Standardized Format for use by ARRL Board Committees in Submitting Reports to the Board
Report of the _____________________________________ Committee.
Members of the Committee: ___________________________________ (Chairman)
1. Task, or Objectives, of the Committee
(Here, spell out what it is that the Committee is attempting to accomplish.)
(List the pertinent Board motion, or other authority that established the task being performed by the Committee.)
3. Summary of Conclusions
(Summarize the conclusions that the Committee has reached, i.e., this should be a thumb nail sketch of the results of the Committee study.)
4. Committee's Formal Report
(This section would be a detailed summary of what the Committee did from start to finish, what evidence led to the adoption of its recommendations, what philosophies were involved, and so forth.)
(Signature of Chairman)
(Signatures of other members)
Executive Committee Operation and Procedure
The status of the Executive Committee is basically outlined in Article 6 of the Articles of Association. It is made up of the President, five Directors elected by the Board, and, without vote, the First Vice President, Chief Executive Officer. The five Directors elected by the Board are elected at each annual meeting, by nomination and secret ballot. The Committee is required to meet not less than semi-annually.
The Secretary and General Counsel customarily attend all meetings. Vice Presidents, other than the First, Chief Executive Officer and the Chief Financial Officer may be invited to attend if the meeting is expected to touch on matters of concern to them in their own work. Directors and Vice Directors are welcome to attend any and all meetings, and advance notice is provided. Reimbursement for separate travel expenses, however, is authorized to Directors only once annually, with charges to the Division allotment.
Standing Committee Operation and Procedures
The status and responsibilities of the Standing Committees are outlined in By-Laws 38-41. Appointments of members (including that of the committee chairman) are for one year, and are made by the President during the annual meetings. Each committee is authorized expenditure of up to a stated maximum each year for travel and other expenses of operation. Committees sometimes fulfill their assignments purely by correspondence, but more often find it necessary to hold meetings.
The President and the Chief Executive Officer are ex-officio members of all Standing Committees. The Treasurer is ex-officio member of the Administration and Finance Committee. Each Standing Committee also has five Directors as members, plus one Vice Director or Vice President. No elected member of the Executive Committee may serve on a standing committee.
The Standing Committees are:
Administration & Finance Committee
Programs & Services Committee
In addition, an Ethics & Elections Committee consisting of three Directors is created by Bylaw 42.
Advisory Committees -- Rules and Regulations
Rules and regulations concerning Advisory Committees appear in the ARRL Articles of Associations and By-Laws.
Rules and Regulations Concerning Advisory Committees
The following rules and regulations provide for the establishment of national Advisory Committees. Such committees shall be composed of amateurs qualified in various specialty areas of concern to the League. The Committees, acting in their areas of specialty, shall undertake studies, review proposals, and make recommendations to the League management. League members interested in serving on Advisory Committees should make themselves known to their Director.
Each ARRL Division is represented on each Advisory Committee. The Division representatives to the national Advisory Committee also serve as special advisors to the Division Director. The Radio Amateurs of Canada (RAC) may also appoint a representative to each Advisory Committee.
1. Authority for establishing, terminating, or modifying terms of reference of any Advisory Committee rests with the Board of Directors.
2. Any proposal to the Board for the establishment of an Advisory Committee shall outline the purpose of the proposed Committee, the proposed scope of its activities and the Standing Committee of the Board to which it shall report. The proposal shall explain why its objectives cannot be met through the existing organizational structure of the ARRL.
3. The membership of any Advisory Committee shall consist of one Full Member of the League from each Division plus the representative to that Advisory Committee from the RAC who shall be a member of the League. Advisory Committee members are expected to be residents of the Division from which they are appointed and may not hold any League elective office (Officer, Director, Vice Director, Section Manager) during their tenure as a member of an Advisory Committee.
Each committee member is appointed by the respective Division Director for a term concurrent with that of the Director. It is recommended that Advisory Committee members shall serve a maximum of six (6) years so as to provide diversity of views within the Division. The Advisory Committee members serve at the pleasure of the Director and shall be responsible to him for the proper performance of their duties. Directors should consider the following in selecting appointees to an Advisory Committee:
Willingness to serve and participate in committee deliberations;
Possession of knowledge and expertise in the committee's field of endeavor;
The ability and willingness to communicate with others in writing and verbally. Communications includes the use of electronic media;
The ability and willingness to participate in public forums.
