Club By-Laws

T.H.E. ARCHERY CLUB

founded 1991

 

PREAMBLE

The purpose of this organization is to:

 

1.   Unite archers to work effectively in further developing the sport of archery.

2.   Promote the sport of archery through family participation and education with a strong emphasis on target shooting and hunter safety.

3.   Promote and encourage individual choice of equipment.

4.   Maintain a close working relationship with federal conservation groups, law enforcement agencies, and land owners to insure a place to shoot and enjoy archery.

 

BYLAWS

 

ARTICLE 1 – NAME OF CLUB

The name of this club shall be “T.H.E. Archery Club”; with the letter “T” standing for target, “H” for hunting, and “E” for education. They will hereinafter refer to T.H.E. Archery Club as “the club,” and our mailing address will be P.O. Box 4571, Topeka, KS, 66604.

 

ARTICLE II – OFFICERS

Section 1 The club shall elect a president, vice-president, secretary, treasurer, range captain, and six members to serve on a board of directors.  The president shall preside over all board meetings.

 

Section 2 Any member of the club and their spouse shall be qualified for nomination for election as an officer and/or director if they meet the following conditions:

(a) Member in good standing

(b) Current year’s dues are paid or hold Life Member Status

(c) At least eighteen years of age

(d) Not convicted of a felony or game law violation while a club member

(e) Have been a member for at least 6 months

 

ARTICLE III – CALENDAR YEAR

As of January 1, 2011 the club shall run on a calendar year.

ARTICLE IV – NOMINATIONS AND ELECTIONS

Section 1 At the board meeting in July of each election year, the president shall appoint an election committee of three from the club membership.

Section 2 The election committee shall screen all members nominated who meet the qualifications set forth in Article II, Section 2 and who express a desire to hold office. In the September newsletter the election committee shall publish the names of candidates for each position.

Section 3 Elections shall be held by secret ballot at the October board meeting.

(a) Each member shall have one vote.

(b) The election committee shall furnish each qualified voter a ballot on which the names of the candidates will be listed in alphabetical order.  Preference shall be made by placing an (X) by the name of the candidate or candidates of the voter’s choice.

(c) For elections to the board of directors where more than one vacancy is to be filled, the number to be voted on shall be stated on the ballot.  Any ballot marked in excess of that number shall be void and not counted.

(d) Ballots shall be placed in a ballot box and counted by the election committee.

(e) Candidates receiving the highest number of votes shall be declared elected.  In the event of a tie, a run off vote by secret ballot shall be held immediately.

(f) Any controversy surrounding nominations or the election shall be referred to the election committee for a final binding decision.

(g) Candidates must be present when nominated or have presented a letter of intent.

(h) Absentee ballots may be made available in advance of the election. Any member eligible to vote may request either by mail, or in person an absentee ballot from the election committee and vote same, returning marked ballot in a sealed envelope with senders name on the sealed envelope only to the election committee chairperson prior to the election.  All absentee ballots shall be verified per election committee list, counted, and registered in the total vote reported by the election committee at the time the regular ballots are counted and totaled.

ARTICLE V – TERMS OF OFFICERS

Section 1 Officers and members of the board of directors shall be elected for a one (1) year term.

Section 2 Any officer or board member shall be permitted to resign after submitting a statement containing the reason for resigning to the president.

Section 3 If an officer or board member shall be absent from three (3) consecutive board meetings without due authority, he, or she, shall be deemed to have vacated their position.  If any officer or board member shall act in any manner not in harmony with the welfare of this club, upon such findings, and with approval of the majority of the board of directors such officer or board member shall no longer be an officer or board member of this club. If there is any vacancy in any office or board member position the president shall appoint a successor to serve the remainder of the unexpired term with the approval of the board of directors.

Section 4 The club may recall any of its officers or board members when 51 percent of the qualified voters of the club request such a recall vote by written request, stating the reason for recall.  Upon written request being received by the board of directors, such written request shall be taken up at the next board meeting of the club. If the motion is approved by at least fifty-one percent of the qualified voters in the club, it shall be carried.  If such recall is carried, the president or in his or her absence, the next officer in rank, shall appoint replacements.  All officers or board members so elected shall serve for the remainder of the term of the officer or board member they replaced.

