POLICY & PROCEDURES OF THE SALEM AMATUER RADIO CLUB, INC As adopted in 2011

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1 TERMS OF MEMBERSHIP 1. Member dues shall be $20.00, effective July 1, 2012 and reviewed annually for Full and Associate members. 2. Family dues shall be $5.00 and shall be reviewed annually. 3. Youth member dues shall be a one year sponsorship as voted by the Executive Board and then $5.00 thereafter until age Any member in good standing who has to leave the club, due to circumstances such as job change, military service, etc., may request a leave of absence, upon returning to the club and by notifying the Executive Committee, if he still qualifies under bylaws and by payment of that years dues will again be a voting member of this organization. 5. Any member can be censored by the Executive Board for actions/behavior unbecoming, not limited to illegal activities. 6. Executive Board members who are in good standing and remain in good standing, may be representatives at the Macleay Grange. SARC will sponsor four memberships to support the continuance of the Macleay Grange. EXECUTIVE BOARD 1. Officers will be limited to a maximum of three (3) consecutive terms, with a full year break before serving in another position. 2. Partial year terms of more than four (4) months will be considered the same as serving a full term. 3. The Secretary and Treasurer may serve additional terms at the discretion of the Executive Board. 4. The Executive board shall review the bylaws and policies annually and sign an acknowledgement form. 5. The President shall present annually a State of the Club with a general evaluation of the overall financial condition to the general membership at the September meeting, this shall include a summary of the planned projects and activities for the club for the remainder of his term. 1

2 6. The Vice President shall be available to serve in any position in the absence of the President, Secretary or Treasurer. 7. The Secretary shall conduct all official correspondence and can request correspondence to be done by an approved member of the Executive Board. 8. The Treasurer shall present an annual budget to the Executive Board at the April board meeting and the General Membership meeting. The financial report shall be presented at the June Board meeting. The Treasurer will file all corporate papers and financial reports and they will be archived by the standards set by the State of Oregon, the FCC & IRS in triplicate, with originals returned to State of Oregon or IRS, one copy to be kept in Safe Deposit Box and one copy to be kept with the secretary or treasurer. 9. The Immediate Past President shall be available to support and direct the President if needed. 10.The Director duties shall include such advisory positions as the Executive Committee shall see fit, including the duties as chairman of any special committees which the President may see fit to appoint. The Directors shall not contract any bills without the authorization of the Executive Committee. 11.All powers specifically set forth herein with respect to the duties of any officer shall remain vested in the Executive Committee as a whole. QUARTERMASTER 1. Quartermaster duties shall include keeping accurate inventory records, providing copies (along with a digital version for archiving) to the Executive Board twice a year. 2. The person holding this position shall be a member in good standing. 2

3 MEETINGS 1. Committee chairs shall hold a minimum of twice yearly meetings and report to the Executive Board. 2. All committees shall consist of 3-5 members in good standing. 3. Programs/Activities committee shall schedule quarterly and at least two months in advance. Technical sessions shall be scheduled according to need and held the weekend after the general membership meeting. WEBSITE 1. The website shall be maintained by an appointed SARC member(s) in good standing, who shall be referred to as the webmaster. 2. The webmaster will sign an acknowledgement form that the user name, password and all files related to W7SAA websites will be returned to SARC upon request of the Executive Board. 3. The webmaster may request members in good standing to assist in maintenance of assigned website areas, such as newsletter, membership, photo albums, etc. FCC TRUSTEE 1. The FCC trustee shall be appointed by the Executive Board and serve until reappointed. 2. The FCC trustee shall serve on the repeater committee. 3. The trustee is responsible for all Part 97 compliance for W7SAA. 3

4 REPEATER COMMITTEE 1. The Coordinated holder of the repeater(s) shall be W7SAA. 2. The contact person for the ORRC shall be appointed by the Executive Board and will be chairman of the repeater committee and will not be the FCC trustee. 3. The Sponsor for the ORRC shall be SARC. 4. The FCC trustee shall serve on this committee and shall preside in the absence of the chairperson and will not be the same person as the contact person for the repeater. 5. The contact person and call sign trustee shall sign an agreement that he/she shall return all frequency coordinations, equipment and supplies at the request of the Executive Board to SARC. 6. All repeater equipment to include repeaters, IRLP, Echolink and other associated equipment and supplies is owned by SARC. 7. All equipment is to be signed for by the committee chairperson that it is at the appropriate site and properly maintained and stored. All equipment and sites shall be checked quarterly and as needed. 8. Use of the repeater for all club organized activities shall be automatically approved as specified in Part 97. Use of the repeater for non-club activites requires approval of the repeater committee or if time allows the approval of the Executive Board and compliance with Part 97. In case of a declared emergency this repeater shall be open to use by any licensed amateur. 4

