POTTSTOWN AREA AMATEUR RADIO CLUB
- PAARC -
1929 Kepler Road, Pottstown, PA 19464-2115
CONSTITUTION AND BY-LAWS OF THE POTTSTOWN AREA AMATEUR RADIO CLUB
CONSTITUTION
MISSION
Wishing to secure for ourselves the pleasures and benefits of the association of persons commonly interested in amateur radio, constitute ourselves The Pottstown Area Amateur Radio Club (PAARC) an unincorporated organization, 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 proficiency, and to conduct PAARC programs and activities as to advance the general interest and welfare of amateur radio in the community and to serve the public interest and safety.
ARTICLE I - MEMBERSHIP
Section 1 - All persons interested in amateur radio communication shall be eligible for membership. Membership shall be by application and election upon such terms as PAARC shall by its By-laws provide.
Section 1 - The officers of PAARC shall be: President, Vice‑President, Secretary, and Treasurer. All officers of PAARC must hold a valid Amateur Radio license. Each officer, by default, is a member of the Executive Committee. The Officers are responsible for the day-to-day operation of PAARC.
Section 2 - The officers of PAARC shall be elected from a list of nominees selected during the regular PAARC meeting in November, for a term of one year by a simple majority of the votes tallied at the regular PAARC meeting in December. The term of office begins on January 1. Each officer shall serve for a term of one (1) year or until his/her successor is named.
Section 3 - The affairs of PAARC shall be governed by an Executive Committee consisting of eight (8) members; the four PAARC officers plus three Executive Committee Members at Large and President Emeritus. The Executive Committee shall have control over the property and affairs of PAARC and shall establish its policies. The Executive Committee shall have the power to hold meetings, appoint committees, suspend or censure members and take any necessary and proper steps to carry out the purposes of PAARC and to promote its best interests. Establishment of the Executive Committee is defined in the By-laws.
Section 4 - Vacancies must be filled by special elections at the first regular meeting following the withdrawal or resignation or as soon as possible to comply with the Constitution and By-laws. Officers or Executive Committee Members at Large elected by such special elections shall hold the office for the remainder of the vacated term.
Section 5 - Officers or Executive Committee Members at Large may be removed by a two‑thirds vote of the current voting membership. Voting membership is defined in the By-laws.
ARTICLE III – DUTIES OF PAARC MANAGEMENT
Duties of the officers
Section 1 - The President shall preside at all Executive Committee meetings of PAARC and conduct the same according to the rules adopted. The President shall enforce due observance of this Constitution and By-laws, decide all questions of order in accordance, and sign all official documents as authorized by the Executive Committee. The President will turn over all items belonging to PAARC to the new President upon leaving office.
Section 2 - The Vice‑President shall assume all the duties of the President in the absence of the latter. The Vice‑President will turn over all items belonging to PAARC to the new Vice‑President upon leaving office.
Section 3 - The Secretary shall keep a record of the proceedings of all Executive Committee and special meetings, keep a roll of members, submit applications for membership, carry on all correspondence, keep a record of attendance, keep a record of the count of all votes, and read communications at each business meeting. The Secretary shall, upon leaving office, turn over all items belonging to PAARC to his the new Secretary. The Secretary may delegate authorization for certain correspondence as approved by the Executive Committee. It shall be the duty of the Secretary to keep the Constitution and By-laws of PAARC and have them available at every meeting. The Secretary shall note all amendments, changes, and additions to be acted thereon and shall permit the same to be consulted by members upon request.
Section 4 - The Treasurer shall receive and receipt all monies paid to PAARC, keep an accurate account of all monies received and expended, and pay no bills without authorization of the Executive Committee. The Treasurer will report a statement of accounts at each Executive Committee meeting. The Treasurer will turn over all items belonging to PAARC to the new Treasurer upon leaving office.
Duties of the Executive Committee
Section 5 - The Executive Committee shall enforce due observance of this Constitution and By-laws, create and appoint all committees and special appointments, call special elections when vacancies in the Executive Committee occur, and make all proposals to the general membership for consideration. Any departing Executive Committee member will turn over all items belonging to PAARC to the new Executive Committee member upon leaving office.
Section 6 - Establishment of the Executive Committee is defined in the By-laws.
Committees and Special Appointments
Section 7 - The day to day operations are for the most part conducted by committees and special appointments. Establishment and responsibility of committees and special appointments is defined in the By-laws.
