Administration Manual, RAC - Radio Amateurs of Canada

RADIO AMATEURS OF CANADA
INCORPORATED
a not-for-profit membership association,
incorporated without share capital under
the Canada Corporations Act - Part 2.
V3.0 (2005/05/30) Including: Section 12: Revised Aug. 17/04

RAC ADMINISTRATION MANUAL
Core Values of Radio Amateurs of Canada
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RAC ADMINISTRATION MANUAL
Table of Contents
Core Values of Radio Amateurs of Canada............................................................................................................................ 2
Table of Contents.................................................................................................................................................................... 3
Alphabetical Index................................................................................................................................................................... 4
1 Board of Directors................................................................................................................................................................ 9
2 Executive............................................................................................................................................................................ 10
3 Committees........................................................................................................................................................................ 22
4 Assistant Directors............................................................................................................................................................. 26
5 Travel Policy ...................................................................................................................................................................... 27
6 Expenses ........................................................................................................................................................................... 28
7 RAC Administrative Office ................................................................................................................................................. 29
8 Hamfests............................................................................................................................................................................ 33
9 RAC Conventions .............................................................................................................................................................. 34
10 Field Organization............................................................................................................................................................ 37
11 QSL Bureau System ........................................................................................................................................................ 42
12 RAC Official Station Callsign Management ..................................................................................................................... 43
13 Membership List............................................................................................................................................................... 45
14 Internet Web-Site ............................................................................................................................................................. 46
15 Radio Amateur of the Year Award ................................................................................................................................... 47
16 Canadian Amateur Radio Hall of Fame ........................................................................................................................... 48
17 RAC Affiliated Club Program ........................................................................................................................................... 49
18 RAC Foundation .............................................................................................................................................................. 50
19 Audio – Visual Library...................................................................................................................................................... 51
20 Defence of Amateur Radio Fund Trust............................................................................................................................ 52
21 RAC Publications Administration ..................................................................................................................................... 53
22 National Bulletin Service.................................................................................................................................................. 54
23 RAC Contests .................................................................................................................................................................. 55
24 Operating Awards ............................................................................................................................................................ 56
25 E-Mail Deliberation Procedures ....................................................................................................................................... 57
26 Appendix A - The Constitution of Radio Amateurs Of Canada Inc.................................................................................. 58
27 Appendix B - Commitment and Payment Authority ......................................................................................................... 70
28 Appendix C - Expense Claim Form ................................................................................................................................. 71
29 Appendix D - Management Performance Plan ................................................................................................................ 72
30 Appendix E - Committees and Appointments.................................................................................................................. 73
31 Appendix F - Products and Services Price List................................................................................................................ 77
32 Appendix G - Field Organization Appointment Descriptions ........................................................................................... 78
34 Appendix J - Provincial Incoming QSL Bureaus.............................................................................................................. 89
35 Appendix K - Recipients and Sponsors - Radio Amateur Of The Year ........................................................................... 90
36 Appendix L - RAC Awards Sponsorship Agreement ....................................................................................................... 91
37 Appendix M - Constitution - Canadian Amateur Radio Hall Of Fame.............................................................................. 92
38 Appendix N - Recipients and Sponsors - Canadian Amateur Radio Hall of Fame.......................................................... 95
39 Appendix P - RAC Affiliated Club Program Description .................................................................................................. 96
40 Appendix Q - RAC Foundation Program Description ...................................................................................................... 97
41 Appendix R - Defence of Amateur Radio Fund Board of Trustees.................................................................................. 98
42 Appendix S - RAC Publications Agreement..................................................................................................................... 99
43 Appendix T - National Bulletins - Generation and Distribution ...................................................................................... 101
44 Appendix U - RAC Contest Trophy Sponsorship Agreement........................................................................................ 103
45 Appendix V - RAC Contest Rules and Trophy Sponsors .............................................................................................. 104
46 Appendix W - RAC Operating Awards Rules................................................................................................................. 107
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RAC ADMINISTRATION MANUAL
Alphabetical Index
Note: Page Numbers in Alphabetical Index are not accurate
4

A
Ad-Hoc Committees ......................................................16
Adjournment..................................................................54
Administration and Finance Committee ..................16, 67
Advertising and Promotion of RAC Publications...........45
Advisory Committees ....................................................16
Affiliated Club Coordinator ............................................19
Affiliated Club Coordinators ............................................7
Affiliated Club Coordinators' Functions.........................41
Affiliated Club Program .................................................41
Amateur Radio Clubs....................................................19
Amateur Radio in the International Space Station........68
Annual Board of Directors Meeting ...............................57
Annual General Meetings..............................................53
Application To Hold An RAC Regional / National
Convention Or Hamfest.............................................28
Appointment of a Section Manager...............................32
ARRL DXCC Field Representatives (QSL Card
Checkers) ..................................................................68
ARRL WAS/VUCC Field Representatives (QSL Card
Checkers) ..................................................................70
Assistant Director ..........................................................19
Assistant Directors ..........................................................7
Assistant Section Manager ...........................................72
Associate Life Member..................................................52
Associate Member ........................................................52
Audio – Visual Library ...................................................43
Audit. .............................................................................60
Automobile Travel .........................................................20
Awards Manager ...........................................................67
Awards Sponsorship Agreement...................................85
B
Biographical sketches ...................................................24
Board of Directors ...........................................................7
Bulletin Manager ...........................................................78
C
Canadaward................................................................100
Canadian Amateur Radio Advisory Board (CARAB) ....70
Canadian Amateur Radio Hall of Fame ........................40
Canadian Amateur Radio Hall of Fame - Board of
Trustees.....................................................................70
Canadian Standards Association EMC Steering
Committee .................................................................70
CARF Publications Baord of Directors..........................70
Cash Receipts...............................................................22
Central Incoming QSL Bureau ......................................35
Central Incoming QSL Bureau Manager.......................68
Club Presidents’ Council meetings ...............................19
Commitment and Payment Authority ............................63
Committee Guidelines...................................................15
Committee of Tellers.....................................................24
Committees .....................................................................7
Committees and Appointments.....................................66
Constitution - Canadian Amateur Radio Hall Of Fame.87
Constitution of Radio Amateurs Of Canada Inc............51
Contest Advisory Committee ........................................68
Contest Committee .......................................................67
Contest Rules and Trophy Sponsors............................97
Contest Trophy Sponsorship Agreement .....................96
Core Values of Radio Amateurs of Canada ...................2
Corporate Seal..............................................................60
Credit Card Transactions..............................................23
D
Defence of Amateur Radio Fund Board of Trustees ....93
Defence of Amateur Radio Fund Trust.........................44
Directors........................................................................55
Directors and Assistant Directors .................................66
District Emergency Coordinator....................................74
Door Prize Donation in Lieu of Exhibit Fee...................26
Dues..............................................................................52
Duplicate Payments......................................................23
Duties and Liabilities of a Director ..................................7
Duties of First Vice President. ......................................59
Duties of General Manager...........................................61
Duties of President........................................................59
Duties of Secretary. ......................................................59
Duties of Treasurer. ......................................................59
DX Advisory Committee................................................68
E
Election Balloting Procedure.........................................24
Election Committee.......................................................55
Election of Executive. ...................................................58
E-Mail Deliberation Procedures....................................49
E-Mail Deliberations......................................................61
E-Mail Processing.........................................................22
Emergency Coordinator................................................74
Entertainment expense.................................................20
Ex-officio Non-voting Member ......................................15
Expense Claim Form ....................................................64
Expenses ......................................................................21
Expiration of Membership .............................................52
Expired Membership Renewal Policy ...........................23
F
Family Memberships.....................................................24
Field Organization.........................................................30
Field Organization Appointment Descriptions ..............72
Field Organization Leadership Appointments...............31
First Vice President.........................................................9
Fiscal Year....................................................................60
Five Band Canadaward ..............................................100
Full Life Member ...........................................................52
Full Member..................................................................52
G
General Manager..........................................................14

RAC ADMINISTRATION MANUAL
H
Hamfests .......................................................................26
Headquarters Station VA3RAC.....................................36
HF Band Planning Committee.......................................67
High Frequency (HF) Band Planning Committee..........17
Home Page ...................................................................38
Honourary Counsel .......................................................14
I
International Amateur Radio Union (IARU) Liaison ......70
Internet Web-Site ..........................................................38
J
Joint Committees ..........................................................15
Joint External Committees and Appointments..............68
L
Late Claims ...................................................................21
Legal Counsel ...............................................................60
M
Mail Distribution.............................................................22
Mailing Process for The Canadian Amateur .................23
Management Performance Plan ...................................65
Meetings Of Members...................................................53
Membership...................................................................52
Membership List............................................................37
Membership Processing................................................22
Microwave Band Planning Committee ....................18, 68
N
National ARDF Coordinator ..........................................68
National Bulletin Service ...............................................46
National Bulletin Service Editor.....................................68
National Bulletins - Generation and Distribution ...........95
National Executive ....................................................8, 67
Net Manager..................................................................78
New Publication Launch Procedure..............................45
Nomination Committee..................................................58
Notice of Meetings or Mail Vote. ...................................53
O
Objectives of the Organization......................................51
Offensive or Irrational Communications........................22
Office Hours ..................................................................22
Officers............................................................................8
Official Bulletin Station ..................................................79
Official Callsign Station Activity Monitoring...................36
Official Emergency Station............................................76
Official Observer ...........................................................81
Official Observer Coordinator........................................81
Official Relay Station.....................................................80
Operating Awards .........................................................48
Outgoing QSL Bureau Manager....................................68
Overpayments...............................................................23
P
Payment Authority.........................................................63
Powers of the Board. ....................................................57
Premises and Personnel Security.................................22
President.........................................................................8
Products and Services Price List..................................71
Provincial Capitals Award ...........................................102
Provincial Incoming QSL Bureaus..........................35, 83
Q
QSL Bureau System .....................................................35
Qualification of Directors...............................................55
Quorum.........................................................................54
R
RAC Administrative Office ............................................22
RAC Affiliated Club President’s Workbook...................41
RAC Affiliated Club Program Description .....................91
RAC Canada Day Contest............................................47
RAC Contact Confirmation (QSL) Cards ......................36
RAC Contest Category Sponsors.................................99
RAC Contests ...............................................................47
RAC Conventions .........................................................27
RAC Exhibit Booth ........................................................26
RAC Foundation ...........................................................42
RAC Foundation Procedures........................................23
RAC Foundation Program Description .........................92
RAC Government Affairs Policy....................................10
RAC Official Station Callsign Management..................42
RAC Operating Awards Rules ....................................100
RAC Outgoing QSL Bureau User Notification Form.....82
RAC Publication Administration....................................45
RAC Publications Agreement .......................................94
RAC Sections................................................................30
RAC Winter Contest......................................................47
Radio Advisory Board of Canada (RABC) Liaison .......70
Radio Amateur Of The Year .........................................84
Radio Amateur of the Year Award................................39
Recipients and Sponsors - Canadian Amateur Radio
Hall of Fame..............................................................90
Refunds.........................................................................23
Regions.........................................................................52
Remuneration. ..............................................................21
Renewal Notices...........................................................23
Replacement ballots .....................................................24
Robert's Rules of Order ................................................49
Roles And Responsibilities of National Executive ..........8
Royalties to Publication Authors...................................45
Rules of Order...............................................................54
S
Schedule For Section Manager Elections ....................32
Seaway Award............................................................102
Secretary.......................................................................13
Section Emergency Coordinator...................................73
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RAC ADMINISTRATION MANUAL
Section Manager ...........................................................72
Section Manager Election .............................................32
Section Traffic Manager................................................77
Special Board Meeting..................................................57
Special Committees ......................................................15
Special General Meetings.............................................53
Spouse Expenses .........................................................20
Standing Committees....................................................16
T
Table of Contents............................................................3
Term of Executive Office...............................................58
Trans Canada Award ..................................................102
Travel Constraints .........................................................15
Travel Policy..................................................................20
Traveling by Air. ............................................................20
Treasurer.......................................................................13
U
Underpayments.............................................................23
Use of the RAC Suffix Callsign .....................................36
V
VHF/UHF Band Planning Committee......................17, 68
Vice President Field Services .......................................12
Vice President Government Affairs...............................10
Vice President Industrial Liaison...................................11
Vice President International Affairs.................................9
Vice President Regulatory Affairs .................................12
Voting by Mail................................................................53
W
Web Site........................................................................38
Web Site Volunteer Staff...............................................68
Withdrawal from Membership .......................................52
Worked All Continents (WAC......................................104
Worked All RAC Award (WARAC) ..............................103
World Radio Conference Canadian Preparatory
Committees................................................................70
Write-offs of Bad Debts or Assets...................................8
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RAC ADMINISTRATION MANUAL
1 Board of Directors
1.1 The business and affairs of the corporation are managed by a Board of Directors, which establishes policy on a
national level.
1.2 Directors of RAC may not serve in an Executive capacity or an appointed or elected operational role. Directors
will, however, in the normal course of their duties, serve as members of any operational standing, advisory or adhoc
committees sanctioned by the Constitution and By-laws.
1.3 The day to day operation of RAC is the responsibility of the Executive supported by staff and volunteers. It is
therefore highly recommended that each Director, wherever practical, serve on at least two committees.
1.4 Directors have certain duties to the corporation and its members; the Directors are therefore subject to certain
liabilities. Persons accepting the powers and responsibilities of a directorship must also accept the liabilities arising
out of abuse of those powers and the likelihood of litigation. The duties and liabilities of a director are often likened
to those of a trustee or agent.
1.5 Every Director of the corporation shall act honestly and in good faith with a view to the best interests of the
corporation, and exercise the care, diligence and skill that a reasonably prudent person would exercise in
comparable circumstances.
1.6 Directors should have sufficient information to enable them to make knowledgeable decisions on matters
coming before the Board. They should be familiar with all aspects of the business and affairs of the corporation.
1.7 To improve communication with the membership at large, the Director shall select and appoint as many
Assistant Directors as required to function as Affiliated Club Coordinators for the Amateur Radio clubs throughout
the region. The choice of how to divide the region and how to assign territory/club responsibility to each Assistant
Director is solely that of the Director.
1.8 The Director is encouraged to compile a mailing list of Amateur Radio club presidents throughout his region, to
make periodic mailings or e-mailings, and to host periodic Club Presidents' Council meetings, at which the
Assistant Directors, functioning as RAC Affiliated Club Coordinators, would also be present. Participating club
presidents should not be limited to RAC affiliated clubs.
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RAC ADMINISTRATION MANUAL
2 Executive
2.1 The Executive consists of the Officers and such other persons as may be appointed by the Board of Directors,
from time to time.
2.2 The Executive is responsible for:
1. conducting the business and affairs of the corporation in the interim between meetings of the Board.
2. delegating, as directed by the Board, the implementation of policy and/or specific action to the Field
Organization. (refer also to Section 10)
3. providing assistance to the staff and legal counsel, in connection with Board recommendations for
petitions to Industry Canada and other governmental agencies.
4. evaluating, for the Board, regulatory changes proposed by governmental agencies at all levels.
2.3 Every Officer of the corporation shall act honestly and in good faith with a view to the best interests of the
corporation, and exercise the care, diligence and skill that a reasonably prudent person would exercise in
comparable circumstances.
2.4 The Executive shall not implement decisions that are at variance with policies set by the Board.
2.5 The Executive has the power to authorize expenditures covered in, and within, the annual budget approved by
the Board. Any other expenditures require prior approval by the Board. Limitations on expenditures set from time to
time shall have precedence over the approved annual budget.
2.6 Commitment and Payment Authority for members of the Executive and Board are shown in Appendix B.
2.7 Most write-offs of bad debts or assets are requested by the auditor but may be initiated by the General
Manager, or another member of the Executive. In order to be able to erase bad debts or out-of-date stock or
equipment in a particular fiscal year, the following shall apply:
1. a write-off of over $200 and under $1000 in any fiscal year requires the approval of the Treasurer.
2. a write-off of over $1000 and under $10,000 in any fiscal year, on recommendation of either the
President or the Treasurer , requires the approval of the Administration and Finance Committee.
3. a write-off of more than $10,000, on a motion from the Administration and Finance Committee, and with
concurrence of both the President and the Treasurer, requires the approval of the full Board of Directors.
2.8 Meetings of the Executive may be called by the President, in accordance with the Constitution. Executive
meetings may also be conducted in accordance with the E-mail Deliberation Procedure. The Minutes of such
meetings must be provided to the Board of Directors within 30 days.
2.8.1 Motions and resolutions may be introduced and seconded by members of the Executive at a meeting
of the Executive. All such motions and resolutions will be determined by a majority vote of those present
and shall not be implemented without Board approval. The President shall be entitled to a second vote in
the case of a tie.
2.9 The Executive may recommend changes in the Constitution (see Appendix A). Such recommendations require
a motion, seconded by a member of the Executive, before the Board considers the motion.
Roles And Responsibilities of the Executive
2.10 President
Reports to, and is accountable to, the Board of Directors
Responsibilities:
1. Chairs meetings of the Board of Directors and of the Executive
2. Official spokesman of the Board on matters of policy
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RAC ADMINISTRATION MANUAL
3. Provides vision and leadership to RAC
4. Promotes the principles for which RAC exists
5. Manages the overall operations of RAC
6. Appoints and/or recommends committee chairpersons, staff
7. Represents RAC to Government and the public
8. Co-chairs the Canadian Amateur Radio Advisory Board (CARAB) with Industry Canada
Reporting to, and accountable to, the President are:
1. Executive Officers
2. RAC members on the Canadian Amateur Radio Advisory Board
3. Committee chairpersons and special project appointees
4. General Manager
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RAC ADMINISTRATION MANUAL
ANNEX I
PROPOSED REVISED TERMS OF REFERENCE FOR FIRST VP
First Vice President
Reports to the President
Responsibilities
1. Performs the duties of the President when the latter is incapacitated or unavailable
2. Is responsible for the following corporate functions
a) Corporate planning including Strategic Planning
b) Public relations and information
c) Official languages issues
d) Human rights issues
e) Access to information issues
f) Privacy issues
g) Maintenance of executive job descriptions
3. Supervises and coordinates the following:
a) the Affiliated Club Program
b) the RAC Awards Program
c) RAC contests
d) RAC Band Planning committees
e) the National Bulletin Service functions
f) the operations of the National Incoming and Outgoing QSL Bureaus
g) DXCC Card checking
4. Performs special duties and projects as assigned by the President
Reporting to, and accountable to, the First Vice President are:
a). National Incoming and Outgoing QSL Bureau Managers
b) Awards Manager
c) RAC Contest Managers
d) Chairs of RAC Band Planning committees
e) ARDF coordinator??
f) RAC committee member on ARRL Contest Advisory committee ??
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RAC ADMINISTRATION MANUAL
ANNEX II
PROPOSED REVISED TERMS OF REFERENCE FOR VP REGULATORY AFFAIRS
Vice President Regulatory Affairs
Reports to the President
Responsibilities:
1. The VP Regulatory Affairs represents RAC to the Canadian Government by:
a) liaison for RAC on regulatory matters with the Spectrum Management Operations, Spectrum
Engineering and Policy branches of Industry Canada through personal meetings
b) consultation and close cooperation with the Vice president Government and International Affairs
c) drafting letters to Industry Canada on assigned topics
d) participating in Canadian Amateur Radio Advisory Board (CARAB) meetings
2. Monitors and responds to Industry Canada regulatory initiatives by:
a) regularly monitoring the Industry Canada web site for Canada Gazette notices and other
regulatory information
b) drafting letters in response to gazette notices on regulatory issues
c) preparing bulletins to inform the amateur community
d) representing RAC on selected Radio Advisory Board of Canada committees and responding
to regulatory issues in consultation with the VP Industrial Relations
3. Monitors and responds to Antenna Structure issues by:
a) advising the President on the implications of federal and municipal regulations related to health and
safety and to tower issues
b) monitoring problems in community developments with restrictive covenants against antennas
c) chairing an Antenna Structures Committee
d) seeking assistance, where possible, for amateurs having legal problems with antenna structures
4. Prepares and manages contract and sub-contract arrangements with Industry Canada
and RAC suppliers by:
a) discussing requirements with RAC, Industry Canada and RAC supplier project personnel
b) writing statements of requirements/work (for both Industry Canada and RAC) and
drafting purchase orders on suppliers
c) liaison with RAC Honorary Legal Counsel for advice as necessary
d) briefing RAC Executive and Board on contractual requirements and status as necessary
e) monitoring contract progress with Industry Canada and RAC supplier project officers
f) reviewing contract results
g) liaison with the RAC General Manager re: invoicing and payments
5. Provides additional support to the President, Executive and General Manager by:
a) participation on RAC management committees
b) conducting special studies
c) preparing position papers and briefings for the CARAB meetings
d) personal liaison with Industry Canada staff on individual regulatory problems and issues
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RAC ADMINISTRATION MANUAL
e) preparing correspondence to Industry Canada on regulatory matters
f) providing advice on RAC - government relations
g) reviewing issues and questions concerning amateur radio examinations
h) answering e-mail and providing advice to assist Amateurs in interfacing with IC
i) assisting Amateurs with:
i) presenting regulatory problems to Industry Canada
ii) presenting interference problems to Industry Canada
Reporting to, and accountable to, Vice President Regulatory Affairs are
Representatives for:
a) examinations
b) regulatory policies
c) contract management
d) Antenna Structures Advisory Committee
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RAC ADMINISTRATION MANUAL
ANNEX III
PROPOSED REVISED TERMS OF REFERENCE FOR VP GOVERNMENT AND INTERNATIONAL AFFAIRS
Vice President Government and International Affairs
Reports to the President
Responsibilities
1. Proposes RAC's government and international policies for approval by the President and Board
2. Represents RAC in International fora by:
a) acting as liaison between RAC and the International Amateur Radio Union (IARU)
b) on request, acting as liaison between RAC and other national Amateur Radio societies
c) participating, when appropriate and with the express approval of the Board, in IARU studies, conferences
and activities
d) on request, attending ARRL Board meetings on behalf of the President
e) representing RAC on the ARISS Board
3. Represents RAC to the Canadian Government by:
a) liaison on RAC matters with Spectrum Management Operations, Spectrum Engineering and Policy branches
of Industry Canada through personal meetings
b) liaison on international matters such as World Radio Conferences
c) drafting letters to Industry Canada on assigned topics
d) participating on request, in Canadian Amateur Radio Advisory Board (CARAB) meetings
e) In consultation with the Vice President Regulatory Affairs, managing RAC reciprocal licensing affairs and
CEPT and IARP permits
4. Monitors and responds to Industry Canada initiatives by:
a) regularly monitoring the Industry Canada web site for Canada Gazette notices and other information
b) drafting letters in response to gazette notices
c) preparing bulletins to inform the amateur community
5. Supports the President, Executive and General Manager by:
a) participation on RAC management committees
b) conducting special studies
c) personal liaison with Industry Canada staff on individual problems and issues
d) preparing correspondence to Industry Canada
e) providing advice on RAC - government relations
f) answering e-mail and providing advice to assist Amateurs in interfacing with IC on non regulatory matters
g) liaison on government and international affairs with other organizations such as AMSAT, ARRL, etc.
6. Manages and co-ordinates all public communications of an international nature destined for presentation to RAC
members and to the broader Amateur Radio community
7. Manages the IARU monitoring service in Canada
Reporting to and accountable to the Vice President Government and International Affairs
a) IARU Monitoring Coordinator
b) Representatives for WRC preparatory committees and
domestic spectrum engineering
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RAC ADMINISTRATION MANUAL
2.11 First Vice President
Reports to the President
Responsibilities:
1. Performs the duties of the President when the latter is incapacitated or unavailable
2. Corporate planning including Strategic Planning
3. Public relations and information
4. Official languages issues
5. Human rights issues
6. Access to information issues
7. Privacy issues
8. Manages the operations of the Central Incoming and Outgoing QSL Bureaus
9. Coordinates Affiliated Club Program
10. Supervises the National Bulletin Service functions
11. Coordinates the RAC Awards Program
12. Maintains Executive job descriptions
13. Performs special duties and projects as assigned
Reporting to, and accountable to, the First Vice President are:
1. QSL Bureau Managers
2. Awards Manager
2.12 Vice President International Affairs
Reports to the President
Responsibilities
1. Proposes RAC's international policy for approval by the President and Board
2. Represents RAC in International fora
3. Manages and co-ordinates all public communications of an international nature destined for
presentation to RAC members and to the broader Amateur Radio community
4. Acts as liaison between RAC and the International Amateur Radio Union (IARU)
5. Participates, when appropriate and with the express approval of the Board, in IARU studies,
conferences and activities
6. In consultation with the First Vice President, manages the IARU monitoring service in Canada
7. On request, acts as liaison between RAC and other national Amateur Radio societies
8. In consultation with the Vice President Government Affairs, manages RAC band planning and
reciprocal licensing affairs
9. In consultation with the Vice President Government Affairs, represents RAC in dealings with
federal government departments including International Affairs and Industry Canada on
international matters such as World Radio Conferences, and CEPT and IARP permits
10. Coordinates selection of ARRL DXCC Field Representatives (DXCC Card Checkers)
Reporting to and accountable to the Vice President International Affairs
1. HF Band Planning Committee Chair
2. VHF - UHF Spectrum Management Committee Chair
3. IARU Monitoring Coordinator
2.13 Vice President Government Affairs
Reports to the President
Responsibilities:
1.The VP Government Affairs represents RAC to the Canadian Government by:
a) Liaison on RAC matters with Spectrum Management Operations, Spectrum Engineering
and Policy branches of Industry Canada through personal meetings
b) drafting letters to Industry Canada on assigned topics
c) participating in Canadian Amateur Radio Advisory Board (CARAB) meetings
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RAC ADMINISTRATION MANUAL
2.Monitors and responds to Industry Canada regulatory initiatives by:
a) regularly monitoring the Industry Canada web site for Canada Gazette notices and other
regulatory information
b) drafting letters in response to gazette notices
c) preparing bulletins to inform the amateur community
3. Prepares and manages contract arrangements with Industry Canada by:
a) discussing requirements with RAC and Industry Canada project personnel
b) writing statements of requirements/work (for both Industry Canada and RAC)
c) briefing RAC Executive and Board on contractual requirements and status as necessary
d) monitoring contract progress with Industry Canada project officers
e) reviewing contract results
f) liaison with the RAC General Manager re invoicing and payments
4. Other support to the President, Executive and General Manager by:
a) participation on RAC management committees
b) conducting special studies
c) preparing position papers and briefings for the CARAB meetings
d) personal liaison with Industry Canada staff on individual problems and issues
e) preparing correspondence to Industry Canada
f) providing advice on RAC - government relations
g) answering e-mail and providing advice to assist Amateurs in interfacing with IC
h) assisting Amateurs with presenting interference problems to Industry Canada
i) liaison on government affairs with other organizations such as AMSAT, ARRL, etc.
Reporting to, and accountable to, Vice PresidentGovernment Affairs are:
Representatives for WRC preparatory committees; domestic spectrum engineering information circulars
and examinations; regulatory policies; contract management and band-planning
2.14 RAC Government Affairs Policy
Introduction - The purpose of this document is to provide a clear statement of RAC policies to provide
guidance and direction to RAC Officers in their dealings with the federal Government. In the normal course
of events, important RAC policy decisions on government issues that affect the rights and privileges of
Canadian Radio Amateurs shall be submitted to the RAC Board of Directors for approval. However, in dayto-day
operations in the multitude of routine meetings dealing with spectrum allocations or regulatory
issues, where time does not permit a question to be referred to the Board for an opinion, the following
policy will provide direction and guidance to the Executive.
Objectives
The RAC objectives pertinent to Government relations, as stated in the RAC Constitution, commit the
organization to:
1. Represent and act as a liaison and coordinating body for Canadian Amateur Radio Associations,
Societies, Organizations and Individual Radio Amateurs
2. Act as a liaison organization between its members and other Amateur Radio organizations within
and beyond Canada.
3. Act as a liaison organization and consultatory body to municipal, provincial and federal
governments in matters concerning the Amateur Service and act as a liaison and consultative body
to the Canadian Government and its appropriate departments
4. Promote excellence, the state of the art, and the interests of Amateur Radio's many varied
activities through a program of technical, regulatory and general information within the Amateur
Service and to the Canadian public
5. Maintain a tangible presence in the Amateur community in the form of a corporate office and
address
6. Maintain a "Field Organization" for public service
Our Government Affairs policy should support and work towards the achievement of these organizational
objectives
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RAC ADMINISTRATION MANUAL
Principles
RAC's Government Affairs policy is based on the following principles:
1. RAC is accepted by the Canadian government and by the international Amateur Radio
community,
as the sole organization that represents and speaks for, all Canadian Amateurs.
2. Representation implies listening, and informing the community represented. Priority must
therefore
be placed on the development and maintenance of a good communications program, which
informs
Canadian Amateurs about current and forthcoming issues, and provides a means for Amateurs to
feed back their opinions to RAC.
