By-laws of the Newark Amateur Radio Association Box 601, Newark, Ohio 43058-0601 As Amended –/–/2019
The name of this organization shall be the Newark Amateur Radio Association (NARA), a not-for-profit 501©(3) corporation incorporated November 13, 1978, located in Newark, Licking County, Ohio, whose employer federal tax identification number is 31-0952843, and whose statutory agent registered with the Ohio Secretary of State is Philip Z. Shannon.
2. Basis and Purpose
The mission of this Association is to foster and promote the hobby of Amateur Radio, to provide repeater systems for the Amateur Radio community, to provide public service and emergency communications when needed, to provide education for licensing, and to provide a forum for members to meet and exchange information, share experiences, and socialize with one another.
3. Meetings of Members
Regular meetings are to be held monthly. The President or Acting President of the Association may call special meetings by giving written notice to the membership at least ten days prior to scheduled meeting.
Ten percent of the then active members of the Association shall be required to constitute a quorum for the transaction of business at all membership meetings.
A member may, through a written proxy, authorize another to vote for him/her at all members’ meetings, but the person so authorized must be a member, and such proxy must be filed with the Secretary before the person authorized thereby can vote thereunder.
All elections of trustees and officers shall take place at a membership meeting where a quorum of active members is present. If the election is to be held at a meeting other than the regular December membership meeting, notice shall be given to the membership in the club newsletter at least 30 days prior to the meeting. Voting shall be by secret ballot except when only one candidate is presented. In this case the candidate shall be declared elected without ballot. Candidates may be presented by the Nominating Committee and by nomination from the floor by any two active members present. Prior consent must be obtained from the nominee, stating he/she will perform the duties of the office. Election shall be by majority vote. In the event no candidate receives a majority of the vote, the candidate with the least votes shall be eliminated and another vote taken. In the event of a tie vote, the winner shall be determined by the flip of a coin. (If two candidates, by the call of heads or tails; if three or more by odd one wins.)
7. Board of Trustees
The corporate powers and affairs of the Association shall be exercised and controlled by a Board of Trustees, each of whom shall be a member of the Association. The Board of Trustees shall consist of the officers of the Association, the past President, three active members, the Emergency Coordinator, and the Club Call Sign Trustee. The election of Trustees other than the officers shall take place at the December meeting of the members, or at a special meeting called for that purpose, and shall be by ballot. One Trustee is to be elected each year for a term of three years, staggering the terms to provide some continuity for the Association. Trustees shall take office on January 1 following their election and shall serve for three years, or until their successors are elected and qualified. In the event an elected Trustee is unable to complete the term of office, a replacement shall be elected by the remaining members of the Board.
8. Executive Committee
The officers of the Association shall constitute an Executive Committee and shall have charge of the management of the business and affairs of the Association in the interim between meetings of the Board of Trustees. Such officers shall have the power generally to discharge the duties of the Board of Trustees, but not to incur debts, excepting for current expenses, unless specifically authorized. They shall at all times act under the direction and control of the Board of Trustees and shall make report to the Board of Trustees of their acts. The immediate past President shall be an ex-officio member of this Committee and shall have the same voting rights as a regularly elected member. The Emergency Coordinator shall be a member of this Committee, but unless an elected officer or Trustee, shall not vote. The Club Call Sign Trustee shall be a member of this Committee, but unless an elected officer or Trustee, shall not vote.
The Executive Officers of the Association shall be a President, Vice President, Secretary, and Treasurer. They shall be members of the Association in good standing. Election of officers shall be conducted at the regular membership meeting in December of each year. New officers shall take office January 1 of the following year and shall serve for a term of one year. Any vacancy in office shall be filled by a special election held at the next regular membership meeting following announcement of the vacancy. Election of officers shall be by a majority vote of the active members present.
10. Duties of the President and Vice President
The President shall preside at all meetings of this Association and conduct the same in accordance with the rules adopted by the Association. He/she shall decide all questions of order, sign all official documents, and perform all customary duties pertaining to the office of President. He/she shall appoint all committees and have general supervision of the work of the Association. The Vice President shall assume the duties and functions of the President in his/her absence, and shall also be responsible for the safekeeping of the club equipment.
