COPPER COUNTRY RADIO AMATEUR ASSOCIATION, INC. C O N S T I T U T I O N (Revised: January 1, 2005) PREAMBLE
We, the members of the Copper Country Radio Amateur Association, Inc. (CCRAA or Club)enact this constitution pursuant to the laws of the State of Michigan as a perpetual,non-profit,charitable, service, and educational organization. It is our purpose to enhance public safety and welfare, to lessen the burden of government, and to advance the general interest of amateur radio in the community. We do this through programs and activities, exchange of information, and promotion of radio knowledge. ARTICLE I MEMBERSHIP AND DUES Sec.1. All persons interested in amateur radio communication are eligible for membership, as provided in the By-laws. Sec.2. Dues and fees are assessed by the membership as set forth in the By-Laws ARTICLE I ELECTION OF OFFICERS Sec.1. The officers of the CCRAA are: President, Vice-President, Secretary, and Treasurer. Sec.2. Election of officers is conducted once a year as set forth in the By-laws. Sec.3. Vacancies occurring between elections, are filled by special elections at the first regular meeting, following vacancy. Sec.4. An officer can be removed by the membership, as prescribed in the By-laws. Sec.5. Officers are elected to serve for one (1) year or until a successor is elected. Their term of office begins at the close of the meeting at which they are elected. Sec.6. Only members may be officers. Sec.7. Members are limited to two (2) consecutive terms in an office. ARTICLE III DUTIES OF OFFICERS Sec.1.Officers perform the duties prescribed by the Constitution, By-laws, and parliamentary authority adopted. ARTICAL IV MEETINGS Sec.1. The By-laws provide for regular and special meetings. Sec.2. A quorum is necessary to transact business. Sec.3. A quorum, at regular or special meetings, is defined as the President or Vice-President, one other officer, and three other members. ARTICLE V EXECUTIVE BOARD Sec.1. The Executive Board (Board) is the elected officers and the Standing Committees chairs. Sec.2. The Board meets and has power to conduct CCRAA business, within the scope of the Constitution and By-laws. Sec.3. A quorum is defined as the President or Vice-President, one other officer and two (2) non-officer chairs of Standing Committees. Sec.4. Action taken by the Board is subject to confirmation at a regular or special membership meeting. ARTICLE VI COMMITTEES Sec.1. Committees set their own formats, within the scope of the Constitution and By-laws, and subject to Board approval. Sec.2. Committees present reports to the Board and membership as needed. ARTICLE VII ASSETS AND PROPERTY Sec.1. No member has, or shall have, any pecuniary interest in any income, earnings, assets or property of this corporation, nor shall any part there of be withdrawn or distributed to any of its members. Sec.2. In the event of the final dissolution of the CCRAA, and after the discharge or satisfaction of all outstanding obligations and liabilities, all of the remaining real and personal property of the CCRAA at that time will be disposed of by one of the following methods: (1) If the CCRAA has not obtained a 501(3)(c) exemption from the Internal Revenue Service (IRS), the property will be turned over to the Houghton County Office of Emergency Measures. (2) If the CCRAA has obtained a 501(3)(c) exemption at the time of dissolution, the property may be turned over to another organization having a 501(3)(c)exemption as listed in the By-laws of the Constitution. If the 501(3)(c) designation in this article is changed by the IRS the new designation is substituted. ARTICLE VIII PARLIAMENTARY AUTHORITY Sec.1. The rules contained in Robert's Rules of Order, latest edition, govern meetings unless they are inconsistent with the Constitution or By-laws. ARTICLE IX AMENDMENTS Sec.1. This Constitution can be amended, by a two-thirds (2/3) affirmative vote of the ballots cast. Sec.2. Amendments shall be submitted in writing at a regular meeting, and shall be read at that and all following regular meetings until acted upon. Sec.3. When amendments are proposed, ballots will be mailed to the voting member at least fifteen (15) days before voting. Sec.4. Ballots cannot be counted before the second (2nd) regular membership meeting following submission. (For example; if submitted in April, vote counted in June or later.) Sec.5. Balloting procedures are set forth in the By-laws. BY-LAWS OF THE COPPER COUNTRY RADIO AMATEUR ASSOCIATION, INC. BY-LAW 1 MEMBERSHIP AND DUES 1.a Members must be licensed radio amateurs. 1.b Members have the right to full participation in the proceedings of this organization, with the privileges and duties accompanying them. 2.a An associate is anyone interested in assisting the goals of this organization. 2.b Associates have the rights of full participation in the proceedings of this organization, with full privileges and duties accompanying them except: (1) they cannot vote (except in committee); (2) they cannot hold elected office; and (3) they cannot chair a standing committee. 3. An associate automatically becomes a member, after obtaining an amateur radio license. 