STARC Standing Rules unanamously revised and adopted by STARC Inc. members at the 25 January 2007
meetings, and are listed below.
The St. Albans Amateur Radio Club, Inc. shall maintain a PO Box at the St. Albans, Vermont, Post Office, and
shall use that address for all correspondence and mail reciepts, and as the STARC, Inc official address on the STARC
Website, and in all matters dealing with the State of Vermont, the IRS, and for all contributors.
The Secretary and one other STARC member, chosen by the President, shall each hold a key to the STARC PO
Box. All mail must be picked up by or delivered directly to the Secretary at least once a week.
The Secretary shall receive and document by name in the club (Hamclub)
membership database all membership data, payment amounts, contribution
amounts and dates, and deposit any funds in the STARC bank account. Deposit
receipts should be copied and the original immediately sent to the STARC
Treasurer with the copy placed in the Secretary's club records. All contributions
will be acknowledged by a timely letter of thanks from the Secretary or other
STARC officer.
The Treasurer and the President will have access to the STARC bank account.
The Treasurer will maintain all club financial data in an Excel or other compatible
spreadsheet and will issue payment for normal club expenses or other expenses as
decided by club officers. A copy of the monthly bank statement will be sent to
the Secretary for entry into the club records.
The Secretary shall forward, at least monthly, an up-to-date membership list to
both the Membership Committee chair and the Web Master to aid them in their
responsibilities.
The Secretary shall establish and maintain a calendar to keep track of every date
by which STARC must have completed any contractual obligation (State of
Vermont, IRS, equipment/liability insurance, etc.). The Secretary will review
monthly and remind all officers of each obligation one month before the due date.
Originals of all documents and contracts shall be kept by the Secretary in the club
records, with other officers being entitled to copies as necessary.
The Secretary and Treasurer will post their reports at the monthly meeting
location at least 15 minutes before the meeting start time. This is intended to give
members time to review the content and be ready to discuss and/or vote on their
acceptance without undo delay at the start of the meeting.
There will be no smoking during a club meeting and no alcoholic beverages
should be consumed or present during a club meeting.
Nominations for STARC officers may be made at the November and December
monthly meetings. Nominations may also be made by snail mail to the club
address and by e-mail to the club Secretary but must be received by the day prior
to the December meeting. Nominations will no longer be accepted after the December
meeting nor at the annual (voting) meeting in January.
Nominees must be polled to
insure their acceptance of the nomination in order to appear on the ballot.
Nominee names and absentee ballots will be snail mailed to the membership by January 7th.
Absentee ballots must be in the STARC Secretary's hands by the opening of the January meeting.
Each ballot, absentee or regular, must be placed in the envelope provided and the name
or call sign of the member clearly indicated on the fromt of the envelope. The Secretary
will validate the eligibility of the member and record the member's name on the voting
list.
The eligible ballot will then be removed from the envelop and placed face down in the
ballot box and the envelope discarded. If deemed ineligible the envelope will remain
unopened and filed separately by the Secretary.
Dues paid by new members joining during the year will be prorated to the following January.
Standing Rules, described in a formal manner in "Robert?s Rules of Order", are, for our club
purposes, procedures that we agree to follow that are not in, or perhaps don't belong in our
Constitution or By-laws.
