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SMARC

Southwest Missouri Amateur Radio Club

Bylaw updates

8 min read

In an effort to help bring our bylaws up to date, these are proposed changes that will be present during the March monthly meeting and voted upon at the April monthly meeting. If you have any questions, please use the “contact us” tab above!

**These revision are not considered final until presented at the March meeting.

Remove Article VI, Section 1, subsection A, number v and vi (reduce other numbers down as needed):

v. Expenditures of $100.00 or less can be approved by a simple majority of a quorum of elected board members.
vi. Expenditures of greater than $100.00 must:
a. New Business involving expenditures greater than $100.00 should be presented in one regularly scheduled meeting and voted upon during a later regularly scheduled meeting.
b. If an expenditure of greater than $100.00 is of an urgent or time sensitive nature, then a vote can be made to temporarily suspend this rule and vote upon new business in the regularly scheduled meeting in which it wa s introduced.
c. In an emergency, a unanimous vote by email of ALL current board members can allow for such an expenditure. 
d. These rules may be subsided by provisions in subsection G of this section. 

Replace with Article VI, Section 3 (renamed from “Fiscal Year” to “Financial Governance”):

A. The clubs fiscal year shall be January 1st thru December 31st of each calendar year while the organization is still established.
B. Expenditures of $200 or less may be approved by a simple majority of a quorum of elected board members from any account, including open revolving credit lines.
i. Expenditures of greater than $200.00 must:
a. be presented in a regularly scheduled meeting
b. and voted upon during the next regularly scheduled meeting by means of a motion, second, and simple majority approval.
c. A delay in vote can only be made by a current board member.
ii. If an expenditure of greater than $200.00 is of an urgent or time sensitive nature, a motion by a member may be made and a vote taken to temporarily suspend this rule and vote upon new expenditure in the regularly scheduled meeting in which it was introduced.
iii. a unanimous vote of ALL current board members can allow for such an expenditure over $200 if it is in the direct best interest of the club. For example, a domain or license expiring before the next regularly scheduled meeting.
iv. These rules may be subsided by provisions in subsection G of section 1 of this article. 
C. The board shall maintain at least one account with a local bank for general club use. Additional accounts may be used at the boards discretion for various uses as long as usage follows the laid out expenditure rules.
D. Credit
i. The board may obtain credit under the name of the club for any use case with a simple majority vote of the current board, without prior approval of the body.
ii. The board may open a line of revolving credit, such as a credit card, without prior approval of the body. However, usage of these available credits shall follow the same expenditure approval requirements as any spending.
iii. Fixed fee, simple interest, or other credit or loan that results in immediate disbursement of additional funds in excess of $200 into the club AND results in a new obligation of payment to a financial institution shall require a body vote following the same guidelines of any expenditure over $200.
iv. Grants, donations, or other disbursements of funding into the club that do not result in a liability to pay back shall be at the boards discretion and may be approved by a simple majority of the board without prior approval of the body.
v. At any give time, no total sum of credit liability shall exceed the available cash funds of the club without a unanimous vote of the board and a three-quarter approving vote of the body and shall only be exceeded due to extreme opportunity of investment and shall strictly be for the direct benefit of the club, not an outside organization, and meet the clubs best interests. In this case, cash shall refer to any available money to the club, across any account, that is not borrowed. A state of emergency shall not overrules this provision.
E. Contracts
i. The board may sign contracts that are in the best interest of the club that result in a monthly liability of less than $100 and a contract period of 12 months or less without prior approval of the body.
ii. Contracts that result in a liability of greater than $100 monthly and/or a contract period greater than 12 months, shall be required to follow normal expenditure procedures.
iii. Contract values are considered liabilities and the total contract value shall be included in the total some of credit liabilities for purposes of approving a new contract.
iv. For current contracts, the total value of what is left on the contract shall be used for total credit liability calculations for any calculation purpose.
v. No contract shall be considered a conflict of interest if the services provided are in the best interest of the organization from total services offered, not just pricing considerations, to be determined by the board unanimously.
F. Financial auditing and management
i. No outside financial auditing, management, bookkeeping or review is required for this organization as it exists as of the last bylaw revision. Future growth may dictate additional resources outside of the organization at a later date, to be determined by the current board members, and then a vote by the body of the organization.
ii. Outside bookkeeping or software (such as quickbooks) may be requested by the board only. Expenditure of license costs for this software or bookkeeping will follow normal approval process.
ii. Any current club member may make a motion to the body during a regularly scheduled meeting to obtain a redacted copy of financial statements if they believe an error has occurred or misuse of funds have been thought to of occurred. If the motion passes, a simple majority vote of the body will be required to pass. If a vote passes, the treasurer shall have 60 days from the approved motion to provide a redacted report to all current club members at the time of finishing the report. This report shall reflect the previous 36 months of club operation across all accounts.
a. For security purposes, no club member shall have the right to obtain reports directly from financial institutions.
b. If, for any reason, a club member feels that this report does not fully answer their questions or has been maliciously altered, they may make a motion at a regularly scheduled meeting to form an unbiased investigate committee. If the motion passes, a simple majority vote of the body will be required to pass and create the committee.
c. An investigative committee shall consist of any 3 organization members who have been a member for at least 1 calendar year, but shall not consist of any member who is:
1) A current board member,
2) served as a board member in the last 36 months,
3) is the member making the motion or requesting for an investigative committee to be formed,
4) or is a direct relative of any of the above.
d. The board shall comply with any reasonable request from the investigative committee for organization documentation related to financial records with the understanding that documents prior to 2018 may be difficult or impossible to obtain at no fault of the current board.
e. The organization shall not be responsible to pay for any outside auditing based on these requests.
f. The investigative committee shall be required to provide their results withing 90 days of the committee formation. After 90 days, or at the time of providing their results, the committee with automatically dissolved.
g. If the committee finds proof beyond a reasonable doubt that a board member has maliciously acted against their office with financials, normal board member removal processes may be used. If the committee does not find proof beyond a reasonable doubt, the matter shall be considered closed.
G. Financial responsibility
i. The board as a whole shall share equal financial responsibility to any and all debts of the organization.
ii. No non-board member shall have responsibility to any debts of the organization.

