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BY LAWS OF
QUEEN WILHELMINA HAMFEST ASSOCIATION
ARTICLE I: NAME AND ADDRESS
The name of this association shall be:
QUEEN WILHELMINA HAMFEST
ASSOCIATION.
The acronym will be QWHA.
The address of this association shall be that of the incumbent Chairperson.
ARTICLE II: OBJECTIVIES
The objectives of this association shall be:
(1) To promote and sponsor one (1) Hamfest each year at
Queen Wilhelmina
State Park
, (hereinafter referred to as QWSP)
(2) To promote the hobby of amateur radio and further the scientific and
educational aspects of amateur radio.
(3) To insure smooth continuity between participants and QWSP rules,
regulations, and facilities.
(4) Operate as a non-profit organization.
ARTICLE III: MEMBERSHIP
Membership is open to the public. At this time dues will be assessed at $2.00
per family. Payment of dues allows for voting privileges and mail out of next
year’s Hamfest flyer.
ARTICLE IV: BOARD OF DIRECTORS
Section 1
. Selection
Board of Directors’ vacancies shall be appointed by the initial Directors at a
general meeting. A two-thirds (2/3) vote of a quorum of the active Directors in
attendance is required.
Section 2 .
Quorum
A quorum in article IV, Section 1, shall constitute 3 members.
Section 3
. Qualifications and Makeup
Directors’ must be licensed amateur radio operators in good standing with the
FCC. The number of Directors is as follows: two (2) representing Arkansas, one
(1) representing Louisiana, one (1) representing Oklahoma, and one (1)
representing Texas.
Section 4
. Duties of Directors
The Board of Directors’ shall be a governing body to oversee the Hamfest
Committee. This will insure continuity of rules and regulations and provide a
conduit for the resolution of problems and policies that may arise throughout
the year. They may also assist the Committee in planning and performance of the
Hamfest. An Executive Director shall be elected by the Directors’ to oversee the
operations of the Board and preside at Board meetings.
Section 4
. Term of Directors
A Director will remain at his/her position for a normal term of five (5) years.
After his/her tenure he/she will retire and not be eligible to serve as Director
for a length of three (3) years.
Section 5 .
Removal of Directors
In order to increase the control for the Director by the membership of the
association by ordinary resolution, i.e. a simple majority of votes may remove a
Director before the expiration of his/her term of office despite any other
provision in the articles or agreements, This vote may be taken at a general
meeting or specially called meeting when deemed necessary.
ARTICLE V: CHAIRPERSON AND COMMITTEE
Section 1 .
A Quoru m
From Article V continuing through the end of this Document a quorum shall be
defined as Board and Committee members present at the meeting.
Section 2 .
Chairperson Selection and Duties
The Chairperson will be selected from individuals who are currently members of
the “Committee”. The Chairperson will be responsible for managing and personally
overseeing the planning and activities of the Hamfest. The Chairperson will also
be responsible for all correspondence and have the power to sign contracts and
agreements. The term for the Chairperson will be two (2) years at which time
he/she will be replaced but remain on the Committee for one (1) year before
retirement.
Section 3 .
Definition of Committee
The Committee will be comprised of a maximum number of seven (7) individuals. A
committee member will serve at the discretion of the Board of Directors. Any
Director, Committee member or registered member may appoint a registered member
to serve on the Committee. Current Directors and Committee members will take
anyone appointed into consideration and vote on his/her selection. Selection
must be approved by a simple majority vote of the Directors and Committee
members in attendance. Committee members will answer to the Chairperson and
assist him/her in the planning and activities of the Hamfest as directed by the
Chairperson. You must be a licensed amateur radio operator to serve on the
Committee. Wives or husbands of Committee members (non-Hams) may assist in
Committee activities if they please.
ARTICLE VI: TREASURER AND FINANCES
Section 1 .
Treasurer Selection and Duties
The treasurer shall be appointed by the Directors and Committee members. The
Treasurer shall receive and be custodian of all funds of the association and
shall pay all bills upon authorization by the Chairperson. The Treasurer shall
keep an account of all monies received and disbursed and give a report at each
general meeting of the association. If at all possible the Treasurer will be
someone residing in Arkansas.
ARTICLE VII: DIVIDENDS
Proceeds collected for the previous year’s Hamfest will be used to finance the
next year’s Hamfest. No money will be borrowed or speculated for the purpose of
financing a Hamfest. It is also clear the Directors or Committee members will
receive no personal revenue from the Hamfest.
ARTICLE VIII: GENERAL MEETINGS
Section 1 .
