Constitution and Bylaws

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CONSTITUTION

SOUTHERN LANCASTER COUNTY

FARMERS-SPORTSMEN’S ASSOCIATION,

INCORPORATED

ARTICLE I – Name

The name of this organization shall be SOUTHERN LANCASTER COUNTY FARMERS-SPORTSMEN’S ASSOCIATION, INCORPORATED.

ARTICLE II – Objectives

The objectives and purpose of this association shall be

1. To provide a facility for social and recreational use, that contributes to the physical, mental, and moral well-being of its members and guest, by encouraging involvement in its activities and events.

2. To Assist and be actively involved in the programs of sportsmen, farmers, game and fish authorities, law enforcement, firefighters, and the local community, that support propagation, protection and conservation of our natural resources.

3. To promote sportsmanship in all association activities, to recognize participation in individual and team events and to foster and perpetuate a feeling of good will between the association and the community.

4. To participate in, and provide for the community, safety and training programs for the shooting sports, archery, hunting, fishing, trapping and other youth activities which promote sportsmanship.

5. To acquire, develop, and protect, any areas of land, required for the growth of future membership activities, or for the safety and security of our neighbors, local land owners, and the property of others.

6. To encourage youth participation and involvement in association activities and events which shall be in accordance with the guidelines as outlined in the By-Laws.

ARTICLE III – Membership

Section 1: Any adult person shall be eligible to apply for membership as long as they willingly subscribe to the objectives and purpose of this association as set forth in this constitution, and any signed membership agreement.

  • No otherwise qualified individual shall be excluded from membership on the basis of age, race, gender, disability, national origin, religion or sexual orientation.

Section 2: The By-Laws shall designate the various classes of membership along with rights of such membership and the By-Laws shall set forth the procedure to be followed in the event that a member should be removed for cause.

Section 3: The By-Laws may be amended from time-to-time regarding membership in order to accomplish the objectives of the association.

ARTICLE IV – Executive Committee

Section 1: The administrative affairs of this association shall, except as may be otherwise provided in the by-laws, be under the supervision of the Executive Committee of this association which shall consist of the Directors in addition to the officers of the association.

1. The Executive Committee will manage the day to day administrative actions of the association.

Section 2: The Directors shall consist of minimum of 4 members whose term of office shall be four (4) years, with a minimum of 1 Director being elected each year.

1. They shall not be eligible to succeed themselves in office until after a period of at least one (1) year from the expiration of their term.

2. These Directors shall serve as point of contact and/or the voice for their designated area(s) of oversight as assigned by the president.

3. This association in its By-Laws may provide for such other standing committees as the business of the organization may require.

Section 3: The officers of this association shall consist of the following officers who shall be nominated by the nominating committee and/or nominations from the floor and be elected by majority of the members as outlined in the by-laws:

1. President

2. Vice President

3. Recording Secretary

4. Membership Secretary

5. Treasurer

6. Any other such officer as may be deemed necessary by the association.

Section 4: Officers and directors shall be nominated and elected annually or as required to fill a vacancy. They shall hold office until their successors are duly installed or otherwise provided by the By-Laws.

1. Any Officer or Director of this association may be removed for cause, such as embezzlement or being charged with a crime that would cause embarrassment to the association, by the majority of the members present at a regularly scheduled general meeting, after the results of an investigation and a hearing is presented to the membership and voted by the majority of the members present at the next scheduled general association meeting in accordance with the By-Laws.

Section 5: The duties of the Officers and Directors shall be those usually associated with such Officers and Directors and as further provided in the by-laws.

ARTICLE V – Finance/Management

Section 1: The Management of this association will be entrusted to the Executive Committee to govern and manage the daily activities and any other responsibilities as set forth more fully in the By-Laws and as required by the association’s membership.

Section 2: The revenue of the association shall be derived from membership dues and other such sources as reviewed by the Executive Committee and approved by the Association.