3. While it is a RAC duty and responsibility to accurately inform Amateurs about the federal
government position on any given issue, RAC will not, in any manner, promote Government
policies to the Amateur community.
4. When faced with a decision in dealing with the Federal Government, RAC must consider above
all else, the wishes of its members and of the Canadian Amateur Radio community as a whole, as
expressed by individual Amateurs, their societies and organizations. RAC's purpose is not to serve
the interests of the Canadian government, or of industy or other non-governmental organizations.
5. To the extent possible, and subject to 4. above, RAC's relationship with the government should
be based on the principles of cooperation, sharing and compromise.
6. The Amateur Radio Service covers a wide variety of interests and activities. In government
affairs RAC gives equal treatment to all aspects of Amateur Radio.
7. Most domestic issues revolve around the allocation and sharing of the radio frequency spectrum,
and the legislation, rules and regulations that govern its use in Canada. In the event that a choice
must be made, RAC will give preference to the expansion and protection of our bands and
associated privileges, over questions related to the legislation, rules and regulations which govern
how those bands may be used in practice.
2.15 Vice President Industrial Liaison
Reports to the President.
Responsibilities:
1. Represents RAC to Canadian industry and other Canadian spectrum users by:
a) participating in spectrum user groups such as the Radio Advisory Board of Canada
b) liaison with the RABC on its response to Canada Gazette notices
c) attending technical symposia on matters affecting Amateur Radio
d) attending government/industry information exchange meetings, e.g. Spectrum 2020
2. Provides representation for RAC in the RABC by:
a) personally attending and participating in RABC committee meetings and subcommittees
b) chairing RABC subcommittees as required and approved
c) recruiting other RAC representatives for RABC committees
d) attending the RABC Annual General Meeting on behalf of the RAC President
e) monitoring the RABC web site for notices and actions required
f) researching and preparing RAC input to RABC meetings and papers
g) reviewing RABC responses to Canada Gazette Notices and providing RAC input
h) advising the RAC President on issues
i) advising ballot recommendations on RABC responses to Gazette Notices to the RAC
President
j) preparing RAC's direct responses to Industry Canada on Gazette Notices
k) preparing summary reports of RABC meetings attended
3. Maintains close coordination with the Vice President – Government Affairs and the Vice
President International Affairs. This is best accomplished through personal meetings, which may
be necessary as frequently as once per week.
Reporting to, and accountable to, Vice President Industrial Liaison are:
RABC Electromagnetic Compatibility Committee representative
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RABC Land Fixed and Mobile Committee representative
Canadian Standards Association representative
2.16 Vice President Regulatory Affairs
Reports to the President.
Responsibilities:
1. Advises the President on the implications of domestic and international treaties,
legislation and regulations affecting the Amateur Services
2. Advises the President on the implications of municipal regulations, particularly related
to health and safety and to tower issues
3. Coordinates RAC contests, and advises the President on contest-related issues
4. In consultation with the VPGA, represents RAC to the federal government on Legislative and
Regulatory matters by:
a) personally attending meetings as appropriate
b) preparing summary reports
5. In consultation with the VPIA, represents RAC to the IARU on treaty and regulatory matters by:
a) personally attending and participating in IARU conferences
b) subject to Board approval, undertaking tasks on behalf of the IARU
c) preparing summary reports
6. Maintains close coordination with the Vice President – Government Affairs and the
Vice President – International Affairs.
Reporting to, and accountable to, the Vice President Regulatory Affairs are:
RAC Contest Managers
National ARDF Coordinator
RAC committee member on ARRL Contest Advisory Committee
2.17 Vice President Field Services
Reports to the President.
Responsibilities:
1. is responsible for translating policy into detailed actions and ensuring that all Section Managers
are able to implement these.
2. has the authority to make day to day decisions regarding the conduct of the Field Organization,
as
long as they do not impact policy.
3. will keep abreast of any changes in Board Policy and implement those who have a direct effect
on the Field Organization, after consultation with the President
4. will develop and maintain effective evaluation criteria for each Section in cooperation with the
Section Manager.
5. will secure reports from all Section Managers for publication in TCA.
6. will maintain an active liaison with the ARRL Field Services Manager on all matters of mutual
concern and cooperation.
7. will provide the Board with a report, outlining the activities of the Field Organization,
45 days prior to the annual Board meeting, or as requested by the President.
8. has the authority to recommend to the Executive the suspension or removal of any Section
Manager, for non-performance or improper conduct.
Reporting to, and accountable to, the Vice President Field Services
Section Managers and Section Leadership Appointments
2.18 Treasurer
The Treasurer reports to the President.
Responsibilities:
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1. Manages the financial affairs of the Corporation
2. Prepares and distributes corporate financial records and information to the Directors,
Executive and members as required and where appropriate to government agencies
3. Prepares and submits, through the Administration and Finance Committee, an annual budget
for Board approval, and provides budget tracking reports, as required by the Board.
4. Liaises with the General Manager on all accounting and financial matters
Reporting to, and accountable to the Treasurer:
General Manager (for financial matters only)
2.19 Secretary
The Secretary reports to the President.
Responsibilities:
1. Acts as Secretary to the Board of Directors by:
a) Maintaining a current list of all issues and action items of concern to the Board
b) Informing the President, on a regular basis, of such items and issues requiring action
c) Proposing priorities for dealing with outstanding issues
d) Preparing draft Motions when decisions are required, in consultation with the President ,
General Manager, other Executive, and members of the Board, as appropriate
e) Calling for a vote on e-mail motions and recording the result
f) Preparing the agenda for the annual and any special Board meetings in consultation with
the President and Executive, and members of the Board, as appropriate
g) Preparing the schedule for Board meeting preparations, including a Call for Papers, a
Call for Motions, and the setting of deadlines
h) Organizing the conduct of Board meetings, with the assistance of the General Manager,
and in consultation with the President
i) Maintaining a record of Board proceedings, and writing draft minutes for approval of the
Board, and in a form suitable for publication
j) Correcting minutes as necessary at subsequent Board meetings, and maintaining the
permanent record of proceedings
2. Acts as Secretary to the Executive by:
a) Maintaining a current list of all issues and action items of concern to the Executive
b) Informing the President, on a regular basis, of such items and issues requiring action
c) Proposing priorities for dealing with outstanding issues
d) Preparing draft Motions when decisions are required, in consultation with the President,
and members of the Executive, as appropriate
e) Calling for a vote on e-mail motions and recording the result
f) Preparing the agenda for Executive meetings in consultation with the President, General
Manager and other members of the Executive, as appropriate
3. Acts as Secretary to Standing Committees by:
a) Maintaining a record of terms of reference and membership of each committee
b) Maintaining a current list of all issues and action items of concern to the committee
c) Assisting the committee chair in the preparation of agendas, and the resolution of action
items
d) Maintaining a record of the decisions and conclusions of committee activities
4. Ensures the proper functioning of advisory and ad-hoc committees by:
a) Maintaining a record of terms of reference and membership of each committee
b) Maintaining a current list of all issues and action items of concern to the committee
c) Supporting the committee chair by ensuring, to the extent possible, that the committee
carries out its tasks according to the approved schedule
5. Manages changes to the Constitution as necessary (with legal advice)
6. Manages elections and special referendum votes in accordance with RAC Constitution Section 7
Article 6 (see Appendix A).
7. Liaises with the General Manager on matters pertaining to the corporate seal, records, policies
and procedures, elections, and special referendum votes by members.
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8. Maintains the RAC Administration Manual in conjunction with the General Manager.
2.20 General Manager
The General Manager is a full-time employee, the principal administrative official of RAC and a
non-voting member of the Executive. Compensation is in accordance with the Management
Performance Plan (see Appendix D).
Reports to the President.
Responsibilities:
1. accountable to the Treasurer on all financial matters
2. attends Board and Executive meetings as required
3. provides periodic management information systems reports on various aspects of the
organization's administration and finances as directed by the President
4. manages the day to day business of the Corporation including the approval of all
expense claims and invoices for payment as documented in an approved budget and as
authorized by the Commitment and Payment Authority table (see Appendix B)
5. manages the employees of the Corporation and recommends the hiring, promotion, discipline,
dismissal, salaries and benefits to the President.
6. provides services to members
7. manages the publication and marketing of RAC publications
8. handles communications and transactions with members, other organizations and the public
unless it concerns an obligation or issue which is the responsibility of the Executive and/or the
Board
9. co-ordinates business with legal and accounting consultants, organizations and various
product
contractors
10. assists members of the Executive and Board through clerical and other support services
11. maintains the RAC Administration Manual in conjunction with the Secretary
Reporting to, and accountable to, the General Manager:
Headquarters staff
Consultants (under agreement or contract)
2.21 Honourary Counsel
Reports to the President.
Although Counsel is not defined in the Constitution as an Executive Officer, Honourary Counsel is
appointed by the Board and attends Board and Executive meetings as a non-voting legal advisor, on an 'asrequired'
basis.
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3 Committees
3.1 RAC may have Standing, Ad Hoc, Advisory and Special Committees. The President is an ex-officio non-voting
member of all committees.
3.2 The President, in consultation with the Board, will work with government and other societies and agencies, such
as the IARU, ARRL, RABC, in establishing and participating in joint committees that are deemed of mutual benefit.
Joint committees such as Canadian Amateur Radio Advisory Board (CARAB) do not fall within the RAC internal
committee structure, and are not discussed here.
3.3 All RAC committee members and official appointees must be RAC members at the time of their appointment
and for the duration of their appointment term.
3.4 Current committee membership and RAC official appointments are shown in Appendix E.
3.5 Standing Committee appointments shall be made by the President upon consultation with the Board of
Directors and shall be for a term of one year. Each Standing Committee shall consist of no more than two Directors,
one of whom shall be designated as the Chair, plus one or more members of the Executive, and shall be limited to
five persons. The Treasurer will serve as a member of the Administration and Finance Committee.
3.6 The President may appoint such other Advisory or Ad Hoc committees that he deems necessary to perform
specific one-time or on-going functions. In the case of on-going Advisory committees, the President shall first obtain
the approval of the Board for their establishment, including terms of reference. He may create Ad Hoc Committees
at any time to carry out specific assignments.
3.7 The President shall designate the Chair of the Committee. The Chair shall report interim progress to the
President. At the beginning of the term of each Committee, it shall review any pending items and report to the
Board.
3.8 Committee guidelines shall include at least the following:
a. the name of the committee
b. the purpose of the committee
c. outline how it may achieve its goals
d. name of the Chair, Secretary and Treasurer, if required
e. the committee's time limit to complete.. from-to
f. the source of funding, if required
g. to whom the committee reports and how often
h. such other requirements as the Board may detail
3.9 Committee limitations shall include at least the following:
a. the committee may not assume acceptance of its report by the Board
b. the committee may not issue public statements
c. the committee may not commit the Board to any action without the Board's written approval
3.10 Travel constraints dictate that the RAC committees conduct much of their work by e-mail and to a lesser
extent by telephone. Using these methods to facilitate the committee's work requires innovative adaptation of the
following procedures:
1. The Chair calls meetings of a committee. If no Chair is designated, the committee elects a Chair at a
meeting convened by the person whose name appears first on the list of its members.
2. If no Secretary is designated, the committee appoints one of its members to keep a record of its
proceedings and decisions.
3. No business can be transacted without a quorum (majority).
4. The Chair can make motions, take part in debate and vote freely.
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5. Motions do not have to be seconded. There is no limit to the number or length of comments by members
during a discussion.
Standing Committees
3.11 Guidelines for Standing Committees
1. A Standing Committee shall make a written report at least four weeks prior to each annual meeting of the
Board of Directors.
2. To achieve their objectives, Standing Committees may originate studies in their own fields and may
introduce recommendations to the President and the Board.
3. The terms of office of members of a standing committee ends when their membership on the Board or
Executive ends.
4. A Standing Committee that fails to report within one year of the time of its establishment is considered
defunct. The Administration and Finance Committee is the only current Standing Committee. Additional
Standing Committees may be instituted as the need arises.
3.12 Administration and Finance Committee
The Administration and Finance Committee will:
1. make recommendations to the Board regarding changes in management structure and procedures,
including the RAC Administration Manual, to improve operations
2. on an annual basis, in collaboration with the Treasurer and General Manager, review and approve the
operating budget for the coming year, and forward it to the Board of Directors for ratification. If practical,
this should be done at a meeting held prior to, but in conjunction with, the annual Board of Directors
Meeting.
3. formulate budgetary projections for the intermediate and long term requirements of RAC
4. act as advisor to, and supervisor of the Treasurer in regard to the investment of RAC funds
5. make recommendations to the Board in connection with audit and tax matters and act as the Board Audit
Committee
6. review intermediate budget adjustments and long term budget forecasts prepared by the Treasurer and
through its Chairman make recommendations to the Board of Directors
7. examine the financial statements of CARF Publications Limited as they relate to RAC and make
recommendations accordingly
8. continually explore additional potential sources of revenue, which are appropriate and beneficial to RAC
Ad-Hoc Committees
3.13 Guidelines for Ad-Hoc Committees
1. An Ad-Hoc Committee is established for a specific purpose by approval of a motion at a general
meeting, or at a meeting of the Board. If no members are designated when an Ad-Hoc Committee is
established at a general meeting, the President appoints the members of the committee.
2. The number of Ad-Hoc Committees existing at any one time shall be kept to the minimum necessary for
worthwhile analysis and new policy and practices development.
3. Ad-Hoc Committees shall be given a specific mandate focusing on a particular subject and a relatively
short time frame for study and recommendations.
4. Ad-Hoc Committees are restricted to study and counsel on matters of policy and practice beyond the
scope of normal day-to-day administrative and operating control of RAC and its wholly-owned subsidiaries.
5. When an Ad-Hoc Committee is discharged, its report and proceedings are deposited with the Secretary
of the organization.
6. An Ad-Hoc Committee that fails to report within one year of the time of its establishment is considered
defunct.
Advisory Committees
3.14 Guidelines for Advisory Committees
1. An Advisory Committee is established by the President in accordance with this Section.
2. The number of Advisory Committees existing at any one time shall be kept to the minimum necessary to
advise the President on issues that require specialist advice.
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3. An Advisory Committee shall be given a specific mandate focusing on a particular subject and either a
relatively short time frame for study and recommendations, or it may be "on-going" for a longer period. The
focus of an Advisory Committee is usually very narrow, involving long term programs, and it is sometimes
difficult to find committee members with the required expertise who can sustain a lengthy contribution.
4. On-going Advisory Committees must submit an interim report 45 days prior to the annual Board meeting.
When an Advisory Committee is discharged, its report and proceedings are deposited with the Secretary of
the organization.
6. An Advisory Committee that fails to report within one year of the time of its establishment is considered
defunct.
7. The Terms Of Reference (TOR) for the three Advisory Committees on bandplanning are shown below.
Each of these is supplemented by an appointment letter, signed by the President, that establishes the
committee chair and possibly other committee members' names, together with specific reporting needs - to
whom, dates, additional requirements beyond those in the TOR.
3.15 High Frequency (HF) Band Planning Committee
Radio Amateurs of Canada committees coordinate the development of National Band Plans to provide
guidance for the usage of the Canadian Amateur Radio bands. These committees are made up of
representatives from all regions of Canada. The committee prepares an interim band plan after consulting
with Amateurs across the country. The plan not only takes into account the wishes of Canadian Amateurs,
but is also coordinated with band
usage in other countries through membership in the International Amateur Radio Union. For the purposes
of this committee, the HF Amateur Radio bands comprise all frequency bands allocated to Amateur Radio
in Canada between 1.8 MHz and 30 MHz. This committee reports to the President of RAC through the Vice
President International Affairs
As a general mandate, this committee will:
1. Collect information on the usage of the HF Amateur bands by Canadians and by other Amateurs in ITU
Regions 2, 1 and 3
2. Collect information on the usage and potential usage of the HF Amateur bands by other services in
Canada and around the world, where Amateurs share the allocations with other users
3. Prepare draft updates to existing band plans, or prepare new band plans in consultation with the
Canadian Amateur Radio community
4. Submit draft plans to the President and the Board of Directors for approval.
To be more specific, the committee will:
1. Consider the proposed restructuring of the HF Amateur bands in the USA as proposed by the ARRL and
by the FCC and offer advice and recommendations for changes to the Canadian plans if appropriate
2. Review the changes to the 40 metre band proposed by the IARU, and recommend a Canadian position
on the changes
3. Recommend any other changes to the RAC HF Band Plan considered appropriate
4. Consider possible new Amateur bands between 1.8 and 30 MHz (see IARU paper on Amateur spectrum
requirements) and recommend priorities for RAC in dealings with the Canadian Government and the ITU if
appropriate.
3.16 VHF/UHF Band Planning Committee
Radio Amateurs of Canada committees coordinate the development of National Band Plans to provide
guidance for the usage of the Canadian Amateur Radio bands. These committees are made up of
representatives from all regions of Canada. The committee prepares an interim band plan after consulting
with Amateurs across the country. The plan not only take into account the wishes of Canadian Amateurs,
but are also coordinated with band
usage in other countries, through membership in the International Amateur Radio Union. For the purposes
of this committee, the VHF/UHF Amateur Radio bands comprise all frequency bands allocated to Amateur
Radio in Canada between 29 MHz and 1300 MHz. This committee reports to the President of RAC through
the Vice President International Affairs
As a general mandate, this committee will:
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RAC ADMINISTRATION MANUAL
1. Collect information on the usage of the VHF/UHF Amateur Radio bands by Canadians and by other
Amateurs in ITU Regions 2, 1 and 3
2. Collect information on the usage and potential usage of the VHF/UHF Amateur Radio bands by other
services in Canada, where Amateurs share the allocations with other users
3. Prepare draft updates to existing band plans, or prepare new band plans in consultation with the
Canadian VHF/UHF Amateur community
4. Submit draft plans to the President and the Board of Directors for approval.
To be more specific, in order of priority, the committee will:
1. Consider the agreement between Canada and the USA for coordination of the 220 to 222 MHz portion of
the 220 MHz Amateur Radio band and make recommendations for modification of the Canadian band plan
as necessary
2. Review the 6 metre, 2 metre and 70 cm band plans and make recommendations on updates if
necessary.
3. Review the usage of the 29 MHz band, and coordinate any possible revisions to the band plan with the
Chair of the HF Band Planning Committee
4. Review the usage and update plans for the 900 and 1200 MHz bands.
3.17 Microwave Band Planning Committee
Radio Amateurs of Canada committees coordinate the development of National Band Plans to provide
guidance for the usage of the Canadian Amateur Radio bands. These committees are made up of
representatives from all regions of Canada. The committee prepares interim band plans after consulting
with Amateurs across the country. The plan not only take into account the wishes of Canadian Amateurs,
but are also coordinated with band usage in other countries through membership in the International
Amateur Radio Union. For the purposes of this committee, the Microwave Amateur Radio bands comprise
all frequency bands allocated to Amateur Radio in Canada between 2.4 GHz and 275 GHz. This committee
reports to the President of RAC through the Vice President International Affairs.
As a general mandate, this committee will:
1. Collect information on the usage of the microwave Amateur Radio bands by Canadians and by other
Amateurs in ITU Regions 1, 2 and 3.
2. Collect information on the usage and potential usage of the microwave Amateur Radio bands by other
services in Canada, where Amateurs share the allocations with other users
3. Prepare draft updates to existing band plans, or prepare new band plans in consultation with the
Canadian Amateur Radio microwave community
4. Submit a draft band plan to the President and the Board of Directors for approval.
To be more specific, as a priority, the committee will:
1. Review the 2.3 GHz, 3.4 GHz, 5.6 GHz, and 10.4 GHz band plans and make recommendations.
2. Consider the proposed reallocation of the Amateur Radio bands between 75 GHz and 250 GHz at WRC
2000, and offer advice and suggestions to the President if appropriate
3. Review the usage and update plans for the Amateur Radio bands between 24 GHz and 75 GHz as and
when time permits
4. Consider possible new Amateur Radio bands between 250 and 1000 GHz for approval at a future WRC.
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4 Assistant Directors
4.1 The position of Assistant Director exists to provide assistance to the Regional Director in the performance of
duties within the Region. Specific expectations of the role of the Assistant Director, as mutually determined
between the Director and Assistant Director will be recorded in writing at the time of taking over the assignment,
and may include all or part of the following:
1. being knowledgeable of RAC policies, objectives and aims, and capable of discussing these with both
individuals and groups.
2. acting as the official RAC representative at meetings of Amateurs and/or the general populace.
disseminating information about RAC, advocating membership in RAC, and seeking members for RAC.
3. representing RAC at flea markets, hamfests and conventions.
4. keeping the Director fully informed on activities in the detail and with the frequency agreed to with the
Director.
4.2 In addition to the above, the Assistant Director may be asked to function as a RAC Affiliated Club Coordinator
as outlined in the RAC Affiliated Club President’s Workbook. In this role he/she will:
1. represent the interests of RAC to the Amateur Radio Clubs by both speaking and providing answers on
behalf of RAC and recording questions that cannot be answered at the time.
2. promote RAC affiliation to clubs that are not already affiliated.
3. try to provide occasional guest speakers from among RAC officials or direct the club to RAC for the
purchasing of RAC audio-visual library material.
4. provide reasonable assistance to the club president and executive on matters of mutual benefit.
5. ensure that the affiliated club has been able to obtain the affiliated club documents and electronic files
from the Web site or from RAC HQ at nominal cost.
6. assist the Director in organizing a Club Presidents’ Council meetings and periodic meetings in the
Region.
4.3 Assistant Directors will be Amateurs who are active in the Amateur community and are paid-up members of
RAC, who know what concerns are present, and who can provide accurate feedback on prevailing sentiment to the
Director.
4.4 Appointments expire at the end of the term of office of the appointing Director, normally at the end of two years,
upon cessation of membership, or upon termination by the Director.
4.5 Normally, an Assistant Director will not incur expenses during the performance of duties. However, in
exceptional cases and with the Director's prior specific consent, the Assistant Director may incur and be reimbursed
for out-of-pocket expenses. This reimbursement will be charged to the Director's budget, except that in the case of
hamfests, conventions, etc., an Assistant Director may incur specific out-of-pocket costs relative to selling supplies
(such as freight or postage) and may seek reimbursement for these from RAC and not the Director's budget. The
Director, however, retains the responsibility for ensuring these costs are minimized and will be required to approve
these before they are reimbursed.
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5 Travel Policy
5.1 Travel for Executive Officers.
The President is granted authority to make travel commitments for him/herself, the Vice Presidents, the
Secretary, the Treasurer and the General Manager, after checking with the Treasurer or General Manager
to ensure availability of funds. All publicity travel by officers, i.e., visits to club meetings, hamfests,
conventions, etc., will be coordinated by the General Manager.
5.2 Travel for Directors.
Travel within the Director's own region is at the discretion of each director. Travel to neighbouring regions
on official RAC business shall be coordinated with the President and Regional Director.
5.3 Travel for Assistant Directors.
Travel within the Region shall be at the prior express approval of the Regional Director.
5.4 Normally "economy", or the cheapest accommodation, should be used when traveling by air. Exceptions must
be approved in advance by the Treasurer. Where possible, advantage should be taken of any discount fares
available.
5.5 Travel by automobile, at the option of the traveler, is permissible under certain circumstances. One is where air
or rail schedules are inadequate. Another is where the traveler has a collection of equipment to carry with him, and
where baggage problems exist. These normally will be short trips. Reimbursement will not exceed the discounted
air fare.
5.6 Reimbursement for travel will be made for out-of-pocket expenditures necessary for the trip except for personal
items.
5.7 For automobile travel for short distance trips, only expenses for gasoline will be reimbursed. In no case shall the
private vehicle travel expense plus meals and lodging cost exceed the round-trip "economy" air transportation on
trips where the traveler has the option of flying versus iving. Discretion should be exercised in accepting hospitality.
Entertainment expense is not appropriate with a non-profit organization such as RAC. Except in unusual
circumstances, RAC officials and employees should not incur entertainment expenses. Deviations will have to be
well documented: who, what, when, where and why, or the expense will not be reimbursed.
5.9 An official or employee of RAC should normally pay registration fees or make a donation of a RAC membership,
rather than accept registration gratis. These charges will be reimbursed. It is also preferable, for the purpose of
avoiding embarrassment, not to deposit any prize stubs or raffle tickets at conventions, hamfests and club
meetings.
5.10 Ordinarily, when a spouse accompanies an official or employee of RAC on a trip, any additional expenses will
not be reimbursed. The exception is in the case of a convention, hamfest or meeting in which the spouse actively
participates. Then meals, lodging and registration costs are reimbursed.
5.11 All travel expenses incurred in the name of RAC must be within an approved budget.
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6 Expenses
6.1 All Officers and Directors serve without remuneration. However, they are reimbursed for legitimate expenses
incurred in the discharge of their official duties. The Treasurer makes available to each Director and Officer an
annual budget to cover expenses. The money is available primarily to cover travel expense to important Amateur
meetings, and routine administrative expense such as postage and telephone charges.
6.2 The Director or Officer submits itemized bills, supported by receipts, to the General Manager for prompt
payment of disbursements within budget allocation. Claims in excess of budget require approval of the Board of
Directors before payment is made. Advances are available for larger expenses.
6.3 Directors may delegate to Assistant Directors the right to attend meetings, conventions, and hamfests from time
to time, with reimbursement of expenses to be paid from the Region's allotment.
6.4 Travel to meetings of the Board of Directors is reimbursed from a general account and is not charged against
the Regional appropriation.
6.5 All claims are to be submitted on the RAC Expense Claim form (see Appendix C). The form must be signed and
certified for correctness by the applicant and the applicant's Director or Section Manager. No claims will be
accepted for payment unless a properly completed form is submitted.
6.6 All amounts of Goods and Services Tax (GST) paid shall be clearly identified on the supporting invoices,
receipts or vouchers, and shall be stated separately on the claim form. Supplier invoices shall also indicate the
vendor's GST Registration Number, (Reimbursement of tax by the Federal Government is dependent on the tax
being identified). While some portions of the tax paid by RAC may not be refundable, the claimant may not know
which items are claimed by RAC.
6.7 Identify the expenses according to the classifications given on the forms, and attach supporting materials.
6.8 Assistant Directors will forward their claims to their Director for approval. Field Organization appointees will
submit their claims to their Section Manager.
6.9 Claims relative to specific events (such as the Annual General Meeting, a Convention, etc.) should be
specifically identified, particularly if the amount is to be charged to special account. Failure to identify may cause
the amount to be charged to your annual budget. These claims to be submitted within 30 days of the event.
6.10 All claims relative to a specific calendar year must be received by the General Manager no later then January
15 of the following year. Late claims are charged against the next year's budget.
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7 RAC Administrative Office
7.1 The RAC Administrative Office is located in Ottawa, Ontario and functions under the supervision of the General
Manager.
7.2 Office hours are Monday through Thursday 09:00 to 17:00, Friday 09:00 to 16:00 EST (or EDST). The office is
closed on all Province of Ontario statutory holidays, and between Christmas and New Year.
7.3 Premises and Personnel Security – The main outside entry doors to the building lock automatically at 6pm and
unlock automatically at 7 am. The RAC office has a locked entrance door. Visitors are expected to remain in the
foyer area. The office has monitored alarm system, with security guard response 24 hours a day.
7.4 Job descriptions for employees are determined by the General Manager.
7.5 Wages paid to the office staff shall be reviewed from time to time by the General Manager, in consultation with
the Administration and Finance Committee and the Treasurer, and included in the annual budget.
7.6 RAC offers a number of products for purchase by members, including an audio-visual library of prerecorded
cassettes, IARP and CEPT permits, back issues of The Canadian Amateur, photocopies of documents and
name/callsign badges. RAC publications are sold through a network of Amateur Radio dealers, and directly by RAC
HQ. A copy of the current RAC Products and Services Price List is included in Appendix F.
7.7 Mail Distribution - Mail is delivered daily by Canada Post to a mailbox within the office building. RAC mail is
opened, date-stamped, and sorted for further processing and distribution. Mail destined for other members of the
Executive and Board is re-routed to their internal mailboxes for later redirection.
7.8 Contest Entries – Submissions for the RAC Canada Day and RAC Winter contests are received at RAC HQ.
Once the envelope is opened, contest log entries are placed in a collection box (in the original envelope) until the
final date for contest entries. The package is then forwarded, using a Proof-of-Delivery sticker, by Canada Post. All
entries received after the contest final date are discarded.
7.9 E-Mail Processing – E-mail is downloaded daily, subject to staff availability. The RAC staff or volunteers may
deal with the message, or the e-mail may be forwarded to another member of the Executive, Board, or volunteer to
answer. Membership renewals received by e-mail are printed out, and a copy is retained in the membership filing
cabinet once processed.
