A 501(c)(3) Non Profit Organization
As amended 02/07/02
1.10 The purpose of the Atlanta Radio Club, Inc. shall be educational and scientific, including the promotion of interest in amateur radio communication and experimentation, the relaying of messages by radio without charge, the furtherance of the public welfare, the advancement of the radio art, and the promotion of such activities as are allied thereto.
1.20 It shall be the policy of the Atlanta Radio Club, Inc. to support and join with other local, national and international Amateur Radio groups, as appropriate, to provide unity of action in supporting all aspects of Amateur Radio.
2.10 The Atlanta Radio Club, Inc. (ARC) or the (Club) shall be chartered under state and federal regulations as a charitable non-profit corporation. To administer the affairs of the Club, the voting members, as herein defined, shall elect a Board of Directors (the Board). The Board shall appoint eligible members of the Club to manage various functions of the Club's business and shall provide oversight of these appointees to ensure compliance with the Charter and By-Laws of the Corporation. Unless otherwise defined herein, only elected Directors (Officers) of the Club shall bear fiduciary liability for any breach of performance.
3.10 Any person interested in Amateur Radio shall be eligible for membership in the Atlanta Radio Club. Privileges shall be accorded to each member as defined by membership category.
3.15 There shall be five paid membership categories: Student Member, Associate Member, Supporting Member, Family Member, and Member. Dues paid in these categories may be used for Club operations in accordance with the budget and these By-Laws and shall be known as Standard Categories.
Student Member is any person who is a full time student at the time of membership application. A Student Member may also be in one of the following membership categories but shall be accorded a reduced membership fee per Section 8.10. Student Members, if a holder of a valid radio amateur license, shall be accorded all rights and privileges, including that of voting.
Associate Member is any person who is unlicensed and is not a Student Member nor Family Member. Associate Members may participate in all Club activities but may not vote.
Supporting Member is any licensed radio amateur living more than 60 miles from the Club's designated meeting place who has made application and paid annual dues equal to two-thirds (2/3) that of a Member, rounded to the nearest dollar. When approved by the membership, the Supporting Member shall receive all Club benefits, including the monthly Club bulletin, membership card, repeater I.D., and autopatch privilege (with a signed Autopatch Agreement).
Family Member is any member of a Club Member's immediate family (spouse or child) for whom annual dues have been paid. Family Members may participate in all Club activities but may not vote.
Member is any person who holds a valid radio amateur license. A Member may participate in all Club activities and may vote in all matters brought before the Club, provided such Member is current with all dues and assessments.
3.20 Application for membership may be submitted in writing to any Member of the ARC on a special form provided for that purpose. The ARC Member shall ensure that the data requested on the form is complete and shall collect and submit the application and one year's dues to any Director. Every Director shall ensure that such applications received are presented at the next regular or special meeting of the Board.
(1) If the new applicant is present, the current Member may introduce and recommend the applicant during the appropriate time at a regular Club meeting. The voting Members present may vote to accept the new Member during the meeting.
(2) If the new applicant is not present, the Board shall cause the name(s) of proposed member(s) to be published in the next issue of the Club Bulletin. Each issue of the Club Bulletin shall include a membership application which may be used by applicants to forward applications directly to the ARC. The Board (or through any sub-committee or appointee), shall present all applications and applicants (if present), at the next regular meeting of the ARC. A majority of the voting Members present shall constitute acceptance of the applicant.
(3) A rejected applicant shall have any and all dues/fees returned and shall be eligible for reconsideration at ninety day intervals.
3.25 There shall be three additional paid membership categories: Life Member, Benefactor Member, and Corporate Member. Dues paid in these categories may not be used for Club operations but must be placed in a separate insured account and shall be known as Premier Categories. Interest earned on such funds may be used in an emergency, subject to approval of the membership, but otherwise shall accrue.
Life Member is any licensed radio amateur who has maintained at least one year of active membership in the Club, requests the membership category in writing, and submits a one time payment of $450. When approved by the membership, a framed certificate and laminated ID card shall be presented to the Life Member who shall be entitled to all membership benefits.
Benefactor Member is any person who supports the ideals of amateur radio and the philosophy of the Atlanta Radio Club, requests the membership category, and submits a one time payment of $750. When approved by the membership, a framed certificate and laminated ID card shall be presented to the Benefactor Member who shall be entitled to all membership benefits except voting unless the Benefactor Member is a licensed radio amateur.
