• By-Laws

OTTAWA VALLEY MOBILE RADIO CLUB INCORPORATED BYLAWS

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TABLE OF CONTENTS

1 OBJECTS OF THE CLUB
2 MEMBERSHIP
2.1 Classes
2.1.1 Full Member
2.1.2 Life Member
2.1.3 Associate Member
2.2 Rights and Privileges
2.2.1 Full Members
2.2.2 Life Members
2.2.3 Associate Members
2.2.4 Cancellation of Membership
2.2.4.1 Non-payment of Dues
2.2.4.2 Membership Vote
2.3 Dues
2.3.1 Dues Assessment
2.3.2 Annual Dues
2.3.3 Dues Reduced
3 MEETINGS
3.1 Types of Meetings
3.1.1 Regular Meetings
3.1.2 Annual General Meeting
3.1.3 Executive Committee Meetings
3.1.4 Special Meetings
3.1.5 Standing Committee Meetings
3.1.6 Special Committee Meetings
3.2 Quorum
3.2.1 Regular, Annual General and Special Meetings
3.2.2 Executive Committee Meetings
3.2.3 Standing Committee Meetings
3.2.4 Special Committee Meetings
4 OFFICERS OF THE CLUB
4.1 Executive Officers
4.2 Directors
4.3 Executive Committee
4.4 Past President
5 DUTIES OF EXECUTIVE OFFICERS
5.1 Duties Prescribed
5.2 President
5.3 Vice-President
5.4 Secretary
5.4.1 Minutes of Regular, Annual General, and Special Meetings
5.4.2 Minutes of Executive Committee Meetings
5.4.3 Records Custodian
5.4.4 Bylaws
5.5 Treasurer
6 STANDING COMMITTEES
6.1 Amateur Radio Exhibit
6.2 Amateur Radio Training
6.3 Field Day
6.4 Flea Market
6.5 Historical
6.6 Membership
6.7 Newsletter
6.8 Programs and Publicity
6.9 Radio Operations
6.9.1 The Wise Owl Net
6.9.2 The Pot-Hole Net
6.10 Technical
7 SPECIAL COMMITTEES
8 NOMINATING COMMITTEE
8.1 Appointment
8.2 Responsibilities
8.3 Slate of Officers
8.4 Other Nominations
8.5 Pre-conditions for Election
8.6 Conduct of Election
9 ELECTIONS
9.1 Method of Election
9.2 Term of Office
9.3 Terms of Office Limited
9.4 Vacancies Occurring
9.5 Removal from Office
9.6 Assumption of Duties
9.7 Transition of Functions
10 CLUB FINANCES
10.1 Fiscal Year
10.2 Discretionary Spending
10.3 Cheque Signatories
10.4 Accounting
10.5 Financial Reports
10.6 Financial Audits
10.7 Budgets
10.8 Budget Approval
11 CLUB NEWSLETTER
12 AMATEUR RADIO STATIONS
12.1 VE3TWO
12.2 VE3RAM
12.3 VE3JW
13 PARLIAMENTARY AUTHORITY
14 AMENDMENT OF THE BYLAWS
15 BYLAWS EFFECTIVE
15.1 Previous Constitution or Bylaws
15.2 Effective Date
16 DISTRIBUTION


OTTAWA VALLEY MOBILE RADIO CLUB, INCORPORATED
Ottawa, Ontario, Canada

BYLAWS
Whereas Letters Patent issued by the Province of Ontario under the signature and seal of John Yaremko, Provincial Secretary and Minister of Citizenship, on the sixteenth day of March in the year of Our Lord one thousand nine hundred and sixty-two, granted a charter incorporating the Ottawa Valley Mobile Radio Club, Incorporated;
Therefore, the Ottawa Valley Mobile Radio Club, Incorporated, also referred to as the OVMRC or the Club declares these to be its bylaws.

