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BY-LAWS
WEST GARDINER ROD AND GUN CLUB
WEST GARDINER, MAINE (Draft Copy as of 030625)
ARTICLE I: NAME AND LOCATION (ratified by membership vote 011625)
ARTICLE II; PURPOSE (ratified by membership vote 011625)
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 has followed the admission process specified below. Membership also includes spouses/partners.
Section 2: Requirements for Membership
Immediately after being voted in, new applicants are considered to be probationary members and are welcome to make comments and ask questions, but shall not vote on issues during their first business meeting. Permanently accepted new members will be notified via phone or email and via issuance of a membership card with range usage info (gate combination code). NOTE: New members must attend a range orientation prior to use of the range.
Section 3: Voting Rights (ratified by membership vote 011625)
Section 4: Dues (ratified by membership vote 011625)
Any member who is delinquent for three years shall forfeit all club membership rights, shares, and all other privileges commencing thirty (30) days after final billing is sent. Immediately following this period, the member may choose to re-apply via the full application process or pay the amount in arrears and be re-instated. The window for this option is limited to the three years following the last paid year of membership.
Section 5: Disciplinary Actions and Procedures
A member can be expelled or suspended for neglect, serious misconduct, or dishonesty
according to the process described herein.
Process: Any member in good standing can issue a complaint in writing to the
club president.
If the President agrees that the offense warrants action, he/she will call a
meeting of the Board of Directors and invite both the complainant and potentially
offending member.
The complaint will be reviewed by the Board of Directors with input from both
the complainant and potential offender.
The offending member can be expelled or suspended without recourse if three of the
directors present at the hearing vote to take such action.
Guidelines: The following guidelines will be used to help determine if an offense
is serious enough to warrant corrective action.
ARTICLE IV: MEETINGS
Section 1: Schedule: (ratified by membership vote 011625)
The business meeting in December will be the “Annual Meeting”. During the annual 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 may also be discussed.
Section 2: Participation:
ARTICLE V: CHARTER MEMBERS (ratified by membership vote 011625)
I. A charter member (CM) is defined as follows:
“West Gardiner Rod & Gun Club”, hereinafter called “the club”.
II. DUTIES
1. Approving major structural changes to the club (e.g. construction/renovation in excess of
$10,000.)
2. Approving any new major activity which may impact or influence the status quo.
III. A club member in good standing, who has met his/her financial and participation requirements for at least five consecutive years shall be eligible for consideration as a charter member. A properly notified and scheduled CM meeting is required for acceptance of new charter members. New charter members must be approved by a two-thirds (2/3) vote of CMs present.
IV. Charter members who habitually fail to acknowledge or attend CM meetings after proper notification of said meetings may be deemed to have lost interest in the club and may be removed by a two-thirds (2/3) vote of CMs present after the CM has been issued notification, in writing, when this removal will be acted upon.
V. Any CM who forfeits his/her club membership, also forfeits his/her charter membership.
VI. Charter Member privileges and responsibilities shall not be amended or altered by
the Board of Directors or by a club majority vote until an approval is granted by the
charter members (CM). This approval shall require a two-thirds (2/3) vote of CMs
present at a CM meeting.
VII. Selling or Disposing of club assets:
In the event of an asset disposal or club disbandment action, all asset transfer procedures
will adhere to the following approved protocol:
VIII. All charter members (and any spouses/partners) shall have one share in the club
Corporation, which will be non-negotiable and non-transferable, as long as their
membership is current.
All charter members and their spouses/partners hereby and going forward have their single “share” converted to a “disposition vote” and will hereby forego recovering any past, personal funds donated to the club during any disposal or disbandment action. The share/vote may be used to designate his/her choice of another 501(c)3 non-profit organization to which club assets/proceeds will be awarded in the event that the club either disbands or desires to divest any property, real or tangible.
At an officially and properly called charter member meeting, a vote is required to transfer, donate or dispose of the corporate holdings or any partial asset(s) thereof. Said vote will require a majority of two-thirds (2/3) of the charter members present at the meeting. The aforementioned proceeds, assets, or holdings shall only be transferred to another federally sanctioned 501(c)3 organization.
