This Club shall be known and designated as the Tri-Village Rod and Gun Club, Incorporated.
ARTICLE III
MEETINGS
SECTION 1
The regular meetings of the Club shall be on the last Thursday of each month. The annual meeting of the Club shall be held in October.
SECTION 2
Special meetings of the Club may be called by the President and shall be called at the request, in writing, of any seven members.
SECTION 3
When the date for any regular or annual meeting falls on a holiday, such meeting shall be held at the discretion of the majority determined at a regular meeting held prior thereto.
SECTION 4
Seven (7) members shall constitute a quorum at any meeting but a less number can adjourn a meeting from time to time.
SECTION 5
All meetings shall be held at the Club House at 7 p.m. unless otherwise determined at a regular meeting held prior thereto, or under special circumstances with the authority of the president or next surviving officer in the chain of command (vice president, secretary, treasurer, chairperson of the board of directors, etc.)
ARTICLE IV
ORDER OF BUSINESS
At all meetings of the Club the following order of business shall be observed unless otherwise ordered by the meeting:
1. CALL TO ORDER
2. ROLL CALL OFF OFFICERS
3. READING OF MINUTES OF PREVIOUS MEETING
4. AWARDS
5. TREASURER REPORT (Previous Month)
6. REPORT OF COMMITTEES
7. READING OF COMMUNICATIONS
8. UNFINISHED BUSINESS
9. NEW BUSINESS
10. APPLICATIONS FOR MEMBERSHIP
11. VOTING ON CANDIDATES
12. GOOD OF THE CLUB
13. ELECTION OF OFFICERS (annual meeting and special elections)
14. RECEIPTS OF SESSION
15. READING AND APPROVING OF CURRENT MINUTES
16. ADJOURNMENT
ARTICLE V
OFFICERS
SECTION 1
The elective officers of the Club shall be a President, Vice President, Secretary, Treasurer and Sergeant-at-Arms. Each of these will be elected to a 1-year term in office at the annual meeting.
SECTION 2
The elective members of the Board of Directors will be six (6) trustees, who will be elected alternately to two (2) year terms. A slate of three (3) trustees will be elected at the annual meeting in one year, followed by the other three (3) in the following year's election.
SECTION 3
The President, Vice-President, Secretary, Treasurer and Sergeant-at-Arms shall be members of the Board of Directors along with the six trustees. The number of Board Members shall total eleven (11).
SECTION 4
Elected officers, in order to remain active in their office for their full term, may not miss, without reasonable excuse, more than two (2) consecutive meetings, or a total of four (4) per year, unless excused by vote of the membership.
SECTION 5
All officers shall enter upon the discharge of their respective duties at the first meeting of the new calendar year following the meeting at which they are elected. This hiatus will affect a reasonable transition of duties from outgoing to incoming officers. All elected officers and trustees shall hold office until their successors in office are chosen.
SECTION 6
In the event of the death, resignation or removal of a Board member, the President, at his/her discretion, shall propose a successor to be voted upon by the Board of Directors to fill the unexpired term. The proposed successor must be a member in good standing.
SECTION 7
Any member in good standing after one (1) year of membership shall be eligible to hold any office of the Club.
SECTION 8.
An elected or appointed member of the Board of Directors may resign at any time by giving written notice to the Board, the President or the Secretary. Unless otherwise specified in the notice, resignation will take effect upon receipt of the notice by the Board. Acceptance of the resignation shall not be necessary for the resignation to be effective.
ARTICLE VI
ELECTION OF OFFICERS
SECTION 1
Any member shall be eligible to vote at all meetings and elections provided he/she has paid all dues and is current with all fines or levies. No member paying dues after announcement of the slate of officers shall be eligible to vote at the annual meeting.
SECTION 2
Election shall be by ballot and a candidate receiving a majority of all ballots shall be elected to the office for which he/she has been nominated.
SECTION 3
A nominating committee numbering 5 persons shall be appointed by the sitting President. The nominating committee shall solicit members in good standing interested in running for office. A "slate of officers" will be published 2 months prior to the annual meeting and announced at the scheduled meeting held 2 months prior to the annual meeting.
SECTION 4
Ballots will be mailed to the active membership one month prior to the annual meeting. All ballots must be received (not postmarked) on or before the day of the annual meeting.
SECTION 5
Two (2) members present, who are not candidates for election, shall be appointed "tellers" by the President. The Sergeant-at-Arms shall collect all ballots after all eligible members present have had an opportunity to vote for the candidates presented. When the polls are declared closed, the tellers shall immediately proceed to count the votes both received by mail and collected from voting members present and announce the results to the presiding officer.
SECTION 6
In the event of failure of the Club to elect a President or Vice-President after two consecutive meetings, the Board of Directors shall choose one of their members to preside and become acting President or Vice-President until a successor is elected.
