Columbia Amateur Radio Association
Constitution and By-laws
As Revised February 4, 2025 

Mission Statement: 

We, the undersigned, wish to secure for our organization the benefits of an Association, of people 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 people interested in Amateur Radio Service shall be eligible for membership. An application form must be filled out for valid membership. There are two levels of membership: Full Members and Associate Members. Full Members: must hold an Amateur Radio License; carry voting privileges; and pay Association dues should said dues be enacted. Associate Members: available to anyone interested in Amateur Radio; does not carry voting privileges; does not require an Amateur Radio License and does not have to pay dues should said dues be enacted. 

Meetings: Article II 

The By-laws provide for regular and special meetings. At all regular meetings, a minimum of four Full Members must be present, plus four members of the Executive Committee shall form a quorum for the transaction of business. The President may conduct an executive session if a decision must be made prior to the notification and meeting of the entire membership. 

Officers: Article III 

Section 1 

The officers of this Association shall be President, Vice-President, Secretary, Treasurer, Trustee One, Trustee Two, and Member at Large. The seven voting officers shall make up the Executive Committee. Only Full Members may be nominated for and elected to the Executive Committee. 

Section 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, Trustee One, and Member at Large. In even-numbered years, elections for the Vice-President, Secretary, and Trustee Two will be held. The exception to this section is when a vacancy occurs in a position. 

Section 3 

Vacancies occurring between elections must be filled by special elections at the first regular meeting following the withdrawal or resignation, provided there is a quorum. 

Section 4 

Officers can only be removed by a two-third vote of the voting Full Members and Executive Members present, provided there is a quorum. Associate members are not allowed to vote. 

Duties of Officers: Article IV 

Section 1 

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 of the office of President. The President shall oversee all committee activities. 

Section 2 

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. 

Section 3 

The Secretary shall keep a record of the proceedings of all meetings, keep the role of members, execute all correspondence, read communications at each meeting, and convey 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 upon request. At term end the Secretary shall turn over all items, supplies, and records belonging to the Association to his/her successor. 

Section 4 

The Treasurer shall receive and provide receipts for all money paid to the Association: keep a correct account of all the monies received and spent, pay no bills unless authorized by the Association or its Executive Committee. A bank account will be set up, and the monies received will be deposited there. A Finance Committee may be authorized by the President and chaired by the Vice-president. At each regular meeting, the Treasurer shall give an itemized statement of disbursements and receipts. The Treasurer will file all proper and necessary government documents except for those pertaining to the Federal Communications Commission. At term end the Treasurer shall turn over all items, supplies, and financial records belonging to the Association to his/her successor. 

Section 5 

 
Trustee One shall manage the Association license and shall keep the original Association license signed in a safe place. A copy of the Trustee 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(s) used for Association activities. He or She will produce the license upon request of the Association, FCC, or Oregon Region Relay Council (ORRC). Function as Liaison to ORRC, standing for Association in all matters related to club transmitters. Attending all ORRC operations meetings, noting all changes that might affect club transmitter operational parameters, location, and band plan. Share all the information gathered from ORRC meetings with Association board members. File yearly updates, or as directed by ORRC, to existing coordination’s. 

Section 6 

Trustee Two shall be the custodian for the physical assets of the Association. Maintain a current inventory of all assets and their location. Perform an annual inspection of all assets. 

Section 7 

The Member at Large shall hold a General, Advanced, or Extra Class Amateur Radio License. The Member at Large shall be well versed in Association operations, member relations, and Amateur Radio etiquette. The Member at Large shall function as a liaison between Association members and the Executive Committee. 

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 voting membership present, provided there is a quorum. Dues will be paid to the Treasurer. If a new member pays dues mid-year, the first year will be pro-rated through the beginning of the year. All dues will be paid before the end of the second Month of each year. 

Membership Assistance: Article VI 

The Association may provide, if funds are available, educational opportunities for licensing class advancement at the discretion of the Executive Committee. 

Amendments: Article VII 

This Constitution or the By-laws may be amended by a two-third vote of the voting membership present, provided there is a quorum. Proposals for amendments shall be sent in writing at a regular meeting and shall be voted upon at the next regular meeting, provided all members have been notified of the intent to amend the Constitution and/or By-laws at said meeting. All amendments will be attached after the signature page of the Constitution. 

By-laws: Article VIII 

Meetings 

All meetings will be conducted using Roberts Rules of Order. 

Annual Meeting: The annual meeting shall be held at a time and date decided by the President. The annual meeting may coincide with a Regular meeting. A quorum as defined by Meetings: Article II shall be required for the transaction of business. 

Regular Meetings: Regular meetings will be held as scheduled by the Executive Committee. It is intended that Regular meetings be held monthly unless unusual circumstances dictate otherwise. Notice of Regular meetings shall be sent so that they arrive no less than 24 hours before the scheduled meeting. A quorum as defined by Meetings: Article II shall be required for the transaction of business. 

Special Meetings – Special meetings may be called by the President or upon the written request of any five regular members or Executive Committee. Notices shall be sent to members concerning special meetings and the business being transacted. Only such business as designated shall be transacted. A quorum as defined by Meetings: Article II shall be required for the transaction of business. 

Executive Committee Meeting – Executive Committee meetings will be held as believed necessary and as scheduled by the Executive Committee. 

Subcommittee Meetings – Subcommittee meetings 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 Regular meeting. These subcommittee meetings shall be open to any Association member concerned for input. 

Participation 

Every person shall be considered either a Regular Member or an Associate Member in good standing unless they stop taking part for a minimum of 6 months or in the case of a Regular Member, 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. 

Member Conduct 

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 for good amateur practices. Flagrant disregard of these guidelines may result in disciplinary action as considered 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 work following section 501(C)(3) as an officially 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 (or service 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 incur 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 for the entire Executive Committee. 

Approved: March 2, 2000. Revised: October 4, 2011. Revised: February 4, 2025