Constitution
and
By-Laws
of the
McHenry
Sportsmen’s Club
This
club was and is organized
for the purpose of
promoting
the sport of Trapshooting.
Article I
Section A
The club shall have the following officers: President,
Vice-president, Treasurer, Secretary and Trap Manager.
Each shall serve a term of one year.
There shall be five directors elected by members to serve terms
of office as follows:
Two Directors will be elected to serve a one-year term.
Two Directors will be elected to serve a two-year term.
One Director will be elected to serve a three-year term.
Section B
If an elected officer or director is unable to complete the
elected term of office, the President will appoint a person to serve the
unexpired term of office.
Section C
Any officer or director who is absent for three consecutive
meetings, without a valid excuse, shall be relieved of his office.
Article II
Section A: The Executive
Committee
The Club is operated by the membership electing a governing body
consisting of Directors and Officers responsible for specific duties. This governing body is referred to as the
“Executive Committee”, and may also be referred to as “the Board”.
The Executive Committee controls the operation of the Club.
The Executive Committee shall hold meetings when it becomes
necessary to improve conditions in the club.
The Executive Committee runs the regularly scheduled official
club meetings.
Section B: Duties of the
President
The President shall chair the Executive Committee.
The President shall conduct all meetings and do so to the best of
his ability for the purpose of good fellowship and trapshooting.
The President shall appoint committees to carry out the necessary
work to make the club operate successfully.
Section C: Duties of the
Vice President
The Vice President, in the absence of the president, shall
officiate in the President’s chair.
The Vice President shall aid the President in all phases of his
official duties.
The Vice President will have charge of the affairs of committees
appointed by the president, making sure that they function properly.
Section D: Duties of the
Secretary
The Secretary shall record the proceedings of minutes of each
meeting properly and in order, and be prepared to read same at the next
meeting.
The Secretary shall turn over a copy of the minutes of each
meeting to the President.
The Secretary shall mail out notices, schedules, etc.
Section E: Duties of the
Treasurer
The Treasurer shall collect all dues, issue membership cards, and
maintain custody of all money belonging to the Club.
The Treasurer shall be accountable for the Club’s funds and all
financial transactions that occur using these funds. This includes all necessary approvals, vouchers, and maintaining
receipts for funds spent.
All money paid out of funds of the club by check shall have two
signatures. The signature of the
Treasurer plus the signature of one of two members selected by the Executive
Committee and registered with the financial institution that maintains the
Club’s checking account.
Work vouchers must be signed by the receiver of the club money
for work performed for the club.
The Treasurer will pay all bills, as approved by members at
regularly scheduled meetings, keep a full and accurate account of all receipts
and disbursements, and issue a full financial report at each and every club
meeting.
The Treasurer will control and maintain the Club’s payroll. This includes the disbursements of funds to
employees and all accounting required to comply with standard payroll practice. All Local, State and Federal payroll tax
accounting, with their accompanying reporting requirements and funds
disbursement will be provided as required by the taxing bodies involved.
The Treasurer will maintain accounting records in such a manner
that detailed information suitable for an audit may be provided in the event
that an audit is requested by the Executive Committee, or on request by an
outside organization legally requesting such an audit.
The Executive Committee must approve all outside audits.
The Treasurer shall keep a full account and record of all club
property, such as buildings, traps, maintenance equipment (such as tractors and
tools), and consumable goods (such as targets).
All club records, which include membership information and
financial data, must be maintained in a properly secured manner with restricted
controlled access, with respect to individual privacy. No information may be provided to anyone
outside of the Executive Committee without prior authorization from the Executive
Committee.
With the Executive Committee’s prior authorization, the Treasurer
may hire professional help, if necessary, to successfully provide the services
required for execution of the duties of the Treasurer.
Section F: Duties of the
Trap Manager
The Trap Manager shall have charge of all shoots, such as
registered, club and meat shoots.
The Trap Manager shall see that the traps are kept in good repair
and working order.
The Trap Manager shall report the need of targets, shells, and
other supplies that may be necessary to carry out such shoots as the membership
may wish to run.
The Trap Manager shall appoint as many club members to his
committee as may be necessary to run a shoot.
The Trap Manager shall for all shooting events account for, record,
and maintain a full report of targets thrown,
and make this information available to the executive committee.
The Trap Manager shall be ready to make a full and complete
report when called upon to do so at any regularly scheduled meetings.
