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Monument Beach Sportsman's Club 199 Monument Beach Road ● Bourne, MA 02532 508-759-5653 www.monumentbeachsports.com A A Sportsman's Club Founded By Sportsmen |
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ByLaws
Revision August 2006 Download/Print Version (pdf)
The name of this corporation shall be the MONUMENT BEACH SPORTSMAN’S CLUB, Inc., herein after referred to as the MBSC. The purpose of the MBSC shall be to promote the interest of Fish and Game sport, to protect the Fish and Game sport in the Commonwealth of Massachusetts, and to promote such legislation as may be beneficial thereto; the propagation of fish and other wildlife, stocking of ponds, feeding of fowl, and all other activities necessary and incidental thereto; to operate archery, pistol, rifle, and shotgun ranges for members and the families of members, with instruction on the proper use of firearms; to hold clambakes and other social activities, and to raise funds for any of the above purposes; and in connection with any of the aforesaid purposes to own, purchase, lease in whole or part, acquire, operate, use mortgage, sell, assign, or otherwise dispose of real estate and buildings necessary, expedient, or proper therein; and in general to do whatever else properly may be incidental to such purposes; and to conduct a club providing for the refreshment, entertainment, exercise, and social diversion of its members, and incidental to these purposes the corporation shall have the right to apply for and use a license to sell alcoholic beverages. No profit shall ensue to any individual of this corporation. Article II. Board of Directors Section 1: Members A. The Board of Directors (BOD) shall consist of (16) Directors including the Chairman of the Board, plus (5) Executive Board Members consisting of a President, Vice President, Membership Secretary, Executive Secretary, and Treasurer. B. Any vacancy occurring within the BOD, from a failure to elect by the MBSC General Membership, or from the death, resignation, or inability of any of the Directors to fulfill their BOD responsibilities shall be filled by decision from the remaining BOD at the meeting at which the resignation is presented or made known, or at subsequent meetings. A sitting Director who misses three meetings in a calendar year without excuse or notification to the Chairman of the Board concerning extenuating circumstances will automatically relinquish his/her seat on the BOD, and shall receive a letter in writing to that effect from the Executive Secretary. C. Directors are elected for a period of (2) years. Half of the BOD positions shall be nominated annually to preserve continuity of business affairs. D. Any member who has been in good standing for a period of three (3) years may apply for a position on the BOD or the Executive Board by notifying the Nominating Committee Chairman. The BOD may waive the requirement that a nominee be a member in good standing for (3) years in individual cases after giving consideration to the nominee’s experience and other qualifications, provided that no more than seven (7) such members exist on the BOD. E. It shall be the duty of the Chairman of the Board to preside at BOD meetings. Section 2: Powers A. The BOD shall have the management of affairs of the MBSC. It shall be their charge to promulgate rules and regulations governing the function of the MBSC. They shall have the right to establish classes of membership, and also to fix the terms and conditions of said membership. B. At the start of each new year (April) the BOD shall determine the Chairman of the Board (COB) that will serve from April through March the following year. The Chair must be a present member of the BOD in good standing, and one that will be present at all monthly meetings. If there is a need for the absence from a meeting they will designate another Board Member to run the meeting one month in advance. C. The BOD shall submit to the membership for vote such matters as they may in their discretion determine upon. No action under this section, however, shall be in any way inconsistent with any provisions of Massachusetts General Laws relating to corporations organized under Chapter 180. D. The BOD shall have the discretionary authority to fairly and equitably contract with members in good standing for work related and/or emergency projects such as snow removal or emergency/safety shooting range enhancements if no volunteers can be found in a timely fashion. The BOD shall make every reasonable effort to first advertise and/or offer projects on a voluntary basis in the monthly newsletter, email notifications, or at General Assembly Meetings prior to contracting for services rendered. In keeping with the MA General Laws it shall be the policy of the club to issue a 1099 Tax Form. E. Forfeiture: The BOD shall have the power by vote of two-thirds (2/3) of the BOD members thereof to forfeit the membership of any member of the MBSC for any improper conduct which is likely to endanger the welfare, interests, or character of the MBSC; for any conduct in violation of the rules of the MBSC; or when Dues or other current indebtedness by any member have not been paid. Article III: Executive Board Section 1: Officers The officers of the MBSC Executive Board shall be President; Vice President; Executive Secretary, Membership Secretary, and Treasurer. Section 2: Duties President It shall be the duty of the President to preside at all General Assembly meetings. He shall be a member “ex-officio” of all committees; but shall not vote on any question before the same, except in the case of a tie vote of the members present. He shall sign on behalf of the MBSC all promissory notes. In case of the absence or inability of the President, the Vice President shall preside. If neither the President nor the Vice President can preside, the BOD shall designate one of their members to act in place of the President.
