The President shall provide personal leadership and direction, consistent with the policies and directives established by the Board of Directors. The President shall preside at all national meetings of the Association and of the Board of Directors. The President shall, with the assistance of Office Manager, carry out the mandates and directives of the Board of Directors. The President shall appoint such committees which the President or the Board of Directors shall consider expedient or necessary.
The Secretary shall be responsible for reviewing all actions of the Association to assure compliance with the directives, procedure policies, and its Constitution and Bylaws. The Secretary shall have the continuing responsibility to review outstanding directives and recommendations which require follow-up action by committees, Board members or staff. The results of follow-up actions shall be reported to the Board by e-mail or other appropriate channels.
The Secretary shall inform all Board members by e-mail, in advance of any regularly scheduled or special Board meeting, giving the date, time, place and proposed agenda so that members may have sufficient time to file comment. The Secretary shall submit the proposed agenda to all Board members at least one month in advance of any regularly called Board meeting. The Secretary shall be responsible for the recording of the proceedings of all regular and special meetings of the Board of Directors, and promptly furnish copies of the minutes to all members of the Board. A copy of the minutes of regular meetings shall be provided for publication on the QCWA Members Only section of the QCWA Website.
Following each Annual meeting of the Board, the Secretary shall promptly provide, via e-mail, a copy of the meeting minutes to each Board Member. The minutes are the written record of the meeting. They shall include a record of all members present as well as any invited individuals. The minutes also shall include all adopted and defeated motions; name of the maker of the motion and the results of the motion. The minutes will also include names of all members reporting (officers, committee chairs, etc.); names of all those elected or appointed, and the number of votes on each side in a ballot or counted vote. The Annual meeting minutes shall also include the written record of all Special meetings and all e-mail motions that the Board made since the previous annual Board of Director.s meeting.
As soon as the Nomination Committee Chair is appointed, the Secretary shall provide a copy of the Election Guidelines and a copy of the QCWA Constitution and Bylaws. As soon as the results of elections are announced, the Secretary shall provide each new Board-member-elect with a copy of the minutes of the Board meetings for the past year, a copy of the latest financial report and a copy of the Director Policy Manual.
The Secretary shall be responsible for maintaining the official version of the Director Policy Manual and provide up-dated material to all members of the Board. The Administration & Finance Committee shall work closely with the Secretary to assure that any changes in the Bylaws and Constitution are appropriately reflected in the Director Policy Manual.
The Treasurer, using financial data provided by an accounting program, shall prepare a proposed operating budget for approval by the Board of Directors at the Annual Meeting of the Board.
The Treasurer shall provide the Board with quarterly income statements. In addition, a year end income statement and balance sheet will be provided to the board at least 30 days prior to the annual meeting of the board. Upon approval of the Board an Income Statement and Balance Sheet will be posted to the Members Only section of the QCWA Website for the information of the membership.
Tasks shall include, but not limited to: monthly review of accounts; yearly preparation of Federal Form 990 information return and the NYS CHAR 500 annual report; preparation and filing of W-2 for employees and 1099 forms for non-employee compensation; preparation of year-end income statement and balance sheet; assist the Office Manager in procedures/processes necessary in maintaining the QCWA financial records to meet generally accepted accounting principles. Copies of all reports and submissions shall be provided to the Secretary and Board of Directors in a timely manner. The Board of Directors will determine policy regarding QCWA investments or changes in investments.
Directors shall be required to attend each Annual meeting of the Board of Directors and such other meetings as required by the President as set forth in the Bylaws, Article III, sections 2 & 3. Further, all Directors shall be required to communicate with and respond to all electronic mail regarding the conduct of QCWA business as set forth in the Director Policy Manual.
Failure to comply with the above requirements shall constitute a "refusal to act" as set forth in the Bylaws, Article III, Section 6. Exceptions to this requirement for "refusal to act" include, among other things, personal illness or injury, death in the immediate family or a bona fide scheduling conflict. Such excuses by any Board Member first shall require the approval of the President to be considered valid.
Each director shall endeavor to attend, as much as possible, QCWA chapter meetings and other activities in their general area. The director shall keep themselves informed as to the needs and desires of the members of the organization in order that they may faithfully and intelligently represent the true interests of the membership. When a director is appointed to a committee by the president, said director is expected to contribute to the committees. function. This means answering questions, providing input, answering e-mails, and in general, following the Board and the committee chair.s directives.
QCWA holds elections every three years. No officer shall attempt to influence these elections by dissemination of information on Association letterhead. QCWA stationery shall be used only for transacting official business and for advising members of official board directives. Directors shall promote membership and interest in the national organization and promote the welfare of existing chapters and the establishment of new chapters. Directors shall answer all correspondence promptly and courteously and shall keep appropriate QCWA officers informed of membership sentiment and areas of potential problems.
