WEST GARDINER ROD AND GUN CLUB
WEST GARDINER, MAINE
ARTICLE I: NAME AND LOCATION
- NAME: WEST GARDINER ROD AND GUN CLUB
- LOCATION: WEST GARDINER, MAINE
ARTICLE II; PURPOSE
- Promoting interest in fish and wildlife conservation so as to ensure future hunting and fishing.
- Keeping informed about game management and wildlife conservation practices in our area.
- Opposing action or practices against our best interest.
- Providing facilities for the younger generation to develop their interest in hunting and fishing, and to teach them safety both afield and on the water.
ARTICLE III: MEMBERSHIP & DUES
Section 1: Definition of Membership
A regular member is a voting member of the club. He/she has met the requirements and followed the admission process specified below. Membership also includes spouses/partners.
Section 2: Requirements for Membership
- Age: 18 yrs or older
- Legal Status: Convicted felons will not be considered for membership. Any additional documentation required to establish status will be at the expense of the applicant
- Sponsorship: Each applicant must be sponsored by a member in good standing.
- BOD Approval: The application must have the approval of at least 3 directors. In the event there are less than three directors present, the president may approve.
Section 3: Admission Process
- Completed applications are presented in person during the first club meeting of the month. Absentee applications can be considered if the applicant has a valid reason for not being able to attend the meeting, such as work schedule, active military duty etc.
- All required fees must accompany each application.
- The application will be discussed at the business portion of the meeting but not voted on until the following business meeting.
- The application is presented for a vote at the second meeting of the month. A 2/3 majority of members present is required for approval.
Section 4: Benefits of Membership
- Members and their spouse/partner each have one vote in conducting club business.
- Members and their spouse/partner are entitled to special member rates for renting the club facilities, per Standing Rules applied to rentals.
- Children of members may, upon reaching the age of 18, choose to become members without the additional application fee provided they meet all the requirements stated herein. This benefit expires on the child’s 19th
Section 5: Dues
- Dues and application fees are reviewed yearly at the Annual Meeting (see below)
- Dues are due annually by April 1st.
- New member dues and fees are due with the application and cover the time between admission to the club and the following April 1st.
- Any new membership effective after January 1st shall be considered paid until April 1st of the following year.
- Any member who owes two years dues shall forfeit all Club membership rights, shares and all other privileges commencing thirty (30) days after final billing is sent and continuing until a regular application is submitted and voted upon, as stipulated in Section 3 above
- Before April of each year, a bill is sent to each member. Members who do not pay this bill will be re-billed the next successive year, notifying them that he/she is two (2) years delinquent in dues, and references about removal of membership will also be sent.
- Free membership for members 70 years of age and older will no longer be available as of July 1, 2017 Members already enrolled in this benefit will be grandfathered.
ARTICLE IV: MEETINGS
Section 1: Schedule:
- Regular Meetings (January through May, September through November): Meetings will usually be held the first and third Thursday of each month. The first meeting of the month, except December, will be considered the Social Meeting. The second meeting, if scheduled, will be considered the Business Meeting. If the second meeting of the month is to be canceled it must be voted on at a Business Meeting at least one month in advance.
- Summer Schedule (June, July, and August): During the summer months, only one social meeting takes place. The time and location of these meetings are determined at the regular business meeting in May.
- Annual Meeting: There is one meeting in December on the first Thursday. This is the Annual Meeting. During this meeting, in addition to the normal business at hand, officers are elected and the Annual Treasurer’s Report is submitted. Plans for the upcoming year are also discussed.
- Special Meetings: Special meetings may be called by the President as necessary.
- Committee Meetings: Committee meetings will be held as necessary.
Section 2: Participation:
- Social Meetings may be attended by members and their guests.
- Business Meetings may be attended by members only.
- The Annual Meeting is open to members only.
ARTICLE V: CHARTER MEMBERS
- All charter members and their spouses as of December 3rd, 1982, shall have one share each, in the Corporation, which will be non-negotiable and non-transferable.
- A vote of at least two-thirds (2/3) of the Charter Members present will be required to sell, alter, or dispose of any part of the corporate holdings, including consideration of additional Charter Members. All Charter Members will be notified by written notice at least ten days prior to meetings requiring a charter Members vote.
- Club members who joined on or before December 31st, 1982 in good standing of at least five consecutive years shall be eligible for consideration as Charter Members, by two-thirds vote of Charter Membership present. A Charter Member meeting is required for acceptance of new charter members.
- Any club member joining after December 31st, 1982 shall not be eligible for Charter Membership until the Charter Members do so elect to install any additional Charter Members.
