LONDON AMATEUR RADIO CLUB INCORPORATED
Amended April 10, 2014
A By-Law relating to the transaction of the affairs of the LONDON AMATEUR RADIO CLUB INCORPORATED.
BE IT ENACTED as By-Law No. 1 of the London Amateur Radio Club Incorporated (hereinafter referred to as LARC) as follows:
1. Financial Year
1.1 The business and financial year of LARC shall begin on the 1st day of July in any year and end on the 30th day of June in the following year.
1.2 The annual financial statements of LARC, including Balance Sheet and Income Statement, shall be prepared within eight weeks of the close of the fiscal year.
1.3 Such statements shall be audited and certified by the Auditors of LARC.
1.4 The Board of Directors shall receive the financial statement and shall cause it to be published in the LARC Bulletin prior to November 15 of the same year.
2. Membership Meetings
2.1 There shall be a General Meeting held once each month, except in July and August, at a time and place selected by the Board of Directors and published in the LARC
2.2 There shall be an Annual Meeting of the Corporation which shall be held in May of each year in conjunction with the General Meeting for that month.
2.3 There shall be such Special meetings held as are required.
2.3.1 The members shall have the right to submit a request for a Special Meeting, in writing and signed by at least ten (10) members in good standing, to the Board of Directors. Such request shall state the specific purpose for the meeting.
2.3.2 The Board of Directors, acting upon its own initiative, shall also have the right to propose a Special Meeting.
2.3.3 A motion authorizing any such Special meeting shall be proposed by a member of the Board of Directors at the General Meeting immediately preceding the proposed Special meeting. The time and place of such Special meeting shall be selected by the Board of Directors at a meeting of the Board called for that purpose and this information along with the specific purpose of the meeting shall be contained in the motion.
2.3.4 No such Special meeting may be held unless it is approved by an affirmative vote of a majority of the members present at the General Membership meeting at which the Special meeting is proposed.
2.4 Voting on all questions shall be reserved to members in good standing only and each such member shall have one vote on each question.
2.5 For the purposes of this By-Law, a quorum shall be deemed to be 25 members in good standing.
3. Board of Directors
3.1 The day-to-day affairs of the Corporation shall be arranged by a Board of 9 Members composed of 7 elected Directors, 1 non-voting Representative appointed by the Amateur Radio Emergency Service (ARES) and the Past President of the Corporation.
3.2 In the event that the Immediate Past President is unable to serve, the Board of Directors, upon its election, shall appoint, from among those members who have served as a President in the past, a member to fill the position of Past President.
3.3 To be eligible to stand for election to the Board of Directors one must be a member in good standing for at least 30 days prior to the Annual Meeting at which members of the Board of Directors will be elected.
3.4 A Nominating Committee shall be struck by the President at least 90 days prior to the Annual Meeting and it shall begin its activities immediately upon being appointed.
3.4.1 The Committee shall be composed of three members in good standing. The Past President shall be the Chairperson of the Committee.
3.5 The recommendations of the Nominating Committee shall be presented to the Board of Directors. The Board shall cause such report to be published in the LARC Bulletin that will be sent to all members in good standing as notice of the Annual Meeting. Such report shall also outline the procedure pertaining to additional nominations.
3.6 Additional nominations may be made at the Annual Meeting. Nominees must be nominated and seconded. The nominee must accept and then placed on the ballot. All must be members in good standing for at least the last 30 days.
3.7 The election of the Board of Directors shall take place at the Annual Meeting of LARC. The Directors shall be elected by a simple majority vote of the members present and or signed proxies. The newly elected Directors shall take office once the election has been completed and the new directors declared elected.
3.8 Vacancies in the Board of Directors that occur during the year may be filled by an appointment made by the Directors remaining in office. Any such appointment shall conform to this By-Law in regard to qualifications for election as a Director. Any such appointment shall be for the balance of the unexpired term.
3.9 The Board of Directors shall hold its first meeting within 21 days of its election at which time the Directors shall elect, from their own number, the Officers of the Corporation.
4.1 The officers of the Corporation shall be:
a) Past President
4.2 The Officers shall comprise the membership of the Executive Committee of the Board and shall be empowered to carry out the specific duties of their office without reference back to the Board of Directors.
4.3 The duties of such officers shall be as follows:
4.3.1 Past President shall offer counsel to the Executive Committee on all matters under consideration and shall be Chairperson of the Nominating Committee
4.3.2 President shall be responsible for the overall implementation of club activities in accordance with the objects of LARC as contained, from time to time, in Article II of the Constitution of the Corporation
4.3.3 Vice-President shall be responsible for the implementation of club activities as assigned by the President. This officer shall also assume the duties of the President in the event that the incumbent is rendered unable to act in that capacity.