ARTICLE IV ‑ MEETINGS
Section 1 - The By-laws shall provide for regular Executive Committee and special meetings.
ARTICLE V ‑ DUES
Section 1 - As provided in the By-laws, PAARC may levy upon the general membership such dues or assessments as deemed necessary. Dues or assessments are further defined in the By-laws.
ARTICLE VI ‑ AMENDMENTS
Section 1 - Proposals for amendments to this Constitution and By-laws must be submitted in writing to the Executive Committee. The Executive Committee shall direct the Secretary to notify all voting members, of the proposal, in writing by first class or e-mail. The written notification must take place at least 20 days before the vote is to be taken and must include the exact proposed amendment to be considered. This Constitution may be amended by a two‑thirds vote of total voting members. The By-laws may be amended by a two‑thirds vote of the Executive Committee.
ARTICLE VII ‑ PAARC REPEATER LICENSEES
Section 1 - PAARC repeater licensees shall be a General class or higher and governs all use of PAARC repeaters. The licensees shall be appointed by the Executive Committee. There is no specified term for PAARC repeater licensees.
BY-LAWS
MEMBERSHIP
PAARC has two classes of membership. Those classes of membership are Full and Associate. Each class of membership is defined below. Applications for new members shall be approved by a majority of voting members of the Executive Committee.
Full Membership Full Membership is open to licensed amateurs and includes all PAARC privileges as well as the rights to hold a PAARC office and vote.
Full Membership is also open to a licensed spouse, child, parent, or other close relative of a Full Member residing at the same address as that of the Full Member at reduced dues. Each Family Member will have full voting privileges but will not receive a newsletter.
Full membership is also open to a licensed primary school student at reduced dues. (Student Member)
Associate Membership Associate Membership is open to unlicensed persons interested in Amateur Radio and includes all PAARC privileges except the right to hold office and vote.
DUES
Yearly dues will be assessed by the Executive Committee and approved by a simple majority of members of the Executive Committee in accordance with the provisions of this Constitution. Non‑payment of dues by March 1 shall result in termination of membership.
PAARC has four classes of Dues, the classes:
Full member $20
Each Additional Family Member $5
Full Member Student $10
Associate Member $5
Dues may be waived to certain members at the discretion of the Executive Committee.
MEETINGS
PAARC will hold three types of meetings, Regular Meetings and Executive Committee Meetings and Special Meetings. The three types of meetings are described in detail below.
Regular Meetings
Regular PAARC meetings shall be held on the first Thursday of each calendar month at a time and location specified by the Executive Committee. Except for the November and December meetings, PAARC meetings will generally be a social event and no business is expected to done unless requested by the attending membership and a minimum of four members of PAARC Executive Committee is in attendance. Nomination of officers will be held at the November meeting and elections will be conducted at the December meeting. Regular Meetings are not normally held during the months of July and August.
Executive Committee Meetings
Executive Committee meetings shall be held at least quarterly and as required, at a time and location specified by the Executive Committee. All voting members of PAARC are invited to attend Executive Committee meetings and will be notified as to date and time.
Decisions of the Executive Committee shall be approved by a majority of voting members of the Executive Committee. All Executive Committee members will have the opportunity to vote by first class mail or e-mail if unable to attend the meeting. All votes sent by e-mail must be received by a non-voting person and be kept secret until the vote is counted. The Executive Committee shall meet at such time and place as determined by the Executive Committee.
Special Meetings
Special meetings may also be called by the Executive Committee. Notices shall be sent, by the Secretary via electronic or first-class mail, to all voting members, concerning special meetings and the business to be transacted. Only such business as designated shall be transacted. Meeting dates and locations shall be determined by the Executive Committee.
ESTABLISHMENT OF EXECUTIVE COMMITTEE
The affairs of PAARC shall be governed by an Executive Committee consisting of eight (8) members; the four PAARC officers plus three Executive Committee Members at Large and President Emeritus. The chairperson of the executive Committee will be the President of PAARC.
Three voting members shall be elected to the position of Executive Committee Member At Large. The first Executive Committee Member at Large elected will serve a one‑year term. The second Executive Committee Member at Large elected will serve a two‑year term. The third Executive Committee Member at Large elected will serve a three‑year term. Thereafter, one Executive Committee Member at Large will be elected each year for a three‑year term. The Executive Committee shall include the three at large members, plus the President, Vice‑President, Secretary, Treasurer and President Emeritus. Executive Committee Members at Large are elected to three (3) year terms, with one Executive Committee Member at Large elected each year.
