BYLAWS OF HOOSIER LAKES RADIO CLUB, INC. (Adopted July 5, 2017)
ARTICLE 1: NAME AND PURPOSE
Section 1 Name: The name of the club shall be: “Hoosier Lakes Radio Club, Inc.” herein referred to as “HLRC”.
Section 2 Purpose:
1. To foster the benefts of Amateur Radio for club members and the community.
2. To facilitate the education, exchange of information and cooperation between HLRC members and the general public.
3. Conduct programs and activities to advance the awareness of the Amateur Radio Service to the general public.
4. Providing and assisting in providing emergency communications service to the general public.
5. To maintain the ability to furnish communications services for civil defense, Red Cross, federal, state and local/municipal agencies or such charitable organizations during times of emergency or distress.
6. Establishing and maintaining emergency backup communication systems for the local and area Police and Fire Departments if primary systems fail.
7. To conduct periodic classes in radio science for persons seeking an amateur radio license or for those seeking to upgrade their current license.
8. To promote the elevation of standards of practice and ethics in the conduct of amateur radio communications.
9. Provide other charitable public service by members where the skills and knowledge of amateur radio can be beneficial.
See Appendix for a list of volunteer activities HLRC members regularly participate.
Section 3 Limitations:
No part of the activities of HLRC shall be the carrying on of propaganda, or otherwise attempting to inﬂuence legislation, and HLRC shall not participate in, or intervene in any political campaign or lobbying on behalf of or in opposition to any candidate for public ofce (including the publishing or distribution of statements). HLRC will not carry on any other activities not permitted by a corporation with a not-for-proft status.
ARTICLE 2: MEMBERSHIP AND DUES
Section 1 All persons interested in Amateur Radio are eligible for membership. Membership shall be by application and election upon such terms as provided in The Club By-Laws.
Section 2 Membership: Full membership is open to licensed amateurs. Associate membership is open to those actively engaged in a class leading to an Amateur Radio license and all other
interested persons. Full membership includes all club privileges as well as rights to hold a club office and to vote for club officers. Associate membership includes all club privileges except for the
right to hold office and vote for club officers. Applications for club membership shall be submitted at a regular meeting. Acceptance of membership will be at the next regular club meeting by a vote of the membership.
Section 3 Dues: Dues shall be assessed as decided by the members at a regular meeting and shall be payable annually and no later than the March meeting. New members that are newly licensed and accepted during the calendar year may be prorated at the time their membership is approved.
ARTICLE 3: BOARD OF DIRECTORS
Section 1 A Board of Directors will comprise of all officers and trustees and be the governing body responsible for direction and distribution of assets as directed by the voting membership. The Board will be responsible for fling and maintaining the articles of incorporation and subsequent exemptions tax flings and other annual reports.
Section 2 Officer candidates are nominated by a member or are self-nominated. Candidates must be active and in good standing. The slate of officers will be voted on at the last regular meeting of the calendar year.
ARTICLE 4: OFFICERS
Section 1 The officers of HLRC shall be: President, Vice-President, Secretary, and Treasurer.
Section 2 The officers of HLRC shall be elected for a term of one year by a vote of the members present, provided there is a quorum, at the last regular meeting of the calendar year.
Section 3 If an officer cannot fulfill their duties as set forth in the bylaws and/or if the officer fails to attend club meetings unexcused for two consecutive months, this officer will be contacted by the President or an appointed representative to determine if the allegations have merit. If the officer is found by the President or appointed representative to be delinquent in their duties, the officer will be notified in person, If possible, and email and/or U.S. mail. to the appeal, HLRC members shall elect a replacement to fill the unexpired term. An officer may be removed on a motion approved by three-fourths of the voting membership. The HLRC members shall elect a replacement to fill the unexpired term.
Section 4 All officers shall be licensed amateurs holding a valid FCC issued license and in good standing within HLRC and the community.
Section 5 All ofcers shall comply with all applicable laws, regulations and HLRC policies.
ARTICLE 5: DUTIES OF OFFICERS
Section 1 President: The President shall preside at all meetings of HLRC and conduct the same according to the rules adopted; shall enforce due observance of the bylaws; decide all questions of order; appoint all committees needed to carry out the goals, objectives and programs of HLRC; fill committee vacancies; sign all official documents that are adopted by HLRC; serve as a representative of HLRC and perform all other customary duties pertaining to the office as enacted by the membership. The President will nominate individuals for Trustee vacancies.
Section 2 Vice-President: The Vice-President shall assume all duties of the President in the absence of the President or at the request of the President.
Section 3 Secretary: The Secretary shall keep a record of proceedings of all meetings, keep a roll of members, respond to all correspondence, and read communications at each meeting. The Secretary will also file the required annual government reports in a timely fashion. At the expiration of the term of office, The Secretary shall turn over all records and club possessions to the
successor. It shall be the duty of the Secretary to keep and maintain the by-Laws of the HLRC and to have the same with him/her at every regular and special meeting. He/she shall cause the amendments, changes and additions to be noted thereon and shall permit the same to be consulted by members upon request. In the absence of the President and Vice-president, the Secretary will call the meeting to order and proceed. If these are permanent and unexpected vacancies, the Secretary will proceed with election of a temporary chairman (pro tempore).
