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Club By-Laws

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By-Laws
of the
Hoosier Hills Ham Club, Inc.

<Article 1> Membership

Section 1 -- Types of Membership

Members are of three types, Full Voting Members (hereafter referred to as Members), Associate Members, and Honorary Members.

Full Voting Members shall be licensed Radio Amateurs, with valid licenses issued by the Federal Communications Commission (FCC). Only Full Voting Members will have voting privileges.

Associate Members shall be those members who belong to the household of a Full Voting Member who have not paid dues either by reason of non qualification for Full Voting Membership or by choice. Associate Members do not have any voting privileges.

Honorary Members shall be approved by the club membership by simple majority vote at a regular business meeting. This position is granted to persons who have made significant contributions to the club or amateur radio. Honorary Membership can be terminated by a (2/3) majority vote at a regular business meeting. Honorary Members do not have any voting privileges.

Section 2 -- Applications

Applications for membership shall be submitted, in writing, at a monthly business meeting. Applicants must agree to abide by the Constitution and By-Laws of the Hoosier Hills Ham Club, Inc., and such rules as shall be promulgated from time to time. Applications will be given to the Treasurer, who will forward them to the President for their recommendations, to be submitted at the next business meeting. All dues applicable shall accompany applications at the time of application. Applicants membership must be approved by a two thirds (2/3) majority of the Members present at a business meeting. If applicant is not granted membership any dues paid will be refunded.

Section 3 -- Dues

Dues shall be paid to the Treasurer. Dues are payable in January of each year. Dues will be considered delinquent after February 1st. Members with delinquent dues shall be denied Club privileges and may be removed from the membership rolls. Members delinquent more than three (3) months must re-apply as a new member. Dues for persons applying for a new membership after October 1st shall be ($2.00) two dollars for each month or part of month remaining in the calendar year. Members who have paid dues for twenty (20) years shall be exempt from dues as long as they continue to meet all other requirement for membership.

Section 4 -- Termination

A membership shall terminate upon the occurrence of either of the following events:

[a] Upon Member's notice of such termination delivered to the President or Secretary of the club, by written notification. (Letter or e-mail are sufficient.) Such membership will terminate upon receipt of such notice. Any dues previously paid shall not be refunded.

[b] Membership may be terminated for cause by a vote for termination by a three quarters (3/4) majority of the Members present at a Special Business Meeting. The Member in question shall be notified by registered letter of the pending action by the Secretary so that the Member receives the notification at least five (5) days prior to the meeting. The Member in question shall be given the opportunity to present evidence and arguments in their defense. A membership termination notice shall be mailed to the affected member within 48 hours of termination.

[c] Any terminated member, whether voluntary or for cause , shall return any and all Club property in their possession to the Club.

Section 5 -- Official Club Representation

Primarily the President, but also the Club Officers represent the Club in all external matters. The president may appoint a member at large to represent the Club in an external matter with a defined scope, purpose, and limited duration. The appointment shall be accomplished during a regular business meeting. Any Club Member representing the Club without authorization will be disciplined in accordance with these bylaws.

<Article 2> Officers

Section 1 -- Designation of Officers

The administrative officers shall be a President, a Vice President, a secretary and a Treasurer.

Section 2 -- Qualifications

To be eligible to hold office the Member must be a Full Voting Member of the Club for at least one (1) year.

Section 3 -- Election of Officers

At the Special Business Meeting in December of each year Members present shall elect, by a simple majority, one Member for each  of the above name positions. Term of Office shall be one (1) year, with re-election permitted. Elected officers shall assume the duties of office effective following the adjournment of the December meeting. Change of signature cards at the bank, if required, shall be accomplished no later than 20 days after the December Special Meeting.

Section 4 -- Vacancies

Any vacancy caused by the death, incapacitation, resignation, removal, and disqualification or otherwise of any officer shall be filled by election of simple majority of the Members present at a Special Business Meeting.