4. Each year, the President shall designate one member of each Advisory Committee as chairman for that calendar year. Chairmen will serve in that post for no more than two one-year terms consecutively. Each chairman shall designate a vice chairman to assist him and to assure continuity in the committee's operation.
5. Each Advisory Committee shall report to an appropriate Standing Committee of the Board. The Chairman of the Standing Committee or his designee shall act as liaison to the Advisory Committee. The Chief Executive Officer shall designate Headquarters Staff to fulfill the functions of Resource and Administrative Liaison to each Advisory Committee.
6. Advisory Committees initiate studies upon request by the Standing Committee of the Board to which they report. Proposals for studies may be made to the responsible Standing Committee by any of the following groups or individuals:
a. By the Board of Directors;
b. Between meetings of the Board, by the Executive Committee or the President;
c. By a committee of the Board;
d. By the Chief Executive Officer;
e. By the Committee at its own initiative.
The Board shall be advised promptly of the responsible Standing Committees' disposition of proposed studies.
Advisory Committee recommendations shall be made in a timely manner to the appropriate Standing Committee and shall be advisory in nature. Status reports shall be submitted, to the Board Secretary, at least (30) days prior to any regular meeting of the Board.
7. Members wishing to express their opinion on a matter being studied by, or within the terms of reference of, an Advisory Committee are encouraged to communicate with their Division representative. To this end, the names and addresses of Advisory Committee members shall appear in QST at least annually. Space in QST and other League publications shall be available to the committees, as appropriate.
8. Advisory Committee members are entitled to the same privileges accorded Assistant Directors.
9. Incidental expenses are reimbursable according to guidelines adopted by the Board. Any expenses for the Radio Amateurs of Canada (RAC) representative to any Advisory Committee shall be paid in accordance with RAC policy.
Standard Operating Procedures
A. DUTIES OF THE CHAIRMAN
The Chairman is appointed by, and is responsible to, the President of the ARRL through the appropriate Standing Committee. The Chairman shall:
1. Establish the agenda for the work of the Advisory Committee in accordance with the Terms of Reference (TOR) for the Committee, the Rules and Regulations (R&R) of Advisory Committees, and the Advisory Committee Standard Operating Procedures (SOP).
2. Ensure that reports and recommendations for the appropriate Standing Committee are submitted in a timely manner and that the opinions of the committee members are fully reflected therein. A written status report shall be submitted to the ARRL Secretary at least thirty (30) days prior to each meeting of the Board, highlighting committee activities.
3. Ensure that new committee members are promptly and properly informed regarding the committee’s operating procedures and pending matters.
4. Designate, in writing, to the President of ARRL, a Vice Chairman to act in the absence of the Chairman or when the Chairman is unable to fulfill his duties. Such designation shall be made within thirty (30) days of the Advisory Committee Chairman’s appointment.
5. Each year the Chairman of each Advisory Committee, with the assistance of the Liaison from the appropriate Standing Committee, shall develop an evaluation of each member’s performance and supply the evaluations to the appropriate Directors thirty (30) days prior to the Annual Meeting of the Board.
B. DUTIES OF THE STANDING COMMITTEE LIAISON
The Standing Committee Liaison shall be the main conduit of information between the Advisory Committee Chairman and the appropriate Standing Committee Chairman. The Standing Committee Liaison is appointed by and is responsible to the Chairman of the Standing Committee. The Liaison shall:
1. At regular meetings of the Standing Committee, report on the activities of the Advisory Committee and other matters as may be communicated between the Chairman of the Advisory Committee and the Liaison.
2. Be responsible for obtaining such clarification of policy or instructions as may be required by the Advisory Committee.
3. Inform the Standing Committee Chairman as to the effectiveness of the Advisory Committee in discharging its responsibilities, and make recommendations as to the designation of a new Chairman when required.
4. Within thirty (30) days after any meeting of the ARRL Board of Directors or the appropriate Standing Committee, send a written report to the Advisory Committee Chairman regarding any action taken by the Board or the Standing Committee encompassing the Advisory Committee’s field of endeavor.
5. Provide to the Chairman of the Advisory Committee, information on activities of the Standing Committee which pertain to the Advisory Committee agenda and activities, including instructions and directions for items approved by the Standing Committee for study and action by the Advisory Committee.