Vice President It shall be the duty of the Vice President to preside at General Assembly meetings during the absence of the President. In the case both President and Vice President are absent for the General Assembly Meeting, it shall be the duty of the Chairman of the Board to run the meeting. In case of a vacancy in the office of President, the Vice President shall fill the same until the next General Assembly meeting, or until a new President can be duly elected by the general membership. The Vice President shall function as parliamentarian and assist the President in preserving order and decorum in the MBSC.
Executive Secretary It shall be the duty of the Executive Secretary to issue all notices of meetings, to note the proceedings of same, to enter them upon the official minute book, and to cause to be published all notices which by law require such. He/she shall also conduct the general correspondence of the MBSC, all of which shall be open at all reasonable times to the inspection of any member. The Executive Secretary shall conduct all official correspondence, and shall be responsible for re-affiliating the MBSC annually with the NRA, G.O.A.L., and for filing all annual or other reports required by the Secretary of the State of the Commonwealth of Massachusetts. The Executive Secretary shall also be responsible for maintaining and updating all annual club insurances and licenses. The Executive Secretary shall work in concert with the Membership Secretary with regards to tracking and review of new members in good standing concerning participation in the ‘Internship Program’, and shall be responsible for officially submitting the member’s names to the BOD for review and acceptance on their (12) month anniversary date.
Membership Secretary It shall be the duty of the Membership Secretary to maintain the Membership Book and Dues Record and to render any other assistance necessary in this regard to the Executive Secretary. It shall also be the duty of the Membership Secretary to keep track of all new members; both to ensure their smooth transition into the club as members in good standing, and to review their progress with committee heads pursuant to rules regarding the ‘Internship Program’. He/she shall work in concert with the Executive Secretary to assist in the preparation of the list of New Member’s names for review and acceptance by the BOD on their (12) month anniversary date in the ‘Internship Program’. The Membership Secretary shall be authorized to expend such funds as to facilitate official club business per his/her duties as assigned herein.
Treasurer The Treasurer shall keep the accounts of the MBSC. He/she shall collect its funds and disburse them under the direction of the BOD. He/she shall present a complete financial report to the BOD of all accounts at the monthly BOD meetings. The Treasurer shall upon request be made to show the official books to any member in good standing. Per BOD approval the Treasurer shall be authorized to contract with 3rd a party CPA to review and file annual tax returns. He/she shall assist the CPA in filing the Annual Corporate Report to the Attorney General’s Office. The Treasurer and Membership Secretary will reconcile the membership dues and current member payment status. Article IV: Meetings Section 1: Annual Meeting The Annual Meeting of the MBSC shall be held on the last Wednesday of March each year at the Clubhouse off Route 28 North MacArthur Boulevard in the Village of Bourne, Massachusetts. In the event the Annual Meeting is not called as provided above, by mistake or otherwise, the BOD shall call a special Meeting to be held in lieu of and for the purposes of the Annual Meeting. At the Annual Meeting or Special Meeting called in and held in lieu thereof, the MBSC shall hold the Annual Elections. Section 2. General Assembly Meeting The General Assembly Meeting of the MBSC shall be held monthly or at such other interim and at such time as may be designated by the BOD. Special Meetings may be called at any time by the President or Directors, or at the written request of (10) members. Only such business as may be designated in the call shall be considered at any Special Meetings. The Secretary shall notify all members of any Regular or Special Meetings at least (5) days in advance of such meeting. The President shall preside at all General Assembly Meetings, in his absence the Vice President, in his absence the Chairman of the Board, or such other Officer or member as the President may designate shall preside. Article V: Quorum Section 1: General Assembly and Special Meetings Quorum Twenty (20) members in good standing present at any General Assembly Meeting of the MBSC shall constitute a quorum, provided at least four (4) Officers or Directors are present. No business shall be transacted unless a quorum is present. Section 2: Board of Directors Meetings Quorum A quorum of the BOD shall be seven (7). No official business is to be transacted unless a quorum is present. see proviso *Proviso* Pursuant to the Standard Code of Parliamentary Procedure; Emergency Business only that threatens an organization with legal or financial peril may be conducted without quorum if it is in the best interest of the organization to protect against such. Emergency Business transacted without quorum shall be ratified by quorum at the next subsequent meeting to be legally binding. Section 3: Notice A BOD meeting held without notice shall be valid provided all of the Directors are present, or by a writing which is filed with the records of the meeting to waive notice. Article VI: Membership Section 1: Membership Committee The Membership Committee (MC) shall consist of the total of the Board of Directors present at the BOD meeting of the