CONSTITUTION AND BY-LAWS
OF THE
R.C. SPORTSMEN’S CLUB, INC
NEW BALTIMORE ROAD
TOWN OF NEW BALTIMORE
COUNTY OF GREENE
STATE OF NEW YORK
Approved March 20th 2024 to take effect same date.
INDEX
Article I Name and Purpose
Article II Management
Article III Officers and Their Selection
Article IV Duties of Officers
Article V Meetings
Article VI Committees
Article VII Membership
Article VIII Dues
Article IX Expulsion
Article X Reinstatement
Article XI Clubhouse and Ground Rules
Article XII Finance
Article XIII Amendments
ARTICLE I - NAME AND PURPOSE
Section 1. This Club shall be known as the R.C. SPORTSMEN’S CLUB, INC. and by no other name.
Section
2. The purpose for which this Club is
organized are to conserve, restore and manage the game, fish and other wildlife
and its habitat; seek to obtain better fishing and hunting for sportsmen;
promote and maintain friendly relations between landowners and sportsmen; and
to promote respect for, and observation of, the fish and game laws.
Section 3. The Club shall operate without profit, be
non-political and non-sectarian
ARTICLE II – MANAGEMENT
Section 1. The Management of the Club shall be vested on the Executive Board consisting of a President, Vice President, Recording Secretary, Treasurer, Financial Secretary, and a six-member Board of Directors.
ARTIICLE III – OFFICERS AND THEIR SELECTION
Section 1. The President has the power to select a five-member nominating committee in the month of January. These five members are to nominate qualified Active or Honorary members who they believe are best suited for office. These names will then be brought up to the floor at the February meeting for approval or disapproval by the Club membership. Any other names of persons to be considered for office must be presented at this meeting. At the March meeting only the names of the members accepted by the Club membership at the February meeting will be voted on. The election of new officers will be determined by a majority of the members and Honorary members voting at March meeting.
Section 2. The Executive Board shall be elected yearly. Every year, two members shall be elected for a three-year term on the Board of Directors.
Section 3. In the event of a vacancy in any office, the Board of Directors shall recommend an Active or Honorary member to fill the vacated position. This recommendation shall be voted on at the next monthly meeting to fill the unexpired term until the next general election.
Section 4. If an officer is absent for three consecutive monthly membership or monthly board meetings without a valid reason, The Executive Board shall, by a unanimous vote. deem the office vacated.
ARTICLE IV – DUTIES OF OFFICERS
Section 1. Management shall have charge of the affairs of the Club between meetings and shall meet at such times as the President may designate. The Management shall have the power, at its discretion, to examine the books and accounts of any officer or committee. It shall make a report of its proceedings at the next meeting of the membership. After the report of the proceeding held by Management the Club shall hold discussions on the report and, by vote, determine on a course of action most beneficial to the Club’s best interest. Management may also make decisions between meetings for the good of the Club per Article 12 Section 3 The Board of Directors shall assist the Executive Board in their duties. They shall make regulations regarding Grounds, Clubhouse and Equipment. They also will be responsible for recovering Club property as deemed necessary.
Section 2. The President shall preside over monthly membership and Executive Board meetings and maintain order; shall make appointments of all committees and special officers, shall vote only in case of a tie; and shall be a member of all committees. The President shall call a meeting of Management upon the written request of two (2) members. Seven (7) Management members shall constitute a quorum.
Section 3. The Vice President shall assume the duties of the President in the absence of the President; shall assist the President at all meetings the President presides over and head the Sickness and Health committee.
Section 4. The Financial Secretary shall keep a current financial statement of all member’s dues; shall receive and handle all financial correspondence of the Club.
Section 5. The Recording Secretary shall keep a record of the minutes of all meetings and handle all non–financial correspondence
Section 6. The Treasurer shall have charge of all finances of the Club; shall give a report of the financial standing at every meeting.
Section 7. In the event that both the President and Vice President are absent, the Senior Board member present shall preside over meetings.ARTICLE V – MEETINGS
Section 1. The regular membership meeting of the Club shall be on the Third Wednesday of each month at 7:00PM. The Annual meeting will be held prior to the April membership meet. The roll book for the regular and annual membership shall be closed one half hour after the start of the meeting. Members (as defined in article VII) arriving after the book is closed shall be allowed to vote on issues provided that the member is present for the discussion of the entire issue. The meeting will not count toward attaining or maintaining Active membership status once the roll book is closed. The time the roll book is closed shall be recorded.