5 FINANCE COMMITTEE 1. The finance committee shall be chaired by the Treasurer. 2. The Treasurer shall agree to return all financial documentation to SARC, both paper and electronic files. 3. The checking account cosigners shall agree to relinquish signing capabilities at the end of their term in office or at the request of the Executive Board. 4. Signers on the checking account will be the Treasurer, the President and an appointed Board member. 5. The budget for the next fiscal year shall be prepared and present to the Board in April, with approval in May and then presented to the general membership at the May meeting and adopted at the June meeting. 6. Membership of this committee shall consist of the treasurer and cosigners on the checking account. 7. The check debit card shall be held by the Treasurer and shall be given to the incoming Treasurer. This card is to be used only for expenses approved by the Executive Board. MEMBERSHIP COMMITTEE 1. Annual membership roster shall consist of name and call sign of all paid members. 2. Executive Board members shall provide name, call sign and phone number, mailing address and The chairperson for this committee is appointed by the executive board. 4. To be eligible for Grange membership a member shall be in good standing and a member of the SARC Board. Grange fees to be paid annually by SARC for four representatives. This is in consideration for use of facilities in lieu of paying rental fees for Board meetings, club radio room, storage and technical sessions. 5. Membership applications shall be presented to the committee for approval with monthly reports to the executive board. 6. Suspensions or expulsions are applicable to all levels of membership. 5

6 7. Suspension or Expulsion: Charges against any officer or member may be preferred by any member in good standing, Such charges shall be in writing clearly stating the facts relied upon and accompanied by all affidavits or exhibits which are used in their support. Such charges shall be filed with the Secretary, who will immediately notify the President. The President will call a meeting of the Executive Board without delay to hear the charges. If the Executive Board deems disciplinary action to be necessary, the accused will be afforded a fair hearing. The Secretary will notify all concerned parties of the time and place of the hearing. The accused shall be informed be certified mail of the charges against him or her and the time and place of the hearing. The disciplinary procedure shall comply with the subsection trial procedure as specified under chapter XX, Disciplinary Procedures in Roberts Rules of Order Ninth Edition(1990). SOCIAL COMMITTEE 1. The chairperson shall be appointed by the executive board. 2. This committee is responsible for purely social activities such as the annual Christmas party and summer BBQ. 3. The annual budget for these activities needs to be presented to the treasurer by March for the finance committee. FIELD DAY COMMITTEE 1. The chairperson shall be appointed by the Executive committee. 2. The field Day budget should be presented to the finance committee by March, for the next fiscal year. 3. The site for Field Day should be secured by September, by the chairperson or President. 4. The committee shall plan the site layout, logging program, and get band captain assignments by April. 6

7 COMMUNICATIONS COMMITTEE 1. The chairperson shall be appointed by the Executive Board. 2. The committee shall be responsible for all PIO duties as set forth by the ARRL PIO manual and will work with the webmaster NOMINATING COMMITTEE 1. The committee shall be appointed by the President, in April of each year and shall consist of not less than two members. These members are not eligible for an elected office. 2. The committee shall provide a proposed slate of officers and directors at the May general meeting, with further nominations solicited from the floor. 3. Prepare ballot for May elections, with no proxy voting. KEYS 1. Keys to the mail box at the US Post office are to be held by the Treasurer and the President. 2. Safe deposit keys to box at West Coast Bank are to be held by the Treasurer and the President. 3. Repeater keys to the building and repeater are to be held by the repeater chairperson and appointed persons, with a total of three keys issued. 4. The lock box combination at Macleay Grange shall be known by the Grange delegates and members of the Executive Board on a need to know basis. 5. No duplicates are to be made and these are to be given to the successor officer. 6. SARC shall have an acknowledgement form to be signed by any person having keys issued for SARC business. 7

8 SAFE DEPOSIT BOX 1. This is to be used for financial, corporate papers to include insurance, tax and FCC documents. This is to include a electronic copy of the minutes, financials and any other electronic documents. 8