Removal of Article XIII as it serve to constructive purpose:

Sample reporting agendas and suggested topics of discussion that follow are guidelines for how to conduct a meeting. They do not constitute the only way, but they will help keep the meeting focused and ensure information is not missed.

Section 1: This Article includes:
A. Regularly scheduled meeting Agenda Sample
B. Board Meeting Agenda Sample
C. President’s Report
D. Vice President’s Report
E. Secretary’s Report
F. Treasurer’s Report
G. Directors at Large Report
H. Trustee’s Report
I. Contact Log Controller’s Report
J. Web Master’s Report

K. VE Report
Section 2: Sample Agendas
A. Regularly scheduled meeting Agenda Sample
i. Call to Order
ii. Reports
a. President’s opening comments and report
b. Vice President’s Report
c. Secretary’s Report – must include approval of last meeting’s minutes
d. Treasurer’s Report – must include a breakdown and approval of all financial transactions since the last report.
e. Directors at large report
f. Trustee’s report
g. Contact log controller’s report
h. Web master’s report
i. Net controller’s report
j. VE Report
k. Any Ad Hoc committee’s report
iii. Old Business – this is stuff that was discussed at a previous meeting and where voting or tabling takes place.
iv. New Business – this is where new ideas and proposals are made to vote on at a future meeting.
v. Final Comments
vi. Motion to adjourn business meeting
vii. Supper
viii. Program / activity portion of the meeting
B. Board Meeting Agenda Sample.
i. Call to order for closed portion of meeting
a. New member application discussion
b. New member vote
c. Address any other closed issues
ii. Adjourn closed meeting
iii. Call to order for open meeting
iv. Reports from all board members present
v. Old business
vi. New business
vii. Planning and strategizing session
viii. To advance organization business
ix. To discuss threats or concerns
x. To brainstorm for organization programs and activities
xi. Motion to adjourn
C. President’s Report
i. Welcoming of all attendees
ii. Opening comments
iii. News of relevance to the organization
iv. Give a brief synopsis of board meeting(s) held since last regularly scheduled meeting
D. Vice President’s Report
i. Announces and Introduces any new members
ii. Reports on Friday night net traffic and Ccverage issues
iii. Covers for the president in his/her absence
E. Secretary’s Report
i. Submits last meeting’s minutes for approval
F. Treasurer’s Report
i. Gives a financial status of the organization by enumerating all transactions that have taken place since the last report.
G. Directors at Large Report
i. Report on events that are planned (including Field Day)
H. Trustee’s Report
i. Reports problems, remedies and suggests maintenance plan
I. Contact Log Controller’s Report
i. Reports milestones and achievements
ii. Reports progress towards same
J. Web Master’s Report
i. Reports changes of interest to the websiteK. 
VE Report
i. Reports number of candidates tested
ii. Reports number passed and class of licenses
iii. Introduces those successes at the meeting