MBSC; whether a quorum is present or not. A majority vote will be considered one (1) more than half (1/2) of those present. The general purpose of the MC shall be to: Review all applicants being held by the Executive Secretary; interview applicants to determine their suitability for membership in the MBSC; to forward to the membership those applicants it deems acceptable for membership in the club; and to review applicants volunteer service record in the ‘Internship Program’ on the anniversary of his/her acceptance into the club and to propose said member for ‘Member in Good Standing’ status on his/her anniversary date. Section 2: Procedure Basic requirements: Applicants must be sponsored by member in good standing for three years; must have one (1) reading before the BOD; must have two (2) separate readings before the General Assembly at monthly meetings; shall participate in the Internship Program with those requirements being; serve twelve (12) hours volunteer service to the club the first year before being recognized as a ‘member in good standing’. All club rights and privileges shall be extended to new members during their Internship year. A. Any person may become a member of the MBSC, if accepted, by completing an application form with the signature of a sponsor; who must be a “Member in good standing”. The sponsor, by signing the completed application, agrees to be accountable for the applicant, and if the applicant is accepted into the club, shall remain accountable during the initial year of the applicant’s membership. The sponsor shall submit the completed application to the Executive Secretary, thereafter, all contact with the applicant will be made through the sponsor. The Executive Secretary shall bring the application before the MC for review. After proper review, the MC shall schedule at least one interview at which the applicant and sponsor shall be present. The MC may accept, hold, or deny any application (prior to the official reading). If denied a first time, a six month waiting period is required before applicant may apply again; if denied a second time, a one year wait is required; and an applicant cannot apply again after being denied a third time. B. If the applicant is approved by the MC, the application is required to be read before one BOD Meeting and two General Assembly Meetings. The applicant and sponsor should make their presence known to the Executive Secretary prior to the start of the meetings.C. At the meetings at which the application is read, the applicant will be called upon by the Chair to give a short dissertation on himself/herself and why he/she wants to become a member of the MBSC. Applicants shall only be voted on by the Membership at a General Assembly Meeting. D. Voting shall be by ‘secret ballot’. Three dissenting votes shall cause disqualification and the applicant is refused membership. Upon acceptance into the MBSC, the applicant shall; (a) immediately pay the Initiation Fee and Annual dues, (b) shall enroll in the Internship Program on one of three separate committees. Acceptance into the club as a member in good standing shall not be considered valid until both (a) and (b) have been accomplished. Section 3: Pledge All members shall subscribe in writing to the following Pledge which states: I certify that I am a citizen or legal resident of the United States of America and that I am not a member of any organization or group which has any part of its program attempting to overthrow the Government of the United States of any of its’ political subdivisions by force or violence; that I have never been convicted of a crime of violence; and, if admitted to membership, I will endeavor to fulfill the obligations of good sportsmanship and good citizenship. Section 4: Forfeiture of Membership See Article II, Section 2: Powers, (E.) Forfeiture
Article VII: Elections Section 1: Nominating Committee In November of each year at the General Assembly or Special Meeting held in lieu of the General Assembly Meeting of the MBSC, the President shall appoint a Nominating committee of five (5) members to include zero (0) Executive Officers and no more than two (2) Directors. This Committee is to consider, select, and gain acceptance for the nomination of a slate of Officers for the Annual Election for presentation to the Membership at the February General Assembly Meeting. Section 2: Floor Nominations At the February General Assembly Meeting, following the Nominating Committee’s report, nominations for office shall be accepted from the floor provided the nominee is present to accept (or by submittal of a personally signed proxy statement of acceptance by the nominee for the office nominated). No floor nominations shall be accepted at the March Annual Election Meeting. Section 3: Elected Offices The following offices shall be elected at the Annual elections Meeting of the MBSC: President, Vice President, Executive Secretary, Membership Secretary, Treasurer, and sixteen (16) Directors. Any nominee for an elected position of the MBSC must be a member in good standing for a minimum of three years before the date of election to be eligible for said positions. Directors shall be elected for a period of (2) years. One half (1/2) of the BOD shall be elected each year. see proviso The BOD may waive the requirements that a nominee be a member in good standing for three (3) years after giving consideration to the nominee’s experience and other qualifications, provided that no more than six (6) such members serve on the Board. Section 4: Balloting A printed ballot shall be prepared prior to the Annual Meeting, including all official nominees and spaces for write-in candidates in each elected office. No electioneering shall be allowed once the Annual Meeting is