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ARTICLE V – ORGANIZATION AND MEETINGSSection 1. Board of Directors Section 1. Board of Directors (BOD) (a) There shall be a BOD consisting of the elected President, First Vice-President, Second Vice-President, Secretary, Treasurer, five Members at Large to be elected from the general membership, and the Chairperson of each Activity Committee. The Activity Chairpersons will be nominated by the participants of that activity. The Chairperson will be placed on the ballot for the annual election along with the officers and members at large and all will be voted on by the same process. New Activities that form during the year or vacancies that occur during the year will have a chairperson nominated by the activity participants and elected by the BOD. This person will have an equal vote with the other BOD members. A person may not serve in more than one capacity on the BOD. That is, a chairperson of officer is not eligible to be a member at large and a member at large may not serve on BOD as a chairperson or officer. A quorum is based on the total number of officers, members at large, and chairpersons. All of the above are full BOD members and each person has one vote. (b) The Chairperson of the BOD shall be the elected Club President and in his/her absence the elected Vice-presidents in that order. In the absence of the above mentioned Officers, temporary Chairperson shall pass to the Secretary and the Treasurer, in that order, except that an acting officer may not chair the BOD. (c) The BOD shall meet once in each calendar month at such time and place as the Club President, and in his absence the designated successor, my decide. Prior to notification of such meeting shall be published in the Club Newsletter. Emergency meetings my be called at any given time by the Club President, or Vice-President acting for the President, or on demand in writing to the Secretary, by a majority of the Members of the BOD (d) The BOD shall conduct the affairs of the Club consistent with these By-Laws and in a manner which in their opinion serves the best interests of the Club. (e) Each member of the BOD shall have one vote in the Board’s decisions, except the BOD Chairperson who may vote only to break a tie vote. No acting officer may vote in BOD decisions until two years tenure as a member has been attained. (f) The BOD Meeting shall be open to all Club Members, including Associate Members, Honorary Members., Junior Members, and visitors, and any member present may be given the floor and be heard at the discretion of the Chairperson, but only the members of the duly constituted BOD shall have a vote in the proceedings. (g) Quorum: At least fifty percent (50%) of the duly elected BOD must be present to conduct any business at any Meeting of the BOD. (1) At least two officers must be part of this quorum (2) At least two directors at large must be part of this quorum. (h) Any BOD Member may be removed by a two-thirds vote of all the elected Members of the Board or by action of a Special Meeting called for that purpose. (i) Rules of Order: “Roberts Rules of Order” shall provide a guide in any deliberations of all formal meetings. Exceptions may be made by a majority vote of the Members of the BOD present at the Meeting. (j) If an elected officer, activity chairperson or member at large misses four consecutive monthly BOD meetings that person is automatically removed from office. The vacancy should then be filled according to the policy described in ARTICLE V – Organization and Meetings, SECTION 4. Vacancies, of the By Laws. Section 2. Club Officers (a) The officers of this Club shall consist of a Club President, a 1st Vice-President, and 2nd Vice President, a Secretary, and a Treasurer. The Secretary and Treasurer positions may be combined into one position at the discretion of the BOD Members. All shall be elected for a term of one year (April 1st to March 31st) and all may succeed themselves in term of office for any number of years at the discretion of the Club Members at the Annual Election. All will serve without pay or other remuneration. (b) The duties of the Club Officers shall be those common to Officers of like organizations and as may be assigned by the Club President. (c) The Club Officers are authorized to conduct the routine business affairs of the Club, sign the necessary documents and papers involving the Club as a whole, handle routine financial matters, and make such discretionary decisions within the scope of their duties and these By-lays or as directed by the BOD. (d) The Club President is authorized to obligate Club funds not to exceed $200.00 (two hundred dollars) per month for the purpose of maintaining existing and established Range facilities in a reasonable state of repair as such needs arise without further approval by the BOD. Expenses over $200.00 (two hundred dollars) must have BOD approval. The president is not authorized to obligate funds for major innovation and improvements or the construction of facilities not previously approved without referring such matters to the BOD for approval. Section 3. Activity Committees (a) The Club shall be so organized that each major activity within the Club shall be supervised by an Activity Chairperson who is responsible to the BOD. The BOD will approve Activities. Activities may change from time to time so the club newsletter will reflect the current list of committees. (b) The Activity Chairperson shall be selected annually through the regular election of officers process. He/she shall serve without pay or remuneration. An Activity may be established within the Club when interested members organize an Activity program, nominate an Activity Chairperson and present their program to the BOD for approval and election of the Activity Chairperson by simple majority vote. A recognized Activity will exist so long as members actively participate in it. The acceptance of the duties and responsibilities of an Activity Chairperson is strictly voluntary. Should members of a particular activity be unable to find a person willing to assume those duties