Section 5 -- Duties of Officers

[a] President -- The president shall preside at Regular and Special Business Meetings. The President shall keep the Constitution and By-Laws of the Hoosier Hills Ham Club, Inc., and have it with them at every Regular and Special Business Meeting. The President will appoint committees as necessary to accomplish the goals of the Club.

[b] Vice President -- The Vice President shall assume all duties and responsibilities of the President in the absence of the President. The Vice President shall be responsible for the promotion of the annual Hoosier Hills Hamfest. The Vice President shall chair the activities committee.

[c] Secretary -- The Secretary shall cause amendments, changes and additions to be noted thereof and shall permit the same to be consulted by Members upon request. The Secretary shall be responsible for minutes of all Regular and Special Business Meetings. The Secretary shall maintain a record of all correspondence of the Club. The Secretary shall maintain a file of the previous meeting minutes and have the file available for consultation at all meetings. The Secretary shall read the minutes of the previous meeting at each Regular and Special Business Meeting. The Secretary shall be responsible for monthly Club newsletters and for assuring that a newsletter is mailed to all Club Members. The Secretary shall surrender all records and documents belonging to the Club at the end of their term.

[d] Treasurer -- The Treasurer shall be bonded, with the cost of the bonding being paid by the Club. The Treasurer shall maintain precise and continuous financial records of all Club accounts. The Treasurer shall present a financial report at all Regular and Special Business Meetings to include, but not limited to, beginning balance, all debits, all credits and ending balance of all club accounts. The Treasurer will retain the key to the Club Post Office box and be responsible for getting the mail and distributing it to the proper Member. The Treasurer will be in possession of and be responsible for all Club checkbooks. All checks are required to be counter-signed (two signatures) with the exception of routine expenses that are authorized for automatic withdrawal. All checks should have payee and amount entered prior to any signatures being attached. The Treasurer shall exhibit at all reasonable time the books of account and financial records to any Member of the club. The Treasurer shall, upon request, render to any officer of the Club an account of any or all transactions as Treasurer and the financial condition of the Club. The Treasurer shall make only those payments or drafts authorized per Article 5, Sections 2 and 3. The Treasurer shall surrender all records, correspondence and monies belonging to the Club at the end of their term. The Treasurer shall provide change for the Hamfest for all required activities as designated by the Hamfest chairman and shall also provide a full accounting of all expenses incurred related to the Hamfest no later than 30 days after the Hamfest.

Section 6 -- Removal of Officers

An officer of the Club may be removed from office at a Special Business Meeting for the following reasons:

[a] Failure to attend three (3) consecutive meetings without cause.

[b] Dissatisfaction in administering their duties or responsibilities.

To remove an officer a Special Business Meeting must be requested, in writing, and signed by at least five (5) Members. A three quarters (3/4) majority of the Members present at the Special Business Meeting is required to remove an officer. Article 1, Section 4, also applies.

<Article 3> Meetings

Section 1 -- Business Meetings

Business meetings shall be conducted in accordance with Robert's Rules of Order.

Business meetings shall be held on the first Tuesday of each month.

The minutes of the previous meeting shall be presented at this time.

The Treasurer's report shall be presented at this time.

The Technical Committee report shall be presented at this time.

Any business at hand will be handled in a quick and efficient manner.

Section 2 -- Special Business Meetings

Special Business Meetings shall meet the following guidelines:

[a] Notice shall be sent to all Members, in writing, of any Special Business Meeting including the date, time, location, and type of business being acted upon.

[b] Notification must be sent so that, under normal circumstances, the Member will receive the notice at least file (5) days prior to the Special Business Meeting.

[c] Notification in writing may be by letter, post card, newsletter of email.

Section 3 -- November Meeting

At the November business meeting the President shall appoint a nominating committee to present a slate of candidates with one qualified and consenting member nominated for each position for the coming year's officers at the December business meeting.

Section 4 -- December Meeting

The December business meeting shall be a Special Business Meeting with notice of such to Members in accordance with Article 3, Section 3. At this meeting the following will occur:

[a] The Nominating Committee shall present a slate of candidates with one qualified consenting member nominated for each position.