Section 2. In the event of the need for a special meeting, a committee appointed by the President shall notify all members of the meeting at least three (3) days in advance.
Section 3. All meetings shall be conducted according to Roberts Rules of Order and open discussion from the floor shall be permitted and encouraged. A copy of Roberts Rules of Order shall be at the Club for reference as needed.
Section 4. No person, who is not a member of the Club, shall be present at a meeting of the Club unless a member, who has the consent of the President, has specifically invited him/her.
Section 5. Notice will be given to each member of the Club of every Annual meeting.
Section 6. At the Monthly and Annual membership, no less than ten (10) Active and/or Honorary members or any combination Thereof shall constitute a quorum for all matters relating to the Club.
Section 7. At meetings of the Board of Directors, four (4) members of the Board shall constitute a quorum and a majority vote of the Directors present at any such meeting shall prevail.
ARTICLE VI – COMMITTEES
Section 1. The Delegated committees of the R-C Sportsmen’s Club are, but not limited to the following: A. Nominating B. Fishing Derby C. Club Rental D. Raffle E. Hunter Safety F. Archery (Including Children’s) G. Cleaning H. Grounds I. Horse Shoes J. Range K. Web/ social media L. Kitchen M. Peanuts, Candy & Refreshments N. Pistol O. Trap P. Special Meetings (See Article V Section 2) Q. Darts R. Bi-Laws S. Greene County Alliance T. Sickness and Health U. Hats & Coats
Section 2. Sickness and Health Committee (Duties and Responsibilities) It shall be the duty of this committee to report all known sickness of members to the Club and render fitting aid and encouragement. They shall when deem proper, show our token of thought in a suitable manner. Upon the death of a member, this committee will see to it that proper acknowledgement is made.
Section 3. New committees may be appointed by the President and the Board of Directors according to the needs and requirements of the Club.
Section 4. The President may, for the good of the Club, recall and disband any appointed committee.
Section 5. The head or chairperson of any committee must be a member of the R-C Sportsmen’s Club in good standing.
Section 6. All committee heads/chairpersons will by virtue of their role be Active members.
Section 7. All committee members must be members of the R-C Sportsmen’s ClubARTICLE VII – MEMBERSHIP
Section 1. An individual seeking membership in the R.C. Sportsmen’s Club must be proposed by one (1) and endorsed by a second (2nd) Honorary or Active member. A completed Club application must be submitted to the Board of Directors. An application fee of fifteen dollars ($15.00) and a fifteen- dollar ($15.00) key card deposit must also be included with the application to the Club. Upon receiving the application, the fee and deposit, the Board of Directors will schedule an interview with the applicant. The Board of Directors will make a decision as to accept or deny the applicants request to join the Club. If the Board accepts the applicants request for membership, the members of the Club will vote on acceptance of the applicant. If membership is denied the fifteen-dollar ($15.00) key card deposit will be returned to the applicant. Upon separation from the Club a member must return his/her key card. If the key card is returned in working order the fifteen-dollar ($15.00) deposit fee that was paid for the key card will be returned. In the event the key card is not returned in working order the fifteen-dollar ($15.00) deposit that was paid for will be forfeited. Any member who loses, destroys, or otherwise renders the key card inoperable will forfeit their fifteen-dollar ($15.00) key card deposit. A member may request a replacement key card. An additional fifteen-dollar ($15.00) deposit will be required prior to the new card being issued.
Only members who have paid the fifteen ($15.00) key card deposit fee shall be entitled to a refund when the card is returned to the Club in working order. Membership to the R.C. Sportsmen’s Club shall be confined to persons which are citizens of the United States, of good moral character and who meet such additional requirements may be contained in any law or regulation applicable to this Club. Membership in this Club entails, in part, returning all raffle tickets to the raffle committee at least one (1) week prior to the regular October membership meeting. The membership of the R.C. Sportsmen’s Club shall be divided into five classes, Honorary, Active, Social, Junior-Active and Junior. Maximum membership for the Honorary, Active, and Social members of the Club shall be three hundred (300)
Section 2. HONORARY members shall be active members in good standing, have served as such for at least five (5) years of consecutive active membership and have attained the age of sixty-five (65). Any member meeting the above criteria may request Honorary membership from the Board of Directors. Upon verification of the active members qualifications, the Board of Directors shall present the request to the membership for vote. Honorary members are eligible to vote on any and all Club matters. Honorary members are eligible to hold a management position.