1 OBJECTS OF THE CLUB
The objects of the Club are:

1.1
To contribute to the interest, study and progress of the science and art of amateur radio with particular emphasis on mobile operations;

1.2
To promote social activities among members and their families;

1.3
To cooperate with and assist the civil authorities to the fullest extent possible in any emergency;

1.4
To foster goodwill and understanding among radio amateurs.

2 MEMBERSHIP

2.1 Classes
There shall be three (3) classes of members -- Full Member, Life Member and Associate Member.

2.1.1 Full Member
Full Membership on submission of an application and payment of dues, is open to any licensed Radio Amateur having an interest in mobile amateur radio operations and activities.

2.1.2 Life Member
Life Membership is conferred upon selected licensed Radio Amateurs who have made outstanding contribution to the community or to the Amateur Radio Service through amateur radio activities. Candidates for Life Membership will be considered by the Club, provided that they have been nominated by at least three (3) Full Members, who have been members in good standing for the previous five (5) years, plus at least one Executive Officer. A motion to confer Life Membership must be published in the Club newsletter, be voted on by secret ballot at the next Regular Meeting of the Club and carried by a two-thirds (2/3) majority. A Life Member is not required to pay dues.

2.1.3 Associate Member
Associate Membership, on submission of an application and payment of dues is open to anyone not holding an Amateur Radio license, having an interest in mobile amateur radio.

2.2 Rights and Privileges

2.2.1 Full Members
Full Members may hold office and vote on any matter put before the Club.

2.2.2 Life Members
Life Members shall be granted Full Member privileges.

2.2.3 Associate Members
Associate Members may neither hold office nor vote on any matter put before the Club.

2.2.4 Cancellation of Membership

2.2.4.1 Non-payment of Dues
Membership may be cancelled for non-payment of dues.

2.2.4.2 Membership Vote
Membership may be cancelled by a three-fourths (3/4) majority vote of all the members.

2.3 Dues

2.3.1 Dues Assessment
The Club, by a majority vote of those Full Members present at any Regular Meeting, may levy upon the membership such dues or assessments as shall be deemed necessary for the carrying out of the business of the Club.

2.3.2 Annual Dues
Annual membership dues shall be payable by the first day of each fiscal year.

2.3.3 Dues Reduced
Annual membership shall be reduced, by an amount to be determined by the membership at a Regular Meeting;-
(a) For additional members in the same household as a Full Member, where a single mailing of member correspondence may be made; and
(b) For any Full Member who receives their OVMRC Rambler by one the methods provided by the club other than delivery by Canada Post.

3 MEETINGS

3.1 Types of Meetings
There shall be Regular Meetings, Annual General Meetings, Special Meetings, Executive Committee Meetings, Standing Committee Meetings and Special Committee Meetings.

3.1.1 Regular Meetings
Regular Meeting shall be held on the third Thursday of each month, except during the months of July and August, at a time and place specified by the President, except that under unusual circumstances it may be held within (7) days of that date by executive decision.

3.1.2 Annual General Meeting
The Annual General Meeting shall be the Regular Meeting held in June of each year. The business of the Annual General Meeting shall consist of the election of new Executive Officers, approval of the operating budget for the ensuing year, and the transaction of such other business as may be appropriate.

3.1.3 Executive Committee Meetings
Executive Committee Meetings shall be held within fourteen (14) days following each Regular Meeting at a time and place specified by the President, for the purpose of planning the activities and business of the Club.

3.1.4 Special Meetings
The President may call special meetings of either the members or Executive Officers. If directed by a number equal to a quorum of either the members or officers, the President shall call a special meeting. Such meetings shall not replace Regular Meetings.

3.1.5 Standing Committee Meetings
Standing Committee Meetings shall be held at the call of the Chair.

3.1.6 Special Committee Meetings
Special Committee Meetings shall be held at the call of the Chair.

3.2 Quorum
A quorum of an assembly is such a number as is competent to transact business. The business of the meeting cannot be conducted unless a quorum is present. The following shall constitute a quorum.