7.10 Offensive or Irrational Communications - No RAC employee is expected to submit to abusive, offensive, or
irrational behaviour by either a member or non-member. Tolerance of such behaviour is neither in the interests of
the association and its members, nor is it allowed under Ontario labour law. Letters, e-mails, or memoranda
containing offensive or obscene language will be referred to the President for appropriate action. If verbal language
used by a caller or visitor is deemed unacceptable in normal everyday conversation, the recipient should first
advise the caller or visitor that the language is unacceptable. If the verbal abuse continues, the recipient should
hang up the telephone or ask the visitor to leave immediately. If the employee senses a threat to physical safety,
the employee should activate the quick-response
personal security alarm.
7.11 Membership Processing – New membership applications, once processed through the accounting system, are
set up in the membership database. Each is issued a letter of welcome, and a membership number. A membership
certificate is included as part of the joining process. Membership renewals are processed in the accounting system,
and then updated in the membership records. A membership certificate is issued for a renewal only upon request,
and the inclusion of $1.55 with the membershiprenewal payment, to cover the cost of certificate printing, envelope
and postage.
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RAC ADMINISTRATION MANUAL
7.12 Cash Receipts – Cash receipts (includes cash, credit cards, and cheques) are entered almost daily into an
accounting program which is used to track the daily cash flow. Cheque numbers are recorded, as well as the
customer’s name and callsign (if available). From these daily entries, summaries are produced and entered into the
master accounting system as sum totals. Bank deposits are prepared as required, and delivered to the local branch
for deposit. All transactions from customers are recorded in the daily accounting system and cross referenced to
the summaries that are entered into the master accounting system.
7.13 Credit Card Transactions - RAC accepts only VISA and MASTERCARD credit cards. There is $10 minimum
on credit card transactions. The customer’s full name, address, callsign and telephone number with area code are
to be obtained, along with the credit card number and current expiry date of the card. The sale is then entered into
the Point-of-Sale machine. One copy of the sale is attached to the original order/application, and the other copy is
retained by the General Manager as a deposit record for later use by the auditors. Should the sale be declined for
any reason, an attempt is made to reach the customer by telephone, e-mail, or, if necessary, by mail. The order is
not completed until a successful credit card transaction has been obtained.
7.14 Overpayments – An overpayment of less than $2.00 is posted as a miscellaneous sale. These overpayments
are minimal. Overpayments on membership of $5.00 or more will be pro-rated into additional months on the expiry
date. See also Duplicate Payments.
7.15 Underpayments – If a short payment is received for membership, the payment is pro-rated to the number of
months paid. A note is left in the member’s computer records so that, should the customer inquire later about
missing issue(s), the answer is apparent. Time and money are not spent on notification of the customer by mail or
phone.
7.16 Duplicate Payments – Should a member pay a membership renewal twice, to save on time and costs, the
member is not normally notified by mail. The second payment is used to extend the membership expiry date, to a
maximum of three years into the future. A note is added to the member’s computer records that a second payment
was received.
7.17 Refunds - Normally a refund on membership fee or duplicate payment is not issued as RAC has usually
already incurred significant administrative costs. If the member insists on a refund, and the overpayment or
duplicate payment was an error on the part of the customer, a 20% administration fee is deducted from the
membership fee before calculating the pro rated refund. Refunds are not automatically issued when a member
dies: the membership record is merely deleted from the database. Except in the case of a Life Membership, at the
family’s request, the remaining portion of a deceased's membership fee may be transferred to a family member
(spouse, son, etc).
7.18 Expired Membership Renewal Policy – Members are given one month's grace on renewals e.g for the Sep-Oct
TCA issue label run, all the August membership expiry labels are included. Once a membership has expired, a late
renewal is re-started with the next available issue of the magazine. Back issues, when available, may be
purchased.
7.19 Renewal Notices – First renewal notices are sent to members about two months prior to the expiry date on the
membership records. Failing response from the first mailing, a second notice is issued mid-way through the actual
expiry month. The renewal notices contain a description of the services, an area for address change or correction,
as well as payment methods (cheque, credit card) and the toll-free number (877 273 8304). The renewal notices
are sent by first class mail.
7.20 Mailing process for The Canadian Amateur - Every two months, RAC purchases a sufficient quantity of The
Canadian Amateur (TCA) magazine from CARF Publications Ltd to meet the needs of the RAC membership, plus a
small "overrun" to cover future back issue sales and membership promotion. CARF Publications Ltd contracts for
the printing and mailing of TCA from the commercial printer. The printer subcontracts with a mail house for labeling
and mailing. The current RAC membership/TCA subscription list is produced about the 5 th of the month prior to the
issue date, i.e. the Sep-Oct list is produced on August 5. The data is transferred electronically to the mail house.
The mail house prints the labels for the magazines received from the printer. It is also responsible for the sorting of
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RAC ADMINISTRATION MANUAL
the magazines according to the standards of Canada Post, and for delivery of the properly sorted magazines and
mailing paperwork to Canada Post.
7.21 RAC Foundation procedures – Donations received for the RAC Foundation are recorded in the daily cash
accounting program, and then as a sum total into the master accounting system as an accrued liability. When
sufficient funds have been collected, a list of donor’s names, complete addresses and amounts donated is
forwarded with a RAC cheque to cover the full amount of the donations to the Community Foundation of Ottawa
(CFO). A final yearend accounting is prepared early in January, so that tax receipts pertaining to the previous year
may be issued by CFO to the donors. See also Section 18.
7.22 Election Balloting Procedure
.01 A call for nominations will be issued in TCA as required by (a) the Secretary of RAC (for Director
elections), or (b) the Vice President Field Services (for Section Manager elections). All original nominating
petitions (faxes and e-mails are not acceptable) are sent to RAC Headquarters, where the General
Manager will check the materials for validity. If there is a problem, in the case of a Director’s election, the
nominee is notified, in the case of a Section Manager’s election, the Vice President Field Services is
notified.
.02 All candidates’ papers will be checked against the membership records to ensure that there are enough
Full members nominating the candidate, and that the candidate is also a Full member. The candidate may
not nominate himself/herself. After the deadline for receipt of nominations has passed, all candidates will
be entitled to a print-out of the voting members in their regions (as of the date of closing of nominations) to
be used during the campaign only. The candidates will be instructed that the printout is provided strictly for
their campaign use, and is not to be passed on to any other person, organization, and used for any other
purpose. At the same time that the printout is produced, labels for the election balloting will also be printed,
so that both lists are identical. A third master list is also printed for later use. Persons joining or renewing
after these lists are produced will not be eligible to vote in this election.
.03 If a balloting is to take place, all documentation is prepared in English and in French. A ballot is
produced, clearly showing each candidate’s name and callsign, in alphabetical order by last name. Clear
instructions for marking the ballot appear on the ballot page. A notice explaining the need for the election,
as well as the instructions for the voting procedure and the return deadline date and time are contained on
a second paper. A third insert contains the biographical sketches of each candidate. A return envelope with
the RAC HQ address is enclosed (no postage). All inserts are prepared on white paper except the ballots,
which are printed on coloured paper, as determined by the General Manager, on behalf of the Executive. If
more than one election is taking place across the country, the coloured ballots may vary from region to
region for easy regional sorting.
.04 Replacement ballots will be issued to people who indicate that they never received the original mailing,
after their name has been checked against the master election mailing list. A notation is placed in the
master list, and should the number of replacement ballots potentially affect the outcome of the election, the
committee of tellers will decide whether the election results are valid or not.
.05 All biographical sketches received will be subject to editing, for campaign platforms and campaign
comments, by at least three RAC Full members, appointed by the General Manager. This Committee of
Tellers has the last word with regard to the final printed biographical information used in the balloting
process.
.06 Candidates may not purchase nor will they be given advertising space in TCA for purposes of
campaigning.
.07 Family memberships are entitled to one ballot per voting member in the family. Separate labels are
produced for these family members, and these are carefully monitored by the General Manager to ensure
proper handling. The master list is clearly marked for each family membership, indicating the number of
ballots mailed to each family membership.
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RAC ADMINISTRATION MANUAL
.08 As all ballots are hand-stuffed for mailing by volunteers, there is a chance that a return envelope may
be missing. The information provided in the mailing will clearly indicate that if the envelope is missing, a
plain envelope may be used and how to address it to identify it upon return to HQ so that is it not opened in
advance of the official count, nor disqualified from the count.
.09 Any returned ballots containing material other than the ballot itself will automatically be disqualified. Any
ballot not clearly marked as to the candidate of choice will be disqualified. Any ballot containing comments
and markings other than the clear indication of candidate of choice will be disqualified. Any ballots returned
postage due are automatically disqualified.
.10 All ballots are held unopened at HQ until the date of the official count, under the direction of the
Committee of Tellers. The count should take place under the supervision of a member of the RAC
executive if at all possible. In consultation with the Secretary, in the case of an election for Director, or in
consultation with the Vice President Field Services, in the case of an election for Section Manager, all
candidates will be advised of the results of the election by telephone immediately, with confirmation in
writing thereafter. The results of the election will be printed in the next available issue of TCA, and an
appropriate announcement will also be made immediately by the National Bulletin Editor.
.11 All ballots are to be retained until after the next Board of Directors meeting, in the case of an election
for Director, or for a minimum of three months, in the case of an election for Section Manager.
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RAC ADMINISTRATION MANUAL
8 Hamfests
8.1 Definition
“Hamfest" means any convention, flea market, picnic or other gathering of Radio Amateurs from one or more
sponsoring clubs or groups.
8.2 Attendance
Where a RAC-Affiliated Club is the sponsor of a hamfest, every effort will be made to have attendance of a RAC
representative. Where the hamfest is sponsored by an organization not affiliated with RAC, attendance is still
desirable.
8.3 Representation
Where practical, the Director in whose territory the hamfest is being held will attend as the RAC representative.
Where reasons of distance or other constraints make it impractical for the Director to attend, an Assistant Director
should represent RAC. The Director or Assistant Director, where appropriate, may obtain other volunteers as
necessary in the circumstances, to assist at the hamfest. Participation by the members of the RAC Executive is
also encouraged where possible.
8.4 Form Of Presence
Primary activities at a hamfest will consist of talking with people present, answering questions, selling new RAC
memberships, completing application forms, and taking fees for memberships. Where possible, these primary
activities will be supplemented to include the sale of member supplies. Ideally the area used by the RAC
representative, will be an area, designated by the sponsor organization, free of distracting surroundings and traffic.
8.5 The RAC Exhibit Booth
The RAC portable exhibit booth with RAC banner and red tablecloth should be set up with RAC pamphlets, TCA
back-issues and other promotional material. The exhibit area should be kept neat and tidy. A chair, if provided,
should be kept behind the table and only used if there are no visitors in the area. RAC membership will not sell
itself. Active promotion is essential for results. The booth should not be left unattended, and expected to sell RAC
memberships. The person staffing the booth is not selling magazine subscriptions but rather inviting membership in
our national Amateur Radio membership association. Open the discussion by asking "Are you a RAC member? If
the answer is "No", be ready with
the "More Than Just a Great Magazine" pamphlet, and ask "Have you seen this?" That gives you an opportunity to
lead off with the membership benefits. Once you have the person talking, you usually have a new member. At only
11 cents a day to ensure support for Amateur Radio, how can they refuse? If they say "Not interested." Ask "Are
you interested in operating next year or the year after?" Keep it positive, but don't be reluctant to engage the visitor.
You have nothing to be ashamed of in inviting membership.
8.6 Costs
If the hamfest is held in a nearby place, the RAC representative will be reimbursed for out-of-pocket expenses. If
the hamfest is held in a more distant place and is a hamfest which the RAC representative might not normally
attend, the Director may authorize reimbursement, upon consultation with the GM prior to the event, of out-ofpocket
expenses. These will be charged to the Director's budget. Travel Expense Policy should be consulted in
those cases where travel is involved.
8.7 Door Prize Donation in Lieu of Exhibit Fee
RAC rarely is expected to pay an exhibit fee. Instead, the usual alternative is a door-prize in the form of a free oneyear
RAC membership. This is preferable to offering a RAC publication as a door prize. Many clubs even offer an
event entrance fee refund to those who can show they joined RAC at the event. If the club insists on payment,
maybe they need to re-examine their own priorities. Is your contact a member?
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RAC ADMINISTRATION MANUAL
9 RAC Conventions
9.1 RAC Conventions are meetings of persons interested in Amateur Radio. RAC Conventions may be sanctioned
at the provincial, RAC section, RAC region or national levels. Normally, there will not be more than one convention
at each level in a given area per year.
9.2 RAC Conventions are authorized and conducted in accordance with the following rules:
.01 neither the name Radio Amateurs of Canada nor the letters RAC, nor the emblem of RAC, shall be
used in connection with any meeting or convention, or in the advertising thereof, unless it has been approved in a
manner set forth below.
.02 parties desiring to conduct an RAC Convention shall obtain the approval of the Director of the RAC
region in which the convention is to be held, by an application setting forth:
the place and date of the proposed convention;
the area to be served;
the purpose of the convention;
the clubs, associations or groups who propose to sponsor it;
the names and addresses of the officers chosen to conduct it.
(See next page for convention application form.)
9.3 The management, program and financial plans of every RAC convention shall be subject to the approval of the
RAC director of the region in which the convention is to be held.
9.4 When the Director is satisfied that approval of the convention is in the best interests of RAC, the Director shall
submit the application to the Executive for approval. Upon such final approval, RAC shall notify the chairman or
secretary of the convention group.
9.5 Every such convention will make provision for a RAC forum or meeting, and for a RAC display booth or table,
and shall have the RAC emblem prominently displayed on the front of all advertising and program materials.
9.6 For its part, RAC will make every effort:
.01 to provide a speaker at no cost to the convention treasury
.02 to provide editorial support for the event in TCA and the National Bulletin Service
.03 to accept paid advertising for the event at the discounted club advertising rate inTCA
.04 to contribute complimentary one year membership(s)to be used as prizes or awards.
9.7 Notwithstanding the above the Board of Directors may, at any meeting, authorize or direct, on terms that it may
prescribe, the holding of a National Convention, a meeting of persons interested in Amateur Radio from throughout
the operating territory of RAC. The management, program and financial plans of such a convention shall then be
subject to the joint approval of the Director concerned and the RAC Executive.
9.8 The Flag Of Radio Amateurs Of Canada (Presented in Calgary, AB. on July 30,1994)
The Calgary Amateur Radio Association (CARA) has great pleasure in presenting this FLAG to Radio Amateurs Of
Canada.
The FLAG represents a proud moment in celebrating the First National Radio Amateurs of Canada Convention
and it is the wish of CARA to have THE FLAG as a part of all opening ceremonies of future Radio Amateurs of
Canada National Conventions or any other occasion deemed suitable by the Radio Amateurs of Canada Directors.
At all other times, the Radio Amateurs of Canada General Manager will ensure that this FLAG is prominently
displayed with the Canadian flag at headquarters.
Instructions for hosting clubs:
1. The RAC flag stand has plates indicating the date and location of all previous RAC National
Conventions.
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RAC ADMINISTRATION MANUAL
All clubs hosting future National Conventions will update the flag stand with a plate. The engraved plate
supplied by the hosting club should be similar in design and color to the First National Convention 1994
plate. ( The engraving to look the same or a close facsimile thereof)
2. The proper protocol for flag placement is as follows: The Canadian flag should be on the left side and the
RAC flag on the right side.(Facing the flags)
3. Caution should be exercised not to place one flag in the stand, unless in the middle, as the weight of
the flag will overturn the stand. The Canadian and RAC flags should always be displayed together.
4. Have a good convention and fly the RAC flag with pride. It represents one national organization for all
Canadian Radio Amateurs.
APPLICATION TO HOLD AN RAC REGIONAL / NATIONAL CONVENTION OR HAMFEST
To the Director of:
(RAC Region)
The undersigned hereby make application for authorization to hold and conduct a Radio Amateurs of Canada
Convention ( ) Hamfest ( ).
In support thereof we submit the following information:
City and Province of the proposed Convention / Hamfest:
Building / premise in which it will be held:
Area of expected attendance to be embraced:
Proposed Convention / Hamfest date(s):
Sponsoring club(s), association(s) or group(s):
Address of Sponsor(s):
Note: We cannot process your application without the proper name, title, address, city/province and postal code
Sponsor contact name / tel no* for liaison with RAC Headquarters:
* must be available during normal office hours
Registration fee to be charged for attendance:
Anticipated attendance based on past experience:
Funds available for financing Convention*: $
*not required for Hamfest
Proposed disposition of any profit accruing from the Convention*:
*not required for Hamfest
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RAC ADMINISTRATION MANUAL
As part of this application, we pledge to the following agreements and understandings:
1. PROGRAM: We agree to submit to the Director of the Region, the complete details of our program as soon as
they are formulated. We agree that any entertainment offered or made available to attendants to the convention /
hamfest will be in good taste. In addition to social and technical items, we agree to incorporate into our program an
RAC session at which the Director, Assistant Director or any other RAC officials may address the participants.
2. RAC LOGO: We shall make every effort to include the RAC logo on the front of all advertising and program
material.
3. FINANCIAL MATTERS: We understand and accept that we are responsible for debts incurred by us in the
conduct of our Convention/Hamfest, and for which Radio Amateurs of Canada Inc. has no responsibility.
SIGNED at this day of
Authorized Signature:
Authorized Signature:
(Following to be completed by Director)
Radio Amateurs of Canada
720 Belfast Road, Suite 217
Ottawa, ON. K1G 0Z5
I have examined the above application and now transmit it to you with the notice that it has been:
APPROVED:
DISAPPROVED:
Director:
Region:
Dated:
(Following to be completed by RAC Headquarters)
HEADQUARTERS MEMORANDUM
Before the Executive on:
Action taken:
Name of Hamfest so notified:
Date:
By:
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RAC ADMINISTRATION MANUAL
10 Field Organization
10.1 RAC maintains a Field Organization, under the direction of the Vice President Field Services and with
assistance of Section Managers (SM), for the following purposes:
emergency communications (ARES),
message forwarding (NTS),
disseminating on-the-air bulletins (BM, OBS)
monitoring on-the-air activity and issuing of notices (OOC, OO)
implementing specific actions as directed by the Executive.
The Amateur Radio Emergency Service (ARES) and the National Traffic System (NTS) are major parts of the RAC
Field Organization. For practical reasons, NTS activities in Canada will continue to be coordinated with NTS
activities conducted by the American Radio Relay League (ARRL) in the United States. Details concerning ARES
and NTS are contained in the ARRL Public Service Communication Manual, which RAC uses as a guide. (A
photocopy of the manual is available from RAC Headquarters at a nominal handling charge or may be downloaded
from the RAC web site at no charge).
10.2 The activities of the RAC Field Organization take place in eight areas known as Sections. RAC Sections
correspond to RAC Regions as described in the Constitution, except that the Midwest Region is divided into two
Sections, Saskatchewan and Manitoba, that the Atlantic Region is divided into two Sections, Maritimes (NB, NS,
PEI) and Newfoundland - Labrador and that there is only one Section in Ontario.
10.3 The eight RAC Sections are as follows:
British Columbia,
Alberta,
Saskatchewan,
Manitoba,
Ontario,
Quebec,
Maritimes (NB, NS, PEI)
Newfoundland and Labrador.
For election purposes, members in the Yukon (Postal Code Y) are considered part of the British Columbia Section,
and members in Northwest Territories and Nunavut (Postal Code X) are considered part of the Alberta Section.
10.4 Each Section will have an elected Section Manager (SM) who will have authority over the Field Organization in
that Section. This Section Manager, who is RAC's direct link to its members, will, in cooperation with the VP - Field
Services, foster and encourage RAC activities and programs within that Section. The RAC Section Manager's
Survival Guide, provided by the VP - Field Services to all Section Managers, includes detailed instructions on how
to plan and manage the Section.
10.5 The Section Manager is the only elected RAC official in the Section organization. In discharging his/her
responsibilities, the Section Manager will, in consultation with the Regional Director and the Vice President Field
Services:
.01 recruit and appoint up to seven RAC members as Section-level assistants to serve under his/her
general supervision to administer the following RAC programs in the Section: emergency communications,
traffic nets, bulletin service and official observer service;
.02 supervise the activities of these assistants to ensure continuing progress in accordance with overall
RAC policies and objectives;
.03 appoint qualified RAC members in the Section to volunteer positions of responsibility in support of
Section level programs, or authorize appropriate Section level assistants to make such appointments;
.04 maintain liaison with, and make periodic reports to, the Vice President Field Services regarding the
status of Section level programs; receive from and give advice to the Vice President Field Services; and
remain informed on matters of policy that may affect Section level programs.
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RAC ADMINISTRATION MANUAL
.05 conduct correspondence and other communications, including personal visits to clubs, hamfests and
conventions, with RAC members and RAC affiliated clubs within the Section; respond to questions and
concerns personally or refer them to appropriate RAC officials;
.06 write or supervise the writing of a "Section News" column in TCA to encourage member participation in
RAC programs in the Section.
.07 be familiar with, and apply, the contents of “The RAC Section Manager’s Survival Guide”
10.6 Field organization leadership appointments made by Section Managers, in consultation with the Vice
President Field Services, will be available to qualified RAC Full members in each Section. These appointments are
as follows:
Section Emergency Coordinator (SEC),
District Emergency Coordinator (DEC),
Emergency Coordinator (EC),
Section Traffic Manager (STM),
Net Manager (NM),
Bulletin Manager (BM)
Official Observer Coordinator (OOC)
and, at the discretion of each Section Manager,
Assistant Section Manager (ASM).
10.7 Other leadership appointments may be established, as required, with the approval of the RAC Board.
10.8. Field Organization station and individual appointments made by Section Managers will also be available to
qualified RAC Full members in each Section.
These appointments are as follows:
Official Emergency Station (OES),
Official Relay Station (ORS),
Official Bulletin Station (OBS),
Official Observer (OO)
(Official Appointment Descriptions for all appointments are listed in Appendix F.)
10.9 Each Section Manager will be elected for a two-year term of office in accordance with the following
procedure:
.01 on any date not later than 1600 EST/EDST of the Friday prior to or corresponding to March 10, July 10,
or November 10 of each year, as applicable, the Vice President Field Services will accept nominating
petitions signed by ten or more RAC Full members from solicited Sections, naming a candidate who meets
the requirements outlined in 10.19. 02
.02 the Vice President Field Services will solicit such petitions in the appropriate issue of TCA, to ensure
completion of elections on or before June 1, October 30, or February 1 respectively.
.03 any solicitations will show the names, call sign and date of the end of term of office for the incumbent in
the Section solicited, and give full instructions on how to prepare and file a nominating petition.
.04 if only one eligible candidate is nominated by the closing date for receipt of petitions, the RAC Vice
President Field Services will declare that candidate elected.
.05 if more than one eligible candidate is nominated, then, on or before April 1, August 1, or December 1
respectively, the General Manager, on behalf of the Vice President Field Services will mail a ballot to each
person who, in the year of the election, on the closing date for nominations, was a Full member in the
Section in which the election is being held.
.06 ballots must be accompanied by resumes of up to 350 words in length, supplied by the candidates,
outlining their Amateur Radio background and their qualifications for office. The resumes are not to contain
any campaign material.
.07 the closing dates for the returns, to be stated on the ballot-forms, are listed in the schedule of
paragraph 10.17.
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RAC ADMINISTRATION MANUAL
.08 on the closing date of the returns, or as soon as possible thereafter, all ballots will be counted by the
General Manager in the presence of at least three RAC Full members. The candidate receiving the
greatest number of votes in each Section will be declared elected.
10.10 All candidates will be notified of the election results by mail. Names of those elected to new terms of office
beginning on July 1, November 1, or April 1 respectively, will appear in the first available issue of TCA, and an
appropriate announcement will be made immediately by the National Bulletin Editor.
10.11 If no eligible candidate is nominated, the procedures will be repeated six months later, and the term of office
of a Section Manager elected as a result of this re-solicitation will be shortened to eighteen months.
10.12 The RAC Board has agreed, when RAC is in a deficit financial situation, to the appointment of a Section
Manager by the Vice President Field Services instead of an election. After two years of surplus, the election
process is restored. Vacancies in the office of Section Manager occurring between elections will be filled by
appointment by the Vice President Field Services acting on advice of the RAC Regional Director of the Section
concerned and the outgoing Section Manager.
10.13 Every Section Manager will be subject to the Recall Procedure for Directors, as stated in the RAC
Constitution, except that the territory embraced will be a RAC Section rather than a RAC Region. Such petitions will
not be considered if there is less than six months remaining in the Section Manager's term of office.
10.14 The office of Section Manager may be declared vacant by the Vice President Field Services, whenever it
appears to be in the best interests of the RAC members in that Section to do so. Move of permanent residence
outside the Section, for which the Section Manager was elected, will be grounds for a declaration of vacancy.
10.15 Schedule For Section Manager Elections.
The following process begins in odd-numbered years
Sections: Alberta, British Columbia, Maritimes (NB, NS & PEI)
Solicitation January/February May/June September/October
Deadline for Petitions:* March 10 July 10 November 10
Ballots out:* April 1 Aug 1 December 1
Ballots in:* May 20 Sep 20 January 20
New term begins: July 1 Nov 1 Mar 1
The following process begins in even-numbered years
Sections: Manitoba, Quebec, Ontario, Newfoundland , Saskatchewan and Labrador
Solicitation January/February May/June September/October
Deadline for Petitions:* March 10 July 10 November 10
Ballots out:* April 1 Aug 1 December 1
Ballots in:* May 20 Sep 20 January 20
New term begins: July 1 Nov 1 Mar 1
* Actual dates will vary. If mailing date falls on a legal holiday or on a Saturday or Sunday, ballots will
be mailed on the next business day.
10.16 How To Conduct A Section Manager Election
The Vice President Field Services shall prepare the following notice for the appropriate issue of TCA. Note
that text in square brackets will vary, depending on whether the notice is for one or two Sections, and the
time of year.
10.17 Section Manager Election Notice
(sub-sections 01 - 05 inclusive)
To all RAC members in the .... Section [or .... and .... Sections]:
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RAC ADMINISTRATION MANUAL
.01 You are hereby solicited for nominating petitions pursuant to an election for Section Manager. Name of
the incumbent appears on page .. of this issue of TCA. A petition, to be valid, must be neatly printed or
typed, clearly indicating the candidate's name, call sign, telephone number and RAC membership number
with expiration date, as well as the name, call sign, membership number and expiration date with signature
of ten or more RAC Full members residing in the ...Section [or Section concerned]. It is advisable to have
more than ten signatures. Photocopied signatures are not acceptable. The nominators must have reached
the age of majority and must reside in the same Section as the candidate whom they are nominating. A
candidate may not nominate himself/herself. Each candidate must sign the nomination petition form,
indicating a willingness to be nominated, and include with the nomination a statement of qualifications (350
words maximum).
.02 A candidate for the office of Section Manager must :
have reached the age of majority; be a resident of that Section; be a full member of RAC at the time of
nomination; be a licensed Radio Amateur holding a Canadian Certificate of Proficiency in Amateur Radio
(or equivalent, as stipulated by the Radiocommunications Regulations); and should always operate radio
equipment only within the limits and privileges of the certificate and qualifications held.
.03 The following nominating petition form is acceptable:
(Place and Date)
Vice President Field Services
Radio Amateurs of Canada
720 Belfast Rd - Suite 217
Ottawa, ON K1G 0Z5
We, the ten undersigned RAC Full members residing in the .... Section, hereby nominate [name and
callsign] as Section Manager for this Section for the next two-year term of office.
(#1 of 10) [name] [call sign] [full address] [RAC membership number] [expiration date] [ signature]
Photocopied signatures are not acceptable. The nominators must have reached the age of majority and
must reside in the same Section as the candidate whom they are nominating. A candidate may not
nominate himself/herself.
I hereby indicate that I am willing to be nominated for Section Manager, and have attached a statement
below (use other side if necessary) not exceeding 350 words which sets forth my qualifications as
candidate.
Your statement will be included with the ballot mailed to members and will be the only
biographical information included. Your statement will be reprinted without content editing, except to
remove campaign platform material, or if your statement exceeds the 350-word limit, it will be shortened
to fit. You are not permitted to make any derogatory statement about any person or entity. Your statement
must be printed or typed.
I am a resident of the Section for which I am nominated; a RAC Full Member at the time of nomination;
a licensed Radio Amateur holding an Certificate of Proficiency in Amateur Radio (or equivalent, as
stipulated by the Radiocommunications Regulations); and will always operate radio equipment only within
the limits and privileges of the certificate and qualifications held.
I certify that all of the above statements are true and complete, to the best of my knowledge and belief,
and I understand that any willful misstatement is grounds for disqualification by the RAC Executive.
Name
Callsign
(Name as you wish it to appear on ballot: e.g. John Doe)
Address
Home telephone ( ) Business telephone ( )
Date
Signature
RAC Membership Number
Expiration Date
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RAC ADMINISTRATION MANUAL
.04 Nominating petitions will be received at the RAC Headquarters office until 1600 EST (or EDST),
(.......year, .......month, .......day). If only one valid petition [for a Section] is received, the person nominated
[in that Section] will be declared elected.
