Article I. Meetings
A. There shall be two (2) regular Association meetings per month as described below:
1. The first meeting will be held on the 2nd Thursday of each month at 7:30 PM at a location to be determined by the executive committee and announced on the Association's primary VHF repeater.
a. This shall be known as the social meeting of the Treasure Valley Radio Association and used to promote interest in the hobby of amateur radio.
b. There shall be a minimum of business conducted at this meeting but shall include a reading of the minutes of the previous months social meeting, nounced on the Association's primary VHF repeater.
a. This shall be known as the business meeting of the Treasure Valley Radio Association and used to conduct the monthly business of the club.
b. This meeting shall consist of reading of the minutes of the previous month's business meeting and any minutes of committee meetings during the past month, financial reports, and reports of committees. There shall be actions taken to act on any old business, introduce and act on any new business and conduct any other necessary items brought before the membership.
c. In the event that there is a scheduling conflict that would prevent the meeting to be held at this time, it would be rescheduled and will be held on another day in the fourth week of the month at 7:00 PM at a location to be announced in advance on the Association's primary VHF repeater.
d. Failure to maintain a quorum at the business meeting or a special meeting will result in business being held over for a future business meeting or a special meeting as deemed necessary by the executive committee.
e. The regular December meeting may, by decision of the membership, be held in conjunction with the annual Association Christmas party.
B. The president should keep members informed of changes in the meeting place, if possible. Regular Association meetings may be held via electronic means if times of emergency.
C. Special meetings may be called by the president as required for a specific item of business. A quorum, as provided in the Constitution, must be present. Full and Life members of the Association must be informed of the time, place, date and purpose of the special meeting. Such information may be supplied to the membership by no less than one voice announcement on the Association's repeater system. Every effort will be made to include all available Association members in any special meeting. Any special meeting held via electronic means will be announced to the membership as soon as the time and means are known. In no case, will a special meeting be held with less than one general announcement being made on the Association's repeater system at least one hour prior to the start of the meeting. Complete minutes will be made by the Association secretary of any meeting held via electronic means. Such meetings will also be electronically transcribed when at all possible and the electronic record included in the Associations records. In the absence of the Association secretary, the presiding officer will appoint a member of the executive committee to act as secretary for the duration of the meeting. A roll call of all persons present for the meeting will be included in the minutes and any vote taken during the meeting will be by roll call with the vote of each member recorded in the minutes. A complete report of any special meeting, held via electronic means, will be made to the assembled Association membership at the next regular meeting.
Article II. Committees
A. Committees may be appointed as needed. Any Associate, Full or Life member may serve on a committee. The first person named to any committee will serve as the committee chairman, regardless of their class of membership in the Association.
B. Committee reports shall be made at each meeting for approval or necessary action.
C. Duties of the committees shall be to provide specific information or recommend necessary action to the membership.
D. Committees shall not have the power to take any action or commit the Association to any obligations, unless such committee has been given the power to act by the vote of the membership of the Association.
Article III. Terms of membership and prescribed dues
A. Membership shall start on the first day of April, when annual dues are due, and will continue for a 12-month period.
1. New memberships shall start on the first day of the month in which prorated annual dues are paid and continue until the following April 1, at which time annual dues are assessed.
B. Upon receipt of payment of annual dues, membership in the Association shall automatically be extended for the next 12-month period.
C. Dues shall be assessed on an annual basis, at the rate of $25.00 for full members or $35.00 for family full members and $12.50 for Associate members. Life membership dues shall be a one time contribution of $500.00 or an aggregate of contributions made toward Association special projects totaling $500.00 or a contribution of acceptable equipment or materials as determined by the executive committee, or an aggregate of cash contributions and acceptable equipment. Life member candidates, as determined by the executive committee, shall not become effective until approved by a vote of the membership. A letter of transmittal signed by the donor and at least two of the Association's executive committee must accompany any property accepted for donation under this provision. Title to all property donated under this provision passes to and remains with the Association.
Article IV. Funds and Property
A. Funds collected from membership dues will be deposited into the regular Association checking account and shall be used to finance all regular Association functions and expenses.
B. All funds donated to the party fund shall be maintained by the secretary/treasurer to finance off budget social event expenses. This fund will be financed solely by donations from members and interested parties. The status of this fund will be reported to the membership at any Association meeting where a finance report is made.
C: The secretary/treasurer is authorized to pay all approved budgetary expenses without further membership approval. The office is authorized to maintain a petty cash fund not to exceed $50.00 to assist in efficient retirement of normal club expenses incurred during operation. In all cases a receipt will be furnished for disbursements from this fund. The status of this fund will be reported to the membership at any Association meeting where a finance report is made. Any expenses exceeding the petty cash fund or not on the currently approved budget will require approval by a vote of the membership where a quorum of Association members is present.
D. All funds received by the Association which are designated for specific projects shall be deposited in the special project savings or checking accounts and shall be used only for their stated purpose until such project has been completed. Upon completion of the designated project, all unused funds will remain in the special project accounts for use only for expenses directly related to the purchase, maintenance, or repair of Association supported equipment. In no instance shall any special project funds be used for regular Association functions or expenses. The status of this fund will be reported to the membership at any Association meeting where a finance report is made.
E. All property purchased by or donated to the Association are for the exclusive use of the Treasure Valley Radio Association. No Association property will be transferred to another person or entity without a vote of the membership. Any Association owned property transferred to another person will be accompanied by a letter of transmittal signed by all members of the executive committee. Letters of transmittal will be maintained by the Association Secretary.
Article V. Nomination and election of Association Officers
A. Nomination of officers shall be held at the November general membership meeting by the following procedure:
The president at the October general membership meeting will appoint a nomination committee. This committee shall consist of no less than three members in good standing. Their duties will be to locate at least one nomination for each office open for election. Each member of the nomination committee shall speak individually with all currently elected officers whose terms are up for election to determine their intent to seek reelection to the office they currently hold. The nominating committee's nominations shall be placed upon the floor at the November Association meeting. Other nominations may then be made from the floor by any member at the November Association meeting. Any member wishing to have their name placed in nomination may do so by contacting any member of the nominating committee or a member of the executive board. No member in good standing shall be denied by anyone the opportunity to have his or her name placed upon the ballot for an office which they seek.
This version of the By-laws of the Treasure Valley Radio Association was read and approved by a vote of the members present on _______________ (date).
Signed ______________________________________________ (President)
Witnessed by _________________________________________
