Club Bylaws
BYLAWS OF OREGONROCKETRY A NOT-FOR-PROFIT CORPORATION
REVISION HISTORY
- January 2022 per election results
Article VI; changed director positions to seven, from six
Article VII; Added Equipment Manager position, revised Promotions Director position.
- January 2021 per election results
Article X; added provision for online voting
- January 2013 per election results
Article V; changed to eliminate monthly meeting requirement of the board of directors
Article V; added delay provision in cases where the meeting venue is unavailable
Article V: expands the member notice and board voting procedures to include e-mail
Article VII; changed so that the President is not required to be physically present at every meeting
Article X; eliminates the requirement that the ballots be opened at the annual meeting
Article XI: changed to allow NAR or TRA sanction of any launch at the board’s discretion
Articles I, II, V, VII, X & XI; miscellaneous grammatical changes
- January 2010 per election results
Article VI; changed director positions to six, from five
Article VII; added Promotions Director position
Article XI; added sanction primary insurance coverage
ARTICLE I: ORGANIZATION
The name of the organization shall be OregonRocketry.
ARTICLE II: PURPOSES
The purpose of OregonRocketry is to promote the advancement of model, sport and amateur rocketry; to provide educational services relating to rocketry and aerospace sciences; and to provide a forum for the exchange of information among members, rocketry enthusiasts, and the general public.
ARTICLE III: MEMBERS
The Corporation shall have members. Membership shall be open to the public. Initial membership classes shall be as follows:
1) Individual memberships. Individual members shall have one vote and all range fees waived.
2) Family memberships. A family is defined as one adult, or two cohabiting adults, and dependent children. For voting purposes, a family membership shall constitute one vote. Range fees are waived for all family members.
The Board of Directors shall have the authority to modify the membership classes.
ARTICLE IV: DUES
Dues shall be annual, based on the calendar year. The Board of Directors shall determine the dues for all membership classes.
ARTICLE V: MEETINGS
Regular meetings of Oregon Rocketry will be on the first Thursday of every month, except if such day is a legal holiday, then and in that event, the Board of Directors shall fix the day but it shall not be more than two weeks from the date stated above in this section. If these conditions cannot be met the meeting shall be cancelled. The regular meetings are open to the public.
The annual meeting shall be held on the first Thursday of January, except if such day is a legal holiday, then and in that event, the Board of Directors shall fix the day but it shall not be more than two weeks from the date stated above. If circumstances such as weather or venue unavailability prevent meeting these conditions, the annual meeting shall be held on the first Thursday of the next regularly scheduled meeting.
Whenever possible the business of the corporation shall be done at regularly scheduled meetings. Meetings of the Board of Directors shall be held as required and the results thereof shall be announced at the next available club meeting and printed in the minutes thereto. The Board of Directors may call for special meetings, if needed.
The Board of Directors may approve issues via email when necessary outside of normal club business meetings. The club members email list shall be used for such approvals so that all members can see the results of such actions.
Notice of the annual meeting and of any special meetings shall be provided to any person entitled to vote by mail or e-mail at least 10 business days prior to such meeting, unless such notice is waived by the person entitled thereto.
ARTICLE VI: BOARD OF DIRECTORS
The business of this organization shall be managed by a Board of Directors consisting of seven members, who are also the officers of this organization. At least one of the directors elected shall be a resident of the State of Oregon and a citizen of the United States.
The directors/officers to be chosen for the ensuing year shall be chosen at the annual meeting of this organization and they shall serve for a term of one year.
The Board of Directors shall have the control and management of the affairs and business of this organization. Such Board of Directors shall only act in the name of the organization when it shall be regularly convened by its chairman after due notice to all the directors and members of such meeting.
A majority of the members of the Board of Directors shall constitute a quorum.
Each director shall have one vote and such voting may not be done by proxy.
The Board of Directors may make such rules and regulations covering its meetings as it may in its discretion determine necessary.
Vacancies in the Board of Directors shall be filled by a vote of the majority of the remaining members of the Board of Directors for the balance of the year.
The President of the organization by virtue of his office shall be Chairman of the Board of Directors.
A director/officer may be removed when sufficient cause exists for such removal. A recall referendum shall be called by a vote of two-thirds of the Board of Directors, or a petition submitted by no less than one-third of the total membership. A vote of two-thirds of the membership will be required for recall.
ARTICLE VII: OFFICERS
The officers of the organization shall be as follows:
President: The President shall preside at all meetings. In the event that the President is not able to attend a meeting, a member of the Oregonrocketry BOD designated by the President shall preside. The President shall by virtue of office be Chairman of the Board of Directors. The President shall present, either in writing or in person, an annual report of the work of the organization to the attendees of the annual meeting. The President shall see all books, reports and certificates required by law are properly kept or filed. The President shall be one of the officers who may sign the checks or drafts of the organization. The President shall have such powers as may be reasonably construed as belonging to the chief executive of any organization.
