West Gardiner Rod & Gun Club, 297 Collins Mills Road, West Gardiner, ME 04345

Standard Operating Procedures (SOP)


Standard Operating Procedures    (SOP)          

Section 1 - Club Legal Organization Structure and Filing Requirements

Origin of club:

West Gardiner Rod and Gun Club initiated the incorporation process as a Mainenon-profit in January 1963. The form was signed on January 7 by the following club members: Clarence Sistek (President), Norris Bowie (Treasurer) and Directors: Rodney Markham, Sr., Fred Whittemore, Richard Greenleaf, Lewis Fuller, Robert Nightingale, Walter Gorneau, Richard Vigue, and Gerard Pare. 

Purpose of club:

The purpose of this corporation was listed as follows: To organize and maintain a club to promote interest in fish and wildlife conservation in order to insure good hunting and fishing in the future; to provide facilities for the younger generation to develop their interests in hunting and fishing and to teach them safety afield and on the water; to keep ourselves informed about game management and wildlife conservation practices in our area and to propose any action or practice against our best interests.

Legal Status of club:

The Attorney General’s Office noted receipt on January 15, and the form was filed at the Secretary of State’s office on January 16, as recorded at the Kennebec County Registry of Deeds in Volume 1271, Page 203. The Bureau of Corporations at the Department of the Secretary of State’s office list our filing date as January 16, 1963, with Charter Number 19630010ND. Anyone can access a record of a corporation, and for this one, it will give our legal name, charter number, filing type (nonprofit corporation), status (if in good standing), filing date, expiration date if applicable, jurisdiction and registered agent name and address. As of January 2020, the registered agent remains Ann B. Crocker. To obtain a change in a registered agent, find the form on line at the Maine Department of the Secretary of State under corporate documents. There is a small filing fee.

The club is not a federally sanctioned 501(c)3 corporation as some have questioned. Based on existing federal regulations as reviewed several times in the past, the club does not qualify as that type of a charitable organization, nor is such designation needed to operate as it has always done up to now. The filing process is quite complex, too. The club is small and does not need to pay any federal income taxes. Participation in various grants only required specification as an incorporated non-profit corporation in good standing, for the purpose of a club promoting interest in fish and wildlife, etc.

Physical property of club:

The main property at 297 Collins Mills Road was deeded to the club by Norris Bowie, Sr and Walter Gorneau, Sr. on December 18, 1964 and as recorded in Kennebec County Registry of Deeds in Book 1365, Page 289. Subsequently, a Boundary Line Agreement was issued on January 14, 2010 between the West Gardiner Rod and Gun Club and Steven G. Weston and Richard J. Weston to clarify and establish the boundary line between the two properties with the club to retain the existing parking area. This Agreement is recorded in Kennebec County Registry of Deeds in Book 10329, Page 0318-0320. These are the only two recorded property transactions that on file. Information pertaining to the more recent deed from Mert Hickey should be added.

Prior legal or other official transactions: ADA changes - In 1995 the club asked for a review of its premises to determine if it adequately met the ADAaccessibility requirements. A letter was issued August 22, 1995 listing recommendations. Basically, modifications were made to the entry, women’s bathroom, and sinks.  No subsequent review has been initiated.


Section 2 - Club meeting schedule and description

Regular Club meetings take place on the first and third Thursday of each month beginning at 6:30 p.m.

Meeting Formats: 

Business Meetings:  Meetings on the first Thursday begin with a social hour, including a pot luck supper. The business portion is convened at 7:30. The routine business of the club is conducted under normal Robert's Rules format.

Working Meetings:  Meetings on the third Thursday are considered working meetings. They are organized and conducted in a project oriented format where open, ongoing projects are discussed, action items are assigned and project budgets and schedules are reviewed.

Authority:  All club business, as defined in the bylaws, will be conducted at the Business Meetings. The object of the Working Meetings is to manage specific projects or ongoing activities and as such the outcome will typically be recommendations to be brought up at the following Business Meetings, when appropriate.


Section 3 - Membership fees and requirements 


Section 4 - Club rental rules and fees  (See Rentals Tab for Rental Form)

HALL RENTAL AGREEMENT: This Agreement is between the West Gardiner Rod & Gun Club, hereafter called “Club” and the person who signs this Agreement, hereafter called “Renter”. The attached General Rules and Safety Regulations are apart of this Agreement.

1. Rental costs: 

a) Non-club Member $200.00 plus a security deposit of $50.00 

b.) Club Member $150.00 plus a cleaning deposit of $30.00 

 c.) Active Club Member (ref item 5 below.) $ 50.00 plus a cleaning deposit of $30.00

2. Rental duration:  The standard club rental will be from 10:00 am till 8:00 am on the following day.

3. Reservation Deposit: The security or cleaning deposit is due in advance to reserve a date for club rental. This deposit is refundable until 2 weeks prior to the reservation date.

4. Cleaning:  

a.) Non Member Renter:  While thorough hall cleaning is not required for a non-club member Renter, trash and debris must be picked up and placed in trash bins, dishes washed, and decorations removed. No portion of the security deposit will be returned until the hall is inspected for damages and the previously mentioned cleanup by a designated club member. If there is any damage to the Club or telephone charges incurred on the Club’s phone, the security deposit will be used to offset the costs. If such damage and/or costs exceed the deposit, the Renter will be liable for the balance.

b.) Member Renter (Active or Otherwise):    Cleaning of the hall includes but is not limited to: general cleaning of the hall (cleaning supplies found under sink and in furnace room), sweep floors and wash with cold water, put all chairs in the racks, fold up tables and put along the walls, put rubbish outside in the receptacles within the enclosure bin, wash  all dishes and put them away, lock all windows and doors.    Cleaning is to be done by the end of the rental agreement (8:00 am. ) (Ref item 2. above.) 

