The Tri-State Amateur Radio Association

TARA Constitution and By-Laws

Tri-State Amateur Radio Association, Inc.

Preamble

This document was written in order to accomplish the purposes for which this Association and its predecessors was organized in 1924, incorporated at Huntington WV on July 26, 1956, and exists today, which purposes are: 

  1. To advance the art of amateur radio; 
  2. To provide, in the public interest, reliable communications in time of emergency and other communications of help to civic organizations and the community; 
  3. To promote good fellowship between amateurs and would-be amateurs; and 
  4. To cultivate the good will of the public.

The Tri-State Amateur Radio Association, Inc. hereby adopts the following Constitution and By-Laws.

Article I. Organization of Operations

A. Name: 

The name of this Corporation is and shall be The Tri-State Amateur Radio Association, Inc., hereafter referred to as the “Club.” Its official abbreviation shall be TARA.

B. Office:

The principal office of this Club shall be the location at which regular meetings are held.

C. Objects and Purposes: 

This Club is organized and is to be operated exclusively for the promotion and attainment of those objectives and purposes contained in the Charter and set forth in the above Preamble.

Article II. Membership and Requirements for Membership

A. Full Membership

  1. Applicants for Full Membership must hold a valid amateur radio license.
  2. Full members shall be entitled to all club privileges, including the right to vote on all matters brought before the Club.

B. Associate Membership

  1. Applicants for Associate Membership need only to be interested in amateur radio.
  2. Associate members shall be entitled to all club privileges except that they shall have no privileges as outlined in Article X and will have no vote on matters brought before the Club.

C. Life Membership

  1. Any licensed amateur may be granted Life Membership upon payment of the equivalent of ten (10) years’ membership dues.
  2. Prospective Life Members who are not already Club members will follow the application and voting procedures described in Section E below.
  3. Life members shall be entitled to all Club privileges.
  4. Life members are excused from paying further dues.

D. Honorary Membership

  1. Honorary Membership may be granted to any deserving person at the request of the Executive Committee and approval of the Club.
  2. Honorary members have no voting privileges, but are welcome to participate in Club activities.

E. General

  1. There shall be no restriction as to sex, race, age, religion, or national origin.
  2. Applications for Full and Associate membership may be made to any member of the Club.
  3. Applicants will be required to complete an application form.
  4. All membership applications shall be referred to the Club for consideration, and will be read at a regular meeting and voted on by the members present. An affirmative vote of three-fourths (3/4) of the voting members present is required for membership to be issued.
  5. The Club reserves the right to revoke the membership of any member who deliberately violates FCC rules and regulations, or other respected operating procedures and privileges, or who demonstrates disregard of Paragraph C and D of the Preamble. Revocation must be recommended by the Executive Committee and approved by a majority vote of the voting members present at the next regular business meeting.

Article III. Administration

  1. Officers of the Club shall consist of a President, Vice President, Secretary, Treasurer, and Trustee. The same member may hold the offices of Secretary and Treasurer concurrently. The Trustee may also hold one additional office.
  2. Club officers shall serve a term of one year, with the exception of the Trustee, who will be elected at the last election prior to the expiration of the Club license, and will serve for the duration of said license. 
  3. Nominations of candidates for Club offices will be held at the regular business meeting in October. Additional nominations may be made at the regular business meeting in November, provided that no member may be nominated at the November meeting unless the member is present and agrees to be a candidate and to serve if elected. After nominations at the November meeting have been closed, election of officers will be held at that same meeting. Any candidate who receives a majority vote of the voting members is duly elected. Should there be more than one candidate nominated for any office, the election will be by secret ballot. Should no candidate receive a majority vote on the first ballot, the two candidates receiving the largest number of votes will be cast on a second ballot. The candidate receiving a majority of votes on the second ballot will be the elected officer. In case of a tie on the second ballot, a third ballot will be cast. In case of a tie on the third ballot, the election will be decided by a coin flip. 
  4. Members eligible to vote but unable to attend the November meeting may vote by an absentee ballot. The absentee ballot can be a plain piece of paper marked with the name or names of the candidates for whom the absent Club member wishes to vote. The absentee ballot must be sealed inside an envelope and the signature of the member must be on the envelope. The sealed ballot must be in the hands of the Club President before the November business meeting is called to order. 
  5. Candidates for all elective offices must be members in good standing and each candidate must hold a valid amateur license. 
  6. Elected officers will take office the first day of January. 
  7. Should a Club officer vacancy occur between elections, the President shall appoint a Full member to fill the unexpired term. This appointment will not be subject to the term limits in Article III, Section B. An appointment of a Club Trustee must be in accordance with Article IV, Section E. 
  8. The signatures of two (2) Club officers will be required on all checks and other withdrawals from Club bank accounts.

Article IV. Duties of the Officers

  1. President 

The President shall preside at all meetings of the Club; shall conduct the same according to the rules adopted; enforce due observance of the Constitution and By-Laws; decide all questions of order; sign all official documents; appoint committees; and perform all customary duties pertaining to the office of President.

  1. Vice President 

The Vice President shall assist the President and shall perform such duties as delegated by the President, and shall serve as presiding officer in the absence or inability of the President.

  1. Secretary 

The Secretary shall keep a record of the proceedings of all meetings; have a copy of the Constitution and By-Laws at each meeting; keep a list of the names of those attending each meeting; and see that a sufficient number of members belong to the ARRL as needed to maintain an ARRL charter.