.05 If more than one valid petition [for a Section] is received, a balloted election will take place on or before
[Ballots In date 10.17]. The General Manager, on behalf of the Vice President Field Services, will then mail
a ballot to each person who, in the year of the election and on the closing date for nominations, was a Full
member in the Section in which the election is being held.
Returns will be counted after .... ... .. (year, month, day).
A Section Manager elected as a result of these procedures will serve for a two-year term of office
beginning on .... ... .. (year, month, day). If no valid petition is received [for a Section], the [.....] Section will
be re-solicited in the .... ... (year and months) of The Canadian Amateur .
You are urged to take the initiative and file a nominating petition immediately.
signed:
Vice President Field Services
10.18 When the fully completed Nominating Petition is returned, eligibility for office should be determined by the
Vice President Field Services, who shall notify the candidate of their status immediately.
10.19 Following a balloted election, or appointment, the Vice President Field Services will prepare a short news
release for the first available RAC bulletin, the RAC web site and TCA. Example:
RAC SECTION MANAGER ELECTION RESULTS
Congratulations to (name and callsign) who was recently elected (or re-elected) Section Manager for a two-year
term of office that will begin on (month, day, year). (He, she) (ran unopposed, eliminating the need for a balloted
election) or (was elected by mail-in ballot.)
41

RAC ADMINISTRATION MANUAL
11 QSL Bureau System
11.1 The RAC QSL Bureau System consists of an Outgoing QSL Bureau, together with a Central Incoming QSL
Bureau and eleven independent Provincial Incoming QSL Bureaus, located in the various provinces and territories.
All QSL Bureaus are staffed by volunteers.
11.2 The volunteer managers of the Outgoing QSL Bureau and the Central Incoming QSL Bureau are appointed by
the President in consultation with the First Vice President, to whom they report. It is essential to seek responsible
Radio Amateurs to appoint to these functions.
11.3 The Outgoing QSL Bureau provides free outgoing QSL card forwarding service only for Canadian resident
RAC members and for RAC Affiliated Club stations. To allow checking of membership status, RAC provides the
Outgoing QSL Bureau Manager with a confidential electronic copy of the RAC membership database each month.
The Outgoing QSL Manager sorts the cards and is paid an agreed to rate per kilogram for this sorting. The parcels
of sorted cards are mailed in bulk to foreign and Provincial Incoming QSL bureaus, for which postage the Outgoing
QSL Manager is compensated.
11.4 The National Outgoing QSL Bureau address and User Notification Form are shown in Appendix H.
11.5 At least 45 days prior to the Annual Board of Directors Meeting, the RAC Outgoing QSL Bureau Manager shall
produce a brief report on activities over the year. The report should include statistics on the number of cards
processed, from which major sources and to which foreign QSL Bureaus. The report should also cover the financial
transactions and financial status of the bureau.
11.6 The Central Incoming QSL Bureau forwards incoming QSL cards only to the Provincial Incoming QSL Bureaus
and has no direct contact with individual Radio Amateurs. It is compensated by RAC for postage as incurred for
incoming cards forwarded in bulk to the Provincial Incoming QSL Bureaus. The bureau maintains a $500.00 RAC
cash advance, to be replenished by RAC against expense claims.
11.7 At least 45 days prior to the Annual Board of Directors Meeting, the Central Incoming QSL Bureau Manager
shall produce a brief report on activities over the year. The report includes statistics on number/weight of cards
processed, from which foreign QSL Bureaus, and to which Provincial Incoming QSL Bureaus, as well as the
financial transactions and financial status of the Bureau.
11.8 The following guidelines govern the operation of the Provincial Incoming QSL Bureaus:
.01 Services of the provincial Incoming QSL Bureaus are not limited to RAC members. All Canadian Radio
Amateurs may make use of them. The Provincial Incoming QSL Bureaus are independently operated. The
Provincial Incoming QSL Bureaus are expected to operate on a user-pay basis. None of their expenses
are chargeable to RAC.
.02 The Provincial Incoming QSL Bureau Manager shall determine the Method(s) for their clients
Method A - Self-addressed stamped envelopes;
Method B - Credits;
Method C - Combination of (A) and (B);
Method D - Credits, with self-addressed labels suitable for use on mail envelopes.
The addresses and Methods used by the Provincial Incoming QSL Bureaus are shown in Appendix J.
Because of the clear advantages in efficiency and cost to both the bureau and users, RAC strongly urges
all Incoming Bureau Managers to employ Method B exclusively. Due to their use of decentralized sorting,
the VE3 (Ontario) QSL Bureau uses Method D. All other provincial bureaus offer Method B.
.03 The cost incurred for envelopes and postage may be directly charged against user credits. In addition,
the QSL Bureau manager should assess each user a pro-rata share of those bureau overheads that benefit
all bureau users, such as printer ribbons, postal box rental, etc.
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RAC ADMINISTRATION MANUAL
12 RAC Official Station Call Sign Management
12.1 On behalf of its members, RAC holds a number of call signs for RAC’s official stations in all the provinces and
territories of Canada. These callsigns bear the suffix “RAC” and can play a key role in promoting RAC on the air.
12.2 There are four types of activity in which RAC Official Call Signs may be used:
.01. Contests:
a: Contacts with any of RAC’s official stations are of extra value under the rules of the RAC
Canada Day Contest and RAC Canada Winter Contest.
b: Contacts with any of RAC’s official stations count as contacts with unique call areas in the
Radio Society of Great Britain’s (RSGB) Commonwealth Contest.
c: In the International Amateur Radio Union’s (IARU) HF Championship, contacts with RAC
official stations count as separate HQ multipliers. However, only one HQ station may
operate from any country on any one band.
.02. RAC Official Bulletin Stations:
a: The RAC Field Organisations in each RAC Section may have one or more RAC members
designated “Official Bulletin Stations” (OBS). OBSs are encouraged to make use of the
RAC Official Call Sign associated with their location.
.03. Special Events:
a: RAC Official Call Signs may be used for special events, including, but not limited to:
conventions, flea markets, ARRL Field Day, contests in which the RAC official call sign has
no particular significance, traffic nets, or any other legitimate purpose which would help
promote RAC. RAC call signs should not be used for frivolous activities, or for any
purpose which would harm RAC’s image.
.04. RAC Directors:
a: RAC Directors may use the RAC Official Call Sign appropriate for their location for any onair
activity which they judge would improve the profile of RAC and promote interest by
Amateurs in RAC.
12.3. Responsibility for Using Official Call Signs:
.01. Responsibility for use of RAC Official Call Signs is vested in Regional Directors as follows:
a. VA1RAC - Atlantic Director
b. VA2RAC - Quebec Director
c. VA3RAC - Ontario North and Ontario South Directors, jointly
d. VA4RAC - Mid-West Director
e. VA5RAC - Mid-West Director
f. VA6RAC - Alberta/Northwest Territories/Nunavut Director
g. VE1RAC - Atlantic Director
h. VE4RAC - Mid-West Director
i. VE5RAC - Mid-West Director
j. VE6RAC - Alberta/Northwest Territories/Nunavut Director
k. VE7RAC – B.C./Yukon Director
l. VE8RAC - Alberta/Northwest Territories/Nunavut Director
m. VE9RAC - Atlantic Director
n. VO1RAC - Atlantic Director
o. VO2RAC - Atlantic Director
p. VY0RAC - Alberta/Northwest Territories/Nunavut Director
q. VY1RAC – B.C./Yukon Director
r. VY2RAC - Atlantic Director.
(Note: VE2RAC, VE3RAC and VA7RAC are held by individual Amateurs. These call signs are not
RAC Official Call Signs and are beyond the scope of this document.)
.02. Each Regional Director may designate another RAC member to manage the use of the RAC
Official Call Signs for which they are responsible.
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RAC ADMINISTRATION MANUAL
12.4. Logs and QSL Cards:
.01. Persons using RAC Official Call Signs must log all contacts they make and provide complete logs,
indicating for each contact:
a. date and time in UTC;
b. frequency band; and
c. transmission mode used.
.02. Logs must be forwarded to both RAC HQ and to the responsible Regional Director, or their
designate.
.03. RAC will respond to all requests for QSL cards for contacts with stations using RAC Official Call
Signs. Requests for QSL cards may be sent to RAC HQ or the RAC Incoming QSL Bureaus.
12.5. Procedures:
.01. For the RAC Canada Day Contest, the RAC Canada Winter Contest and the RSGB
Commonwealth Contest, RAC Call Signs will be allocated on a first-come, first-served basis,
based on the date of a written request, either by lettermail or electronic mail.
.02. For the IARU HF Championship, "first-come first-served" will still be the general principle applied,
however, priority will be given to proposals for operations using RAC Official Call Signs from
locations in more than one province or territory within a single ITU zone. The responsible persons
identified in part 12.3.01, or their designates, will confer to determine an arrangement that will
provide RAC the greatest possible exposure.
.03. Applications for permission to use a RAC Official Call Sign under 12.2.01.a or c must be submitted
NO EARLIER than four calendar months in advance of the proposed operation. Requests must be
in writing, either by letter or e-mail to the person responsible for the RAC Official Call Sign in
question. A person requesting the use of a RAC Official Call Sign must be a RAC member.
Organisations requesting the use of a RAC Official Call Sign must be RAC Affiliated Clubs.
.04. Requests for permission to use a RAC Official Call Sign under 12.2.02 of this section may be made
by OBS appointees, outlining a proposed schedule of bulletin transmissions. The person identified
in 12.3.01 or their designate, will accommodate this schedule to whatever degree possible, placing
higher priority on applications under 12.2.01
.05. The person identified in 12.3.01 or their designate will respond to all requests, and will provide
successful applicants with specific, detailed directions on period when the RAC Official Call Sign
may be used.
12.6. Other:
.01. Applicants may be disqualified if they have used a RAC Official Call Sign on a previous occasion
and failed to provide RAC a suitable log or operated in a manner which inconsistent with the
objectives of use or harmful to RAC in any way.
.02. RAC Official Call Signs may be used in contests in any entry category permitted by the rules. This
includes the RAC Canada Day Contest and the RAC Canada Winter Contest.
-------------------------
Revised by Motion of RAC Board Meeting of August 17, 2004
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RAC ADMINISTRATION MANUAL
13 Membership List
13.1 The RAC membership list is considered confidential and will not be released for commercial purposes such as
for advertising of goods or services.
13.2 The membership list may be released for confidential handling and for the following authorized purposes:
.01 to provide Directors and Section Managers with lists of members/subscribers in their Region or
Section.
.02 to provide candidates for elected office with a list of eligible voters in their Region or Section, for
campaign mailings.
.03 to provide the Outgoing QSL Bureau Manager a means to verify membership of bureau users.
.04 to provide other interested Amateur Radio organizations with mailing addresses for charitable or
beneficial purposes, as determined by the General Manager.
13.3 The membership list may be released for any other purpose approved by the Board.
13.4 In lieu of a membership list, mailing labels may be provided, at a cost to be determined by the General
Manager.
45

RAC ADMINISTRATION MANUAL
14 Internet Web-Site
14.1 Radio Amateurs of Canada has as its main purpose, to represent and speak for all Canadian Radio Amateurs.
Increasing the number of Canadian Amateurs becoming RAC members, thereby increasing the financial resources
to carry out the RAC advocacy role, can further this purpose.
14.2 RAC operates an internet web site on the Internet at http://www.rac.ca with a single goal in mind: to maximize
the membership of RAC
.01 by encouraging current members, who are Internet users, to renew their membership
.02 by encouraging all other licensed Amateur Operators, who are Internet users, to join RAC
.03 by attracting Internet users to the Amateur Radio ranks, and convincing them of the value of RAC
membership
14.3 To pursue these objectives the Web site is designed to:
.01 attract Internet users to the RAC Home page
.02 provide quality, timely and useful information to RAC members and potential RAC members, in a format
that is readily understood.
.03 maintain the image of RAC within Canada as a progressive, well managed, well respected organization
which listens to its members and speaks with authority on their behalf
.04 enhance the image of RAC as an internationally respected organization
.05 keep Amateurs aware of events, which may influence their enjoyment of Amateur Radio in future
.06 help RAC members understand how dues are spent and who determines spending priorities.
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RAC ADMINISTRATION MANUAL
15 Radio Amateur of the Year Award
15.1 To qualify for the title "Radio Amateur of the Year", an individual should have made an outstanding
contribution to Amateur Radio in the last year, or have contributed consistently to the welfare of Amateur Radio
over several years.
15.2 Nominations with supporting documentation are to be sent to the Secretary of RAC no later than September
30 of any year. Selection of the winning candidate will be by majority vote of the Board of Directors of RAC based
on the supporting documentation supplied with the nomination.
15.3 The winning candidate will be notified by mail, and due recognition will appear in the journal of RAC. Serving
Directors, Section Managers and Officers of RAC are not eligible for this award while in office, nor in respect to their
term(s) of office.
15.4 It is the intent of the Board of Directors to recognize the outstanding Canadian Amateur of the Year each year
such candidates are nominated. The title "Radio Amateur of the Year" will be bestowed on him/her and a suitable
award presented, at an appropriate time and place.
15.5 The General Manager shall issue a Call for Nominations in the Jul-Aug and Sep-Oct issues of TCA, showing a
closing date of September 30.
15.6 Nominations received by RAC HQ are to be handled in a secure manner. Upon close of business on Sept. 30,
nominations with supporting documentation are to be forwarded to the members of the RAC Board of Directors,
with an extra copy to the President with a request that he issue a Call for Motion on the selection of a recipient from
among the nominations, based upon supporting documentation.
15.7 The General Manager arranges for the production of a plaque and Letter of Appointment to be presented to
the appointee, at an appropriate time, by the President or his designee, and places an announcement in The
Canadian Amateur magazine and on the National Bulletin Service.
15.8 Previous recipients and sponsors of “Radio Amateur of the Year” are listed in Appendix K.
15.9 The RAC Awards Sponsorship Agreement Form is shown as Appendix L.
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RAC ADMINISTRATION MANUAL
16 Canadian Amateur Radio Hall of Fame
16.1 The Constitution of the Canadian Amateur Radio Hall of Fame is included in Appendix M.
16.2 Although RAC is custodian of the "Hall", the business of the “Hall” is conducted by a separate Board of
Trustees, one per province, under a Board of Trustees Chair.
16.3 Each Trustee is nominated by the Director for that Region, based upon their capability to serve in that function
and is elected by majority of the RAC Board of Directors. The Chair is also nominated and elected by the RAC
Board of Directors.
16.4 The General Manager shall issue a Call for Nominations in the Jul-Aug and Sep-Oct issues of TCA, showing a
closing date of September 30.
16.5 Nominations received by RAC HQ are to be handled in a secure manner. Upon close of business on Sept 30,
nominations with supporting documentation are to be forwarded to the Chair of the Board of Trustees.
16.6 The Chair will make copies of relevant material and distribute them amongst the Trustees. He/she takes
additional action as required for the Board of Trustees to arrive at a decision for appointment.
16.7 The President and General Manager of RAC are advised in writing only of the decision with no reason given
for that choice.
16.8 The General Manager arranges for the production of a plaque and letter of appointment to be presented to the
appointee, at an appropriate time, by the President or his designee, and places an announcement in The Canadian
Amateur magazine and on the National Bulletin Service.
16.9 Previous recipients and sponsors of “The Canadian Amateur Radio Hall of Fame” are listed in Appendix N.
The RAC Awards Sponsorship Agreement Form is shown in Appendix L.
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RAC ADMINISTRATION MANUAL
17 RAC Affiliated Club Program
17.1 A summary of the program is included in Appendix P.
17.2 The primary RAC liaison person to the Amateur Radio clubs is the Regional Director, assisted by his
appointed Assistant Directors, acting as Affiliated Club Coordinators for their own assigned territories.
17.3 The primary document relating to the program is the RAC Affiliated Club President’s Workbook. This book can
be downloaded from the RAC web site, or may be purchased, at a nominal fee, from RAC HQ. This book should be
read and the contents applied by all Directors and Affiliated Club Coordinators
17.4 The RAC web site contains an Affiliated Club application and renewal form which is to be completed annually
to keep RAC informed of club executive, address and program changes.
17.5 Applicants with an internet browser are asked to complete and submit an application form on the RAC web
site. If an e-mail address is provided, upon acceptance a letter is sent confirming affiliation and an e-mail is sent to
the RAC web master who will add the club to the Affiliated Club listing on the web site. The club may download
from the web site all Affiliated Club files which includes the RAC Affiliated Club President's Workbook, a sample
constitution, clipart files, etc.
17.6 The Affiliated Club Coordinator's functions include:
.01 recruiting clubs to become affiliated
.02 recruiting new RAC members within the clubs
.03 providing support for the clubs, in the form of guest speakers, information on RAC activities and issues,
etc.
.04 ensuring that the affiliated club does not overlook the annual renewal
17.7 The Club Presidents' Council is also part of the Affiliated Club Program. To further the objective of dealing with
the Club Presidents, the Regional Director is urged to set up a list of President mail and e-mail addresses, and to
maintain that list current when Affiliated Club renewal applications are received.
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RAC ADMINISTRATION MANUAL
18 RAC Foundation
18.1 A brief description of the RAC Foundation is included in Appendix Q.
18.2 Donations are to be logged at RAC HQ and promptly forwarded with proper donor address to the Community
Foundation of Ottawa , where a tax receipt is prepared and sent to the donor. The detailed handling procedure is
shown in Section 7.
18.3 In early December of each calendar year a decision is made by the RAC Board whether to award a grant in
response to one or more grant applications received, or to let the investments accumulate another year.
18.4 To maintain member awareness of this member service, periodic mention should be made of the RAC
Foundation in TCA , as well as the RAC Foundation donation option on RAC membership renewal notices.
18.5 The General Manager shall periodically notify the Web Master of donors for recent donations.
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RAC ADMINISTRATION MANUAL
19 Audio – Visual Library
19.1 The Library comprises a number of program titles on Amateur Radio topics from various sources.
19.2 Up to seven related titles, of various lengths, are compiled into a single VHS video cassette, with a total of
between 60 and 90 minutes of program material.
19.3 The editing of source material and the compilation and titling of the master tapes has been done by BS Trax
Productions of Dunrobin, ON. The labour to produce the masters has been donated. Cassette tapes are purchased
in bulk from BS Trax and stocked at RAC for resale to clubs and individuals.
19.4 To protect RAC and BS Trax Productions against any claim of copyright infringement an author/producer
permission to produce duplications of the original title must be on file before advertising and shipment of any
product.
19.5 A small stock of cassettes is kept at RAC HQ to fill orders. BS Trax maintains an additional buffer stock and
can fill orders from new production within two weeks.
19.6 New program material is welcome from individuals or clubs, subject to compatibility with content and quality
requirements.
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RAC ADMINISTRATION MANUAL
20 Defence of Amateur Radio Fund Trust
20.1 The Defence of Amateur Radio Fund Trust (DARF) is managed by a Board of Trustees as shown in Appendix
R.
20.2 DARF does not qualify for Revenue Canada charitable status, so cannot issue tax receipts.
20.3 Fund money is raised through donations from individual Radio Amateurs (RAC members and non-members),
Amateur Radio clubs and associations, and corporate donors.
20.4 DARF financially supports RAC attendance to defend Amateur Radio interests at World Radio Conference and
related meetings.
20.5 RAC assists DARF in fund-raising through publication of DARF fund-raising appeals in The Canadian
Amateur, through links from the RAC web site and through administrative assistance in receiving and depositing
donor cheques to the DARF bank account.
52

RAC ADMINISTRATION MANUAL
21 RAC Publications Administration
21.1 New Publication Launch Procedure
The investment in a new RAC publication must be approved by the Administration and Finance Committee,
based upon a budget of production and printing expenses and revenues from sales of the new publication.
The budget may include provision for corporate sponsorship or commercial advertising as a means of
defraying initial (and possibly ongoing) production and printing costs.
21.2 Authority of the General Manager
.01 The General Manager is responsible for forecasting sales of the publications through established dealer
channels.
.02 Once the budget has been approved, the General Manager is authorized to pay the initial production
and printing costs not exceeding the budget amount.
.03 The General Manager is responsible for ensuring that subsequent annual budgets contain suitable
amounts for both annual costs and annual revenues for the new publication.
.04 The General Manager is authorized to order and reorder print runs as needed, within the limitations set
by such subsequent annual budgets.
21.3 Royalties to Publications Authors
Royalties paid to publications authors must be included in the initial and subsequent budgets, approved by
the Board of Directors, and must be detailed in a written agreement (See Appendix S) signed by both RAC
and the author(s).
21.4 Advertising and Promotion of RAC Publications
The General Manager is responsible for ensuring that there is adequate provision in the initial and
subsequent budgets for advertising and promotion of the new publication. This includes, but is not limited
to, advertising in The Canadian Amateur and other magazines, direct mail promotion to dealers and
prospective dealers, and promotional display material for use at hamfests.
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RAC ADMINISTRATION MANUAL
22 National Bulletin Service
22.1 The National Bulletin service was created to disseminate news of RAC activities and events of national or
international importance.
22.2 Bulletins are edited by the National Bulletin Editor. With few exceptions, bulletins are simultaneously issued in
both English and French languages and by e-mail and packet radio.
22.3 An e-mail robot maintains the e-mail list and distributes bulletins to those who are currently registered to
receive the English, or the French, or both versions.
22.4 The National Bulletin Service is limited in scope to content of national interest. It is also limited in distribution to
those registered for receipt of e-mail bulletins, and those having packet radio capabilities, and willing to check the
content of packet bulletin board systems. The RAC Field Organization Official Bulletin Stations relay the national
bulletins at a Section level, on HF and VHF phone and CW nets, to ensure that all active Amateurs are aware of
significant national
events. The OBS also can relay bulletins of local or regional events, originating with the Section Bulletin Manager.
22.5 National Bulletin Service authorization, generation, and distribution are in accordance with Appendix T.
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RAC ADMINISTRATION MANUAL
23 RAC Contests
23.1 The RAC Canada Day Contest occurs each year and runs from 0000 through 2400 UTC on July 1.
23.2 The RAC Winter Contest occurs each year and runs from 0000 through 2400 UTC on the last Saturday in
December, to be determined and publicized by the RAC Winter Contest Manager.
23.3 Individual contest categories are sponsored by commercial and other not-for-profit organizations and
individuals.
23.4 The RAC Contest Trophy Sponsorship Agreement is shown in Appendix U. The current contest rules, the
current list of sponsors for each trophy or plaque, and the terms for which they are sponsoring it, are shown in
Appendix V.
23.5 Each RAC contest is managed by a volunteer Contest Manager appointed by the President in consultation
with the Vice President Regulatory Affairs to whom they report. Each Contest Manager determines the contest
rules, administers contest logbook entries, and is resonsible for the issuance of certificates and plaques.
23.6 Within five (5) months following the closing date for log book entries, the Contest Manager will produce a
suitable news release announcing the contest statistics and winners for publication in The Canadian Amateur and
on the web site. The RAC Canada Day Contest results will meet publication deadline for March/April TCA and the
RAC Winter Contest results will meet publication deadline for the September/October TCA. He also sends a brief
supplementary report to RAC HQ containing the score, name, call sign and full mailing address of each plaque
recipient by contest category. RAC HQ prepares and mails the plaques to contest category winners. The Contest
Manager prints the category winner certificates which are mailed from RACHQ. Expenses for postage and printing
are reimbursed by RAC from budgeted funds.
23.7 At least 45 days prior to the Annual Board of Directors Meeting, each Contest Manager produces an annual
report to the VPRA of activities during the year. This includes the number of awards of each certificate and plaque,
and the financial accounting for those. The annual report may also contain suggestions for improvements in the
rules or processes for that Contest.
23.8 Upon completing his term of office, the Contest Manager shall turn over all RAC contest records to the VPRA,
or to his successor as Contest Manager, at the discretion of the VPRA.
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RAC ADMINISTRATION MANUAL
24 Operating Awards
24.1 In addition to encouraging excellence in operating through pursuit of the dozens of Canadian operating awards
sponsored by others, RAC sponsors several operating awards.
24.2 The current list of RAC-sponsored awards is:
Canadaward
Five Band Canadaward
Provincial Capitals Award
Seaway Award
Trans Canada Award
Worked All RAC Award (WARAC)
24.3 The RAC Awards are administered by a volunteer Awards Manager appointed by the President in consultation
with the First Vice President, to whom he reports.
24.4 The Awards Manager determines the award rules, and administers award applications, and the prompt
issuance of certificates and plaques.
24.5 The rules for each award emphasize a different aspect of operation. The current rules are included in
Appendix W.
24.6 The costs of the operating awards are self-financed by the award recipients through a charge for each
certificate or plaque. To minimize the cost of the plaques, that cost is divided between the cost of the engraved
metal "plate" and the cost of the wooden backboard for the plaque.
24.7 At least 45 days prior to the Annual Board of Directors Meeting the Awards Manager produces an annual
report to the First VP of activities during the year including the number of awards of each certificate and plaque,
and the financial accounting for those. The annual report may also contain suggestions for improvements in the
rules for any RAC award or for the award processes.
24.8 Upon completing his term of office, the Awards Manager shall turn over all RAC awards records to the RAC
General Manager, or to his successor as Awards Manager, at the discretion of the First VP.
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RAC ADMINISTRATION MANUAL
25 E-Mail Deliberation Procedures
25.1 The following procedure was developed to simulate, as closely as possible, the process of deliberating by the
Board of Directors when physically assembled. The primary elements considered crucial to Constitutional
compliance are:
(a) Robert's Rules of Order must apply
(b) all motions must be processed through the Chair
(c) all Directors must have an opportunity to review and vote on all motions
(d) all motions must be entered in the official record of Board transactions
25.2 All motions will be identified, recorded and tracked through a docket numbering system.
25.3 The Board Chair will:
( a ) upon presentation and acceptance of a Motion, verify that it is in order, seek and/or
confirm a Seconder.
(b) direct the Secretary to transmit the Motion to the Board of Directors with a call for votes.
(c) announce the results of voting on the Motion after being advised by the Secretary.
25.4 The Secretary will:
(a) assign a docket number to the Motion
(b) transmit the Motion to Board members with a call for votes.
(c) request each Director to acknowledge receipt of the Motion within three (3) days of transmittal
(d) set a closing date of a minimum of fifteen (15) business days, from deadline for acknowledgment, or
such other time as agreed to, for discussion and return of votes on the Motion.
(e) record all votes and abstentions and provide a summary of voting results to the Chair
following the closing date for discussion and voting on the Motion.
(f) maintain a record of all motions handled by e-mail and provide a summary up-date to the
Chair and Directors at intervals of not less than fifteen (15) days.
(g) submit and record in the minutes at each Board of Directors Meeting a summary, with
associated Docket numbering, of all motions and voting results advanced since previous annual Board
meeting.
25.5 The Directors will:
(a) advise the Chair and Secretary of any planned absence of longer than five (5) days.
(b) within the periods allowed, acknowledge receipt of the Motion, participate in discussion on
the Motion and/or respond to the call for votes by transmitting a vote on the Motion to the
Secretary. A failure to vote will be recorded as an abstention.
25.6 Board Chair, Secretary and Directors will:
a) simultaneously address to the Chair, Secretary, and Board members any and all incidental
e-mail correspondence related to any deliberation before the Board.
b) simultaneously address to the Chair, Secretary and Board members any and all e-mail
correspondence related to making a Motion, seconding a Motion, registering a vote or
discussing a deliberation before the Board.
c) simultaneously address to the Chair, Secretary and Board members any and all e- mail
correspondence related to planned absence as per paragraph 25.4(a) above or any other
advice concerning a prolonged absence.
25.7 The e-mail deliberation procedure may also be employed for Executive deliberations. In that
case, the above procedures shall be interpreted with the word President substituted for Board
Chair, and the word Executive for Director or Board members. So that there are no gaps in the
published Board docket list, docket numbers for Executive motions will be preceded by an E
and be assigned from a separate consecutive docket numbering list.
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26 Appendix A - The Constitution of Radio Amateurs Of Canada Inc.
SECTION 1
NAME
Article 1. Name of the Corporation. The Corporate name of the Corporation is:
RADIO AMATEURS OF CANADA INC.
RADIO AMATEURS DU CANADA INC.
SECTION 2
OBJECTIVES AND DEFINITIONS
Article 1. Objectives. The objectives of the organization are:
1. To represent and act as a liaison and coordinating body for Canadian Amateur Radio Associations, Societies,
Organizations and Individual Radio Amateurs.
2. To act as a liaison organization between its members and other Amateur Radio organizations within and beyond
Canada.
3. To represent Canadian Radio Amateurs in policy decisions regarding international issues and regulation that
affect Amateur Radio within the International Telecommunications Union (ITU) and at meetings and conferences of
the International Amateur Radio community (i.e. IARU).
