Constitution & By-Laws
For the Members of the Fort Herkimer Amateur Radio Association, Inc.
Revised May 2008
The Fort Herkimer Amateur Radio
Association, Inc., (FHARA) Herkimer County, New York is:
An American Radio Relay League Affiliated Organization
An ARRL Special Service Association, providing public service above all, with associations with:
Herkimer County Amateur Radio Emergency Service / Radio Amateur Civil Emergency Service (ARES / RACES)
National Weather Service SKYWARN
ARRL National Traffic System Nets (NTS)
THE FORT HERKIMER AMATEUR RADIO ASSOCIATION, Inc.
CONSTITUTION AND BY-LAWS
Wishing to secure for ourselves the pleasures and benefits of the association of persons commonly interested in amateur radio, we constitute ourselves “The Fort Herkimer Amateur Radio Association, Incorporated” (FHARA, Inc.) We enact this Constitution as our governing laws. It shall be our purpose to further the exchange of information and cooperation between members, to promote radio knowledge, and individual operating efficiency, and to so conduct Association programs and activities as to advance the general interest and welfare of the amateur radio in our community. The association shall conduct educational program and activities to advance the general interest and welfare of amateur radio in the community.
*** ELECTED OFFICERS AT TIME OF
Henry “Hank” Crofoot, KB2VLP
John Reed, N2WTF
Ray Thibodeau, KB2WRP
Christopher L. Bouck, KB4CMF
Any interested person shall be eligible for Association membership in one of the following classes:
FULL MEMBERSHIP -- any FCC licensed amateur radio operator. Privileges include; voting, holding office, and use of the repeater autopatch. Family memberships are available to spouses and / or dependent children living at the same address as the primary member. A student member is someone under 25 years of age and attending school full time. Members will be accepted by secret ballot. Two or more no votes shall reject an application. If rejected the applicant may resubmit an application after a 1 year waiting period. All ballots will be kept for 13 months and destroyed if the rejected applicant has not reapplied for membership by then.
ASSOCIATE MEMBER -- any person not holding a valid amateur license. An associate will not be permitted to hold office or vote in the election of officers.
Members of the FHARA, Inc. are strongly urged to join and become active with Herkimer County ARES / RACES and ARES / RACES members are strongly urged to join and become active members of FHARA, Inc. There is a strong working relationship between the two groups and a desire to have each group continue to grow. Dual membership is not mandatory.
Regular meetings shall be held on the second Wednesday of each month, at such place and time, as the President shall order. Special meetings may be called by the President if deemed necessary, or by any two (2) remaining officers. The general membership shall be notified, and only the designated business shall be transacted.
Dues for Membership
Schedule of pro-rated dues schedule for new member yearly dues: Single = $15, Family = $20, Associate $= $10, Student =$10, with a one time fee of $3.00 due with original application for membership. These dues are subject to change after review by the Executive Committee, and submitted to the membership for a majority vote in favor of said changes.
If an application for membership is submitted during the following periods, then the dues would be calculated using the following schedule:
First Quarter (1 September - 31 December) Full rate
Second Quarter (1 January - 31 March) 3/4 rate
Third Quarter (1 April - 30 June) 1/2 rate
Fourth Quarter (1 July -31 August) 1/4 rate
The Treasurer shall forward fifty percent (50%) of FHARA dues to Herkimer County ARES/RACES. These funds will be for the support, improvement, and maintenance of the repeater(s) and equipment, and to help provide emergency and public services to Herkimer County and the surrounding areas.
Failure to pay dues, at or before the October meeting, results in the member’s loss of voting privileges.
Failure to pay dues at or before the November meeting, results in the member being excluded from the membership roster.
officers of this Association shall be:
The term of office shall be one (1) year. Election shall be by a majority vote of the members present at the annual election meeting, held in May. The officers shall be sworn in, and will begin their duties at the June meeting.Vacancies occurring between the regular elections must be filled by special election (s) at the next regular meeting following the withdrawal or resignation.
