Anchorage Amateur Radio Club

Rules of Procedure

rules-of-procedure-2.txt

as of: 6 November 2015


Paragraph I: Motions, Resolutions, Quorum, Tabling, Modifications etc.
Paragraph II: Membership, Membership Dues
Paragraph III: Elections
Paragraph IV – Meetings
Paragraph V: Expenditures
Paragraph VI: Duties and Responsibilities of Directors, Officers, Activities Manager, and Gaming-Member-in-Charge
Paragraph VII: Policies
Paragraph VIII: Annual Review of Supporting Grants

Paragraph I: Motions, Resolutions, Quorum, Tabling, Modifications etc.

Section A:

A quorum shall be assumed to exist when so stated by the President or presiding officer unless two members present call for verification.

Section B:

Motions, resolutions, and all other actions not specified herein or in the Bylaws, which must be approved by the members, shall be considered to have passed when approved by an affirmative vote of a simple majority of members present at a meeting of the members, unless a greater percentage of member approval is required under the Bylaws.

Section C:

Votes shall be tallied by hand count or paper ballot. Exact count will be made only when requested by any member or when the majority count is at issue.

Section D:

A description of the motion and any amendments and the result of the vote shall be recorded in the minutes.

Section E:

A seconded motion to table any action shall take precedence and shall not be debatable. A general statement of the criteria for reconsideration must be included in the motion to table. Such a motion will pass only upon an affirmative vote of a simple majority of voting members present.

Section F:

Any voting member may move to close debate on a motion under consideration by “calling for the question”. Calling for the question does not automatically close debate. Closing debate requires an affirmative vote by a majority of the members present.

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Paragraph II: Membership, Membership Dues

Section A:

Any individual interested in becoming a member of the Anchorage Amateur Radio Club, Inc. (the “Club”) shall submit a completed application on a form provided by the Club, and the appropriate membership dues to the Membership Chairman.

Section B:

Membership Dues shall be as follows and are non-refundable:

Individual membership (per year) $ 12.00
Each Additional member
at same address (per year)
$ 6.00
Student (per year) $ 0.00 (No charge. See Section E)
Life $250.00
Life over 60 years $ 75.00
Life over 65 years $ 50.00
Life over 70 years $ 35.00
Life over 75 years $ 25.00
Life over 80 years $ 5.00
Life over 85 years $ 1.00

Section C:

Membership dues shall be paid on or before January 1st of each year. Members whose dues have not reached the Membership Chairperson on or before January 1st shall be considered delinquent and shall not be entitled to vote at any membership meeting until such dues are paid. Dues can be waived by the Board of Directors for individual cases. The November and December newsletters will announce the need for renewals and provide a renewal form.

Section D:

The dues shall be set at an amount designated to make membership readily available to a broad cross section of interested persons and not to limit the membership of the club.

Section E:

A “Student” is defined as any individual who is enrolled full-time at any educational institution, using the criteria for full-time enrollment of that institution.

Section F:

Persons who join the club at some time other than January 1st shall be charged a pro-rated amount for that year only. Such pro-rating shall be determined by dividing the applicable dues rate by 12, and charging the new member according to the following schedule: 1/12 of the applicable dues rate for the month in which they join, and 1/12 of the applicable dues rate for each remaining month of the year. This provision shall apply to members and family members only, and does not apply to life memberships. Also, a person who has been a club member or a family member within the past three (3) years shall be considered a renewing member, and shall pay the full rate for that year, regardless of the actual date they join.

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Paragraph III: Elections

Section A:

As specified in the Bylaws, Election of Corporation Directors and Officers shall be conducted as determined by the Board of Directors. If the Board of Directors does not determine any other procedure, the Election shall be done as stated in the remaining Sections of this Paragraph.

Section B:

Election of Corporation Officers and Directors shall be by secret ballot.

Section C:

Nominations, election procedures, and timing of the elections shall be as follows, unless a different procedure for use that year is approved by the Board of Directors:


Time Event Action
July Board Meeting Elections Committee appointed by the President and approved by the Board of Directors.
August Member
Meeting
Elections Committee announced to Membership Committee. Chairperson addresses members on procedures and timetable.
September Member
Meeting
Elections Committee presents slate of candidates. Additional Nominations accepted from the floor. After receipt of additional Nominations, if any, Nominations will be closed.
October Ballot The Secretary shall prepare and distribute, by mail, or otherwise, one ballot to elect directors to each eligible member as defined in the Bylaws, on or before October 1st. Ballots must be returned to arrive by October 31st.
November Member
Meeting
Prior to the meeting, the Election Committee shall count ballots and determine the results of the election. In the event of a tie, the winner shall be determined by a coin toss. At the meeting, the Chairperson of the Elections Committee shall announce the new Directors.
November Board Meeting Newly Elected Directors attend Board meeting as non-voting Members.
January 1 Board Meeting Newly-Elected Directors and Officers take office.

Section D:

Election of Directors shall be by majority vote of members voting.