4. To act as a liaison organization and consultatory body to municipal, provincial and federal governments in
matters concerning the Amateur Service and act as a liaison and consultative body to the Canadian Government
and its appropriate departments.
5. To promote excellence, the state of the art, and the interests of Amateur Radio's many varied activities through a
program of technical, regulatory and general information within the Amateur Service and to the Canadian public.
6. To maintain a tangible presence in the Amateur community in the form of a corporate office and address.
7. To maintain a "Field Organization" for public service.
Article 2. Words and Phrases.
In this document the singular shall include the plural, and the masculine the feminine, and vice versa.
The words "the Corporation" shall wherever used in this constitution or Letters Patent signify RADIO AMATEURS
OF CANADA INC.
The words "By-laws" mean all By-laws, including Special By-laws, of the Corporation as amended from time to
time.
The word "Act" means the Canada Corporations Act, as amended from time to time.
The word "Board" means the Board of Directors of the Corporation.
The words "report to the Board" means a report to the President of the Board, unless the report is given at a
lawfully called Board meeting.
Article 1. Offices.
SECTION 3
OFFICES
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The head office of the Corporation shall be in the National Capital Region, in the Province of Ontario, Canada.
The Corporation may establish and maintain, in addition to its head office, such other offices as the Board of
Directors may from time to time determine.
SECTION 4
MEMBERSHIP
Article 1. Classification of Membership.
There shall be four classes of membership in the Corporation, namely:
a) Full Member.
Any person residing in Canada or temporarily residing outside of Canada who (1) holds a Canadian Certificate of
Proficiency in Radio qualifying him to operate an Amateur Radio Station in Canada, or (2) holds a valid reciprocal
authorization for operation of an Amateur Radio Station while in Canada as defined by Canadian Regulations. A
Full Member has the right to vote at all annual general meetings and special general meetings of the Corporation.
b) Associate Member.
Any person residing in Canada or elsewhere who is interested in Amateur Radio but does not hold a Certificate of
Proficiency in Radio qualifying him to operate an Amateur Radio station in Canada. An Associate member shall be
entitled to attend meetings of members, but shall not have the right to vote thereat or to hold any office in the
Corporation.
c) Full Life Member.
Any Full Life Member shall have all the rights and privileges of a Full Member, including the right to vote.
d) Associate Life Member.
Any Associate Life Member shall have all the rights and privileges of an Associate Member.
Article 2. Dues.
The dues of members of any class shall be from time to time determined by the Board of Directors and schedules
of dues rates in force shall be published whenever there is a change, and in any case not less often than annually.
Article 3. Withdrawal from Membership.
Any member may withdraw from membership in the Corporation by sending a letter of resignation to the
Secretary.
Article 4. Expiration of Membership.
Members shall be notified of the expiration of their memberships not less than thirty days in advance thereof.
SECTION 5
REGIONS
Article 1. Applicability.
The provisions of this Section shall apply only to the following members:
a) Full Members, Full Life Members and
b) Associate Members, and Associate Life Members residing in Canada or temporarily outside of Canada.
Article 2. Regions.
For the purposes of membership in the Corporation, each of the members hereof shall be regarded as residing
within one of the seven Regions hereinafter named and described.
He will be entitled to vote for the director of his Region. A "VE0" member shall vote for the director of the Region of
the member's permanent postal address.
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Atlantic Region - Postal Code Regions A, B, C, E
Quebec Region - Postal Code Regions G, H, J
Ontario North - Postal Code Regions K, P
Ontario South - Postal Code Regions L, M, N
Midwest Region - Postal Code Regions R, S
Alberta Region - Postal Code Regions T, X
Pacific Region - Postal Code Regions V, Y
Article 3. Region Determined by Postal Address.
The appropriate Region for each member shall be determined by the geographical location designated in the postal
address of such member as recorded in the books of the Corporation, except that a member temporarily residing
outside of Canada shall be included in the Region that is appropriate to such member's most recent call-sign or
postal address within Canada.
SECTION 6
MEETINGS OF MEMBERS
Article 1. Annual General Meetings.
An Annual General Meeting of the members of the Corporation shall be held within Canada at such place and time
as the Board of Directors may determine. Any general meeting may also constitute a special general meeting to
consider, deal with and dispose of any business that may be considered, dealt with or disposed at a special general
meeting.
Article 2. Special General Meetings.
Special General Meetings of the members may be called at any time by or by order of the President or by order of a
majority of the Board of Directors, and shall be called by the President on the requisition of not less than one-tenth
the total number of Full and Full Life Members. All special general meetings of the members shall be held within
Canada at such places as may be fixed from time to time by the President or by resolution of the entire Board as
the case may be.
Article 3. Voting by Mail.
Notwithstanding Articles 1 and 2, because of the very wide distribution and dispersal of the membership across
Canada, and in order to give each member the greatest opportunity to express his desires, such matters as may
require voting by the members may be done by mail, except where the Act requires a meeting.
Article 4. Notice of Meetings or Mail Vote.
Notice of any annual or special meeting of members and a summary of the purposes of the meeting containing
enough information to allow a reasoned decision, shall be given to the members and that shall be mailed to the
members not more than fifty days prior to and not less than twenty-one days prior to the date of the meeting.
Notice of any mail vote and a summary of the purposes of the vote containing enough information to allow a
reasoned decision, shall be given to the members and that shall be mailed to the members not more than fifty days
prior to and not less than twenty-one days prior to the date of the vote.
The Executive shall appoint a committee of three or more tellers.
Any member who shall deliver to the Secretary a written petition signed by at least ten Full Members eligible to vote
stating their desire to witness the counting by the committee of tellers of the ballot shall be permitted the opportunity
to do so at his own expense and shall be accorded reasonable opportunity to satisfy himself of the correctness of
the count reported to the committee.
Ballots to be counted shall reach the Secretary not later than noon on the deadline date. No envelopes marked as
containing ballots shall be opened until the meeting of the committee of tellers held for the purpose of counting the
ballots.
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The committee of tellers shall meet at the head office of the Corporation or such other place designated for such
purpose, as soon as possible after the balloting closes, and in the presence of each other shall open the envelopes
containing ballots and shall count the vote after first eliminating the ballots of anyone disqualified from voting. They
shall forthwith prepare and sign in the name of the Board a report of the results of the vote. They shall turn over all
records and ballots to the Secretary for presentation at the next annual meeting of the members.
Article 5. Persons Entitled to be Present.
All members of the Corporation are entitled to be present at any annual or special general meeting of members.
Any other person may be present only on the invitation of the chairman of the meeting or with the consent of the
meeting.
Article 6. Quorum.
Ten or more members entitled to vote shall constitute a quorum for all purposes of any meeting of members.
Article 7. Persons Entitled to Vote.
Each Full and Full Life Member present at a meeting of members, or responding to a request for mail voting, shall
have the right to exercise one vote.
Article 8. Votes to Govern.
Unless otherwise required by the Letters Patent or by-laws of the Corporation or by statute, every question
submitted to the members shall be decided by the majority of votes duly cast on the question, and the President
shall be entitled to a second casting vote in case of an equality of votes.
Article 9. Rules of Order.
On questions of order and procedure not otherwise determined by by-law, the provisions of the current edition of
Robert's Rules of Order shall prevail.
Article 10. Adjournment.
The chairman of any meeting of members, with the consent of the meeting and subject to such conditions as the
meeting may impose, may adjourn the meeting from time to time and from place to place, and no notice of any
such adjourned meeting need be given.
SECTION 7
DIRECTORS
Article 1. Number and Quorum.
The property and business affairs of the Corporation shall be managed by a board of seven directors, one from
each of the seven regions specified in Section 5, of whom a simple majority shall constitute a quorum for both
general and special meetings of directors.
Article 2. Designation of Directors.
Each director shall be designated as the director of the Region in which he was elected. The director shall be the
principal representative of the Corporation in his Region for such matters and activities as may be assigned from
time to time by the Board of Directors.
Article 3. Qualification of Directors.
a) Directors shall be elected from among the Full Members and Full Life Members of the Corporation and shall at
the time of nomination:
1) have reached their age of legal majority;
2) shall be a Full Member, or Full Life Member of the Corporation; and
3) be resident in the Region from which they are nominated.
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b) No person shall be eligible for, or hold the office of Director whose business connections are of such nature that
he could gain financially through the shaping of the affairs of the Corporation by the Board, or by the improper
exploitation of his office for the furtherance of his own aims or those of his employer. The primary test of eligibility
under this clause shall be the freedom from commercial or governmental connections of such nature that his
influence in the affairs of the Corporation could be used for his private benefit.
Article 4. Failure to Meet Qualifications.
The office of a director shall be vacated in case of his refusal to act, if he becomes bankrupt or makes an
unauthorized assignment or is declared insolvent or is found to be mentally incompetent or where he moves his
permanent residence outside the Region from which elected, but only upon a majority vote of the Board confirming
that the said office is vacated.
Article 5 A. Directors for regions: Atlantic, Ontario North, Midwest, Pacific shall be elected in even numbered years
to hold office from the first day of January in the year following their election for the following two years. Similarly,
Directors for regions: Quebec, Ontario South, Alberta shall be elected in odd numbered years.
Article 5 B. In 1994 only, all seven directors shall be elected. Those to be elected in even numbered years shall
hold office for two years, and those to be elected in odd numbered years shall hold office for one year.
Subsequent elections shall be held as set forth in Article 5A.
Article 6. Method of Election.
The Full Members, and Full Life Members of the Corporation shall elect directors in the following manner:
a) Election Committee:
The Executive shall approve an election committee of 3 or more persons one of whom shall be the Secretary of the
Corporation.
b) Invitation to Submit Nominations.
The Secretary shall solicit nominations for directors immediately prior to the month of August in each election year,
by a notice that will show the name of the incumbent.
c) Nominations.
Ten or more Full Members in any Region may nominate any qualified Full member resident in that Region to the
position of director for that Region. Such nominating petitions should be sent to the Secretary not later than the first
day of September of an election year, or such alternative date as announced.
d) Biographical Notes.
Each candidate shall be asked to supply a brief biographical sketch limited to 350 words setting out succinctly his
background and qualifications.
e) Review of Eligibility.
The Election Committee under the direction of the Secretary shall delete the name of any nominee who may be
ineligible to election and the name of any who may withdraw.
f) Only One Eligible Nominee.
If there be but one eligible nominee, the Election Committee shall declare him elected without balloting by the
membership.
g) Ballot by Mail.
On or before the first day of October of each election year, the Secretary shall send by mail to every person who on
the first day of September of that year was a Full Member of the Corporation, a ballot listing the candidates, and a
return envelope soliciting a vote. The ballot shall contain a copy of the relevant by-law provisions, and a copy of
each candidate's biographical notes if such have been received.
h) Committee of Tellers
1) The Executive shall appoint a committee of three or more tellers, none of whom may be candidates.
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2) Any member who shall deliver to the Secretary on or before the first day of October of election year a written
petition signed by at least ten Full Members eligible to vote for a given candidate, stating their desire to witness the
counting by the committee of tellers of the relevant ballots, shall be permitted the opportunity to do so at his own
expense and shall be accorded reasonable opportunity to satisfy himself of the correctness of the count reported to
the committee.
3) Ballots, to be counted, shall reach the Secretary not later than noon of the third Friday of November of election
year. No envelopes marked as containing ballots shall be opened until the meeting of the committee of tellers held
for the purpose of counting the ballots.
4) The committee of tellers shall meet at the head office of the Corporation or such other place designated for such
purpose, as soon as possible after the balloting closes, and in the presence of each other shall open the envelopes
containing ballots and shall count the vote after first eliminating the ballot of anyone disqualified from voting. They
shall forthwith prepare and sign in the name of the Board a report of the results of the vote, declaring duly elected
as the new director the candidate receiving the greatest number of votes; and they shall turn over all their records
and ballots to the Secretary for presentation at the next annual meeting of the Board of Directors.
i) No Eligible Nominee.
If there be no eligible nominee, the procedure provided for in the present Article shall be repeated three months
later and if there again be no eligible nominee, the person then holding the office of director shall continue in office
until the next regular election established by this Constitution.
Article 7. Removal/Vacancy of Directors.
The office of Director shall be vacated upon the occurrence of any of the following events:
(i) the Director resigns his office after delivering written notice of such resignation to the Secretary of the
Corporation, which resignation shall take effect upon delivery;
(ii) he is found by a Court to be of unsound mind;
(iii) he becomes bankrupt or suspends payments or compounds with his creditors;
(iv) such Director is removed from office by at least Seventy-Five Percent (75%) of the members present at a
members meeting validly called;
(iv) death of the Director.
Provided that, if any vacancy shall occur for any reason contained in this section, the Board of Directors, by a
majority vote, may fill the vacancy.
Article 8. Vacancy of Director.
If any director vacancy shall occur for any reason, the Board of Directors may by appointment fill the vacancy with a
person in good standing on the books of the corporation as a Full Member, and having the other qualifications
required of directors.
Article 9. Meetings and Notices.
a) Annual Board of Directors Meeting.
The Annual Meeting of the Board of Directors shall be held at such time and place as is determined by the
Executive pursuant to the provisions of law and the by-laws of the Corporation generally, provided that twenty-one
day's notice of such meeting shall be sent in writing to each director. No formal notice shall be necessary if all
directors are present at the meeting or waive notice thereof in writing. Each director is authorized to exercise one
vote.
b) Special Board Meeting.
Special meetings of the Board of Directors may be called from time to time as required in the same manner as the
Annual Meeting. The call for any such meeting shall specify the matters to be considered. Each director is
authorized to exercise one vote at any such special meeting.
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c) Agenda.
Prior to any regular meeting of the Board of Directors, the Secretary, upon consideration of the reports of the
officers and directors, shall establish an agenda for the meeting. Proposals for amendment of the agenda or for the
deletion or addition of items shall be the first order of business.
d) Rules of Order.
The provisions of Section 6, Article 9 of this Constitution apply equally to meetings of the Board of Directors.
Article 10. Remuneration.
All officers and directors shall serve without compensation in any form. This shall not preclude the reimbursement
of, and the Corporation shall reimburse, the reasonable and necessary travelling expenses of officers and directors
from their homes to the place of meeting of the Board of Directors or of the Executive and return to their homes.
Article 11. Powers of the Board.
The Directors may exercise all such powers of the Corporation as are not required by the Canada Corporations Act
to be exercised by members at general meetings, or which cannot otherwise by reason of law be delegated by
members to the Directors. The Board of Directors may take such steps as they deem requisite to enable the
Corporation to receive donations and benefits for the purpose of furthering the objects of the Corporation.
Article 12.
The Board may extend to the President, or his designate, of other International Amateur Radio Union member
societies the courtesy of attending meetings of the Corporation. Such guests however will be considered non-voting
observers.
Article 13.
As many regional assistants to the Directors as are deemed advisable may be appointed, based on the criteria of
geographic location or technical expertise. Such appointments take effect upon confirmation by the Executive. Their
terms of office will, subject to reappointment, terminate at the end of the term of office of the Director from the same
region.
SECTION 8
OFFICERS
Article 1. Executive Officers.
The executive officers of the Corporation shall be a President, Vice Presidents, a Secretary, a Treasurer, and such
other officers as the Board may determine. The offices of Secretary and Treasurer may be combined on decision of
the Board.
Article 2. Committee.
The Nomination Committee will consist of all the Regional Directors.
Article 3. Chair.
a.) The chair of the Nomination Committee will be the Past President. (except as per Article 3 c.)
b.) If there is no Past President an interim Chair will be appointed by the Directors. The interim Chair will be a full
member of Radio Amateurs of Canada and appointed from the membership at large excluding the Directors and
Executive.
c.) The Directors at their discretion may decide to appoint an alternate person, as Chair, instead of the Past
President. The alternate Chair will be a full member of Radio Amateurs of Canada and appointed from the
membership at large excluding the Directors and Executive.
Article 4. Secretary
The Secretary of Radio Amateurs of Canada will be the Secretary of the Nomination Committee. The Secretary
shall record all correspondence and nominations for the committee. The Secretary will provide the Committee with
a summary of correspondence and nominations received. The final report is to be completed by the Secretary by
November 15 of the second year of the Executive term.
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Article 5. Nominations
The Directors shall submit their nominations for executive positions including a maximum 300 word resume for
each candidate to the Secretary. The deadline for all nominations shall be October 31 of the second year of the
Executive term. The President may also submit nominations and a maximum of a 300 word resume of each
candidate to the Nominating Committee Secretary after September 15 and no later than October 31 of the second
year of the Executive term. The President will be considered as a nominee for a continuing term unless the
President is in the final year of his/her third term. The President may withdraw his/her nomination should he/she
decide not to run for re-election.
Article 6. Election of Executive.
The Directors, Chair and Secretary shall meet, by conference call or in person, between November 22 and
December 8 of the second year of the executive term to finalize their choice for Executive positions. Each Director
will have one vote, with the chair voting in the event of a tie. Should there be more than two nominations any
candidates not receiving sufficient votes in the first round to be first or second will be dropped from the second
round of voting. Should any nominee get a majority of votes in the first round he/she will be declared elected. The
successful candidates and the retiring executives shall be informed of the Committees' decision by the Secretary.
Article 7. Term of Executive Office.
All positions on the Executive shall have a term of two years. The term of office will be from January 1 of the first
year to December 31 of the second year. Any person may occupy the same office for a third term but not a fourth
term.
Article 8. Term of Nominating Committee.
The Nominating Committee, comprising the Directors of the Corporation will be in force at all times. Nominations
from individual Directors, for the Executive, will normally be received by the Nominating Committee Secretary after
January 1 of the second year of the Executive term.
Article 9. Election and Replacement.
All officers shall be elected by the Board of Directors. In the event of death or other inability to act, the Board may
appoint a replacement for the vacant office, for the remainder of his/her unexpired term.
Article 10. Removal.
Any Executive officer may be removed from office at any time by the Board, which may then appoint a successor to
fill the unexpired term.
Article 11. Qualifications.
Except for the Secretary and Treasurer who may have "professional qualifications" that override the requirement to
be a licensed Radio Amateur or member of the Corporation, the restrictions and qualifications set forth for the
Directors in Section 7, Article 3 shall apply also to all officers of the Corporation. In addition, no officer shall, during
his term of office, be a Director of the Corporation.
Article 12. Duties of President.
The President shall be Chairman of the Board of Directors and preside over all meetings of the Board of Directors.
He shall be subject to instructions from the Board of Directors, and represent the Corporation in its relationship
internationally, to the public, and to governmental agencies and officials with which the Corporation may be
concerned. He shall be the official spokesman of the Board of Directors in regard to all matters of Corporation
policy.
Article 13. Duties of First Vice President.
In the absence, disability, or other failure to act, or resignation of the President, the First Vice President shall
perform the duties and exercise the powers of the President. He shall also perform such duties and exercise such
powers as the Board may delegate to such office.
Article 14. Duties of Secretary.
The Secretary shall record the proceedings of all meetings of members, of the Board, and of the Executive. He
shall promptly furnish copies of the minutes of these meetings to all officers and members of the Board and arrange
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for publication of a summary version. The Secretary shall give, or cause to be given, all notices required to be given
to members and Directors, and shall perform such other duties as may be prescribed by the by-laws or the Board.
The Secretary shall be the custodian of all records, other than financial records, of the Corporation, and of the
Corporate Seal.
Article 15. Duties of Treasurer.
The Treasurer shall keep full and accurate records of all financial transactions and shall be responsible for the
deposit of all monies and other valuable effects in the name and to the credit of the Corporation. He shall be
responsible for the disbursement of the funds of the Corporation, ensuring that proper vouchers exist, and shall
render to the Directors and Officers financial statements. The Treasurer shall provide a minimum of quarterly
reports to the officials of the Corporation. The Treasurer shall also perform such other duties as may be prescribed
by the Board.
Article 16. Remuneration.
The terms of remuneration specified in Section 7, Article 10, govern remuneration for Executive Officers.
Article 17. Meetings.
Meetings of the Executive shall be held at any time and place to be determined by its members provided that
"seventy-two" hours notice of such meeting shall be given, other than by mail, to each member of the Executive.
Notice by mail shall be sent at least fourteen days prior to the meeting. A simple majority shall constitute a quorum.
No error or omission in giving notice of any meeting of the Executive shall invalidate such meeting or make void
any proceedings taken thereat and any member of the Executive may at any time waive notice of such meeting.
SECTION 9
BY-LAWS, RULES AND REGULATIONS
Article 1. By-laws.
The Board of Directors may enact such by-laws not contrary to law or the Letters Patent as may be required, and
may repeal, amend or re-enact any such by-law; but every such by-law, repeal, amendment or re-enactment shall
not be enforced or acted upon until it has been confirmed by an affirmative vote of at least two-thirds of the
members present at a general or special meeting of membership, or alternatively by at least two- thirds of those
members returning mail ballots and provided that the repeal or amendment of any such by-law shall not be
enforced or acted upon until the approval of the Minister of Consumer and Corporate Affairs has been obtained.
Article 2. Rules and Regulations.
The Board of Directors may prescribe such rules and regulations not inconsistent with this Constitution relating to
the management and operation of the Corporation as they deem expedient.
SECTION 10
COMMITTEES
Article 1. Establishment of Committees.
The Board of Directors, as well as the President, may establish such standing committees and ad hoc committees
as they or he may deem advisable in order to better serve the aims and interests of the Corporation and its
members, which members shall hold office at the pleasure of the Board of Directors. The remuneration of such
committee members, if any, shall be fixed by the Board of Directors.
SECTION 11
FINANCIAL
Article 1. Fiscal Year.
The financial year of the Corporation shall be the calendar year.
Article 2. Audit.
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The Members shall appoint, at the Annual General Meeting, an auditor to audit the accounts of the Corporation for
the ensuing year for report to the members, to hold office until the next annual meeting of the Members, provided
that the directors may fill any casual vacancy in the office of auditor. The remuneration of the auditor shall be
authorized from time to time by the Board of Directors.
SECTION 12
LEGAL COUNSEL
Article 1. Appointment.
The Board of Directors shall appoint, on an annual basis, the Legal Counsel, and shall negotiate his remuneration
from time to time.
Article 2. Qualification of Legal Counsel.
The attorney appointed must be a member in good standing of a law society or bar of one of the provinces.
SECTION 13
CERTIFICATION OF DOCUMENTS AND CUSTODY OF CORPORATE SEAL
Article 1. Certification of Documents.
Contracts, documents or any instrument in writing requiring the signature of the corporation, shall be signed by any
two of the President, Vice Presidents and Secretary, and all contracts, documents and instruments in writing so
signed shall be binding upon the Corporation without any further authorization or formality. The Directors shall have
power from time to time by by-law to appoint an officer or officers on behalf of the Corporation either to sign
contracts, documents and instruments in writing generally or to sign specific contracts, documents and instruments
in writing.
The seal of the Corporation when required may be affixed to contracts, documents and instruments in writing
signed as aforesaid or by any officer or officers appointed by resolution of the Board of Directors.
Article 2. Custody of Corporate Seal.
The Secretary shall be the custodian of the Seal of the Corporation, which he shall deliver only when authorized by
a resolution of the Board to do so and to such person or persons as may be named in the resolution.
SECTION 14
GENERAL MANAGER
Article 1. Duties of General Manager.
The General Manager shall be the administrative official of the Corporation and shall be charged with the general
supervision of the administration of the Corporation and shall be accountable to the President. He shall approve all
expense vouchers and invoices submitted for payment, keep records relating to membership and business of the
Corporation and submit reports. The General Manager need not be a licensed Radio Amateur. The General
Manager shall attend all meetings of the Executive as may from time to time take place.
Article 2. Remuneration.
The remuneration of the General Manager shall be commensurate with experience, and negotiated annually with
the Board of Directors.
SECTION 15
E-MAIL DELIBERATIONS
Article 1. The following procedure was developed to simulate, as closely as possible, the process of deliberating by
the Board of Directors when physically assembled. The primary elements considered crucial to Constitutional
compliance are:
(a) Robert's Rules of Order must apply. (Section 7, Article 9d Rules of Order)
(b) All Motions must be processed through the Board Chair.
(c) All Directors must have an opportunity to review and vote on all Motions.
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(d) All Motions must be entered in the official record of Board transactions.
Article 2. All Motions will be identified, recorded and tracked through a docket numbering system.
Article 3. The Board Chair will:
(a) Upon presentation and acceptance of a Motion, verify that it is in order, seek and/or confirm a
Seconder.
(b) Direct the RAC Secretary to transmit the Motion to the Board of Directors with a call for votes.
(c) Announce the results of voting on the Motion after being advised by the Secretary.
Article 4. The Secretary will:
(a) Assign a docket number to the Motion.
(b) Transmit the Motion to Board members with a call for votes.
(c) Request each Director to acknowledge receipt of the Motion within three (3) days of transmittal.
(d) Set a closing date of a minimum of fifteen (15) business days, from deadline for
acknowledgment, or such time as agreed to, for discussion and return of votes on the Motion.
(e) Record all votes and abstentions and provide a summary of voting results to the Chair following
the closing date for discussion and voting on the Motion.
(f) Maintain a record of all Motions handled by e-mail and provide a summary update to the Chair
and Directors at intervals of not less than fifteen (15) days.
(g) Submit and record in the minutes of each Board of Directors Meeting a summary, with
associated Docket numbering, of all Motions and voting results advanced since previous Annual
Board Meeting.
Article 5. The Directors will:
(a) Advise the Chair and Secretary of any planned absence of longer than five (5) days.
(b) Within the periods allowed, acknowledge receipt of the Motion, participate in discussion on the
Motion and/or respond to the call for votes by transmitting a vote on the Motion to the Secretary. A
failure to vote will be recorded as an abstention.
Article 6. Board Chair, Secretary and Directors will:
(a) Simultaneously address to the Chair, Secretary and Board members any and all incidental e-
mail correspondence related to any deliberation before the Board.
(b) Simultaneously address to the Chair Secretary and Board members any and all e-mail
correspondence related to making a Motion, seconding a Motion, registering a vote or discussing a
deliberation before the Board.
(c) Simultaneously address to the Chair, Secretary and Board members any and all e-mail
correspondence related to planned absence as per Article 5 or any other advice concerning a
prolonged absence.
SECTION 16
BORROWING
Article 1. The Directors of the Corporation may from time to time:
a) borrow money upon the credit of the Corporation;
b) limit or increase the amount to be borrowed;
c) issue debentures or other securities of the Corporation;
d) pledge or sell debentures, or other securities for such sums and at such prices as may be deemed
expedient; and
e) secure any such debentures, or other securities, or any other present or future borrowing or liability of the
Corporation, by mortgage, hypothec, charge or pledge of all or any currently owned or subsequently
acquired real and personal, movable and immovable, property of the Corporation, and the undertaking and
rights of the Corporation.
f) authorize any Director, Officer, employee of the Corporation or any other person not employed by the
Corporation:
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1) to make arrangements for borrowing of money, terms and conditions for repayment and payment of
interest;
2) to make arrangements in regard to the documents to be signed, executed and delivered by the
Corporation to evidence any obligations incurred by it;
3) to sign, execute and deliver any instruments on behalf of the Corporation necessary or desirable
for the purposes aforesaid;
4) to modify, amend or extend the terms and conditions relating to any borrowing aforesaid and to
give additional securities and/or guarantees on behalf of the Corporation in respect thereof.
g) The powers hereby conferred shall be deemed to be in supplement of and not in substitution for any
powers already possessed by the Directors to borrow money for the purposes of the Corporation.
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27 Appendix B - Commitment and Payment Authority
COMMITMENT AUTHORITY
President First VP Other VPs Secretary Treasurer Gen Mgr Director Asst Dir
Travel B P P P P P b D
Postage B b b b B b b D
Administration B b b b B b b D
Telephone B b b b B b b D
Fax B b b b B b b D
E-Mail B b b b B b b D
Contracts full 0 0 full 0 0 0 0
Salaries full 0 0 0 full b 0 0
PAYMENT AUTHORITY
Operations full full 0 0 full $2,000.00 0 0
Capital full full 0 0 full $2,000.00 0 0
Contracts full full 0 0 full $2,000.00 0 0
No Officer may exceed the limits indicated above without the prior approval of the full Board.
No Officer is permitted to sign a cheque as payment for an expenditure which he/she has
initiated without the written approval of the President or Treasurer.
B - means "up to the limit imposed by the total annual budget for the line item, and must be
countersigned by the President and Treasurer"
b - means "up to limit imposed by your budget"
0 - means "no signing authority in this area"
P - means "only with approval by the President"
D - means "only as delegated by your Director"
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28 Appendix C - Expense Claim form
EXPENSE CLAIM
Radio Amateurs of Canada
217 - 720 Belfast Road
Ottawa, ON K1G 0Z5
Tel 613 244-4367
Fax 613 244-4369
Expense Account for period ending:__________________________
Date Item Amount GST HST Total
Total amount claimed for the period
CLAIMANT
GM & TREASURER’S USE
Name: Cheque #
Position:
Address:
Amount:
Date:
Signature: ______________________________________
Approved: ____________________________
NOTE: Please attach all receipts. GST must be accounted for separately in order for RAC to claim it back. All
receipts must also indicate the vendor’s GST Registration Number. All claims relative to a specific calendar year
must be received by the General Manager no later then January 15 of the following year. Late claims are charged
against your next year's budget.