6. Inform the Standing Committee Chairman of the results of action items, including ballots and studies, as assigned by the Standing Committee.
7. Present to the Standing Committee, on behalf of the Advisory Committee, issues that the Advisory Committee submits for approval by the Standing Committee to be studied and voted on by the Advisory Committee.
8. Copy all correspondence that takes place between the Advisory Committee Chairman and the Liaison, to the Standing Committee Chairman.
9. Help the Advisory Committee Chairman prepare and distribute to the appropriate ARRL Division Director an evaluation of the effectiveness of their respective Division’s member on the Advisory Committee. This evaluation is to be delivered not less than thirty (30) days prior to the annual meeting of the ARRL Board.
10. When requests for action on a particular subject are received by the Standing Committee, the Standing Committee Liaison will communicate a response to the petitioner through the Staff Liaison, providing information on whether the item is to be forwarded to an Advisory Committee for study or not. Once assigned to an Advisory Committee, the Standing Committee Liaison will communicate the final result of the study through the Staff Liaison to the petitioner.
C. DUTIES OF THE HEADQUARTERS STAFF LIAISON
The Headquarters Staff Liaison shall be appointed by, and be responsible to, the Chief Executive Officer. The Headquarters Staff Liaison shall be a staff member who possesses knowledge and expertise in the Committee’s field of endeavor and who shall act as resource person for the Committee. The Headquarters Staff Liaison shall:
1. Convey to the Chief Executive Officer those Committee recommendations that bear upon the operations of the headquarters.
2. Inform the Administrative Staff Liaison appointee and the Advisory Committee members when the President appoints a new Chairman.
3. Notify the Advisory Committee Chairman of any required reports within sixty (60) days prior to the Board meeting.
4. Provide periodic expense summary information to the Advisory Committee Chairman.
5. Disseminate official information to the public on behalf of the Advisory Committee Chairman. Similarly, disseminate Board actions as they pertain to the Advisory Committee.
6. Inform the Advisory Committee Chairman of any change in the Committee's membership.
7. Revise correspondence distribution lists, as defined in Section J, and provide the Administrative Liaison and e-mail reflector SYSOPS with such revised lists. Revisions will be made at the request of the Chairman of the appropriate Standing Committee or upon changes in membership of the Board, the appropriate Standing Committee, Liaison Personnel, or the Advisory Committee.
D. DUTIES OF THE HEADQUARTERS ADMINISTRATIVE LIAISON
The Headquarters Administrative Liaison is appointed by, and is responsible to, the Chief Executive Officer. The Headquarters Administrative Liaison shall:
1. Distribute copies of all written communications addressed to the Committee according to the Committee distribution list provided by the Headquarters Staff Liaison.
2. Distribute copies of internal communications according to the Committee distribution list provided by the Headquarters Staff Liaison.
3. Maintain files of internal and external communication, and records of committee deliberations, recommendations, reports, and committee membership.
4. Acknowledge, in writing, all written correspondence from League members related to that Advisory Committee and confirm such acknowledgment to the Committee.
5. Distribute to new Committee appointees back correspondence for one year, upon request.
E. DUTIES OF THE HEADQUARTERS E-MAIL REFLECTOR SYSOPS
The Headquarters E-mail Reflector SYSOPS are appointed by, and are responsible to, Headquarters Management. SYSOPS shall:
1. Immediately report any malfunctioning of the remailers to technical support personnel.
2. Add or remove individuals from the reflector mailing list as directed by the Headquarters Staff Liaison.
F. DUTIES OF THE ADVISORY COMMITTEE MEMBER
The Advisory Committee member is appointed by, and serves at the pleasure of, the Division Director. The Advisory Committee member shall:
1. Serve as an advisor to the Division Director on matters within the Terms of Reference of the Committee.
2. Become familiar with the Advisory Committee’s Terms of Reference, Standard Operating Procedures, Rules & Regulations, additional sections of the Member Handbook, and current items of business before the Committee.
3. Actively participate in the deliberations of the Committee.
4. Respond to all communications from or authorized by the Advisory Committee Chairman.
5. Assess membership opinion in their Division on policy matters before the Committee.
6. Submit a written report to the Division Director at least thirty (30) days before each regular Board meeting. This report will indicate the individual’s recommendations as to matters expected to be before the Board in the Committee’s field of endeavor.
7. Should circumstances prevent full participation as a Committee member, resign promptly so another member can be appointed.