Section 3: The amount of such membership dues shall be fixed as approved by the association after the annual budget review as outlined in the By-Laws.

Section 4: The Executive Committee will present an annual budget review to be accepted or rejected by the majority of the members present at the scheduled general association meeting in accordance with the By-Laws.

ARTICLE VI – AMENDMENTS

Proposed amendments to the Constitution are to be presented to the association at a regular monthly meeting, providing that

1. The Proposed Amendment shall have been submitted in writing and read at the next two (2) regular meeting and voted on at the third meeting of the association and

2. That written notice shall have been sent to all members no later than 10 days following the first meeting when the proposed amendment was read, and

3. That written notice shall be sent to each member by either:

a) postal mail to the members last known address on record or

b) by form of electronic communication by which the member has agreed to receive notice.

4. This Constitution may be amended at any regular meeting by a majority of the members present.

This Constitution is to be reviewed at a minimum of once every 5 years for possible amendments.

 

BY-LAWS

SOUTHERN LANCASTER COUNTY

FARMERS-SPORTSMEN’S ASSOCIATION,

INCORPORATED

ARTICLE I – Name

Section 1: The organization existing under these By-Laws is to be known as the SOUTHERN LANCASTER COUNTY FARMERS-SPORTSMEN’S ASSOCIATION, INCORPORATED.

ARTICLE II – Objectives

Section 1: The objectives of this organization are as set forth in the constitution.

ARTICLE III – Membership

Section 1: Any adult person is eligible for membership in this organization as set forth in the constitution.

Section 2: All Applications for membership shall be made in writing following completion of any prerequisite as prescribed by the association and then shall be considered a prospective member.

Section 3: All prospective members shall be acted upon at the next association meeting following the making of such application, and shall, at such meeting, be accepted, rejected, or referred for further investigation and consideration. If a majority of the members present at a regular meeting cast their votes against the acceptance of said application, then such application shall be recorded as rejected.

Section 4: Any member of this association may be removed for cause, by the majority of the members present at a regularly scheduled general meeting, after the results of an investigation by the executive committee and a hearing is presented to the membership and voted by the majority of the members present at the next scheduled general association meeting in accordance with the By-Laws.

Section 5: All members of this association are eligible to

1. Participate in any or all club events

2. Chair any standing committee

3. Hold an officer or director position on the Executive Committee in accordance with Article IV of the By-Laws

4. Vote on association business proposed at membership meetings

Section 6: Membership types will be as follows:

1. General Membership – is granted to any adult person who has paid the required membership dues and satisfied any prerequisites as prescribed by the association.

2. Honorary Membership – may be granted to an individual whose actions have advanced the objectives and purposes of this association as set forth in the constitution by

1. Having performed some commendable act,

2. Attained distinction in scientific pursuits in the advancement of the objectives and purposes as set forth in this constitution.

3. Or contributed to the Association in a manner that exceeds the normal actions of volunteers and committees.

Candidates for honorary membership can be identified by the Executive Committee and presented to the association at a general meeting with the justification for consideration of the individual as an honorary member. Acceptance of or rejection of the honorary candidate would be at the next regular association meeting.

Honorary membership shall consist of a life-time membership without payment of dues.

3: Family Membership – may be granted to a responsible parent or guardian and their immediate family members (spouse and children under 18) who have paid the required family membership dues and satisfied any prerequisites as prescribed by the association. A Family membership will receive one gate access card per family, copy of the constitution and by-laws and membership card for each family member who has satisfied any prerequisites as prescribed by the association. The Responsible parent or guardian will be responsible for all family members’ actions while on association property and during events/activities. Proof of membership will identify the family member and responsible adult.

Family membership fee will be one and one half (1.5) times the general membership.

    • Youth (Under 18) – are encouraged to participate in any/all club events and activities in accordance with each event or activity rules and regulations.
    • Youth under 18 must be accompanied by an adult with the adult being responsible for the youth’s actions while on association property and participating in events/activities.

