Nashoba Valley Amateur Radio Club
21 June 2001
Laws or language thereof shall be construed as
discriminating against or making unwelcome any such person by sex, race, creed,
nationality, nation of origin, physical ability, age or any other
characteristic secondary to an interested in Amateur Radio.
Full Member. A Full
is a person who has
filled out a membership application, is up-to-date in payment of dues and
mandatory assessments and who holds a valid amateur radio license. Full
have the right to
vote. The number of Full Members on the club roll determines the number of
persons needed to meet quorum or meet minimum voting requirements as set forth
in the Constitution
Associate Member. An Associate Member is a person who has filled out a membership application, is up-to-date in payment of dues and mandatory assessments. Associate Members do not vote and are not counted for purposes of meeting quorum or minimum voting requirements.
Honorary Member. An Honorary Member is a person who has been elected to membership by the NVARC Board of Directors. Honorary Members do not pay dues or assessments. Honorary Members do not vote and are not counted for the purposes of meeting quorum or minimum voting requirements.
Eligibility. All persons interested in Amateur Radio
shall be eligible for membership.
Laws unless the applicant is still under
sanction following a removal. Members holding a valid Amateur Radio
license are granted Full Membership and have the right to vote on matters of
club business . All
others shall be granted Associate (non-voting) Membership.
Waiving Voting Privileges. Members otherwise eligible to vote, may choose to be Associate members if they do not wish to be involved in the decision-making process of the club. Such members may regain Full Membership by declaring their desire to do so to the club Secretary at any time. The intent of this section is to aid the club by allowing people who do not intend to vote or attend meetings on a regular basis to remove themselves from the number of people required to make a quorum.
Honorary Members. At its discretion, the Board of Directors may vote to extend Honorary Membership to selected groups or individuals. Honorary Membership has a term of one year. Honorary Members are excused from dues and assessment obligations. Honorary Membership conveys no voting rights.
Removal. At a Special Meeting called for that purpose, members may be removed from the club roster by a vote of two-thirds of the Full Members listed on the roll at the time of the Special Meeting. The Motion to Remove shall specify a period of sanction during which the removed member may not reapply for membership.
The officers of this club shall be: a President, a Vice-President, a Secretary, a Treasurer and three Directors. These officers shall constitute the NVARC Board of Directors (“The Board.”)
Election of Officers. Each officer of this club shall be elected for the term specified in Article III. Election shall be by ballot of the members present at Special Meeting conducted within the general meeting in April, or by special election, as provided by Section 3 below. If, for any reason, the election cannot be held at the April meeting, it will be held at the first possible meeting following.
Vacancies. Vacancies occurring between regular elections must be filled by special election at the first general meeting following the meeting at which the vacancy is announced. The person elected will fill the unexpired term of the vacated office.
Removal. Officers may be removed from office at a Special Meeting called for that purpose by a vote of two-thirds of the Full Members listed on the roll at the time of the Special Meeting. An officer is automatically removed from office for failure to attend three consecutive general meetings or three consecutive Board meetings unless their absence has been satisfactorily explained to the Board of Directors.
Article III - Duties of Officers
The President shall be elected for a term of one year. He
shall preside at all meetings of the club and conduct them according to the
rules adopted. He shall enforce observance of this
Constitution and the By-
Laws, decide all questions of order, sign all
official documents that are adopted by the club and none other, and perform all
customary duties pertaining to the Office of President. He
shall, at the expiration of his term, turn over everything pertaining to the
commission of his office to
The Vice-President shall be elected for a term of one year. He shall assume all duties of the President in the absence of the latter. The Vice-President or his appointee shall act in the capacity of Activities Manager. He shall maintain close liaison with the ARRL Emergency Coordinator or SEC to promote the fullest possible club participation in the Amateur Radio Emergency Service. He shall, at the expiration of his term, turn over everything pertaining to the commission of his office to his successor.
The Secretary shall be elected for a term of one
Laws. He shall keep informed by questionnaires or
other means of the capabilities and type of operation of such members as
possess station equipment to facilitate emergency organization and to help in
planning general interest activities.
It shall be the
duty of the Secretary to keep the Constitution and By- Laws of the Nashoba Valley Amateur Radio Club
and have them with him at every general and special meeting. The
Secretary shall cause all amendments, changes and additions to be noted thereon
and shall permit them to be consulted by members upon request. He
shall, at the expiration of his term, turn over everything pertaining to the
commission of his office to
The Treasurer shall be elected for a term of one year. He shall receive and receipt (as required) for all moneys paid to the club. He shall keep an accurate account of all moneys received and expended. He shall make disbursements as directed by the club or its officers. He shall publish regular summaries of club accounts for the general membership. At the end of each quarter he shall submit an itemized statement of disbursements and receipts to the club directors. He shall receive applications for membership and keep the official roll of current NVARC members. He shall have such roll with him at each general and special meeting. He shall, at the expiration of his term, turn over everything pertaining to the commission of his office to his successor.