Definitions: a.) An Active Member is one who has:.1) been a member of the Club for at least one year.2) attended at least two business meetings in the previous 3 months.  3) participated in two work bees or committees during the past year.  4) presented the request for active-member rate at a business meeting and at which time the request was approved. Each member is limited to one such active-member rate per year.

6. General Information:  a.) A limited number of thumbtacks is permitted on the walls. Please DO NOT use scotch tape, nails, or other types of securing. If you must remove any items from walls or windows, after the event they have to be put back in place without damage.  b.) Rental capacity for the hall is limited to 130 persons.  c.) No one may rent the Club for a private fund-raising event.


Section 5 - Shooting range rules 


A.  Range Mission Statement 

B.  General Rules and Policies

C.  Range Limitations and Safety Requirements

D.  Specific Range Rules and Limitations

A. Mission Statement: Live firing conducted at the Range is designed to provide club members access to a facility where they can become proficient with firearms. 

B. General Range Rules and Policies:

1. All federal, state, and local firearm laws must be obeyed.

2. All firearms not on the firing line must be holstered, or unloaded with the action open and the magazine removed, or unloaded and encased.

3. Use of appropriate ear protection is required.

4. A current membership card will be displayed while using the range.

5. Shooters are expected to be mindful AT ALL TIMES of the NRA’s general rules for safe gun handling:

    Be sure the gun is safe to operate.

    KNOW how to use the gun safely.

   USE the correct ammunition. 

   NEVER use alcohol before or while shooting

6. All shooters must, at least once, complete and sign the RANGE RELEASE, WAIVER, HOLD HARMLESS, INDEMNIFICATION AND ASSUMPTION OF RISK AGREEMENT before using the Range.

7. Owners of Class III firearms must be in possession of any special permits or paperwork required by law.

8. If you are using the range alone or otherwise can do so safely, please pick up and remove your own spent cartridges after, and only after, all firearms are open, unloaded, and/or packed away. If multiple users are present, you may collect any brass when it is safe to do so.

9. Competitions held on the Range will be conducted in accordance with official Range rules or by the rules of the sanctioning body of the match.

10. Range Officers (if present) reserve the right to inspect any firearms or ammunition for safety considerations.

11. All new members MUST attend a range orientation before using the range.

C. Range Limitations and Safety Requirements 


1. All shooters must sign the RANGE RELEASE, WAIVER, HOLD HARMLESS, INDEMNIFICATION AND ASSUMPTION OF RISK AGREEMENT and sign a copy of the Range Rules before using the Range. 

2. All firearms not on the firing line must be holstered, or unloaded with their actions open and the magazine removed, or unloaded and encased.

3. Owners of Class III firearms must be in possession of any special permits or paperwork required by law.

4. All calibers of pistols may be fired. 

5. All calibers of pistols may be fired. 

6. While not prohibited, members are requested to be considerate with food,

    beverages, and smoking while on the range and to take out any resulting trash.

7. Rifles up to and including .460 Weatherby Magnum caliber may be fired.

8. Commands issued by a Range Officer (RO), if present, must be obeyed 

    immediately and without question.

D. Specific Range Rules:

1.  All shooters are expected to be mindful AT ALL TIMES of the NRA’s fundamental rules for safe gun handling listed in the general range rules (above) and specifically these below:

   o  ALWAYS keep the muzzle pointed in a safe direction.         

   o  ALWAYS keep the safety on until ready to shoot. 

   o  ALWAYS keep your finger off the trigger until you are aiming and ready to fire.

   o  KNOW YOUR TARGET and what’s beyond it.

2.  All firearms not on the firing line must be holstered, or unloaded with their actions open and the magazine removed, or unloaded and encased.

3. If a Range Officer is present:               

When the command "Cease Fire" is given:· Stop shooting IMMEDIATELY.  Remove your finger from the trigger.  Keep the gun pointed in a safe direction.   Wait for further instructions from the Range Officer.

4. When multiple firing lanes are being used by different parties, the firing line must be declared "CLEAR" or “COLD” before anyone moves forward to check/renew targets.  All firearms must be holstered; or unloaded and benched, with the muzzle pointed down range, action open, ejection port or cylinder up and magazine removed.   Everyone must step back from the firing line.   No firearms may be handled while the range is in "CLEAR" status.

5.  Use an appropriate sized, authorized target, placed at eye level and ensure that your shots strike the backstop and not the ground, nor above the backstop or target holder and NEVER above the berm. Firing a shot on the range that results in the bullet striking anything other than the target, target stand, backstop, or berm may result in removal from the range and/or the loss of shooting privileges.

6. Cross firing of targets is prohibited when multiple lanes are in use by different parties.

7. You may collect any brass when the line is “CLEAR”, as defined in item 4 above.

8. All firing from within the shooting booths must be aimed fire.


Section 6 - Safety Plan


Section 7 - Facilities Management  


Section 8 - Lead Remediation Plan

Revision History

Section   |     Comments                                                         |  Date                              

  All         |     As constituted                                                    |  04/05/2020                   

   6          |     Add Safety Plan                                                 |  Soon