Oath of Office
All elected officers shall take the following oath when swearing in:
(name) do solemnly swear to uphold the Constitution and By-laws of the Fort
Herkimer Amateur Radio Association, Inc. to perform my duties as _____ (office)
to the highest level, to promote our hobby in the public interest, and to
provide communications in times of need. So help me God.
Vacancies occurring between the regular elections must be filled by special election (s) at the next regular meeting following the withdrawal or resignation, provided a suitable candidate is found.
Duties of the Officers
The President shall preside at all meetings of the Association, and conduct the meeting according to the rules adopted, and "Robert's Rules of Order". He/She shall enforce the observance of this
constitution, decide all questions of order, sign all official documents that are adopted by the Association, and none other. He/She shall perform all customary duties of the office.
The Vice-President shall assume all the duties of the President in his/her absence. Also assist the President in all duties, or fill in for vacancies as requested by the President.
The Secretary shall keep a record of all the proceedings of all meetings, keep a roll of members, and receive applications for membership. He/She shall carry on all correspondence, and read communications at each meeting. It shall be the duty of the Secretary to keep the Constitution and By-laws of the Association and to have same present at every meeting. He/She shall cause all amendments, changes, and additions to be noted thereon and shall permit the By-Laws to be consulted by members on request. The Secretary shall, at the expiration of his/her term of office, turn over all items belonging to the Association to their successor.
The Secretary shall be responsible for contacting the local newspapers and ensuring that there is a public announcement of Association meetings, and any other Association activities or functions.
The Secretary shall be responsible for keeping and maintaining, a perpetual inventory of all contents of the association library.
The Treasurer shall receive all monies paid to the Association. He/She shall keep an accurate accounting of all monies received and expended. He/She shall pay no bills without proper authorization, (unless ordered to do so by the Association or its officer’s constituting a business committee). The Treasurer’s books shall be
available for inspection at each meeting, or by appointment from any member. The Treasurer shall, at the expiration of their term, turn over all items belonging to the Association to their successor.
The Treasurer shall submit a monthly report, in writing, to the Association.
The Treasurer shall submit an annual written report to the Association, at the conclusion of the fiscal year, which is from June 1 to May 31.
Officers may be removed by a two thirds (2/3) vote of the attending membership in good standing. After a one month notice to the membership of the upcoming vote, a secret ballot shall determine the outcome. Any officer of the Association, who shall be absent from three (3) regular meetings, without adequate notice and excuse acceptable to the President, Vice President, or members of the Executive Committee, shall be deemed to have vacated their position.
Any officer, of the Association, who does not follow the guidelines of their elected position and set forth in this constitution, shall be removed from office.
To expel a
member, for other than non-payment of dues, an investigation and recommendation
from the Executive Committee must first be made. In order to expel a member, a
simple majority vote of the membership is necessary at any regular or special
association meeting. This shall be done by secret ballot.
Regular & Special Meetings
constitution provides for regular and special meetings. Five (5) members and one
(1) officer shall constitute a quorum for the transaction of business.
An Executive Committee, consisting of the current and immediate past President, current Vice-President, Treasurer, Secretary, and ARES/RACES Emergency Coordinator shall direct the general operations of the Association and give advice and direction to the President. It shall further be a direct link to the membership, and be the conduit of ideas and comments being brought to the President. Additionally, this committee shall plan and direct the content of the meetings, present a slate of officers to the Association, to be voted on at the May meeting, and propose motions to the Association for a vote. The constitutions shall be reviewed annually by the Executive Committee during March and April. Changes will be presented at the May meeting. Association members may attend any Executive Committee meeting. The Executive meeting will be presided over by the current President, or Vice President.