4.3.4 Secretary shall be responsible to record and present, as required, all proceedings of any general membership meeting at which business is conducted, any meeting of the Board of Directors or the Executive Committee. This officer shall also be responsible to handle any correspondence required by LARC except for the Bulletin
4.3.5 Treasurer shall be responsible to hold all LARC funds in proper accounts, to record all financial transactions in the books of the Corporation, to sign all cheques and other financial instruments along with at least one other member of the Executive Committee who shall be either President or Vice-President. This officer shall also be responsible for, and ensure that all financial transactions that exceed the maximums specifically allocated in the approved budget formed at the beginning of each fiscal year and also any individual financial transactions in excess of $300.00 are not executed or processed until a simple majority vote by a quorum of the Board of Directors is held to enable such execution of transaction to proceed.
4.4 The Executive Committee shall meet, as required, at the call of the President.
5.1 The President shall be responsible to recommend to the Board of Directors the striking and the membership of various committees, both standing and special purpose.
5.2 The Standing Committees shall be as follows:
a) Special Events Committee:
This committee is responsible for organizing the Annual Banquet, Annual Flea Market, and any other special event as directed by the Board of Directors. A Director shall be a member of this committee and the committee shall have not more than 5 members.
One of the members shall be appointed Banquet Coordinator and one of the members shall be appointed Flea Market Coordinator.
b) Repeater/Club Station Committee:
This committee is responsible for the maintenance, and any expansion approved by the Board of Directors, of the amateur radio equipment owned and operated by the Corporation. A Director shall be a member of this committee and the committee shall have not more than 5 members.
One of the members shall be appointed Club Station Manager and one of the members shall be appointed Repeater Manager.
One of the committee members shall be appointed as Sponsor of the Club call sign(s) (station license). The Sponsor of the Club call sign(s) shall hold the licensing certification required by Canada’s radio Regulations, for such purpose.
c) Contest Committee:
This committee is responsible for the organization of the Corporation's participation in the Annual ARRL Field Day and other contests as approved by the Board of Director. A director may be a member of this committee and the committee shall have not more than 5 members.
One of the members shall be appointed Field Day Manager.
d) Bulletin Committee:
This committee is responsible for the design, publication and distribution of the LARC Bulletin and any other special information or public relations flier as directed by the Board of Directors. A Director shall be a member of this committee and the committee shall have not more than 3 members.
One of the members shall be appointed Editor.
e) Membership Committee:
This committee is responsible for membership services including renewals, preparation and publishing of the annual LARC Directory, membership cards and other services as approved by the Board of Directors. A director shall be a member of this committee and the committee shall have not more than 5 members.
One of the members shall be appointed Membership Coordinator.
f) Public Service Committee:
This committee is responsible for planning and coordinating the Corporation's participation in public service events where not expressly prohibited by Federal regulations. The ARES Director shall be a member of this committee and the committee shall have not more than 5 members.
One of the members will be appointed Public Service Coordinator.
g) RFI Committee:
This committee is responsible for assistance to members in good standing who are experiencing radio frequency interference problems. A Director may be a member of this committee and the committee shall have not more than 5 members.
One of the members shall be appointed RFI Coordinator.
5.3 Special Purpose committees shall be struck when the need arises and shall be for a specific purpose only. Complete terms of reference for any Special Purpose committee shall be approved by the Board of Directors. They shall include a provision that the committee shall be disbanded when the purpose for which it was created has been satisfied.
5.4 Membership in any LARC Committee shall be limited to members in good standing.
6.1 Membership is open to anyone with a genuine interest in amateur radio and is not restricted to licensed radio amateurs.
6.2 There shall be four classes of membership.
An Honourary member is one who has been recommended by the Board of Directors for Honourary member status and has been approved by a majority vote of Members present at any General meeting.
An Amateur member is one who holds a valid Canadian Certificate of Proficiency in Radio (or its equivalent) or who holds a similar certificate issued by another country recognized by the IARU.
c) Short Wave Listener (SWL):
A Short Wave Listener (SWL) member is one who does not hold a valid Canadian Certificate of Proficiency in Radio (or its equivalent) but who exhibits a genuine interest in the amateur radio hobby.
A Family member is one who is qualified for Amateur or Short Wave Listener member status but who is residing with an immediate family member who holds such a membership.
