Central Idaho Amateur
Radio Club
     
CIARC Meeting Minutes - November 2012
Meeting Minutes - November 2012
Attendance

Attending Members:


W7LCC David McQuade
KB7BVR Kermit Peterson
KF7JPJ Bob Renn
N7IBC Larry Stokes
W7CIA Ray Montagne
KE7TQV Peter Lakomski
KB7BVS Philip Good
W7HXU Lenard Crogh

Agenda Items
  1. Membership Report.
    • Welcome New Members
    • Number of members in good standing
    • Number of renewals outstanding
  2. Treasurer's Report.
    • Bob Renn (KF7JP) reported a bank balance of $996.43. There were no expenditures or funds received during the past month.
    • Bob Renn (KF7JPJ) reminded the membership that 2013 dues are due in December.
  3. Repeater Report.
    • On October 12, 2012, Lenard Crogh (W7HXU), Peter Lakomski (KE7TQV), Ray Montagne (W7CIA), Bob Renn (KF7JPJ) and Larry Stokes (N7IBC) traveled to No Business Mountain - Lookout Peak and reinstalled the 147.02 MHz VHF repeater and 33cm link backbone. Frequency coordination forms will be submitted to Larry Smith (W7ZRQ) to indicate the change in location and elevation. The VHF repeater is fully operational and available for use by the Amateur Radio community.

  4. Nominations for 2013 club officers.
    • Discussions for nominations were held but the attending membership were not able to determine a nomination for the office of the president. Bob Renn (KF7JP) expressed his willingness to continue to serve as treasurer. Ray Montagne (W7CIA) expressed his willingness to continue to serve as secretary.

  5. Review constitutional issues that were not addressed in 2012.
    1. The constitution requires that Vice-President be elected and that position also serves on the Board of Directors. CIARC has not nominated or elected a Vice-President. Should CIARC elect a Vice President or amend the constitution to remove the requirement of having a Vice President?
      • Proposed Constitutional Amendment to Article IV Section 2

        The following proposed constitutional amendment was submitted in writing at the November meeting. The proposed amendment removes a requirement for the office of VICE PRESIDENT. Further, the amendment proposes that, in the absence of the PRESIDENT, meetings will be chaired by the SECRETARY, or, in the absence of both the PRESIDENT and SECRETARY, meetings will be chaired by the TREASURER. This proposed amendment will be come up for a vote by the membership at the December 2012 meeting.

        ARTICLE IV, SECTION 2 - VICE PRESIDENT - CURRENT LANGUAGE

        Section 2 - VICE PRESIDENT The vice-president shall assume all duties of the president in his/her absence. In addition, he/she organize club activities.

        ARTICLE IV, SECTION 2 - VICE PRESIDENT - PROPOSED AMENDMENT

        THIS SECTION REMOVED

    2. The constitution requires a Secretary-Treasurer. This is a single office and not separate offices of Secretary and Treasurer. Currently, Bob Renn (KF7JPJ) is serving as Treasurer and Ray Montagne (W7CIA) is serving as Secretary. Should CIARC consider amending the constitution to allow for separate positions of Treasurer or Secretary?
      • Proposed Constitutional Amendment to Article IV Section 3

        The following proposed constitutional amendment was submitted in writing at the November meeting. This proposed amendment simply enables the voting members to elect either a single person to serve at SECRETARY-TREASURER or two have the office of SECRETARY and the office of TREASURER served by separate individuals. This proposed amendment will be come up for a vote by the membership at the December 2012 meeting.

        ARTICLE IV - DUTIES OF OFFICERS AND BOARD OF DIRECTORS - CURRENT LANGUAGE

        Section 3 - SECRETARY-TREASURER The Secretary-Treasurer shall take care of all correspondence and take minutes of the meetings, and to keep full and complete records of all proceedings. It shall also be the duty of the Secretary-Treasurer to receive all moneys belonging to or paid into the club, to receipt for the same and to deposit in the bank, and pay out same only by check or draft, signed by the Secretary-Treasurer and one other officer authorized by the Board of Directors and to supervise and control the keeping of the accounts and books of the club, collect all dues, and assessments, and to report the financial condition of the club at each membership meeting. The Secretary-Treasurer shall also maintain all membership records and notify members of dues and assessments. The SECRETARY-TREASURER shall asume all duites of the president in his/her absence.

        ARTICLE IV - DUTIES OF OFFICERS AND BOARD OF DIRECTORS - PROPOSED AMENDMENT

        Section 3a - TREASURER It shall also be the duty of the Treasurer to receive all moneys belonging to or paid into the club, to receipt for the same and to deposit in the bank, and pay out same only by check or draft, signed by the Treasurer and one other officer authorized by the Board of Directors and to supervise and control the keeping of the accounts and books of the club, collect all dues, and assessments, and to report the financial condition of the club at each membership meeting. The Treasurer shall also maintain all membership records and notify members of dues and assessments. The TREASURER shall asume all duties of the president in his/her absence should the secretary not be available to asume the duties of the president.

        Section 3b - SECRETARY The Secretary shall take care of all correspondence and take minutes of the meetings, and to keep full and complete records of all proceedings. The SECRETARY shall asume all duites of the president in his/her absence.

        Section 3c - SECRETARY-TREASURER One person may be elected to serve simultaneously in the roles of Secretary and Treasurer.

