Constitution of the Pacific Northwest VHF Society

Constitution of the Pacific Northwest VHF Society
V8
Revised 07/05/05

Preamble

We, the undersigned, wishing to secure for ourselves the pleasures and benefits of an association of persons commonly interested in weak-signal VHF, UHF and Microwave Amateur Radio activities, constitute ourselves as the Pacific Northwest VHF Society 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 individual operating efficiency, and to so conduct society programs and activities as to advance the general interest in and welfare of weak-signal VHF, UHF and Microwave Amateur Radio activities in the Pacific Northwest.

Article I: Membership

All persons interested in Amateur Radio weak-signal VHF, UHF and Microwave communications shall be eligible for membership. Membership shall be by application and election upon such terms as the society shall provide in its by-laws.

Article II: Publication of Record

The society website (www.pnwvhfs.org) shall be the official information channel of the Pacific Northwest VHF Society. All notices, announcements and other items of official business shall be posted at this location. No other notification will be provided to the membership.

Article III: Officers

Sec. 1: The officers of the Pacific Northwest VHF Society shall be a President, Vice-President and a Secretary-Treasurer.

Sec. 2: Officers of this society shall be elected for a term of one year by vote of the membership. A printed or e-mail ballot shall be used.

Sec. 3: The term of office for society officers shall begin at 12:01 am on November 1 of the year elected and shall end at 12:00 midnight on the following October 31.

Sec. 4: Officers may be removed by a two-thirds vote of the membership.

Sec. 5: Vacancies in the offices of President, Vice-President or Secretary-Treasurer occurring prior to the end of the prescribed term shall be filled by special elections conducted within 45 days following the occurrence of the vacancy.

Sec. 6: Duties of Officers

A. The President shall:

1. Preside at all meetings and conduct them according to the rules adopted.

2. Enforce due observance of this constitution, by-laws and policies adopted in due course by the society.

3. Decide all questions of order; sign all official documents adopted by the society and perform all other duties pertaining to the office of President.

4. Represent the society at meetings with other organizations, at hamfests, with the ARRL, etc.

5. Direct the day-to-day affairs of the society.

B. The Vice President shall:

1. Assist the President in the execution of his/her duties and shall chair committees as directed by the President.

2. In the event that the president is not able to complete his/her elected term the Vice President shall assume the full duties of President and complete the current term and shall call for a special election to select a new Vice President as required in Article II, Section 5.

3. If the president is unavailable the vice-president shall conduct the annual meeting of the society.

4. Provide tie-breaker votes on issues submitted to the board of directors. The Vice-President will not otherwise vote.

C. The Secretary-Treasurer shall:

1. Properly notify the membership of duly called meetings.

2. Keep an accurate record of the proceedings of all meetings in the form of minutes and shall read such minutes at following meetings, as needed.

3. Receive society mail, prepare society correspondence and attend to other administrative duties as called upon.

4. Accept membership applications, assign membership numbers, notify applicants of their acceptance and keep accurate membership records.

5. Receive and account for all monies received by the society; pay all authorized society bills and keep an accurate record of funds deposited in or withdrawn from the society's bank account.

6. Submit to the membership an annual itemized statement of receipts and disbursements. This notice will be posted on the society web page.

7. Prepare and mail the annual conference flyer, receive conference registrations and maintain an accurate record of conference income and expenses.

Article IV: Directors

Sec. 1: There shall be a board made up of five directors. Each director shall represent one of the five recognized RAC/ARRL sections within the region encompassed by the society; i.e. British Columbia, Idaho, Oregon, Eastern Washington and Western Washington. Directors must reside within the section he/she represents. Collectively, the directors shall be referred to as the Board of Directors.

Sec. 2: The directors shall elect one of their number as Chair. The Board Chair shall:

A. Preside at all board meetings and shall conduct them according to the rules adopted by the society, and shall decide all questions of order.

B. Convey board recommendations to the President and serve as the primary contact point between the officers and the board.

C. Be responsible for soliciting input from directors to determine society policy and reporting vote results to officers.

D. Provide the society newsletter editor with a synopsis of board proceedings for publication in the newsletter.

E. Receive nominations for the annual "VHFer of the Year" award and shall coordinate the voting of the BOD for this award.

Sec. 3: Directors shall be elected to two-year terms. Terms shall initially be staggered so that no more than three terms will expire in any calendar year. Election of directors shall be handled in the same manner as that used for electing officers.

Sec. 4: The term of office for Directors shall begin at 12:01 am on November 1 of the year elected and shall end at midnight on October 31 of the second year of their term.

Sec. 5: A Director may be removed by a two-thirds vote of the membership residing in the section represented by that director.

Sec. 6: The President shall have the power to appoint directors when vacancies occur between elections. A vacant director position must be filled by appointment within 45 days following the occurrence of the vacancy. Persons appointed to fill a vacated director position will serve the unexpired portion of the term for the position they are appointed to fill.

Sec. 7: Duties of Directors.

A. Directors shall represent the interests of members in each of the five RAC/ARRL sections within the chartered area of the organization. Only members residing within the section may cast a vote for the director representing that section.