G. FORMULATION OF COMMITTEE RECOMMENDATIONS
Advisory Committees, when tasked with a study by the appropriate Standing Committee, will be expected to provide recommendations based upon the results of their study. Such recommendations are formulated using procedures as follows:
1. The appropriate Standing Committee will direct the Advisory Committee, through the Advisory Committee Chairman, to perform a specified study. The direction will be in the form of a memorandum, which will include the Terms of Reference for the study, the time frame for the Advisory Committee’s response to the Standing Committee, and where appropriate, a statement of whether the question is a “policy” or “non-policy” item.
2. Advisory Committee members will discuss the issues of the study with other committee members. Such discussion will normally take place by e-mail through the headquarters remailers. Documents not suitable for distribution via electronic media will be distributed by mail by the Headquarters Administrative Liaison.
3. The Advisory Committee Chairman will moderate the discussion and will act as a single point of contact between Committee members, the Standing Committee, and the Headquarters Staff Liaison.
4. After discussion, the Advisory Committee Chairman will formulate a recommendation to be returned to the Standing Committee, based upon the discussions between committee members. If a strong consensus is evident in the Committee correspondence, a formal vote may not be needed. If there is a divergence of opinions within the Committee, a formal vote should be called.
5. The Chairman of the Advisory Committee and its associated Headquarters Committee should communicate during the discussion phase to see whether or not their respective committee members are in substantial agreement with one another, and to determine if a mutually agreeable recommendation can be formulated.
6. The Advisory Committee chairman will forward the final recommendations of the Advisory Committee to the appropriate Standing Committee chairman and, if appropriate, to the associated Headquarters Committee Chairman. The recommendation will be followed within seven (7) days with a description of the rationale behind the Committee’s decision, or a ballot summary if a formal vote was held.
7. When there is no agreement between the Advisory Committee and its associated Headquarters Committee, the two chairmen will coordinate a joint statement to the appropriate Standing Committee, giving their recommendations for further action on the issue. Should the matter have to be referred to the Standing Committee for resolution, the two committee Chairmen will each prepare a position paper for the P&SC based on the majority opinion of their respective committees. Members of either committee who are not in agreement with the majority of their own committee may provide input to the other committee’s position paper.
H. CONTACT WITH FOREIGN GOVERNMENTS and IARU SOCIETIES
No member of an advisory committee may communicate directly with foreign governments and their agencies or with other IARU societies regarding matters of concern to the committee. Requests for such communications must be directed to the Headquarters Staff Liaison, who will arrange to contact the party on behalf of the committee or one of its members after appropriate consultation.
I. PUBLIC COMMUNICATIONS
1. Communications should not leave the impression with the public that the Advisory Committee has final decision making authority. There are additional steps in the process including that of the Awards Committee.
2. Committee communications, whether written, electronic, or verbal, either to or from the Board, to or from Headquarters, or within the Advisory Committee, shall be considered privileged and shall not be released outside the organization.
3. Breach of this agreement may result in a recommendation by the Advisory Committee Chairman, the Standing Committee Liaison, or the appropriate Standing Committee Chairman for removal of the Advisory Committee member. The Standing Committee Chairman shall communicate such recommendation to the appropriate Director.
4. Committee members are reminded that they are appointed by their respective Directors and that they will be viewed as representing the Board as a whole. Any public statements which denigrate fellow committee members or the activities of the Committee reflect badly on their Directors, the Board, and the ARRL as a whole.
J. DISTRIBUTION OF ADVISORY COMMITTEE CORRESPONDENCE
1. All Advisory Committee correspondence shall be distributed to the following:
a) Committee members;
b) Appropriate Headquarters Committee members;
c) Appropriate Standing Committee Chairman or their designee.
2. All Advisory Committee correspondence shall be distributed to the following, upon request:
a) Any ARRL Officer;
b) Any ARRL Director;
c) Any ARRL Vice Director;
d) Any other persons that may be approved by the appropriate Standing Committee Chairman.
3. Requests for additions or changes to Advisory Committee distribution lists should be made to the appropriate Headquarters Staff Liaison.
Advisory Committee Terms of Reference
Recommendations of each Committee shall be advisory in nature. Each Advisory Committee shall make recommendations on matters within its scope to the appropriate Standing Committee of the Board.
