shall be elected by general membership annually in May and each shall serve a term of one (1) year. Vacancies in office shall be temporarily filled by the Board of Trustees until a special election can be called at the next regular meeting to fill the position.
5.2. President. The President shall be the principle executive of the Club and shall, in general, supervise and control all of the business and affairs of the Club. He shall preside at all meetings of the Club and all meetings of the Board of Trustees. Upon approval by affirmative vote of not less than a majority of qualified members at any regular meeting, a quorum being present, he may execute all authorized contracts, other obligations and undertakings in the name of the Club.
5.3. Vice-President. At the request of the President, or in the President’s absence or disability, the Vice-President shall perform the duties of the President. The Vice-President shall perform such other duties and powers as may be assigned to him from time to time by the President or Board of Trustees.
5.4. Secretary/Treasurer. The Secretary/Treasurer shall:
5.4.1. Keep custody of the Articles of Incorporation, By-Laws, and all amendments and changes thereto and have them available at all meetings;
5.4.2. Keep the minutes and records of all meetings of the membership and of the Board of Trustees;
5.4.3. Insure that proper notice is given with regard to the provision of these By-Laws or as is required by law;
5.4.4. Keep a current list of Club members;
5.4.5. Maintain control of all funds of the Club receiving and endorsing for deposit on behalf of the Club checks, notes and cash promptly placing same in such banks and other depositories as shall be designated by the Board of Trustees;
5.4.6. Draw checks on the Club bank account only for the payment of obligations of the Club;
5.4.7. Enter regularly on the books of the Club full and accurate account of all monies and property received and all monies and obligations incurred for the account of the Club and shall provide such books for inspection to the Board of Trustees at all reasonable times;
5.4.8. Provide a report of the current financial condition of the Club at each meeting of the Board of Trustees;
5.4.9. At the end of his term of office, relinquish to his successor everything belonging to the Club, in his control or possession;
5.4.10. Keep an accurate inventory of all Club property;
5.4.11. Perform such other duties as may be assigned by the President or Board of Trustees.
5.4.12. The Secretary/Treasurer shall present an expected fiscal expenditure report at the next meeting following his election to office.
ARTICLE VI
COMMITTEES
6.1. Committees. The President may appoint such standing or special committees as may be needed from time to time. Actions, findings and recommendations by any committee, shall be subject to review by the Board of Trustees.
ARTICLE VII
GENERAL PROVISIONS
7.1. Robert’s Rules of Order. Robert’s Rules of Order shall serve as guidelines for the parliamentary authority of the Club for all rules of procedures not specified in the Articles of Incorporation or in these By-Laws.
7.2. Fiscal Year. The fiscal year of the Club shall begin on the first (1st) day of June and end on the thirty-first (31st) day of May.
7.3. Waiver of Notice. Whenever any notice is required to be given to any officer, member or trustee of the Club under the provisions of the Texas Non-Profit Corporation Act or under the provisions of these By-Laws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be equivalent to the giving of such notice.
7.4. A quarterly financial report will be made to the membership via the Club Newsletter.
ARTICLE VIII
AMENDMENTS
These By-Laws may be altered, amended or repealed and new By-Laws adopted, by affirmative vote of not less than two thirds (2/3) majority of qualified at any regular meeting, a quorum being present, or under the provision of Article III, 3.10 (E), relating to mail balloting. Any such proposal must be filed in writing with the secretary, and notice of the nature and substance of such proposal must be given at a regular monthly meeting preceding the regular monthly meeting at which such proposal will be presented for vote by the membership or mail in ballot results announced.