The Editor is responsible for receiving copy from the various contributors, and originates assembly and preparation of digital files. As part of The Journal preparation, the Editor will coordinate with the Chair of the Publications and Publicity Committee, and others as appropriate, to provide a digital version for publication on a monthly basis. QuarkExpress will be used to generate an editable form Adobe Acrobat document which will become the digital edition, with all required pages to include color for graphics and photographs.
The QCWA Net Manager shall be responsible for the orderly operations of the QCWA SSB and CW International Nets and shall report to the Chair of the Chapter & Member Relations Standing Committee. The Net Manager shall prepare a Net Control Roster for each calendar quarter, listing the net information and any special aspects expected to be included as net operations. Procedures for conducting the QCWA International Nets are published on the 'Info Center/Nets Procedures' section of the QCWA Website
The Activities Manager shall have the responsibility for management of QCWA on-the-air activities. He shall be responsible for administration of the QCWA QSO Party and formulation of the rules and procedures, subject to approval of the Board of Directors. He shall be responsible for the fair and accurate log checking, and shall advise the Committee chair of the scoring results within 30 days. He shall prepare for transmittal to The QCWA Journal Editor a full listing of scores, to be printed in the appropriate edition. The Activities Manager is also responsible for administration of the other QCWA sponsored QCWA International Nets or other QCWA sponsored on the-air activities, with the exception of Special Event operations using the call sign of the QCWA station W2MM.
The Historian shall work with the Board to organize a program for accumulating and preserving Official and donated personal records, histories, biographies, radio equipment and related items. The Historian shall inventory all material and work with the Board to establish a permanent home for all QCWA memorabilia. The Historian should be responsible for providing, on request, a letter showing proof and value of donations.
Provide assistance to the Certificate Custodian in, amongst other requests, to determine the qualifications of those applying for the 50 Year Continuous Award. Verify a candidates 25 year licensing qualification in cases where an applicant encounters a hardship producing satisfactory documentation to join. Conduct historical research that would assist an Administrative project, or further the goals and success of National.
The first is open for anyone to subscribe to. The main duties on this one are monitoring 5 or 6 messages a month that don't pass the built in reflector filter. These are usually someone trying to post a message that isn't subscribed.
The second is the Hotlist reflector which is available to Chapter Officers only. We have the occasional person trying to subscribe that isn't an officer and, like the other reflector, posting a message from an unsubscribed email.
The unauthorized subscribe attempts are discarded. Most of the other postings are approved. They are usually caused by a person being subscribed with firstname.lastname@example.org and their trying to post a message from their real email address, email@example.com.
Is responsible for soliciting scholarship funds and providing thank you letters to all donors, and provides the QCWA Board of Directors an annual report of the performance of annual scholarship donations.
The Audio Coordinator will be responsible for providing a digital recording, posted on the QCWA Website, to visually impaired members. QCWA Officers, Board members and Office Manager will channel all requests for service directly to the Audio Coordinator for appropriate action.
Activities include an Audio Recording Program for the visually impaired. This service provides highlights from The Journal and is free of charge to blind members whose dues are current or prospective members upon request.
All operations of W2MM shall be under the direct control of the Trustee. Any QCWA member in good standing wishing to use W2MM for special events, may contact the Trustee for further information and possible permission.
All operations of W2CVF shall be under the direct control of the Trustee. Any QCWA member in good standing wishing to use W2MM for special events, may contact the Trustee for further information and possible permission.
The Silent Key Administrator will have the resources to locate Silent Keys among our membership. He will report all Silent Keys, along with their date of death, to either the Office Manager or President, who in turn will update the QCWA database.
Responsible for all programming and database tables for www.qcwa.org. This includes all the security measures available to be used in keeping with sound IT processes and procedures.
The distinct areas are:
The Public area on the website contains information for the general public about QCWA and allows access to on-line applications so quailified Hams can join when they qualify.
The Members Only webpage contain:
The Members Only section, contains data specifically for and tailored to each member. Only active members have access to this section.
The Chapter Officer's section of this webpage is, as the name implies, available for our chapter officers and is also tailored to the members's specific chapter.
The Board of Directors section, contains information and tools for the Bod members to succeed in their elected positions.
The administrative database is the basis for everything QCWA does and contains all the programs and MariaDB tables necessary to administer the QCWA Membership DB. The Office Manager, Certificate Custodian, President, Vice President and webmaster full time access to this section. Other members are allowed access as needed to perform whatever tasks they may be assigned.