SECTION 7
No member shall be nominated for more than one position in an annual election.
ARTICLE VII
DUTIES OF OFFICERS
Failure to perform the duties of office prescribed in these Constitution and By Laws can result in removal from the Board of Directors by a two-thirds majority vote of the Board.
PRESIDENT
The President shall be the Executive Officer of the Club and shall preside at all meetings. He shall countersign all checks duly presented to him by the Treasurer for payment of authorized expenditures. The president will preside over all full body meetings.
The President shall be a member of the Board of Directors and will have voting privileges on all issues before the Board of Directors. The President may not, however, hold a position as Chairperson of the Board of Directors.
In the circumstance of temporary absence or disability of the President to perform his/her prescribed duties, the Vice President shall take over the duties of the president, except the appointments of new board members to fill vacancies that may occur during his/her absence or disability.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors will confer upon the Vice President the full powers and functions of the presidency for the duration of his/her unexpired term.
VICE-PRESIDENT
It shall be the duty of the Vice-President to succeed and exercise all power of the President in case of his absence. The Vice-President shall be a member of the Board of Directors and have voting privileges on all issues before the Board of Directors. The Vice-President may not, however, hold a position as Chairperson of the Board of Directors.
In the event of the absence or inability of both President and Vice-President to perform their appointed duties, the Chairperson of the Board of Directors shall preside.
In the circumstance of temporary absence or disability of the Vice President to perform his/her prescribed duties, no action need be taken.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors shall designate a member in good standing and confer the full powers and functions of the vice presidency for the duration of his/her unexpired term.
SECRETARY
The Secretary shall be a member of the Board of Directors. He/she shall be the Recording Officer of the Club. He/she shall make and keep a complete and accurate record of all proceedings of the Club in suitable books. The Secretary shall be present at all meetings.
The secretary will be a member of the Board of Directors and have voting privileges on all issues before the Board of Directors. The Secretary may not, however, hold a position as Chairperson of the Board of Directors.
He/she shall notify each member at least seventy-five (75) days before the annual meeting of his/her indebtedness to the Club.
The Secretary shall keep accounts of all monies received. He/she shall report at each regular meeting the amount of money received since his/her last report. He/she shall notify each member by mail at least twenty-four hours (24) in advance of all special meetings. He/she shall notify each newly elected member for membership in the Tri-Village Rod & Gun Club within three (3) days of his election and to present to each member-elect a copy of the Constitution and By-Laws and a membership card.
The Secretary shall certify to all bills and appropriations. He/she shall keep a record of the keys of the Club and to whom delivered. He/she shall read to the Club all communications received and conduct such correspondence for the Club as may be directed. He/she shall have charge of all papers, books and records of the club, which shall be open for inspection by the members at all reasonable hours. He shall present all papers, books, records, vouchers and accounts to the Board of Directors for their examination at such times as they demand. He shall have exclusive charge of all corporate seal and shall affix same to all documents requiring it. He shall deliver to his successor in office all papers, records and other property of the Club in his possession.
In the circumstance of temporary absence or disability of the Secretary to perform his/her prescribed duties, the Board of Directors shall designate one of its members to perform the duties of Secretary.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors shall designate a member in good standing and confer the full powers and functions of the Secretary for the duration of his/her unexpired term.
TREASURER
The Treasurer shall be the Fiscal Officer of the Club and shall have charge of all the moneys and securities of the Club. The Treasurer shall be a member of the Board of Directors and have voting privileges on all issues before the Board of Directors. The Treasurer may not, however, hold a position as Chairperson of the Board of Directors.
He/she shall receive from the Secretary all money and securities paid into the Club and give a receipt thereof. He/she shall deposit all Club funds in the name of the Club in the Bank. No money shall be drawn from the Bank unless authorized by a vote of the Club. Disbursal of funds requires proper certification of every claim by the Board of Directors.
Checks shall be signed by the Treasurer and countersigned by the President. The Treasurer shall keep accurate accounts of all funds and securities received, held by, and disbursed by him. He shall render detailed reports at the annual and at each regular meeting thereafter upon the conduct of his office. He shall produce the books, vouchers, and records relating to his office and his possession to the Board of Directors for their examination whenever the Board of Directors shall direct. He shall pay and deliver to his successor in office or to such person as may be directed by the Club, all moneys, securities, evidences of debt, books, writings, and property of the Club under his control or in his/her possession with all necessary and proper assignments of the same.
