Highlands County Amateur Radio Club
Constitution & By-Laws
We, the undersigned, wishing to secure for ourselves the pleasures and benefits of an association of persons commonly interested in Amateur Radio, constitute ourselves the HIGHLANDS COUNTY AMATEUR RADIO CLUB, INC. a nonprofit incorporation from Florida and enact this constitution as our governing law. It shall be our purpose to further the exchange of information and cooperation between members, to promote radio knowledge, fraternalism and individual operating efficiency, and to so conduct club programs and activities as to advance the general interest and welfare of Amateur Radio in the community.
Article I Membership
All persons interested in Amateur Radio communications shall be eligible for membership.
Membership shall be by application and election upon such terms as the club shall provide in its By-Laws. Membership may not be denied because of race, creed, religion, gender, sexual orientation, political affiliation, marital status or any other reason that would be biased or prejudicial.
Article II Officers
Section 1. Officers
The officers of this club shall be President, Vice-President, Secretary, Treasurer and four Directors.
Section 2. Election
The Officers of this club shall be elected for a term of one year, two years for Directors of which only two Directors shall be elected in a given year so that the expiration date of their terms do not coincide, by ballot of the members in good standing present, provided there is a quorum, at the annual meeting.
Section 3. Term limits for Officers
An individual may not hold the same office for more than two terms and may not serve more than three consecutive terms as an officer. An individual may not hold more than one office during the same term.
Section 4. Termlimits for Directors
An individual may not hold the office of Director for more than two terms and may not serve more than six total years consecutive on the Board of Directors. An individual may not hold more than one office during the same term.
Section 5. Vacancies
Vacancies occurring between elections must be filled by special elections at the first regular meeting following the withdrawal or resignation.
Section 6. Eligibility
In order to hoild an office an individual must be a member in good standing for at least one year and hold a valid Amateur Radio license.
Section 7. Resignation
Any officer may resign his/her position in writing at which time all records and assets of the club will be turned over to the President or Vice Pressident.
Section 8. Removal of Officers
Officers may be removed from office for cause, upon written petition of six (6) or more members presented to the President or Vice President. After investigation the petition will be presented to the membership at the next regular meeting of the club and voted on by the membership.
Removal of an officer requires a three-fourths vote of the full membership present.
Article III Duties of Officers
Section 1. President
The President shall preside at all meetings, and conduct them according to the rules adopted. He/she shall enforce due observance of this Constitution and By-Laws; decide all questions of order; sign all official documents adopted by the club, and perform all other duties pertaining to the office of President.
Section 2. Vice President
The Vice-President shall assume all the duties of the President in his/her absence. In addition, he/she shall organize club activities, plan and recommend contests for operating benefits, and advance club interest and activity as approved by the club. He/she shall maintain close liason with the local ARRL’s local ARES® Emergency Coordinator to further club participation in the Amateur Radio Emergency Service ®.
Section 3. Secretary
The Secretary shall keep a record of the proceedings of all meetings, keep a roll of members, submit membership applications, carry on all correspondence, read communications at each meeting, and email meeting notices to each member along with posting notice on club website. At the expiration of his/her term he/she shall turn over all items belonging to the club to his/her successor.
Section 4. Treasurer
The Treasurer shall receive and receipt for all monies paid to the club; keep an accurate account of all monies received and expended; pay no bills without proper authorization of the President and Board of Directors. At the end of each quarter he/she shall submit an itemized statement of disbursements and receipts. At the end of his/her term he/she shall turn over everything in his/her possession belonging to the club to his/her successor.
Article IV Meetings
The By-Laws shall provide for regular and special meetings. At meetings, a minimum of ten of the voting membership shall constitute a quorum for the transaction of business. Robert’s Rules of Order shall govern proceedings.
Article V Dues
The club, by majority vote of those present at any regular meeting, may levy upon the general membership such dues or assessments as shall be deemed necessary for the business of the organization. Non-payment of such dues or assessments shall be cause for expulsion from the club within the discretion of the membership.
Article VI Membership Assistance
The club, through designated interference, Public Relations, and Operating Committees will provide technical advice to members concerning equipment design and operation to assist in frequency observance, clean signals, uniform practice, and observance of spurious radiations from club member-stations. The club shall also maintain a program to foster and guide public relations.
Article VII Club Call sign W4HCA
The club may elect to apply for a club call sign as provided by FCC rules Part 97.
The President shall assign trusteeship of the club call sign.
The Trustee shall:
• Be a member of the club in good standing.
