Articles of Association & By-Laws

Revision 2.0
Ratified May 21, 2016

We, the undersigned, wishing to secure for ourselves the pleasures and benefits of an association of persons commonly interested in the competitive aspects of Amateur Radio, constitute ourselves the Mad River Radio Club and enact this document as our governing law. It shall be our purpose to further the exchange of information and cooperation among members, to promote radio knowledge, fraternalism and individual operating efficiency, and to so conduct club programs and activities as to advance that interest in Amateur Radio.

Article I: Responsibilities of the Organization

  1. Establish and maintain a club web page to provide information about the club.
  2. Establish and maintain a club e-mail reflector for communication between members and friends of the club.
  3. Host and conduct all club meeting(s) as scheduled.
  4. Provide monetary support of, and encourage member participation in, the Michigan and Ohio QSO Parties.
  5. Any other activities endorsed by the President and approved by the membership at an official club meeting as defined in Article VI.

Article II: Club Fiscal Year
The club fiscal year shall begin on the first day of June, and end on the last day of May in the following year. The fiscal year shall be identified by the starting year

Article III: Membership
All licensed amateurs interested in the competitive aspects of Amateur Radio communications shall be eligible for membership. There are no geographic limitations to membership. Members have all club privileges as well as rights to hold a club office and to vote for club officers.
Application for membership will be through the following process:

  1. Completion of a new member application form, either in person or on-line at the MRRC web site
  2. Payment of dues to the club for the current fiscal year

Once the above process is complete and has been found to be in order by the President and Secretary/Treasurer, the new member will be informed of their acceptance for membership, and the President will introduce them to the club via an announcement on the club e-mail reflector.

Members who join on or after January 1 become members immediately, but their dues will be credited for the following fiscal year.

To maintain their membership, that person must pay their dues for the current club fiscal year. A one year grace period is permitted before their membership is suspended. During the grace period, the person shall receive notification that their membership will expire from the President (via e-mail or postal mail).

Once the dues grace period expires, the member shall be removed from the roster, but their information shall be maintained separately as “inactive”.

When an inactive member approaches the club to make their dues current, their dues monies will be applied to the current fiscal year. Any additional monies will be applied either to past or future years according to the wishes of the member. There is no requirement to “make up” dues from all past years in arrears to rejoin the club.

Article IV: Officers

  1. The officers of this club shall be President, and Secretary/Treasurer.
  2. The officers of this club shall be elected for a term of one year by majority vote of the members present at the annual meeting to be held each year at the Dayton Hamvention in Dayton, OH. At the expiration of their term, all officers shall turn over all items belonging to the club to their successors.
  3. Vacancies occurring between elections must be filled by special elections at the first regular meeting following the withdrawal or resignation.

Article V: Duties of Officers

  1. The President, or designee, shall preside at all meetings. He/she shall enforce due observance of these Articles of Association; decide all questions of order; sign all official documents adopted by the club, and perform all other duties pertaining to the office of President.
  2. The President shall appoint a club member to be responsible for the editing of the club newsletter, to be called “The FLASH”, which is to be published electronically.
  3. The President shall appoint a club member to be responsible for the operation of an Internet Web site for the club. Expenses for maintaining this web site, as authorized by the President, shall be borne by the club.
  4. The Secretary/Treasurer, shall receive and account for all monies paid to the club; keep an accurate account of all monies expended; and pay no bills without proper authorization by the club President. He/she shall submit an itemized statement of disbursements and receipts for publication in the club newsletter as required.
  5. It shall be the duty of the Secretary to keep the Articles of Association for the club. He/she shall note all amendments, changes and additions on the constitution and shall permit it to be consulted by members upon request.
  6. It shall be the duty of the President or Secretary to maintain a roster of members, as well as a list of inactive former members. This roster will be used to provide a list of members to the American Radio Relay League (ARRL) prior to any ARRL radio contest where there is an Affiliated Club competition for in which the club chooses to compete.
  7. The President shall ensure that the Affiliated Club Report is updated annually to maintain the club’s ARRL affiliation.
  8. The President shall be responsible to prepare a list of planned expenditures (e.g., a budget) to perform the club responsibilities listed in Article I for the following fiscal year to be ratified by the membership at the Dayton meeting.

Article VI: Club Meetings
The club shall host its main meeting in the spring in conjunction with the Dayton Hamvention. Additional meetings may be held at hamfests, Swap & Shops and or other occasions during the year as determined by the President. Meetings shall be led by the President or a substitute designated by the President. Meetings shall be announced in the club newsletter, the club e-mail reflector and on the club Internet Web site not less than one week before the meeting.

Article VII: Dues
The club by majority vote of those present at the annual Dayton meeting may levy upon the general membership such dues or assessments as shall be deemed necessary for the business of the organization.

Article VIII: Volunteer Leaders
The President shall have the authority to appoint club members as he sees fit to act as volunteer leaders to assist in the achievement of club objectives in contesting. These may include (but are not limited to): geographical region leaders to provide closer support to other members, or contest-specific “whips” to organize club efforts in specific contests.

Article IX: Amendments
These Articles of Association may be amended at the annual Dayton meeting by a two-thirds vote of the members present. Proposals for amendments shall be submitted in writing for publication in the club newsletter, club web site and e-mail reflector prior to the meeting, and shall be voted on at that meeting.