Gallatin Ham Radio Club (GHRC)
Constitution and By-Laws (Revised 04-12-2012)
v We, the Membership of the Gallatin Ham Radio Club, desiring to secure for ourselves the pleasures and benefits of the association of persons commonly interested in amateur radio, constitute ourselves the Gallatin Ham Radio Club and enact this constitution as the governing law.
All persons interested in amateur radio shall be eligible for membership in GHRC. An amateur radio FCC license is not required for membership but is desirable.
Membership regulations shall be provided in the by-laws.
A voting member is defined as a member who has paid dues for the current fiscal year (a year begins on January 1 and ends on December 31).
Meetings shall be held monthly on dates agreed to by the membership. Meetings may be suspended for a period of time if agreed to by the membership and special meetings may be called as described in By-laws, Section 4, Meetings.
The officers of this club shall be:
The officers of this club shall be elected for a term of one year at the December meeting with duties beginning at the January meeting of the new-year.
Elected officers may succeed themselves indefinitely. (This must be approved by a majority vote of the members.)
Vacancies occurring between elections must be filled by special ballot, at the first regular meeting following the withdrawal or resignation of that officer.
Officers may be removed by a vote of three-fourths (75%) of the members present at the meeting, assuming that a quorum is present.
A candidate for office or chairmanship of a committee in GHRC must have been a voting member for a minimum of one (1) year and hold a current FCC amateur radio license.
Duties of the officers:
Section 1: President
The president shall preside at all meetings of this club, and conduct the same according to the Robert’s Rules of Order or other meeting governing protocol chosen by the voting membership. He/she shall enforce due observance of this constitution and by-laws; decide all questions of order; sign all official documents that are adopted by the club; and perform all customary duties pertaining to the office of president. The president shall refrain from voting unless a vote ends in a tie upon which the president shall cast the deciding vote.
Section 2: Vice-president
The vice-president shall assume all the duties of the president if the president is absent. The vice-president is program chairman for the club meetings.
Section 3: Secretary
The secretary shall keep an accurate record of all meetings, keep a roll of members, carry on all correspondence and, read club correspondence at each meeting. The secretary shall keep digital (electronic) as well as written records of meeting minutes and other information deemed worthy of record by the membership. The secretary shall make the constitution/by-laws available to members in digital or printed format. All new members shall be given access to the digital constitution/by-laws or a printed copy if they would prefer.
The secretary shall be responsible for the post office box and make sure correspondence goes to the proper person(s).
Section 4: Treasurer
The treasurer shall receive and receipt for all monies, paid to the club, keep accurate records of all monies received and expended, and shall pay bills. No bills shall be paid without proper authorization from the club membership or if time is critical for the bill being paid, authorization may come from the officers with explanation of the authorization at the next regular meeting. A report of monies received and detailed report of expenditures made shall be given at each regular meeting. The treasurer shall keep an accurate and up to date list of dues paying (voting) members. This list shall be available to the general membership when requested. The treasurer shall keep digital (electronic) as well as written records of monetary transactions (bank statements) and other information deemed worthy of record by the membership.
At the end of his/her term the treasurer shall submit the records to an audit by two club members that have been appointed by the president. The treasurer will arrange having the necessary bank account changes made (signatures, addresses, etc.) and will turn over to his/her successor everything in their possession related to the office of treasurer.
The by-laws shall provide for regular and special meetings. All meetings shall require the presence of at least 33% of the voting membership to establish a quorum for the transaction of business. The GHRC meetings shall use Robert’s Rules of Order if no other rules have been specifically established by the membership.
The club, by majority vote of those present (must be a quorum of 33% present) at any regular meeting, may establish such dues as shall be deemed necessary for the operation of business of the organization and in support of its objectives.
Non-payment of such dues shall be cause for loss of club membership and voting power unless paid at that time or no later than the next regularly scheduled meeting.
This constitution or its by-laws may be amended by a two-thirds (66%) vote of the membership (quorum required). Proposals for amendments shall be submitted at a regular meeting and may not be voted on until the next regular meeting provided that at least a two (2) week review period has been allowed.
SECTION I – To establish and effect an association of members interested in the furtherance of Amateur Radio in the United States and the State of Montana, to band with related or non-related civic or fraternal organizations with like or similar interests; to further educate members and others regarding the use of Amateur Radio for social betterment, and to establish uses for communication in times of emergency, declared or undeclared; to provide through its membership a dedicated number of Amateur Radio operators for the dissemination and communication of both official and unofficial information in the public interest, when determined desirable by club officers or when called upon by any official agency of the City, County, State or Government of the United States of America.
SECTION 2 – To raise money, funds and valuable services for the furtherance of activities of the club; To provide qualified members of the Gallatin Ham Radio Club to conduct educational seminars or classes, individually or in association with other organizations with like intention and purpose, for the teaching and education of anyone interested in amateur Radio and Electronics for becoming licensed by the Federal Communications Commission (FCC), and upgrading such licenses to more advanced levels of skill, all in the interest of furthering the hobby of Amateur Radio, and providing potential members for the club or the general benefit and knowledge of both members and interested individuals; To provide a forum for research, education, exchange of ideas, experimentation and scientific purpose, for all who have an interest or seek such knowledge.