  1. Treasurer 

The Treasurer shall receive and give a receipt for all monies paid to the Club; keep an accurate account of all monies received and disbursed; and pay, only upon authorization of the Club, those bills presented for payment. Annually the Treasurer shall prepare a statement of the financial operations of the Club for the prior calendar year; shall be responsible for the filing of all Federal and State tax returns that may be required; shall maintain a current list of all members, including address, phone number, email information, amateur call, and the expiration date of current amateur license; shall issue membership credentials; and shall keep a record of all dues paid.

  1. Trustee 

The Trustee shall be responsible for the Club’s amateur station license and all Club equipment, shall maintain a written inventory, including location, of all Club equipment; and shall be responsible for the proper operation of all Club radio equipment. The Trustee must hold an Amateur Extra Class Amateur Radio License.

  1. All officers, when vacating their office, shall turn over to the Club all Club property in their possession.

Article V. Impeachment of Officers

  1. Charges may be presented against any officer at a regular business meeting. 
  2. The charged officer may be removed from office by a two-thirds (2/3) vote of those voting members present at the next regular meeting.

Article VI. Dues and Membership Limitations

  1. Dues, as recommended by the Executive Committee, with approval of the membership, are due and payable on the first day of January of each year. Dues shall be prorated quarterly, to the nearest quarter, for new members making their initial payment. 
  2. A member who fails to pay dues by the February meeting of the current year will lose all privileges of the Club. 
  3. If the full year’s dues are paid by December 31 of the current year, full privileges will be reinstated to the member without re-applying. 
  4. If a member fails to pay dues by December 31 of the current year, that member must reapply for membership. Upon re-application and re-acceptance by the Club, the member is exempt from paying the lapsed dues.

Article VII. Committees

  1. The President may, from time to time, appoint committees to assist in the planning and implementation of various projects and to carry out Club business. 
  2. There will be an Executive Committee consisting of the Club officers and the past President. This committee will meet as necessary to make recommendations to the Club on various matters, including dues, and to review progress of the other various committees. The President shall act as Chair and the Secretary shall make a record of the meeting to be read at the following regular business meeting of the Club. This committee will review Club funds and submit to the Club fund-raising projects for consideration. This committee will oversee Club affairs between regular business meetings of the Club and will be empowered to make non-projected or non-routine expenditures, occasioned by unforeseen events, of up to five hundred (500) dollars without prior Club approval. The committee must report any such expenditures to the Club at the next regular business meeting. This Committee will meet during any month in which a Club Treasurer leaves office and is replaced by a new Treasurer. During that meeting, the Committee will review all bank accounts and other funds with both the incoming and outgoing Treasurers to ensure a smooth, business-like transfer of financial responsibility to the incoming Treasurer. 
  3. All committees will be dissolved and new committees appointed at the beginning of each new President’s term in office.

Article VIII. Meetings

  1. Regular business meetings shall be held on the third Tuesday of each month at 7:00 p.m. at the location designated by the President unless announced otherwise. 
  2. Special meetings may be called at the will and pleasure of the President. 
  3. To conduct business at a regular meeting, two or more Club officers must be present. 
  4. All meetings will be conducted in accordance with “Robert’s Rules of Order.” 
  5. The presiding officer shall set the order of business at a regular or special meeting. The following topics should be included in a regular business meeting:
  1. Call to order and opening remarks by the President.
  2. Minutes of the last business meeting and of Executive Committee meetings if applicable.
  3. Treasurer’s report.
  4. Unfinished business
  5. Announcements and correspondence.
  6. New business
  7. Adjournment
  8. Program.

Article IX. Legislation

  1. This Constitution and By-Laws may be amended by a two-thirds (2/3) affirmative vote of members present at a regular business meeting. Any proposed amendment must be presented at a regular business meeting and be voted on at the next regular business meeting.

Article X. Access to and Operation of Club Transmitting Equipment

  1. Only licensed members shall have access to the Club’s transmitting equipment and may operate the equipment only to the extent provided by the member’s license. 
  2. With the exception of emergency communications, all operation of Club equipment shall cease when a Club meeting is called to order, or when such operation interferes with other Club activities. 
  3. Each operator of Club equipment, including the repeater, repeater controller, and phone patch, is responsible for ensuring that the equipment is operated in accordance with FCC Rules and Regulations, current operating procedures and guidelines, and any applicable Club rules and guidelines; and that such equipment is properly set and adjusted before operation so that no damage to such equipment will occur, and so that it will cause no interference to other services. 
  4. Each operator of Club equipment will see that correct logging procedures are followed during operation and that a signed copy of the log remains at the Club station. 
  5. All operation of Club equipment using the call W8VA, such as but not limited to Field Day, Hamfest, emergency communication, or contest operation, shall be under the supervision of the Trustee or the Trustee’s designated representative. 
  6. The Trustee shall have the power to deny use of the Club equipment to any person violating these operating rules, Club Constitution and By-Laws, recognized operating procedures and practices, or FCC Rules and Regulations. 
  7. Emergency communication shall have priority over any other use of Club equipment.

Article XI. Effective Date

This constitution, as approved on the TWENTY FIRST day of JANUARY 1992, amended on the FIFTEENTH day of MAY 2001, and amended on the TWENTIETH day of FEBRUARY 2018, and amended on the SEVENTEENTH day of March 2026 shall invalidate and supersede any prior Constitution and By-Laws of this Club.