Hot Springs Village Amateur Radio Club
CONSTITUTION
Hot Springs Village Amateur Radio Club
Wishing to secure, for ourselves, the pleasures and benefits of an association of persons commonly interested in Amateur Radio, this CONSTITUTION is hereby enacted as our governing law, and it shall be our purpose:
to promote fraternalism among members joined together by common interests and fellowship,
to further the exchange of information and cooperation between members,
to conduct programs and activities as to advance the general interest and welfare of amateur radio, and
to be available in the community during emergencies for aiding in providing communication services not readily available by other means.
MEMBERSHIP
Article I
All persons interested in amateur radio communications, having read and agreed with the provisions of this Constitution and its By-Laws, shall be eligible for membership.
MEMBERS
There will be three classes of membership:
REGULAR Members holding a current Amateur Radio License (any class), living inside or within 35 miles of the boundaries of Hot Springs Village, and subject to annual dues as specified in the By-Laws.
ASSOCIATE Members living outside the boundaries for Regular membership, and subject to annual dues as specified in the By-Laws.
HONORARY Any member may be awarded lifetime Honorary Membership by unanimous vote at a scheduled meeting where a quorum is present.
OFFICERS
Article II
Only Regular Members over age 18 holding a current Amateur Radio License (any class) will be eligible to vote and/or hold office.
Section 1. The officers of this Club shall be: President, Vice President, Secretary, and Treasurer.
Section 2. The officers shall be elected for a term of two (2) years by majority vote of the members present at the annual meeting, provided there is a quorum.
Section 3. Vacancies occurring between elections must be filled by election at the first meeting following the withdrawal or resignation.
Section 4. Officers may be removed by a three-fourths vote of the membership.
Article III
DUTIES OF OFFICERS
Section 1. The President shall preside at all meetings of this Club and conduct them according to the rules adopted. He/She shall enforce due observance of this Constitution and By-Laws, decide all questions of order, and sign all official documents adopted by the Club.
Section 2. The Vice-President shall assume all the duties of the President in his/her absence.
In addition, he/she shall seek to establish committees and help to organize activities for advancing Club interest. In general, he/she shall perform such duties as are approved by the Club and assigned to him/her by the President. Among those duties shall be to assist the President and the Secretary in the coordination of all matters pertaining to the posting of information to the Club webpage.
Section 3. The Secretary shall keep a record of the proceedings of all official Club meetings and submit such to the membership via appropriate means for review. The Secretary shall also serve as the official Membership Chairperson, collecting all dues and other monies and passing all funds to the Club Treasurer for deposit.
He/She will maintain a current official Club membership roster, ensuring it is made available to all Club members. The Secretary shall also serve as the Club Historian, maintaining important Club records such as the Constitution and By- Laws.
At the end of his/her term, he/she shall turn over to his/her successor all records together with any items in his/her possession belonging to the Club. The minutes of the official meetings shall be kept on file for a minimum of two years. The Secretary may seek an Assistant Secretary in carrying out his/her duties. Subject Assistant to the Secretary shall not be an elected position nor a voting member of the Executive Committee.
Section 4. The Treasurer shall receive and receipt for all monies paid to the Club and keep an accurate account of all monies received and expended. He/She shall maintain a Club checking account and serve as the Primary, and the President shall serve as the Alternate for signing of checks.
The President or Vice President shall have the authority to verbally approve payments by the Treasurer up to $100. All expenditures above $100 shall require club membership vote. Further, regardless of cost, the purchase of any and all radio, or electronic components, and/or computer equipment that will be included and accounted for as Club assets, shall require membership approval. Also, any special charitable donations from the treasury shall require membership approval.
The Treasurer shall settle all liabilities and obligations authorized by the club membership or the Club President or Vice President. He shall also work closely with the Club Secretary and keep a listing of all paid members.