    3. The constitution requires appointment of a Technical Committee with the responsibilities and duties of the Technical Committee described in the constitution. CIARC has not appointed a Technical Committee. Should CIARC consider whether this position should be appointed or eliminated? If eliminated, a constitutional amendment would be required.
      • Proposed Constitutional Amendment to Article IV Section 4

        The following proposed constitutional amendment was submitted in writing at the November meeting. The proposed amendment removes a requirement for a Technical Committee. This proposed amendment will be come up for a vote by the membership at the December 2012 meeting.

        ARTICLE IV, SECTION 4 - TECHNICAL COMMITTEE - CURRENT LANGUAGE

        Section 4 - TECHNICAL COMMITTEE The Technical Committee shall be made up of three members of the club appointed by the elected officers. The duties of the Technical Committee shall be to advise the Board of Directors on any purchase of new equipment and be responsible for the upkeep and repair of all club equipment. A chairman of the Technical Committee shall be appointed by the elected officers.

        ARTICLE IV, SECTION 4 - TECHNICAL COMMITTEE - PROPOSED AMENDMENT

        THIS SECTION REMOVED

    4. The constitution requires appointment of a Training Committee with the responsibilities and duties of the Training Committee described in the constitution. CIARC has not appointed a Training Committee. Should CIARC consider whether this position should be appointed or eliminated? If eliminated, a constitutional amendment would be required.
      • Proposed Constitutional Amendment to Article IV Section 5

        The following proposed constitutional amendment was submitted in writing at the November meeting. The proposed amendment removes a requirement for a Technical Committee. This proposed amendment will be come up for a vote by the membership at the December 2012 meeting.

        ARTICLE IV, SECTION 5 - TRAINING COMMITTEE - CURRENT LANGUAGE

        Section 4 - TRAINING COMMITTEE The Training Committee shall be made up of three members of the club appointed by the elected officers. The duties of the Training Committee shall be to organize and conduct training programs designed to qualify prospective amateur radio operators for initial FCC licenses and to assist members desiring to upgrade their licenses. The Chairman of the Training Committee shall be appointed by the elected officers.

        ARTICLE IV, SECTION 5 - TRAINING COMMITTEE - PROPOSED AMENDMENT

        Section 4 - TRAINING COMMITTEE A Training Committee may be stablished and, if established, shall be made up of three members of the club appointed by the elected officers. The duties of the Training Committee shall be to organize and conduct training programs designed to qualify prospective amateur radio operators for initial FCC licenses and to assist members desiring to upgrade their licenses. The Chairman of the Training Committee shall be appointed by the elected officers.

    5. The by-laws indicate that the regular club meeting is held on the second Tuesday of each calendar month. CIARC currently holds meetings on the 1st Thursday of the month. Should CIARC consider either moving the meeting to the constitutionally mandated day or amending the constitution to indicate the day that the meeting is actually held on?
      • Proposed Amendment to By-Laws Section 3

        The following proposed amendment was By-Laws was proposed and ratified at the November meeting. The proposed amendment brings the By-Laws into agreement with the existing monthly meeting schedule by specifying that the monthly meeting be held the first Thursday each month.

        BY-LAWS SECTION 3 - MEETING - CURRENT LANGUAGE

        3. MEETING Regular meetings shall be held the second Tuesday of each calendar month. Meetings may be canceled by the Board of Directors when necessary. Special meeting may be called by the president upon the request of a majority of the Board of Directors or the written request of any three club members. Such requests shall state the matter of business to be considered at the special meeting. Notice of special meetings shall be announced on the regular Net. Only the business for which the meeting is called may be transacted at the special meeting. Robert's Rules of Order shall govern proceedings.

        BY-LAWS SECTION 3 - MEETING - PROPOSED AMENDMENT

        3. MEETING Regular meetings shall be held the first Thursday of each calendar month. Meetings may be canceled by the Board of Directors when necessary. Special meeting may be called by the president upon the request of a majority of the Board of Directors or the written request of any three club members. Such requests shall state the matter of business to be considered at the special meeting. Notice of special meetings shall be announced on the regular Net. Only the business for which the meeting is called may be transacted at the special meeting. Robert's Rules of Order shall govern proceedings.

    6. The by-laws require that the vice-president organize the net on the 147.02 MHz repeater. Since there is no Vice President, there is no person responsible for organizing the NET. Should CIARC consider electing a Vice President or eliminate the requirement for the NET? If the NET is to be eliminated then a constitutional amendment is required.
    7. The by-laws require that the Technical Committee keep inventory and report assets and asset value to the Board of Directors within two weeks following election. Since there is no Technical Committee, this task is not being carried out. Should CIARC consider appointing a Technical Committee or a constitutional amendment to remove this requirement?
    8. The by-laws indicate that an audit committee is to be appointed to audio the books each December. Should CIARC consider appointing an Audit Committee to fulfill this constitutional requirement?

    The constitution and by-laws are available on the web pages at Constitution and Bylaws. The constitution describes a specific procedure to be followed in carrying out the amendment process. The amendment must be proposed, in writing, and presented at a monthly meeting. The amendment cannot be voted on until the next monthly meeting at the earliest. Amendments to the constitution or by-laws require a two-thirds approval by a quorum consisting of 10% of the membership.

Floor Items
  1. Ray Montagne (W7CIA) requested authorization to sign frequency coordination applications since there is no person currently serving in the office of the president. The membership moved, seconded and approved a motion whereby Ray Montagne will act in the capacity of president until the upcoming election of new CIARC officers.