4.a Applications for joining the CCRAA, as member or associate, are submitted at a regular membership meeting on a CCRAA application form. A two thirds affirmative vote of those present is required to approve an application. 4.b All new members and associates receive a copy of the Club's Constitution from the Secretary. 4.c A member or associate, bringing disgrace to the CCRAA, can have participation rights revoked by a two-thirds (2/3) written ballot of those members present at a regular membership meeting. 5.a Dues are $10 per calendar year for an individual or $15 for a family. Dues for the remainder of the year in which a member is accepted are waived. Dues should be paid in advance. 5.b Proposals of assessments are submitted at a regular membership meeting and voted on at the next regular membership meeting. Notice of a proposed assessment change must have been published in the newsletter. 5.c If approved by a majority of those present at the meeting, dues and fees are assessed. Associates may vote, if they are affected by the assessment. BY-LAW 2 ELECTION OF OFFICERS 1. The Board appoints a nominating committee in November, and directs it to report at the regular January membership meeting. 2.a Nominations from the floor take place at the January and February meetings. 2.b No name is accepted in nomination from the floor, unless the nominated member is present, and current in the required dues or fees. 2.c A member is nominated for only one elected office. 3. Elections are held at the membership meeting in March. 4.a The Board directs the form of the ballot. 4.b Ballots must have adequate provision to ensure only one ballot is submitted by any member and that anonymity is preserved. 4.c The Secretary mails the ballots along with a return-addressed envelope, stating: "Ballot is Enclosed". Mailed ballots contain the following: (1) Names of nominees and space for write-in candidates for each office. (2) Date by which ballot must be received to be counted. (3) Other information necessary to explain voting procedures will be included on ballot or attached as needed. 4.d Ballots are mailed to the members at least twenty one (21) days before the March membership meeting. 4.e A ballot must be on hand at the March meeting to count. 4.f The Secretary has available at the time of counting a list of eligible members for review by the counting committee. 4.g The President appoints a special committee to count the ballots received. BY-LAW 3 ADDITIONAL DUTIES OF OFFICERS 1. The President: 1. Presides at meetings. 2. Conducts the meetings according to the rules adopted. 3. Signs official documents adopted by the CCRAA. 4. Appoints a financial audit committee at the February membership meeting. 2. The Vice-President: 1. Assumes the duties of the President in the absence of the president. 2. When the Treasurer is not available and when directed by the President,to sign C.C.R.A.A. checks, and make savings withdrawals. The Treasurer is to be notified by the President of such action, as soon as possible. 3. Will have signature on file, as needed, at checking and savings account locations. 3. The Secretary: 1. Carries on correspondence related to Club activities. 2. Summarizes communications at meetings. 3. Keeps a record of the proceedings of Club and Board meetings. 4. Keeps a roll of members present at meetings. 5. Keeps an accurate record of the Constitution and By-laws. 6. Turns over all Club records at the end of term of office. 7. Compiles membership information as needed, and stores all correspondence as directed by the Board. 8. Maintains the "master copy" of the Constitution, By-laws, and amendments and has a copy available at every meeting. 9. Maintains a comprehensive record of changes to the Constitution and By-laws. 10. Keeps a list of Club property. 11. Maintains a list of standing and special committees including the names of chairpersons. 4. The Treasurer: 1. Receives all monies paid to the Club. 2. Keeps an accurate account of all disbursements and receipts. 3. Pays bills with proper authorization. 4. Submits an itemized statement of disbursements and receipts at each monthly meeting. 5. Turns over all items and records at the end of the term of office. 6. Maintains a petty cash fund. This fund does not exceed $25.00. Petty cash can be used for all legitimate club expenses, with proper receipts. 7. Can spend up to $25.00 per month without prior approval. 8. Is authorized to pay recurrent bills. If there is a substantial increase in any bill, it is held for review by the Board, or membership. 9. May appoint one or more members to be in charge of the funds at an activity. The Treasurer receives a complete accounting of the funds, within fifteen (15) days of the activity. 10. Presents a brief written statement of receipts, disbursements, and net worth at each regular membership meeting. 11. Makes a full financial written report at the February regular membership meeting. 12. Gives the audit committee financial records for its audit in January. 13. Maintains the official membership roster. 14. Is authorized to sign C.C.R.A.A. checks, and make savings withdrawals as required to fulfill the above duties of Treasurer. 