Section E:

Only Alaska residents who are members in good standing as of the close of the September Member Meeting shall vote. The Membership Chairperson shall notify the Secretary prior to October 1 of the members eligible to vote.

Section F:

Only ballots received by October 31st shall be counted. Ballots shall be delivered to the Secretary, by mail or otherwise, and submitted by the Secretary to the Elections Committee.

Section G:

No member may be nominated unless he or she has agreed to serve in that capacity, if elected.

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Paragraph IV – Meetings

Section A:

A General meeting of the members shall be held each month, unless otherwise notified.

Section B:

Regular monthly meetings of the Board of Directors shall be held at a time and place set by the President.

Section C:

Special meetings of the members, called in accordance with the Bylaws, shall be held at a time and place convenient and appropriate to the circumstances, but not less than forty-eight (48) hours after the special meeting is called.

Section D:

Special meetings of the Board of Directors called in accordance with the Bylaws, shall be held at a time and place convenient and appropriate to the circumstances, but not less than twenty-four (24) hours after the special meeting is called. If allowed by the Bylaws, such special meetings can be held telephonically or by other electronic means. If a written vote is requested by any Director in attendance at such a special meeting, the written vote can be taken by electronic mail.

Section E:

Special meetings shall be announced by any appropriate means.

Section F:

Minutes may be taken by personal attendance at the meeting, or attendance via Internet, fax, telephone, or teleconference, when approved by the President. Minutes of an Internet, fax, telephone or teleconference vote must be recorded in official minutes with the actual vote of each attendee member being recorded, unless the vote is unanimous.

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Paragraph V: Expenditures

Section A:

Expenditures

1. The Board of Directors shall not authorize any expenditure for any single purpose, individually or cumulatively, in excess of $2,500.00 (Two thousand five-hundred dollars) without prior approval by the General Membership, unless such expenditures are part of a project or budget previously approved by the general membership.

2. Any expenditure approved by the Board of Directors for over $2,500.00 (Two Thousand five-hundred dollars) shall be submitted for approval/disapproval to the General Membership at the next General Membership meeting.

Section B:

Expense Reimbursement: Moved to Reimbursement Policy

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Paragraph VI: Duties and Responsibilities of Directors, Officers, Activities Manager, and Gaming-Member-in-Charge

Section A: Power and Duties of Directors

1. Convey the general objectives of the membership to the Board of Directors.

2. Assure that the other Board members adhere to the general objectives set forth in the Articles of Incorporation and the Bylaws.

3. Provide continual existence of the Corporation officers for the perpetual existence of the Corporation.

4. Manage the affairs of the Corporation as set forth in the Articles of Incorporation and in the Bylaws.

5. Report the activities, recommendations, and decisions of the Board to the Corporation members via the Secretary’s minutes.

6. Arrange for an independent financial review of the Corporation’s records, which shall include the Secretarial records, Treasurer’s records, and the membership list, prior to turning over said records to the newly elected Board of Directors and newly elected Officers.

7. In general, perform the entire duties incident to the office of a Director.

Section B: Powers and Duties of President

1. Supervises and controls all of the business and affairs of the Corporation. The President shall be the executive officer of the Corporation and subject to the control of the Board of Directors.

2. Presides at all Board and membership meetings.

3. Enforces the Articles of Incorporation and Bylaws and decides all questions of order.

4. Signs, with the Secretary, Treasurer, or any other proper officer of the Corporation authorized by the Board of Directors, all official documents or other instruments, which the Board of Directors has authorized to be executed, except where the signing and execution thereof shall be expressly delegated by the Board of Directors or the Bylaws to some other entity.

5. Assigns all committees, or designates the manner in which they shall be appointed. The appointment, purpose and authority of such committees shall be ratified and approved by the Board of Directors, at its first meeting following the appointment of the committee. An individual need not be a member of the Board of Directors to serve on one or more committees.

6. Performs, in general, all duties incident to the office of President, and such other duties as may be prescribed by the Board of Directors.

7. Serves as an ex-officio member of all Committees unless otherwise designated.

8. Serves as a member of the Grant Committee.

Section C: Powers and Duties of Vice President

1. In the absence of the President or in case of the inability of the President to act, performs the duties of the President, and, when so acting, shall have all the powers of the President and shall be subject to all the restrictions upon the President.

2. Assists the President with his or her duties.

3. Manages and coordinates Inventory Control of the Club’s physical assets.

4. Performs such other duties as from time to time may be assigned by the President or the Board of Directors.

5. Serves as the Chairman of the Grant Committee.

6. Coordinates the disposal or transfer of club assets by sale or other means in consultation with the Finance and Projects Committees.

Section D: Powers and Duties of Secretary

1. Records the minutes of the meetings of the Corporation and of the Board of Directors and submits these minutes for monthly publication not later than the date requested by the editor of the newsletter.