ARTICLE  VI – DUTIES OF OFFICERS

Section 1 President – Preside at all board meetings, appoint all committees with approval of the board of directors and be an ex-officio member of all committees.  Decide all questions of order in the manner prescribed in Robert’s Rule of Parliamentary Law or any other like recognized authority.

Section 2 Vice-President – Shall discharge the duties of the president in the absence or disability of the president, or his/her unwillingness to serve, shall discharge the duties of the president.

Section 3 Secretary – To keep full and correct minutes of all meeting of the club.  The secretary shall select a member in good standings from the roster of the club to assist the secretary and be designated as assistant secretary. The secretary shall be responsible for all official correspondence.

Section 4 Treasurer

(a) Make all expenditures by check upon receipt of invoice and the accountable committee chair person’s approval.

(b) Record and maintain records of all club funds and inventories of property, showing sources, dates of acquisition, cost of and final disposition. Inventories are to be provided by the committee chair-persons.

(c) To receive all money for deposit or an itemized accounting of money deposited.

(d) Report at regular club and board meetings the current financial status of the club.

(e) All records must be kept current, legible, and available for review.

(f) At the expiration of the term, turn over to successor all funds, records and books of the club in custody.

Section 5 Range captain – The range captain shall be responsible for the upkeep, maintenance, and alterations all the club ranges. The range captain is also responsible for the range preparation all shoots.

ARTICLE VII – COMMITTEES

Section 1 The following committees shall be appointed by the president when deemed necessary.

(a) Finance – It shall be the duty of this committee to oversee disbursement of funds and instruct the treasurer to disburse said funds upon receipt of statement.  This committee, in cooperation with other appointed committees, shall for the beginning of each year establish a club budget and present it to the board of directors for approval at the June meeting.  This budget is to include all fixed expenses, proposed committee expenditures, dues received, and income from committee projects.

(b) Audit –  The president shall appoint a chair-person together with at least three (3) club members who shall audit the books of the treasurer, the membership books and dues records of the member in residence.  This shall be done immediately following the end of each calendar year.

(c) By-laws and Rules –  It shall be the duty of this committee to recommend to the club any amendments deemed necessary to the by-laws annually.  Any changes in the rules which are approved by the board of directors shall be given an appropriate number at the time of approval.  This committee shall write up the changes and present at the next board meeting for approval of structure. The approved change will then be given to the newsletter editor for publishing. The new copy with approve changes will be put on file as well as posted to our website. Each member will be notified of changes in the next news letter and/or email. A printed copy will be mailed only if requested by member.

 

ARTICLE VIII – MEETINGS

Section 1 Meetings of the board of directors shall be held monthly on the second Thursday of the month. The board shall receive, consider and act upon all business that may be before them.  All membership business will be voted on by secret ballot, and/or a show of hands.

Section 2 Committee meetings shall be held upon call of the president or chair-person of the committee.

Section 3 Special meetings of the club or of the board of directors may be held upon the call of the president or the chair-person of the board

ARTICLE IX – MEMBERSHIP

Section 1 There shall be both yearly memberships and Life Memberships offered. The dues and privileges shall be set by the Board of Directors.

ARTICLE X – DUES

Section 1 Amount of dues and their collection

(a) Dues are to be adjusted to current financial indexes (such as insurance, taxes, newsletter, utilities, etc) and the economy by the board of directors and approved by the membership of the club.

(b) Dues may be mailed or paid to the treasurer, secretary, or persons designated by the treasurer.

(c) A MAINTENANCE FEE WILL BE DUE ANNUALLY BEGINNING WITH January, 1ST OF EACH YEAR EXCEPT IN THE CASE OF LIFE MEMBERS. AFTER October, 1ST EACH YEAR THE FEE SHALL BE CARRIED FOR THE NEXT DUES YEAR.

ARTICLE X – GENERAL

Section 1 A majority of the board of directors shall constitute a quorum. A majority vote by the quorum is needed to take action.

Section 2 Board members shall attend all board meetings.  Satisfactory excuses for absences shall be furnished to any officer or board member who will in turn notify the board in every case where a board member is not present at such meetings.

Section 3 Each new member of this club may request a copy of the by-laws and rules of the club in writing or obtain it from the website.

Section 4 The secretary or treasurer or persons designed by the board shall be authorized to pick up mail at the post office.

Section 5 The board of directors may pass rules for the use and enjoyment of the club.  The board may hold hearings and administer punishment for violation thereof.