Secretary: The Secretary shall keep the minutes and records of the organization in appropriate books. It shall be the duty of the Secretary to file any certificate required by any statute, federal or state. The Secretary shall give and serve all notices to members of this organization. The Secretary shall be the official custodian of the records of this organization. The Secretary shall be one of the officers who may sign the checks and drafts of the organization. The Secretary shall submit to the Board of Directors any communications which shall be addressed to the Secretary of the organization. The Secretary shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary.
Treasurer: The Treasurer shall have the care and custody of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization. The Treasurer shall cause to be deposited in a regular bank, credit union or trust company all funds of the organization except those needed for small cash transactions or that the Board of Directors may cause to be invested in such investments as shall be legal for a non-profit corporation in this state. The Treasurer must be one of two officers who shall sign checks or drafts of the organization. No special fund may be set aside that shall make it unnecessary for the Treasurer to sign the checks issued upon it. The Treasurer shall render at stated periods as the Board of Directors shall determine a written account of the finances of the organization and such report shall be physically affixed to the minutes of the Board of Directors of such meeting. The Treasurer shall exercise all duties incident to the office of Treasurer.
Launch Director: The Launch Director shall have responsibility for securing all necessary permits, waivers and notifications for Oregonrocketry launches. This shall include FAA waivers/notification and landowner permission. The Launch Director, in cooperation with the Range Safety Officer Coordinator, shall have final say in all launch activities.
Range Safety Officer Coordinator: The Range Safety Officer Coordinator (RSOC) shall be the senior safety officer at all Oregonrocketry activities. The RSOC will be responsible for compliance with regulations and policies of the National Association of Rocketry, Tripoli Rocketry Association and the National Fire Protection Association. The RSOC shall ensure staffing of safety and launch control positions at Oregonrocketry launches and develop a pool of qualified Launch Control Officers and Range Safety Officers for those positions. The RSOC, in cooperation with the Launch Director, shall have final say in all launch activities.
Promotions Director: The Promotions Director shall be responsible for public relations and the promotion of the organization and its activities. The Promotions Director shall execute these responsibilities through the use of student and community outreach activities, the production and distribution of promotional information, press releases, and other efforts as deemed acceptable by the Board of Directors. The Promotions Director shall be responsible for the production and distribution of launch schedules, website maintenance, and creating and maintaining an official organizational presence in social and digital media. The Promotions Director shall exercise all duties incident to the office of the Promotional Director.
Equipment Manager: The Equipment Manager shall have responsibility for the inventory and maintenance of all organizational equipment. The equipment Manager shall maintain a written inventory of club equipment and track the whereabouts of all equipment. The Equipment Manager shall see to it that regular maintenance is scheduled and conducted on club equipment at regular intervals, at a minimum of once annually. The Equipment Manager shall present either in person or in writing, an annual report of the condition of club equipment to the attendees of the annual meeting. The Equipment Manager shall advise the Board of Directors as to when equipment should be replaced and shall oversee the purchase of new club equipment. The Equipment Manager shall be one of the officers who may sign the checks and drafts of the organization. The Equipment Manager shall exercise all duties incident to the office of the Equipment Manager.
ARTICLE VIII: COMPENSATION
The Board of Directors and officers shall serve without compensation.
ARTICLE IX: COMMITTEES
The Board of Directors shall appoint all committees of this organization. The term of office for such committees shall be determined by the Board of Directors.
ARTICLE X: ELECTIONS
Elections for the Board of Directors shall occur by mail. Ballots shall be mailed to the membership no less than 30 days prior to the annual meeting. Ballots must be returned in signed and sealed envelopes to the corporation’s registered agent by U.S. Postal Service, or delivered in person at the annual meeting. Counting of the ballots shall occur at the beginning of the annual meeting.
As an alternative to paper ballots, secure electronic online elections may be used at the discretion of the Board of Directors. Online electronic services or software must be demonstrated to be secure, and to allow members to vote only once for directors or changes to bylaws. At least one week notice must be given that electronic voting will be used, and at least one week allowed for electronic ballots to be submitted. Paper ballots must be available for those without access to online services.
ARTICLE XI: NATIONAL AFFILIATIONS
Oregonrocketry is affiliated with the National Association of Rocketry as Oregonrocketry Enthusiasts Organization (OREO) Section 555 and with Tripoli Rocketry Association as Tripoli Portland 049. The President of OREO and the Prefect of Tripoli Portland are considered permanent advisors to the Board of Directors. Membership in a national organization is not necessary for Oregonrocketry membership. Members of the Board of Directors may also serve as OREO President or Tripoli Portland Prefect. Launch days at any Oregonrocketry launch must be sanctioned by either Tripoli Rocketry Association or the National Association of Rocketry at the discretion of the Board of Directors.
ARTICLE XII: AMENDMENTS
Amendments to these Bylaws may be proposed by a majority of the Board of Directors or by a petition of one-third of the total membership. The date of elections for amendments to these bylaws shall be determined by the Board of Directors. Elections for amendments to these bylaws shall be held in the same manner as elections for the Board of Directors. Amendments shall be approved by an affirmative vote of not less than two-thirds of the current membership of the organization.
Ratified: January 3, 2002
Amended January 2010
Amended January 2013
Amended January 2021
Amended January 2022