[b] Nominations for candidates will be accepted from floor prior to balloting.

[c] Election of officers shall occur.

<Article 4> Elections

Section 1 -- Date

Election of Officers shall occur at the December business meeting each year.

Section 2 -- Voting

Voting will be by secret ballot unless only one (1) candidate is nominated for an office. If only one (1) candidate is nominated they shall be elected by acclimation.

Section 3 -- Voter Eligibility

Each Full Voting Member present shall have one vote per ballot.

Section 4 -- Majority

The candidate receiving a simple majority will be declared the winner.

Section 5 -- Ties

In case of ties, ballots will be re-cast until the tie is broken.

<Article 5> Club Assets

Section 1 -- Monies

Any monies or other asset received by any Club Member in the name of the Club shall be turned over to the Treasurer at the earliest possible time.

Section 2 -- Expenditures

Two officers can approve any expenditure up to and including Two Hundred Fifty Dollars ($250.00) as a total monthly limit. Normal monthly bills and assessments are excluded from this requirement.

Section 3 -- Expenditures in Excess of Five Hundred Dollars ($500.00)

The officers must have Club approval, via a majority vote of the Members Present at a Special Business Meeting per Article 3, Section 2, for any single expenditure in excess of Five Hundred Dollars ($500.00). Normal monthly bills and assessments are excluded from this requirement.

Section 4 -- Disposition of Club Property

The officers must have Club approval via a majority vote of the Members Present to sell or dispose of Club Property with an estimated value of less than Two Hundred Fifty Dollars ($250.00). A Special Meeting in accordance with Article 3, Section 2 is required if the estimated value is Two Hundred Fifty Dollars ($250.00) or greater. Club Members shall have first right to purchase any property offered and it shall be awarded to the Club Member who offers the highest bid.

Section 5 -- Receipts

Receipts must be furnished for all expenditures.

Section 6 -- Checks

All checks on Club accounts must be counter-signed by two officers with signature cards on file at the bank the checks are drawn on. Electronic withdrawals for routine expenses are exempt from this requirement.

Section 7 -- Property

All property of the Club including, but not limited to, equipment, manuals, furniture, tools, keys etc. remain property of the Club and must be returned to the Club when requested by the officers.

<Article 6> Hamfest

Section 1 -- Hamfest Chair

A Hamfest Chair shall be appointed at the January business meeting or when deemed necessary by the incoming President. The Hamfest Chair shall appoint chairs as required or as needed to ensure the operation of the annual Hoosier Hills Hamfest. Any duties or responsibilities relating to the Hamfest not expressly given to the committee chairs shall be the responsibility of the Hamfest Chair.

Section 2 -- Committees

The Hamfest Chair shall appoint chairs for the following committees and any other committees as warranted:

Gate
Chili Supper
Security
Games
Testing
Clean Up

Section 3 -- Reporting

All committee chairs report directly to the Hamfest Chair and will be on the Hamfest Committee.

Section 4 -- Duties and Responsibilities

The following duties and responsibilities are given to the various chairs:

[a] Gate Chair -- The Gate Chair shall be responsible for acquiring a sufficient number of people to work the gate selling tickets. The Gate Chair shall also be responsible for all monies taken in at the gate and all monies they are supplied with. The Gate Chair shall provide the Hamfest Chair and the Officers with an accurate accounting of all monies relating to ticket sales. The Gate Chair shall provide an accurate accounting of the attendance at the Hamfest. The Gate Chair shall provide the Hamfest Chair with a list of those people working under their control. The Gate Chair shall be responsible for clean-up at the gate area.

[b] Chili Supper Chair -- The Chili Supper Chair will be responsible for acquiring a sufficient number of people to work the chili supper and provide desserts to be sold at the chili supper. The Chili Supper Chair shall be responsible for securing a source for the chili and providing, at Club expense, the ingredients to the source to make the chili. The Chili Supper Chair shall be responsible for all monies taken in at the chili supper and all monies they are supplied with. The Chili Supper Chair is responsible for seeing that the chili supper is cleaned up following the chili super. The Chili Supper Chair shall provide a list of those working the chili supper to the Hamfest Chair.