Corporate Member is any registered corporation that supports the ideals of amateur radio and the philosophy of the Atlanta Radio Club, requests the membership category, and submits a one time payment of $5,000. When approved by the membership, a framed certificate shall be presented to the Corporate Member. Laminated ID cards shall be presented to the corporate officers and updated annually as required. The Corporate Member shall be entitled to all membership benefits except voting unless the corporate officers hold valid radio amateur licenses.
Members in the Premier Categories shall be listed in every publication of the Club bulletin and shall be accorded such recognition as the Club may, from time to time, deem appropriate. Special seating at meetings and events, recognition dinners, listing in all appropriate Club publications, and choice of repeater IDs, among others, are typical methods of recognizing these members.
3.30 There shall be three non-paid membership categories: Gift Member, Honorary Member, and Honorary Life Member.
Gift Member shall be reserved for any person who presents a program at a regularly scheduled meeting. Only one such membership shall be awarded to a person in any calendar year. The recipient, if not an ARC voting member, may participate in all Club activities but may not vote. The Board shall have authority to award this membership.
Honorary Member shall be reserved for those persons whose position and influence have been supportive of the ARC and its goals. Its primary purpose shall be to promote public relations. Authority for its award shall be vested in the Board. Honorary Members may participate in all activities of the Club but may not vote nor independently operate any Club owned radio equipment unless properly licensed.
Honorary Life Member shall be reserved for those whose service to the ARC is exemplary and deserves the gratitude and recognition of the Club. An Honorary Life Member shall receive for his or her lifetime, all the rights and privileges of Club membership. Any Member of the Club may submit a recommendation to the Board for Honorary Life Member. The Board shall review the recommendation and submit same to the Club at its next regular meeting. A two-thirds majority shall be required of all voting Members present to award an Honorary Life Membership.
3.40 Every person approved for membership shall receive, within two weeks of approval, a packet of information from the Club which shall include the following:
Welcome Letter from the President; latest issue of the Club Bulletin; copy of the ARC By-Laws; call Book or List of Club Members; list of Repeaters, locations, frequencies, codes, and operating instructions; and an inventory of Club's Physical Assets. The club's latest financial statement is available upon request.
The Board shall have oversight of all membership applications, shall ensure that they are promptly processed, and new members are provided with adequate information to assimilate into Club activities. The Board may delegate the processing but may not abrogate its responsibility.
3.50 Any member who has not renewed by December 1 shall be dropped from the active membership roll. Any person whose membership has expired under the terms of this section may renew membership by submitting a new application form to any member of the ARC along with the appropriate amount of dues and proof of prior membership. All privileges of membership will be reinstated effective the second regular club meeting following the date of the application. In the event that the application is received at a regular club meeting, that member shall have full privileges reinstated effective the following regular club meeting.
4.10 The Officers of the Club shall be: President, Vice-President, Secretary, and Treasurer. Additionally, by agreement of the elected Club officers, the Publications Manager shall be appointed to the Executive Board. Should an elected officer of the Club commit to serving as Publications Manager, the Club shall elect an at-large Member to serve on the Board. Such election shall occur at the following regular meeting of the Club.
(1) Should the official membership roll of voting Members be less than 100, the offices of Secretary and Treasurer may be combined by agreement of the Nominating Committee and the Board. In such event, the Club shall elect an at-large Member to serve on the Board.
(2) Regardless of the size of the Club membership, or the Officer/Publications Manager duality, the Executive Board shall consist of five Directors to avoid voting deadlocks over any issue.
4.20 All Officers of the Club shall be Members in good standing prior to their election, and for their entire term of office. The President and Vice-President shall be licensed Radio Amateurs at the time of their election and shall remain so for their entire term of office.
4.30 The regular election of officers shall be conducted as follows:
(1) At the July meeting each year, the President shall appoint a Nominating Committee composed of three (3) members of the Club, but not current officers.
(2) The Nominating Committee shall meet and select two (2) or more qualified members, if possible, as nominees for President. In the event that the Committee is unable to identify two or more nominees, it may recommend only one. The proposed nominee(s) shall confer with the Nominating Committee and other members of the Club to establish a slate of officers to run with each nominee. The Nominating Committee shall accept the slate(s) proposed by the nominee(s) and present same as the Committee's report. Only members who are willing to serve shall be nominated. Members of the Nominating Committee shall be ineligible for election.