called to order. Upon completion of voting, the President shall direct a committee to count the ballots. This committee shall report prior to adjournment of the meeting. The report shall include the winners in each office; with the number of votes received by each candidate and posted in the club house.see proviso *Proviso* If the election slate is full, and after query by the President to the General Assembly asking if anyone would be interested in fulfilling an elected position as a write-in candidate, and only after receiving a negative response to same, the entire slate of officers may be cast with one vote by the Executive Secretary. If a positive response is brought to the floor by a member who is interested as a write-in candidate and meets all MBSC requirements, ballots shall be handed out to the General Assembly in attendance and tabulated per normal balloting rules. Article VIII: Officers Section 1: Positions MBSC Officers shall be as follows: Chief Range Officer; Officer of the Archery Range; Officer of the Indoor Range; Officer of the Outdoor Range; Officer of the Trap Range; Officer of the Buildings & Grounds Committee, Officer of the Kitchen Committee, Officer of the Bar/Entertainment Committee. Section 2: Duties / Responsibilities / Scope of Authority No Officer shall have the authority to spend club funds over an amount as determined annually by the BOD for Capital Improvements, General Housekeeping, Maintenance, or Emergencies without prior BOD approval. All Range Safety Violations shall be reported to the Chief Range Officer Chief Range Officer -The Chief Range Officer shall have charge of all ranges and shooting areas of the MBSC and must have a current National Rifle Association Instructor’s rating. He/she shall coordinate with other Range Officers regarding their functions and finances and shall work in conjunction with the Building and Grounds Director for improvements and upgrades where buildings are concerned. He/she shall be appointed by the BOD and shall have the authority to appoint his/her own committee. The Chief Range Officer shall have the authority to administer all Range Rental contracts as approved by the BOD and shall be the Official Point Of Contact (POC) for same. His/her office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to same. The Chief Range Officer shall have the authority to expend club funds in emergency situations where member or guest safety on ranges is concerned as long as those expenditures are not considered Capital Improvements. He/she shall have the authority to expend club funds for routine maintenance on all ranges up to the annually set amount as determined by the BOD. Officer of the Outdoor Range - The Officer of the Outdoor Range shall have charge of the Outdoor Range grounds of the MBSC. He/she shall be appointed by the BOD and shall have the right to appoint his committee. The office shall not entitle him/her to a position as a member of the BOD, not shall it prevent his/her election to it. The Outdoor Range Officer shall have the authority to expend club funds up to the annually set amount as determined by the BOD for emergency repairs, to maintain paper targets and backers, to repair metal bang & clang targets, and to stock certain items to maintain the range in appropriate working order. Projects considered Capital Improvements shall be presented to the BOD for approval. Officer of the Indoor Range - The OIDR shall have charge of the Indoor Range of the MBSC. The OIDR shall coordinate with other Range Officers regarding functions and finances. He/she shall be appointed by the BOD and shall have the authority to appoint his/her own committee. The OIDR office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to same. The OIDR shall have the authority to expend club funds up to the annually set amount as determined by the BOD for routine expenditures such as targets, housekeeping supplies, replacement Air-Scrubber filters, and other items deemed necessary for the day to day safe operation of the IDR. The OIDR shall maintain and support a strict safety program for the IDR and shall have the authority to DQ or remove from the facility any member found to be unsafe while shooting on the IDR. The OIDR shall work in conjunction with the Buildings and Grounds Officer for Capital Improvements to the IDR facility, and shall present before the BOD any Capital projects for approval. Officer of the Archery Range – The Officer of the Archery Range shall have charge of the Archery Range of the MBSC and maintenance thereof, all archery instruction. He/she shall be appointed by the BOD and shall have the right to appoint his/her own committee. He/she shall arrange competitions. He/she shall have the authority to expend club funds up to the annually set amount as determined by the BOD for expendables such as paper targets, replacement targets, house keeping supplies for the Archery Activity areas as long as those expenditures are not considered Capital Improvements. The Archery Officer shall work in conjunction with the Buildings and Grounds Officer to facilitate Capital Improvement projects. These projects shall be presented to the BOD for consideration. The Archery Range Officer shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program when project help is required. Officer of the Trap Range – The Officer of the Trap Range shall have charge of the Trap Range of the MBSC, the printing of scorecards, arranging competitions, and the overall maintenance and housekeeping of the range. He/she shall be appointed by the BOD and shall have the authority to appoint his/her own committee. He/she shall have authority to expend club funds up to the annually set amount as determined by the BOD for maintenance & house keeping supply