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29 Appendix D - Management Performance Plan
A
B
A performance pay plan is made up of:
1. a formal management appraisal and performance review system and,
2. a set of guidelines for determining overall compensation levels when negotiating
salary and benefits. The Management Performance Review form sets out guidelines for determining
compensation, and is to be completed annually by the Executive Officer supervising the Manager.
Total compensation for an employee can be set by considering the following four factors:
1. a base salary and benefits based on the job market value of the job requirements, and
on the degree to which the incumbent meets those requirements , i.e.
a) education, training and any other acquired skills relevant to the job
b) relevant experience
c) personality traits relevant to job performance
2. an annual review of the compensation to allow a correction for a change in the purchasing value of the
dollar ( usually referred to as a "cost of living" adjustment). Provided that the revenues of the employer
also change to reflect the inflation or deflation of the currency, this salary correction is a no cost item, and
does not represent increased buying power for the employee.
3. for employees whose skills and experience are still being developed and following a performance
review, a salary increase may be granted to reflect:
a) recognition of increased skills or knowledge relevant to the job requirement, which
have been acquired by the employee outside working hours, since the last pay
adjustment, coupled with a demonstrated willingness and ability to apply those skills.
b) recognition of increased capability of the employee to meet the job
requirements through on the job experience, coupled with a demonstrated
willingness and ability to apply those skills.
The increase for the sum of a) and b) above should not exceed 10% of salary, except in very exceptional
circumstances as judged by the Board of Directors.
The following table may be used as a guide when negotiating an increase which should not exceed:
Excellent 7.5 to 10 %
Highly effective 5 to 7 %
Successful 3 to 5 %
Under no circumstances should an increase of this type be granted to a manager whose performance
has been assessed as Marginal or Unsatisfactory.
4. For an employee who has obtained the skills and experience necessary to fulfil the job requirements,
and who, following a performance evaluation has been assessed as successful or better, a performance
award or bonus, may be granted to reflect the degree to which the employee was willing and able to meet
the performance objectives set for the period. Such a lump sum performance award must be re-earned
each year.
The following table, expressed in a percentage of salary, may be used as a guide determining bonus
levels:
Excellent performance during the year up to 10%
Highly effective performance during the year up to 7%
Successful performance during the year up to 5%
Note: In unusual situations in which the performance evaluation suggests that both an increase and a
bonus are appropriate, the combination of the two may not exceed 10% of salary.
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30 Appendix E - Committees and Appointments
Membership of various committees and appointments is approved by the Board of Directors. Assistant Directors
are appointed by the individual Regional Director for that RAC Region.
Terms of committee members will be at the pleasure of the Board of Directors, but will not exceed the duration of
their individual Executive or Board responsibilities.
Atlantic Region - Bill Gillis VE1WG ve1wg@rac.ca
Amberman, Vernon VE9VEA
Amero, Burt VE1AMA
Appleton, Bill VE1DM
Diggdon, Glen VE1GBD
Doak, Ron VE1BCQ
Ellis, Mel VE9KK
MacEachern, Jim VY2UA
Marchand, Wayne VE1WJM
McLaughlan, Bob VE9RB
Moss, Malcolm VO1AT
Piercey, Paul VO1HE
Price,Don VE1AU
Rodd, Harold VE1LV
Turner, Bob VE1RST
Quebec Region - Daniel Lamoureux ve2ka@rac.ca
Directors and Assistant Directors
Ontario South Region - Dana Shtun VE3DSS ve3dss@rac.ca
Frame, Doug VE3JDF (Niagara) ve3jdf@rac.ca
Kyle, Ferg VE3LVO (Mississauga/Hamilton)
Moogk, Gordon VE3DBP (Grey-Bruce)
Peterson, Rick VE3FMC (London-Windsor)
Ontario North Region - Doug Leach VE3XK ve3xk@rac.ca
Ashton, Rick VA3RGA
Bell, Norman VE3XRC
Bradey, Bob VA3RFK
Caccamo, Paul VA3PC
Macdonald, Fraser VE3KOF
Monaghan, Barry VE3BLM
Parks, Dave VE3AV
Tambeau, Donald VE3HOL
Van Den Berg, Hans VE3REL
Walsh, Ron VE3GO
Midwest Region - Rick Lord VE4OV ve4ov@rac.ca
Madsen, Bjarne VE5FX
Romanchuck, Adam VE4SN
Shehyn, Bob VE5FY
Alberta & NT Region - Earle Smith VE6NM ve6nm@rac.ca
Grotski, Earl VE6ERL
Jacobs, Garry VE6CIA
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Laferia, Joe VE8JL
Vander Linden, Gus VE6NL
Pacific Region - Dennis Livesey VE7DK ve7dk@rac.ca
Allen, J VY1JA
Beaubien, Lou VE7CGE
Bertholm, Carl VE7CLC
Morrison, Raymond VE7FBJ
Rand, Gil VE7BUL
Thompson, Richard VE7XT
National Executive
President - Ken Oelke VE6AFO ve6afo@rac.ca
1st Vice President - Ralph Webb VE7OM ve7om@rac.ca
VP - International Affairs - Ken Pulfer VE3PU ve3pu@rac.ca
VP - Government Affairs (Acting) - Ken Pulfer VE3PU ve3pu@rac.ca
Cameron, Ralph VE3BBM (Voluntary Advisor) ve3bbm@rac.ca
Dean, Jim VE3IQ (Voluntary Advisor) ve3iq@rac.ca
Ide, Graham VE3BYT (Voluntary Advisor) ve3byt@rac.ca
Kavanagh, Bob VE3OSZ (Voluntary Advisor) ve3osz@rac.ca
Wightman, Brice VE3E (Voluntary Advisor) ve3e@rac.ca
VP - Industrial Relations - Don Rowed VE3KII ve3kii@rac.ca
Cameron, Ralph VE3BBM (Voluntary Advisor) ve3bbm@rac.ca
VP - Regulatory Affairs - Tim Ellam VE6SH ve6sh@rac.ca
VP - Field Services - Pierre Mainville VA3PM va3pm@rac.ca
Secretary - Dawn McKay VE1MAK ve1mak@rac.ca
Treasurer - Bill Rothwell VE3FGW ve3fgw@rac.ca
Non-Voting
General Manager - Debbie Norman VA3RGM dnorman@rac.ca
Honourary Counsel - Tim Ray VE3XV tray@beament.com
Administration and Finance Committee
Leach, Doug VE3XK ve3xk@rac.ca (Chair)
Smith, Earle VE6NM ve6nm@rac.ca
Norman, Debbie VA3RGM dnorman@rac.ca
Rothwell, Bill VE3FGW ve3fgw@rac.ca
Webb, Ralph VE7OM ve7om@rac.ca
Dawn McKay VE1MAK ve1mak@rac.ca
Standing Committees
Advisory Committees and Appointments
Awards Manager
Reid, Dave VE6BIR ve6bir@rac.ca
Contest Committee
Ellam, Tim VE6SH (Chair) ve6sh@rac.ca
Kosmenko, Gord VE6SV (RAC Canada Day Contest Manager) ve6sv@rac.ca
Shipman, Dave VE7CFD (RAC Winter Contest Manager) ve7cfd@rac.ca
HF Band Planning Committee
Nash, Bob VE3KZ (Chair) rtnash@netcom.ca
Kaufman, Robert VE4GV rkaufman@magic.mb.ca
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Moman, Don VE6JY ve6jy@rac.ca
Samuelson, Gus VO1MP gussam@voyager.newcomm.net
VHF/UHF Band Planning Committee
Ide, Graham VE3BYT (Chair) ve3byt@rac.ca
Belrose, Jack VE2CV
Bergstrom , Barry VE6MK
Dashney, Don VE3RM
Renaud, Jean-Guy VE2AIK
Shtun, Dana VE3DSS
Thurber, Al VE1AKT
Tracey, Bill VE7QQ
Microwave Band Planning Committee
Kavanagh, Steve VE3SMA (Chair) ve3sma@rac.ca
Currie, John VE1ZJ
Edwards, Lionel VE7BQH
Fowler, Clare VE3NPC ve3npc@rac.ca
Furnald, Grant VE6TA
Malowanchuk, Barry VE4MA
Shtun, Dana VE3DSS ve3dss@rac.ca
National ARDF Coordinator
Creighton, Perry VE7WWP ve7wwp@rac.ca
National Bulletin Service Editor
Charron, Guy VA3FZA (Editor) va3fza@rac.ca
Central Incoming QSL Bureau Manager
Morgan, Len VE9MY (Manager) ve9my@rac.ca
Outgoing QSL Bureau Manager
Stevanovic, Nenad VE3EXY (Manager) ve3exy@rac.ca
Web Site Volunteer Staff
Pulfer, Ken VE3PU (Web Master) ve3pu@rac.ca
Frame, Doug VE3JDF (Call Sign Database Editor) ve3jdf@rac.ca
Herber, Neil VE3PUE (Reading Room Editor) ve3pue@rac.ca
Joint External Committees and Appointments
Amateur Radio in the International Space Station (ARISS)
Haighton, Robin VE3FRH (RAC Representative to Technical Committee) ve3frh@wchat.on.ca
Pulfer, Ken VE3PU (RAC Representative to Steering Committee) ve3pu@rac.ca
American Radio Relay League (ARRL)
Kosmenko, Gord (RAC Representative to Contest Advisory Committee) ve6sv@rac.ca
Hamilton, Garth VE3HO (RAC Representative to DX Advisory Committee)
ARRL DXCC Field Representatives (QSL Card Checkers)
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Frost, Dave VE7VF ve7vf@rac.ca
Hamilton, Garth VE3HO VE3HO@freenet.niagara.com
Hammond, Gary VE3XN ghammond@gate-way.net
Hardie, Bill VE3EFX
Hohn, Gerry VE6WB gerry.hohn.ghohn@nt.com
Lott, David VE3BHZ david.lott@sympatico.ca
Maude, Ray VE3WT ve3wt@vaxxine.com
Romanchuk, Adam VE4SN adamr@pangea.net
Scott, John VE1JS ve1js@rac.ca
Weiner, Joel VE6WQ ve6wq@rac.ca
ARRL WAS/VUCC Field Representatives (QSL Card Checkers)
Oelke, Ken VE6AFO ve6afo@rac.ca
Shtun, Dana VE3DSS ve3dss@rac.ca
Canadian Amateur Radio Advisory Board (CARAB)
Oelke, Ken - VE6AFO (Co-Chair - RAC) ve6afo@rac.ca
Shtun, Dana VE3DSS ve3dss@rac.ca
Lord, Rick VE4OV ve4ov@rac.ca
Canadian Amateur Radio Hall of Fame - Board of Trustees
Hay, Jim VE2VE (Chair) ve2ve@rac.ca
Clark , Hugh VE1HC (Trustee - NB) ve9hc@nbnet.nb.ca
Crisall, Brian VE6BCH (Trustee - AB) ve6bca@v-023-wave.com
Davis, Frank VO1HP (Trustee - NF) fdavis@nf.sympatico.ca
Porter, Roger VE1VCE (Trustee - NS)
Frederick, Gil VE4AG (Trustee - MB) gilfred@pangea.ca
Goyette , Pierre VE2FFE (Trustee - QC)
Graham, Frank VY2FG (Trustee - PEI) frgraham@pei.sympatico.ca
Houghton, Fred VE7FFK (Trustee - BC)
McGillivray, Keth VE5VG (Trustee - SK) ve5vj@sk.sympatico.ca
Vaillancourt, Albert VE3DPZ (Trustee - ON) ve3pdz@rac.ca
Canadian Standards Association EMC Steering Committee
Pulfer, Ken VE3PU ( RAC Representative) ve3pu@rac.ca
CARF Publications Board of Directors
Sansom, George VE3GWS (President and Director) ve3gws@rac.ca
Dean, Jim VE3IQ (Treasurer and Director) ve3iq@rac.ca
Griffin, Alan (Editor, The Canadian Amateur magazine) tca@igs.net
Norman, Debbie VA3RGM (Manager) dnorman@rac.ca
Ray, Tim VE3XV (Honourary Legal Counsel) tray@beament.com
International Amateur Radio Union (IARU) Liaison
Pulfer, Ken VE3PU (RAC Liaison) ve3pu@rac.ca
Moman, Don VE6JY (IARU Monitoring Coordinator) ve6jy@rac.ca
Potter, Martin VE3OAT (IARU R2 Monitoring Coordinator) mhpotter@echelon.ca
Radio Advisory Board of Canada (RABC) Liaison
Rowed, Don VE3KII (RAC Liaison) ve3kii@rac.ca
World Radio Conference Canadian Preparatory Committees and Working Groups
Pulfer, Ken VE3PU (RAC Liaison) ve3pu@rac.ca
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31 Appendix F - Products and Services Price List
Product or Service Description C$ incl GST C$ incl HST C$ US/For'n
Annual Membership $39.95 $41.43 $53.00
Family Membership $20.00 $20.00
Blind Membership (requires CNIB Registration Number) $20.00 $20.00
Life Membership $1250.00 $1343.45 N/A
RAC Membership Certificate (Renewals only - initial one free) $1.55 $1.55 $1.55
Video Tapes (Specify) $18.73 $20.13 Incl. Postage
Bulk Tape purchases, 5 or more (Specify) $16.85 $18.11 Incl. Postage
CEPT Permit for reciprocal operation in CEPT Countries $10.00 $10.00
International Amateur Radio Permit (IARP) $25.00 $25.00
Photocopy - RAC Emergency Coordinator's manual $13.50 $13.50 Incl. Postage
Photocopy - RAC ARES Instructor's Manual $13.50 $13.50 Incl. Postage
Photocopy - RAC Section Manager's Survival Guide $13.50 $13.50 Incl. Postage
Photocopy - RAC Official Observer Guide $5.00 $5.00 Incl. Postage
Photocopy - per sheet, single sided 8.5 x 11 $0.05/copy $0.05/copy
Back Issues of The Canadian Amateur (as available) $7.25 $7.25 Incl. Postage
RAC Exec/Dir/AD Name Badge - brushed brass finish w/RAC
logo
$19.80 GST
except ONT.
$21.28 $21.28 Ont.
residents
RAC Field Org'n Name Badge - brushed aluminum finish
w/RAC logo. Order must be approved by cognizant S.Mgr.
$19.80 GST
except ONT.
$21.28 $21.28 Ont.
residents
RAC Member Name Badge - brushed copper finish w/RAC
logo
$19.80 GST
except ONT.
$21.28 $21.28 Ont.
residents
RAC Pamphlets (Specify) QTY 100 prepaid $5.00 $5.00 Incl. Postage
ARES Sew-On Patches $5.00 $5.00 Incl. Postage
Membership labels (SM & Director candidates only) per 1000 $15.00 $15.00
Address Changes / Subscription Redirects
1. There is no charge or refund for an address change from one Canadian address to another, from one US or
foreign address to another, or from a US or foreign address to a Canadian address.
2. The charge for an address change from a Canadian address to a permanent foreign address is prorated from
the future less current annual charges. e.g. a move six months into the year would involve a charge equal to the
difference between the US/foreign rate of $53.00 less $39.95 ($13.05) prorated for a half year, or $6.53.
3. Because of the differences in postal rates and the administrative costs, it is not feasible for RAC to redirect mail
for those wintering outside Canada. Members are asked to arrange mail forwarding through Canada Post or a
neighbour.
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32 Appendix G - Field Organization Appointment Descriptions
G.1 Official Appointment Description - Section Manager
The Section Manager is the senior elected RAC official in his Section. In discharging his/her responsibilities, he/she:
Recruits and appoints Section-level assistants to serve under his/her general supervision and to administer the
following RAC programs in the Section: emergency communications, message traffic, and on-the-air bulletins.
Supervises the activities of these assistants to ensure continuing progress in accordance with overall RAC policies and
objectives.
Appoints qualified RAC members in the Section to volunteer positions of responsibility in support of Section programs,
or authorizes the respective Section-level assistants to make such appointments.
Maintains liaison with the Vice President Field Services and makes monthly reports to him regarding the status of
Section activities; receives from Vice President Field Services information and guidance pertaining to matters of
mutual concern and interest; keeps informed on matters of policy which affect Section-level programs.
Conducts correspondence or other communications, including personal visits to clubs, hamfests and conventions, with
RAC members and affiliated clubs in the Section; either responds to their questions or concerns or refers them to the
appropriate person or office in the organization; maintains liaison with representative of any repeater frequency
coordinating councils having jurisdiction in the Section.
Writes, or supervises preparation of, a monthly "Section News" column in TCA to encourage member participation in
the RAC programs in the Section.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Section Manager is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radiocommunication Regulations) and should always operate radio
equipment only within the limits and privileges of the certificate and qualification held.
G.2 Official Appointment Description Assistant Section Manager (ASM)
The ASM may serve as a general assistant to the Section Manager or as a specialist. That is, the ASM may assist the
Section Manager with general leadership matters as the Section Manager's understudy, or the ASM may be assigned
to handle a specific important function that does not fall within the scope of the duties of the Section Manager's other
assistants.
At the Section Manager's discretion, the ASM may be designated as the recommended successor to the incumbent
Section Manager, in case the Section Manager resigns or is otherwise unable to finish the term of office.
The ASM should be familiar with the "Guidelines for the RAC Section Manager," which contains the fundamentals of
general section management.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
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there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Assistant Section Manager is required to be a Full RAC member and hold a Certificate of
Proficiency in Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should
always operate radio equipment only within the limits and privileges of the certificate and qualification held.
G.3 Official Appointment Description – Section Emergency Coordinator (SEC)
The SEC is the assistant to the SM for emergency preparedness. The SEC is appointed by the SM to take
care of all matters pertaining to emergency communications and the Amateur Radio Emergency Service (ARES)
on a section wide basis. The SEC post is one of top importance in the section and the individual appointed to it
should devote all possible energy and effort to this one challenging organizational program for Amateur Radio.
There is only one SEC appointed in each section of the RAC Field Organization.
SEC qualifications and functions:
The encouragement of all groups of community Radio Amateurs to establish a local emergency organization.
Recommendation to the SM on all section emergency policy and planning, including the development of a
section emergency communications plan.
Cooperation and coordination with the Section Traffic Manager so that emergency nets and traffic nets in
the section present a united public service front, particularly in the proper routing of Welfare traffic in emergency
situations. Cooperation and coordination should also be maintained with other section leadership officials as
appropriate.
Recommendation of candidates for Emergency Coordinator and District Emergency Coordinator
appointments (and cancellations) to the Section Manager and determine areas of jurisdiction of each amateur so
appointed. At the SM's discretion, the SEC may be directly in charge of making (and canceling) such appointments. In
the same way, the SEC can handle the Official Emergency Station program.
Promotion of ARES membership drives, meetings, activities, tests, procedures, etc., at the Section level.
Collection and consolidation of Emergency Coordinator (or District Emergency Coordinator) monthly reports
and submission of monthly progress summaries to the SM and RAC Headquarters. This includes the timely reporting
of emergency and public safety communications rendered in the Section for inclusion in TCA.
Maintenance of contact with other communication services and serve as liaison at the section level with all
agencies served in the public interest, particularly in connection with federal, provincial and local government, civil
preparedness, Red Cross, and so on.
Your position description includes assisting your successor as much as possible to ensure a smooth transition
in your position. This involves promptly updating and turning over the position records and supplies to your successor
so that there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees
should take advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization
programs, and our abilities to serve the public.
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Requirement: The Section Emergency Coordinator is required to be a Full RAC member and hold a Certificate
of Proficiency in Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should
always operate radio equipment only within the limits and privileges of the certificate and qualification held.
G.4 Official Appointment Description - District Emergency Coordinator (DEC)
The RAC District Emergency Coordinator is appointed by the SEC to supervise the efforts of local Emergency
Coordinators in the defined district. The DEC's duties involve the following:
Coordinate the training, organization and emergency participation of Emergency Coordinators in your district of
jurisdiction.
Make local decisions in the absence of the SEC or through coordination with the SEC, concerning the allotment of
available Amateurs and equipment during an emergency.
Coordinate the interrelationship between local emergency plans and between communications networks within your
District of jurisdiction.
Act as backup for local areas without an Emergency Coordinator and assist in maintaining contact with governmental
and other agencies within your District of jurisdiction.
Provide direction in the routing and handling of emergency communications of either a formal or tactical nature, with
specific emphasis being placed on Welfare traffic.
Recommend EC appointments to the SEC.
Coordinate the reporting and documenting of ARES activities in your District of jurisdiction.
Act as a model emergency communicator as evidenced by dedication to purpose, reliability and understanding of
emergency communications.
Be fully conversant in National Traffic System routing and procedures as well as have a thorough understanding of the
locale and role of all vital governmental and volunteer agencies that could be involved in an emergency.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The District Emergency Coordinator is required to be a Full RAC member and hold a Certificate of
Proficiency in Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should
always operate radio equipment only within the limits and privileges of the certificate and qualification held.
G.5 Official Appointment Description - Emergency Coordinator (EC)
The RAC Emergency Coordinator is a key team player in ARES on the local emergency scene. Working with the
Section Emergency Coordinator, the DEC and Official Emergency Stations, the EC prepares for, and engages in
management of communications needs in disasters. EC duties include:
Promote and enhance the activities of the Amateur Radio Emergency Service (ARES) for the benefit of the public as a
voluntary, non-commercial communications service.
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Manage and coordinate the training, organization and emergency participation of interested Amateurs working in
support of the communities, agencies or functions designated by the SEC / SM.
Establish viable working relationships with federal, provincial, municipal government and private agencies in the ARES
jurisdictional area which need the services of ARES in emergencies. Determine what agencies are active in your area,
evaluate each of their needs, and which ones you are capable of meeting, and then prioritize these agencies and
needs. Discuss your planning with your Section Emergency Coordinator and then with your counterparts in each of the
agencies. Ensure they are all aware of your ARES group's capabilities, and perhaps more importantly, your limitations.
Develop detailed local operational plans with ''served" agency officials in your jurisdiction that set forth precisely what
each of your expectations are during a disaster operation. Work jointly to establish protocols for mutual trust and
respect. All matters involving recruitment and utilization of ARES volunteers are directed by you, in response to the
needs assessed by the agency officials. Technical issues involving message format, security of message transmission,
Disaster Welfare Inquiry policies, and others, should be reviewed and expounded upon in your detailed local
operations plans.
Establish local communications networks run on a regular basis and periodically test those networks by conducting
realistic drills.
Establish an emergency traffic plan, with Welfare traffic inclusive, utilizing the National Traffic System as one active
component for traffic handling. Establish an operational liaison with local and Section nets, particularly for handling
Welfare traffic in an emergency situation.
In times of disaster, evaluate the communications needs of the jurisdiction and respond quickly to those needs. The
EC will assume authority and responsibility for emergency response and performance by ARES personnel under his
jurisdiction.
Work with other non-ARES Amateur provider-groups to establish mutual respect and understanding, and a
coordination mechanism for the good of the public and Amateur Radio. The goal is to foster an efficient and effective
Amateur Radio response overall.
Work for growth in your ARES program, making it a stronger, more valuable resource and hence able to meet more of
the agencies' local needs. There are thousands of new people coming into the Amateur Radio Service who would
make ideal additions to your ARES roster. A stronger ARES means a better ability to serve your communities in times
of need and a greater sense of pride for Amateur Radio by Amateurs and the public.
Report regularly to the SEC, as required.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC. Recruitment of new hams and RAC members is an integral part of
the job of every appointee. Appointees should take advantage of every opportunity to recruit a new ham or member to
foster growth of Field Organization programs, and our abilities to serve the public.
Requirement: The Emergency Coordinator is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate
radio equipment only within the limits and privileges of the certificate and qualification held.
G.6 Official Appointment Description - Official Emergency Station (OES)
An Amateur operator may be appointed as an Official Emergency Station (OES) by their Section Emergency
Coordinator (SEC) at the recommendation of the EC, or DEC (if no EC) holding jurisdiction. The OES appointee must
set high standards of emergency preparedness and operating. The OES appointee makes a deeper commitment to
the ARES program in terms of functionality than does the rank -and-file ARES registrant.
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The requirements and qualifications for the position include the following: experience as an ARES registrant; regular
participation in the local ARES organization including drills and tests; participation in emergency nets and actual
emergency situations; regular reporting of activities.
The OES appointee is appointed to carry out specific functions and assignments designated by the appropriate EC or
DEC. The OES appointee and the presiding EC or DEC, at the time of the OES appointment, will mutually develop a
detailed, operational function/assignment and commitment for the new appointee. Together, they will develop a
responsibility plan for the individual OES appointee that makes the best use of the individual's skills and abilities.
During drills and actual emergency situations, the OES appointee will be expected to implement his/her function with
professionalism and minimal supervision.
Functions assigned may include, but are not limited to, the following four major areas of responsibility:
OPERATIONS - Responsible for specific, pre-determined operational assignments during drills or actual emergency
situations. Examples include: Net Control Station or Net Liaison for a specific ARES net; manage operation of a
specified ARES VHF or HF digital BBS or MBO, or point-to-point link; Operate station at a specified emergency
management office, Red Cross shelter or other served agency operations point.
ADMINISTRATION—Responsible for specific, pre-determined administrative tasks as assigned in the initial
appointment commitment by the presiding ARES official. Examples include: equipment inventory; training; reporting;
and post-event analysis.
LIAISON—Responsible for specific, pre-determined liaison responsibilities as assigned by the presiding EC or DEC.
Examples include: maintaining contact with assigned served agencies; maintaining liaison with specified NTS nets;
maintaining liaison with ARES officials in adjacent jurisdictions; liaison with mutual assistance teams.
LOGISTICS - Responsible for specific, pre-determined logistical functions as assigned. Examples include:
transportation; supplies management and procurement; equipment maintenance and procurement—radios,
computers, generators, batteries, antennas.
MANAGEMENT ASSISTANT- Responsible for serving as an assistant manager to the EC, DEC or SEC based on
specific functional assignments or geographic areas of jurisdiction.
CONSULTING - Responsible for consulting to ARES officials in specific area of expertise.
OES appointees may be assigned to pre-disaster, post-disaster, and recovery functions. These functions must be
specified in the OES's appointment commitment plan.
The OES appointee is expected to participate in planning meetings, and post-event evaluations. Following each drill or
actual event, the EC/DEC and the OES appointee should review and update the OES assignment as required. The
OES appointee must keep a detailed log of events during drills and actual events in his/her sphere of responsibility to
facilitate this review.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Official Emergency Station is required to be a Full RAC member and hold a Certificate of
Proficiency in Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should
always operate radio equipment only within the limits and privileges of the certificate and qualification held.
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G.7 Official Appointment Description – Section Traffic Manager (STM)
The STM is appointed by the Section Manager to supervise traffic handling organization at the section level—that is, to
coordinate all traffic efforts within the section, regardless of mode or National Traffic System affiliation, so that routings
within the section and connections with other networks and digital traffic nodes will result in orderly and efficient traffic
flow. The STM should be a person at home and familiar with traffic handling on all modes, and should possess the
willingness and ability to devote equal consideration and time to all section traffic matters.
The duties of the STM include the following:
Establishment, administration and promotion of a traffic handling program at the section level, mainly but not restricted
to NTS networks.
Development and implementation of one or more effective training programs within the section that addresses the
needs of both traditional and digital modes of traffic handling. Insure that Net Managers place particular emphasis on
the needs of Amateurs new to formal network traffic handling, as well as those who receive, send, and deliver formal
traffic on a "casual" basis, via RTTY, AMTOR, and Packet based message storage and bulletin board systems.
Cooperation and coordination with the Section Emergency Coordinator so that traffic nets and emergency nets in the
section present a unified public service front, particularly in the proper routing of Welfare traffic in emergency
situations.
Recommendation of candidates for Net Managers and Official Relay Station appointment to the Section Manager. At
the SM's discretion, the STM may directly make or cancel such appointments. Ensure that all traffic nets within the
section are properly and adequately staffed, with appropriate direction to Net Managers, as required, which results in
coverage of all Net Control and liaison functions. Assign liaison coverage adequate to insure that all digital bulletin
boards and message storage systems within the section are polled on a daily basis, to prevent wrongly addressed,
lingering, or duplicated radiogram-formatted message traffic.
Maintain familiarity with proper traffic handling and directed net procedures applicable to all normally used modes
within the section.
Collection and preparation of monthly net reports and submission to RAC Headquarters, either directly or via the SM,
but in any case on or prior to the established deadlines for inclusion in The Canadian Amateur.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Section Traffic Manager is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate
radio equipment only within the limits and privileges of the certificate and qualification held.
