Constitution
& By-Laws
The fundamental principles and operational rules of the Cumberland Valley Amateur Radio Club.
Constitution
Preamble
We, the undersigned, wishing to secure for ourselves the pleasure and benefits of an association of persons commonly interested in Amateur Radio, constitute ourselves the
Cumberland Valley Amateur Radio Club
Of
Chambersburg, Pennsylvania
and enact this constitution as our governing law. It shall be our purpose to further the exchange of information and cooperation between members, to promote radio knowledge, fraternalism and individual operating efficiency, and to so conduct club programs and activities so as to advance the general interest and welfare of Amateur Radio for the purpose of enhancing operator capabilities when called on in the event of an emergency.
Article I: Membership
All persons interested in Any Radio communications shall be eligible for membership. Membership shall be application and election upon such terms as the club shall provide in its By-Laws.
Membership may not be denied because of race, creed, color, religion, gender, sexual orientation, political affiliation, marital status or any other reason that would be biased or prejudicial.
Article II: Officers
Section 1. Officers
The officers of this club shall be President, Vice-President, Secretary, Treasure, Trustee. The Board of Directors shall be made up of these officers, and the President shall be the Chairperson of the Board.
Section 2. Election
The officers of this club shall be elected for a term of one year by ballot of the members present, provided there be a quorum, at the annual meeting. A minimum of thirty three percent of members in good standing shall constitute a quorum.
Section 3. Vacancies
Vacancies occurring between elections must be filled by special elections at the first regular meeting following the withdrawal or resignation.
Section 4. Eligibility
In order to hold an office, an individual must be a member in good standing and hold a valid Amateur Radio license.
Section 5. Resignation
Any officer may resign his/her position in writing at which time all records and assets of the club will be turned over to the President or Vice-President.
Section 6. Removal of Officers
- Officers may be removed from office for cause, upon a written petition of six (6) or more members presented to the President or Vice President.
- After investigation the petition will be presented to the membership at the regular meeting of the club and voted on by the membership.
- Removal of an officer requires a two-thirds vote of the members in good standing, present at the meeting.
Article III: Duties of Officers
Section 1. President
The President shall preside at all meetings, and conduct them according to the rules adopted. He/She shall enforce due observance of this constitution and By-Laws; decide all questions or order; sign all official documents adopted by the club, and perform all other duties pertaining to the office of President.
Section 2. Vice President
The Vice President shall assume all the duties of the President in his/her absence. In addition, he/she shall organize club activities, plan and recommend for operating benefits, and advance club interest and activity as approved by the club. He/she shall maintain close liaison with the ARRL’s local Ares Emergency Coordinator to further club participation in the Amateur Radio Emergency Service.
Section 3. Secretary
The secretary shall keep a record of the proceedings of all meetings, submit membership applications, carry on all correspondence, and read communications at each meeting. At the expiration of his/her term he/she shall turn over all items belonging to the club to his/her successor.
It shall also be the duty of the secretary to keep the constitution and By-Laws of the club and have the same with him/her at every meeting. He/she shall note all amendments, changes and additions to the constitution and shall permit it to be consulted by members upon request.
Section 4. Treasurer
The Treasurer shall receive and provide receipt for all monies paid to the club, keep a roll of members, keep an accurate account of all monies received and expended, pay no bills in excess of $100.00 (one hundred dollars) without proper authorization (by the club or its officers constituting a business committee)and shall require the signatures of two (2) or more of the above-listed officers At the end of each quarter, he/she shall submit an itemized statement of disbursements and receipts.
The checks are required to have two signatures of officers,(President,Vice President, Secretary, & Treasurer) if a check is written to an officer they cannot be one of the signers of the check.
The treasurer shall prepare or oversee the preparation of and submit to the Internal Revenue Service (IRS) any and all required Tax return information on a yearly basis. At the expiration of his/her term he/she shall turn over all items belonging to the club to his/her successor.
Article IV: Meetings
The By-Laws shall provide for regular and special meetings. At meetings, a minimum of thirty three percent of the members in good standing shall constitute a quorum for the transaction of business. Robert’s Rules of Order shall govern proceedings.
Article V: Dues
The club, by majority vote of those present at any regular meeting, provided there is a quorum, may levy upon the general membership such dues or assessments as shall be deemed necessary for the business of the organization. Non-payment of such dues or assessments shall be cause for expulsion from the club with the discretion of the membership. Membership dues are due by June 1st. If dues are paid after June 1st that member will not be able to cast a vote or hold an office. After Dec 31st If not paid, the member will be required to re-apply as a “NEW” member and be voted on by majority at regular meeting.