At scheduled official Club meetings, the Treasurer shall report on receipts and disbursements and the current account balance. Subject information shall be included in the meeting minutes by the Secretary. At the end of his/her term, he/she shall submit an itemized statement of annual receipts and disbursements, turning over to his/her successor all monies and records, together with any items in his/her possession belonging to the Club.
Article IV
MEETINGS
The By-Laws shall provide for regular and special meetings. At meetings, a minimum of one- third of the membership shall constitute a quorum for the transaction of business.
Article V
DUES
The Club, by majority vote, may levy upon the membership such yearly dues as shall be deemed necessary for the business of the organization.
Article VI
AMENDMENTS
This Constitution or the By-Laws may be amended by a two-thirds vote of those voting at a meeting with at least a quorum present, provided that proposals for amendments have been submitted via appropriate means in advance, and in sufficient time for review and discussion with the Club officers. Members will be advised of the date and time for voting on subject amendments, which may be a Special Meeting called by the Club President, or at the next scheduled quarterly official Club meeting of the membership.
RULES
Article VII
Robert's Rules shall govern during regular or special meetings.
Article VIII
DISPOSITION OF ASSETS UPON DISSOLUTION OF HOT SPRINGS VILLAGE AMATEUR RADIO CLUB
In the event of the dissolution of the Hot Springs Village Amateur Radio Club, the Executive Committee shall make provision for payment of all liabilities and dispose of all the Club assets, as deemed appropriate. Any such assets in the equipment inventory deemed of value may be auctioned to Club members, with collected monies to be added to the Club treasury. Those assets left after auction may be offered for sale to non-Club members or donated to local charities. Any and all remaining funds in the Club treasury shall be disbursed equally to current paid-up Club members. All pertinent files and records shall be boxed and stored by the President or Vice President for a period of two years, after which time they may be disposed of.
MEETINGS
BY-LAWS
Meetings shall be held on dates and at places designated by the President after consultation with other officers and members. Notice of meetings, together with scheduled business to be transacted, shall be given to all Regular members of the Club via appropriate means. It is anticipated that such meetings will be scheduled and held for a specific purpose, however, at least four (4) meetings per calendar year will be held to conduct normal business of the Club. A special meeting will be mandatory if requested in writing and signed by any five Club members. Visitors are welcome to any of our Club’s social gatherings or official meetings.
CLUB YEAR
The Club year shall be from January 1 to December 31.
SECRETARY
It shall 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 advise members of any changes or additions to the Constitution and/or By-Laws during following meetings and shall permit members to peruse same and to consult with duly elected officers regarding such changes and/or additions.
DUES
Dues are for the purpose of providing funds for expenses. Dues for current year membership may be paid as early as November 1 of the previous year and shall be due on January 1 of the current calendar year. To facilitate in financial record keeping and maintenance of the official Club roster, dues may be considered delinquent by January 31. Non-payment of dues will result in removal of the member from the official Club roster and the webpage. Dues are waived for Honorary Members.
In accordance with the provisions of Article I of the Constitution, the annual dues are $25 for a Regular Member; or a family rate of $35 if there is more than one Regular Member per household. The annual dues are $10 for an Associate Member; or a family rate of $15 if there is more than one Associate Member per household. All membership dues will be reduced to one- half the regular amount for members joining the Club after July 1st.
COMMITTEES
An Executive Committee consisting of the four current elected officers will be mandatory to consider any matter relating to Club activities. It shall direct any investigation, invite proper inquiries by Club members, and report results to the membership. Other committees, permanent or temporary, may be appointed by the President at his/her discretion.
ELECTION OF OFFICERS
Officers shall be nominated approximately 3 months before their term of office ends. A Nominating Committee appointed by the President shall consider nominees for all four (4) offices and report its proposed slate of candidates to the membership at the next scheduled meeting. Nominations may be made from the floor prior to the election.
End of Constitution
The above Constitution is a revised version reflecting certain changes as approved by the membership during scheduled meetings. Original document and minutes of meetings during which changes were made are all available from the Secretary upon request. This version dated January 25, 2018.
