MARICOPA AMATEUR RADIO ASSOCIATION, INC.
ARTICLE I - MEMBERSHIP
Sec. 1. Pursuant to Article Ill of the Constitution, the membership requirements are established.
1. FULL MEMBERSHIP shall be open to all persons interested in Amateur Radio. Full membership shall include all ASSOCIATION privileges as well as the right to hold ASSOCIATION office and to vote on ASSOCIATION matters.
2. FAMILY MEMBERSHIP shall be open to all members of the immediate family of the FULL member residing at the same address. Family membership shall include the same privileges and rights as Full membership except the mailings shall be done only in the name of the Full member.
3. STUDENT MEMBERSHIP shall be open to all full-time students interested in Amateur Radio. Student membership shall include the same privileges and rights as Full membership.
ARTICLE II - DUES
Sec 1. Dues shall be collected in accordance with the provisions of Article VIII of the Constitution for the purpose of providing funds for expenses and enhancing the hobby.
Sec. 2. Annual dues shall be as follows:
FULL MEMBER $25.00
FAMILY MEMBER(S) $5.00
STUDENT MEMBER $10.00
Sec. 3. New members shall pay dues at the time of joining the ASSOCIATION. Dues paid in June are $25.00. Prorated dues are: $20.00 if paid in September, $15.00 if paid in December or later, and membership in all cases expires on June 30th.
Sec. 4. Renewal of membership dues are Due and Payable at any time through the end of the member's anniversary month. The member shall be considered delinquent and shall be without a vote or other benefits on the first day of the following month if Dues are not paid. Reinstatement of all privileges occurs as soon as the membership database is updated.
Sec. 5. Members are removed from the membership roll after 60 days of delinquency.
Sec. 6. All officers and directors must not fall into delinquency or they must resign their seat if Dues are not paid in full.
Sec. 7. Special projects may require financial assistance from the membership in the form of a collection that is strictly voluntary on the part of the members. The projects are limited to items/projects that are for the betterment of Amateur Radio as a hobby.
ARTICLE III - MEETINGS
Sec. 1. Regular ASSOCIATION meetings shall be held on the Last Saturday of each calendar month, except as authorized by the General-Membership.
Sec. 2. Board of Directors meetings shall be held on the Second Tuesday of each calendar month. Any business that the ASSOCIATION needs to discuss should be brought forward at this meeting.
Sec. 3. Special Board meetings may be called by any two (2) elected officers or any five (5) active members in case of urgent ASSOCIATION business that needs to be addressed. This should be scheduled outside of a 24 hour window if at all possible .
ARTICLE IV - OFFICERS
Sec. 1. The officers of the ASSOCIATION shall be elected for a term of TWO (2) years; with elections being held in even numbered years. They shall assume office on January 1st of the year following their election and each shall hold office until their successor has assumed the duties of office and meet the eligibility requirements of Article II, Section 5 of the Constitution of Maricopa Amateur Radio Association, Inc.
Sec. 2. Filling vacancies shall be the responsibility of the Board of Directors.
Sec. 3. All officers shall serve without compensation in any form. This shall not preclude the reimbursement of necessary expenses incurred in the conduct of their respective office and approved by the Board of Directors.
Sec. 4. Officers may be replaced by a two thirds vote of the FULL membership body All evidence against the officer must be submitted in writing or email to all officers and board members. Officer for removal MUST be presented with evidence against them with a chance of written rebuttal before vote is cast. Secretary will present all evidence and rebuttals to the membership body and record all conversations during these proceedings. These conversations must be stored in MP3 audio or transcript format and available to any member wishing to review it.
ARTICLE V - BOARD OF DIRECTORS
Sec. 1. The Board of Directors ('the board") shall consist of FIVE (5) directors.
Sec. 2. The directors of the ASSOCIATION shall be elected for a term of TWO (2) years; with elections being held in odd numbered years. They shall assume office on January 1st of the year following their election and each shall hold office until their successor has assumed the duties of office and meet the eligibility requirements of Article II, Section 5 of the Constitution of Maricopa Amateur Radio Association, Inc.
Sec. 3. All members of the Board shall serve without compensation in any form. This shall not preclude the reimbursement of necessary expenses incurred in the conduct of their respective office and approved by the Board of Directors.
Sec. 4. Board member seats may be replaced by a unanimous vote of the officers and the remaining 4 board members in an executive session meeting. All evidence against the member must be submitted in writing or email to the president and vice president. Seat up for removal MUST be presented with evidence against them with a chance of written rebuttal before vote is cast. All conversations during these proceedings must be stored in MP3 audio or transcript format and available to any member wishing to review it.
ARTICLE VI - DUTIES OF THE OFFICERS
Sec. 1. The President shall preside at all meetings and appoint committee chairpersons of the ASSOCIATION. He / She shall enforce due observances of the Constitution and By-Laws, decide all questions of Order, sign all official documents adopted by the ASSOCIATION, and perform all other duties pertaining to the office of President.