11. Duties of the Secretary
The Secretary shall have custody of the Association’s charter and by-laws and all other Association records and documents. He/she shall keep an accurate record of the meetings and activities of the membership, the Board of Trustees, and Executive Committee. He/she shall have charge of all correspondence. Upon completion of his/her term in office, the Secretary shall deliver the Association’s records to his/her successor or the President of the Association.
12. Duties of the Treasurer
The Treasurer shall receive and safely keep all money belonging to the Association, and disburse the same, under the direction of the Board of Trustees. He/she shall keep an accurate account of the finances of the Association, in books to be provided for that purpose, and hold the same open for inspection and examination of the Trustees and any committee of members appointed for such inspection, and shall present abstracts of the same at regular meetings when requested. Upon the expiration of his/her term, the Treasurer shall deliver all money and other property of the Association in his/her hands to the successor or to the President. All disbursements of the Association shall be signed by at least two officers. Annually at the January membership meeting, the Treasurer, after consultation with the Executive Committee, shall submit to the membership an annual operating budget setting forth the anticipated receipts and expenditures for the year. Upon approval by the membership this budget shall then constitute approval for expenditures set forth therein. In the event expenditures are to exceed the budgeted amounts, membership approval shall be required. This approval may take the form of an amended budget or approval of a specific expenditure.
13.1 Membership and Attendance Committee
This committee shall contact non-member amateurs in the area to provide information regarding our Association, and shall arrange for proper introduction of all new members. This committee shall be responsible for maintaining and promoting Association membership and attendance.
13.2 Education Committee
This committee shall consist of at least one Volunteer Examiner and shall be responsible for providing educational programs for the members of the Association as well as Novice and upgrade classes. Such programs may be programs for regular membership meetings or may be special meetings called for educational purposes.
13.3 Social and Reception Committee
This committee shall be responsible for all social functions of the Association and such other duties as may be assigned to it. It shall act as the reception committee at all meetings.
13.4 Repeater Management Committee
This committee shall supervise the operation and maintenance of the club’s repeater system or systems. The committee shall be responsible for presenting suggestions and recommendations concerning the repeater to the Association membership at regular meetings.
13.5 Nominating Committee
This committee shall consist of the most recent past president available (or if none available, a member appointed by the President), who shall serve as chairman, and at least two other active members. The committee shall be responsible for preparing a slate of candidates for the Board of Trustees and officers of the Association, for presentation at the election activities at the December meeting.
13.6 Public Relations Committee
This committee shall arrange for all publicity and public relation activities of the Association.
13.7 Finance Committee
This committee shall consist of at least one Trustee and shall be responsible for assisting the Treasurer in preparing the budget described in Article 12; for supervising all fund raising projects conducted by the Association; and for conducting an annual audit of the Treasurer’s records as soon after December 31 each year as practicable. Audits at other times may be conducted upon request of the Board of Trustees. The results of audits shall be reported to the next regular membership meeting following completion of the audit.
13.8 Program Committee
This committee shall arrange for programs for all regular meetings and special activities.
13.9 Emergency Coordination Committee
This committee shall consist of the Emergency Coordinator and all Assistant Emergency Coordinators. It is responsible for maintaining and improving the ability to respond to any emergency situation, which may require the Association’s assistance. It will maintain liaison with the American Red Cross, the Emergency Management Agency, local law enforcement and fire protection agencies, and others as may become necessary.
13.10 Club Call Sign Trustee
The Club Call Sign Trustee shall be appointed by the Board of Directors. The Club Call Sign Trustee shall be an Extra class licensee and shall govern all use of the club call sign, N8ARA. There shall be no specified term for the Club Call Sign Trustee. The application for the club call sign shall be signed by the President of the Association and the appointed Club Call Sign Trustee. The club call sign, N8ARA shall be renewed at intervals specified by the FCC.
The club station license allows members of Newark Amateur Radio Association to have a station operating under a club call sign. The license is granted only to the Club Call Sign Trustee. It conveys no operating privileges. The Club Call Sign Trustee shall establish a method, which provides for accountability in the use of the club call sign by the membership. This method may include, but not be limited to, maintaining a list of approved control operators in the event the Club Call Sign Trustee cannot serve as a control operator for an event. Authorization to use the club call sign must be obtained from the Club Call Sign Trustee prior to use. Members using the club call sign shall at all times, be in compliance with CFR Title 47, Volume 5, Part 97 – Amateur Radio Service as published by the FCC and Article 17 of these By-laws.