[c] Security Chair -- The Security Chair shall be responsible for acquiring a sufficient number of people to provide a reasonable level of security at the gate from the time the Hamfest opens on Saturday until it closes on Sunday, as well as the entire Hamfest overnight Saturday.

[d] Games Chair -- The Games Chair shall be responsible for setting up, acquiring prizes and operation of the Free Bingo and any other games. Any other games must have pre-approval of the Hamfest Chair. The Games Chair shall be responsible for acquiring a sufficient number of people to operate the games. The Games Chair shall be responsible for the set-up prior to and the clean-up after any games. The Games chair shall provide a list of those people working for them to the Hamfest Chair.

[e] Testing Chair -- The Testing Chair shall be responsible for ensuring that the required people and materials are present for any Amateur Radio Exam requested. The Testing Chair shall be responsible for the set-up of the testing area prior to and the clean-up afterwards of the testing facility. The Testing Chair shall be responsible for ensuring all testing is done in accordance with FCC rules and regulations. The Testing Chair shall provide a list of those persons assisting with testing to the Hamfest Chair.

[f] Clean-Up Chair -- The Clean-Up Chair shall be responsible for acquiring a sufficient number of people to ensure the quick and efficient clean-up of the buildings and grounds of the Hamfest. All Club Members are expected to help in the clean-up of the Hamfest. The Clean-Up Chair shall provide a list of those people assisting with the clean-up to the Hamfest Chair.

<Article 7> Repeater Operations

Section 1 -- Appointment of Repeater Trustee

Shall be appointed or changed by a majority vote of the club membership. This position may be held concurrently with any other office.

Section 2 -- Qualifications of Repeater Trustee

[a] Full Voting Member

Section 3 -- Duties and Responsibilities of Repeater Trustee

[a] Renewal of club license
[b] Renewal of repeater(s) coordination paper work as required by IRC
[c] Responsible for proper operation of the repeater(s) according to the rules of the FCC
[d] Shall appoint 2-3 club members as control operators to assist the trustee in assuring the club's repeater(s) are operated according to the rules of the FCC.

Section 4 -- Control Operator Duties

The Control Operator Duties are as follows:

[a] Monitor the Club's repeater[s] to assure no FCC rules are violated.
[b] Have access codes and/or access to the repeaters[s] in the event of violations of FCC part 97 rules.

Section 5 -- Offensive Operation

Offensive operation will not be tolerated on the Club's repeater(s). Control Operators and/or Repeater Trustee shall turn off the repeaters(s) if any of the following offensive operation exists:

[a] Gross foul language.
[b] Sexual innuendo or degrading conversations.
[c] Extreme tempers, fighting or threats of harm.
[d] Drunkenness.

Section 6 -- Repeater Availability

All Hoosier Hill Ham Club repeaters are open repeaters available to any licensed Radio Amateur. The phone patch or auto patch on any repeater is a closed patch for Club Members only. Anyone giving the patch codes to anyone not a Club Member shall be subject to disciplinary action by the club.

<Article 8> Technical Committee

Secton 1 -- Duties

Technical Committee duties shall include, but not be limited to, making recommendations to the Club on technical matters, maintaining the Club's repeater[s] and helping Club Members with technical questions and issues.

Section 2 -- Appointment

The Technical Committee shall consist of three [3] or more Club Members including a chairman appointed by the Club President.

Section 3 -- Term

Technical Committee members have no defined length of term. Members may be added or removed by the Club President.

Section 4 -- Concurrent Offices

Technical Committee members may hold any Club Officer position concurrent with being a member of the Technical Committee.

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Approved February 3, 2004
by vote of Members Present

Signed by 2004 Club Officers:
Keith E. Harris, N9KH, president
Timothy J. Miller, K9US, Vice President
Diana M. Wires, KB9WRX, Secretary
Brandon M. Wires, KB9SNP, Treasurer