G.8 Official Appointment Description - Net Manager (NM)
For coordinating and supervising traffic handling activities in the section, the SM may appoint one or more Net
Managers, usually on recommendation of the Section Traffic Manager. The number of NM’s appointed may depend on
a section's geographical size, the number of nets operating in the section, or other factors having to do with the way
the section is organized. In some cases, there may be only one net manager in charge of the one section net or one
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RAC ADMINISTRATION MANUAL
NM for the phone net, one for the CW net. In larger or more traffic-active sections there may be several, including
NM’s for the VHF net or nets, for the RTTY net, or NTS local nets or packet nodes not controlled by EC’s. All RAC
NM’s should work under the STM in a coordinated section traffic plan.
Some nets cover more than one section but operate in NTS at the section level. In this case, the Net Manager is
selected by agreement among the STM’s concerned and the NM appointment conferred on him by his resident SM.
Some NM’s are system operators of, or sysop recommended operators active on, participating NTS packet boards.
NM’s may conduct any testing of candidates for ORS appointment that they consider necessary before making
appointment recommendations to the STM. Net Managers also have the function of requiring that all traffic handled
through an NTS net or node be in proper form.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Net Manager is required to be a Full RAC member and hold a Certificate of Proficiency in Amateur
Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate radio
equipment only within the limits and privileges of the certificate and qualification held.
G.9 Official Appointment Description – Bulletin Manager (BM)
Rapid dissemination of information is the lifeblood of an active, progressive organization. The RAC Official Bulletin
Station network provides a vital communications link for informing the Amateur community of the latest developments
in Amateur Radio and RAC. The bulletins should include the content of RAC bulletins transmitted and sent over the
Internet and packet radio, but should also include items of local, section and regional interest from other sources, such
as RAC section leadership officials, as well as information provided by the Director.
A special effort should be made to recruit an OBS for each major repeater and packet bulletin board (PBBS) in the
section. This is where the greatest "audience" is to be found, many of whom are not sufficiently informed about the
latest news of Amateur Radio and RAC. Such bulletins should be transmitted regularly, perhaps in conjunction with a
repeater net or on a repeater "bulletin board" (tone-accessed recorded announcements for repeater club members).
Bulletin Managers should be familiar with the position descriptions of the Official Bulletin Station. The duties of the
Bulletin Manager include the following:
The Bulletin Manager is appointed by the SM and is required to regularly report to the SM concerning the section's
bulletin program.
The Bulletin Manager is responsible for recruiting (and, at the discretion of the SM, appointing) and supervising a team
of Official Bulletin Stations in the section. A special effort should be made to recruit OBS’s for each major repeater and
PBBS in the section.
The Bulletin Manager must be capable of copying RAC bulletins directly from internet or packet. The Bulletin Manager
may, in some cases, be required to retransmit RAC bulletins for OBS appointees who might be unable to copy them
directly from packet or obtain them from the Internet.
The Bulletin Manager is also responsible for funneling news and information of a local, section and regional nature to
OBS appointees. In so doing, the Bulletin Manager must maintain close contact with other section-level officials, and
the Director, to maintain an organized and unified information flow within the section.
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Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Bulletin Manager is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate
radio equipment only within the limits and privileges of the certificate and qualification held.
G.10 Official Appointment Description - Official Bulletin Station (OBS)
Rapid dissemination of information is the lifeblood of an active, progressive organization. The RAC Official Bulletin
Station network provides a vital communications link for informing the Amateur community of the latest developments
in Amateur Radio and RAC. RAC bulletins, containing up-to-the-minute news and information of Amateur Radio, are
issued by RAC Headquarters as soon as such news "breaks."
To serve the greatest possible "audience," OBS appointees who can send RAC bulletins over VHF and UHF
repeaters, and via uploading to packet bulletin board systems (PBBS) are of maximum usefulness and are much in
demand. If possible, an OBS who can copy bulletins directly from Internet (or the Bulletin Manager) should be
assigned to each major repeater in the section. Bulletins should be transmitted regularly, perhaps in conjunction with a
VHF or UHF repeater net, on a repeater "bulletin board" (tone-accessed recorded announcements for repeater club
members), or via an RTTY or packet (computer) mailbox, if one is functioning locally. Duties and requirements of the
OBS include the following:
Retransmission of RAC bulletins must be made at least once per week to maintain appointment. OBS candidates are
appointed by the Section Manager (or by the Bulletin Manager, if the SM so desires) and must adhere to a schedule
that is mutually agreeable.
OBS appointees should send a monthly activity report (such as FSD-210 under "Schedules and Net Affiliations") to the
Bulletin Manager, indicating bulletin transmissions made and generally updating the Bulletin Manager to any OBSrelated
activities. This reporting arrangement may be modified by the Bulletin Manager as he/she sees fit.
As directed by the Bulletin Manager, OBS’s will include in their bulletin transmissions news of local, section and
regional interest.
To subscribe to the RAC bulletin lists on the Internet, register through the RAC Web Site e-mail robot, or send an e-
mail message to VP - Field Services.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Official Bulletin Station is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate
radio equipment only within the limits and privileges of the certificate and qualification held.
G.11 Official Appointment Description - Official Relay Station (ORS)
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RAC ADMINISTRATION MANUAL
This is a traffic-handling appointment that applies equally to all modes and all parts of the spectrum. It is for traffichandlers,
regardless of mode employed or part of the spectrum used.
The potential value of the skilled operator with traffic know-how to his country and community is enhanced by his ability
and the readiness of his station to function in the community interest in case of emergency. Traffic awareness and
experience are often the signs by which mature Amateurs may be distinguished.
Traditionally, there have been considerable differences between procedures for traffic handling by CW, Phone, RTTY,
ASCII, packet and other modes. Appointment requirements for ORS do not deal with these, but with factors equally
applicable to all modes. The appointed ORS may confine activities to one mode or one part of the spectrum if they
wish. There is no versatility requirement, although versatility does indeed make it possible for anyone to perform a
more complete public service. There is, however, the expectation that the ORS will set the example in traffic handling
however it is done. To the extent that he is deficient in performing traffic functions by any mode, to that extent he does
not meet the qualifications for the appointment. Here are the basic requirements:
Code or voice transmission capability.
Transmissions, by whatever mode, must be of the highest quality, both technically and operationally. For example, CW
signals must be pure, chirpless, clickless, code sending must be well spaced and properly formed. Voice transmission
must be of proper modulation percentage or deviation, precisely enunciated with minimum distortion.
All ORS are expected to follow standard RAC/ARRL operating practices (message form, ending signals, abbreviations
or prowords, etc.).
Regular participation in traffic activities, either independent or RAC/ARRL-sponsored. The latter is encouraged, but not
required.
Handle all record communications speedily and reliably and set the example in efficient operating procedures. All
traffic is relayed or delivered promptly after receipt.
Report monthly to the STM, including a breakdown of traffic handled during the past calendar month.
Your position description includes assisting your successor as much as possible to ensure a smooth transition in your
position. This involves promptly updating and turning over the position records and supplies to your successor so that
there is as little loss of continuity as possible. A business-like transition reflects well on your professionalism,
responsibility and consideration as well as on RAC.
Recruitment of new hams and RAC members is an integral part of the job of every appointee. Appointees should take
advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and
our abilities to serve the public.
Requirement: The Official Relay Station is required to be a Full RAC member and hold a Certificate of Proficiency in
Amateur Radio (or equivalent, as stipulated by the Radio communication Regulations) and should always operate
radio equipment only within the limits and privileges of the certificate and qualification held.
G.12 Official Appointment Description - Official Observer Coordinator
The Official Observer program has operated for more than a half century in the USA. In this time, 0fficial Observer
appointees have assisted thousand of Radio Amateurs whose signals or operating procedures were not in compliance
with the regulations. The RAC Official Observer Program does not have an enforcement objective. Its intent is primarily
affirmative, and it was created for the encouragement of Canadian Radio Amateurs who want to be helped. The
Official Observer Program is one of the most important functions of Radio Amateurs of Canada. A sincere dedication
to helping our brother and sister Radio Amateurs is required for appointment.
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The function of the Official Observer is to listen for Radio Amateurs who demonstrate excellence in operating practices
and for Radio Amateurs who might otherwise come to the attention of Industry Canada. The Official Observer listens
for excellence in signal quality and good operating procedures and practices as well as for frequency instability,
harmonics, hum, key clicks, broad signals, distorted audio, over deviation, out-of-band operation, and poor operating
practices. Especially at the beginning of their terms of service, Official Observers should focus on recognizing
examples of excellence in operating procedures and practices by Canadian Radio Amateurs. A minimum of 70% of the
notification cards sent out by mail each month should be in the affirmative category. A brief monthly report of Official
Observer activity is sent each month to the Official Observer Coordinator.
The Official Observer Coordinator is an RAC section-level leadership official, appointed by the Section Manager, to
recruit, supervise and direct the efforts of the Official Observers in the Section, and to report the activity monthly to the
Section Manager.
Requirements: The appointee is required to be a Full RAC Member and to hold a Certificate of Proficiency in Amateur
Radio (or equivalent, as stipulated by the Radiocommunication Regulations) with Basic and 12 WPM Qualification, and
should always operate radio equipment only within the limits and privileges of the certificate and qualifications held.
Recruitment of new Radio Amateurs and RAC members is an integral part of the job of every RAC appointee to foster
growth of Field Organization programs, and our abilities to serve the public.
G.13 Official Appointment Description - Official Observer
The Official Observer Program has operated for more than a half century in the USA. In this time, 0fficial Observer
appointees have assisted thousand of Amateurs whose signals or operating procedures were not in compliance with
the regulations. The RAC Official Observer Program does not have a regulatory or enforcement objective. Its intent is
affirmative, and it was created for the benefit of Radio Amateurs who want to be helped. The 0fficial Observer Program
is one of the most important functions of Radio Amateurs of Canada. A sincere dedication to helping our brother and
sister Amateurs is required for appointment.
The function of the Official Observer is to listen for Amateurs who demonstrate excellence in operating procedures and
for Amateurs who might otherwise come to the attention of Industry Canada. The Official Observer Program is for the
benefit of Radio Amateurs who want to be helped. The 0fficial Observer listens for excellence in signal quality and
good operating procedures and practices as well as frequency instability, harmonics, hum, key clicks, broad signals,
distorted audio, over deviation, out-of-band operation, and poor operating practices. Especially at the beginning of their
term of service, Official Observers should focus on recognizing examples of operating procedures and practices by
Canadian Radio Amateurs. A minimum of 70% of the notification cards sent out by mail should be in the affirmative
category. A brief monthly report of Official Observer activity is made each month to the Official Observer Coordinator.
Requirements: the appointee is required to be a Full RAC Member and to hold a Certificate of Proficiency in Amateur
Radio (or equivalent, as stipulated by the Radiocommunication Regulations) with Basic and 12 WPM Qualification, and
should always operate radio equipment only within the limits and privileges of the certificate and qualifications held.
Recruitment of new Radio Amateurs and RAC members is an integral part of the job of every RAC appointee to foster
growth of Field Organization programs, and our abilities to serve the public.
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33 Appendix H - RAC Outgoing QSL Bureau User Notification Form
RAC Outgoing QSL Bureau,
Nenad Stevanovic - VE3EXY, Manager
Box 11156, Station H,
Nepean, ON K2H 1T9 Tel 613 763 4526
To Radio _______________
Your QSL cards have arrived at the RAC Outgoing QSL Bureau. The following discrepancies have been noted:
( ) Your cards sustained some shipping damage. To avoid damage, cards should be packed more securely.
( ) You have failed to provide proof of current membership in Radio Amateurs of Canada. As our service is
restricted to Canadian resident RAC members, your cards are being held in a holding file*. We will return them to
you upon receipt of a $5 payment to cover handling and postage, or we will forward them on to the destination
Incoming QSL Bureau, upon receipt of your proof of current RAC membership.
( ) Our service is restricted to Canadian resident RAC members. We have incurred time and effort to clear your
incoming cards through Customs, which is not the case for cards originating in Canada from Canadian resident
RAC members. Your cards are being held in a holding file*. We will forward them, on this occasion, upon receipt
of a $5 payment to cover our extra costs of handling. In future, you may wish to engage the services of a
Canadian resident RAC member QSL Manager to send your cards to the RAC Outgoing QSL Bureau, and to
collect replies from the Provincial Incoming QSL Bureau servicing his/her province or territory.
( ) Your cards have not been labeled or pre-sorted in accordance with our published guidelines. Processing
them will take considerably longer than usual. They have been set aside until the sorters have caught up with the
properly pre-sorted cards, at which time your QSL cards will be processed and forwarded.
( ) One or more QSL cards have been included that are for one or more countries without Incoming QSL
Bureaus, for which we cannot forward QSL cards, and whose prefixes are shown on our published Non-Bureau
Prefix List. Those cards are enclosed. Please remit $1 for postage and handling. You may wish to QSL directly by
mail, or through a QSL Manager located in a country with an Incoming QSL Bureau.
( ) One or more QSL cards have been included that are for one or more countries without Incoming QSL
Bureaus, for which we cannot forward QSL cards, and whose prefixes are shown on our published Non-Bureau
Prefix List. Those cards are being returned via the Provincial Incoming QSL Bureau serving you. You may wish to
QSL directly by mail, or through a QSL Manager located in a country with an Incoming QSL Bureau.
Additional Comments / Explanation
* Cards remaining in holding file for over one year will be destroyed
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
_________________________________________
RAC Outgoing QSL Bureau Manager
Form OQSLB – 1
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34 Appendix J - Provincial Incoming QSL Bureaus
Brit Fader Memorial VE9-VY2 QSL Bureau Method B
Bob Burns, VE1VCK Manager
P.O.Box 8895, Halifax, NS B3K 5M5
VE2 QSL Bureau Method A, B*
Jacques Dube, VE2QK Manager
875 St. Severe St, Trois Rivières, PQ G9A 4G4
VE3 Incoming QSL Bureau Method D+
Box 157, Downsview, ON M3M 3A3
VE4 Incoming QSL Bureau Method B
Adam Romanchuk, VE4SN Manager
26 Morrison St, Winnipeg, MB R2V 3B4
VE5 Incoming QSL Bureau Method B
Bjarne Madsen, VE5FX
Box 2860, Tisdale, SK S0E 1T0
VE6 Incoming QSL Bureau Method B
Al Nichols , VA6AN Manager
Box 1515, Gibbons, AB T0A 1N0
VE7 Incoming QSL Bureau Method B
Dennis Livesey, VE7DK Manager
8309 112 Street, Delta, BC V4C 4W7
VE8/VY0 Incoming QSL Bureau Method A, B*:
Rolf Ziemann, VE8RZ Manager
2 Taylor Rd, Yellowknife, NT X1A 2K9
VE9-VY2 Incoming QSL Bureau
Sponsored by Moncton Seniors ARC
Bob Sherwood, VE1XW Manager
Box 73, Moncton, NB E1C 8R9
Method B
VO Incoming QSL Bureau Method B*, C
Rick Burke, VO1SA Manager
Box 23099 Churchill Sq., St. John’s NF A1B 4J9
VY1 Incoming QSL Bureau Method A, B*
Hugh Henderson, VY1HH Manager
Box 33062, Whitehorse, YT Y1A 5Y5
* Method B preferred
+ Migration to Method B not possible due to decentralized sorting
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35 Appendix K - Recipients and Sponsors - Radio Amateur Of The Year
Recipients (under ARRL Canadian Division, CRRL, and RAC)
1976 Brit Fader VE1FQ*
1977 Noreen Nimmons VE3GOL
1979 Fred Hammond VE3HC*
1981 Bert Anderson VE4AP
1982 Gwen Burnett VE3AYL
1983 Bill Gillespie VE6ABC
1984 Doug Lockhart VE7APU
1985 Jack Strangleman VE3GV*
1986 Ralph Cameron VE3BBM
1988 Libby Stevens VE3IOT
1991 Tom Atkins VE3CDM
1992 Will Melhuish VE3AOY
1998 George Fanjoy VE3PEB
Sponsors
1999 - 2003 Radio Amateur Educational Society - Edmonton, AB
* Silent Key (Deceased)
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36 Appendix L - RAC Awards Sponsorship Agreement
Radio Amateurs of Canada Awards Sponsorship Agreement
By this agreement,
The named sponsor agrees to financial support of the specified award for the term
shown, and to the payment terms shown below.
Radio Amateurs of Canada agrees that: (1) the sponsor will be recognized through
pre- and post- event promotion of the award and its sponsor in The Canadian Amateur
magazine and web site, and (2) the winner of each award will receive a trophy as
indicated below:
Award:
( ) Canadian Amateur Radio Hall of Fame
( ) Radio Amateur of the Year
Trophy: ( ) Engraved 9" X 12" Plaque ( ) Engraved 12" Silver Tray
Honour Roll ( ) Multi-Year Plaque bearing award title, four 5-yr engraved
sponsor plates and 35 individual engraved recipient plates.
Sponsorship Term: Five years
Payment Terms:
Prompt payment of supplier invoices as incurred.
Award Sponsor:
Per Authorized Signature: _________________________________________
Title: ___________________________________________________________
Accepted by:
Radio Amateurs of Canada, Inc
Per Authorized Signature: _________________________________________
Title: ___________________________________________________________
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Short Title
37 Appendix M - Constitution - Canadian Amateur Radio Hall Of Fame
1. This Constitution may be cited as the Hall of Fame.
Interpretation
2. In this Constitution:
“Hall” means the Hall of Fame
“Board” means the Board of Trustees of the Hall of Fame
“Custodian” means the Radio Amateurs of Canada, Inc
“Trustee” means a member of the Board of Trustees of the Hall of Fame
“Member” means a Member of the Hall of Fame
The Hall of Fame
3. The Hall of Fame shall consist of Members and Honorary Members and recipients of the Award of Honour.
Administration
4. The Radio Amateurs of Canada Inc. as the Custodian shall, by virtue of that office, be the sole governing
authority of the Hall.
5. The Board of Directors of the Radio Amateurs of Canada Inc. shall appoint one Trustee from each province of
Canada, to form the Board of Trustees for the Hall of Fame, and shall appoint an additional person, meeting the
qualification outlined in Article 7, to act as Chair of the Board of Trustees.
6. No serving Radio Amateurs of Canada employee, officer, director, assistant director, volunteer manager or
leadership official in the Field Organization, may be appointed as a Trustee.
7. Each member of the Board of Trustees:
a. shall be a resident of Canada chosen from among the ranks of Radio Amateurs, and holding a
current Canadian Radio Amateur license issued by the Government of Canada.
b. shall be appointed for a term not to exceed three years
c. is eligible for re-appointment as a Trustee.
8. The terms of appointment for the Trustees shall be arranged so that half of the Board has served more than
one year.
9. The Board of Trustees shall
a) consider nominations for Member and Honorary Member of the Hall
b) appoint Members and Honorary Members of the Hall
c) advise the Custodian on such matters concerning the Hall as may be referred to the Trustees for
consideration.
10. Decisions on appointments shall be by majority vote of the ten Trustees, with an affirmative vote of five or less
resulting in defeat of the appointment.
11. The Chair shall maintain the records of the Hall and of the Board of Trustees, arrange for investitures and
appointments, and perform such other functions in respect of the Hall as the Custodian may require to be
performed.
12. The Board, subject to the Custodian’s approval, may appoint such other officials for the Hall as it considers
advisable.
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Eligibility for Nomination and Appointment to the Hall
13. Any resident of Canada who holds a current Amateur Radio Certificate of Proficiency in Amateur Radio issued by
the Government of Canada, except a Radio Amateurs of Canada employee, officer, director, executive, assistant
director, volunteer manager, or leadership official in the Field Organization, may be appointed as Member of the Hall.
14. A person who is not a resident of Canada may be appointed only as Honorary Member of the Hall.
15. A Trustee may not be appointed to the Hall of Fame. A Member of the Hall may be appointed as a Trustee.
Member of the Hall of Fame
16. Any eligible person may receive an appointment as Member of the Hall for outstanding achievement and
excellence of the highest degree, for serious and sustained service to Amateur Radio in Canada or to Amateur
Radio at large.
17. Any eligible person may receive an appointment as Honorary Member of the Hall for outstanding achievement
and excellence of the highest degree, for serious and sustained service to Amateur Radio in Canada or to Amateur
Radio at large.
18. Subject to Sections 19 and 20, the Board of Trustees may appoint to be Members of the Hall, other than Honorary
Members, a maximum of one person in any calendar year.
Nominations and Appointments to the Hall of Fame
19. Any resident of Canada who holds a current Amateur station licence issued by the Government of Canada, or
any Canadian Amateur Radio organization, other than the Radio Amateurs of Canada, may submit a nomination for
Member of the Hall.
20. A nomination for Honorary Member of the Hall shall be made only by the Board of Directors of Radio Amateurs of
Canada, upon majority vote.
21. Nominations shall be submitted to the Board of Trustees, on the Canadian Amateur Radio Hall of Fame nomination
form, and shall include a biographical sketch or curriculum vitae. Three references shall be included for a nomination
for Member of the Hall. All nominations for Member of the Hall must be received at RAC headquarters by the last
business day of September of each calendar year, for consideration for appointment in that calendar year. Once
received, all handling shall be conducted in a secure and confidential manner.
22. The Chair of the Board of Trustees shall acknowledge receipt of each nomination and at the close of nominations
shall forward copies of each nomination to each member of the Board of Trustees. On or before the last business day
of November, the Chair shall advise the Custodian of the decisions of the Board of Trustees on appointments for that
calendar year.
23. The Board of Trustees may appoint a person who has been nominated for Member in a previous year. For this
reason, no advice shall be issued to the nominator that the nomination has not resulted in an appointment, nor any
reason given why an appointment has not been made as a result of a nomination.
24. Nomination or appointment for Member or Honorary Member of the Hall may be after death of the nominee.
Canadian Amateur Radio Hall of Fame Award of Honour
25. No further awards will be considered or given for the Award of Honour. Existing recipients of the Award of Honour
shall continue to be accorded recognition and honour in the Hall.
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Instrument of Appointment
26. An appointment as Member or Honorary Member of the Hall shall be by instrument signed by the Chair of the
Board of Trustees. No reason shall be given for an appointment.
27. Unless otherwise provided in the Instrument of Appointment, an appointment shall take effect on the date on
which the Instrument of Appointment is sealed.
28. Appointments to the Hall shall be recorded in the Roll of Fame, which shall be displayed at the headquarters
office of the Custodian.
29. Nothing in this Constitution limits the rights of the Custodian to exercise all powers and authorities in respect of
the good and proper governing of the Hall.
Termination of Appointment to the Hall
30. Appointment to the Hall of Fame is in perpetuity.
31. A person’s appointment to the Hall shall cease when:
a) the Board of Trustees accepts the person’s resignation from the Hall, which resignation shall have been
made in writing; or
b) the person receives an Ordinance terminating the appointment to the Hall.
Designations and Insignia
32. Members or Honorary Members of the Hall, and recipients of the Award of Honour are entitled to display the
designation.
33. Except as otherwise provided in an Ordinance, the designation of the Hall shall remain the property of the Hall.
34. Where a person resigns from the Hall or receives a termination of appointment Ordinance, the person shall
return the plaque to the Custodian.
Ordinances
35. Either the Board or the Custodian may make Ordinances, not inconsistent with this Constitution, respecting the
establishment, government, investitures, insignia, and awards of the Hall, and the termination of a person’s
appointment to the Hall.
Motto
36. The motto of the Hall of Fame shall be: Cum Honore Et Cum Laude (With Honour and with Praise)
Seal
37. The Seal of the Hall shall be committed to the custody of Radio Amateurs of Canada Inc.
38. No appointment, termination of appointment, award, or ordinance shall have effect until it has been sealed
with the Seal of the Hall.
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38 Appendix N - Recipients and Sponsors - Canadian Amateur Radio
Hall of Fame
Members
Douglas MacDonald Lockhart, VE7APU - 1989
Arthur Edwin Blick, VE3AHU - 1992
Noel Beattie Eaton, VE3CJ - 1993*
William Wentworth Loucks, VE3AR - 1995
Frederick Oliver Hammond, VE3HC - 1996*
William James Wilson, VE3NR - 1997
Alan Davies, VE5AQ - 1998
Award of Honour
Lebriton John William (Brit) Fader, VE1FQ - 1990*
Roland (Ron) Joseph Belleville, VE3AUM - 1990
Thelma Irene Woodhouse, VE3CLT - 1990
Oscar Hierlihy, VO1DI - 1993*
Ralph David Cameron, VE3BBM - 1993
Erich Johannes Quiring, VE5HG - 1995
Terry Stacey Darling, VE3CAB - 1995
Harold Ernest (Ernie) Savage, VE7FB - 1996*
Burns Getchell, VE1CL - 1997
Dave Snydal, VE4XN - 1999
Sponsors
1998 - 2003 Ottawa Amateur Radio Club, Ottawa, ON
* Silent Key (Deceased)
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39 Appendix P - RAC Affiliated Club Program Description
This program was created to provide tangible benefits for RAC affiliation:
• a club president's manual with activity calendar
• a sample club constitution for unincorporated clubs
• memorandum and articles of association or incorporation
• a 3.3 MB logo and clip art file for club newsletters
• the RAC club liability insurance program
• access to the RAC audio-visual library
• access to an Affiliated Club Coordinator for club support.
There is no minimum percentage of RAC members.
The only club requirements are:
• a club application must be submitted to RAC HQ
• the club must have a constitution
• club policies must not conflict with those of RAC
• the majority of club members must be licensed, except for regional societies, and school, youth and seniors
clubs, where only the sponsor/advisor need be a licensed RAC member.
Applicants with an internet browser are asked to complete and submit an application form on the RAC web site. If
an e-mail address is provided, upon acceptance, a letter is sent confirming affiliation, and an e-mail is sent to the RAC
web master who will add the club to the RAC Affiliated Club listing on the web site. The club may download from the
web site all RAC Affiliated Club files which includes the RAC Affiliated Club President's Workbook, a sample
constitution, clipart files, etc. Those with no internet capability may submit a SASE with a request for a sample
constitution from RAC HQ. On acceptance of their affiliation application, they may order other affiliated club document
copies at a nominal handling and postage charge.
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40 Appendix Q - RAC Foundation Program Description
The RAC Board of Directors has approved the formation of “The RAC FOUNDATION” to receive donations from
members and to disburse funds for charitable purposes associated with Amateur Radio including:
Scholastic grants (scholarships and bursaries for deserving young Radio Amateurs)
Research grants ( for research and development related to Amateur Radio)
Community grants ( Amateur Radio equipment and Amateur Radio course grants for such charitable
institutions as hospitals, senior homes, youth centers and institutions for the blind)
Emergency grants (radio equipment grants for emergency radio service groups)
Donations collected by RAC will be administered by the Community Foundation of Ottawa (CFO), who will issue tax
receipts directly to the donors. Recipients of grants from the proceeds of donor investments will be selected annually,
in response to written applications for grants for any of the above categories. Grant cheques will be made payable by
CFO directly to the named Revenue Canada – Charities “Qualified Donee” institution, but delivered through RAC to the
applicant.
In addition to accepting direct donation checks, the program also provides for donations of stock or mutual funds
(receipted at fair market value on date received at CFO), equipment donations and donations “in memory” for
deceased friends and colleagues. Donations may be designated to one or more of the above four charitable
categories. In the absence of a designation RAC can designate for the donor.
The conveyance of money or radio equipment through last will and testament and the naming of the RAC
Foundation as beneficiary of insurance policies are also possible. A form may be requested from RAC HQ to
cover the designation of future donations in the form of insurance or the proceeds of a bequest.
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41 Appendix R - Defence of Amateur Radio Fund Board of Trustees
Gerry Hohn VE6LB
Dave Snydal VE4XN
George Gorsline VE3YV
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42 Appendix S - RAC Publications Agreement
Agreement made as of the ____________ day of ____________, 200_
Between
Radio Amateurs of Canada, Inc. (“Publisher”)
Suite 217, 720 Belfast Rd.
Ottawa, ON K1G 0Z5
and
NAME (“Author”)
ADDRESS
for a work by the Author tentatively entitled: TITLE
(“the Work”).
Now, therefore, in consideration of the premise and of the mutual promises and undertakings herein contained, and for other good
and valuable consideration, the receipt of which is hereby acknowledged, the parties agree as follows:
1. Publication Rights.
(a) The Author hereby grants and assigns to the Publisher, and without restricting the generality of the foregoing, all rights
to the Work which shall be all inclusive and not restricted to a limited one time use. The rights granted to the Publisher shall
include all forms of reproduction, in whole or in part, including but not limited to print, electronic media, CD ROM, website.
(b) The Author assigns all:
(i) copyrights and other intellectual property rights, excluding the right to create derivative works;
(ii) the worldwide exclusive right to publish the Work in the English language; and
(iii) the exclusive right to reproduce the Work in digital media. Digital versions of the Work shall not be considered
“derivative works.”
