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LONDON AMATEUR RADIO CLUB INCORPORATED

BY-LAW#1 ( Updated Dec 3, 2020)

 

 

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 Notifications to Members Page at LARC.CA 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 Notifications to Members Page at LARC.CA

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 10% of current

membership in good standing.

2.6 The Board may, upon a simple majority vote, if in its view emergent circumstances exist

that make it unsafe or unlawful to hold a General Meeting(s), a Special Meeting or the

Annual Meeting of the Corporation in-person, to cause such meeting or meetings to be

held by electronic means and the Board shall cause the Members to be notified of its

decision by posting such information as soon as is possible to the Notifications to

Members Page at LARC.CA.

2.7 Where notification to members is required by these By-laws to be posted to the

Notifications to Members Page at LARC.CA the Board shall consider whether it is also

appropriate, due to the importance or urgency of any such event or subject matter, that it

should also cause individual notifications of the event or subject matter also be made

directly to each member via email.

3. Board of Directors

3.1 The day-to-day affairs of the Corporation shall be arranged by a Board composed of 7

elected Directors.

3.2 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.

3.3 A Nominating Committee shall be struck by the President at least 30 days prior to the

Annual Meeting and it shall begin its activities immediately upon being appointed.

3.3.1 The Committee shall be composed of three members in good standing.

3.4 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 Notifications to

Members Page at LARC.CA 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.

3.5 Additional nominations may be made at the Annual Meeting. Nominees must be

nominated and seconded. The nominee must accept and then be placed on the ballot. All

must be members in good standing for at least the last 30 days.

3.6 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.

3.6.1 Where the Board has determined pursuant to subsection 2.6 that the Annual

Meeting of the Corporation cannot be held in-person it shall cause the

voting process for the election of Directors to be held electronically via the

“Election Runner” or similar application and the Board shall cause the

Members to be notified of its decision by posting such information regarding

the Election Process as soon as is possible to the Notifications to Members

Page at LARC.CA.

3.6.2 In the event that Electronic Elections are to be held the Board may make

such adjustments to the process as may be necessary but, in doing so, it will

adhere as closely as possible to the processes and requirements contained in

Section 3.

3.7 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.

3.8 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.

3.9 Where the Board must meet in order to consider a vote pursuant to subsection 2.6 it may

meet by electronic means and where it makes a determination not to hold the General

Meeting(s), a Special Meeting or the Annual Meeting of the Corporation in person it too

may continue to meet by electronic means. The Board shall cause the Members to be

notified of its decision by posting such information regarding the Board’s meetings as

soon as is possible to the Notifications to Members Page at LARC.CA.

4. Officers

4.1 The officers of the Corporation shall be:

a) President

b) Vice-President

c) Secretary

d) Treasurer

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 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.

4.3.2 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 for maintaining the LARC archives as may be necessary.

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 $500 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.

4.5 Where, at the sole discretion of the President, it is necessary to hold an emergency meeting

of the Board, the President may choose to hold that meeting by electronic means and

without the need to notify the general membership.

5. Committees

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 Hamfest and any other special

events as directed by the Board of Directors. 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 Hamfest 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 may 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’s 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 Directors. 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) Membership Committee:

This committee is responsible for membership services including renewals,

maintaining an accurate membership database, 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.

e) 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. It will also serve as the LARC interface to the Amateur Radio

Emergency Service(ARES). A LARC Director may 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.

f) 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.

g) Education Committee:

This committee is responsible for planning and coordinating the provision of

radio related education, including financial management of study guide sales

and registrations fees as approved by the Board, recruitment and support of

instructors, and facilitation of individual classes.

A LARC Director may be a member of the committee and the committee shall

have not more than 5 members.

One of the members shall be appointed Education Coordinator.

5.3 Special Purpose committees may 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. Membership

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.

a) Honourary:

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.

b) Amateur:

c) 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.

d) Family:

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 a 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. Finances

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. Amendments

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 Notifications to Members Page at

LARC.CA 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:

 

 

 

 

 

 

LONDON AMATEUR RADIO CLUB INCORPORATED

CONSTITUTION

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:

 

                                                    

Rick Brown VE3IMG- President                                    Date             Paul Picot VE3PIK- Vice-President                                  Date

                                                    

Dave McCarter VE3GSO - Treasurer                            Date            Richard Finn VE3PNK - Secretary                                     Date

                                                    

Carroll Leigh Cecile VE3OCD - Director                      Date            Doug Elliott VA3DAE - Director                                       Date

                           

Mike Cook - VE3ZMC - Director                                  Date