15. Will have signature on file as needed, at checking and savings account locations. BY-LAW 4 GENERAL MEMBERSHIP MEETINGS 1.a Regular meetings are normally held on the first Tuesday of the month. 1.b June, July, and August regular membership meetings are optional. 1.c Meetings are held at such time and place as the Board decides, and are announced in the newsletter whenever possible. 2. The standard agenda for regular membership meetings is as follows: (1) officer's reports, (2) standing and special committee reports, (3) old and (4) new business. The agenda for a regular meeting need not be published before the meeting. 3. Special membership meetings can be called by the Board if there is prior notice given to most of the members. BY-LAW 5 EXECUTIVE BOARD: RESERVED BY-LAW 6 COMMITTEES 1.a Chairs of standing committees are appointed by the elected officers, at a meeting called by the President, within fifteen (15) days of the election. 1.b The standing committees and their responsibilities are: (1) Public Service; a. Office Emergency Measures; b. Hazardous Materials; c. Search and Rescue; d. RACES; e. ARES (2) Publications and Public Relations Committee; a. Newsletter; b. UP Ham Directory c. Searach and Rescue d. RACES e. ARES f. Red Cross (3) Programs; (4) Radio Operation; a. Repeaters; b. Packet; c. High Frequency d. RFI (5) Property; a. Buildings; b.Keys c. Towers & Antennas; c. Equipment (loan) (6) Education; 2.a Special committee chairpersons are appointed by the President as needed to fulfill CCRAA aims. 2.b Special committees, may include, but are not limited to: a. Mail Box; b. Elections; c. Field day; d. Great Bear Chase (ski race); e. Swap & Shop; f. dog sled race g. P.O.R.; h. Awards (committee-manager) i. Corporation Resident Agent j. Ballot counting 3. The Communications Committee publishes the Club newsletter, at least nine times per year. The newsletter is offered by subscription, with the rate set by the Board, and to other clubs and organizations by exchange agreements. The news letter may be sent at no charge, if designated by the Board. BY-LAW 7 ASSETS AND PROPERTY 1. No item is removed from CCRAA property records without approval of Club members at a regular membership meeting. 2.a Financial and property records are audited after each term of office by a three-person committee appointed by the President. 2.b An audit of CCRAA finances or property may be called by a majority of the members at a regular membership meeting. BY-LAW 8 RULES: Proposal to establish an attachment to the Constitutions & Bylaws of the CCRAA called "CCRAA RECORD of PERMANENT POLICIES" Amend the Bylaws of the CCRAA by adding a section in the BY-LAW 8, RULES to read as follows. 1.a A section will be added at the back of the Constitutions & Bylaws of the CCRAA called "CCRAA RECORD of POLICIES", the first pages of this section shall contain a list of attached the policies. 1.b Establishment, revision, or deletion, of a "CCRAA POLICY" may be done at any regular or special membership meeting, as a motion, with a second, under "New Business" . 1.c If a member in good standing, wishes to submit lengthy, new or revised, "CCRAA POLICY" it should be in writing. with sufficient copies so that members present may review and revise it if they choose. 1.d If at any meeting where the membership present, wish to make any motion brought up on the floor a "CCRAA POLICY", or revise an existing policy, that may also be done with the approval of Two Thirds (2/3) present. 1.e After the discussion of any new or revised policy, a vote of Two Thirds (2/3) approval will be required to accept the new or revised policy. 1.f After acceptance, the CCRAA Secretary, or other designated person, will then insure that a properly formatted, with the wording approved by the membership, of the new or revised policy is attached to the Constitutions & Bylaws of the CCRAA , and the list of attached policies updated. 1.g The format of the attached policies should be as in the following example: ----------------------------------------------------------------------------------------------------------------- CCRAA POLICY 2004 No. 2 (This is the year & No. of the policy for that year) Date Approved Sept 7 2004 (Date of Meeting where approved) Club House (CMX) Keys (Title of the Policy) Purpose: (Brief explanation) (Purpose of the policy) 1.. Etc... The New Policy (as many sections as necessary) 2.. Etc. Rational: Over the years the membership of the CCRAA has made decisions at meetings that were meant to be a permanent, and binding policy of the organization. Many have gone by the wayside, or in some cases just ignored by a few individuals for what ever reason. This amendment will allow an accessible, official record to be kept of those things that the membership wish to have as permanent decision of the club. BY-LAW 9 AMENDMENTS 1. These By-laws can be amended at a regular membership meeting with the approval vote of two-thirds (2/3) of those attending. 2. Amendments to the By-laws must have been proposed at a regular membership meeting and published in the newsletter. C.C.R.A.A. Constitution and all amendments as of January 1, 2005 Attested to this 1st day of January, 2005 Scott A. McDowell President C.C.R.A.A.