SECTION 3 – To do all and everything necessary, suitable, and proper for the accomplishment of any of the purposes or attainment of any of the objects heretofore set out or mentioned herein, either alone or in association with other individuals, businesses, corporations, partnerships, including but not limited to, the County, State, Federal, Municipal bodies and all agencies or subdivisions of each of the forgoing; and in general, to do and perform such things and acts and to transact such business in connection with the forgoing objects and purposes not inconsistent with the general laws of the land or the objects and aims of the Gallatin Ham Radio Club.
Rules of Procedure
The club shall be guided in its procedures by Robert’s Rules of Order, latest edition, when no other rules have been specifically established by the membership.
All officers of the club shall be dues paying members in good standing and hold a valid amateur radio license.
President – it shall be the power/privilege of the President to make such committee appointments as are necessary to carry out the business and basic purposes of the club. The president shall be a signatory on the GHRC bank account if the treasurer is absent and bills must be paid.
Vice President – he/she shall preside at any meeting from which the president is absent. He/she shall be the chairperson of the programs committee.
Secretary – it shall be the duty of the Secretary to keep the original copies of the constitution and by-laws and have the same with him/her at every meeting. He/she shall cause all amendments, changes and additions to be noted thereon and shall permit the same to be consulted by members upon request. He/she shall make available to all members, a copy of the by-laws.
Treasurer – it shall be the duty of the Treasurer to receive all moneys and, in cooperation with the club’s secretary, notify the membership when their dues are due and handle all other financial matters affecting the club not specifically covered in the constitution.
Applications for membership (applications may be obtained from the secretary) shall be submitted at a regular meeting. Each applicant must express a willingness to abide by the constitution and its by-laws and such rules as shall from time to time be promulgated by the club. Approval of application for membership requires a majority vote of the membership (quorum required).
All new members shall be given a copy of the GHRC constitution/by-laws (digital or printed format) upon joining. Existing members may request a copy from the secretary at any time.
An applicant may apply for membership anytime during the year and upon approval by a majority vote of the membership and payment of dues becomes a voting member. Dues for new members are pro-rated quarterly for an amount approved by the membership. A family membership in GHRC may be offered at a discount approved by the membership. Family membership is defined as immediate family: spouse, father, mother, son, or daughter.
Regular meetings shall be held at such a time and place as selected by the membership. Special meetings may be called by the president, a majority of officers, or upon written request of any five (5) members of the club. Notices shall be sent to all the members (electronically, through postal means, or by telephone) informing them of the special meeting(s) and the business to be transacted. Members must be notified at least twenty-four (24) hours before the special meeting.
- Standing Committees and Representatives: (Required)
Nominating Committee – The President shall appoint a member to serve as chairman (must have been a member of GHRC for at least one (1) year) of the nominating committee two (2) months prior to the annual election of officers. The member so appointed shall have the power to appoint a sufficient odd (uneven) number from the club membership with the intent of recommending a slate of officers for the upcoming year to the club membership.
Public Service Events Committee – The president shall appoint a public service events committee to aid in the scheduling, organization and participation of events the GHRC may be asked to provide communications for.
Programs Committee – The vice-president, acting as committee chairman may appoint a programs committee to assist with the planning and scheduling of programs held during the regularly scheduled meetings.
Eaglehead Repeater Association Representative – At the January meeting of GHRC the president shall appoint a representative to the ERA board of directors. The term of this appointment is one (1) year.
Gallatin County Search and Rescue Board Representative – At the January meeting of GHRC the president shall appoint a representative to the Gallatin County Search and Rescue Board for a term of one (1) year.
- Standing Committees (Up to the discretion of the President)
Constitution/By-laws Committee – The president may appoint a constitution/ by-laws committee chairman (must have been a member of GHRC for at least one (1) year) immediately following the annual elections. The chairman so appointed will select an appropriate representation of committee persons from the membership to insure that club business is conducted in accordance with accepted constitution/bylaws. The constitution/by-laws committee will also propose any necessary updates to the constitution and by-laws to assure compliance within.
Technical Committee – The president may appoint club members to the technical committee. This committee will provide technical advice to members concerning equipment design and operation and to assist in complete frequency observance, clean signals, uniform operating practice, and absence of spurious radiations from club-member stations.
Field Day Committee – The president may appoint club members to the field day committee. This committee will be responsible for the organization of the ARRL (American Radio Relay League) event.
Hamfest Committee – The president may appoint club members to organize a hamfest if GHRC votes to have this event.
Winter Party Committee – The president may appoint club members to organize a winter party (Generally held after the Christmas/New Year season) if GHRC votes to hold same.
Summer Picnic/Party Committee – The president may appoint members to organize a Summer Picnic if GHRC votes to hold same.
Revision of constitution and by-laws dated 04-12-2012
Jerry Gregoire, KD7WLX 05-03-2012
President’s Signature Date of Adoption
Constitution/By-laws Committee Members:
- Todd Gahagan, WA7U Chairman
- Karen Schunke, KF7QJJ Committee member
- Rich Michau, KF7LVE Committee member
- Don Wilson, KC7EWZ Committee member