Columbia Amateur Radio Association
Constitution and By laws
October 4, 2011
We, the undersigned, wishing to secure for our organization the benefits of an association, of persons commonly interested in Amateur Radio, public service communications, and emergency services, do hereby constitute ourselves as the Columbia Amateur Radio Association, 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, to develop proficient communication skills, and to conduct association programs and activities to advance the general interest and welfare of Amateur Radio and its services in the community
Membership: Article I
All persons interested in Amateur Radio Services shall be eligible for membership. An application form must be filled out for valid membership.
Meetings: Article II
The by-laws shall provide for regular and special meetings. All regular meetings, a minimum of 4 members present, plus at least 3 association officers shall constitute a quorum for the transaction of business. The President may conduct an executive session if a decision must be made prior to the feasible notification and meeting of the entire membership.
Officers: Article III
The officers of this association shall be: President, Vice-president, Secretary, Treasurer, Trustee #1, and Trustee #2.
The officers of this association shall be elected for a term of two years by ballot of the voting members present provided there be a quorum at the annual meeting as prescribed in the by-laws. In odd-numbered years, elections will be held for the President, Treasurer, and Trustee Number 2. In even-numbered years, elections for the Vice-president, Secretary, and Trustee Number One will be held. The exception to this section is when a vacancy occurs in a position.
Vacancies occurring between elections must be filled by special elections at the first regular meeting following the withdrawal or resignation, provided there be a quorum.
Officers can only be removed by a two-thirds vote of the voting membership present.
Duties of Officers: Article IV
The President shall preside at all meetings of this association, and conduct them according to the rules adopted. The President shall enforce due observance of this 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. The President shall oversee all committee activities.
The Vice-president shall assume all the duties of the President in his/her absence. In addition the Vice-president shall organize association activities plan and recommend contest for operating benefits, advance association interest, and activity as approved by the association.
The Secretary shall keep a record of the proceedings of all meetings, keep the roll of members, carry on all correspondence, read communications at each meeting, and mail written meeting notices to each member. The Secretary shall keep permanent records of the association. All records shall be in a safe place and shall be available on request. At term expiration the Secretary shall turn over all items and supplies belonging to the association to their successor.
The Treasurer shall receive and receipt all money paid to the association: keep an accurate account of all money received and expended, pay no bills unless authorized by the association or its officers constituting an executive committee. A bank account will be established monies received will be deposited therein. A Finance Committee may be authorized by the President, and chaired by the Vice-President. At each regular meeting the Treasurer shall submit an itemized statement of disbursements and receipts. The Treasurer will file all appropriate and necessary government documents with the exception of those pertaining to the Federal Communications Commission. At term end the Treasurer shall turn over everything in their possession belonging to tile association to their successor.
Trustees shall be experienced amateur elected one at a time starting with #2 for a yearly term each. Trustee #1 is the responsible amateur for the association license. If trustee #1 is replaced, or leaves, then the license will need to be modified with the new Trustee #1 Trustee #1 shall keep the original association license, signed in a safe place. He/she will produce the license upon request of die association or the FCC. A copy of the Trustee #1’s license and a copy of the association license will be kept with the Association Secretary’s documents. A current copy is to be posted at any association-operated transmitter used for association activities. Trustee #2 is the custodian for physical assets of the association.
Dues: Article V
The necessity for, and the nature of association dues are to be recommended by the Executive Committee. Dues as recommended by the Executive Committee are to be approved by a simple majority of the club voting membership present. Dues will be paid to the Treasury.
Membership Assistance: Article VI
The Association will provide, if funds are available, education opportunities for licensing class advancement.
Amendments: Article VII
This constitution or the by laws may be amended by a two third voting membership, provided there is a quorum. Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted upon at the next following meeting, provided all members have been notified in writing of the intent to amend the constitution and/or by-laws at said meeting. All amendments will be attached after the signature page on the Constitution.
By-laws: Article VIII
All meetings will be conducted using Roberts Rules of Order. The annual meeting shall be held at time and date decided by the President. Regular meetings will be held as scheduled by the Executive Committee. Special meetings may be called by the President or upon the written request of any five-association members. Notices shall be sent to members concerning special meetings and the business being transacted. Only such business as designated shall be transacted. Such notices of general meetings shall be sent so that it will not arrive less than 24-hours before the scheduled meeting. Meetings by subcommittees will be scheduled by the chairperson of that committee concerning the nature of that committee. The Chairperson shall give updates as needed upon the request of the President at any monthly meeting. These subcommittee meetings shall be open to any concerned association member for input.
Every person shall be considered a voting member in good standing unless they stop participating for a minimum of 6 months or cease paying dues. The Secretary shall keep a list, for the record, of people attending each meeting of the association. The executive committee will address exceptions.
All members are in good standing if they agree to abide by the constitution and by-laws of this association, laws and rules of the Federal Communication Commission, and all applicable federal, state, and local regulations. Members are expected to conduct themselves with good faith and respect to good amateur practices. Flagrant disregard of these guidelines may result in disciplinary action as deemed necessary by the membership leading up to but not excluding removal from the association.
Declarations: Article IX
Section 1 CARA Incorporation, State of Oregon
This association, Columbia Amateur Radio Association shall incorporate in the state of Oregon as a non-profit organization.
Section 2 Public Benefit
The association shall conduct itself as a Public benefit as outlined by the state of Oregon.
Section 3 IRS501(C)(3) Organization
This association shall operate in accordance with section 501(C)(3) as a publicly supported organization described in Section 509(A)(1) of the Internal Revenue Code. “This corporation is organized exclusively for charitable and educational purposes within the meaning of Section 501(C)(3) of the Internal Revenue Code.” “Notwithstanding any other provisions of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax tinder section 501(C)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by a corporation contributions to which are deductible under Section 170(C)(2) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law).”
Section 4 Distribution of Assets Upon Dissolution
Upon dissolution of the corporation, after paying or adequately providing for the debts and obligations of the corporation, the remaining assets shall be distributed to a non-profit fund, foundation, or corporation that performs the same type or similar services in Columbia County, which is organized and operating exclusively for emergency or educational purposes, and which has established its exempt status under section 501l(C)(3) of the internal Revenue Code.
Section 5 Any Sharing of Assets in the Dissolution
No part of the net earnings of this corporation shall inure to the benefit of any donor, member, or any officer of the corporation, nor shall any private individual be entitled to share in the distribution of the corporate assets.
Section 6 If it becomes necessary, the Executive Committee may vote to dissolve the club. Such a vote will require a two-thirds majority vote of the entire Executive Board.
REVISED: October 4, 2011