ARTICLE XI – AMENDMENTS These by-laws may be amended by a vote of a majority of those present at a regular board meeting, (or) special meeting called for that purpose. Notice of such purpose shall be given to all members in the form of the next quarterly news letter or via email. Publication of notice in the newsletter or email shall constitute notice.

RULES AND REGULATIONS

Section 1 A member with current yearly dues paid, or a Life Member, entitles the member, spouse and all children living at home, to all privileges and rights of club property.  Married children shall be considered a new family and not entitled to use of the club without purchase of a new membership. Unmarried service personnel, minor children, and college students shall be considered living at home.  Each member is responsible for all members of his family and guests.

Section 2 Each eligible member shall be required to possess a key and shall keep the gate closed and locked when entering and leaving the club property.  The gate is to be locked at all times except for scheduled events and during the day on weekends. Extra keys are available for the member in residence for a fee of $2.00.

Section 3 Guests will be allowed on the following conditions only:

(a) Nonmembers will be allowed at scheduled club events at fees set by the committee handling the event.

(b) Each member who has house guest who live more than 100 miles from the club will be allowed to bring them to the club to use the facilities with no fees required.  Such guest are restricted to a maximum of three days per year.

(c) The members will be responsible for the actions of all and all fees.  The fees will be paid to the treasurer. Violations of the above are subject to Section 18.

(d) Youth groups and church outings will be encouraged and always will be permissible under proper supervision and upon prearranged approval of the board of directors.  All facilities may be used with no fee required.

Section 4 No hunting on club property at any time.

Section 5 Broad head arrows will be permitted only on designated broad head ranges.

Section 6 No fireworks, except in designated areas, then only on July 4th. There must be by board approval or Tecumseh Fire Department.  No ground fires except by work parties.

Section 7 Camping will be permitted in designated areas.

Section 8 The operation of any motor vehicle in such a manner that it is likely to damage club property or interfere with the use and enjoyment of the club facilities by any other member is prohibited.

Section 9 Driving and parking shall be restricted to designated areas.

Section 10 To secure a new membership:

(a) An individual must be of good character and reputation.

(b) Application, either by the individual or a member of his family on his behalf, shall be on the form provided by the club or obtained by the website.

(c) Application must be accompanied by the first years dues or payment of Life Membership fee.

Section 11 Annual dues are payable on January 1st of each year.

Section 12 The consumption of alcoholic beverages will not be allowed on any target, bow hunter, 3-D, and practice range.

Section 13 Willful destruction of property will not be tolerated.

Section 14 Charges of violations of any of the club rules shall be made in writing by the accuser and the accused shall appear before the board for a hearing.  The conviction of the offense could result in suspension or termination of membership, if recommended by the board, and no refund of membership fee.  A member shall be entitled to a hearing before the board of directors after one (1) year and may be restored to full membership by a vote of the board.

Section 15 Anything pertaining to use of the club property and interpretation shall be left to the discretion of the board of directors for a decision.

Section 16 Shooting time on all ranges will be from dawn to dusk.

Section 17 All shooting will be done on approved courses showing which way to go with approved back stops for maximum safety.

Section 18 The club will purchase liability insurance. The amount and agency used shall be voted on by the board of directors.

Section 19 No crossbows allowed.

Section 20 Any archer upon reaching the age of 62 may be granted an honorary membership to the club.

Section 21 Those individuals who have financial interests in the affairs of the club, by virtue of their having co-signed a bank note or having contributed financially to the procurement of the property, shall be consulted about any actions the club might take which would substantially affect the club’s ability to meet its prior obligations. No substantial indebtedness shall be incurred without their approval.

Section 22 Borrowing Authority; Any decision made to barrow funds on behalf of the club must be voted on and approved by a majority of the board of directors serving at such time. Such action requires documentation signed by four officers and two board members.

 

ARTICLE  XII DISSOLUTION CLAUSE

The club is organized exclusively for recreation and education.  No part of the net earnings of the corporation shall inure to the benefit of, or to be distributable to its members, trustees, officers or any other private person, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in this article.  Upon dissolution of the corporation, the board of trustees shall, after paying or making provisions for payment of all of the liabilities of the corporation, dispose of all of the corporation’s assets and properties in such manner: All assets and properties shall be turned over to the  Kansas Department of Parks and  Wildlife, to be used by said department for the benefit of Shawnee County Hunter Education.

Revised 1/31/2013