DEFAULT
     
  Home Page  
      
 
 

Navigation Menu
 
 
 

MISSISSAUGA AMATEUR RADIO CLUB


        BYLAW # 1           March 2004

 
1.0 Organization:
1.1

The Mississauga Amateur Radio Club, hereinafter referred to as the “Club” or the “Corporation”, shall be a non-profit corporation incorporated under the laws of the Province of Ontario without share capital.

  
2.0 Aims and Objectives:
2.1

To provide an informal forum in Mississauga for people interested in Amateur Radio to meet socially and discuss areas of mutual interest.

2.2

To provide educational programs and/or assistance for anyone interested in meeting the various Amateur Radio licensing requirements specified by Industry Canada.

2.3

To provide voluntarily the services of Amateur Radio communications in any incident, event or situation where such would be for the betterment of public welfare. This includes volunteer assistance to the local Amateur Radio Emergency Services (ARES) Emergency Coordinator and others as required.

2.4

To maintain liaisons with other Amateur Radio groups to provide a cohesive network of operations and activities, to provide relevant information to Club members, and to promote any idea, development or activity that shall be for the improvement of Amateur Radio in general.

2.5

To act as a public relations body representing Amateur Radio in Mississauga in order that the general public may be correctly informed of the uses and value of Amateur Radio activities in diverse situations.

2.6

To maintain and operate Club facilities, such as a Club radio repeater(s) and a Club radio station, for the benefit of members, as available resources, member interests and needs dictate.

2.7

To announce and operate regular communications nets to keep Club members and others interested and aware of Club activities.

2.8

The Club shall make its best efforts to ensure that Mississauga residents constitute at least 80% of the total membership at any time.

  
3.0 Membership:
3.1

An individual shall become a member in good standing of the Mississauga Amateur Radio Club upon payment of the necessary membership fee(s).

3.2

The following membership categories shall apply to the Club:

  • single membership
  • family membership
  • honorary membership
  • student membership
  • life membership

Save as in hereinafter set forth, the membership categories shall be further defined in ensuing Bylaws.

3.3

Each single, life, and student member, and each individual included in a family membership is entitled to one vote.

3.4

Honorary members shall be non-voting members.

3.5

Honorary members may be appointed by the Board (the term “Board” being defined below) from time to time, at its discretion, for a term of not less than one year but in no event more than five years. Re-appointment, or termination, shall be considered by the Board based on then existing Club circumstances.

3.6

In the event that a member has committed one or more actions which in the reasonable opinion of the Board is or are not in keeping with the ethics of Amateur Radio, the Board may in its discretion decide to institute proceedings to revoke the membership of said member, in which case the Board shall deliver by registered mail to said member (hereinafter referred to as the “offending member”) a written notice setting forth the grounds of such revocation and a date (hereinafter called the “hearing date”) no later than 14 days after the date of said notice upon which the matter will be dealt with by the Board. The offending member shall have the right and opportunity to attend on the hearing date before the Board to show cause why his or her membership should not be revoked and said notice shall so state. Forthwith after said hearing, the Board shall by majority vote decide whether or not to recommend to the members of the Club that the offending member’s membership be revoked. If the Board’s recommendation is for revocation, the matter shall be submitted to the immediately next following meeting of the members of the Club who shall vote thereon, with a two thirds majority of votes cast being required to effect said revocation. If a forfeiture of membership is decided upon, part, or all of the affected member’s annual fee may be refunded to him or her, at the discretion of the Executive.

  
4.0 Board of Directors and Executive:
4.1

The members of the Board of Directors of the Mississauga Amateur Radio Club shall be the President, First Vice President, Second Vice President, Secretary, Treasurer, and Immediate Past President. The Board of Directors shall be hereinafter referred to as the Board.

4.2

The President, First Vice President, Second Vice President, Secretary, and Treasurer shall be licensed radio amateurs.

4.3

The term “Executive” shall herein after refer to the members of the Board and the Club Managers collectively.

  
5.0 General Duties of the Board:
5.1

The Board is responsible for the governance and day to day operation of the Club, and shall hold Board meetings and/or Executive meetings, as it deems appropriate.

5.2

The Board has the power to incur approved budgeted financial obligations on behalf of the Club.

5.3

The Board has the power to incur unbudgeted financial obligations up to a maximum of $250 per expenditure on behalf of the Club.

5.4

The Board shall not at any time commit the Club to any expenditures which would result in the Club being in a deficit financial position.

5.5

The Board shall be accountable to the Club members for its actions and shall keep Club members informed of its actions through regular reports.

5.6

The Board shall regularly examine the financial records and accounts of the Treasurer and Managers.

5.7

The signatures of any two of the President, the First Vice President, or the Treasurer shall be necessary for disbursement of Club funds.

5.8

The Board may appoint Managers and/or members from the membership to serve in various areas of responsibility, as defined by the Board, as required.

5.9

The Board shall maintain up to date descriptions of the responsibilities of the current Managers.