Section 4 Treasurer: The Treasurer shall receive and receipt for all monies paid to the club; shall keep an accurate account of all monies received and expended, and shall pay no bills without proper authorization. Collect all dues receivable and report to HLRC during regularly scheduled meetings. Maintain and set up HLRC checking accounts. The Treasurer shall submit to a fnancial review conducted by at least two (2) of the Trustees after the last regular meeting of the year. At the expiration of the term of office, all records and club possessions shall be turned over to
ARTICLE 6: MEETINGS
Section 1 The Bylaws shall provide for regular and special meetings.
Section 2 At all meetings a minimum of one-third of the membership shall constitute a quorum for the transaction of business. The quorum must include two HLRC officers.
Section 3 Regular meetings shall be held monthly. Special meetings may be called by the President or upon written request of any five (5) members of HLRC. Notices shall be sent to all members informing them of the special meeting and the business to be transacted. Such notices shall be so sent via email, three days prior to the meeting. Only such business as is designated in the
said notice shall be transacted at such special meetings.
ARTICLE 7: FINANCES
Section 1 Dues: The HLRC, by majority vote of those present at any regular meeting with a quorum, may levy upon the general membership such dues as shall be deemed necessary for the business of the organization as defined in its purpose statements. Non-payment of such dues may be cause for removal from the HLRC and the distinction of being a member in good standing. Dues are to be paid on or before the March meeting.
Section 2 Donations: Members are encouraged to make voluntary donations to the club, both fnancially as well as “donations in kind” of equipment and labor which will assist in accomplishing the purposes of the HLRC. Donors will receive a tax receipt from the Treasurer, if requested and the donation aligns with the purposes of HLRC.
Article 8: TRUSTEES
Section 1 Three (3) Trustees shall be elected to care for all property, equipment and real estate of the HLRC. Trustees shall see that all custodial and maintenance duties are properly performed to
ensure all is kept in good repair. They shall also oversee equipment loan and property rental with the attending expenditures and rental collection.
Section 2 Trustees shall be nominated by the president and elected for staggered (3) year term such that only one Trustee is replaced in any one year by regular election.
Section 3 At least (2) of the Trustees shall review the Treasurer’s records and inventory all club property after the last regular meeting of the year before their ofce ends and before the next regular
meeting of the New Year.
ARTICLE 9: AMENDMENTS
Section 1 This HLRC bylaws shall be reviewed every two (2) years and may be amended by the following method: All amendments will be presented to the membership in writing at the November regular meeting. They will be voted upon at the next regular meeting by the membership providing a quorum is present. The amendments will take eﬀect on January 1 of the following year.
ARTICLE 10: DISSOLUTION
Section 1 No part of the assets or income of HLRC shall work to the personal beneft of or be distributable to the members, ofcers, or to other private persons except that HLRC shall be authorized and empowered to make payments and distributions in furtherance of the purposes set forth herein. Upon the dissolution of HLRC, the officers shall, after paying or making provisions for the payment of all liabilities of HLRC , dispose of all the assets of HLRC in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational or scientific purposes as shall at the time qualify as an exempt organization or organizations as defined in Section 501 (c) (3) of the IRS code, as the officers shall determine.
Conﬂict of Interest Policy
The purpose of the conﬂict of interest policy is to protect HLRC’s tax-exempt interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, director, trustee or member of the organization or might result in a possible excess benefit transaction. All decision-making persons have a duty to disclose. Each officer, trustee and other members assigned, appointed or elected to assume a position of responsibility that involves a financial transaction decision shall sign this document indicating an understanding and acceptance of its provisions. This document is to be signed annually or at an appropriate time as necessary as business dictates. The HLRC Secretary will record and track all Conﬂict of Interest forms. A person will be deemed to have a financial interest if they have, directly or indirectly, through business, investment or family:
a) An ownership or investment interest in any entity with which HLRC has a transaction or arrangement;
b) A compensation arrangement with HLRC or with any entity or individual with which HLRC has a transaction or arrangement;
c) A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which HLRC is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors. A financial interest is only a conﬂict of interest if the Board and /or members decide that a conﬂict of interest exists. Conﬂict of Interest resolution provision: If the governing board or committee determines a member has failed to disclose actual or possible conﬂicts a hearing will be aﬀorded the member with appropriate disciplinary and corrective action taken. The conﬂicted party would be temporarily recused from the meeting while the remaining Board and members discuss and vote upon whether a conﬂict exists.
Activities and Events Involving participation of HLRC Members
1. Assisting community members in the programming of weather radios.
2. Conducting classes for new people to earn their Technician level (entry level) amateur radio license.
3. Conducting classes for individuals to upgrade their license to General and/or Expert level.
4. Conducting CW (Morse Code) classes at public library for members and general public.
5. Coordinate and work with the Boy Scouts to help them earn merit badges in communications and electronics. Several members are merit badge counselors.
6. Hold both a winter and summer field day activities for members to experience operating and communicating in an outside possibly weather related environment to build skills. This activity is done in a public location for the general public to see and oﬀer opportunity to interact with club members.
7. Coordinate communication activities with the local Indiana National Guard Reserve unit
a) Communication Exercises
b) Mobile Field Hospital setup and coordination,
8. Provide emergency and operational communications at events such as:
a) Indiana Trail 100
b) Huﬀ 50K Trail and Relay
c) March of Dimes Walk
d) Lake City 5K Marathon
9. Operate a local hamfest open to the public.
10. Conduct Emergency Disaster Nets weekly to prepare for emergency communications
11. Conduct radio Simulated Emergency Tests (SET) for emergency communications
12. Participate in Skywarn Recognition event at the National Weather Bureau Station.
13. Work closely with Emergency Management on disaster call out and Damage Assessment after a severe weather event.