Sec. 2. The Vice President shall assume all duties of the President in his / her absence. In Addition he/she shall organize ASSOCIATION activities, plan and recommend contest for operation benefits, act as coordinator of Standing Committee Chairpersons, and advance ASSOCIATION interests and activities as approved by the ASSOCIATION. He/she shall maintain close liaison with the Emergency Coordinator to further ASSOCIATION participation in the Amateur Radio Public Service Corps.
Sec. 3. The Secretary shall maintain the Charter, Constitution and By-Laws of the ASSOCIATION, note all amendments, changes and additions to the Constitution and/or By-Laws, and have same with him/her at every meeting for consultation of the members upon request. He/she shall keep a record of the proceedings of all meetings, read communications at each meeting, and mail notices of any special meetings and/or special intent meetings (such as amendment of the Constitution and/or By -Laws to each member. At the expiration of his/her term, he/she shall turn over all items belonging to the ASSOCIATION to his/her successor.
Sec. 4. The Treasurer shall be responsible for the collecting and depositing of all monies in an agreed upon depository, and safeguarding all ASSOCIATION funds, paying all bills approved by the Board of Directors, and reporting such transactions by the Board of Directors and General meetings. He/she shall be responsible for reports to State and Federal Agencies as shall be required by Law.
Sec. 5. The Directors shall assist and advise the Officers in their duties of steering the activities of the ASSOCIATION.
Sec. 6. The officers of the ASSOCIATION shall be responsible for conducting day-to-day ASSOCIATION business. Any member wishing to bring an item before the ASSOCIATION should inform a member of the Board of Directors who shall, in turn, present the item to the Board for discussion and if necessary, a vote on the item for presentation to the general ASSOCIATION membership. All members are welcome to attend these meetings.
ARTICLE VII - COMMITTEES
Sec. 1. All committees and the chairperson of each committee of this organization shall be appointed by the President, and their terms of office shall be for ONE (1) year or less if terminated by action of the President. Terms of committee shall be renewable after one year by appointment or renewed by action of the President.
Sec. 2. A committee of at least one persons shall be appointed as controller of the hamfest. This position should be assigned no later than six (6) months before the actual hamfest date.
Sec. 3. A committee of at least one ASSOCIATION member to maintain contact with ASSOCIATION membership and handle all ASSOCIATION wide emailing and contacts.This position will have the position of Public Relations Officer and report directly to the president and vice president as needed.
ARTICLE VIII - VOTING
Sec. 1. On issues involving the entire membership, a simple plurality of votes cast at a regular ASSOCIATION meeting shall govern in all matters except amendment of the Constitution and / or By-Laws, which shall require a two-thirds majority of the votes cast.
ARTICLE IX - ELECTION OF BOARD OF DIRECTORS
Sec. 1. Election of Officers and Directors shall be conducted on a yearly basis at the November annual meeting.
Sec. 2. At the August Board meeting, the President shall appoint a Chairperson for the Nominating Committee. The Nominating Committee shall be assembled from the general membership.
Sec. 3. The Nominating Committee shall take nominations from the membership and prepare the ballot to be presented to the membership by the Chairperson at the October meeting.
Sec. 4. No member shall be-placed on the ballot without his / her consent.
Sec. 5. Voting shall be conducted in accordance with Article VIII of the By-Laws.
Sec. 6. Results of the election shall be announced at the November annual meeting with new officers taking office at the January meeting.
ARTICLE X - QUORUM
Sec. 1. A Quorum is determined by Article VII, Sec. 2 & 3 of the Constitution, for conducting ASSOCIATION business.
ARTICLE XI - AMENDMENTS
Sec. 1. Proposals for amendments to the Constitution and/or By-Laws shall be submitted in writing to the Secretary and presented to the Board at the next regular Board Meeting. The proposal, along with the Board recommendation shall be read at the next General meeting. The proposal shall be voted on the following General meeting.
Sec. 2. On questions of order and procedures not otherwise determined by these By-Laws, the provisions of the current edition of Roberts Rules of Order newly revised shall prevail.
Sec. 3. The adoption of these By-Laws shall render null and void any previously adopted By- Laws.
ARTICLE XII - ELECTRONIC KEEPING OF RECORDS
Sec. 1. Membership roster information shall be kept electronically in an electronic database.
Sec. 2. The membership database shall be on the ASSOCIATION website and be accessible from the web server.
Sec. 3. The database shall be password protected and shall only be accessible by the ASSOCIATION President, Vice President, Secretary, Treasurer, the membership Committee Chairperson as appointed by the ASSOCIATION Treasurer and other individuals appointed by the ASSOCIATION President.
ARTICLE XII - ELECTRONIC KEEPING OF RECORDS (Cont)
Sec. 4. The ASSOCIATION Treasurer shall be responsible for keeping backups, both paper and electronic, of ASSOCIATION roster information.
Sec. 5. The ASSOCIATION is PROHIBITED from the keeping of financial information for itself or any of its members in ANY electronic database. Exceptions being financial sites such as Paypal.com or any other insured and protected monetary exchange service.
Sec. 6. Any ASSOCIATION document stored or submitted in electronic format shall be formatted in the form of an Adobe PDP without annotations and graphics. This will prevent miscommunication and misinterpretation in format conversions.
Date Approved: 11 June, 2014
See PDF file for Signature Page