5.10

The Board may create committees to carry out various activities as required.

5.11

At any meeting of the Board, four members of the Board shall constitute a quorum.

5.12

All meetings of the Board are open to members.

5.13

In the event a member of the Board has a conflict of interest regarding a matter under discussion, the member shall declare such conflict, and shall not vote on the matter. The President or Chair may request that the member not participate in discussion of the matter.

5.14

In the event that a member of the Board has exhibited extensive absenteeism from his or her duties and/or gross negligence in the carrying out of such duties, or has committed one or more actions which in the reasonable opinion of the Board is or are not in keeping with the ethics of Amateur Radio, the Board may in its discretion decide to institute proceedings to remove said person from the Board, in which case the Board shall deliver by registered mail to said person (hereinafter referred to as the “offending Board member”) a written notice setting forth the grounds of such removal and a date (hereinafter called the “hearing date”) no later than 14 days after the date of said notice upon which the matter will be dealt with by the Board. The offending Board member shall have the right and opportunity to attend on the hearing date before the Board to show cause why he or she shall not be removed from the Board and said notice shall so state. Forthwith after said hearing, the Board shall by majority vote decide whether or not to recommend to the members of the Club that the offending Board member be removed from the Board. If the Board’s recommendation is for removal, the matter shall be submitted to the immediately next following meeting of the members of the Club who shall vote thereon, with a two-thirds majority of votes cast being required to effect said removal.

  
6.0 Duties of Members of the Board:
6.1

The President shall assign official spokespersons of the Club as appropriate, shall chair and maintain control of Club meetings, shall supervise and direct the affairs of the Club, and shall be an ex officio member of all committees.

6.2

The First Vice President shall be the main sponsor of the appointed Managers and shall coordinate activities in their designated areas. The First Vice President may share the sponsorship of some of the Managers with other members of the Board with their agreement.

6.3

The Second Vice President shall maintain liaison with other organizations such as the Radio Amateurs of Canada (RAC), Industry Canada, and other Amateur Radio clubs and groups affecting Amateur Radio.

6.4 The Secretary shall:
  • keep an accurate record of the proceedings of the Club using accepted standards

  • be responsible for official Club correspondence

  • maintain a Club Post Office Box to ensure that the Club has a formal mailing address

  • track all Club affiliations and Industry Canada license fees etc., pertinent to the activities and operations of the Club

  • maintain up to date descriptions of the responsibilities of Managers

  • ensure that a copy of the Club Bylaws is available at each Club meeting.

6.5 The Treasurer shall:
  • keep an accurate record of all monies belonging to the Club using accepted standards

  • disburse monies belonging to the Club under instructions of the Board

  • be responsible for membership records (with the assistance of the Manager of Membership)

  • maintain records of Club assets and their location

  • regularly report the Club’s financial status to members

  • prepare the Club budget for each fiscal year

  • monitor expenditures against the budget on an on-going basis.

6.6

The Immediate Past President shall provide assistance as required in maintaining continuity and the benefit of experience to the Board.

  
7.0 Managers:
7.1

All Managers shall be licensed radio amateurs.

7.2

The term of appointment for Managers shall be from May 1 of the current year to April 30 of the following year.

7.3

No Manager shall be held personally liable for any action resulting from performance of his/her duties through errors, omissions or unforeseen circumstances.

7.4

Managers will carry out their duties to the best of their abilities.

7.5

Managers have the mandate to carry out their duties within an agreed upon action and operating plan and budget.

7.6

The Board shall annually appoint a Manager of Membership whose responsibilities shall include carrying out the following activities on behalf of the Treasurer:

  • collecting membership and other dues

  • issuing receipts for dues paid

  • issuing membership cards to members

  • maintaining accurate membership lists

  • coordinating membership drives from time to time as directed by the Board.

7.7

Managers shall submit a proposed budget of expected operating expenses and plan of activities to the Board, for approval, before committing the Club to the plan.

7.8

Managers shall keep accurate records of costs incurred and other pertinent information, and will help to ensure an orderly transition to their successors.

7.9

Managers shall report to the Club and/or the Board on activities in their areas of responsibility from time to time as required, in order to keep the membership aware of events.

7.10

Any member of the Board may also hold a Manager position.

7.11

Any Manager may solicit assistance from any member of the Club to assist in carrying out the duties of the position, and may, with the approval of the Board, appoint an alternate to perform duties in his/her absence.

  
8.0 Mississauga ARES Emergency Coordinator:
8.1

The Board may recommend a member in good standing to the Southern Ontario Section Emergency Coordinator of ARES for appointment to the position of Mississauga ARES (Amateur Radio Emergency Services) Emergency Coordinator.

  
9.0 Elections:
9.1

The Annual General Meeting of the Club shall be held at the first Club meeting in April.

9.2

The members of the Board shall be elected at the Annual General Meeting.

9.3

The term of office of members of the Board shall be from May 1 of the current year to April 30 of the following year.