Contest Advisory Committee
The Contest Advisory Committee (CAC) is established to investigate such matters regarding contests as are referred to it by the P&SC.
DX Advisory Committee
The DX Advisory Committee (DXAC) is established to investigate such matters regarding DX activities as are referred to it by the P&SC.
From time to time, Ad Hoc Committees may be created to address specific topics. Standing Order No. 92-1.42 provides for funding of $5,000 for an Ad Hoc Committee unless otherwise stipulated by the Board or the Executive Committee, and provides that the committees may be designated and the committee members appointed by the President.
In January 2000 the ARRL Board created a Historical Committee “to develop a plan for storage of historical artifacts and archival material related to Amateur Radio, and to explore means for future public access and display of such material.”
In July 2012, recognizing the need to strengthen the efforts to protect, preserve and provide access to the items in our Collections, the Board adopted a policy, recommended by the Historical Committee, as to the acquisition, access, care, and use of the Historical Collections. The premise of the newly adopted Policy is that if we are to know, appreciate and use the treasures in the collections, we need to understand what is in the collections, and how to access, care for and permit use of those items. The committee and th board recognized the Policy and the accompanying Terms of Reference were not an end, but were the next necessary step in this process.
ARRL Historical Committee Collections Policy and Terms of Reference
The core purpose of ARRL is “to promote and advance the art, science and enjoyment of Amateur Radio.” The historical collection is one of many ARRL activities maintained to further the Association’s core purpose. The Collection provides a record of significant activities, contributions and accomplishments of ARRL and amateurs fostering a better understanding and appreciation of amateur radio’s origin and development over the years.
ARRL Historical Collection Statement of Purpose
The ARRL Historical Collection seeks to collect, identify, preserve, conserve documents, objects and images significant to the history of ARRL and amateur radio, particularly in the United States, and to facilitate their use in understanding the history and importance of amateur radio and ARRL over time.
The purpose of this Collections Policy is to establish rules for the acquisition, preservation, and use of the historical collections (objects, photographs, books, publications, maps, manuscripts, letters, electronic data, audio storage instruments, etc.) of the ARRL Historical collection.
This policy defines the collections and identifies administrative objectives and processes for managing the collections, in keeping with ARRL’s core purpose. This policy shall be reviewed every five years by the ARRL Historical Committee.
ARRL Historical Collection Decision Making Responsibility and Authority
The ARRL Historical Collection has three component collections:
1. Documents and publications;
2. Images and sound recording and
The ARRL Board of Directors has responsibility for the collection, but consistent with the Historical Collection Collections Policy and Collecting Plan as set forth in this document, the Historical Committee shall have oversight of the collection and the ARRL CEO shall authorize staff members and selected volunteers to accept new materials and be responsible for the care of the collections in accordance with the Collections Policy and the Collecting Plan.
Acquisition --- The process of evaluating, obtaining custody and acknowledging receipt of materials and objects.
Acquisition Criteria and Procedure:
1. The materials collected and retained must be relevant to and consistent with the core purpose of ARRL (the ‘Association”) and the ARRL Historical Collection (the Collection”) Statement of Purpose.
2. ARRL must be able to provide for the storage, protection and preservation of the materials under conditions that assure their availability for use in accordance with the collection statement of purpose.
3. Items will be retained so long as they remain useful to the purposes of the Association.
4. All donations of materials are considered outright and unconditional gifts to be used at the discretion of the Association. Title to all objects acquired shall be free and clear, without restriction as to use or future disposition.
5. Appropriate documents of title and transfer must be obtained at the time of acquisition.
6. Consideration in regard to duplicate or essentially similar objects already in the collections and foreseeable use are factors in the acquisition decision.
7. No staff member or volunteer may obligate the Association to accept an object not consonant with the intent or spirit of the Acquisition Criteria.
Accessioning PR --- Accessioning is the process of accepting items into the collection(s) of the Association.
1. At the time of acquisition Items will be identified, marked, labeled recorded and catalogued in accordance with standard museum or collection practices. Any binding or non-binding requests of the donor will be noted on the record.
2. Condition of all items will be noted during the accessioning process.
3. Records of all accessioned items will be kept with the Associations permanent records.
4. Items that are badly worn, deteriorated or in significant disrepair will not be accessioned into a collection unless its extreme rarity or significant historical association warrants accession.