and responsibilities that Activity will cease to exist as a Club function. The BOD shall nominate the Junior Activity Chairperson. (c) Duties: The duties of the Activity Chairperson, in addition to being a member of the BOD, shall be generally as follows, as may be appropriate: (1) Act as “Club Leader” in respective activities. (2) Arrange for and schedule competitive events, coordinating such events with other Activity Chairpersons and the Club President to avoid conflicts of times, (3) Perform or cause to be performed minor maintenance work on that portion of the overall Club Range facility in which he/she has primary interest, (4) Bring to the attention of the Club President or the BOD such maintenance, operational, or safety problems over which he/she has no control, (5) Act as an informal “advisor” to less experienced members who wish to learn more in the field of shooting sports, (6) Specifically assure himself and the Club that his activity proceeds in a safe and business like manner, (7) Collect the range fee set by the BOD for people who are participating in their events who are not club members, (8) Be responsible for fund management, funds accountability to the Treasurer, control of property applicable to the Activity, and representation for the activity to the BOD. He/she will report fund status monthly to the Treasurer. (d) Ad Hoc Committees: The club President or the BOD, by vote, may appoint temporary [ad hoc] committees to deal with specific designated issues. Such committees will present a status report to the BOD on a monthly basis. Members and Chairperson of ad hoc committees have no voting authority other than what individuals may have as Directors. And ad hoc committee may be terminated at any time by the BOD. (e) The AD HOC Committee Chairperson shall serve without pay or other remuneration. (f) An ad hoc Committee Chairperson may be relieved of his/her duties at any time by a majority action of the BOD. In the event of a vacancy in any elected office or directorship other than Club President, the BOD shall elect a qualified Member to serve for the remainder of the term. In the vent of a vacancy in the office of the Club President, the 1st Vice-President shall automatically succeed to the office of President, and the office of the 2nd Vice-President shall be filled as prescribed herein. Section 5. Annual Meetings (a) The club shall hold an annual meeting in the month of January for the purpose of (1) electing officers and other members of the BOD (2) revising dues schedules (3) revising the by-laws. Notice of such a meeting shall be published at least twice in consecutive issues of the club newsletter immediately prior to the meeting. (b) Quorum: A quorum for the transaction of business other than elections at the annual meeting shall be no less than ten percent (10%) of the total membership eligible to vote at the time of the meeting. (c) In the event there is no quorum (i.e., less than 10% of the voting membership is present) at this meeting, the following actions will proceed in succession: (1) Dues will be set at the January meeting by the BOD. (2) Normal monthly business may proceed as though this were a monthly meeting of the BOD. (3) By-laws changes will be submitted to the entire membership by written ballot in the next newsletter. Ten (10%) of the voting membership (regular and senior) must vote on the changes for them to go into effect. (d) Election of Officers and Board Members: (1) In August the Club President, with BOD approval, will appoint a five member nominating committee. This committee will provide nominees who agree to serve as club officers, members at large, and activity chairpersons to the BOD at the September meeting. The nominees for activity chairpersons must be solicited from the activity participants by the nominating committee. Nominated person shall be identified in the October newsletter. (2) A call shall be made for nominations by petition or from the floor at the October meeting. Nominations shall be closed at the adjournment of the October meeting. The full slate of officers will be published in the November newsletter. (3) An absentee ballot may be requested by any voting member. Request forms will be provided in the November and December newsletters. Such ballots are due to the club secretary prior to the January meeting. Any ballots received after completion of the election will be void. (4) Absentee ballots will be counted at the annual meeting and will count toward the required quorum for the purpose of elections only. Example: If 60 members are required for a quorum and there are 55 members present and 10 absentee ballots are to be counted, the quorum requirements for ELECTIONS ONLY have been met. This quorum cannot transact any other business. Absentee ballots must be documented in such a way that double voting cannot occur. (5) In the event no quorum is achieved at the annual meeting in January, printed ballots will be mailed to the membership in the February newsletter and the ballots returned shall be tallied at the March meeting of the BOD. A simple majority shall constitute authority for Board members to assume office on April 1st. (a) A special meeting of the club may be held at any time upon call of the Club President or upon demand, in writing, stating the objective of the proposed meeting and signed by at least ten percent (10%) of the eligible voting members of the club. Notice of the time, place, and objective of the meeting shall be sent by the Club Secretary in the newsletter to all members entitled to vote note less than ten days prior to the holding of the meeting. The time and place of the meeting shall be determined by the Club President. (b) The agenda for the special meeting shall be limited to the published objective. The objective of the meeting shall not violate the intent or objectives of these By-laws. (c) A quorum for the transaction of business at the special meeting shall be ten percent (10%) of all eligible voters. (d) In the event a quorum is not reached, no business can be transacted. |
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