CONSTITUTION Article I DESCRIPTION OF ORGANIZATION Section A The name of this Club organization shall be the Southern Michigan Amateur Radio Society (SMARS) and shall be so listed on all club documents. Section B Full membership shall be available to any persons possessing a valid Amateur Radio License and who is interested in promoting amateur radio and who will abide by the Club Constitution and By-Laws. If requested, a copy of the Constitution and the By-Laws shall be provided to each new member at the time of initial membership. Any person who is interested in Club activities but does not hold a valid Amateur Radio License may join the Club as an "associate member". Membership dues shall be the same for an associate as for a regular full member. However, an associate member shall not have voting privileges nor be eligible to hold Club office. Article II OFFICERS AND THE BOARD OF DIRECTORS Section A Duly elected officers of this Club shall consist of a President, a Vice-President, a Secretary and a Treasurer. These officers shall also be members of the Board of Directors. Section B The immediate past President of the Club shall also be a member of the Board of Directors. Section C All elected officers shall, prior to assuming their responsibilities, have paid their current membership dues. Section D All elected officers, including the past president or his elected replacement, shall comprise a governing body known as the Board of Directors and shall assume the responsibilities of administering all Club functions and activities. Section E The Board of Directors shall, in the event of a vacancy of any office of the Club, appoint from the membership a member to fill the unexpired term of said office. Section F The Board of Directors shall in the event of vacancies of two or more offices provide for a special election to be held in accordance with the By-Laws governing all elections. Section G After each election the retiring President shall become, for a term of one year, the fifth member of the Board of Directors. In the event the current President is re-elected to the Presidency or to any other Club office, the fifth member of the Board of Directors shall be elected by the general membership. Board members shall not receive any compensation of remuneration for the performance of their duties, Section H No person who is or appointed to more than one position on the Board of Directors shall be entitled to more than one vote at any meeting of the Board of Directors. Article III DUTIES OF OFFICERS AND APPOINTED BOARD MEMBERS Section A The President shall preside at all regular and special meetings of the Club. He shall sign all documents pertaining to Club functions and shall appoint committees as deemed necessary by the Board of Directors to promote Club activities and interests, He shall also conduct all business as outlined by the Constitution and By-Laws. Section B The Vice-President shall assume all duties of the President when a temporary absence of the President exists. He shall serve as a liaison between assigned committees and the Board of Directors. He shall be responsible to the Board of Directors for proper election procedures. He shall also be responsible for maintaining written records of all Club property. Section C The Secretary shall keep a record of the proceedings of all meetings, record all correspondence and communications received, and shall report to the Board of Directors. Section D The Treasurer shall keep records pertaining to the membership roll, dues collected, and all funds received. He shall process all applications for membership. He shall pay all bills and expenses as directed by the Board of Directors, keeping an accurate record of all such transactions. Section E The Board of Directors shall create an Advisory Committee consisting of the Technical Engineer, the Club Station Trustee, and the Hamfest Chairman and the Chairpersons of all standing and temporary committees. Each of these standing committees shall have written guidelines specifying the duties and limitations of said committee. (1) The Technical Engineer shall be responsible for the maintenance of all Club equipment. He shall be assisted by the Board, general membership, or outside services as required. He shall further act as resident expert, advising and recommending purchase of new equipment and/or modifications of current equipment to maintain state-of-the-art amateur radio operations by the Club. (2) The Club Station Trustee shall have the primary responsibility of the club Amateur Radio license together with the assigned call sign as well as being responsible for instructing and advising on proper operation of Club radio activities in accordance with FCC regulations. He shall further advise on special use of the Club callsign, repeaters, etc., for public service events, etc. (3) The past President, as a member of the Board of Directors, shall perform any special tasks as requested by the current President and shall advise as to the status of existing programs to assure continuity of such programs. (4) The Hamfest Chairman shall coordinate and organize preparations for Club sponsored Hamfests. He shall report to the Board and to the general membership the status of such preparations and shall also report results upon completion. (5) Additional Standing Committees shall be created as necessary by this Board of Directors. Section F The Board of Directors shall conduct all Club business, being responsible to the membership for their actions. They shall schedule regular meetings for this purpose separate from the meetings of the general membership. Attendance at these meetings by three or more Board members