In the circumstance of temporary absence or disability of the Treasurer to perform his/her prescribed duties, the Board of Directors shall designate one of its members to perform the duties of Treasurer. The bank (or banks) where Tri-Village Rod and Gun Club has accounts will be notified of this temporary absence, and signatory powers will be given to the Chairperson of the Board of Directors during this absence.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors shall designate a member in good standing and confer the full powers and functions of Treasurer for the duration of his/her unexpired term. The bank (or banks) where Tri-Village Rod and Gun Club has accounts will be notified of this change, and signatory powers will be given to the member designated to fulfill the duties of the Treasurer.
SERGEANT-AT-ARMS
The Sergeant-At-Arms shall collect all fines and assessments levied by the Board of Directors. The Sergeant-at-Arms will be a member of the Board of Directors and have voting privileges on all issues before the Board of Directors. The Sergeant-at-Arms may not, however, hold a position as Chairperson of the Board of Directors.
The Sergeant-at-Arms shall, at the direction of the presiding officer, ensure that all members present at meetings have a valid Club membership card. He/she will, when directed by the presiding officer, bring the room to order. He/she will, when directed by the presiding officer, present the colors for the membership in attendance to recite the Pledge of Allegiance. He/she shall, as directed by the presiding officer, make a count of hands on votes from the floor at any and all meetings and report same to the recording secretary. He/she shall ensure that all ballots are collected at elections. In the event a member is expulsed from the Club, he/she shall collect membership cards, keys and other club property from the possession of the expulsed member.
In the circumstance of temporary absence or disability of the Sergeant-at-Arms to perform his/her prescribed duties, no action need be taken.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors shall designate a member in good standing and confer the full powers and functions of the Sergeant-at-Arms for the duration of his/her unexpired term.
TRUSTEES
The six (6) trustees will have voting privileges on all issues before the Board. The entire Board of Directors shall elect from a Chairperson of the Board within these six (6) trustees. The person elected Chairperson shall serve in this role for one (1) year.
The trustees will be responsible for conducting an annual audit of all club records and treasuries. The audit will be conducted following the annual meeting in October, and must be concluded prior to end of the calendar year.
In the circumstance of temporary absence or disability of a Trustee to perform his/her prescribed duties, no action need be taken.
In the circumstance of permanent absence, disability, resignation or death, the Board of Directors shall designate a member in good standing and confer the full powers and functions of Trustee for the duration of his/her unexpired term.
BOARD OF DIRECTORS
Seven (7) members of the Board of Directors shall constitute a quorum. The Board of Directors shall meet regularly prior to the scheduled meeting of the Club to discuss issues raised or affecting the Club. The Chairperson shall preside over these meetings and all special meetings convened by the Board of Directors to dispatch the duties of the Board.
The Board of Directors shall keep an inventory of the property of the Club. They shall keep a record of their proceedings and shall report in writing upon all their transactions at the annual meeting.
They shall see that the Club House and Grounds are kept in good order and be under their supervision. At the expiration of the term of office of a Director, he shall deliver to the other Directors and his successor in office all property of the Club in his possession. It shall be the duty of the Board of Directors to examine into complaints made against members of Tri-Village Rod and Gun Club and, if warranted after careful examination, to convene an impartial hearing to listen to arguments from the accused member(s) and the complaining party(s). All matters addressed and settled by majority vote of the Board of Directors are final and are not subject to review or reprisal. Expulsion of any member(s) from the Club shall not require the approval of the general membership.
Any person found guilty by the Board of Directors of stealing from the Club will be immediately expulsed from the Club. Criminal charges can and will be weighed by the Board of Directors if warranted.
The Board of Directors shall have authority to contract such bills as may be necessary to have everything kept in good order and for the improvement of the Club House and Grounds, and to purchase any game or contrivances to be used at such times and under such rules as the Board of Directors may prescribe for the good of the Club. All contracted bills and purchases shall be at the approval of the Club membership.
ARTICLE VIII
CLUB PROPERTY
All property of the Club except, as hereinafter provided, shall rest with the Directors to be held by them in trust for the Club. The Directors shall have the exclusive custody of such property owned by the Club.
ARTICLE IX
DELEGATES
The President shall appoint two (2) delegates and two (2) alternates to act as representatives at the monthly meetings of the Columbia County Sportsmen's Federation. Such appointments shall be made at the annual meeting of the Club.
MEMBERS
SECTION 1
The members shall support the Constitution and By-Laws of the Club, shall have equal rights and privileges, and shall submit all penalties and assessments legally imposed by the Board of Directors to the Sergeant-at-Arms. All members will be required to work at least eight (8) hours a year for the good of the Club, otherwise the Club booking donation for these members will double for that year. Each meeting attended counts as one (1) hour toward the eight-hour obligation.
SECTION 2
Candidates applying for membership in Tri-Village Rod & Gun Club do so for the purposes of supporting Article II Mission and shall not join the club for pecuniary or political gain or reasons.