Section 7: All members shall be issued proof of membership and a copy of this association’s Constitution and By-Laws and granted gate access to association facilities.

Section 8: The Number of Members that can reasonably use the existing facilities of the association safely and in accordance with the Constitution and By-Laws, shall be approved as required by the association upon recommendation from the Executive Committee.

Section 9: Loss of Membershipwill result if any member

1. Fails to renew annual dues on or before the set expiration date of 31 December of each year

2. Is identified with a violation or infraction of the range safety rules contained in the membership agreement and through proper investigation and association vote had membership removed.

1. A probationary period of no more than 60 days from violation before presented to the association for vote.

2. During probationary period the member will have gate access temporarily denied until the association vote to confirm loss of membership.

Loss of membership will remove the individuals name from the general membership roster, and have gate access canceled.

The individual’s name will be placed on a Denied Roster with reason for Denial and made available as required for future applications of membership by the individuals.

Section 10: Membership dues – will be paid annually by all members except Honorary members. The amount of the dues shall be set as determined by the association after presentation of the annual meeting and budget review.

ARTICLE IV – Executive Committee

Section 1: The Executive committee shall consist of the Officers and Board of Directors.

1. Officers and Directors of the executive committee shall serve without compensation of any kind.

2. Shall be elected annually in October as provided in the constitution,

3. Take office in December following that of the election.

4. All elections of the Executive Committee shall be by ballot and the candidate or candidates receiving the highest number of votes shall be elected to the respective office or offices for which they are candidates.

5. All vacancies in the Executive Committee, or in any office of the association from any cause other than expiration of term,

1. Shall exist when a member of the Executive Committee is absent from the association for a continuous period considered detrimental to the interest of the Association by the Executive Committee.

2. Shall be nominated by a majority vote of the remaining members of the Executive Committee with final confirmation of the association at the next regular meeting.

3. Shall hold office for the unexpired term of the member of the executive committee whom he succeeds

Section 2: The Executive Committee shall meet at the call of the president as he may deem necessary for business.

1. The president shall call a meeting of the Executive Committee upon written request of three (3) or more members of said Executive Committee. A minimum of 2/3 of the executive committee must be present to constitute a quorum for voting.

Section 3: The Directors shall consist of a minimum of 4 members whose term of office shall be four (4) years, with a minimum of 1 Director being elected each year.

1. They shall not be eligible to succeed themselves in office until after a period of at least one (1) year from the expiration of their term.

2. These Directors shall serve as point of contact and/or the voice for their assigned area of oversight, but such directors shall have no power or control over such area.

3. Each Director will oversee one or more of the following events/activities:

1. Archery

2. Rifle

3. Shotgun

4. Pistol

5. Conservation (Fish and Game)

6. Facilities/ short and long term planning

7. Events/Publicity/Communications

8. Government/NRA/Federation/Unified

9. Association Policies/Safety

4. This association in its by-laws may provide for such other standing committees as the business of the organization may require.

Section 4: The Executive Committee’s responsibilities include, but is not limited to:

1. Obtain bids for major projects or annual contracts, review such bids and summarize results at next monthly general meeting for association vote and approval.

2. Hire such employees or contractors as may be necessary to maintain day to day business of the association,

3. Authorize and pay all day to day expenditures within approved spending limits of the annual budget.

4. Secure adequate bonds for all persons having the custody of association funds;

5. Have charge of and be responsible for the management of the day to day administrative affairs of the association.

6. Have a spending limit of $5,000 per capital improvement project, without majority membership approval at a regular scheduled general meeting.

1. Improvement projects over $5,000 must be presented at general meeting for vote at next consecutive meeting.

2. Exceptions to this spending limit would be in a case of immediate threat of damage to property or persons on association grounds as a result of unforeseen events or acts of nature.

Section 5: The Executive Committee will present an annual budget to be accepted or rejected in total or line item by the majority of the members present at the next scheduled general association meeting in accordance with the By-Laws.