Section 3. ACTIVE members must attend four (4) regular monthly membership meetings per year. Active members must serve on two (2) committees or work two (2) work parties or a combination thereof per year. All Active members except Junior-Active are eligible to hold a management position. Management members are exempt from committees and work parties. Active members are eligible to vote on any and all Club matters.
Section 4. SOCIAL members shall serve a probationary period of one (1) year from the time their membership is approved. To become an Active member the Social member must prove to the Board of Directors their willingness to actively serve the Club. They must serve on four (4) committees or participate in four (4) work parties or a combination thereof. They must also attend six (6) regular monthly membership meetings within this one (1) year period. (A Social member is not required to become an Active member). A Social member may become an Active member by fulfilling these requirements and requesting Active status from the Board of Directors. Upon verification of the Social members qualification, the Board of Directors shall present the request to the membership for vote. A Social member shall enjoy the privileges of Honorary and Active members. Social members may vote on Club matters. Social members are not eligible to vote on financial matters or hold a management position.
Section 5. JUNIOR-ACTIVE member shall be at least twelve (12) and less than twenty-one (21) years of age. They may attend monthly membership meetings and have a voice in Club matters. Junior-Active members twelve (12) thru seventeen (17) years of age are ineligible to vote on any Club matter. Attaining the age of eighteen (18) a Junior-Active member is eligible to vote on any and all Club matters. Junior-Active members must subscribe to the requirements of Active membership in order to maintain their Junior-Active status. Advancement from Junior member to Junior-Active member must be approved by the Board of Directors. Junior-Active members are ineligible to hold a management position or to possess a Club key card. (Junior-Active and Junior members shall pay the same as it relates to dues).
Section 6. JUNIOR members shall be at least twelve (12) and less then twenty-one (21) years of age. They may, but are not required to, attend regular monthly membership meetings. Junior members shall have a voice in Club matters. Junior members twelve (12) thru seventeen (17) years of age are ineligible to vote on any Club matters. Attaining the age of eighteen (18) a Junior member is eligible to vote on Club matters. Junior members are ineligible to vote on financial matters. A Junior member can achieve Junior-Active status by serving on four (4) committees or participating in four (4) work parties or a combination thereof in a year. Advancement from Junior to Junior-Active must be approved the Board of Directors. A Junior member is ineligible to hold a management position or to possess a Club key card. A parent or legal guardian must sign the application for Junior membership. (Junior and Junior-Active members shall pay the same as it relates to dues)
ARTICLE VIII – DUES
Section 1. Annual dues for Active members shall be eighty dollars (80.00); Annual dues for Social members shall be one hundred dollars (100.00). Annual dues for Junior members shall be ten dollars (10.00). Dues for Honorary members shall be ten dollars (10.00). Up to ten dollars (10.00) of the dues may be deferred through the sale of raffle tickets. Raffle tickets shall be issued at the annual membership meeting held in April. The raffle will be held at the October membership meeting. The membership year shall run from April 1 through March 31.
Section 2. Dues for the year shall be paid at the annual meeting, but no later than the end of April. Any member who has not paid their annual dues by the end of April will be considered delinquent and dropped from the membership roll.
Section3. Any member entering the Armed Forces shall be carried as a member until their return from active duty.
Section 4. A member suffering a hardship may by the recommendation the Management, be relieved of payment of dues.
Section 5. The yearly dues must be paid in full within sixty (60) days of notification of membership or the initiation fee will be forfeited and the application will be considered withdrawn. If membership is still desired, a complete application including the initiation fee of fifteen dollars (15.00) must be resubmitted. Individuals attaining membership on or after the regular September membership meeting shall pay ninety dollars (90.00) dues but will not be issued raffle tickets unless specifically requested. There will be a ten-dollar (10.00) charge for the requested raffle tickets. The sale of these tickets may be used for dues deferral.
Section 6. Yearly dues will not be prorated regardless of what time of the year an individual is approved for membership.
ARTICLE IX – EXPULSION
Section 1. Any member may be expelled from the Club for just cause provided that the accused has been: A. Served with a notice of expulsion. This notice will be served to the accused by first class mail and by certified mail, receipt requested. The notice must list any and all of the reasons that may be cause for expulsion. The notice of expulsion must be signed by a majority of the Board of Directors.
