On April 9th 2016 a motion was presented to amend the Association Constitution and By-laws.
Members: Mike Talkington (N8FWD) presented changes to clarify the members and membership sections and clarification of dues.
Dick Fowler (N8FMD) made sever amendments to clarify and re-word numerous sections.
Tim Yoos (WV8TIM) oversaw the whole amendment and re-write and addition of the word Association everywhere club was mentioned, and also noted as CWVWA as the central West Virginia Wireless Association, several sections had mention of CWVWA but the by-laws document never referenced to what that acronym was.. also many clarifications were made to comply with Roberts Rules of Order.
The Amendments are now under review by all members and will be voted on in the next 2 meetings, a separate motion and vote may be made at the second meeting on successful approval to enact the amendments and not require the 3rd remaining vote on the third meeting…
Notations and changes are marked by the red text from the original By-Laws.
Proposed Amendments – April 6, 2016
As per amended by Dick Fowler & Michael Talkington
Legal wording re-paraphrased and adjusted to closely follow Roberts Rules and Re Printed by Tim Yoos
Central West Virginia Wireless Association
Constitution and By-Laws
Proposed Amendments 2016
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 Central West Virginia Wireless Association otherwise known as (CWVWA), and enact this constitution and its by-laws 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 also individual operating efficiency, follow all Rules and Regulations as prescribed guidelines of the Federal Communications Commission’s Part-97. Provide emergency radio communications to the greater Central West Virginia community, and to do so conduct club programs and activities as to advance the general interest and welfare of Amateur Radio in the community and the people we serve.
Article I – Membership
Sec. 1. Anyone interested in the Amateur Radio Hobby, are eligible for a membership with the CWVWA.
Sec. 2. Membership shall be by application and approval by a majority vote of the quorum present at any regular meeting. (according to Roberts Rules of order)
Sec. 3. All members shall abide by the rules and terms provided in the By-Laws of the CWVWA. If a member does not abide by the rules and terms, written notice will be presented to the member, any further disciplinary action may and will be taken, it will be voted on by the Executive Committee and may include termination of offending membership.
Sec. 4. All members must pay yearly dues. (see article IX sec. 3)
Sec. 5. There are two types of membership with the CWVWA.
Full Membership: is for licensed Amateur Radio Operators which includes, all club privileges, including the right to hold office, chair or be on committees.
Associate Membership: is for NON-LICENSED people and they cannot hold office or be on a committee, and have NO Voting Privileges.
Article II – Officers and Executive Committee
Sec. 1. The officers of this association (club) shall be President, Vice-President, Secretary, Treasurer, and Three (3) Executive Committee members.
Sec. 2. The seven officers of the association (club) shall be selected by holding nominations (nominee must be present to gain nomination) for all positions at the annual October meeting and having nominations and elections for the next one year term at annual November meeting with all full members voting, assuming a quorum present.
Sec. 3. Vacancies occurring between elections may be afilled by a full member volunteer and approved by the all of the Executive Committee.
Sec. 4. The Executive Committee shall consist of the seven elected officers: President, Vice President, Secretary, Treasurer and three (3) additional elected members. The Executive Committee may find it necessary to vote via phone which is allowed as long as the vote is recorded and voted on and approved at the next regular association meeting.
Sec. 5. Officers may be removed by holding a secret ballot (according to Roberts Rules of Order), the ballot must represent seventy five percent (75%) of the active membership present, at the monthly meetings.
Article III – Duties of Officers
Sec. 1. 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 association, and perform all other duties pertaining to the office of President. The President of the association (Club) shall automatically be a member of all committees with the privilege of voting or refraining from voting in order to serve as a Tie-Breaker. Minimum monthly meeting attendance of the president is required in order to retain said office and properly conduct association (club) business. No more than 3 absences within a calendar year unless otherwise approved from a Executive Committee.
Sec 2. The Vice-President shall assume all the duties of the President in his/her absence. In addition, he/she shall assist the President in advancing club interest and activity as approved by the association (Club). He/she shall maintain liaison with applicable local, regional, and national organizations, in support of same, in time of need, if within our capabilities. Minimum monthly meeting attendance of the Vice President is required in order to retain said office and properly conduct association (club) business. No more than 3 absences within a calendar year unless otherwise approved from a Executive Committee.
