Constitution and By-laws
We, the undersigned, wishing to secure for membership the pleasures and benefits of an association of persons commonly interested in Amateur Radio, with a significant focus on contesting, constitute ourselves the Society of Midwest Contesters (SMC).
We enact this constitution as our governing law. Our purpose is to further and enhance the practice of radio-sport in the Amateur Radio community.
Uniting Midwest contesters into a competitive group that supports and promotes activity in every aspect of ham radio contesting by serving as a resource to our fellow club members, promoting activity in all aspects of radio sport, and supporting the entire contest community through sponsorship of operating events and awards.
All persons interested in Amateur Radio communications holding a valid amateur radio license and with an avid and active interest in Contesting shall be eligible for membership. Membership shall be by application. The BoD approves membership applications.
Membership may not be denied because of race, creed, color, religion, gender, sexual orientation, political affiliation, marital status or any other reason that would be biased or prejudicial.
A person’s membership can be cancelled through a three fourths majority vote of the SMC Board of Directors (BoD). However, membership cancellation will only be considered under extreme circumstances, as a last resort, and following all other reasonable attempts to resolve the situation.
Section. 1. Officers
The officers of this club shall be President, Secretary, Treasurer, and members of the BoD.
Section. 2. Election
The President and the BoD of this club shall be elected for a term of three years by ballot of the members. Elections are generally held in October of each year using on-line applications and determined by a simple majority of the votes cast.
The President and the BoD are elective offices. The Secretary and the Treasurer shall be appointed by the BoD from the SMC membership. Appointed officers are non-voting members unless also a member of the BoD.
Terms shall start on January 1 following each election.
Section 3. Term limits
- The President and BoD members may not hold the same office for more than two consecutive terms and my not serve more than three consecutive terms as an officer.
- An individual may not hold more than one office during the same term with the exception of a BoD member.
Section. 4. Vacancies
Vacancies occurring between elections must be filled by special elections immediately following the withdrawal or resignation.
Section 5. Eligibility
In order to hold an office an individual must be a member in good standing for at least one year and hold a valid Amateur Radio license.
Section 6. Resignation
Any officer may resign his/her position in writing, at which time all records and assets of the club will be turned over to the President.
Section 7. Removal of Officers
- An officer may be removed from office for cause, upon written petition of six (6) or more members presented to the President.
- A president may be removed from office upon written petition of twelve (12) or more members presented to any member of the BoD.
- After investigation the petition will be presented to BoD upon completion of the investigation for their vote.
- Removal of an officer requires a three-fourths vote of the BoD.
Duties of Officers
Section 1. President
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 club, and perform all other duties pertaining to the office of President.
In the event of a planned or unplanned absence of the President, the President or the BoD will appoint a President Pro Tem for the duration of the absence.
Section 2. Secretary
The Secretary shall keep a record of the proceedings of all Board of Directors meetings, both in person and virtual meetings, keep a roll of members, submit membership applications, carry on all correspondence, read communications at each meeting, and mail written meeting notices to each member. The Secretary serves at the pleasure of the President and BoD. At the expiration of his/her tenure he/she shall turn over all items belonging to the club to his/her successor.
Section 3. Treasurer
The Treasurer shall receive and receipt for all monies paid to the club; keep an accurate account of all monies received and expended; pay no bills without proper authorization (by the club or its officers constituting a business committee). At the end of each quarter he/she shall submit an itemized statement of disbursements and receipts. The Treasurer serves at the pleasure of the President and BoD. At the expiration of his/her tenure he/she shall turn over everything in his/her possession belonging to the club to his/her successor.
The Treasurer is authorized to pay upon receipt all expenditures (such as sponsored plaques) without further action for all items expressly appropriated in the budget enacted by the BOD.
Section 4. Board of Directors
The SMC BoD shall consist of nine (9) SMC members elected by the membership in annual elections. BoD membership shall be staggered with three (3) members having terms ending each year.
The BoD shall approve annual budgets, vote on non-budgetary activities, and expenditures on behalf of the membership.
Section 5. Communications.
Communications between the President and BoD with the membership may be made by any means available including the internet, email, written correspondence, telephone call, and/or on-the-air.
The BoD shall conduct regular and special meetings as needed to conduct the business of the club. At least one board meeting each year shall be a physical meeting. Other meetings will be conducted virtually.
At BoD meetings, a minimum of two-thirds of the board shall constitute a quorum for the transaction of business.
The entire membership of the club shall meet at least once annually. The time, place, and format of the meeting shall be determined by the Board of Directors.
Robert’s Rules of Order shall govern proceedings.
The club, by majority vote of the BoD, may levy upon the general membership such dues or assessments as shall be deemed necessary for the business of the organization. Non-payment of such dues or assessments shall be cause for membership cancellation from the club as discussed in Article II.
The club, through designated Operating Committees will provide technical advice to members concerning equipment design and operation to assist in frequency observance, clean signals, uniform practice, and absence of spurious radiation’s from club member stations.
The club shall also maintain a program to foster and guide public relations.
SMC’s club callsign is W9SMC as provided by FCC rules Part 97.
The President shall assign a trustee of the club callsign to an active member.
The trustee shall:
- Be a member of the club in good standing
- Hold a valid Amateur Extra class license.
- Not had his/her Radio Amateur licensed revoked or sanctioned at any time.
Any member in good standing may use the club callsign with the permission of the trustee. Members shall request use of the callsign from the trustee. The trustee shall inform the membership of approved use of the club call sign including the activity and approved operator. The preferred method for providing this information is the club’s general reflector.
Dissolution of The Club
Section 1. Termination of Operations
In the event that the Board of Directors votes that the Club should be dissolved the motion for dissolution must receive more than two thirds vote of the full membership to pass.
Section 2. Disposition of Assets
- The Board of Directors shall handle the disbursement of all assets of the club.
- No member or group of members shall receive benefit from existing SMC assets.
- All equipment will be sold and net proceeds donated to the Amateur Radio Relay League (ARRL).
- All remaining cash will be donated to the ARRL.
This constitution and By-Laws may be amended by a two-thirds vote of the voting membership. For example, If the SMC has 600 members and a proposed amendment is put to a vote, but only 300 members actually cast a ballot, that 200 must vote in favor to amend. Proposals for amendments shall be submitted in writing to a board member. Voting may be accomplished either at the next annual club meeting or on-line at the BOD’s discretion to preclude long delays in getting key issues in front of the membership in a timely manner. All members have been notified of the intent to amend the constitution and By-Laws in advance of any vote to provide sufficient time for members to consider their vote.