(3) The Nominating Committee shall make its report to the membership during the August meeting. At the end of their report, the nominating committee shall become the Election Committee, responsible for carrying out the elections of officers.
(4) Voter eligibility shall be determined from a current membership list of Members which shall be provided to the Election Committee by the Board at the August meeting for the purpose of voter registration. Following verification by the ARC Secretary or Treasurer, printed ballots shall be handed to each verified Member. The number of ballots handed to each Member shall be equal to the total number of offices to be filled. Only Members who are present shall be eligible to vote.
(5) Any nominee receiving a majority of the votes shall be declared elected.
(6) A runoff election between two nominees receiving the highest number of votes shall be held in the event that no nominee receives a majority of the votes cast on the first ballot.
(7) Nominees, for a President with slate, shall be taken from the floor if properly presented. In such event, the nominee must be present to accept the nomination, or the presenter must provide written evidence that the nominee will accept the nomination and fulfill the office to the best of his or her ability if elected. Any nomination from the floor must be supported by the advance written endorsement of no less than ten voting Members of the Club.
(8) Upon conclusion of the elections, the Election Committee shall make a declaration report to the Club confirming the new officers. At his or her discretion, the outgoing President may relinquish the chair to the incoming President who will conduct the remainder of any business before the Club and adjourn the meeting.
4.40 With the exception of the office of President, special elections may be held at any meeting to fill vacancies that occur between regular elections. Notice of any special election shall be published in the Club Bulletin immediately preceding the meeting and shall provide adequate time for delivery to the Members. Section 4.30 of these By-Laws shall provide the guidance in filling vacant offices.
4.45 Should the office of President become vacant for any reason, the Vice-President shall immediately and automatically assume the office of President and the office of Vice-President shall be declared vacant, and refilled under the terms of Section 4.40.
4.50 The term of office for all Officers shall be for one (1) year commencing at the adjournment of the August meeting and continuing until adjournment of the August meeting the following year or until their successor has been elected and qualified. Officers elected at special elections shall assume office immediately and their term of office shall end at adjournment of the August meeting next following.
(1) The term of office shall not preclude any officer from running for re-election. However, no officer may serve for more than three terms in succession.
4.60 An office may be declared vacant for any reason by a majority vote of members present at a special meeting. Elected offices that become vacant will be filled under the terms of Section 4.40.
4.70 If any officer's membership shall expire under the terms of Section 3.50 during his term of office, that office shall be deemed vacant and will be filled under the terms of Section 4.40 and 4.45.
4.80 The President and Treasurer of the club shall be at least 21 years of age. If the Vice President or Secretary are minors, the President of the club shall become the legal representative of these offices if need arises. For example if the Secretary is a minor the President shall become the "Acting Secretary" in matters of club business.
5.10 The President shall preside at all meetings of the Club, conduct the same in accordance with the Charter and these By-Laws, and shall decide all questions of order pertaining to such meetings. The President shall sign all official and legal documents related to the business of the Club but may delegate such authority to the Vice President or the Secretary in the event he or she cannot be present.
(1) In no event shall any un-elected person be authorized to sign any agreement, contract, nor any instrument committing the resources of the Club. Any person who does so shall be personally liable for such agreement, contract, or commitment and shall be subject to membership termination.
(2) Additionally, the President shall appoint all committee chairpersons, and shall serve as an ex-officio member of all committees with the same rights and privileges as any member of the committee. The President shall have the authority to create special committees as deemed appropriate to conduct the business of the Club. Such committee appointments and special committees shall automatically expire at the end of the term of the appointing President or as he or she may direct while in office.
(3) At the expiration of his or her term, the President shall transfer all records and property belonging to the Club to the incoming President within seven days.
(4) The President shall recommend appointees for the following management assignments to the Executive Board: Activities Manager, Publications Manager, Hamfest Chairman, Repeater Manager, and Membership Chairman. The Executive Board, through its management oversight, shall review the appointees and may confirm any or all appointments to the President. The President shall issue or cause to be issued, a "Letter of Appointment" to each appointee. Such letter shall describe the term, authority, duties, and responsibilities of each appointee.
