WEST
CENTRAL
FLORIDA
SECTION
COMMITTEE

 

ARRL PROCEDURES

 

 

 

PROCEDURES FOR PROPOSING AND EVALUATING SECTION CHANGES

 Introduction

For many years, the ARRL Section has played an important role in the ARRL's field organization. History shows that the need arises from time to time to make changes in the number of Sections or to make adjustments to their boundaries. Such changes may take one of three different forms:

 Changes may affect more than one Division.

 This document sets forth the process to be followed when a change is proposed.

 A.� Overview

1.� Proponents of a modification to the administrative section structure contact the Secretary and formally request a boundary change information packet. The Secretary sends the packet and provides copies of the request to the affected Director(s) and Section Manager(s).

2. The petitioners file the petition containing the required supporting information with the Secretary.

3. The Secretary verifies the qualifications of the Petitioners (must be Full Members residing in the affected Section) and notifies the affected Director(s) and Section Manager(s) of whether or not the Petitioners are qualified, as defined in Paragraph B(1), below. (If the Petitioners are not qualified, they are so informed, and the petition package is returned without further action). Copies of the petition package are submitted to the affected Director(s) and Section Manager(s).

4. If the Petitioners are qualified, the Director(s) and Section Manager(s) review the petition and supporting documents, and forward their comments and recommendation for acceptance or rejection of the petition to the Secretary. (Their review includes a determination that the petition has been prepared in accordance with Paragraph B of this document. The review may be a collaborative effort among the several reviewers. It may involve personal discussions or correspondence with the Petitioners and may require further information obtained from them through the Secretary).

5. The Secretary, upon receipt of comments and recommendations from the reviewers, forwards copies of the following material to each member of the Executive Committee:

a. The petition.

b. Comments and recommendations from the reviewers.

c. Relevant membership data in the affected areas.

d. Membership data, by Division, for the previous twelve months.

e. Membership data for all Sections.

f.� List of affiliated clubs in the affected areas.

g. The comments and recommendations of the Executive Vice President.

6. The Executive Committee reviews the petition and accompanying comments, and sends their recommendation to the full Board of Directors.

7. If the Board votes to accept the petition for further consideration, the Secretary is directed to conduct a mail vote of Full Members in the proposed new Section or territory. (If the Board rejects the petition, the Secretary informs the Petitioners and the affected Section Managers, and the petition fails).

8. If a simple majority of the eligible members voting oppose the proposed change, the Secretary informs the Petitioners of the results and the petition fails. If the vote favors the change, the Secretary submits the results of the polling to the full Board of Directors for final determination.

9. The Board reviews the entire file and votes to approve or disapprove the proposal. If the Board approves the proposal, the Secretary informs the Petitioners and implements the proposed change. If the Board disapproves the proposal, the Secretary informs the Petitioners of the decision and the petition fails.

B.� Preparation and Submittal of petitions

1. Any group of ten or more Full Members may file a petition for a Section boundary change. All Petitioners must reside in the area affected by the proposal. For this purpose, the place of residence is the membership address as of the date the petition is received by the Secretary. One of the Petitioners, preferably the first signer, is to be designated as the single point of contact.   

2. The petition must be in writing and must contain the following minimum information.

a. The names, call signs, addresses and signatures of all Petitioners.

b. Description of the objectives of the proposed change; the reason(s) why the existing Section structure is unsatisfactory; how the proposed change will meet the stated objectives; and why the proposed change is the preferred choice of available alternatives.

c. A description of the existing and the proposed new political boundaries of the affected areas, including maps. (Sections must consist of a single contiguous area, and may not be completely surrounded by another Section. Proposals that are not consistent with these conditions will be returned to the petitioner without further action).

d. Your petition will be more favorably considered if you include information on how your proposal was publicized; a summary of comments of members and affiliated clubs in the affected areas; copies of newsletter articles and editorials discussing the proposed change; and results of any surveys.

e. Evidence that individuals have been identified who are qualified and willing to accept both elective and appointive leadership positions in the new Section. This evidence shall consist of signed statements by qualified Full Members.

3. The petition and supporting documentation must be submitted to the Secretary, who in turn will provide copies to the affected Directors and Section Managers.

C.������ Responsibilities of the Secretary

1. The Secretary shall prepare the Boundary Change Information Packet containing, at a minimum, the following items:

a. These guidelines.

b. Articles of Association and By-Laws.

c. Copy of the Section Manager�s official job description.

d. Contact information for the affected Director(s) and Section Manager(s).

2. The Secretary mails to the petitioners a Boundary Change Information Packet.

3. The Secretary reviews the petition to ensure that it is prepared in accordance with these guidelines, and determines whether or not the proposed changes, if implemented, would require revisions to the Articles of Association or By-Laws.

4. The Secretary verifies that the Petitioners are Full Members, and that their addresses of record are within the affected area as of the date the petition is received.

5. The Secretary informs the affected Directors and Section Managers of the results of the review and of the membership and residence verification.

6. The Secretary prepares an analysis of the proposed change including, but not limited to, the impact the change would have on membership statistics in the Sections, potential benefits and/or negative impacts on the field organization, an estimate of its annual dollar cost or saving to the ARRL, and a description of any By-Laws changes that might be required if the proposed change were to be implemented.

7. Upon receipt of the comments and recommendations of the reviewing Directors and Section Managers, the Secretary submits the petition, comments and recommendations, and analysis to the Executive Committee, which reviews the matter and sends its recommendation to the full Board of Directors.

8. Upon receipt of the Board's decision to accept the petition for further consideration, or reject the petition, the Secretary so notifies the Petitioners. If the Board rejects the proposal, the petition fails.

9. If the Board votes to accept the petition for further consideration, the Secretary will poll the membership by mail. The ballot wording shall be such that only a "yes or no answer may be given. Ballots shall be sent to all Full Members whose mailing address lies in the affected area. Additionally, polls of members in counties adjoining the affected area may be conducted.

10. The Secretary tabulates the returned ballots and prepares a summary of the results.

11. The Secretary submits the petition, supporting documentation, review material, results of the membership vote, and draft By-Laws changes (if required) to the Board of Directors.

12. The Secretary informs the Petitioners of the Board's decision.

13. If the Board of Directors approves the proposal, the Executive Vice President implements the changes.

D.������ Responsibilities of the Executive Committee

The Executive Committee receives from the Secretary the petition, supporting documentation, comments from affected Directors and Section Managers, and the Secretary's analysis and report on qualifications of the Petitioners.

1. The Executive Committee shall review the petition and supporting documentation provided by the Secretary

2. After review, the Executive Committee reports its recommendation to accept or reject the proposal to the full Board of Directors.

E.������ Responsibilities of the Board of Directors

The full Board has the responsibility for making the final decision concerning proposed Section changes and any related By-Laws changes.

1. The Board receives the petition, supporting documentation, review material, financial analysis, draft By-Laws changes (if required), and the recommendation of its Executive Committee.

2. If the Board votes to accept the proposal for further consideration, the Secretary is directed to conduct a poll of the affected Full members.

3. The results of the poll are reviewed, and the Board makes its final decision.

4. The Board directs the Executive Vice President/Secretary to implement its decision.

F.������ Responsibilities of the Field Services Department

The Field Services Department maintains an up-to-date copy of these procedures for use as required when directed by the Secretary.

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