3.2.1 Regular, Annual General and Special Meetings
A quorum at a Regular, Annual General or Special Meeting shall consist of the President or Vice-President, or such other Executive Officers that the President shall specifically name for the occasion, plus two (2) Executive Officers plus fifteen percent (15%) of the Full Members in good standing. In the event that a quorum is not present, the meeting shall be reconvened at a later date to be published in the Club newsletter, along with the agenda. At the convening of this meeting, the number in attendance shall represent a quorum. Only the business on the published agenda may be dealt with.

3.2.2 Executive Committee Meetings
A quorum at an Executive Committee Meeting shall consist of the President or Vice-President, or such other Executive Officer that the President shall specifically name for the occasion plus any two (2) Executive Officers.

3.2.3 Standing Committee Meetings
A quorum of a Standing Committee meeting shall consist of the Chair.

3.2.4 Special Committee Meetings
A quorum of a Special Committee meeting shall consist of the Chair.

4 OFFICERS OF THE CLUB

4.1 Executive Officers
The Executive Officers of the Club shall be the President, the Vice-President, the Secretary, the Treasurer and the Chairs of the Standing Committees.

4.2 Directors
The Directors of the Club in fulfilment of the Corporation Information Act, shall be the President, the Vice-President, the Secretary and the Treasurer.

4.3 Executive Committee
The Executive Officers collectively form the Executive Committee.

4.4 Past President
The immediate Past-President, for the purpose of continuity and the benefit of corporate memory, shall be a non-voting advisor to the Executive Committee.

5 DUTIES OF EXECUTIVE OFFICERS

5.1 Duties Prescribed
The Executive Officers shall perform the duties prescribed by these bylaws and by parliamentary authority adopted by the Club.

5.2 President
The President shall be ultimately responsible for the smooth and efficient functioning of the Club.

5.3 Vice-President
The Vice-President assumes the duties of the President during his absence.

5.4 Secretary

5.4.1 Minutes of Regular, Annual General, and Special Meetings
The Secretary shall record the minutes of all meetings -- Regular, Annual General and Special, and cause these to be published and distributed to members before the next meeting.

5.4.2 Minutes of Executive Committee Meetings
The Secretary shall record minutes of the Executive Committee meetings and distribute copies to each member of the Committee.

5.4.3 Records Custodian
The Secretary shall maintain the Club's official seal and records of the minutes and correspondence less than two (2) years old.

5.4.4 Bylaws
The Secretary shall keep the master copy of the bylaws with all approved amendments and provide copies for distribution to the members.

5.5 Treasurer
The Treasurer shall, in accordance with Section 10 - Financial, maintain the financial records of the Club in good order.

6 STANDING COMMITTEES
There shall be Standing Committees to carry out the on-going activities of the Club. Members of each Committee shall be appointed by the Chair. The President has the right, but not the duty to participate in all committees except the Nominating Committee. Terms of reference and duties of the Standing Committees follow.

6.1 Amateur Radio Exhibit
The Amateur Radio Exhibit Committee operates the demonstration station at the Canada Science and Technology Museum. In cooperation with the Museum staff, this Committee assists in planning, designing, and operating the station.

6.2 Amateur Radio Training
The Amateur Radio Training Committee plans, organizes and conducts training program in amateur radio. This Committee will coordinate its activities with those of the Industry Canada Delegated Examiners.

6.3 Field Day
The Field Day Committee plans, organizes and coordinates the Club's participation in the annual ARRL Field Day.

6.4 Flea Market
The Flea Market Committee plans, organizes and coordinates an annual sale of new and used radio and related equipment and associated activities.

6.5 Historical
The Historical Committee shall maintain a history of the Club based on a diary of events and on Club records. This Committee shall be responsible for evaluation, retention and disposal of out-of-date Club records.