6.3 All classes shall have the same membership privileges except as follows:
a) Honourary Members shall not be eligible to run for or be elected to the Board of Directors.
6.4 The Board of Directors may recommend at any General Meeting any person who, in their opinion, should be elected as an Honourary Member.
6.5 To be elected as President of the Corporation a person must hold a valid Canadian Certificate of Proficiency in Radio (or its equivalent).
7.1 The funds of LARC shall be derived from membership dues and from other such sources as may be, from time to time, deemed appropriate or necessary by the Board of Directors.
7.2 The Board of Directors will set the annual membership fees prior to the first General meeting each year. Dues will be waived for Honourary Members.
7.3 All dues become payable at the September membership meeting each year. Members who are in arrears on October 31st of each year shall be removed from the membership roll and shall for all purposes of the By-Law be considered as non-members.
7.4 Refunds of dues paid are not made for any reason.
8. Parliamentary Authority
8.1 This Corporation shall conduct all meetings in accordance with the Rules of Order as written by Sir John G. Bourinot.
9. Execution of Documents
9.1 All deeds, transfers, assignments, contracts and obligations on behalf of LARC shall be signed by the President and one other elected officer, who shall be either the Vice-President or Treasurer, after a simple majority vote of the Board of Directors.
10.1 This By-Law may be amended in whole or in part at any Regular meeting of the London Amateur Radio Club, Inc. provided that the proposed amendment shall have been submitted in writing by publishing the same in the LARC Bulletin prior to the meeting at which the matter will be introduced.
10.2 A simple majority vote of those present shall be required for adoption of any amendment.
Consented to by the signatures of the Directors of the Corporation: (signatures not present on web site)
Mike Cook, VE3ZMC - President Date Doug Elliott, VA3DAE - Vice-President Date
Dave McCarter, VE3GSO - Treasurer Date Richard Finn, VE3PNK - Secretary Date
Barry Storey, VE3DVV - Director Date Matt Geddes, VE3DIZ - Director Date
Norm Campbell, VE3XCN - Director Date
LONDON AMATEUR RADIO CLUB INCORPORATED
ARTICLE I - NAME
1.1 The name of this association shall be the "London Amateur Radio Club Incorporated", which may be shortened to "LARC".
1.2 This association may be affiliated with provincial and/or national amateur radio organizations.
ARTICLE II - OBJECTS
2.1 The objects of this association are:
a) to foster and promote communications and co-operation among its members;
b) to collect and disseminate information of benefit to its members regarding any fact of the amateur radio hobby;
c) to encourage the institution and maintenance of courses of study in schools, colleges, etc. for the practical training of people in the art of amateur radio;
d) to promote communications through the use of amateur radio for any worthwhile nonprofit event or in the event of a disaster to provide communications assistance to local authorities;
e) to maintain and operate amateur radio equipment including but not limited to repeaters for the benefit of the members of the association in particular and other licensed amateurs in general;
f) to enhance the recreational aspects of the hobby by providing activities, or involvement in organized events, involving communications for the members and, as well, the general public where allowed by Federal regulations.
ARTICLE III - BY-LAWS
3.1 The association may, from time to time, pass by-laws to regulate and otherwise control the efficient operation of the organization.
ARTICLE IV - AMENDMENTS
4.1 This Constitution may be amended in whole or in part at the Annual Meeting held each year.
4.2 Such an amendment shall be submitted in writing over the signature of the proponent and co‑signed by at least two other members to the Secretary of the day, at least 30 days prior to the Annual Meeting.
4.3 Any proposed amendment shall be distributed to all members of record by publishing it in the association's newsletter that is issued prior to the date of the Annual Meeting at which the matter will be brought to a vote of the members.
4.4 Any amendment presented in accordance with the provisions of Articles 4.1 to 4.3 shall require a two-thirds affirmative vote of the members present at an Annual Meeting for such amendment to be considered adopted.
4.5 All amendments that are adopted pursuant to Article 4.4 shall come into force, unless otherwise specified in the amendment, upon passage of same.
Consented to by the signatures of the Directors of the Corporation:
Mike Cook, VE3ZMC- President Date Doug Elliott, VA3DAE- Vice-President Date
Dave McCarter, VE3GSO - Treasurer Date Richard Finn, VE3PNK - Secretary Date
Matt Geddes, VE3DIZ - Director Date Barry Storey, VE3DVV - Director Date
Norm Campbell, VE3XCN - Director Date