Care and Maintenance of Collection
1. Only those materials that can be properly cared for and maintained given the Association resources available to care for the collection will be retained in the collection.
2. All materials shall be stored in a manner to provide optimal adequate accessibility and preservation.
3. Materials in need of restoration shall be restored as soon as possible.
4. Materials, whether in use or in storage, shall be protected from life- shortening forces such as excessive heat, cold humidity, dryness, dust, ultraviolet light, insects, vermin or improper handling.
Deaccessioning --- the process of removing permanently fro the collection(s) accessioned materials that are duplicate, fail to meet collection criteria, can not be property cared for or are otherwise in appropriate to the collection.
In order to de-accession an item from the Association Collection the item must meet at least one of the following criteria:
1. The item is not relevant to the purpose of the collection
2. The item lacks physical integrity.
3. The item is dup in the Association Collection or is easily found in one or more other collections
4. The Association is unable to care for it properly.
5. The item has doubtful potential use in the collection in the foreseeable future.
1. Written documentation describing the item and the pertinent criteria shall accompany and proposal for de-accession.
2. Proposals for de-accession shall be submitted to the ARRL CEO for review and approval.
3. Items approved for de-accession may be sold, auctioned, traded, given outright or discarded as appropriate. Written documentation of the disposition, including the name of the recipient, date of transfer, method of sale (if any), sale price (if any) and in the case the item was gifted or otherwise disposed, the reason for such action. [If the item was donated first consideration should be given to placing the item through gift or exchange in another tax exempt educational entity]
4. De-accessioned items may not be sold or gifted to staff, officers or members of the Board of Directors or their representative without specific written authority from the (Chairperson) Historical Committee.
5. Funds received from the sale of de-accessioned items will be deposited in the ARRL Preservation of Artifacts Fund.
6. Records of all de-accessioned items will be kept with the Association’s permanent records.
Loans --- A loan is a temporary transfer of material from the Association Collection to another institution, entity or individual without transfer of ownership.
1. The Association lends items from its collection only for purposes of exhibition and research.
2. The Association only lends items from its collection pursuant to the terms of a loan agreement approved by CEO and signed by an authorized representative of the Association and the other party.
3. Each loan agreement shall specify the purpose of the loan, how the item will be used, the duration of the loan and the security provided for the loaned item. (e.g. insurance)
4. The maximum loan duration shall be for a period of two (2) years. Any renewal of a loan shall require a formal loan renewal request and approval.
5. The Association shall only lend items from its collection to institutions, organizations and individuals that, in the Association’s judgment can comply with the conditions set forth in the loan agreement.
1. Documents, recordings and images are not available for loan except in extraordinary situations. [Copies of documents, recordings and images may be loaned.]
2. Physical access to[original] documents, recordings and images is limited to designated staff members and approved researchers. Access by researchers is permitted pursuant to a usage agreement specifying the terms and conditions of access and usage of the collection materials.
3. Copying of collection materials is not permitted unless the user first sign a usage agreement specifically describing the limits of use, including full attribution to the Association and the Collection
4. Forms providing access to the collection, reproduction of collection documents, recordings or images must be approved by the Association’s General Counsel.
Our most significant "permanent" collections, which are continually maintained by dedicated volunteers, consist of:
a. Paper Archives
b. Collections of photo negatives, prints, videos, films, & educational materials
c. Vintage Equipment collection (former lobby museum)
d. Vintage Book Library
e. Equipment exhibits (in laboratory & lobby)
Amateur Radio Legal Defense & Assistance Committee
Logbook of the World Committee
ARRL Awards Committee
Several Directors have asked that information appear in the Workbook regarding the operation of the ARRL Awards Committee. This information is provided to fill the need. Further, the Standard Operating Procedure of the ARRL Awards Committee is codified in accordance with Minute 75 of the 1987 Annual Meeting of the Board.
ARRL Awards Committee History
Headquarters involvement in establishing and interpreting rules for the League's competitive activities dates back to the early days. The pre-war DX contest announcements refer to a "Contest Committee" and, later, to an "Award Committee." The ARRL Award Committee is mentioned in the announcement of postwar DXCC in 1947. At some point the official name became the "Headquarters Contest and Awards Committee," but usually it was just called the "Awards Committee." Its function apparently was to advise the Communications Manager on virtually all aspects of the ARRL contests and awards programs.