2. Maintains a written, physical record of all Corporation minutes.

3. Sees that all notices are duly given in accordance with the provisions of the Bylaws or as required by law.

4. Serves as the custodian of the Corporation records and of the seal of the Corporation and ensures that the seal of the Corporation is affixed to documents when required, the execution of which, on behalf of the Corporation under its seal, is duly authorized.

5. Maintains a file of all official business correspondence and informs the President of all such correspondence.

6. Produces yearly board information packages and updates information packages throughout the year as necessary. These “information packages” may be in electronic form.

7. Maintains all election records to include any special elections records.

8. Performs all duties incident to the office of Secretary and such other duties as from time to time may be assigned by the President or by the Board of Directors.

Section E: Power and Duties of Treasurer

1. Under the control of the Board of Directors, has general supervision of the financial affairs of the Corporation and is responsible for the keeping of the books of account.

2. Gives receipts for moneys due and payable to the Corporation from any source whatsoever, and deposits all such moneys, in the name of the Corporation, in such banks or other depositories as shall be selected by the Board of Directors.

3. Pays bills only with proper authorization from the general membership or the Board of Directors.

4. Ensure all necessary tax forms are filed as required and in a timely manner.

5. Purchases insurance to cover such activities or property of the Corporation when such property is deemed to be worthy of protection.

6. Makes available a monthly statement of disbursements and receipts to the membership of the Finance Committee, to the General Membership, and the Board of Directors.

7. Prepares the annual budget for the club; presents the budget to the Board of Directors; and, after approval from the Board, presents the budget to the members.

8. In the absence of the Secretary, acts in his or her stead. In the absence of both the President and Vice President, presides at the General meetings, or the Board of Directors meetings.

9. Performs all of the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President or by the Board of Directors.

10. Serves as a member of the Grant Committee.

Section F: Powers and Duties of Activities Manager

1. Promotes all activities as approved by the Board of Directors.

2. Maintains knowledge of all public-service events ordinarily performed yearly by club members; e.g. Gold Nugget Triathlon, Dog Jog, Big Wild Life Marathon, Walk for Hope, and MS-150.

3. Coordinates program presenters for each General Meeting of the Corporation. When Corporation support for a special event has been approved by the Board of Directors, ensures that an event manager has been selected for the event.

4. At the direction of the Board of Directors, coordinates the annual Ham Fest event in Anchorage.

5. Provides the newsletter editor with information about the monthly speaker for the General Meeting.

6. Selects and purchases door prizes for meetings and events as directed by the Board of Directors.

7. Performs the entire duties incident to the office of Activities Manager and such other duties as from time to time may be assigned by the President or by the Board of Directors.

Section G: Powers and Duties of Gaming Member in Charge

1. Provides to the Treasurer and the Board of Directors those reports that come from the attorney who manages the gaming accounts for Boniface Bingo.

2. Attends meetings of the Boniface Bingo Corporation when required.

3. Signs Boniface-Bingo-related checks as required, performing the duties as Gaming Member in Charge.

4. Oversees the gaming account as set up with the Treasurer.

Section H: Powers and Duties of the Trustee

1. Holds all FCC licenses issued to the Corporation for the benefit of the Corporation.

2. Has responsibility for all station licenses and their renewal.

3. Ensures that all station licenses are properly displayed during the operation of the Corporation.

4. Retains station logs as prescribed by law.

5. In general, performs all duties incident to this position.

Section I: Powers and Duties of the VE Program Administrator

1. Is responsible for appointing VE team managers throughout the State of Alaska.

2. Ensures that all team managers have required testing material.

3. Assures that exam sessions are announced and conducted as required by applicable FCC rules.

4. Coordinates remote-testing sessions as needed.

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Paragraph VII: Policies

Section A: Policy on Policies:

1. Definition: A policy is a set of principles and guidelines, formulated and approved by the Board of Directors, to direct and limit actions to those consistent with the Corporation’s goals and limits.

2. Any Officer or Director may present to the Board of Directors the need for the creation, modification, or elimination of a policy.

3. If the Board approves the request, the Board shall choose a small committee to write or modify a policy.

4. Policies should be succinct and, as much as feasible, strictly limited to a single topic or very limited set of topics.

5. A new or modified policy goes into effect when approved by the Board of Directors.

6. Policies shall be reviewed at least every five years.

7. Approved policies and forms will be attached to this document as annexes. Board approval of a Policy shall be considered as approval to add the Policy as an Annex to these Rules of Procedure and to replace an outdated Policy if a Policy on substantially the same topic exists.

8. For approval purposes, the creation, change, or deletion of Annexes to these Rules of Procedure shall not be considered a “change” to the Rules of Procedure, themselves, and shall not require a vote of the Membership of the Club.

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Paragraph VIII: Annual Review of Supporting Grants:

Section A: In the last quarter of each calendar year, the Board shall review available funds and shall determine the appropriateness of grants to organizations that provide gratis operational support to the Club.

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End of Rules of Procedure

Rules of Procedure as of 2015/11/06

No Annexes known to Walter as of 2019/12/20

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