Revisions
April 19. 1991. Added Article VIII covering the disposition of assets upon dissolution of the corporation, to comply with provisions of law regarding exempt organizations. Passed by vote of members (quorum present) at meeting that date.
April 27, 1992. Added Associate Membership under Article I of Constitution. Added "reduced to
$10 for Associate Members" under DUES in By-Laws.
July 27, 1992. Added provision in By-Laws covering dues to reflect reduction in assessment for new members joining the Club after July 1, in any year. (See minutes of meeting held July 27, 1992.)
August 13, 1998. Added Honorary Membership under Article I of Constitution. Added "Dues are waived for Honorary Membership" under DUES in the By-Laws.
May 10, 2001. Added Family Membership under Article I of Constitution. Changed DUES in By-Laws to provide for family membership. Changed Article IV, AMENDMENTS, to read "(or other suitable communication)" to allow for e-mail notification and make consistent with other communication provisions.
June 14, 2012. Changed Village Member to Regular Member. Added 25 mile radius of Village to Regular Member eligibility.
April 21, 2016. - CONSTITUTION
Article I
MEMBERS
Regular: Changed distance from 25 miles to 35 miles.
Article III
DUTIES OF OFFICERS
Section 1. Removed “, and perform all other duties pertaining to the office of President.”
Section 2. Added that the Vice President shall assist the President and Secretary in the posting of information to the Club webpage.
Section 3. Added that the Secretary shall also serve as the official Membership Chairperson, maintain a current official Club membership roster, and also serve as the Club Historian. The minutes of the official meetings shall be kept for a minimum of two years. The Secretary may seek an Assistant Secretary but he/she shall not be an elected position nor a voting member of the Executive Committee.
Section 4. Added that the Treasurer no longer maintains the official Club membership roster. Treasurer shall be the Primary on the checking account and the President shall serve as the Alternate for signing of checks. The President or Vice President may approve verbally up to $100 for disbursements from the Club Account. Procurement of equipment and disbursements for charitable causes require membership approval. Treasurer’s current account balance to be included in the meeting minutes by the Secretary.
Section 5. Deleted preparation of an Annual Budget.
Article V
DUES
Moved non-payment of dues portion to By-Laws under “Dues.”
Article VI
AMENDMENTS
Revised that amendments be submitted to the Officers; then submitted via appropriate means to the Regular Members.
Article VIII
DISPOSITION OF ASSETS UPON DISSOLUTION OF CORPORATION
Changed “Corporation” to “Hot Springs Village Amateur Radio Club” since Certificate of Dissolution filed with the State of Arkansas Secretary of State on December 2, 1993. Removed all references to “corporation” and IRS codes for contribution of assets. Added sale of equipment inventory, non-sold items, and disbursement of any funds collected from the sales along with funds in the treasury.
April 21, 2016. – BY-LAWS
MEETINGS
Updated distribution of minutes to “via appropriate means.” Changed from “3” meetings per year to “4” meetings per year.
DUES
Clarified dues and dates fees required for membership. Stated that non-payment of dues will result in removal of member from the official Club roster and the webpage.
January 25, 2018 – CONSTITUTION
Article I MEMBERSHIP
Moved to Article II “Officers”: “Only Regular or Family Members holding a bona fide Amateur Radio License (any class) will be eligible to vote or hold office. To hold office, a Family Member must be over age 18.” Also reworded to: “Only Regular Members over age 18 holding a current Amateur Radio License (any class) will be eligible to vote and/or hold office.”
MEMBERS
Reduced classes of membership from four to three by incorporating “Family Membership” within “Regular Membership.”
Added “holding a current Amateur Radio License (any class)” to Regular Members.
January 25, 2018 – BY-LAWS
MEETINGS
Added: “Visitors are welcome to any of our Club’s social gatherings or official meetings.”
DUES
Reworded to incorporate “Associate Members” with “Regular Members.