Awards Committee controversy reached its zenith in the late 1960's, over the DXpeditions by Don Miller, W9WNV. The October 1968 QST editorial and article reporting the outcome of a suit instituted by Dr. Miller against the League makes interesting reading.
In the context of determining the status of areas as separate DXCC countries, the history of the Awards Committee cannot be considered separately from that of the Advisory Committees. The DX Advisory Committee was created at the 1970 Annual Meeting of the Board. At the time, Advisory Committee authority was "...limited to the preparation of recommendations within its specialty area, based upon consultation with segments of the membership and upon Committee studies; these are to be presented to the staff and/or Board as appropriate to the situation". It was not until the 1976 Annual Meeting of the Board, Minute 94, in the aftermath of the Okino Tori-Shima controversy, that the Board directed "...that the DX Advisory Committee be consulted when the country status of any area is to be determined".
At the 1978 Annual Meeting, the Board directed the Membership Affairs Committee to "...study the function and composition of the Headquarters Awards Committee and to report its findings at the July meeting of the Board" (Minute 27). When the report was rendered, at Minute 14 of the 1978 Second Meeting, the only change adopted by the Board (at Minute 80) was a change in the name, to the ARRL Awards Committee, presumably to remove the suggestion that the Committee was acting only on behalf of HQ.
To this point, the Awards Committee had functioned as an advisory body to the Communications Manager. In reorganizing the Committee following the Board's action in 1978, then-Communications Manager Lindholm accepted Committee decisions on disqualifications and DXCC country status as binding rather than advisory. Thus, decisions are no longer made by a single individual, except that in cases where there may be political overtones (at the government, not ARRL, level) the matter is referred to the Chief Executive Offcier, who may choose to block Committee consideration.
Historically, the Awards Committee has always been responsible for interpreting rules and rendering disqualification decisions -- two essential tasks that must be performed by someone. No other group or individual presently is equipped to perform them. Particularly with respect to disqualifications, often it is necessary to review originals of QSL cards and logs in order to make a determination; circulating such material to far-flung volunteers would be a nightmarish process. And, all other things being equal, in-person discussion of a complex situation results in a better decision.
Finally, it has been long standing policy for the chairman of the DXAC and the CAC to forward recommendations for DXCC rules changes and country status to the Chairman of the ARRL Awards Committee (and contest recommendations from the CAC). From 1976, it was the practice of the ARRL Awards Committee that DXCC country status could not even be considered without a favorable recommendation of the DXAC. This was due to an interpretation of Minute 94 of the 1976 Annual Meeting, where “the DX Advisory Committee be consulted when the country status of any area is to be determined”. From 1976 to 1996, no change of DXCC country status was considered without first being recommended by the DXAC.
Minute 84 of the Second meeting of the Board in 1995 created an Ad Hoc Committee to revise Advisory Committee procedures. At the Annual Meeting of 1996, new rules and terms of references for Advisory Committees were adopted. Standard operating procedures were adopted at the Second meeting in 1996. Under these new guidelines, the Awards Committee and Advisory Committees may consider issues assigned by the appropriate Board Standing Committee in parallel.
ARRL Awards Committee Standard Operating Procedure
A. The duties of the ARRL Awards Committee are to:
1. Provide binding interpretations of the rules for contests, DXCC, and other awards.
2. Upon review of all available evidence, to provide binding decisions on awards and contests disqualifications.
3. Advise on rule changes for contests and awards (significant changes must be
communicated to the Board prior to implementation).
4. Fulfill any other tasks assigned to it by the Board of Directors.
B. Prerequisites for membership on the ARRL Awards Committee are:
1. Hold DXCC membership.
2. Submission of a valid contest entry within the last year.
3. An avid interest in contests, DX and awards.
Note: Members of the Committee are selected by the Chair (Membership Services Manager) based on qualifications with a deliberate attempt to draw from as broad-based an interest group as possible, cutting across HQ departmental lines. A full roster consists of six (6) members (which includes the Century Clubs Manager and Contest Manager).
C. Voting Procedure:
1. The Century Clubs Manager does not vote on country status, rules changes or disqualification from DXCC.
2. Likewise, the Contest Manager does not vote on any contest-related matter.
3. The Chairperson is a voting member. Thus, there are generally five votes on any official action taken by the Committee, with a simple majority constituting a decision.