B. Directors are authorized to appoint committees to assist them in matters pertaining to their section such as:

1. Coordination of social events within their sections

2. Representation of the society at hamfests/fairs and other ham related events within their section.

C. Directors shall provide input and guidance to the President, Vice President and Secretary Treasurer.

D. Periodically, the society officers will seek guidance from the Board of Directors on policy matters. Board members will submit their opinion or vote to the Board Chair who will summarize the board findings and submit them to the President.

E. Directors shall receive comments, suggestions and queries from society members residing in their section.

F. Directors are expected to make timely responses to all queries.

G. Directors shall, at the annual meeting, make a brief presentation regarding the state of their section. If a director will not be present at the annual meeting, he/she shall submit a brief written statement to the Secretary-Treasurer who will read it at the conference.

Article V: Meetings

Sec. 1: The By-Laws shall provide for regular and special meetings. The members in attendance at a properly noticed and called meeting shall constitute a quorum for the transaction of business.

Sec. 2: The Board Chair shall call meetings of the directors, as necessary, to consider the business of the society. Directors shall also maintain regular contact with each other in order to keep informed on matters of interest and concern to the members.

Article VI: Dues

The society, by majority vote of those present at any regular meeting, may levy upon the general membership such dues or assessments as shall be deemed necessary for the proper conduct of the business of the organization. Non-payment of such dues or assessments shall be cause for placing the unpaid member in delinquent status with a loss of society benefits and privileges. Delinquent members may return to full membership status by paying dues owed.

Article VII: Amendments

This constitution and the society by-laws may be amended by a two-thirds majority vote of those voting at a duly called regular or special meeting, or in a duly noticed special election called solely for the purpose of amending the constitution or by-laws.

By-Laws

1. Constitution and Bylaw Changes: It shall be the duty of the Secretary-Treasurer to maintain the constitution and by-laws of the society, and to have current copies of these documents with him/her at every meeting. He/she shall annotate these documents to show all changes, additions or deletions, and shall cause these updated documents to be posted on the society web site.

2. Membership: Full membership is open to any licensed radio amateur. Associate membership is open to all other interested persons. Full membership includes all society privileges as well as rights to hold a society office and to vote for society officers. Associate membership includes all society privileges except for the right to hold office and vote for society officers. Applications for membership shall be submitted to the Secretary-Treasurer, who shall issue a membership certificate to the applicant.

3. Meetings: Regular meetings shall be held at least once during each calendar year. Special meetings may be called by the President at his/her discretion or upon the written request of any five members. Notices shall be sent to members concerning special meetings and the business to be transacted. Only such business as designated shall be transacted. Such notices shall be sent so that they arrive not less than ten days before the meeting.

4. Membership Fee: A fee of $10.00 shall be paid at the time of application for membership in the organization. This fee is not refundable and shall not constitute payment of dues.

5. Committee Appointments: The President shall have the authority to appoint committees to carry out specific functions of the organization. He/she shall set the term of the committee and shall designate the committee chair. Terms of committee members shall not extend beyond the term of the president making the appointment.

6. Dissolution: Should the Pacific Northwest VHF Society be dissolved through the actions of its members or by order of law, the assets of the organization shall be distributed to the American Radio Relay League Foundation and Radio Amateurs of Canada Foundation in a percentage that reflects the percentage of membership in those respective organizations at the time of dissolution.

Policies

Policy 1.0: Election of Unopposed Candidates

Sec. 1.1 When, after the prescribed nomination period for officers and directors of the Pacific Northwest VHF Society has closed and there is only one eligible candidate for a given officer or director position, that candidate shall be declared by the Board of Directors to have been elected without further balloting.

Sec. 1.2 In cases where there are two or more candidates for any officer or director position up for election, email or written balloting shall be conducted among the members

Sec. 1.3 In cases where candidates for officer positions…President, Vice-President and Secretary-Treasurer…are unopposed but director positions have two or more eligible candidates, members in the contested divisions will vote by email or written ballot.

Policy 2.0: Appointed Positions

Sec. 2.1 Webmaster: The webmaster shall be appointed by the president. Webmaster duties are:

1. Maintain the society web site.

2. Establish and maintain society email reflectors.

3. Manage the domain registration for pnwvhfs.org and any other
domains the society should acquire.

Sec. 2.2 Contest Chair: The contest Chair shall be appointed by the president. Contest Chair duties are:

1. Receive and compile contest entries for society and ARRL contests, and forward these results to the webmaster for posting on the society web site.

2. Maintain records for various society awards.

3. Prepare award certificates for presentation at the annual society meeting.

Sec. 2.3 Newsletter Editor: The newsletter editor shall be appointed by the president. Newsletter editor duties are:

1. Prepare a quarterly newsletter and submit it to the webmaster for posting on the society web site.

2. Receive and edit articles submitted by society officers and members for the newsletter.

Sec. 2.4 Presentation Coordinator: The presentation coordinator shall be appointed by the President. Presentation coordinator duties are:

1. Receive requests for presentations at club meetings and hamfairs.

2. Contact society members, as appropriate, to arrange for presenters at these functions.

3. Maintain and distribute presentation handouts and materials.

4. Maintain a PowerPoint library of presentations for member use.

5. Maintain records of presentations made and provide this information to the newsletter editor.