SECTION 3
All members must work eight (8) hours per year for the good of the Club. Attendance at each regular club meeting shall count as one (1) hour toward the 8-hour obligation. Failure to commit 8 hours annually will result in club rental fees double the normal members rate.
SECTION 4
Any person approved for application by the Board of Directors above the age of eighteen (18) years shall be eligible for regular membership. Three (3) members in good standing must recommend an applicant. A majority vote of the members present at the meeting that the candidate is presented is required for acceptance.
SECTION 5
a. No member shall contract any debt or obligations in the name of the Club, unless duly authorized to do so by a majority vote at a regular meeting.
b. No member shall solicit any subscription in the name of the Club unless and until duly authorized at a regular or a special meeting.
SECTION 6
No member shall be elected to or hold more than one office in the Club at the same time.
SECTION 7
This Club shall establish and provide for a Junior Division, subject to all rules and regulations in the Constitution and By-Laws.
SECTION 8
Any youth between the ages of twelve (12) years and eighteen (18) years shall be eligible to join the Junior Division of the Club. Upon attaining the age of eighteen (18) years a member of the Junior Division of the Club shall be eligible to join the Regular Division without an initiation fee. All applications for membership in the Junior Division of this Club must be signed by one of the applicant's parents AND a Regular Club Member in good standing. Junior membership applications shall be voted on at the same meeting it has been presented to the membership for acceptance.
SECTION 9
Junior Division members cab gain entry to the clubhouse only when accompanied by a member of the Regular Division.
SECTION 10
All members, Regular and Junior, shall be provided with a validated membership card and a copy of these Constitution and By-Laws upon his acceptance as a member of this Club. Each Regular Member shall be provided with a new membership card each year upon payment of the dues.
SECTION 11
All active members with twenty-five (25) consecutive years in the Club will be awarded Life Membership in the Club by a majority vote of the membership. These members will have the same status as a Regular member but will submit no future dues. Life members may be excused from the eight-hour annual requirement for cause. Proof of consecutive years will be taken from ledger books or other means acceptable to the Board of Directors.
ARTICLE X
DUES
SECTION 1
All applications for Regular membership shall be accompanied by an initiation fee and one (1) year's dues at whatever rate the current dues have been assessed. If he/she is elected to membership, this payment shall constitute his/her dues until the next Annual Meeting.
All Regular Members joining this Club after the first day of June of any year, shall be considered as having paid his dues for the FOLLOWING year if his membership is accepted.
SECTION 2
The annual dues of the Regular Division of this is payable at the Annual Meeting in advance. Club members reaching the age of 62 or older in that year are half price. Dues shall be payable at whatever current rate has been assessed.
SECTION 3
The dues of the Junior Division of this Club is five dollars ($5.00) and shall be collected only once while the member is in the Junior Division (until the 18th birthday.) Special Projects of the Junior Division (Rifle Team, Training and Safety Projects) shall not be included within these dues and may be further assessed by the President or Board of Directors.
SECTION 4
Any member in arrears to the Club in the amount of twenty-five dollars ($25.00), or more, shall be notified by the Secretary of the amount due and, if the arrears are not paid within two (2) months from the date of the notice, his membership in the Club will cease.
SECTION 5
Any member in arrears for paying dues normally expected at the Annual Meeting in the October immediately preceding the upcoming dues year, shall have no more than 90 days to pay his/her dues. Failure to do so will require the expatriated member to rejoin the Club, including payment of the initiation fee plus dues at whatever current rate has been assessed.
ARTICLE XI
GOVERNANCE
SECTION 1
The Club shall have full power and authority to prescribe the duties of its officers and to make and enact By-Laws for its government. The Club and its members shall conform in all things with the Constitution and Laws of the United States and the State of New York.
SECTION 2
Rules of Business shall be established to guide the Club in its day-to-day and special circumstances business procedures. These Rules shall be addended to these Constitution and By Laws.
SECTION 3
The Club may provide for the election or appointment of standing and special committees, including Youth Activities, and may define their duties and the length of term. The President shall have oversight of all committees. All committees shall render report of their proceedings at the scheduled meetings.
SECTION 4
Chairpersons of standing (permanent) committees and Federation delegates together with the elected officers of the Club shall comprise the Executive Committee. It shall be the responsibility of the Executive Committee to shape and define the Club's appearance, attitude and purpose to the outside community, as well to its members. When the Club speaks to the community in any capacity, it will be as one voice.
SECTION 4
The Club may provide ways and means for collecting, investing and disposing of moneys and property.
SECTION 5
A written report from all committee and event chairpersons must be submitted to the Treasurer and Secretary at the close of the fundraiser or event.