9.4

A Nominations and Elections Committee consisting of up to three members in good standing shall be appointed annually by the Board at or before the first Club meeting in March. The Nominations and Elections Committee shall solicit the names of members in good standing who are willing to put their names forward for nomination to positions on the Board.

9.5

Nominations of any member in good standing for any of the positions on the Board may be made by any member in good standing at the Nominations meeting, which shall be the last meeting in March.

9.6

Each candidate for a position on the Board, may, at his/her option, take a maximum of 5 minutes to explain to the membership his/her interest in the position sought and ideas he/she intends to contribute during his/her term of office.

9.7

If there is only one Nominee for a position, the Nominee shall be declared elected by acclamation in the position.

9.8

No member of the Board shall be elected by acclamation or otherwise for more than two consecutive years in any one position on the Board.

9.9

If a position on the Board becomes vacant during the year, the Board may, at its discretion, fill the position for the remainder of the term by one of the following means:

  • appoint another member of the Board to fill the position,

  • arrange to share the duties of the vacant office with one of the other members of the Board,

  • appoint another member of the Club to fill the position with the agreement of a quorum of the Board

  • direct that an election be held to fill the position for the remainder of the term.

  
10.0 Fee Structure:
10.1

Membership fees are intended to cover Club operating costs and provide a balance on hand to meet such requirements as approved by the membership from time to time.

10.2

The annual membership fee shall be due and payable at the first meeting in September of each year. Members joining after March 1 shall pay one half the appropriate annual fee and one half of any additional fees (e.g., autopatch etc.).

10.3

Payment of membership fees will be expected from visitors by their third visit to Club meetings.

10.4

Additional fees, over and above the annual membership fee, may be charged to cover specific identified items/activities (e.g., use of the autopatch), with the approval of the membership.

10.5

Changes to the Club fee structure must be approved by the membership and recorded in the official Club records.

10.6

Members shall be considered in arrears if fees are not paid within one month after the first regular meeting in September. If a member is still in arrears at the end of October, his/her name shall be removed from the membership roster. No member in arrears shall be eligible to be elected to or hold any office or Manager position of the Club, or have voting privileges, receive club publications, use Club facilities etc.

  
11.0 Club Finances and Budget:
11.1

The fiscal year of the Club shall be from May 1 of the current year to April 30 of the following year.

11.2

An annual statement of financial position reconciling the expenditures of the past fiscal year against the approved budget for that year shall be presented to the membership at the Annual General Meeting, and shall be made available to Club members.

11.3

The Treasurer shall present a draft budget for the upcoming fiscal year, including a forecast of expected income and expenditures, to the membership for discussion and amendment if necessary, at the last Club meeting in May. The draft budget (as amended if required) shall be approved by a vote of the members present at the first Club meeting in June. The approved budget shall be made available to Club members.

11.4

The financial status and records of the Club shall be made available to any member upon request.

11.5

The Board shall ensure that the Club’s financial and membership records are examined and audited annually by the last day of June, by professional auditor(s) or by an Audit Committee. The Audit Committee shall consist of two Club members selected by a vote of the members. Audit Committee members may not be members of the Executive. The professional auditor(s) and/or the Audit Committee as the case may be shall be appointed for a one-year term at the Annual General Meeting. The report of the Audit Committee shall be presented to the Executive, and shall be provided to members on request.

  
12.0 Meetings:
12.1

Club meetings will normally be held at least once per month at a time and place to be agreed by the Board and announced in Club publications, Club web site and/or on the Club repeater. Meetings will generally be held from September to the end of the following June.

12.2

A quorum at any Club meeting shall be fifteen (15) members, plus two members of the Board.

12.3

The President shall call a meeting of the Club if such a meeting is requested in writing by at least 10 eligible members in good standing having voting privileges.

  
13.0 Changes to the Bylaws:
13.1

New articles in the Bylaws, or modifications to the existing articles of the Bylaws can not be approved at the same meeting at which they are proposed.

13.2

Changes or additions to these Bylaws must be approved by a vote of members present at a Club meeting. A two-thirds majority of votes cast is required to approve such changes.

13.3
  
14.0 Dissolution:
14.1

In the event that the dissolution of the Club, and thereby of the Corporation, is contemplated, the winding-up provisions set forth in the Corporations Act (Ontario), or in any successor legislation, shall be adhered to, including, but without restricting the generality of the foregoing, the provisions thereof as to obtaining the approval of the members to the dissolution and the disposition of the Club's assets.

  
15.0 Votes:
15.1

Each member with voting privileges present at a Club meeting shall be entitled to a single vote on all issues put to a vote.

15.2

At meetings of the Board, each member of the Board attending shall have one vote.

15.3

At meetings of the Executive, each member of the Executive attending shall have one vote.

15.4

Unless specifically stated elsewhere in this Bylaw, decisions shall be made by a simple majority of votes cast.

15.5

In the event of a tie vote, the President shall determine the outcome of the vote.

  
Revision 1: November 1986
Revision 2: March 1991
Revision 3: March 2001
Revision 4: March 2004