2. Editorial Control.
The Publisher shall edit the manuscript to fit style and other publishing requirements and shall have full control of the final
version. The Author shall have the opportunity to review proofs of the entire Work within a reasonable time limit before
publication.
3. Compensation to the Author.
(a) The Publisher shall pay to the Author or his estate a royalty equal to _____ percent (%) of the total net sales of the
Work. The Publisher shall recoup the unit cost of production of the Work plus an additional 50% of the unit cost to offset
overhead expenses relating to the Work and without restricting the generality of the foregoing, not limited to advertising and
promotion, storage, insurance, staff wages. The royalty shall be calculated on the difference between the selling price less the
allowable cost of production and overhead expenses above.
(b) Royalty payments shall be made twice annually. The first payment date shall be on or before July 31, covering royalties
accrued from January 1 through June 30. The second payment date shall be on or before January 31, covering royalties
accrued from July 1 through December 31. The Publisher reserves the right to withhold 25% of the royalties due at
December 31, pending confirmation from the Publisher's Auditors that the final reconciliation of royalties is accurate.
(c) The selling price of the Work shall be determined by the Publisher and may from time to time be discounted. No royalty
shall be paid on copies of the Work provided to Officials or Headquarters staff of Radio Amateurs of Canada, or copies sent to
review editors or potential vendors for evaluation purposes, used as promotional items at public events, or on copies given to
the Author at no charge. Determination of quantity of copies of the Work to be produced shall be determined by the
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Publisher. Any and all production costs of the final version of the Work shall be assumed entirely by the Publisher. The
Author shall receive five (5) copies of the Work for personal use at no charge from the Publisher.
(d) The Publisher reserves the right to solicit and include advertising pages in the Work. No royalty shall be payable to the
Author for any revenues received for advertising space sold. The solicitation, determination of suitability and inclusion of
any or all advertising in the Work shall be at the sole discretion of the Publisher, and the Publisher holds the Author harmless
for any actions arising out of the inclusion of advertising in the Work.
4. Project Schedule.
The Author shall deliver to the Publisher, in a form acceptable to the Publisher, all text and illustrations necessary to
complete the Work by __________. The Publisher shall notify the Author in writing when such text and illustrations have
been received in an acceptable form. During the editing process, the Author shall deliver any requested revisions, based on
comments and suggestions from the Publisher, within a reasonable time after receipt from the Publisher.
5. Permissions.
The Author undertakes that all copyrighted material included in the Work has been granted the necessary approvals,
clearances and permissions as required from the appropriate source, and agrees to produce on request, such written approvals,
clearances or permissions.
6. Hold harmless and indemnification.
Each party agrees to hold the other harmless and indemnify the other for any damages, costs, suits, actions, and causes of
action, including defence costs, as the result of the performance by either party of the respective obligations under this
Agreement. The Author shall hold the Publisher harmless from any and all costs of defence and liability for any allegation of
or action for infringement of copyright, breach of prior contract, or the infringement of any property right asserted by or on
behalf of any third party, from any aspect of the Work produced pursuant to this Agreement. The foregoing obligation to
indemnify and hold Radio Amateurs of Canada Inc. harmless against the liabilities specified above shall survive any
termination of this agreement.
7. Applicable Law.
This Agreement shall be interpreted under the laws of the province of Ontario.
8. Amendments and Notices.
Any modification or amendment of this agreement must be in writing and signed by both parties. Any notices required
hereunder must be given in writing in order to be effective.
Dated at ______________________ this _______________ day of _____________________.
Publisher:
____________________________________________
Signature for Radio Amateurs of Canada Inc.
____________________________________________
Signature for Radio Amateurs of Canada Inc.
RAC
Seal
Author:
______________________________________
Signature
_________________________________
Witness
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43 Appendix T - National Bulletins - Generation and Distribution
Purpose of Bulletins
Bulletins are the medium through which RAC quickly communicates news to both RAC members and non-members.
Bulletins are supplementary to news items in The Canadian Amateur, which has a six to eight week lead-time, and is
limited to members. They are particularly useful for communicating time-sensitive information such as announcements
and notices of events. Bulletins are sometimes used to distribute information originating from others, as a service to
RAC members, the Amateur community at large and to organizers of events related to Amateur Radio.
Bulletins Originated Within RAC
RAC Executive Officers - The “Executive Roles and Responsibilities” policy document outlines the extent of authority
for
the various RAC Executive Officers. The generation of bulletins relating to those same areas is included in that scope
of
responsibility, and officers are encouraged to exercise that responsibility by writing and submitting Bulletins to the
Bulletin
Editor. In these cases, the bulletin approval authority rests with the Originator. The Bulletin Editor may correct
grammatical errors but not alter the substance of such a bulletin, without originator approval.
Vice President Field Services – The Vice President Field Services has the authority to prepare bulletins relating
directly to Field Services. draft bulletins originated within the Field Organization should be directed through the Vice
President Field Services for inclusion in an approved bulletin.
Other RAC Managers – Draft bulletins originated by these volunteers should be routed through the cognizant
Executive
Officer for approval or editing for style or content. Any draft bulletins of this nature which are received directly by the
Bulletin Editor should be referred to the cognizant Executive Officer for preparation of an approved bulletin.
Committee Bulletins – should be originated by the Committee Chair. Draft bulletins prepared by committee volunteers
should be routed through the Committee Chair for approval or editing for style or content. Any draft bulletins of this
nature
which are received directly by the Bulletin Editor should be referred to the cognizant Committee Chair.
Bulletin Editor – is responsible for all bulletin material, within the limits set in this policy. The Bulletin Editor does not
originate bulletins by adapting internal memos or other documents. If the Bulletin Editor receives a submission directly
from an Executive or an individual Director which appears to be outside current RAC policy, then that bulletin should
be
referred to the Executive for a ruling on whether the Board should take a decision on the matter. The question may be
referred to the President for a decision on Board submission.
Bulletins Originated Outside RAC
The originator submits the material to RAC in order that RAC will publicize the event across Canada, or across a broad
region, using the RAC bulletin distribution list. Approval of the Bulletin’s final wording, whether it is abbreviated, and
setting of priority of release is the authority of the Bulletin Editor. Typical material of this nature includes, but is not
limited to: Upcoming Event Announcements, Major Appointments by other regional societies or clubs (except for RAC
Field Organization – see above), and stolen Amateur Radio equipment. Care must be exercised to ensure that
endorsement or even sponsorship of the event is not implied by the wording of the bulletin. This may be reinforced by
use of a disclaimer preamble to the contained outside-origin message within the bulletin.
Distribution of Bulletins in Both Official Languages
All RAC bulletins are distributed in both official languages, after translation from the language of origin. In rare cases, it
may be necessary to change the wording in the original language in order to effect a proper translation. In any case
where there is a substantial change in the original wording, approval of the originator should be obtained before
distribution.
Whenever practical, both language versions of bulletins should be simultaneously released. An e-mail distribution
robot is
accessible on the RAC web site to register to receive bulletins by e-mail in either English or French language. Each
bulletin is also posted in the Reading Room area, where it is also archived. Bulletins are also distributed by Amateur
Packet Radio in both English and French languages. For compatibility with packet transmission limitations, the packet
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version of the French language bulletins is prepared without accented characters. Distribution of the bulletins in both
languages is Canada-wide, with the decision left to the BBS sysop to post one or both versions. Both versions bear the
same bulletin serial number, but the French version has an F suffix. Those BBS sysops wishing to automatically
discard the French bulletins can set up their mail handling robot to parse the serial number and discard those bulletins
with the F suffix. It is RAC policy to make the bulletins available in both languages in the hope that most packet BBS
sysops will post both versions, as a goodwill gesture, even if there is not a large francophone audience.
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By this agreement,
44 Appendix U - RAC Contest Trophy Sponsorship Agreement
Radio Amateurs of Canada
Contest Trophy Sponsorship Agreement
The named sponsor agrees to financial support of the contest and category for the term shown, and to the
payment terms shown below.
Radio Amateurs of Canada agrees that:
(1) the sponsor will be recognized through pre- and post- event promotion of the contest and its
sponsors in The Canadian Amateur magazine and web site, and (2) the winner of each category will
receive a trophy as indicated below, if entries are made in that category.
Contest:
Category:
( ) RAC Canada Day Contest
( ) RAC Winter Contest
( ) Single Operator, All Bands
( ) Single Operator, Low Power (Max 100 W Output)
( ) Single Operator QRP (Max 5 W Output)
( ) Single Operator, Single Band
( ) Multi Operator
( ) Other
Trophy: ( ) Standard Plaque ( ) Other
Term of Sponsorship:
Five Years
Payment Terms:
Sponsor:
Per Authorized Signature: __________________________________
Accepted by: Radio Amateurs of Canada
Per Authorized Signature: __________________________________
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RAC Canada Day Contest
45 Appendix V - RAC Contest Rules and Trophy Sponsors
Each year on July 1, the anniversary of Canada’s Confederation, Radio Amateurs of Canada (RAC) sponsors the
Canada Day Contest. Amateurs all over the world are invited to Canada’s Birthday Party on the air.
Contest Period: 0000 UTC to 2359 UTC July 1.
Bands and Modes: 160, 80, 40, 20, 15, 10, 6 and 2 metres, CW and phone (SSB, FM, AM, etc.) Suggested
frequencies: CW -25 kHz up from the band edge; SSB - 1850, 3775, 7075, 7225, 14175, 21250, 28500 kHz. Check for
CW activity on the half-hour.
Exchange: Stations in Canada send RS(T) and province or territory. VEØs and stations outside Canada send RS(T)
and a serial number.
QSOs: Contacts with stations in Canada or VEØs are worth 10 points. Contacts with stations outside Canada are
worth 2
points. Contacts with RAC official stations are worth 20 points. RAC official stations are: VA2RAC, VA3RAC, VE1RAC,
VE4RAC, VE5RAC, VE6RAC, VE7RAC, VE8RAC, VE9RAC, VO1RAC, VO2RAC, VY0RAC, VY1RAC and VY2RAC.
You may work any station once on each of the two modes, on each of the eight contest bands. It is prohibited to make
CW contacts in the conventional phone sub-bands, phone contacts in the conventional CW sub-bands, or to make or
solicit contest QSOs through a repeater during the contest period.
Multipliers: Canada’s 10 provinces and three territories may be counted once on each mode on each of the eight
contest bands. The multipliers, with their postal abbreviations and prefixes are: Nova Scotia [NS] (VE1, CY9, CYØ);
Quebec [QC] (VE2, VA2); Ontario [ON] (VE3, VA3); Manitoba [MB] (VE4); Saskatchewan [SK] (VE5); Alberta [AB]
(VA6, VE6); British Columbia [BC] (VA7, VE7); Northwest Territories [NT] (VE8); New Brunswick [NB] (VE9);
Newfoundland and Labrador [NF] (VO1, VO2); Nunavut [NU] (VY0); Yukon [YU] VY1; and Prince Edward Island [PE]
(VY2).
Final Score: Total your QSO points from all bands, and multiply by the total multiplier points from all bands.
Categories:
• Single Operator All Bands;
• Single Operator Low Power (max. 100 W output);
• Single Operator QRP (max. 5 W output);
• Single Operator Single Band;
• Multi-Operator
• Multi Single
Multi Single
Single operators who receive assistance from a DX spotting system or PacketCluster network during the contest must
classify themselves as Multi-ops. There are no single-mode categories. Multi-operator stations may operate on several
bands simultaneously.
Awards: Plaques will be awarded to the top scoring entrants in each category. As well the top-scoring foreign entrant
will win the Jorge Bozzo LU8DQ memorial plaque sponsored by Alan Goodacre VE3HX/VE2AEJ. Certificates will
be awarded to the top-scoring entrant in each category in each province, territory, USA call area, and DXCC country.
Results: will be published in The Canadian Amateur and will be sent to certificate winners.
Entries: Send entries by July 31 to: Radio Amateurs of Canada
720 Belfast Road, Suite 217, Ottawa Ontario K1G 0Z5 Canada
Attn: Canada Day Contest Entry
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or:
Entries can also be sent by e-mail to Gord Kosmenko, RAC Canada Day Contest Manager, at
gkosmenko@arrowspeed.com. Entries must contain a summary sheet showing score calculation, a dupe sheet listing
calls worked on each mode on each band, a multiplier check sheet and log sheets. Logs sheets must show time, band,
mode, call of station worked, exchanges sent and received and points claimed for each QSO. New multipliers must be
clearly marked in the log. Contest entry forms in Word, WordPerfect, or Word for Mac format, are available for
download at the RAC ftp site.
RAC Canada Winter Contest
In December each year, the Radio Amateurs of Canada (RAC) sponsors the Canada Winter Contest. Amateurs all
over
the world are invited to participate.
Contest Period: 0000 UTC to 2359 UTC 31 December 1995, 29 December 1996, 28 December 1997, 27 December
1998, 19 December 1999.
Bands and Modes: 160, 80, 40, 20, 15, 10, 6 and 2 metres, CW and phone (SSB, FM, AM, etc.) Suggested
frequencies: CW - 25 kHz up from the band edge; SSB - 1850, 3775, 7075, 7225, 14175, 21250, 28500 kHz. Check
for CW activity on the half-hour.
Exchange: Stations in Canada send RS(T) and province or territory. VEØs and stations outside Canada send RS(T)
and a serial number.
QSOs: Contacts with stations in Canada or VEØs are worth 10 points. Contacts with stations outside Canada are
worth 2 points. Contacts with RAC official stations are worth 20 points. RAC official stations are: VA2RAC,
VA3RAC, VE1RAC, VE4RAC, VE5RAC, VE6RAC, VE7RAC, VE8RAC, VE9RAC, VO1RAC, VO2RAC,
VY0RAC, VY1RAC and VY2RAC. You may work any station once on each of the two modes, on each of the eight
contest bands. It is prohibited to make CW contacts in the conventional phone sub-bands, phone contacts in the
conventional CW sub-bands, or to make or solicit contest QSOs through a repeater during the contest period.
Multipliers: Canada’s 10 provinces and three territories may be counted once on each mode on each of the eight
contest bands. The multipliers, with their postal abbreviations and prefixes are: Nova Scotia [NS] (VE1, CY9, CYØ);
Quebec [QC] (VE2, VA2); Ontario [ON] (VE3, VA3); Manitoba [MB] (VE4); Saskatchewan [SK] (VE5); Alberta
[AB] (VE6); British Columbia [BC] (VA7, VE7); Northwest Territories [NT] (VE8); New Brunswick [NB] (VE9);
Newfoundland and Labrador [NF] (VO1, VO2); Yukon [YU] VY1; and Prince Edward Island [PE] (VY2) and Nunavut
[NU] VY0.
Final Score: Total your QSO points from all bands, and multiply by the total multiplier points from all bands.
Categories: Single Operator All Bands; Single Operator Low Power (max. 100 W output); Single Operator QRP
(max. 5 W output); Single Operator Single Band; Multi-operator and Multi-Single.
Single operators who receive assistance from a DX spotting system or PacketCluster network during the contest must
classify themselves as Multi-Ops. There are no single-mode categories. Multi-operator stations may operate on
several
bands simultaneously.
Awards: Plaques will be awarded to the top scoring entrants in each category. As well the top-scoring foreign entrant
will win the Jorge Bozzo LU8DQ memorial plaque sponsored by Alan Goodacre VE3HX/VE2AEJ. Certificates will
be awarded to the top-scoring entrant in each category in each province, territory, USA call area, and DXCC country.
Results: will be published in "The Canadian Amateur", and will be sent to certificate winners.
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Entries: Send entries by 31 January to:
Radio Amateurs of Canada
720 Belfast Road, Suite 217
Ottawa Ontario Canada K1G 0Z5
Attn: Winter Contest Entry
Entries can also be sent by e-mail to Dave Shipman, RAC Winter Contest Manager at dshipman@iSTAR.ca
Entries must contain a summary sheet showing score calculation, a dupe sheet listing calls worked on each mode on
each band, a multiplier checksheet and log sheets. Log sheets must show time, band, mode, call of station worked,
exchanges sent and received and points claimed for each QSO. New multipliers must be clearly marked in the log.
RAC Contest Category Sponsors
Category Sponsor Term
RAC Canada Day Contest
Single Operator All Bands Atlantic Ham Radio 1994-1997
Radioworld 1998-2002
Single Operator Low Power (max 100W output) Durham Radio Sales & Service 1994-1997
Durham Radio Sales & Service 1998-2002
Single Operator QRP (max 5 W output) QRP Canada group (VE5RC) 1998-2002
Single Operator Single Band H.C. MacFarlane 1994-1997
Elkel Products 1998-2002
Multi-Operator Norham Radio Inc 1994-1997
Radioworld 1998-2002
Top Scoring Foreign Entrant Alan Goodacre - VE3HX 1994-1997
Alan Goodacre - VE3HX 1998-2002
RAC Winter Contest
Single Operator All Bands Atlantic Ham Radio 1994-1997
Radioworld 1998-2002
Single Operator Low Power (max 100W output) Durham Radio Sales & Service 1994-1997
Durham Radio Sales & Service 1998-2002
Single Operator QRP (max 5 W output) QRP Canada group (VE5RC) 1998-2002
Single Operator Single Band H.C. MacFarlane 1994-1997
Elkel Products 1998-2002
Multi-Operator Norham Radio Inc 1994-1997
Radioworld 1998-2002
Top Scoring Foreign Entrant Alan Goodacre - VE3HX 1994-1997
Alan Goodacre - VE3HX 1998-2002
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46 Appendix W - RAC Operating Awards Rules
Canadaward
A certificate will be issued to any Amateur who confirms two-way contacts with CANADIAN Amateur stations located in
each of the Canadian Provinces and Territories. All contacts must be on one band only. Separate awards will be
issued for each band and mode on which the applicant qualifies. (Thirteen cards are required for each band/mode) (Do
not send QSL cards. ). Cards must be in possession of applicant. Have them certified by two other Amateurs.
(Application form available upon request. Include SASE).
Only contacts made after July 1, 1977 will count for this award. Send Application with fee of $5.00 U/S for stations
outside of Canada, $5.00 Canadian for Canadian stations.
Five Band Canadaward
A special engraved plaque is available to any Amateur who confirms two-way contacts with CANADIAN Amateur
stations located in each of the Canadian Provinces and Territories on each of five separate bands. (Total of sixty-five
cards: thirteen cards per band (See list below)
Only contacts made after July 1,1977 will count for this award.
Submit application certified by two other amateurs with $50.00 U/S for stations outside of Canada and $50.00
Canadian for Canadian amateurs. (Cost of Plaque subject to change) Cards must be in the possession of the
applicant. Cards subject to random check.
All Amateur Radio bands may be used. Each distinct satellite mode will count as a separate band.
NOTE. VO2 - Labrador is a part of the province of Newfoundland and counts for Newfoundland. Some Canadian
stations may be using different prefixes. Applicants should note that the award is based on the Province or
Territory of residence of the QSL card, not the prefix.
Mail application to:
RAC Awards Manager,
David Reid - VE6BIR
1918 12 th St SW
Calgary, AB T2T 3N2
Canadian Provinces And Territories
. VO1-VO2 Newfoundland-Labrador
. VE1, VA1 Nova Scotia
. VE1,VE9 , VA1-VA9 New Brunswick
. VE1,VY2 , VA1 Prince Edward Island
. VE2,VA2 Quebec
. VE3,VA3 Ontario
. VE4, VA4 Manitoba
. VE5, VA5 Saskatchewan
. VE6, VA6 Alberta
. VE7,VA7 British Columbia
. VE8 Northwest Territories
. VY1 Yukon Territory
. VY0 Nunavut Territory
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Canadaward Application Form
Name _____________________________________________ Callsign ____________________________
Address ___________________________________________City ________________________________
State / Province_____________________Country_______________Postal / Zip Code_________________
Fee Enclosed $_______________________
Prov / Terr________________Station Worked_______________Date_____________Award Class_______
Bands - 1.8, 3.5, 7, 10, 14, 18, 21, 24, 28, 50 MHz. Modes - CW, SSB, RTTY, Mixed, SSTV, Satellite, Other
Mark 1 (one) band and the mode (s)
VO1, VO2 Newfoundland
VE1, VA1 Nova Scotia
____________________/______________
____________________/______________
VE1, VA1, VE9 New Brunswick ____________________/______________
VE1, VA1, VY2, Pr Edward Is
VE2,VA2 Quebec
VE3,VA3 Ontario
VE4 , VA4 Manitoba
VE5, VA5 Saskatchewan
VE6, VA6 Alberta
VE7,VA7 British Columbia
VE8 Northwest Territories
VY1 YukonTerritory
VY0 Nunavut Territory
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
____________________/______________
The information and QSL cards required for this award have been checked and are certified to be correct by the
following Radio Amateurs:
__________________________________________ ____________________________________________
Signature Callsign Signature Callsign
"I declare that all the necessary credits for this award have been obtained in accordance with the rules for the
award, as well as the rules and regulations for Radio Amateurs in my country. Please accept this information and
send the award to my address as listed above."
Applicants Signature: __________________________________________ Date: __________________
Mail application to: RAC Awards Manager, David Reid - VE6BIR 1918 12 th St SWCalgary, AB T2T 3N2
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Provincial Capitals Award
Requirements: One contact in each of the ten provincial capitals (St. John’s, Newfoundland; Charlottetown, Prince
Edward Island; Halifax, Nova Scotia; Fredericton, New Brunswick; Quebec, Quebec; Toronto, Ontario; Winnipeg,
Manitoba; Regina, Saskatchewan; Edmonton, Alberta; Victoria, British Columbia) for a total of ten contacts.
Date: Any contact after March 31, 1949.
Band and Mode: Any band or mode, mixed or otherwise.
Do not send QSL cards unless specifically called for, but should be in your possession. Instead, a list of the
contacts showing date, time, mode and definite location of the station worked. This list should be certified by either
one radio club official or two other licensed Radio Amateurs.
Cost: $3.00 Cdn for Canadians, $3.00 US for the rest of the world.
Send applications to:
RAC Awards Manager,
David Reid - VE6BIR
1918 12 th St SW
Calgary, AB T2T 3N2
Seaway Award
Requirements: Ten contacts in different locations with Canadian stations along the route of the St. Lawrence
Seaway. Of the ten required, one must be in each of the following areas: Thunder Bay, Greater Toronto, Greater
Montreal, Greater Quebec City. The remaining six may be from any municipality located along the route.
Date: Any contact after July 1, 1950.
Band and Mode: Any band or mode, mixed or otherwise.
Do not send QSL cards, unless specifically called for, but should be in your possession. Instead, a list of the
contacts showing date, time, mode and definite location of the station worked. This list should be certified by either
one radio club official or two other licensed Radio Amateurs.
Cost: $3.00 Cdn for Canadians, $3.00 US for the rest of the world.
Send applications to:
RAC Awards Manager,
David Reid - VE6BIR
1918 12 th St SW
Calgary, AB T2T 3N2
Trans Canada Award
Requirements: Five contacts with each of the ten Canadian callsign prefix areas, (VE8, VY1 and VY0 count as 1
area), plus five contacts with VO1/VO2, any combination. Of the five VE8/VY1/VY2 contacts required, one must be in
the Yukon(VY1), one must be in the Nunavut Territory (VY0), and one must be located on the off-shore islands of the
Northwest Territories (VE8). A grand total of 55 contacts is required.
Canadian Provinces and Territories
. VO1-VO2 Newfoundland-Labrador
. VE1, VA1 Nova Scotia
. VE1, VA1,VE9 New Brunswick
. VE1, VA1, VY2 Prince Edward Island
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RAC ADMINISTRATION MANUAL
. VE2, VA2 Quebec
. VE3, VA3 Ontario
. VE4, VA4 Manitoba
. VE5, VA5 Saskatchewan
. VE6, VA6 Alberta
. VE7,VA7 British Columbia
. VE8 Northwest Territories
. VY1 Yukon
. VY0 Nunavut
Note: For this award VE8, VY1 and VY0 count as one area. See rules above.
Date: Any contact since 1945.
Band and Mode: Any band or mode, mixed or otherwise.
Do not send QSL cards unless specifically called for, but should be in your possession. Instead, a list of the
contacts showing date, time mode and definite location of the station worked. This list should be certified by either
one Amateur Radio club official or two other licensed Radio Amateurs.
Cost: $3.00 Cdn for Canadians, $3.00 US for the rest of the world.
Send application to:
RAC Awards Manager,
David Reid - VE6BIR
1918 12 th St SW
Calgary, AB T2T 3N2
Worked All RAC Award (WARAC)
This award is available to all Radio Amateurs worldwide. A certificate will be issued to any Amateur who confirms
two-way communication with an Official RAC Station using the suffix “RAC” in at least ten of the following prefixes:
VEl, VA2, VA3, VE4, VE5, VE6, VE7, VE8, VE9, VOl, V02, VYO, VYI, VY2.
Effective date of the award is 0000 UTC July 1, 1998.
Separate awards will be issued as follows:
Basic Award: Ten contacts, as stated above, on any band, any mode. Ten cards are required. A sticker is available for
confirmed contact with all 14 prefixes.
Single Band: Ten contacts, as stated above, on a single band, and the following modes, CW, SSB, RTTY, Mixed,
SSTV, Satellite, Other. Ten cards are required. Certificates are available for each band/mode.
Five Band Plaque: A special engraved plaque is available to any Amateur who confirms two-way contacts, as
stated above, on five bands or more using the rule for single band mode. A total of fifty cards will be required. Plaque,
without backboard $20 US, $20 Cdn for Canadians; with backboard $50 US, $50 Cdn for Canadians. Prices
subject to change.
Do not send QSL cards. Have them certified by two other Radio Amateurs. Application form available upon request
(SASE) or on the RAC web site. Cards must be in the possession of the applicant. Cards are subject to a random
check.
Cost of each award is $5.00 US, $5.00 Cdn for Canadians. Send application and fee for the award/awards to:
RAC Awards Manager, David Reid - VE6BIR 1918 12 th St SW, Calgary, AB T2T 3N2
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RAC ADMINISTRATION MANUAL
Worked All Continents (WAC)
In recognition of international two-way Amateur Radio communication, The International Amateur Radio Union (IARU)
issues Worked-All-Continents certificates to Amateur Radio stations of the world.
Qualification for the WAC award is based on an examination by the International Secretariat, or a member-society of
the IARU, of QSL cards that the applicant has received from other amateur stations in each of the six continental areas
of the world. All contacts must be made from the same country or separate territory within the same continental area
of the world. All QSL cards (no photocopies) must show the mode and/or band for any Endorsement applied for.
Contacts made on 10/18/24 MHz or via satellites are void for the 5-band certificate and 6-band endorsement. All
contacts for the QRP endorsement must be made on or after January 1, 1985 while running a maximum power of 5
watts output or 10 watts input.
The following information should be helpful in determining the continental area of a station located adjacent to a
continental boundary. North America includes Greenland (OX) and Panama (HP). South America includes Trinidad &
Tobago (9Y), Aruba (P4), Curacao & Bonaire (PJ2-4) and Easter Island (CE0). Oceania includes Minami Torishima
(JD1), Philippines (DU), East Malaysia (9M6-8) and Indonesia (YB). Asia includes Ogasawara Islands (JD1),
Maldives (8Q), Socotra Island (7O), Abu Ail Island (J2/A), Cyprus (5B, ZC4), Eastern Turkey (TA2-8) and Georgia
(UF). Europe includes the fourth and sixth call areas of Russia (UA4-6), Istanbul (TA1), all Italian islands (I) and
Azores (CU). Africa includes Ceuta & Melilla (EA9), Madeira (CT3), Gan Island (8Q), French Austral Territory (FT) and
Heard Island (VK0).
Application forms should be directed to the address below. After verification, the cards will be returned and the award
sent soon afterward. There is a $5.00 fee for Canadian stations. Sufficient return postage for the cards, in the form of a
self-addressed stamped envelope or IRCs, is required. Canadian Radio Amateurs must have current RAC
membership.
RAC Awards Manager, David Reid - VE6BIR, 1918 12 th St SW. Calgary, AB T2T 3N2
WAC AWARD APPLICATION
Name____________________________________________________________ Callsign_____________________
Mailing Address________________________________________________________________________________
City/Town____________________________________________Province_______________Postal Code_________
This application is for:
___ Basic certificate (mixed mode)
___ CW certificate
___ Phone certificate
___ SSTV certificate
___ RTTY certificate
___ FAX certificate
___ Satellite certificate
___ 5-band certificate
___ 6-band endorsement
___ QRP endorsement - (5 watts output or less)
___ 1.8-MHz endorsement
___ 3.5-MHz endorsement
___ 50-MHz endorsement
___ 144-MHz endorsement
___ 430-MHz endorsement
___ 1240-band endorsement
___My 5-band certificate is dated___________________ Enclosed are QSL cards from the following stations: (list)
Enter band(s) and callsigns
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