The Vice-President shall assume the duties of the President in his or her absence. Additionally, the Vice President shall serve as an ex-officio member of any and all committees under the auspices of the Club, with all rights and privileges accorded to members of the committee. In addition to the President, the Vice President shall be informed of all meetings conducted by any authorized committee, including those organized by the management team. At the expiration of his or her term, all records and property belonging to the Club shall be transferred to the incoming Vice President within seven days.
5.30 The Treasurer shall receive and receipt for all monies paid to the Club; he or she shall keep an accurate account of all monies received and expended, and shall pay no bills without proper authorization by the Board or the Club. The Treasurer shall be authorized to expend up to $200 per exceptional item and up to $500 if agreement with the Board is achieved. Approval of a budget by the Club shall be evidence of authorization for expenditures. The Treasurer shall give a verbal report at each regular meeting of the income and expenses of the Club for the past month, and shall give a written report of the financial status of the Club at the regular meetings in September, January, April, and July . At the expiration of his or her term, all financial records and any property belonging to the Club shall be transferred to the incoming Treasurer within seven days.
5.40 The Secretary shall keep a record of the proceedings of all Club meetings, record all proceedings of the Board meetings, maintain the corporate records and seal, read communications at the meetings, carry on correspondence as directed or required by other Directors, maintain accurate membership records, and ensure notification of every member prior to each meeting. He or she shall assist the President in ensuring that all club mail is picked up and appropriately distributed at least every week. At the expiration of his or her term, the Secretary shall transfer all Club records and property to the incoming Secretary within seven days.
6.10 Each appointee confirmed by the Board , upon receipt of the "Letter of Appointment," shall prepare and submit an annual budget to the President within two weeks of his or her appointment. The President shall confer with each appointee as necessary to ensure a full understanding of the financial requirements. The President shall include these budgets in a consolidated operations budget which shall be presented to the Club for approval.
6.20 The Activities Manager shall be responsible for developing and coordinating events for the Club. Such events shall include, but not be limited to, family outings, other Hamfest schedules and trips, visits to other clubs, contests, field day, transmitter hunts, and such events that provide involvement for the various interests of the Club. The Activities Manager shall coordinate closely with the Board and ensure that a three months rolling schedule is maintained in the Club Bulletin.
6.30 The Hamfest Manager shall be responsible for the overall management of the annual Hamfest and shall serve at the pleasure of the Board. Upon receipt of the "Letter of Appointment," he or she shall prepare and submit the annual budget for the forthcoming Hamfest to the Board within two weeks. When the total operating budget is approved by the Club, the Hamfest Manager may acquire, utilize, or expend such resources as may be required to conduct the Hamfest, consistent with the budget and these By-Laws. Physical assets acquired for conducting the Hamfest shall be transferred to the Vice President for inventory control at the end of each Hamfest.
6.40 The Publications Manager shall be responsible for editing, publishing, and distributing a Club Bulletin on a monthly basis. The Publications Manager may solicit advertising, enlist the support of Club members, and direct the operation within the budget approved by the Club. Upon receipt of the "Letter of Appointment," the Publications Manager shall become a voting member of the Board and shall participate in all functions and decisions of the Board. Should he or she resign or fail to perform, the elected officers shall seek to promptly fill the post to ensure continuation of the Club Bulletin.
6.50 The Repeater Manager shall be responsible for all activities relating to any repeater systems(s) that the Club shall own and/or operate. An inventory of all repeaters and ancillary equipment shall be provided to the Vice President at the regular Club meetings in September, January, April, and July. Such inventory shall include the make, model, serial number, location, and contact person (if required) for each item of equipment identified with each repeater. He or she may obtain whatever resources may be required to properly maintain and operate the repeater(s), consistent with the budget approved by the Club. He or she shall hold a valid Amateur Radio License consistent with the highest operating privileges required to operate the repeater(s).
6.60 The Training Manager shall be responsible for creating and maintaining training classes for the Club. He or she shall recruit instructors, determine the training needs of the Club, publish a three month rolling schedule in the Club Bulletin, and maintain close coordination with the Program Committee for inclusion of specific training sessions during regular meetings (such as packet or satellite among others). While it is preferable that the Training Manager hold an Extra Class license and be a Volunteer Examiner, the President shall seek out a dynamic manager regardless of credentials. The Training Manager may obtain whatever resources may be required for the proper conduct of training consistent with the budget approved by the Club.