Sec 3. The Secretary shall keep a record of the proceedings of all meetings to include but not limited to: member attendance, keep a roll of active members, submit membership applications, filing of annual deadlines, carry on all correspondence, read communications at each meeting, and keep minutes of every CWVWA meeting. Minimum monthly meeting attendance of the Secretary is required in order to retain said office and properly conduct association (club) business. No more than 3 absences within a calendar year unless otherwise approved from a Executive Committee
Sec 4. The Treasurer shall receive and receipt all monies paid to the Association (club); keep an accurate account of all monies received and expended; pay no bills without proper authorization (Executive Committee). The budget shall identify, by categories, known and predictable disbursements of Association (club) funds. After approval by the Executive Committee the budget shall be submitted to the membership at a regular meeting. Approval of the budget by a quorum of the membership is required of all expenditures. The Treasurer shall communicate any member dues paid to the Secretary as soon as practically possible. The Treasurer shall ensure that all checks contain his signature and the signature of one other elected officer, two (2) signatures. Minimum monthly meeting attendance of the Secretary is required in order to retain said office and properly conduct association (club) business. No more than 3 absences within a calendar year unless otherwise approved from a Executive Committee
Sec 4.a. The Treasurer shall maintain an up to date list of all association (club) assets and their location of said assets.
Sec 5. At the end of his/her term, all elected officers shall turn over everything in his/her possession belonging to the association (club) to his/her successor or other elected officer, as directed by the active current president
Article IV – Duties of the Executive Committee
The Executive Committee shall have broad powers to plan Association activities and to conduct Association business except for those items of business reserved for the Full Membership by the Constitution and By-Laws of the Association. Decisions made by the Executive Committee, acting within its authority, shall require concurrence of a majority of the Executive Committee members at the next regularly scheduled meeting.
Article V – Meetings
The Constitution and By-Laws shall provide for regular and special meetings. At meetings, a minimum of thirty percent (30%) (as per Roberts Rules of Order) of the paid membership shall constitute a quorum for the transaction of Association business.
Article VI – Dues
The Association, by majority of the quorum present at any regular meeting, may levy upon the general membership such dues as shall be deemed necessary for the business of the organization.
Article VII – Membership Assistance
The Association, through designated Committees will provide technical advice to members concerning equipment design and operation to assist in frequency observance, clean signals, uniform practices, and absence of spurious radiation from club member-stations as per FCC Part-97 Rules and Regulations. The association (club) shall also maintain a program to foster and guide public relations.
Article VIII – Amendments
The Constitution or By-Laws may be amended by a (requiring a two-thirds vote) unless the amendments are adopted by unanimous consent the total full membership. Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted on and record the result in the minutes at the next following regular meeting, provided a reasonable attempt to notify all members of the intent to amend the constitution and/or By-Laws has been made, prior to said meeting.
Article IX – Conduct of Meetings
Robert’s Rules of Order shall govern proceedings of the Association (Club).
Sec l. Secretary
It shall be the duties of the Secretary to keep the constitution and By-Laws of the club and have the same with him/her at every meeting. He/she shall note all amendments, changes and additions or the constitution and shall permit it to be consulted by members upon request.
Sec 2. Meetings
Regular meetings shall be held on the second Saturday of each calendar month at nine (9:00) am. Place and time of the monthly meetings will be held at Ryan’s Family Restaurant, if an alternate meeting location is needed due to closure or any other issue of the primary meeting location, members will be notified via phone, email, website and radio of the change location.
Sec 3. Dues
Regular annual dues as shown on the application for membership and the CWVWA.org web site, assessed in accordance with the provisions of Article VI of the constitution for the purpose of providing funds for expenses. Dues shall be payable in January of each year. Members who fail to pay their dues by the end of the following February of the same year shall be dropped from the Association membership rolls. Associate members shall be assessed ten dollars ($10.00). New members joining alter 1 July of the calendar year shall be assessed one half the annual dues for the remainder of the year.
Sec 4. Committees
Association President shall have the authority to establish temporary or standing committees as deemed necessary. Members of committees shall be drawn from the Association (club) membership. The Association President shall appoint a committee chairperson.
Sec 5. Finances
A budget shall be prepared by the Treasurer with input from membership and submitted to the Executive Committee at the beginning of each calendar year. The Budget shall identify by categories known and predictable disbursements of club funds. After approval by the Executive Committee the budget shall be submitted to the membership at a regular meeting. Approval of the budget by a quorum of the membership is required. All expenditures of Club funds shall be approved by the Executive Committee. The Executive Committee is authorized to approve expenditures, not to exceed one hundred ($100.00) without membership approval.