SMCARA Constitution

St. Mary’s County Amateur Radio Association



We, the members, wishing to secure for ourselves the pleasures and benefits of the association of persons commonly interested in Amateur Radio, constitute ourselves the St. Mary’s County Amateur Radio Association, hereafter called the Association. We enact this exchange of information and cooperation between members to promote radio knowledge, individual operating efficiency, and fraternalism. The Association shall conduct programs and activities so as to advance the general interest and welfare of Amateur Radio and provide voluntary emergency service to the community in general as needed.

Article I

All persons interested in amateur radio communications shall be eligible for membership. Membership shall be by application upon such terms as the Association By-laws provide. Membership shall be of four types:

1. Regular Members: to be only currently licensed amateur radio operators and are to have full voting privileges.
2. Family Members: to be only currently licensed amateur radio operators residing in the same household and related to the regular member and are to have full voting privileges.
3. Associate and Family Associate Members: to be licensed or non-licensed persons interested in amateur radio and are to have no voting privileges. Persons attending a club-sponsored class, and after obtaining their amateur radio license, will be granted status as an Associate Member in the club for a period of one year.
4. Honorary Membership may be bestowed on any person by a majority vote of the members present at any regular or special meeting. Honorary Members are to have no voting privileges.

Article II
The officers of this Association shall be: President, Vice President, Secretary, Treasurer, and Trustees. These officers as a group shall constitute the Executive Committee.

Article III

1. The officers of this Association shall be elected for a term of two (2) years by ballot of the members present, provided there be a quorum, at the October meeting. The presiding Officer at the October meeting will accept nominations from the floor. Elections will be held and the candidate for each office who receives the majority vote of the voting members present shall be elected.
2. Nominees for office shall be Regular or Family Members over the age of eighteen (18) and shall give their approval before becoming a candidate for office.
3. The term of office of any Officer of the Association shall be two calendar years, beginning November 1st and ending October 31st.
4. Any Officer may succeed himself in office indefinitely with the exception of the president, who shall be limited to one (2) year term.
5. Officers of the Association may be expelled for violation of the Association’s Constitution, By-laws, or for other conduct which would tend to cause discredit to fall upon the Association or upon amateur radio as a whole. Proposed removal of an officer shall be openly discussed at a regular or special meeting and the reasons for removal explained. All voting members of the Association will be notified of this meeting. The affected officer shall be notified at least seven (7) days in advance of the meeting, at which time a vote of the members will be taken. Officers may be removed on the motion by two- thirds (2/3) majority vote of those attending, provided there be a quorum.
6. Any Officer can announce his/her resignation by letter to the Secretary or Treasurer or in person. Said announcement shall be made public at the next regular meeting.
7. Vacancies occurring between elections must be filled by a special election at the first regular meeting after the withdrawal or resignation is announced.
8. Trustees shall be nominated by the outgoing Trustee and or Association President. They must receive a majority vote of approval by a quorum of the general membership at any regular meeting. The Trustee’s term of office shall continue for the term of the new club license, as indicated on the FCC Form 660, unless terminated either by the Trustee or by a quorum vote of the general membership at any regular club meeting. Termination by the Trustee shall be the subject of 30 days prior written notice to the Executive Committee. One Trustee per club license is allowed and necessary per FCC rules.

Article IV
Duties of Officers:

1. The President shall preside at all meetings of this Association and conduct the same according to the rules adopted. He/she shall enforce due observance of the Constitution and By-laws; sign all official documents that are adopted by the club, and none other; and perform all other customary duties pertaining to the Office of President.
2. The Vice president shall preside over all meetings in the absence of the President, assure that accurate minutes are recorded in the absence of the Secretary; be responsible for planning and scheduling, with the concurrence of the Executive Committee, the monthly meeting programs; and be responsible for assembling and publishing the Association’s Annual Budget.
3. The Secretary shall preside over all meetings when the President and Vice President are absent; keep the Association’s Constitution and By-Laws and have them available at each meeting in the event that they are needed by the Association officers or members; act as Club Parliamentarian and be in possession of a current copy of Robert’s Rules of Order; shall record the Association’s minutes and publish the meeting minutes of the Association’s meetings; prepare and distribute meeting agendas; handle all club correspondence as well as establish and maintain files for all correspondence, meetings, membership roster; and issue membership badges to Regular and Family Members of the Association.
4. The Treasurer shall be responsible for all monies received by the Association, including dues and other monies owed; establish and maintain a cash accounting system and keep current within 30 days; be responsible for all the Association’s banking operations, including being custodian of the Association’s checking account; be responsible for all Association disbursements; shall provide financial report at every scheduled meeting of the Association.
5. The Trustees shall possess a valid Amateur Extra Class Operator License to maintain the assignment of the Association’s call signs. The Trustees shall have full responsibility for licensing and operation of all Association’s stations, including repeater, auxiliary, packet, and all other, and assure such operations are compliant with all applicable Federal, State, and Local Rules and Regulations. The Trustees shall be responsible for the maintenance and accuracy of the Association’s Equipment Inventory.

Article V
Association Radio Equipment and Call Signs:

1. Call Signs shall not be released for reassignment or transferred to any other person and/or organization without Executive Committee and membership approval. If a Trustee’s membership is terminated for any reason, the call signs shall remain assigned to the Association and the Patuxent River Naval Air Museum Radio Club. The outgoing Trustee shall provide the original Club FCC Licenses to the President. Together with the President, the newly appointed Trustee shall complete the necessary FCC paperwork to assume responsibility of the call signs.
2. The Association shall have the privilege of owning Amateur Radio and associated equipment and have the right to buy and sell in the Association’s name according to the provisions of the By-laws.
3. The Association shall have the expressed right to establish and maintain a club station(s) and to establish operating procedures as appropriate.
4. The Association, as one of its primary endeavors, shall sponsor and underwrite the construction, operation, and maintenance expenses of one or more Amateur Radio Repeaters, and shall provide operational procedures and guidance as appropriate.

Article VI

The By-Laws shall provide for regular and special meetings. At all meetings, a minimum of ten percent (10%) of regular members and two (2) officers shall constitute a quorum. No official business can be transacted unless such a quorum is present. Members in good standing may electronically vote via the association’s e-mail reflector. E-mails must be received at least four hours prior to the scheduled meeting. E-mails must include the member’s full name, amateur radio call sign and clearly articulate his/her vote (Yes/No) in the body of the e-mail.

Article VII

The Constitution or the By-laws may be amended by two thirds (2/3) vote of the members present at a regular meeting, provided there is a quorum. Proposals for amendments shall be submitted in writing at a regular meeting and shall be voted on at the next following regular meeting, provided an announcement has been posted on the Association’s web page of the intent to amend the Constitution or By-laws at the said following meeting.

Article VIII
Procedural Rules:

Robert’s Rules of Order shall govern proceedings of the Association.

Approved by SMCARA Membership: 24 May 2018

Download a PDF of the SMCARA Constitution 2018