SECTION 6
Activities that maintain separate treasuries such as Youth Day/Fishing Derby, Trap Shooting and Archery must make a full financial disclosure quarterly and at the Annual Meeting.
SECTION 7
Any lesser of the building and or grounds other than an active Club member shall be charged a sum as prescribed by the vote of the Club membership prior to the date of use. Active Club members in good standing shall be afforded the use of the Club building and grounds, as approved by the membership, at a reduced cost to be donated to the Club. A facility deposit (clean up fee) will be applied to all rentals.
SECTION 8
a. All lessers and or Club members using any Club facility shall clean, clear and protect the Club property, building and grounds while they use them and shall in all cases, leave the facility in the same or better condition as they were prior to the use.
b. Active club members not in good standing shall be afforded the use of the Club building and grounds, as approved by the membership, at a reduced cost equal to twice that of an active member in good standing.
c. Active club members not in good standing shall be afforded the reduced rate for up to three (3) rentals per calendar year. Rentals after the third rental will be charged at a rate equal to twice the amount afforded for the first three rentals.
SECTION 9
All Club property (cooking utensils, chairs, tables, trash barrels, target frames, etc,) shall not be removed from the Club area unless specifically authorized as required by Article VIII.
ARTICLE XII
HOUSE AND GROUNDS COMMITTEE
SECTION 1
The Board of Directors shall be responsible for both the House and the Grounds Committee Chairmen. Appointed under Article XI, Section 2, each Chairman shall appoint his sub-committees for the purpose to keep in order or to improve the Club property. Such committees shall have under their supervision the following duties in the following sections.
SECTION 2
House Committee shall see that the Club House rooms are in clean and respectable condition at all times, and assist any other committee to arrange for entertainments, dinners, field days, clambakes or any other doing which are for the benefit of the Club.
SECTION 3
Trap Shooting Committee. It shall be their duty to see that the trap shooting range is at all times ready for the purpose so designed.
SECTION 4
Range Officers and Assistants shall be appointed by the Board of Directors, and shall be charged with the maintenance, safety and condition of the indoor range, the outdoor range and shall assist the Trap Committee as may be required. At least one Range Officer shall be charged with the operation of the ranges as prescribed by The National Rifle Association of America. A Range Officer must be present at any and all matches and tournaments. The Chief Range Officer shall be charged with the safe and secure storage of all Club ammunition and arms.
SECTION 5
Grounds Committee. They shall see that the Club grounds are in good condition and work for the improvement to beautify the Club grounds.
SECTION 6
All Committees shall work in co-operation with each other for the best interest of the Club.
ARTICLE XIII
FISH AND GAME COMMITTEE
The Fish and Game Committee will consist of three members whose duties are to fill out all applications for fish and game, receive all fish and game and distribute the same according to instructions of the State Conservation Commission.
A list of all fish and game received by the Club must be posted on the Club House bulletin board and show where same was liberated. The committee shall have the power to appoint any member or members to assist in the distributing of fish and game.
ARTICLE XIV
LAWS and DISCIPLINE
SECTION 1
Every member of the Tri-Village Rod and Gun Club shall be considered as having pledged his honor to promote and carry out the mission of this club.
SECTION 2
Every member of this Club shall be subject to the rules of these Constitution and By Laws upon acceptance into the Club.
SECTION 3
Tri-Village Rod and Gun Club will abide by the all laws in whose jurisdiction we reside: local, municipal, county, state and federal.
SECTION 4
Any member who performs an act or acts, in word and/or deed, which are contrary to the spirit, aims and intent of these Constitution and By Laws, shall be subject to disciplinary action by the Board of Directors.
SECTION 5
The accusation must be presented in written form to the Board of Directors to begin the process of an impartial investigation.
SECTION 6
The Board may remove any elected or appointed member of the Board for cause.
SECTION 7
The Board of Directors shall act on this matter within (3) consecutive Board meetings. Failure to act within this time period will constitute a vote of confidence for the reported member and the matter will be dropped.
SECTION 8
Both the reported member(s) and the complaining party(s) shall be notified by certified mail within two weeks of the Board meeting at which both must be present in person to discuss each side of the accusation and present any pertinent evidence.
SECTION 9
Failure of either the reported member(s) or the complaining party(ies) to be present at the designated Board meeting without prior notice to the Board of Directors may result in a dismissal of the matter in question.