1. Any rejected line item may be presented at a future general association meeting after re-evaluation of the executive committee and adjusted to meet association approval.

2. No expenditures shall be authorized against any rejected line items until approved by the association at a general meeting.

Section 6: PRESIDENT – The President shall

1. Preside at all meetings of the association and have general supervision of the business and affairs of the association

2. Be the chief executive of the Association

3. Approve all orders directing the disbursement of funds not to exceed the approved budget and/or approved capital improvement projects

4. Sign all checks in addition to the Treasurer, disbursing the monies of the association

5. Make an annual report covering the business of the association for the year, with recommendations for the ensuing year, which will be read at the annual meeting.

6. Perform other such duties as directed by the Association

The President’s term shall be limited to two (2) years in succession at any one time.

Section 7: VICE-PRESIDENT – The Vice President shall assume and discharge the duties of the office of the President in the absence or disability of, or when called upon, by the President.

1. The Vice President will have oversight of the nominating committee that will consist of at least 3 members.

2. The nominating committee will provide the names of nominees for annual elections and any executive board member vacancy during the year.

3. The Vice president shall be responsible for preparation of the General Meeting planning calendar to be published in the newsletter, on the website or any other form of communication used to notify membership of upcoming events/activities.

Section 8: RECORDING SECRETARY – The Recording Secretary shall

1. Have charge of and keep a full and correct recording of all proceedings of all meetings

2. Keep such records as the association may require

3. Make reports available to the membership when called upon at meetings and secured in a central location for permanent association records.

4. Under the direction of the President handle all correspondence of the Association

5. Make reports available for publicity as required by the association.

6. Ensure coordination of information with editor of newsletter and website manager

Section 9: MEMBERSHIP SECRETARY – The Membership Secretary shall

1. Have charge of all membership list and applications for membership and at no time make them available to anyone outside the association.

2. Collect all dues and deposit dues in association account as identified by the Treasurer and shall turn over monthly deposit receipts to the Treasurer at such meeting of the association.

3. Render membership reports annually or when called upon at meetings

4. Grant association access as required to members

Section 10: TREASURER – The Treasurer shall

1. Have charge of all finances and see that they are safely deposited in some local bank or banks

2. Report once each month the condition of the finances of the Association

3. Make recommendations as deemed suitable for raising funds with which to carry on activities of the association.

4. Sign all checks in addition to the President, disbursing the monies of the association

5. Furnish such security bond in such sum as shall be fixed by the Association

Article V – FINANCE/MANAGEMENT

Section 1: The Government and Management of this association will be entrusted to the Executive Committee to govern and manage the daily activities of the association and any other actions as approved by the association at any of the general monthly meetings.

Section 2: The revenue of the association shall be derived from membership dues and other such sources as reviewed by the Executive Committee and approved by the Association.

Section 3: The Executive Committee will present an annual budget to be accepted or rejected in total or individual line item by the majority of the members present at the scheduled general association meeting in accordance with these By-Laws.

1. Any rejected line item may be presented at a future general association meeting after re-evaluation of the executive committee and adjusted to meet association approval.

2. No expenditures shall be authorized against any rejected line items until approved by the association at a general meeting.

ARTICLE VI – Committees

Section 1: The President upon taking office each year, shall assign each director one or more areas of oversight as identified in the By-laws Article IV Section 3

Section 2: The Directors will have oversight of their assigned area or areas to:

1. Keep the Executive Committee abreast of any upcoming events and schedules

2. Be the point of contact for committee chairs to request capital improvements requested and/or required and present to the executive committee and association for required approval of funds

Section 3: Areas of oversight of the Directors would be as follows:

1. Archery – includes all events/activities involved with archery such as 3D archery, indoor archery, the archery ranges and equipment or targets.

2. Rifle – includes all events/activities involving rifles such as CMP, antique, sportsman challenge, and youth air rifle along with equipment and/or targets required.