6.6 Membership
The Membership Committee maintains membership lists for a minimum of seven (7) years. collects dues, issues membership cards and prepares mailing labels. This Committee is also responsible for welcoming visitors and new members and for expressing the Club's get-well wishes to members who are ill, and condolences to families of deceased members and may convene a special committee to assist the bereaved family to legally dispose of amateur radio and related equipment belonging to the deceased.

6.7 Newsletter
The Newsletter Committee, in accordance with Section 11 - Newsletter, edits, publishes and distributes the Club newsletter.

6.8 Programs and Publicity
The Programs and Publicity Committee organizes the Club's social functions and organizes presentations and refreshments at Regular Meetings. This Committee is responsible for advertising Club events.

6.9 Radio Operations
The Radio Operations Committee shall coordinate and provide net controllers for the Club's Radio Nets.

6.9.1 The Wise Owl Net
The Wise Owl Net will be conducted each Friday evening at 2000 hrs local time on a frequency of 147.30/147.90 MHz on repeater VE3TWO, except during the months of July and August.

6.9.2 The Pot-Hole Net
The Pot-Hole Net will be conducted each Sunday morning at 1000 hrs local time on 3.760 MHz.

6.10 Technical
The Technical Committee is responsible for the construction and maintenance of Club radio Stations, maintains the list of Club equipment, a current copy of which shall be provided to the Treasurer. This Committee provides technical guidance to the members.

7 SPECIAL COMMITTEES
The Executive Committee may appoint, from time to time, special committees to complete specific tasks. The Chair of a special committee may attend, in an advisory role, such Executive Committee Meetings as are appropriate.

8 NOMINATING COMMITTEE

8.1 Appointment
The Executive Committee shall appoint, prior to 30 April of each year, a Nominating Committee, comprising a Chair and two members, selected from the Full Members of the Club. The President shall not be a member of the Nominating Committee.

8.2 Responsibilities
The Nominating Committee Chair will be briefed by the President on the Committee's responsibilities under the bylaws.

8.3 Slate of Officers
The Nominating Committee shall provide, prior to 31 May, a slate of eligible candidates able and willing to serve as Executive Officers. An attempt shall be made to contact all members. The slate of officers shall be published in the June issue of the Club newsletter.

8.4 Other Nominations
The Nominating Committee shall add to its slate any other nomination from the membership at large, provided that it is submitted to the Committee in writing not later than two weeks prior to the Annual General Meeting; that the mover and at least two seconders are members in good standing; and that the nominee is eligible to serve and indicates in writing on the submission, his/her willingness to stand for office.

8.5 Pre-conditions for Election
The Nominating Committee shall ensure that all sections of the bylaws relevant to the election are read aloud to the members prior to the commencement of voting, that all those voting are entitled to do so, and that the nominees for Executive office are Full Members in good standing.

8.6 Conduct of Election
The Nominating Committee shall conduct the election of Executive Officers in accordance with these bylaws.

9 ELECTIONS

9.1 Method of Election
The Executive officers of the Club shall be elected for a term of one year by hand ballot of the Full Members present at the annual meeting.

9.2 Term of Office
The term of office of an Officer shall commence on election and extend to the next Annual General Meeting.

9.3 Terms of Office Limited
No Director shall be eligible to serve more than two consecutive terms in the same Executive office.

9.4 Vacancies Occurring
Vacancies occurring between elections, with the exception of the Presidency, shall be filled by Executive appointment. A vacancy of the Presidency must be filled within 60 days through nomination by the Full Members and election at a Regular Meeting under the direction of the Vice-President.

9.5 Removal from Office
Officers may be removed from office by a three-fourths (3/4) majority vote of all the members.

9.6 Assumption of Duties
The newly elected President and Executive Officers shall assume their duties on completion of the election, except that the retiring Secretary shall continue to record the minutes until adjournment of the Annual General Meeting.

9.7 Transition of Functions
For purposes of orderly transition, both the retiring and newly elected Executive Officers shall attend the June Executive Meeting, which shall be chaired by the newly elected President.

