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.