Operating Policy

W0PHC Operating Policy
Effective Date: February 11, 2025

1. Purpose & Scope

This Operating Policy establishes the standards and procedures for the Pueblo Amateur Radio Club (PARC) to ensure compliance with FCC regulations, the club’s bylaws, and operational best practices. This policy applies to all members, officers, and affiliates of PARC.

2. Governance & Compliance

2.1 Compliance with Laws & Regulations

All operations of W0PHC shall adhere to:

• FCC Part 97 Regulations governing amateur radio operations.

• ARRL Band Plan to ensure proper frequency usage.

• PARC Bylaws, specifically:

  • Article I: Membership (Requirements and categories of membership)

  • Article III: Meetings (Quorum, meeting procedures, and special meeting rules)

  • Article IV: Elected Officers and Duties (Roles and responsibilities)

  • Article V: Nomination, Election, and Installation of Officers (Procedures for elections)

  • Article VI: Appointments and Committees (Structure and authority of committees)

  • Article VII: Dues, Fees, and Fundraising (Financial obligations and approvals)

  • Article IX: Grievances and Amendments (Grievance resolution and bylaws updates)

  • Article X: Special Provisions (Non-discrimination policy update, February 2025)

• 501(c)(3) Nonprofit Regulations to maintain tax-exempt status.

2.2 Data Privacy & Security

• All user/member data shall be secured and only accessible to authorized personnel.

• PARC shall comply with GDPR & CCPA regarding data access, retention, and deletion.

• Personal data will be deleted after retention periods expire unless legally required.

• Data protection requests shall be directed to parliamentarian@w0phc.org, and all requests will be processed within 30 days per GDPR Article 12 and CCPA Section 1798.130.

2.3 Arbitration & Dispute Resolution

• Disputes will be handled through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules.

• Users may opt out of arbitration within 30 days by submitting a written request.

• Small claims court is an option for disputes within its jurisdiction.

• Member-related disputes shall follow Article IX: Amendments and Grievance Procedures of the bylaws.

• The Board shall conduct a formal hearing process when disputes involve disciplinary action.

3. Operating Procedures

3.1 Membership & Conduct

• Membership is governed by Article I of the bylaws.

• All members shall abide by the club’s Code of Conduct and bylaws.

• Membership dues are non-refundable, except as outlined in the Refund Policy.

• Updated Membership Dues (As Approved January 2025, Article VII):

  • Regular Membership: $25

  • Family Membership: $35

  • Associate Membership: $20

  • Senior Membership: $20

  • Senior Family Membership: $27

  • Student Membership: $20

• Any violation of policies may result in disciplinary action or expulsion as determined by the Board.

• Disciplinary hearings shall be conducted per Article IX of the bylaws, with the accused member receiving written notice and an opportunity to present their case.

3.2 Radio Operations & Repeater Use

• All transmissions must comply with FCC regulations & avoid interference.

• Club repeaters may only be used by licensed amateur radio operators.

• Any interference complaints shall be logged and investigated by the Repeater Committee, as outlined in Article VI of the bylaws.

3.3 Meetings & Decision-Making

• Club meetings shall be held monthly as outlined in Article III of the bylaws.

• A quorum of at least six (6) voting members must be present for official voting.

• The Board of Directors shall approve all major financial decisions, per Article VII of the bylaws.

• Special meetings may be called with at least 10 days’ notice, per Article III, Section 3.

• Roberts Rules of Order shall govern all club meetings.

3.4 Elections & Leadership Duties

• Elections shall be conducted annually at the November meeting, per Article V of the bylaws.

• The Nominating Committee, appointed per Article VI, shall present candidates in advance.

• Officers shall assume duties in January following elections.

• The President shall oversee club activities, while the Vice-President shall assist and act in absence.

• The Secretary shall maintain meeting minutes and official records.

• The Treasurer shall oversee financial transactions and maintain club accounts.

4. Financial Management & Refund Policies

4.1 Donations & Membership Fees

• Donations are voluntary and non-refundable unless an error occurred.

• Refunds will be processed within 10 business days if approved.

• The Treasurer shall provide monthly financial reports to the Board.

• No purchases over $100 may be made without Board approval, per Article VII, Section 1.

4.2 Event Cancellations

• Refunds will be granted if an event is canceled before it begins.

• Prorated refunds may be given for interrupted events at the Board’s discretion.

• PARC is not responsible for event cancellations due to force majeure events, including but not limited to natural disasters, pandemics, government restrictions, or other circumstances beyond our control.

• Refund disputes may be escalated to the Board of Directors for final review.

5. DMCA & Intellectual Property

5.1 Copyright Compliance

• All club materials, documents, and media must comply with DMCA copyright laws.

• Copyright infringement claims shall be submitted to parliamentarian@w0phc.org.

• The Board will process DMCA requests within 5 business days, and content requiring removal will be taken down within 48 hours of verification.

6. Accessibility & ADA Compliance

6.1 Website & Events

• The club’s website shall be ADA-compliant (WCAG 2.1 Level AA).

• Any accessibility complaints shall be addressed within 10 business days.

• Club events shall make reasonable accommodations for participants with disabilities.

7. Enforcement & Updates

• This Operating Policy shall be reviewed annually and updated as needed.

• Changes shall be approved by the Board of Directors before implementation.

• Members shall be notified of any policy changes via the club’s website and email.

For questions regarding this policy, contact parliamentarian@w0phc.org.