7.10 Regular meetings of the ARC shall be held once each calendar month at such place and at such time as the President shall order. For the purpose of conducting any legal business of the Club at a regular meeting, a quorum shall consist of ten percent of the total membership eligible to vote. A regular meeting may be cancelled by the unanimous vote of the Board, but cannot be cancelled if any regular meeting in the past three (3) months has been cancelled and provided a special meeting is called under Section 7.20 of these By-Laws within ten (10) days of the cancelled regular meeting.
7.20 Special meetings may be called by the President upon the written request of any five members of the Club, and for this purpose, the President himself may sign such a request. Notices shall be sent to all members informing them of the special meeting and of the business to be transacted. Such notices shall be mailed by First Class Mail at least ten (10) days prior to the meeting. Only such business as is designated in the notice shall be transacted at the special meeting except where the special meeting is called to take the place of a regular meeting as provided in Section 7.10 of these By-Laws, in which case any business may be transacted. For the purpose of conducting any legal business of the Club, a quorum shall consist of ten percent of the total membership eligible to vote.
7.30 Should any member of the management team fail to perform his or her duties, or miss three consecutive meetings, or a total of five meetings, the President shall recommend replacement to the Board. The Board, at its option, may remove and replace the person at the same meeting.
7.40 Any member of the Club, or members of the Board, may call a Board meeting, provided they agree to be in attendance, giving at least ten days notice. The Board is not required, however, to meet more than once a month. The Board may choose to meet more often at the President’s discretion, but it is not bound by this paragraph to meet more than once per month. Meetings of the Board shall be at such time and location as the President shall designate. Should any Director fail to perform his or her duties, or miss three consecutive meetings, or a total of five meetings, the President shall recommend replacement of that Director to the Club. The Club, at its option, may remove and replace the Director at the same meeting.
8.10 Annual dues for full membership shall be twenty two ($22.00) dollars payable on September 1st of each year. The fiscal year for all accounting for Club finances shall be from September 1st through August 31st of the following year. Annual dues for unlicensed family members shall be two ($2.00) dollars each for the same period as voting Members. Annual dues for an Associate Member shall be one-half that of a voting Member. A new member joining the Club after March 1 shall pay half dues to carry through to the end of that fiscal year. A new member joining after June 30th shall pay full membership dues and shall have that payment cover the next fiscal year. Student memberships shall be eight ($8.00) dollars each for the same period as full members; a student is defined as someone under twenty-five years of age, and a full time student.
(1) While ARC desires that all licensed members become active and full participants as voting Members, any licensees within a voting Member's family may be registered as Family Members without voting privileges upon payment of the Family Member dues.
8.20 The Treasurer shall render a statement annually to each member at least thirty (30) days before dues become payable.
8.30 Annually, during the month of September, the Board shall assimilate, consolidate, and prepare the Club's operating budget which shall be presented to the Club at the first regular meeting in October. When approved by the voting Members, the budget shall be published in the next issue of the Club Bulletin. The Treasurer shall be authorized to expend funds consistent with the approved budget and these By-Laws.
8.40 Upon assuming office, the President shall appoint a three-member committee for the purpose of examining the financial records of the Club. The committee shall consist of one member from the Board, and two members from the general membership (but not the previous President nor Treasurer). The findings of the committee shall be reported to the Board no later than October 15th. The examining committee shall also report its findings to the Club at the regular meeting in November.
(1) The Board shall review the committee's findings and make such recommendation(s) as appropriate at the November meeting. Such recommendation(s) could include a certified audit by a CPA, subject to approval by the Members.
8.60 All funds of the Atlanta Radio Club, Inc. shall be invested in federally insured accounts. The elected Directors shall be responsible for the administration and fiduciary liability related to such funds and shall be the designated Trustees. Consistent with these By-Laws, the Treasurer shall expend only those funds approved through the budgetary process. Any funds sought for any reason outside of this process must be approved at a regular or special called meeting of the Club and duly recorded in the official minutes of the meeting.
8.70 Consistent with the Club's charter as a charitable non-profit corporation, the Treasurer shall issue receipts for all donations of money and equipment and maintain an accurate record of all donations. Such donations shall be deductible for the donor under Section 170(c)(2) of the Internal Revenue Code. The Board shall comply with current regulations of the Internal Revenue Service to ensure that donors receive receipts acceptable to the IRS and the Club maintains its status under Section 501(c)(3) of the Internal Revenue Code.