EXECUTIVE COMMITTEE EXCEPTIONS
The Executive Committee hereby authorizes the following delegations of its authority;
Payment of expenditures for any PAARC activity with monthly or aggregate expenses of less than $100. Payment of expenses for printing and mailing of PAARC newsletter and special PAARC activities. Payment of utility bills and other expenses of less than $50/month.
COMMITTEES AND SPECIAL APPOINTMENTS
All committees and special appointments shall be appointed by the Executive Committee by majority vote. There will be two types of committees, standing and ad hoc. Standing committees will continue forever and ad hoc committees will exist only for the period of time to complete the business for which the committee was established. Examples of ad hoc committees might be Field day Committee or Election Committee.
The Membership Services Committee
The Membership Services Committee is a Standing Committee. The chairman of the committee is appointed by the Executive Committee upon recommendation of the committee members and will report to the president. The Membership Services Committee shall oversee activities carried out for the good of the membership, which may include licensing classes, license testing, the newsletter, on-the-air bulletins, membership recruitment, transmitter hunts and other services which may prove beneficial and feasible. This committee will also be responsible for maintaining PAARC membership database.
The Public Relations Committee
The Public Relations Committee is a Standing Committee. The chairperson of the committee is appointed by the Executive Committee upon recommendation of the committee members and will report to the president. The Public Relations Committee shall send news releases pertaining to PAARC activities to local news media and shall carry on other appropriate publicity activities concerning PAARC and Amateur Radio. The Public Information Officer will be a member of this committee.
The Public and Emergency Service Committee
The Public and Emergency Service Committee is a Standing Committee. The chairman of the committee is appointed by the Executive Committee upon recommendation of the committee members and will report to the president. The Public and Emergency Service Committee shall be the point of contact with served organizations, designate a Field Day chairman, appoint one or more Net Managers as necessary for operation of any nets sponsored by PAARC, and maintain liaison with officials of organizations such as RACES and ARES. The Emergency Coordinator will be a member of this committee.
The Program Committee is a Standing Committee. The chairman of the committee is appointed by the Executive Committee upon recommendation of the committee members and will report to the president.
The Program Committee shall arrange for speakers on educational and informative topics for PAARC meetings. The Committee shall also plan other functions in accordance with the purposes of PAARC.
The Technical Committee
The Technical Committee is a Standing Committee. The chairperson will be an Executive Committee Member at Large and will report to the President
The Technical Committee shall maintain the Amateur Radio stations owned and operated by PAARC. The licensee(s) and/or trustee(s) of PAARC repeaters shall be permanent members of the Technical Committee.
Special Appointments
Special Appointments are given to individuals that perform a discreet function such as Public Information Officer, Emergency Coordinator or Regular Meeting Moderator or Sergeant at Arms. Special Appointments are appointed by the Executive Committee and will report to the president.
SIGNING OF CHECKS
Disbursement of PAARC funds must be made by check. The signature of the Treasurer is required on all checks.
HOLDING OF MULTIPLE OFFICES
No voting member may concurrently hold more than one of the following positions: President, Vice‑President, Secretary or Treasurer.
OFFICIAL FRIENDS OF PAARC
As a mechanism to promote goodwill and communications to those outside of PAARC, certain organizations and individuals can be declared to be "Official Friends" of PAARC. Official Friends are entitled to complimentary copies of PAARC newsletter and other broadcast communications.
Official Friend designation may be granted by recommendation of any PAARC member and approval by a simple majority of the Executive Committee. Official Friends have no PAARC privileges, but are welcome to participate in any PAARC activity or communications. The ARRL EPA Section Manager and Atlantic Division Director are automatically declared Official Friends of PAARC upon their election to office. Other Official Friends can include other ARRL officials, neighboring ARRL affiliated clubs, and any other approved organization or individual.
VOTING.
All voting for elections of Officers shall be by written ballot. All ballot votes will be supervised and tallied by an Election Committee. All voting members will have the opportunity to vote at the meeting or if unable to attend, by first class mail, or e-mail. First class mail or e-mail ballots must be received by the Secretary, or his designee, at least 48 hours prior to the meeting.
No pets, except for service animals as defined by the Americans with Disabilities Act (ADA), will be allowed at PAARC sponsored functions.