SECTION 10
Seven Board members attending the meeting constitutes a quorum. Upon a majority vote of the sitting Board members present, the reported member(s) shall have their conduct measured by:
a. Censure - Official oral reprimand, demanding the act or acts not be repeated.
b. Fines - Fines may be levied, with a censure not to repeat the act or acts, payable within 30 days of the imposition of a fine. Failure to pay the fine within the allotted time will result in further disciplinary action or expulsion from the Club.
c. Acquittal - All charges are dropped.
d. Expulsion - By a 2/3 majority vote of the sitting Board present
e. Repeat Offenses - The Board shall consider censure, fines, acquittal or expulsion for a repeated infraction or series of infractions by any Club member or members.
f. Third Offenses -- A third offense within one year shall result in automatic expulsion of the member or members from the Club for conduct detrimental to the best interests of the Club.
g. Major Offenses - The Board of Directors shall weigh the severity of any infraction or misconduct. If in their estimation the actions(s) or deed(s) can, has or will do irreparable damage to the Club or its members, in reputation, ability to maintain the Club, or capacity to continue operation, the Board of Directors has the authority to rescind membership of the offending member(s)from the Club.
h. Criminal Offense - Offenses that challenge or abrogate legal authority or federal, state or local law, shall be turned over to the proper authorities. Any member or members perpetrating, conducting or participating in an unlawful or criminal act or actions on Club premises or using Club property, will be automatically expelled from the Club. No reinstatement shall be possible for the member or members involved.
SECTION 11
Reinstatement of expelled members back into the Club will be at the discretion of the Board of Directors. No member shall be reinstated in the same calendar year as the year in which they are expelled.
SECTION 12
The decisions reached by a majority vote of the Board of Directors affecting the membership, grounds and properties, or legitimacy of the Club shall be final and irrevocable.
SECTION 13
Actions or decisions enacted by the Board of Directors may only be appealed by written petition of 25% of the active membership (ex. 150 members x 25% = 38 members) within 30 days of the action or decision. The Board shall address and satisfy the issue within three (3) Board meetings after receipt of a valid petition. Failure of the Board to address and satisfy the issue within that period will result in the automatic reversal of the action or decision in question.
ARTICLE XV
PARLIAMENTARY PROCEDURE
Parliamentary procedure . Robert's Rules of Order shall be the controlling authority on all questions of parliamentary procedure not covered within the constitution and by-laws.
ARTICLE XIV
AMENDMENTS
Any proposition to amend these Constitution and By-Laws shall be presented in writing and read at a regular meeting and shall be voted on at the regular meeting next following. Notice of such a proposition shall be given to all members by the Secretary by mailing a copy at least five days before the meeting at which the proposition is to be voted on. The favorable vote of three fourths of the members voting shall be necessary to pass such proposition.
These revised By-Laws were adopted at a regular meeting of the Tri-Village Rod and Gun Club, Inc., on June 30, 2005, regular Officers presiding and by a majority vote of the members: 151 yea, 1 nay.
RULES OF BUSINESS
1. Voting for officers and trustees in the Annual Meeting will be done by ballot. Ballots will be mailed to the membership whose dues have been paid up according to these Constitution and By Laws. Space for write-in nominations will be provided on the ballot presented to the membership for the annual election of officers and trustees. Write-in candidates must be members in good standing to be considered for elected office.
A personalized envelope bearing the member's name and address will accompany ballots. Completed ballots should be folded and inserted into the personalized envelope. The personalized envelope will be used to check the member against the master list. Each member is allowed only one vote for each position on the ballot. The Election Chairman will remove the ballot from the personalized envelope, and the envelope will be discarded. The member's votes will not be recorded by name or other identification.
A return envelope addressed to the Election Chairman, c/o Tri-Village Rod & Gun Club will be provided for mailing the ballot inside the personalized envelope back to the Club. Postage to mail the ballot is the responsibility of the voting member. Ballots may also be dropped off at the clubhouse. Members voting at the Annual Meeting must bring the ballot with them to the meeting in order to vote.
Dues should not be mailed to the club with the ballot.
2. Monies advanced from the club treasury for an event must be approved by a majority vote of members present at a regular meeting. A maximum dollar amount must be applied to any request for an advance. All requests for advanced monies must be made in the form of a motion and seconded for a vote on the request. All monies collected for or by an event shall be turned in to the club Treasurer accompanied by an Activity Report.
3. The Board of Directors shall have a $200.00 discretionary spending limit that does not require a vote of the membership. Amounts above $200.00 must be approved by a majority vote of the membership present at a regular meeting.
The Board of Directors will have the authority to expend whatever amount necessary to maintain the clubhouse and grounds. Any expenditures above the $200.00 discretionary limit must be presented for approval by a majority vote of the membership present at the next scheduled regular meeting.
All bills and normal and regular expenses shall be reviewed by the Board of Directors at the monthly Board meeting. The Board shall have the authority to instruct the Treasurer to pay any and all bills it deems reasonable and expected without approval of the general membership.
4. Expenditures made on behalf of Tri-Village Rod & Gun Club must be presented to the Board of Directors in writing for approval. An explanation of the expense(s) shall be detailed on an Expense Form with the receipt(s) stapled to it.