General Meetings
The general meetings shall be held twice a year. The first meeting will be held
in February and the second meeting will be held in July. The purpose of these
meetings is to make plans and preparations for the upcoming Hamfest. The precise
date will be selected by the Chairperson. These meetings will be held at QWSP.
Section 2 .
Presiding Officer
The Committee Chairperson will preside over the general meeting.
Section 3 .
Attendance
It is the purpose of these meetings to involve all Committee members in
attendance at the general meeting. Attendance to the general meeting is open to
the public but voting rights lay solely to Committee members, Directors and
registered members of the association. Voting will be by a show of hands. There
will be no right to appoint a proxy or agent to attend and vote.
Section 4 .
Roberts Rules of Orde r
Roberts Rules of Order, as amended, shall be used for meeting procedures
ARTICLE IX: EXECUTIVE SESSION
Section 1 .
Attendance and Meeting
At any time deemed necessary a meeting of the Board of Directors may be called
by any Director. Those in attendance will be only Directors and those
individuals who are invited by same, and will meet behind closed doors. The
Executive Director shall preside if in attendance. The proceedings of the
Executive Session may or may not be made public upon completion of the session.
When it is in the best interest of the association, the Committee and members
will be briefed on the minutes of the Executive Session.
ARTICLE X: HAMFEST
Section 1 .
Date
The Hamfest will be held on the weekend following Labor Day each year.
Section 2 .
Location
The location of the Hamfest will be QWSP.
Section 3 .
Activities
Activities and programs of the Hamfest will be the responsibilities of the
Committee and under their direction.
Section 4 .
Amateur Radio Vendor/Dealer
It is the intent of this association to invite one (1) full line radio dealer to
participate in the Hamfest. It is not our purpose to discourage any other radio
dealer to attend on his/her own.
Section 5 .
Flea Market
In strict accordance with QWSP regulations, the sale of items will only be
allowed in areas that are designated by QWSP. Sales in campsites or areas other
than assigned areas are strictly forbidden. A fee to be determined by the
Hamfest Committee will be assessed for usage of flea market spaces.
Section 6 .
Drawings
Donations will be received for the purpose of raising money to finance the
upcoming year’s Hamfest. The number of tickets given for a fixed donation will
be derived by the Committee. For the purpose of clarification:
GRAND PRIZE
– The winning ticket holder does not have to be present to
receive his/her prize.
ALL OTHER PRIZES
– You must be physically present at the drawing site to claim
your prize. If the person is not present, the ticket is placed back among the
others and another is drawn.
You must be a licensed amateur radio operator to be eligible to receive
transmitting prizes.
Section 7 .
Banquet and Bar-B-Q
QWSP will cater the banquet and Bar-B-Q. Tickets for these events will be sold
by and money received by QWSP personnel only. No member of the Committee or
membership will be responsible for the collection of ticket sales for these
events. The menu of these activities will be negotiated by the Committee and
QWSP management. Time of these events will be scheduled by the Committee and
QWSP management.
Section 8.
Unprecedented Circumstances
In the event that the Queen Wilhelmina Hamfest Cannot be held due to circumstances outside the control of the
QWHA committee and Board members, it will be the accepted practice to freeze all funds and freeze all positions.
These Funds and Positions will be carried over to the next year or whenever the Hamfest can be resumed.
ARTICLE XI: RESPONSIBILITIES
It is the responsibility of each Director, Committee member, and participant of
the Hamfest to comply with all QWSP rules and regulations. This document, or any
part of, cannot be enforced if they conflict with QWSP regulations or policy. If
at anytime a participant to the Hamfest is found not in compliance with QWSP
rules or regulations, it will be left to the discretion of QWSP personnel as to
what degree of discipline is required for this infraction. The association will
support any decision that QWSP makes” upon violators.
ARTICLE XII: AMENDMENTS
These Bylaws may be amended by a simple majority vote of the active Directors,
Committee members, and registered members, in attendance at the meetings.
Article XII: Amendment 1
Hold Harmless Vendor Agreement
By entering into agreement and paying vender fees to QWHA to display and sell
wears at the Queen Welhilmina Hamfest to be conducted by the Queen Wilhelmina
Hamfest Association at Queen Wilhelmina State Park, 3877 Hwy 88 West, Mena, AR.
It is hereinafter stated, the Queen Wilhelmina Hamfest Association is to be
absolved of all injuries, fatal or non fatal, and illnesses of every kind, name
or nature, and personal property damage and/or loss or whatever kind or nature
which may be sustained or suffered from any cause whatsoever connected with or
arising out of or by reason of participation in or involvement in/with the Queen
Wilhelmina Hamfest.
By Laws Amended: 02/19/2011