The Directors will be elected for a term of three years. They
are charged with the responsibility of guiding the club in all its endeavors. They
shall interpret the wishes of the general membership and guide the officers in
that direction. They shall decide questions of
interpretation of the NVARC constitution when required. They
may elect Honorary
members. They shall audit the financial accounts of
the club. They shall review and approve agreements
prior to submittal to the general membership for approval. They
shall monitor agreements accepted by the club for
The Order of Succession in the absence of the president shall be:
regularly scheduled membership meeting as provided for in the By- Laws. At a general meeting, a quorum for the
conduct of business is 15% of the Full Members. A
motion will be passed if a majority
(51%) of the votes cast are in favor.
meeting called by the president for a specific purpose and requiring
Notification as defined in this article.
Special meetings may be convened
within a general meeting and to the extent it is practical, should be so
convened. Notice of special meeting may be included
in the club newsletter, and to the extent it is practical, should be so sent. At
a special meeting, a quorum for the conduct of business is 20% of the Full Members either present or
represented by absentee ballot. A motion will be passed if two-thirds (2/3) of the members present or represented by absentee ballot vote in favor.
meeting called by petition to the president of 20% or more of the Full Members. Extraordinary
Meetings require Notification as defined in this Article. To
the extent possible, Extraordinary Meetings should be scheduled during a
general meeting and notice should be made via the club newsletter. At
an Extraordinary Meeting, the subject matter of the meeting shall determine
the quorum and voting requirements in accordance with the definitions of
General Meeting or Special Meeting.
documented costs resulting solely from calling the meeting shall be borne by
those members petitioning for the meeting unless these costs be waived
by vote of the membership.
meeting held by the Board of Directors for the purpose of general
administration of the club or to discuss topics deemed uninteresting to the
general membership. Within the discretion granted by the
membership, the Board may expend up to $ 200 in any calendar month for the benefit of the club.
General and Special
Meetings. The By-
Laws shall provide for general and special meetings. A special meeting must be called to act on any motion to:
(1) Amend the NVARC Constitution,
(2) Change the
(3) Remove members from the roll,
(4) Remove officers from office, except such removal be automatic as defined in Article II.
money in an amount greater than $
200 in a calendar month when the Board
determines that the membership should be polled in matter of the expenditure,
may also be required for reasons specified in
Business Meetings. The
Board of Directors shall conduct business meetings when necessary to
insure proper operation of the club, thereby
leaving the general meetings for more pleasurable things. Business
meeting may be conducted at the place and time agreeable to the Board of
Directors but must be open to any member
of the club.
Notification. Certain meetings require that Notification
of all members must be made. The notice must specify the business to be
transacted and no other business may be discussed at that meeting. The
notice must contain the motion to be voted upon and any special information
required with that motion. Additional requirements may be specified in
Laws. Notices must include an absentee ballot by which a member may give unambiguous
voting instructions to the
club secretary. Notices must be mailed such that with
normal delivery they will be received by members residing in Massachusetts at
least 48 hours before the special meeting. Notification
is deemed made when sent
to the member’s mailing address
as listed on the roll.
Absentee Ballots. Absentee
ballots shall be provided for all meetings requiring Notification and in such
other circumstances as the constitution or By-
Laws may specify. These
Ballots must give unambiguous voting instructions
to the NVARC
The ballot must be registered with the secretary in advance of the vote and shall
constitute the member’s presence and vote for the purposes of determining
quorum and outcome of the election. The absentee ballot given to the secretary must have written in
ink the member’s signature and
the date the ballot was signed.
Any cost associated with registering the
absentee ballot with the secretary (e.g., postage) shall be borne by the member.
Article V -- Dues and Assessments
Dues. The Nashoba Valley Amateur Radio Club,
shall provide a schedule of dues in the By-
Laws. All membership categories specifying
payment of dues shall grant membership contingent
Assessments. From time to time NVARC may require special
assessments for the business of the club within its object as set forth in the
preamble of this Constitution.
The Constitution. This Constitution may only be amended by Special Meeting. The Motion for Amendment must specify the exact text of the amendment. The President shall schedule the Special Meeting in a timely fashion within the guidelines for Special Meetings. Any change to the text of the amendment, except for corrections of grammar or spelling, will require Notification, as provided for in Article IV, to be made again and the Special Meeting be continued with the vote deferred.
Laws. The By- Laws may only be changed at a Special Meeting. Laws shall specify the substance of the change.
The President shall schedule the Special
meeting in a timely fashion within the guidelines for Special Meetings. The
exact text of the change shall be worked out by debate at the Special Meeting
and when consensus is reached, the outcome
decided by vote.