5. The Board of Directors will meet monthly prior to the regular meeting at a time decided by their number. Club members in attendance at Board meetings shall have no vote in any of the proceedings.
a. A Chairperson will be elected from among the sitting Board members present at the first meeting of every year.
b. The Secretary will keep and maintain minutes of all Board of Directors proceedings.
c. The Secretary will prepare and distribute minutes of the previous meeting to the Board of Directors prior to the start of the meeting.
d. The Secretary will ensure that a backup copy of all Club records exists in a safe and secure place separate from his/her records.
e. The meetings will follow the order of business established for regular meetings.
f. The Board of Directors will review and approve applications for membership. Successful candidates presented for membership must be approved by a majority vote of the general membership present at a regular meeting.
g. The Board will review and approve communications for presentation to the membership at the regular meeting.
h. The Board will entertain presentations and suggestions for adoption to the agenda for presentation to the membership at the next scheduled regular meeting.
i. If the Board chooses not to adopt an idea or suggestion for presentation to the membership, said idea or suggestion should not be revisited for six (6) months before the member or members approach the Board of Directors again.
j. Chairpersons of standing (permanent) committees together with the elected officers of the Club shall comprise the Executive Committee. It shall be the responsibility of the Executive Committee to shape and define the Club's appearance, attitude and purpose to the outside community.
k. Committee chairs must submit a written or oral report to the Board.
l. Motions raised from the floor under the New Business section of a regular meeting may be tabled for discussion at the Board of Directors meeting following the regular meeting.
m. Tabled motions must be reopened under Old Business at the next regularly scheduled general meeting.
n. A motion may be tabled a maximum of three (3) times before a vote of the general membership on the motion must be taken.
6. All functions and rentals must be posted during the event. A sign announcing "Club and Grounds Closed" will be prominently posted in a conspicuous place for members to see. The clubhouse and grounds will reopen when the event has ended. The sign must be removed at the close of any event. The club and grounds are closed to all other activity while the club is rented or a function is in progress.
7. Committee lists will be posted on the clubhouse bulletin board and website. All Board members must serve on at least one committee and attend scheduled meetings.
8. Parents and guests are responsible for their own and their children's behavior. A person or persons whose behavior is brought to the attention of a Board member may be asked to leave the event.
9. The Club is for the use and enjoyment of the membership. Guests should always defer to members for use of club facilities, except rentals. Rentals help keep the Club going, so be respectful of the renters and their guests because they are our guests.
10. Any club property for use outside the clubhouse and grounds must be approved by the Board of Directors and be signed out. The member signing for the property is responsible for the care of the property and must ensure its return in the same, or better, condition than when it was removed from the premises. The privilege of borrowing club property is extended only to active dues-paying members.
11. The Club will institute a Communications Committee whose members will be responsible for all advertising, marketing, publishing and web posting and maintenance for the betterment of the Club. The committee shall have a fixed budget to be decided annually by the Board of Directors for the preparation, solicitation and activation of communications mediums used for and by the Club.
12. Adhering to the Rules of Order, all motions must be offered and seconded before a vote of the sitting members present may be taken. When a motion receives no opposition from the voting members, the Secretary shall be directed to write the motion as "Accepted unanimously." A dissenting vote from the voting body will require a show of hands.
The presiding officer shall call for a show of hands from the membership, first on yea votes, then on nay votes. The Sergeant-at-Arms shall tally the yea and then the nay votes and report the tallies to the recording Secretary. In the absence of the Sergeant-at-Arms, the presiding officer shall appoint a member in good standing to act in his behalf.
13. Keys will only be provided to specific people in the organization. The president, vice president and chairperson of the Board of Directors shall have keys to all locks in the building. The Secretary and Treasurer shall have keys to the office. The chairpersons of the House and Grounds Committee shall have keys to all affected areas. The Range Master shall have keys to the ammunition and weapons lockers.
Adopted by majority vote of the membership on June 30, 2005. 151 yea, 1 nay
COMMITTEE
Bob Usis, Chairman, Dave Ernst, Sue McGrath, Bill McGrath
Barbara Zeissett, Don Knott, Jim Sharp, Frank Staples, Tom Miglio
RULES OF RANGE OPERATION AND USE
Each shooter will observe and comply with the following rules:
1. Outdoor shooting hours are as follows:
November 1 - March 31 April 1 - October 31
9 AM to 4 PM 9AM to 7 PM
2. Indoor shooting hours are 9 AM to 9 PM throughout the year.
3. All ranges are closed whenever there is an event or rental at the Club.
4. Members will be required to sign an Affidavit of Compliance annually to these rules in order to receive range privileges. Membership cards will be issued, stamped Range Privileges when the signed affidavit is received by the Club.