Dues: $15/yr per member $5 ea family member
Article VI: Membership Assistance
The club, through an informal program of member assistance, will provide technical advice to members concerning equipment design and operation to assist in frequency observance, clean signals, uniform practice, and absence of spurious radiation's from club member-stations. The club shall also maintain a program to foster and guide public relations.
Article VII: Club Callsign
The club may elect to apply for a club call sign as provided by FCC rules Part 97. The President shall assign trusteeship of the club call sign. The trustee shall:
- Be a member of the club in good standing and hold a valid Amateur Extra class license.
- Not had his/her Radio Amateur license revoked or sanctioned at any time.
Article VIII: Dissolution of the Club
Section 1. Termination of Operations
In the event that the Board of Directors votes that the Club should be dissolved the motion for dissolution must receive more than two thirds vote of the members in good standing to pass.
Section 2. Disposition of Assets
- The Board of Directors shall handle the disbursement of all assets of the club.
- No member or group of members shall receive benefit from the assets.
- All equipment will be sold and net proceeds donated to a non profit organization.
- All remaining cash will be donated to a non profit organization.
Article IX: Amendments
This constitution or By-Laws may be amended by a two-thirds vote of the members in good standing. Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted on at the next following regular meeting, provided all members have been notified by electronic mail,February Meeting, or Website of the intent to amend the constitution and/or By-Laws at said meeting. Amendments may be done as needed.
By-Laws
1. Constitution and By-Laws
As noted in Article III section 3: The Constitution and By-Laws of the club shall be available at all club meetings for meeting attendees to consult as desired. In addition, the Constitution and By-Laws shall be made available through the club's web site from where they can be downloaded by each member as desired.
2. Membership
Membership is open to anyone interested in amateur radio.
Membership includes all club privileges as well as the right to vote for club officers.
Applications for membership shall be submitted at regular meetings, applications will be held for no less than 29 days, or until the next regular meeting and approved/disapproved by a majority vote of those members present. Any dispute/concerns of the applicant shall be presented to the President/Vice President/treasurer/secretary for consideration.
3. Meetings
Regular meetings shall be held on the third Thursday of each calendar month. Special meetings may be called by the President upon the written request of any five club members. Notices shall be sent to members concerning special meetings and the business to be transacted. Only such business as designated shall be transacted. Such notices shall be sent so that they arrive not less than 24 hours before the meeting.
4. Dues Fees and Assessments
- Annual dues are hereby assessed in accordance with the provisions of Article V of the constitution for the purpose of providing funds for expenses.
- Membership dues are payable in January of each year.
- Membership dues are due by June 1st. If dues are paid after June 1st that member will not be able to cast a vote or hold an office. After Dec 31st If not paid, the member will be required to re-apply as a “NEW” member and be voted on by majority at regular meeting.
- Dues: $15/yr per member $5 ea family member
- Termination of membership either by resignation or expulsion will not constitute a refund of dues paid.
5. Elections
Officer elections will be held annually at the regular November meeting. Officers will assume their elected office at the next regular meeting.
6. Nominations for Officers
The president will open nominations for officers (President, Vice President, Secretary, & Treasurer) at the regular September meeting. And again, at the regular October meeting.
- The nominees will be asked in person or by electronic means if interested in holding the office he/she was nominated for by the Secretary.
- The Secretary will have the final ballot available to all club members attending the regular November Meeting.
- Officers will not be allowed to hold office in a single position, for more than three years. consecutively in the event there are no parties interested in an elected position. The existing officer/officers can be voted to remain by a two-thirds vote of the members present that are in good standing.
- The Nominated must be in “Good Standing”.
7. Voting
- Voting will be done using paper ballots.
- Immediately after voting, the ballots will be counted openly in front of the membership.
- Any candidate may request a recount of the ballots.
- In the case of an unopposed slate the President may entertain a motion for the Secretary to cast a single ballot.
Glossary
Good Standing
- Have not been found performing misconduct and/or causing harmful interference.
-
Not withholding any of CVARC property, including but not limited to:• Website • Domain Access • Logs • E-mail • Radios • Antennas • Coax
- Dues paid on time per bylaws section 4.
Have Questions?
If you have any questions regarding the club's constitution or operational procedures, please reach out to our leadership team.