4. The Chairperson calls and chairs the meetings of the Committee.
5. All decisions are made at in-person meetings, unless specifically waived by all members favoring a paper ballot passed by hand.
6. In cases of potential political overtones (i.e. to the US Government, etc.), the Committee Chairperson will first refer the matter to the Chief Executive Officer who may choose to block Committee action.
D. Referrals and Appeals Procedure:
1. Recommendations will be received by the Awards Committee from the Advisory Committees.
2. If the Awards Committee does not accept and approve an Advisory Committee
recommendation, the respective Advisory Committee chairpersons will try to effect a
compromise. If a compromise is reached, it is accepted.
3. If no compromise results, the Advisory Committee may resubmit the recommendation
with or without modifications.
4. If the resubmitted recommendation is not accepted by the Awards Committee, the matter is referred to the P&SC for resolution.
5. Communication of "reasons why" should be in evidence by all parties at every step of the review process.
ARRL Awards Committee Roster
Dave Patton, NN1N (Chairman, Field Services & Radiosport Manager)
Matt Wilhelm, W1MSW (Contest Manager)
Steve Ford, WB8IMY
Norm Fusaro, W3IZ
Dan Henderson, N1ND
ARRL Working Groups and Task Forces
From time to time, the Board creates a committee to fulfill a need for expertise in a certain area. Reimbursement of expenses, if any, is as authorized by the Board at the time of creation or as renewed annually. In general, the members are appointed by the President for indefinite terms, within any constraints given in the motion which created the committee. The Terms of Reference for the Committees follow.
Created: Second Meeting 1980 Minute 27 as RFI Task Group
Terms of Reference:
"President, together with the Chief Executive Officer, establish an interference task force . . . for the purpose of initiating an ongoing program of assistance to local interference committees, clubs or individuals. This task force shall (1) coordinate an educational program to include appropriate articles in QST and in publications, (2) provide a reference manual and guidelines for interference committee operating procedures, and (3) provide liaison at the national level for those cases to be referred to the Federal Communications Commission for their handling. The overall objective shall be to encourage efforts by the Amateur Radio Service to continue to justify its reputation as a self-policing service by the reduction or elimination of all types of interference on amateur frequencies."
The Committee "shall include at least one member of the Board of Directors, one member of Hq staff, and the General Counsel or his designate." Appointments outside Hq are made by the President and those inside Hq by the Chief Executive Officer.
RF Safety Committee
Created: Second 1994 Meeting, Minute 33
Terms of Reference:
The members of the RF Safety Committee shall be appointed by the President, the term of office of each member to be as determined by the President. The RF Safety Committee shall act as provided by its Terms of Reference. The Committee shall:
1. Act as a consultative body to the Board and Officers, aiding in the development of ARRL policy in the RF safety field;
2. Act as a consultative body to the ARRL HQ staff, especially in the development of educational methods and materials related to RF safety;
3. Monitor the technical, political and social environment for trends regarding RF safety, especially as they may potentially impact the Amateur Radio Service;
4. Provide written reports of significant trends and of committee activities for review at each meeting of the Board of Directors.
HF Band Planning Committee
Public Relations Committee
Committee Created: Annual Meeting 1987, Minute 70
Terms of reference revised: July 2003 Board Meeting
Terms of Reference:
The PRC is a national-level committee which reports to the ARRL Board of Directors via the Board Liaison. Members are appointed by the ARRL President for one-year terms, with options for reappointment. The PRC has two primary missions. The first is to provide guidance to the ARRL PR staff in presenting the story of Amateur Radio to the public at large, the press, and to the amateur community at the national level. This includes recommending strategies for attracting new hams, and for recruiting and retaining ARRL members. The second is to support and encourage the development of the local Public Information Coordinators and Public Information Officers in the field by providing PR education, guidance and public relations tools to assist them in their efforts. The PRC also from time to time undertakes special projects as assigned by the ARRL Board of Directors and/or the ARRL President."
ARRL Committee of Tellers
The ARRL Articles of Association and By-Laws provide for a Committee of Tellers (appointed by the Election Committee) to oversee the ballot counting for Director and Vice Director elections. A Standard Operating Procedure for the Committee of Tellers was adopted at the 1984 Annual Meeting and may be found in the Standing Orders (Section 4.3 of the Director’s Workbook) at Standing Order No. 84-1.44.
ARRL Foundation Officers and Directors
(updated by LK 5/15)