We, the undersigned, wishing to secure for ourselves the pleasures and benefits of an association of persons commonly interested in weak-signal VHF, UHF and Microwave Amateur Radio activities, constitute ourselves the Pacific Northwest VHF Society and enact this constitution 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 individual operating efficiency, and to so conduct society programs and activities as to advance the general interest and welfare in weak-signal VHF, UHF and Microwave Amateur Radio activities in the Pacific Northwest.
All persons interested in Amateur Radio weak-signal VHF, UHF and Microwave communications shall be eligible for membership. Membership shall be by application and election upon such terms as the society shall provide in its By-Laws.
Sec. 1. The officers of this society shall be a President and a Secretary-Treasurer.
Sec. 2. The officers of this society shall be elected for a term of one year by ballot of the members present, provided there be a quorum, at the annual meeting. Alternately, a vote by mail may be conducted if approved by a majority vote of the board of directors at least 60 days prior to the election date.
Sec. 3. Officers may be removed by a three-fourths vote of the membership.
Sec. 4. Vacancies in either the President or Secretary-Treasurer position occurring between elections must be filled by special elections conducted by mail within 45 days following the withdrawal or resignation.
Sec. 1. There shall be a board made up of five directors. Each director shall represent one of the five recognized RAC/ARRL sections within the region encompassed by the society; i.e. British Columbia, Idaho, Oregon, Eastern Washington and Western Washington.
Sec. 2. Directors shall be elected to two-year terms. Terms shall initially be staggered so that no more than three terms will expire in any calendar year. Election of directors shall be handled in the same manner as that used for electing officers.
Sec. 3. Directors may be removed by a three-fourths vote of the membership.
Sec. 4. The President shall have the power to appoint directors when vacancies occur between elections. A vacant director position must be filled by appointment within 45 days following the withdrawal or resignation. Persons appointed to fill a vacated director position will serve the unexpired portion of the term for the position they are appointed to fill.
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 society, and perform all other duties pertaining to the office of President.
Sec. 2. The Secretary-Treasurer shall keep a record of the proceedings of all 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. In addition, the Secretary-Treasurer shall receive and receipt for all monies paid to the society; keep an accurate account of all monies received and expended; pay no bills without proper authorization (by the society or its officers constituting a business committee). At the end of each quarter he/she shall submit an itemized statement of disbursements and receipts. At the expiration of his/her term he/she shall turn over all items belonging to the society to his/her successor.
Sec. 3. Directors shall represent the interests of members in each of the five RAC/ARRL sections within the chartered area of the organization; British Columbia, Idaho, Oregon, Eastern Washington and Western Washington. A director shall be elected to represent each of the five sections and must reside within the section he/she represents. Only members residing within the section may cast a vote for the director representing that section.
Sec. 4. The directors shall elect one of their number as Chairman. The Board Chairman shall preside at all board meetings, shall conduct them according to the rules adopted and shall decide all questions of order. The Board Chairman shall convey board recommendations to the President and serve as the primary contact point between the officers and the board.
Sec. 5. If the office of President becomes vacant between elections, the Board Chairman shall serve as Interim President and shall conduct the special election as called for in Article II, Section 4.
Sec. 1. The By-Laws shall provide for regular and special meetings. At meetings, a minimum of one-third of the membership shall constitute a quorum for the transaction of business. Members unable to attend the meeting in person may submit a signed proxy form that can be obtained from the Secretary-Treasurer in order to be counted as present for the purpose of a quorum.
Sec. 2. The board chair shall call meetings of the directors, as necessary, to consider the business of the society. Directors shall also maintain regular contact with each other in order to keep informed on matters of interest and concern to the members.
The society, by majority vote of those present at any regular meeting, 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 expulsion from the society within the discretion of the membership.
This constitution or By-Laws may be amended by a two-thirds vote of the total membership. Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted on at the next following regular meeting, provided all members have been noticed by mail of the intent to amend the constitution and/or By-Laws at said meeting. Members may elect to be notified by e-mail by so notifying the Secretary-Treasurer. Such e-mail notice to those members shall constitute a valid notice.
Robert's Rules shall govern proceedings.
1. Secretary. It shall be the duty of the Secretary to keep the constitution and by-laws of the society and have the same with him/her at every meeting. He/she shall note all amendments, changes and additions on the constitution and shall permit it to be consulted by members upon request.
2. Membership. Full membership is open to licensed amateurs. Associate membership is open to all other interested persons. Full membership includes all society privileges as well as rights to hold a society office and to vote for society officers. Associate membership includes all society privileges except for the right to hold office and vote for society officers. Applications for membership shall be submitted to the Secretary-Treasurer, who shall issue a membership certificate to the applicant.
3. Meetings. Regular meetings shall be held at least once during each calendar year. Special meetings may be called by the President at his/her discretion or upon the written request of any five members. Notices shall be sent to members concerning special meetings and the business to be transacted. Only such business as designated shall be transacted. Such notices shall be sent so that they arrive not less than five days before the meeting.
4. Membership Fee. A fee of $10.00 shall be paid at the time of application for membership in the organization. This fee is not refundable and shall not constitute payment of dues.
5. Dues. Initially, there shall be no annual dues; however, annual dues may be assessed in accordance with the provisions of Article V of the constitution for the purpose of providing funds for expenses.
6. Committees. The President shall have the power to appoint committees to carry out specific functions of the organization. He/she shall set the term of the committee and shall designate the committee chair.
7. Amendments. By-Laws may be amended or added by a two-thirds vote of the membership. A proposal to amend an existing by-law or to add a by-law must be submitted in writing to the Secretary-Treasurer at least 45 days in advance of any anticipated vote.
8. Dissolution. Should the Pacific Northwest VHF Society be dissolved through the actions of its members or by order of law, the assets of the organization shall be distributed to the American Radio Relay League Foundation and Radio Amateurs of Canada Foundation in a percentage that reflects the percentage of membership in those respective organizations at the time of dissolution.
Policies1.0 – Election of Unopposed Candidates
1.1 When, after the prescribed nomination period for officers and directors of the Pacific Northwest VHF Society has closed and there is only one eligible candidate for a given officer or director position, that candidate shall be declared by the Board of Directors to have been elected without further balloting.1.2 In cases where there are two or more candidates for any officer or director position up for election, balloting shall be conducted among the members by one of the two methods provided for in the constitution and bylaws of the Pacific Northwest VHF Society; mailed ballot or voting at the annual meeting.
1.3 In cases where candidates for officer positions…President and Secretary-Treasurer…are unopposed but director positions have two or more eligible candidates, ballots will be sent to members of sections where there are contested positions.
Last Updated: 08 September 2002
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