• Meet FCC requirements.
• Not had his/her Radio Amateur license revoked or sanctioned at any time.
ARTICLE VIII Dissolution of the Club
Section 1. Termination of Operations
In the event that the Board of Directors votes that the Club should be dissolved, the motion for dissolution must receive more than two thirds vote of the full membership to pass.
Section 2. Disposition of Assets
The Board of Directors shall handle the disbursement of all assets of the club. No member or group of members shall receive benefit from the assets. All equipment will be sold and net proceeds donated to a non-profit organization in Amateur Radio. All remaining cash will be donated to a non-profit organization in Amateur Radio.
Article IX Amendments
This Constitution or By-Laws may be amended by a two-thirds vote of the total membership (in good standing).
Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted on at the next annual meeting, provided all members have been noticed by email and posting on the club website of the intent to amend the Constitution and/or By-Laws at said meeting.
It shall be the duty of the Secretary to keep the Constitution and By-Laws of the club and have same with him/her at every meeting. He/she shall note all amendments, changes and additions on the constitution and shall permit it to be consulted by members upon request.
Full Membership is open to licensed Radio Amateurs. Full membership includes all club privileges as well as rights to hold a club office and to vote for club officers and or issues brought from the Board of Directors.
Family Membership is open to one or more licensed Radio Amateurs who reside at the same residence. Each licensed Radio Amateur has all club privileges as well as rights to hold a club office and to vote for club officers and or issues brought from the Board of Directors.
Associate Membership is open to those actively engaged in a class leading to an Amateur Radio license and all other interested persons. Associate membership includes all club privileges except for the right to hold office and vote.
Applications for membership shall be submitted at regular meetings and voted on by the members present.
Regular meetings shall be held on the third Monday of aech calendar month. Special meetings and or moving the regular meeting may be requested by the President. Notices shall be sent to members concerning special meetings and change of regular meetings by email and posting on the club website including the business to be transacted. Only such business as designated shall be transacted. Such notices shall be sent so that they arrive not less than 24 hours before the meeting.
4. Dues Fees and Assessments
Annual dues shall be assessed in accordance with the provisions of Article V of the Constitution for the purpose of providing funds and expenses. Membership dues are payable in January of each year. Any member whose dues are not paid by March 1st will be considered inactive and removed from the membership roster. Inactive members have no voting privileges. Termination of membership either by resignation or expulsion will not constitute a refund of dues paid.
Officer elections will be held at the Clubs Annual Meeting in November.
Officers will assume their elected office January 1 of the following year.
Nominations of any officer will be open to all members
Nominations must be in writing presented to the club secretary who will validate the candidate is in good standing and placed on the nominee’s slate. The nominee’s slate will be presented to all members at the October regular meeting and open to nominations from the floor to be validated and placed on the final ballot for the November meeting
Voting will be done using paper ballots. Immediately after voting the ballots will be counted openly in front of the membership. Any candidate may request a recount of the ballots. In the case of an unopposed slate, the President may entertain a motion for the Secretary to cast a single ballot.
6. Interference Committee
This committee shall consist of three members (appointed by the club President). The committee shall direct investigation, invite proper inquires, establish technical facts and testimony and report its results to the club.
7. Temporary Special Committee
These committees shall consist of at least three members each (appointed by the club President). The committee shall report all activities back to the Board of Directors.
8. Sunshine Committee
The Sunshine Committee shall be responsible for contacting members or their families who are sick, or saddened by death and expressing the concern of the general membership.
9. Technical Committee
The Technical Committee shall be responsible for the maintenance and care of equipment, such as repeaters, owned and operated by the Club.
10. Amateur Radio Emergency Service – ARES ®
The Club will assist the Highlands County ARES® Group at the request of the Highlands County ARES® Emergency Coordinator. (ARES® is a program of the American Radio Relay League – The Highlands County ARES® Group will abide by the Rules and Regulations of the ARRL’s Field Organization as they may be amended from time to time, and by ARRL policies, rules, and guidelines contained in ARRL publications).
11. Audit Process
Annual audits will be prepared by the Treasurer and the Secretary then certified by the whole Board of Directors. The Treasurer and the Secretary will make all fillings to the State of Florida Department of Revenue as well as the Internal Revenue Service form 990 and any other required forms.
Highlands County Amateur Radio Club
P.O. Box 7441
Sebring, FL 33872
Revised and Adopted November 19, 2018 (Replaces version dated October 19, 2004).
Revised November 21, 2022 (added Family Membership).