B. These charges must be received by the accused at least seven (7) days in advance of the next regular Board meeting.
C. The accused shall have the right to attend this Board meeting and will have the opportunity to present his/her case.
D. If, after an investigation and examination by the Board, the Board decides an expulsion serves the best interests of the Club, the Board shall notify the accused member’s rights of access to the Club will be suspended. Their key card will be deactivated and the member will not be allowed on Club property.
Section 2. The matter of expulsion will be reported to the membership at the next regular monthly membership meeting. The suspended/accused member may attend this meeting. At this meeting the accused member may present their case to the membership either verbally or in writing.
Section 3. The matter of expulsion will be voted on at the next regular monthly membership meeting. The recommendation for expulsion must made by the Board and the matter will be decided by secret ballot of the members present and voting. The ballot shall carry only if two-thirds (2/3) or more of the members voting approve the expulsion.
Section 4. The notification of expulsion and the results of the vote shall be sent to the accused by first class mail and by certified mail, return receipt requested. A majority of the Board must sign this notice and inform the accused of their status, either expelled or returned to Active member status.
Section 5. All correspondence from the Club to the accused must be sent by the Recording Secretary.
Section 6. Upon notification of expulsion the accused shall have thirty (30) days to return any Club property in his/her possession to any Board member. This Board member will then return the property to the Club.
ARTICLE X – RESINSTATEMENT
Section 1. Any member dropped from the membership roll for non-payment of dues may be reinstated at the discretion of the Board of Directors.
Section 2. Any member who is reinstated by the Board of Directors must comply with the provisions stated in Article VIII -dues Section 1, Section 5 and Section 6. Also, the reinstated member must pay a fifteen (15.00) reinstatement fee. These terms must be completed for the reinstatement to be activated.
Section 3. Any former member who resigned in good standing may apply for reinstatement at any regular membership meeting. Such applicant may be reinstated by a majority vote of the members present at this meeting. Payment of annual dues according to Article VIII – Dues must be completed for the reinstatement to take place. Section 4. Former members who are reinstated will not be required to pay past annual dues with the exception of the current year as stated in Article VIII – Dues, Section 1.
ARTICLE XI – CLUBHOUSE and GROUND RULES
Section 1. Any member may bring two guests to the Clubhouse. The member will be responsible and liable for his/her guest's actions.
Section 2. Members only will be allowed to hunt on Club property.
Section 3. Members may rent the Clubhouse for a fee set forth by the Board of Directors. A deposit of one hundred dollars (100.00) must be submitted along with the rental fee at least two weeks in advance of the event. The member who rents the Clubhouse for an event will not be subject to the two guest’s clause of Section 1 of this article during the course of the event. The member who rents the Clubhouse will be responsible and liable for the attendees at the event. The member will also be responsible for any cleaning required due to the nature of the event. After the event is over, Board members will inspect the Clubhouse for damage and to ensure clean-up is completed. After a satisfactory inspection the $100.00 deposit will be returned to the member.
Section 4. All members in good standing shall not be deprived of his/her Club rights provided it does not interfere with Club functions or rentals.
Section 5. It is the responsibility of all members to keep the Clubhouse and grounds in good condition.
Section 6. There shall be NO loaded firearms on the main floor of the Clubhouse.
Section 7. Club property (tables, chairs, etc.) may not be borrowed except for Club sanctioned functions,
ARTICLE XII – FINANCES
Section 1. Management shall audit books annually.
Section 2. Management shall designate the bank or banks in which Club funds shall be deposited.
Section 3. Management shall have the authority to make emergency expenditures not to exceed $999.99 (nine hundred ninety-nine dollars and ninety-nine cents) between regular monthly membership meetings, with the exception of a catastrophic emergency.
Section 4. Any expenditure in excess of
$1000.00 (one thousand) dollars must
be presented at a regular monthly membership meeting. The proposed
expenditure will be discussed, tabled, posted and placed on the
agenda for the next regular monthly membership meeting for vote.
ARTICLE XIII – AMENDMENTS
Section 1. Amendments to the By-Laws of the R.C. Sportsmen’s Club, Inc. may be proposed and presented by any Active and/or Honorary member. The proposed amendment(s) shall be presented to the membership at any regular monthly membership meeting.
Section 2. The proposed amendment(s) will be discussed, tabled, posted and placed on the agenda for the next regular monthly membership meeting for vote.
Section 3. Any amendment(s) to the by-laws must be approved by a 2/3 (two-thirds) majority vote of the members present at the meeting who are eligible to vote on Club matters.