Duties of the Officers and Directors of the InterCity Amateur Radio Club, Inc.

The descriptions of the duties listed herein are not binding as a legal document, but are offered as general guidelines to follow.

Although they do represent a number of the actual duties that each position must obey in order to properly fulfill their elected / appointed position, these guidelines in no way are to be taken as the only duties that must be performed by each individual.

Duties of the President

• It will be the duty of the President to preside over all organizational meetings and is granted the right to vote on any action only when there is a tie between the voting members.
• It will be the duty of the President to appoint at least two (2) paid members of IARC, to meet with and audit the Treasurer's books, and to report back to the club, at the September meeting, their findings. This auditing committee will also review at this same time all checks written from the clubs account and sign-off as that they were expenses authorized with the knowledge of the Board of Directors.
• It will be the duty of the President to present to the Board of Directors an annual budget for the upcoming year. This budget will take into consideration all routine expenses as well as expenses from all standing committees.
• It will be the duty of the President to be an active participant on any committee formed for the specific purpose of raising funds for the organization.
• The President shall be responsible for the creation and appointment of any and all standing committees.

Duties of the Vice President

• It will be the duty of the Vice President to preside as President (Pro Tem) over any organizational meeting if the President is unable to attend.
• It will be the duty of the Vice President to succeed the President in the event that the President would be unable to fulfill his/her term.

Duties of the Secretary

• It will be the duty of the Secretary to record the minutes of any organizational meeting. Any pertinent changes to the corporate structure or By-Laws will be entered into the corporate record book by the Secretary.
• It will be the duty of the Secretary to keep and maintain a list of all the duties of the Officers and distribute this list to all of the newly elected Officers when they take office. This list will be part of the Corporate Record book and open for inspection by anyone wishing to see it.
• It will be the duty of the Secretary to be responsible for all written communications on behalf of the organization as directed by the President or Board of Directors.

Duties of the Treasurer

• It will be the duty of the Treasurer to maintain and record all financial records and accounts for the organization, and review these financial records with the Board of Directors on a regular basis.
• When authorized by a vote of the membership or Board of Directors, the Treasurer is authorized to pay any expenses that are not a part of the normal operating budget (ie- telephone bills; web site and domain name fees; insurance; repeater association dues; door prizes and associated food for monthly meetings)
• It will be the duty of the Treasurer to open the financial records for an auditing committee to review at least once per year. This Auditing Committee is charged to review all expenses and income from all of the organizations financial accounts and to give a report of their findings at the September meeting.
• It will be the duty of the Treasurer to file on time and utilizing the appropriate requested forms, all financial reports from any local, state or federal government agency.

Duties of the Board of Directors

• It will be the duty of the Board of Directors to hold an organizational meeting between the Executive Officers and itself at least once each year, or more if necessary.
• It will be the duty of the Board of Directors to review all financial reports of the corporation, with the Treasurer, and to assure compliance with good accounting practices.
• At least one member of the Board will be placed on any and all fund raising events sponsored by, or for the benefit of IARC, Inc.
• It shall be the duty of the Board of Directors to review the appointment of the Corporate Agent; Club License Trustee and the Repeater License Trustees at least once every five (5) years. If a vacancy would exist in any of these three (3) listed posts, or it becomes necessary to create a new position not listed above, it will be the duty of the Board of Directors to fill that post with the best qualified member of the organization. 
  
  • It shall be the duty of the Board of Directors to direct the current Corporate Agent, or newly appointed Agent, to file either Corporate Agent papers or Continuation of Corporation papers with the Secretary of State, of the State of Ohio at least once every five (5) years starting with the first filing date of September, 2003.

Duties of the Corporate Agent

• It shall be the duty of the Corporate Agent to respond to any and all legal correspondence for the corporation. This shall include, but not be limited to any requests from local, state or federal government agencies that may inquire to our organizations financial records. 
  
  • If necessary, and approved by the Board of Directors, the Corporate Agent may retain legal council to help assist with any legal questions and/or legal defenses that pertain to any action against the corporation.
• It shall be the duty of the Corporate Agent to assist the Board of Directors, the Executive Officers or any of the standing committees when ever possible, in the capacity of advisor.
• It shall be the duty of the Corporate Agent, when directed by the Board of Directors, to be responsible for the proper filing of either the Corporate Agent papers or Continuation of Corporation papers with the Secretary of State, of the State of Ohio at least once every five (5) years starting with the first filing date of September, 2003.

Duties of the Repeater License Trustee

• It shall be the duty of the Repeater License Trustee to keep his/her FCC Amateur Radio License up-to-date and in good standing with the FCC at all times while they are the Repeater License Trustee of any IARC owned repeater.
• It shall be the duty of the Repeater License Trustee to post their current FCC Amateur Radio License on the premises where the repeater with their call is located and in a location as required by the FCC Parts 97 Rules and Regulations.
• It shall be the duty of the Repeater License Trustee to report to the Board of Directors, as well as the membership body on a regular basis the operating condition of the repeater which has their call on it. This includes any requests for equipment upgrades, replacement or just general repairs to keep the repeater in good operating condition.

♦ In order to keep a repeater on the air for emergency situations, emergency repairs, due to acts of God (example: tornado, wind, water, ice) can be authorized by the Repeater License Trustee. The expenses incurred are not to exceed more than $500 per incident without the prior approval from a majority vote from the Board of Directors and/or the membership.

• It shall be the duty of the Repeater License Trustee to report to the Board of Directors, as well as the membership body, any notice of violation that the trustee may receive from any local, state or federal agency. This also includes any notice from the ARRL Official Observer Coordinator or any of his/her recognized Observers.

♦ The Repeater License Trustee has the authority in extreme cases to shut the repeater down and keep it off the air until such time as it is deemed acceptable for legal operation by that Trustee.

• It is the responsibility of the Repeater License Trustee to assure that the repeater assigned to them is operating within all FCC Parts 97 Rules and Regulations for the frequencies being operated.
• It shall be the duty of the Repeater License Trustee to assist the Board of Directors, the Executive Officers or any of the standing committees when ever possible, in the capacity of advisor.

Duties of the Club License Trustee

• It shall be the duty of the Club License Trustee to keep his/her FCC Amateur Radio License up-to-date and in good standing with the FCC at all times while they are the Club License Trustee.
• It shall be the duty of the Club License Trustee to keep the Club Station License up-to-date and in good standing with the FCC at all times while they are the Club License Trustee.
• It shall be the duty of the Club License Trustee to assure that the Club Station License is posted where the club station equipment is located and in a location as required by the FCC Parts 97 Rules and Regulations.
• It shall be the duty of the Club License Trustee to report to the Board of Directors, as well as the membership body, any notice of violation that the trustee may receive from any local, state or federal agency. This also includes any notice from the ARRL Official Observer Coordinator or any of his/her recognized Observers.
• It is the responsibility of the Club License Trustee to assure that the club station is operating within all FCC Parts 97 Rules and Regulations for the frequencies being operated.
• It shall be the duty of the Club License Trustee to assist the Board of Directors, the Executive Officers or any of the standing committees when ever possible, in the capacity of advisor.