5. Only members who have Range Privileges are permitted to use the ranges.
6. Members (and their guests) will sign in before using the ranges.
7. Members must accompany their guest(s) at all times. Members are responsible for their guests' actions while at the club.
8. Members who do not have range privileges may not allow their guests to use the ranges.
9. Rifles will be used from either the 50-yard or the 100-yard shooting benches ONLY.
10. Shooting may only be done using the opening in the blocker board ONLY. Do not attempt to discharge any weapon above, below or on either side of the blocker board. Violators may be BARRED from the facilities by review of the Board of Directors.
11. Loaded firearms may not be removed from the blocker board without first being unloaded or discharged.
12. .50-caliber sniper rifles and fully automatic weapons are prohibited on the range.
13. Off-hand rifle shooting is prohibited.
14. Shotguns can be patterned using game, bird or target loads on the shotgun range or from the 50 yard bench at a target down range of the backdrop. Slugs are rifle loads and must be used on the rifle range.
15. Off-hand pistol shooting is permitted from a maximum distance of 15 yards.
16. Handgun qualifications for longer distances are permitted only under the guidance of an NRA-Certified Firearms Instructor. (Handgun users can receive qualification by an NRA-Certified Firearms Instructor before using the range. Contact the Club for information.)
17. NRA Certified Firearms Instructors are permitted to shoot from any distance required to maintain their certification.
18. All center-fire rifles may be loaded with no more than 5 rounds at a time. Rim-fire .22's may be loaded with no more than 10 rounds at a time. Load no more than 10 rounds in a center-fire pistol magazine.
19. No person may operate a firearm at the Club while under the influence of alcohol or other substance.
20. There will be absolutely no alcohol or other intoxicants allowed on the ranges while shooting. Violators will be BARRED from the facility.
21. Shooters who deliberately shoot the range baffles or supports will be charged for damages and BARRED from the ranges.
22. Our ranges are operated according to the gun safety rules of The National Rifle Association. Gun owners/users are responsible for their own actions.
23. Firearms will be unloaded, magazines removed and actions locked open at all times except when the shooter is in position on the firing line and the range is clear to fire.
24. In the case of a member legally carrying a loaded and holstered handgun, such handgun will remained holstered until the member is in position on the firing line and the range is clear to fire. Handguns are to be loaded and unloaded on the firing line only. Handguns will be transported to and from the range either holstered (preferably in a holster that covers the complete trigger guard) or unloaded, magazines removed, action locked open and enclosed in a case.
25. Firearms will be pointed in a safe direction at all times. Firearms on the firing line will be pointed directly down-range at all times.
26. Firearms may not be handled, nor may shooters approach the firing line, during a cease-fire.
27. Each firing position on the firing line has a corresponding target frame directly down-range. Each shooter must shoot at a target directly down-range from his/her position.
28. Hand gunners must acquire the target by coming up on it from a low-gun position. Do not acquire it by coming down on it from a high-gun position. This can be potentially hazardous.
29. Black powder shooters will insure that all containers of black powder are closed while shooting to prevent any possibility of a flash explosion. There will be no smoking within 10 feet of any black powder.
30. Eye and ear protection should be worn by all shooters on the firing line. Shooters should wear ear mufflers that cover the entire ear, not just ear plugs, for greatest protection, but ear plugs are a minimum. Not wearing eye and/or ear protection is a personal risk. The Club assumes no liability for anyone not using proper protective devices on the ranges.
31. Each shooter is required to observe and comply with any other rules posted on the ranges. Absent specific rules, all shooters will follow generally accepted firearm safety standards and use good common sense (see NRA Gun Safety Rules posted at the Club, or go to http://www.nrahq.org/education/guide.asp.)
32. As a firearm owner/user YOU are responsible for your actions. Shooters who endanger public safety will be prosecuted.
33. Shooters who are unable to place their shots on their target may be asked to leave the range and not return until they have successfully completed appropriate training classes. Contact the Club for more information.
34. We reserve the right to refuse access to anyone and to question their validity to use the ranges at any time.
35. The hierarchy of authority on the ranges is: Range Master, Assistant Range Master, Range Officer, Club Member. Range officers or Club members who observe safety or range violations without taking immediate action will be suspended pending review by the Board of Directors.
PLEASE NOTE THAT SHOOTERS ARE BEING MONITORED AND
RECORDED BY CLOSED-CIRCUIT VIDEO
Range Rules Committee:
Jim Sharp, Chairman; Dave Ernst; Bob Usis; Don Knott; Chris Keating;
Mitch Grossman; John Piddock; Rick Fernandez; Tom Miglio
Adopted by majority vote of the membership June 29, 2006.