items not considered Capital Expenditures. His/her office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to it. The Trap Range Officer shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program when project help is required. Bar/Entertainment Officer - It shall be the duty of the Bar/Entertainment Committee Officer to supervise liquor inventory, stocking of bars, and the purchasing of alcoholic beverages in support of club functions. It shall also be the duty of the Committee Officer to lead the committee in planning social club functions and to provide bar staffing for both private as well as public functions. The B& E Officer shall be authorized to expend reasonable discretionary funds to maintain beverage inventory for club functions. It shall also be the responsibility of the B&E Manager to work with the Executive Secretary in order to properly maintain Annual Entertainment and Liquor Licenses, and to obtain TIPS Training Certificates for volunteers on ‘as needed’ basis. His/her office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to it. He/she shall be appointed by the BOD and shall have the right to appoint his/her own committee. He/she shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program when project help is required. Buildings & Grounds Officer - It shall be the duty of the Buildings & Grounds Officer to provide support in maintaining the cleanliness and general upkeep of all MBSC buildings and grounds. He/she shall have the responsibility for all structures and grounds on MBSC property, and shall work in conjunction with all Committee Officers where Capital Projects are concerned. The Buildings and Grounds Officer shall make recommendations to the BOD concerning any Capital Expense equipment and/or projects that may be required for the continued maintenance of club buildings and surrounding grounds. It shall also be the duty of the B&G Officer to support club projects by working in conjunction with other Committee Officers by helping to provide appropriate volunteer labor from the Internship pool, and to prioritize projects based on discussions with the BOD, Committee Heads, and other Officers. The B&G Officer shall be authorized to expend club funds up to the annually set amount as determined by the BOD unless prior approval for additional funds has been approved. Capital Expense projects shall be presented to the BOD for approval. His/her office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to it. He/she shall be appointed by the BOD and shall have the right to appoint his/her committee. The Buildings and Grounds Officer shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program when project help is required. Officer of the Kitchen - It shall be the duty of the Kitchen Manager to maintain necessary annual Food Service Permits; maintain appropriate Food Handlers Licenses; shall maintain a sufficient stock of foods and supplies; shall prepare meals and supervise others preparing meals; shall provide staff for Rental Agreements if required; and shall maintain an “Inspected Kitchen” pursuant to the laws of the Commonwealth of Massachusetts. The Kitchen Manager has the authority to appoint his/her own committee and shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program. He/she shall have the authority to purchase necessary kitchen and galley items to run the day to day operation of same, and shall be expected to maintain a clean, sanitary, and MASS Compliant kitchen. Capital Expenses other than those necessary to maintain the day to day operation of the kitchen shall be approved by the BOD. His/her office shall not entitle him/her to a position as a member of the BOD, nor shall it prevent his/her election to it. He/she shall be appointed by the BOD and shall have the right to appoint his/her committee. He/she shall work in conjunction with the Executive Secretary and Membership Secretary to help facilitate the Internship Program when project help is required. Article X: Amendments These bylaws may be amended at any General Assembly Meeting or a ‘Special Meeting’ in lieu of a General Assembly Meeting of the MBSC by a vote of two-thirds (2/3) of those present and entitled to vote, a quorum being present, providing the general nature of the proposed amendment(s) are set out in the call for the meeting. Addendum 1: (Slate of Officers-Current)
Addendum II Wednesday Dec. 13, 2006 General Rules Section 2: Dues added information: Dues shall be paid in full by any member joining or re-joining the club from April 1- Dec. 31. Members joining after Dec. 31 through March 31 shall pay pro- rated dues equal to ½ of the full dues amount.Bylaws Article VI Section 2: Procedure Basic requirements: Applicants must be sponsored by member in good standing for three years; changed to: Basic requirements: Applicants must be sponsored by member in good standingInternship Program New Members will rotate between the three committees during this (6) month period which offers a great opportunity to meet other long standing members, gives you a chance to become more familiar with the inner-workings of the club, and offers MBSC members in good standing an opportunity to get to know you, our newest members. During the Internship Program period new members shall have full access to the MBSC facilities. changed to: New Members will rotate between the three committees during this (12) month period which offers a great opportunity to meet other long standing members, gives you a chance to become more familiar with the inner-workings of the club, and offers MBSC members in good standing an opportunity to get to know you, our newest members. During the Internship Program period new members shall have full access to the MBSC facilities
Last Update: 05/04/2008 |