- Charter Members who habitually fail to acknowledge Charter Member meetings after notification of said meetings may be removed by a two- thirds vote of the Charter Members present, after he/she has been issued a written statement by the Charter Members, stating at which meeting this action will be acted upon.
- The Charter Members shall elect a chairman and co-chairman annually to coordinate Charter Membership responsibilities.
- Charter Members shall not be amended or altered by the Board of Directors or by the club majority vote until an approval is granted by the Charter Members. This approval shall require a two-thirds vote of Charter Members present after all Charter Members have been notified by written notice at least thirty days prior to the vote of proposed amended changes.
ARTICLE VI: BOARD OF DIRECTORS
- There will be a Board of Directors consisting of five members of the club. Directors will serve three year staggered terms.
- Directors’ terms are in effect now and vacancies will be filled at the Annual Meeting by election, or at a special election to fill an unexpected vacancy.
- Any member of the Board of Directors who misses two consecutive Board meetings without a legitimate excuse may be replaced by an alternate.
SECTION 1 – DUTIES OF DIRECTORS
- The Board of Directors will meet at such times as may be necessary.
- They shall set a program for regular meetings, recommend and vote on business for club programs.
- There must be at least three Board Members present to constitute an official meeting.
- Acceptance of any motion will be by majority vote, unless otherwise dictated by the by-laws.
ARTICLE VII : EXECUTIVE BOARD (OFFICERS/DIRECTORS)
Section 1: Executive Board Positions:
* The Executive Board, which is comprised of the elected officers and Board of Directors, shall be the managing authority of the club. The elected officers are as follows. President, Vice President, Secretary, Treasurer, Sergeant at Arms, Facilities Manager and 5 Directors
Section 2: Officer Duties:
Preside over and direct meetings, enforce rules, and perform duties prescribed, sign club documents and appoint committees
- Vice President:
The Vice-President will serve as President in his/her absence and assist him/her as necessary.
Keep minutes of all meetings, send out annual newsletter, issue notice of special meetings.
In the absence of the Secretary, a Club Member appointed by the President will perform duties of the Secretary.
- Treasurer and Membership Manager:
The Treasurer shall be custodian of the Clubs monetary assets, accept and deposit money, issue receipts, and make payments of money as directed a majority vote of members at a club meeting. In case of emergency the President has the authority to authorize payments up to $500.00. Emergency payments over $500.00 will require a majority vote of the Executive Board. The Treasurer shall also have available at each meeting a financial report for the club as directed.
The Treasurer shall pay from available funds any expenditure approved by the Executive Board or a majority vote of members at a club meeting. Routine expenditures, such as heat and power, do not need pre-approval.
The treasurer shall also maintain the club membership list.
- Sergeant at Arms
The Sergeant at Arms will preserve order at the meetings and the clubhouse and verify credentials.
- Facilities Manager:
- Ensure that all fire and safety requirements are current and up to date.
- Ensure that the facilities are maintained in a state of cleanliness and good repair.
- Ensure that bathroom, kitchen and general cleaning materials are available
- Act as primary contact for all facilities matters.
- Manage the club rentals.
- The facilities manager will receive a stipend as described in the appropriate standard operating procedure.
Section 3: Election of Officers:
- At the first meeting in November, the President will appoint a three-member committee to present candidates for election the following month.
- At the Annual Meeting in December, Officers/Directors will be elected by a closed ballot. Three members will be picked at the meeting to count the ballots and announce the results.
- Officers/Directors will be elected by a majority vote.
- Any officer/director who misses four consecutive club meetings without a legitimate excuse will be notified that he/she may be removed by a majority vote of club members present at their next regularly scheduled meeting.
Section 4: Terms of Office:
Officers will hold office for one year beginning the first day of January of the year following the election.
ARTICLE VIII: BY-LAWS & AMENDMENTS:
- By-laws may be amended by two-thirds vote of the Board of Directors and submitted for ratification by a two-thirds vote of members present at the next Business Meeting.
- A member who has a proposal for an amendment will submit it, in writing, to the Secretary or a Board Member, and state at which meeting he/she wishes to have it discussed.
- Any amendment, which conflicts with our Clubs purpose, cannot be considered.
- Amendments will be voted upon at the Board of Directors meeting immediately following the regular meeting it was discussed at, and if approved by the Board of Directors, the amendment shall be ratified by a vote of two- thirds of the members present at the next Business Meeting.
ARTICLE IX: Exceptions/Omissions
- Any other issues/policies not covered by the above articles will be covered by Robert’s Rules of Order. In case of conflict, the club bylaws will supersede.
- Other activities and procedures shall be defined in “Standard Operating Procedures”
Adopted January 1963 Revised April 20, 2017