13.11 Field Day Committee
This committee shall be responsible for planning, organizing, directing, and completing all field day activities carried on by the club members. In the event that Field Day is put on by more than one club, the chair of this committee shall represent NARA at joint committee meetings.
Dues for all members of the Association shall be payable annually on or before January 31. Past members who have been out of the club more than one year will be considered new members. Honorary members shall be exempt from all dues and fees. Membership cards will be issued to each member indicating the class of membership and such other information as determined by the Board of Trustees. Dues for Active and Associate (unlicensed) Members will be $15.00, Family Members $7.50, and Students (15 yrs or younger) will be free, with no voting privileges. Dues for new members will be prorated on a quarterly basis: if a member joins in January-March, dues will be the full amount; in April-June, dues will be ¾; in July-Sep, dues will be ½ ; in Oct-Dec, dues will be ¼.
15. Qualifications and Election of Members
The membership of the Association shall be divided into three classifications:
Active Members shall be entitled to all rights and privileges of the Association and shall share in its activities and responsibilities. Active members shall be entitled to hold office and vote at all membership meetings.
Associate Members are members who do not hold a valid amateur radio operator’s license but nevertheless have an interest in amateur radio and wish to participate in the activities of the Association. Associate members shall not be eligible to hold any office nor to vote at membership meetings. They shall, however, be eligible to participate in all Association programs and projects to the extent that their participation does not violate any FCC or other laws or regulations. An associate member shall automatically become an active member upon presentation of a valid amateur radio license to the Secretary, who shall issue a membership card.
Honorary Members may be elected by a two-thirds vote of the total active membership present at a regular meeting of the membership. Such membership shall be restricted to persons whose activity and public service are consistent with the purpose of amateur radio, and shall be conferred for a period of one year, subject to renewal annually by vote of the membership. Honorary members will not be eligible to hold any office or vote at membership meetings.
Any active member may sponsor a prospective new member or prospective new members may apply directly to the membership committee. An application for membership shall be made on a form supplied by the membership committee. Said application shall be accepted upon payment of dues. An application is required with each new or renewal membership.
16. Order of Business
All membership meetings will be conducted in accordance with Robert’s Rules of Order (newly revised), insofar as they do not conflict with provisions in these by-laws. The order of business shall be as follows:
Additions and corrections to the minutes of the previous meeting. Financial report. Reports of the President or other officers. Reports of Committees. Unfinished business. New or miscellaneous business (will include election of officers and trustees each December)
17. The Radio Amateur is:
Considerate…never knowingly operates in such a way to lesson the pleasure of others.
Loyal…offers loyalty, encouragement and support to other amateurs, local clubs, and the American Radio Relay League, through which Amateur Radio in the United States is represented nationally and internationally.
Progressive…with knowledge abreast of science, a well built, safe, and efficient station and operation above reproach.
Friendly…slow and patient operating when requested; friendly advice and counsel to the beginner; kindly assistance, cooperation and consideration for the interest of others. These are the hallmarks of the amateur spirit.
Balanced…radio is an avocation, never interfering with duties owed to family, school or community.
Patriotic…station and skill always ready for service to country and community.
In addition, on-the-air practices including, but not limited to, derogatory comments regarding others, causing deliberate interference to communications, using profanity or obscenity, conducting illegal communications, and other violations of the FCC rules, are prohibited.
A member whose conduct is in serious violation of this code, shall, by direction for the Board of Trustees, be sent a letter by the Secretary reprimanding the member of such violation with a request not to repeat it. Persistent offenses shall, by recommendation of the Board of Trustees and approval of the membership by a 2/3 vote of the members present at a regular meeting, result in expulsion from the membership, and loss of all membership privileges including loss of repeater privileges.
Proposed amendments shall be submitted to a membership meeting preceding the one where the vote will be taken and shall be published in the club bulletin at least once prior to the time the vote is taken. A two-thirds affirmative vote of the active members present at the meeting shall be required for approval. All amendments shall be submitted in writing to the Secretary.