IX. All Charter Members will be notified in writing at least fifteen days prior to meetings
requiring a Charter Member vote.
The Board of Directors consists of five club members in good standing, (having been demonstrated by active meeting attendance for a minimum ofthree (3) years) and elected by membership vote.
Active meeting participation is defined by the Board as attending at least one-half of the meetings annually.
In the event that a prospective, qualified Board candidate is not available, the Board may elect to waive the membership and attendance longevity requirements, if necessary.
Section 1- Duties of Directors:
In general, the Board of Directors (BOD) exists to ensure the club’s assets are used with prudence and care and that decisions made are consistent with the club’s best interests. Further, the Board is obligated to ensure that the club is always in compliance with it’s own by-laws and all other laws and regulations.
There must be at least three Board members (a quorum) present for an official meeting.
Acceptance of any action requiresa majority vote of the Board, unless otherwise dictated elsewhere in the by-laws.
The Board will -
ARTICLE VII : EXECUTIVE COUNCIL (OFFICERS)
Section 1 Positions:
The Executive Council, which is comprised of the elected officers and Board of Directors, shall be the managing authority of the club.
Any major change to the facilities or operations of the club, not requiring Charter Member approval, must be approved by a two thirds majority of the executive council. Any changes which could be considered contrary to the club’s stated purpose cannot be considered.
The elected officers are as follows: President, Vice President, Secretary, Treasurer, Membership Coordinator , Sergeant at Arms, Facilities Manager and five directors.
Section 2: Executive Council Officer Duties:
President:
Preside over and direct meetings, enforce rules, and perform duties prescribed, sign club documents and appoint committees.
Provide, annually, a list of active committees listing their purpose, goals/objective(s) and chairperson.
Designates an alternate (backup) treasurer to be approved by membership vote.
Vice President:
Serves as president in his/her absence and assists him/her as necessary.
Serves as chair for the SOP committee.
Secretary:
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, as needed.
Treasurer
The Treasurer shall be custodian of the Clubs monetary assets, accept and deposit money, issue receipts, and make payments of money as directed by a majority vote of members at a club meeting. In case of emergency, the President can authorize payments up to $750. Payments in excess of $750 (including emergency payments) require a majority vote of the ExecutiveCouncil and/or the club membership. 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 Council or a majority vote of members at a club meeting.
Routine operating expenditures, such as heat, power, insurance, taxes, etc.,as well as approved budget expenses do not require pre-approval.
Section 2A: Other Officer Duties
(Note- the following positions do not vote on EC issues.)
Membership Coordinator:
The Membership Coordinator will manage the membership applications and approval processes for new perspective members, and record keeping for all new and existing membership.
The Membership Coordinator is responsible for collecting the new member applications and presenting them to the rank and file for consideration.
Sergeant at Arms
The Sergeant at Arms will preserve order at the meetings and at the clubhouse and verify credentials.
Facilities Manager (FM):
The Facilities Manager is appointed by the ExecutiveCounciland is approved/voted on by the membership.
The FM duties are as described in the SOP.
The facilities manager will receive a stipend set by the Executive Council and approved by the membership at a regular business meeting.
Section 3: Election of Officers:
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:
ARTICLE IX: Exceptions/Omissions
Issues not covered by the above Articles will be governedby Robert’s Rules of Order and/or the club SOP. In cases of conflict, the club bylaws will supersede.
Other activities and procedures are defined in the club “Standard Operating Procedures” (SOP manual).
GLOSSARY
BOD . . . . . . . . . . . Board of Directors
CM . . . . . . . . . . . Charter Member
EC . . . . . . . . . . . Executive Council
FM . . . . . . . . . . . Facilities Manager
Adopted January 1963
Revised April 20, 2017 Original revision signed by Scott Farnum, Pres. on April 22, 2017
Revised 4/20/2018 Ratified 5/03/2018 Revised 10/17/2019 Ratified 11/07/2019
Revised 5/20/2021 Ratified 6/17/2021
Revised 7/9/2022 (charter member change for 501(c3) status) Ratified 7/9/2022
Revised 03/03/25 (general update) Ratified ( )