Article VII - Meeting Rules
Robert’s Rules of
Order shall govern proceedings when not superseded by our custom or By-
The Nashoba Valley Amateur Radio Club will be dissolved if any of the following conditions exist:
The membership is unable or unwilling to
fill the positions of President and Vice President for a period of
after both offices
does not hold a regular monthly meeting for more than four
consecutive normal meeting months as defined
in Section 2 of the
The membership votes to dissolve the club with a majority vote at a special meeting conducted in accordance with Article IV.
Upon a determination of dissolution, as defined above, by the remaining elected Officers the Treasurer or acting Treasurer is instructed to settle all unpaid debts and then transfer all remaining assets to the ARRL Foundation or its successor.
By-Laws of the Nashoba Valley Amateur Radio Club (NVARC)
21 June 2001
NVARC Dues Schedule. Membership dues are paid in advance. All memberships are for a term of one year.
Full Member under 16 years
16 years of age
General and Special Meetings. General Meetings shall be held monthly except July and August at such place and time as the President shall order. Special Meetings shall be called by the President as required.
Committees. Committees shall be appointed by the President including, but not limited to:
Nomination Committee - appointed in January to develop a proposed slate of officers for the April Election
Field Day Committee - appointed no later than April to plan and coordinate Field Day activities for that year.
Newsletter Committee - a standing committee with appointments as required to provide the club a newsletter.
Local Interference Committee - a standing committee coordinated with the Section Manager and Official Observer Coordinator to investigate interference complaints in accordance with the ARRL/FCC agreement on Local Interference Committees. (The chair of this committee must be a member of the Amateur Auxiliary of the FCC’s Field Operations Bureau.)
TVI Committee - a standing committee to attempt to
resolve disputes between the public and amateur
Education Committee - a standing committee to administer amateur radio classes, coordinate volunteer examiner sessions and promote educational programs of interest to the general community as well as the amateur community.
The President shall appoint a Property Master from the full Membership. This appointment becomes effective immediately upon ratification by the Board of Directors.
The duties of the Property Master are:
1. Create and maintain
an up-to-date inventory
("Property Inventory ") of all Club
property (chattel). This inventory shall include the location
of all property, including the name of the individual who has custody of each
item with the callsign (if any), and shall be
in two parts: signout. Signout property is RF
equipment such as test equipment, radios, microphones, keyers, antennas, power
supplies, TNCs, and cabling that is intended for circulation within the
Membership (or, with Board approval, outside the Membership); and
2. Provide periodic
articles no less often than quarterly to the Signal editor regarding the
3. File an annual
report at the April Board meeting with the Board of Directors containing the
Property Inventory and the number of times each item of
signout property has been in
4. Assure that Club
signout property is
available for circulation to Members with reasonable advance notice. Typically this will
require the Property Master or his/her representative to be a regular attendee
at the monthly meetings so that Members may request in advance that specific items be brought to
Signout property may be
held by a Member until the next regularly scheduled Monthly Meeting. Members holding signout property must
present it to the Property Master or his/her representative at the Monthly
Meeting. Signout property is made
available to Members on a first-come, first-served basis. A Club activity
requesting the signout property will
always have priority. If the Member who currently holds a piece
of signout property wishes to
sign out the same piece of property again, that Member's name is placed
last on the request list at the next Monthly Meeting. With the exception
of a Club activity, the Member requesting signout property must be
present at the Monthly Meeting to claim the property. The request list
shall carry over month to month. If the member(s) whose name(s) are first on
the list when an item becomes available are not present at the meeting, their names are removed
from the list.
6. The Board of Directors retains responsibility for making all acquisitions or accepting donations of property.
The President may appoint a Librarian from the full Membership. This appointment becomes effective immediately upon ratification by the Board of Directors.
The duties of the Librarian are:
1. Create an inventory
of all Club-owned lending materials
("Library "). Lending materials
are materials such as books, videotapes, and other training materials that are
intended for circulation
within the Membership.
2. Maintain an up-to-date account of the location of all Club-owned lending materials, providing periodic articles to the Signal editor about the Library, and file an annual report with the Board of Directors of the inventory and the number of times each item in the Library has been in circulation.
3. Assure that Club-owned lending materials are available for circulation to Members with reasonable advance notice. Typically this will require the Librarian or his/her representative to be a regular attendee at the monthly meetings so that Members may request in advance that specific items be brought to the Meeting.
4. Propose new Library acquisitions to the Board of Directors. The Board retains responsibility for making all acquisitions of Library materials and for accepting any donations to the Library.
The President may appoint an Emergency Coordinator from the full Membership. This appointment becomes effective immediately upon ratification by the Board of Directors.
The duties of the Emergency Coordinator (EC) are:
1. Work with or in support of the Vice President on matters of Emergency Communication.
2. Communicate with local ARES and RACES organizations to keep the Officers and members of NVARC up to date.
-3. Promote ARES/RACES
4. Promote emergency preparedness within NVARC.
5. Organize and chair
an NVARC Emergency
Communications Team (ECT).