shall constitute a quorum. A majority vote on any motion before the Board shall be considered as carried. Robert's Rules of Order shall govern all proceedings and meetings of this Club. Section G The Board shall, at least once annually, review the Constitution and the By-Laws for any possible additions, deletions, or changes. Any such action recommended by the Board may be ratified only through the amendments process specified by the Constitution. Section H An officer of the Club may be removed from office for any reason by a two-thirds majority vote of those present at a regularly scheduled meeting of the general membership. ARTICLE IV AMENDMENTS TO THE CONSTITUTION OR BY-LAWS Section A Any article or section of the Constitution or By-Laws may be amended. Any proposed amendment must be presented for consideration at a regularly scheduled meeting of the general membership at least thirty (30) days prior to any vote being taken. A two-thirds majority vote of those present at a regularly scheduled meeting of the general membership shall be required to ratify a proposed amendment. BY-LAWS Section I ELECTIONS (A) The elections of any candidate to any office shall be a written ballot. The candidate for any office who records the largest number of votes shall be considered duly elected to that office. (B) In the event of a tie vote for any office, the ballots shall be held in abeyance until all other offices have been filled. At that time a second ballot shall be taken for the office. (C) The election of officers shall be held in December of each calendar year. Elected officers shall assume their respective offices on January 1st of the following year. January 1st shall also constitute the start of the fiscal operating year pertaining to Club membership dues. Section II COMMITTEES (A) All committees appointed by the President shall be responsible to the Vice-President who shall provide a report of their activities at each club meeting. (B) The election committee shall consist of the Vice-President and two members appointed by the President. This committee shall have jurisdiction in preparing and conducting the election of the officers. The election committee shall prepare a proposed list of candidates for each office and advise all members at least thirty (30) days in advance of the annual election of officers. Additional nominations from the general membership for Club offices shall be accepted from the floor at the election meeting. Section III MEMBERSHIP (A) Membership in the Club shall be considered through written application. (B) Full membership in the Club entitles said member to all Club privileges including participation in all Club activities, voting rights, and eligibility to hold Club office. (C) An associate member shall enjoy all Club privileges with the exception of voting and eligibility to hold Club office. (D) A life-time membership, no longer available, having been granted to some members previously, shall be honored consistent with the following. Life-time are exempt from having to pay any annual membership dues. However, if their financial status allows, life-time members are invited to continue to pay all or part of the annual dues. A suitable form shall be supplied to each life-time member in December, returnable to the Treasurer. To remain an active life-time member, one must sign this form and return it by March 31st. Present life-time members who are active in Club operations will not need to complete the form. (E) Family membership at a nominal additional annual fee shall be available to any member of a Club member's immediate family residing at the same address. (F) Membership is defined as having all current dues and assessments paid. A full member shall not have voting privileges nor shall be allowed to assume the responsibilities of any office to which he may have been duly elected until all such current dues and assessments have been paid. Section IV DUES (A) Dues shall be assessed annually at the rate of $10.00 per year and shall be payable on or before April 1st of each year. (B) Applications for new membership after April 1st of each year shall have their dues prorated for the remainder of the fiscal year at the rate of $1.00 per month remaining. This provision applies to new membership only. (C) For family memberships, the additional dues fee shall be $1.00 annually for each additional family member. This fee is not subject to prorating for new membership. Section V MEETINGS (A) Regular meetings of the general membership shall be held as designated by the Board of Directors and or membership. If required, special meetings of the general membership may be called by the President. All Club members must be notified by mail or in person at least 48 hours in advance of any such special meeting. Section VI WILLARD LIBRARY MEMORIAL (A) The Club in conjunction with Willard Public Library shall maintain a Memorial List of deceased former Club members. The Secretary shall provide to Willard Library the name and most recent address of any deceased Club member to be added to the Memorial List. Depending on the Club's financial position, a monetary contribution in the name of the deceased may be sent to Willard Library for the purchase of materials promoting amateur radio. If such a contribution is made, Willard Library shall send a card or letter of acknowledgment to the immediate family of the deceased. In addition, at the start of each fiscal year, the Treasurer shall send a donation in the amount of $150.00 as a memorial to all deceased former Club members on the Memorial list. Willard Public Library shall use these monies only for the purchase of materials promoting amateur radio.