8.80 In the event of dissolution, the assets of the Club shall be distributed to other radio amateur clubs whose organization and philosophy are similar and meet the requirements of Section 501(c)(3) of the Internal Revenue Code.
9.10 These By-Laws may be adopted or amended by a two-thirds vote of voting Members present at any regular or special meeting if advance copies of the proposed By-Laws or amendments have been sent to all members. Proposals for amendments shall be submitted in writing and shall be read word for word by the Secretary just prior to voting. The requirement for reading proposed By-Laws or amendments may be deleted by a majority vote of the voting Members present, provided a copy of the proposed By-Laws or ammendment(s) has been mailed by first class mail to all voting Members, no later than ten days prior to the meeting.
9.20 Robert's Rules of Order shall govern all proceedings of the Club except in case of conflict with these By-Laws, in which case the By-Laws shall govern.
9.30 The Order of Business at each Club meeting shall be at the discretion of the President. The Order may be rearranged to accommodate guest speakers or program presenters. While the Order of Business shall generally follow Robert's Rules of Order, to include minutes, officer/management reports, committee reports, old business, and new business, the President (or Vice President in his or her absence) may re-arrange the Order for the benefit of the membership. In no event shall this prerogative be used to restrict nor by-pass legitimate business properly brought before the Club.
9.40 These By-Laws, or revisions to same, become effective upon adoption.
10.10 In conformity with Section 5.10, the President shall have the power to appoint such committees as necessary for the welfare of the Club and shall have the power to dissolve such committees at any time. Should the Board create a special committee, the President, as ex-officio, shall have a voice but no vote in this instance unless such committee includes the President. The committee so appointed shall report directly to the Board and only the Board shall have the power to dissolve the committee.
(1) For the purpose of clarification, the President shall appoint, and the Board may confirm, appointments to the Club management team as defined in Section 5.10. Once confirmed, the President may not remove such appointees without the concurrence of the Board. For the purposes of this section, such appointees are not considered to be committees although each appointee may organize such to fulfill his or her management responsibility.
10.20 Upon assuming office, the President shall issue a list of pending committees to be established. Interested members shall have two weeks within which to submit their names to the President for consideration. During this time, the President may call, confer with, and determine the chairperson to be named for each committee.
(1) Chairpersons shall be announced at the regular meeting in September and published in the Club Bulletin in October. Subsequent chairpersons shall be announced at the regular meeting following appointment and published in the next following Club Bulletin.
10.30 The President, at his or her discretion, may consider implementing the following committees, among others, as the membership and needs of the Club dictate:
Program Committee Public Relations Committee Technical Committee
By-Laws Committee Financial Examination Committee Scholarships Committee Nominating Committee
11.10 The Club shall maintain an inventory of all assets. Such inventory shall be published and provided to the membership at the regular meetings in October, February, May, and August. The inventory shall include the make, model, serial number, location, and contact person for each item. Where such information does not exist on an item, an adequate description of the item shall be included to ensure identification and accountability.
11.20 At each annual Hamfest, the Club shall set up table(s) in the Fleamarket to sell surplus equipment acquired or donated, which has been retained by the Club for at least two years. Proceeds from the sale shall be collected by the Treasurer and deposited to the Club's account(s).
11.30 The Trustee of the Club Station License shall be a Member in good standing at the time of appointment and shall remain a Member in good standing while fulfilling such appointment. The Trustee may be invited to Board meetings and is expected to attend Club meetings. The Trustee shall serve at the pleasure of the Board and may be removed and replaced during any regular or special meeting of the Board. The Trustee shall hold a valid Amateur Radio License which shall conform to the operating privileges of each station, with the highest operating privilege determining the license requirement. Appointment as Trustee of the Club Station License conveys no rights to the assets of the Club.
11.40 It shall be the intent and desire of the Club to award up to $3,000 per year in scholarships to deserving students. The recipients shall be full time students in middle or high school at the time of the award. Recommendations for the award(s) shall be made by the Scholarship Committee to the Board. Scholarships shall be considered as off-budget items. Therefore, the Board shall review each scholarship recommendation and present each to the Club for approval. If approved by the Club, the Treasurer shall issue the scholarship award to the Scholarship Committee Chairperson for award to the recipient. Funds that are not awarded during any fiscal year shall not be a contingent liability.