Meeting Order of Business
1. Call to
2. Pledge of Allegiance, followed by a moment of silence for
3. Roll call (in June, swearing in of new officers)
4. Reading of minutes
5. Treasurers report
7. Committee reports
8. Old business
9. New business
nominations for officers & election of officers
10. Voting on new members application(s)
officials or section official’s comments
12. ARES / RACES & SKYWARN reports to the Association
Association, by a majority vote of those present at any regular Association
meeting, may levy an assessment on the general membership. Such assessments
deemed necessary for conducting the business of the organization, within its
objectives, as set forth in the preamble.
If assessments are not paid within thirty (30) days, then the member may lose their voting privileges.
If assessments are not paid within ninety (90) days, then the member may be dropped from membership in the association.
This Association will provide technical advice to members concerning equipment design and operations. The Association shall monitor local amateur frequencies, checking for clean signals, uniform practice, and absence of spurious radiation from Association member stations. The Association shall also maintain a program to foster and guide public relations concerning all amateur radio operations and installations.
This constitution may be amended at any time. Proposals for amendments shall be
submitted in writing at any regular meeting. The submitted Constitution and
By-Laws changes will be tabled for thirty (30) days and published in the
newsletter. The President shall appoint a three (3) member committee to review
the proposal with its author and report back to the members, at the next regular
meeting, with their findings and recommendations. A vote, on the proposal, will
then be scheduled for the next regular meeting. A majority vote, by the members
present, will be needed to pass or fail the proposed change/s.
Interference Committee shall consist of five (5) members appointed by the
President; representatives of amateurs, broadcast listeners, and the press may
be included. This committee shall direct investigation, invite proper inquiries,
testimony, establish technical facts and testimony within its province and
report their results to the Association.
Amateur of the Year
The Leon J. Coffin Sr. - N2JDB Memorial Award, also known as the "Amateur of the Year" award.
membership shall submit written nominations of who should receive this award. A
committee of the three most recent award honorees will choose from the submitted
nominations. If no nominations are received, then no award will be given that
year. A form for nominations will be made available at all meetings or by mail
The Oris M. Babcock - KC2MV Memorial Scholarship Award
To provide a memorial college scholarship award for a Herkimer County high school senior who will attend either a two (2) or four (4) year school, to obtain a degree in the electronics or related fields. The award shall be in the amount of $50.00, or more.
The Oris M. Babcock - KC2MV Memorial Scholarship Award
The following, is the criteria to apply for this scholarship award:
This scholarship award is open to any high school senior residing in Herkimer County high school. Preference will be given to a licensed, and active, amateur radio operator graduating from a Herkimer County high school. The candidate must have applied to, and or have been accepted to, a two (2) or four (4) year school to obtain a degree in the electronics or related fields.
application, for this scholarship award, shall consist of the following three
1. A cover sheet containing;
A. The applicants full name and address.
B. The applicant's amateur radio call sign, if appropriate.
list of the schools applied to and or accepted to.
2. A two hundred fifty (250) word essay, about the applicant's college major, and what they hope to accomplish within their chosen field.
3. A letter of recommendation, on school letterhead, from the applicant's guidance counselor or instructor (s). Please include the date for graduation ceremonies and contact information.
Missing items will void the application.
must be post marked between November 1 and April 15, prior to their graduation.
Mail applications to:
Amateur Radio Association, Inc.
28 W. State St.
Dolgeville, NY 13329
A committee, made up of the four (4) elected officers of the Fort Herkimer Amateur Radio Association, Inc. and the ARES/RACES Emergency Coordinator, shall make the final selection. The award winner will be announced at the Association meeting held the second Wednesday in May. The Scholarship Award will be presented to the winner at their graduation in June as school procedure allows, or at the Association meeting held the second Wednesday in June. The award shall be in the amount of $50.00, or more.
That from this day forth, the organization’s name shall be changed from the “Fort Herkimer Amateur Radio Club, Inc.,” (FHARC) to the “Fort Herkimer Amateur Radio Association, Inc.,” (FHARA).
Submitted and adopted 22 August 2000