3. Shotgun – includes all events/activities involving shotguns such as Trap, skeet, or any other event using shotguns along with equipment and/or targets required.

4. Pistol – Includes all events/activities involving pistols such as fast draw, bulls eye, cowboy action, etc. along with equipment and /or targets required

5. Conservation (Fish and Game) – includes all activities involving fish or wildlife such as the fishing derby, trout nursery, kennel club, fish pond or other wildlife activity along with any equipment or supplies to support conservation activities.

6. Facilities – includes the buildings and grounds maintenance along with short and long term improvements planning.

7. Events/Publicity/Communications – includes special events held at the club, ensuring club events are communicated to association members and the public to encourage participation and community involvement.

8. Government/NRA/Federation/Unified – includes any delegates or representation required for local, state or national representation of government meetings, NRA events or meetings and/or federation activities.

9. Association Policies and Safety – includes association regulations and policies along with safety requirements/policies

ARTICLE VII – Meetings

Section 1: The Regular meeting of the Association shall

1. Be held at a designated location monthly

2. Transact such business as may properly be brought up for action

3. Be converted into non-business meetings as may be deemed advisable by the Executive Committee and voted upon by the Association.

Section 2: The President or a Majority of the Executive Committee shall have the power to call a special meeting of the Association at any time.

Section 3: Upon the written request of ten (10) members, the president shall call a meeting of the Association.

Section 4: The President, upon consultation with the Executive Committee, may change the time and date of the regular meeting when sufficient reason is advanced and adequate notification is provided to the membership of the schedule change.

ARTICLE VIII – Notices

Section 1: Every member shall furnish the Membership Secretary with appropriate contact information as may be required by the Association for communication purposes.

Section 2: The nominating committee which comprises of three (3) members, shall provide Executive Committee nominations in a timely manner such that each nominee has the opportunity to provide adequate communication to all members any information about themselves and/or their vision as being a member of the Executive Committee prior to the annual voting of Executive Committee members.

Section 3: The Executive Committee shall provide a monthly meeting calendar in advance of all meetings outlining key events/topics for discussion at each meeting.

ARTICLE IX – Rules Order

All proceedings of this Association shall be conducted under and pursuant to Robert’s Rules of Order, except as herein otherwise provided.

A quorum for voting purposes shall be reached when a minimum of 30 members, including the executive committee, are present at the general association meeting. The quorum is to be reviewed annually based on average meeting participation.  The quorum was reviewed and changed from 40 to 30 by a vote of the membership attending the regular meeting of the association on November 21, 2016.  Barry Strawser, Vice  President

ARTICLE X – Rules of Conduct

Section 1: This association will not condone or permit the possession of alcoholic beverage, illegal drugs or impaired person(s) on the premises or allow any organization to do the same.

1. Any person visibly impaired will not be permitted to shoot or attend association meetings.

Section 2: No firearm shooting is permissible on any Sunday before 12 Noon or 8am Monday – Saturday.

Section 3: All members must follow the Standard Operating Procedures (SOP) as posted at each range and/or outlined in general association rules and regulations.

Section 4: Civil and courteous manner to all members at all times on range and meetings.

ARTICLE XI – Amendments

Proposed amendments to the By-Laws are to be presented to the association at a regular monthly meeting, providing that

1. The Proposed Amendment shall have been submitted in writing and read at the next two (2) regular meeting and voted on at the third meeting of the association and

2. That written notice shall have been sent to all members no later than 10 days following the first meeting when the proposed amendment was read, and

3. That written notice shall be sent to each member by either:

a) postal mail to the members last known address on record or

b) by form of electronic communication by which the member has agreed to receive notice.

4. These By-laws may be amended at any regular meeting by a majority of the members present.

These By-Laws are to be reviewed at a minimum of once every 5 years for possible amendments.

 


This revised version of the constitution and by-laws was accepted by vote of the membership attending the regular meeting of the association on July 20, 2015.   Barry L. Strawser, Recording Secretary


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