10 CLUB FINANCES

10.1 Fiscal Year
The Club's fiscal year shall commence effective with the approval of the budget at the September General Meeting and terminate at the approval of the budget at the following September General Meeting.

10.2 Discretionary Spending
The Executive officers shall be bound by the approved budget, in that they may not commit funds for other than budgeted items in excess of $200.00 per calendar month without prior approval of the membership. Such discretionary spending shall be restricted to those items or services that further the objects of the club as defined in Article 1.

10.3 Cheque Signatories
The signatures of the Treasurer and the President, or the latter's delegated representative, shall be required on all cheques drawn on the Club bank account.

10.4 Accounting
The Treasurer shall retain receipts for all expenditures of over one dollar ($1.00) for a period of seven (7) calendar years.

10.5 Financial Reports
The Treasurer shall present a verbal financial report to the membership at least once quarterly, during the course of a Regular Meeting.

10.6 Financial Audits
The Treasurer shall submit financial records for audit at least once per year by a member, other than a member of the current Executive Committee, whose name has been confirmed at a Regular Meeting.

10.7 Budgets
The Treasurer shall prepare an estimate of the projected expenses for the fiscal year. After review by the Club Directors and committee chairs, this estimate or budget shall be published in the August issue of the Club newsletter.

10.8 Budget Approval
The budget for the fiscal year shall be presented at the September General Meeting for approval by a vote of the majority of members present.

11 CLUB NEWSLETTER
The Club shall publish a newsletter entitle the OVMRC Rambler prior to each Regular Meeting during the months of September to June and once during the months of July and August, and will distribute it to the membership. The OVMRC Rambler will inform members of the minutes of the previous Regular Meeting, notices of motion, notices of activities, and publish technical and other articles of interest to radio amateurs.

12 AMATEUR RADIO STATIONS

12.1 VE3TWO
The Club shall operate amateur radio station VE3TWO, principally as a repeater.

12.2 VE3RAM
The Club shall operate amateur radio station VE3RAM, principally as a Field Day and events station.

12.3 VE3JW
The Club shall operate amateur radio station VE3JW, principally as a demonstration station.

13 PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Club may adopt.

14 AMENDMENT OF THE BYLAWS
These bylaws may be amended by a two-thirds (2/3) majority vote of the Full Members present at a Regular Meeting, provided that due notice is given. Due notice shall be deemed to be the publication in the Club newsletter preceding the meeting of the text of the proposed amendment.

15 BYLAWS EFFECTIVE

15.1 Previous Constitution or Bylaws
Any constitution or bylaws of the Ottawa Valley Mobile Radio Club, Incorporated heretofore enacted are hereby repealed on the effective date.

15.2 Effective Date
These bylaws shall come into force on 20 June, 1991, having been duly approved by they membership of the Ottawa Valley Mobile Radio Club, Incorporated as recorded in the official minutes of a Regular Meeting of the Club.

16 DISTRIBUTION
Each member of the Club shall be provided with a copy of the bylaws. It shall be the member’s responsibility to retain and amend their copy of the document.

Amendments

Feb 23, 1995
Section 9.1 amended: insert Executive before officers and replace secret with hand
Section 9.3 amended: change member to directorSection 10.2 amended: add officers after Executive; add sentence starting with Such...

June 1995
Section 2.3.3: replaced
Old: Annual membership dues for additional members in the same household where a single mailing member correspondence may be made shall be reduced by an amount to be determined by the membership at any Regular Meeting
New: see above

2001
Section 10.2 amended: value changed from 100.00 to 200.00
September 2001
Section 6.1 - Change National Museum of Science and Technology to Canada Science and Technology Museum
Section 6.2 - Change reference of Communications Canada to Industry Canada
2005: 10.1 Fiscal Year – fiscal year changed to September to September
10.7 Budgets – new budget to be published in August issue of Rambler
10.8 Budget Approval – to be presented for vote at September General Meeting

© 2001 -- Ottawa Valley Mobile Radio Club, Inc. Last updated: Nov 2005