With the Executive Committee’s prior authorization, the Trap
Manager may hire as much professional help as necessary to run a successful
shoot.
Section G: Duties of the
Directors
Two Directors will audit the finances of the club in March and in
October of each year, with the help of the treasurer. They will then make a full report to the membership, when called
upon to do so.
They shall be responsible for all legal activities of the club.
Section H: Grievances
The Executive Committee will hear grievances from members who may
wish to be heard.
If for any reason, a member is not satisfied with the findings or
rulings of the Executive Committee, the member may bring his complaint before
the membership of the club, but only after the member has appeared before the
Executive Committee.
The members present shall make or take a sealed vote on the
complaint.
The complaint must have a two-thirds vote of all members present
at a scheduled meeting to carry out in favor of the complainant, or the
complaint is rejected.
Article III
Section A: Election Rules
At the October regular monthly meeting, the members shall select
a Nominating Committee of three members, one to act as a chairman.
Section B: Rules of the
Nominating Committee
They shall make a ballot for the Election of Officers to fill
vacated offices. These names are to be
presented to the membership at the regular November meeting.
Section C: Notification
of Election
An election notice shall be posted on the Club bulletin board
from the time of the November meeting until the election is held at the regular
December meeting.
Section D: Nominations
from the floor
Members may nominate as many members from the floor as they so
desire, for any office that is vacated, in addition to those selected by the
nominating committee.
Any member nominated from the floor should have a valid excuse
for refusing said nomination.
Section E: Conducting the
Election
The chairman of the Nominating Committee shall act as Judge of
the Election, with the help of the committee.
The chairman of the Nominating Committee shall conduct the
election from the President’s Chair.
Section F: Voting
Voting shall be by secret, written ballots. Members are elected when they have received
a majority of the votes cast.
Article IV
Section A: Amendments to
the Constitution or By-Laws
In order to amend or make additions to any part of the Club’s
Constitution or By-Lays, the proposed change must first be presented before the
members at a regularly scheduled meeting in the form of a motion to be
seconded.
The President will then allow a reasonable amount of time for
discussion on the floor by members present at the meeting.
The President will then call for a vote on the motion. The motion must carry be a two-thirds
majority of all members present.
The amendment or addition, if approved by the vote must be
brought before the members at a second meeting in the form of a motion to be
seconded. If after reasonable
discussion, the motion is again carried by a two-thirds majority of the members
present, the amendment or addition is approved, and the Constitution and
By-Laws shall stand amended.
Section B: Meetings
Meetings shall be held on the first Thursday of every month,
except in the case of this being a legal holiday, in which case, the following
Thursday shall be the meeting day.
Section C: Quorum
At least six of the ten Officers and Directors present for a
meeting shall constitute a quorum.
A quorum is required for business to be conducted at regularly
scheduled meetings.
If the meeting is conducted for the purpose of electing the Officers
and Directors of the club, a quorum shall consist of ten percent of the current
membership.
Article V
Section A: Memberships
The Executive Committee affords individuals who petition for new
membership, and those wishing to renew their existing membership the privilege
of membership in our Club. These
privileges are extended to the spouse and minor children of the member.
Anyone petitioning for, or renewing an existing membership to the
Club must have studied all rules and regulations pertaining to the use of the
Club’s facilities and other matters relating to the safe and proper use of
firearms.
Memberships are calendar based, from January first, through
December thirty-first.
Memberships may be renewed from November first to January first
(with January as a grace period).
Memberships that have not been renewed by January first will
expire on February first, resulting in loss of membership privileges until the
membership is re-instated.
Section B: Suspended and
Revoked Memberships
Memberships may be revoked or suspended by the Executive
Committee if a situation deems this type of action to be necessary. This action requires a two-thirds vote from
the Executive Committee and results in the removal of all membership
privileges.
The Executive Committee may require a suspended or revoked member
not be permitted to use the clubs facilities, (based on the reasons for the
action), until such time the member is allowed to be re-instated.
A suspended membership will automatically be re-instated when the
suspension period is over.
The Executive Committee may make a determination as to allowing a
revoked member the opportunity to petition for re-instatement.
Section C: Dues
All new members shall pay a membership fee of seventy-five dollars.
Senior members (members sixty-five or more years old) may renew
their memberships for the fee of thirty dollars.
All other members may renew their memberships for the fee of
seventy-five dollars.
The Club retains all unused membership dues.