By-Laws of Chambersburg Rod and Gun Club, Inc.
P.O. Box 203
Chambersburg, PA 17201
Revised May 15, 2007
The name of this organization shall be the Chambersburg Rod and Gun Club, Inc.
The objectives of this Club are to promote interest in the conservation of our natural resources, such as forest, water, soil, fish and wildlife; to promote interest in hunting, fishing, and outdoor life; to conduct skeet, trap, rifle, pistol, shooting sporting clays, and archery contests; to assist the Pennsylvania Game and Fish Commission with their stocking programs; to receive by dues, donations or other means, funds for carrying on the activities of the Club; and, to provide entertainment and recreation.
Admission to Membership and Resignation
Any person applying for membership shall upon payment of an initiating fee and the regular annual dues be a paid member through the calendar year in which the membership is obtained. (See House Rules for current fees and dues.) Membership shall continue through the subsequent years upon payment of an annual fee.
Any boy or girl between eight and eighteen years of age who is sponsored by a member in good standing shall be eligible for junior membership in the Club. There shall be no junior membership fee. Any youth who is a junior member shall be eligible for senior membership without the initiation fee upon their eighteenth birthday and payment of an annual dues fee. Any junior member who does not become a regular member before their nineteenth birthday shall pay the initiation fee as stated in Article 7, Section 3. Junior members require adult supervision when using Club facilities. Any and all team rules prevail as to age limitations for team participation.
Any person charged with conduct unbecoming a member of the Club, and against whom charges are sustained, after due and proper hearing before the Executive Committee may be expelled from membership by a majority vote of the entire Executive Committee.
Any person whose membership in the Club has been terminated in any manner shall forfeit all interest in any funds or other property belonging to the Club; the use of the Club facilities available to Club members shall also be forfeited.
An honorary membership may be granted to any individual by a favorable vote of the Club at any regular meeting. The Executive Committee shall review all honorary memberships at the Executive Meeting in January.
Any President, Vice-President, Secretary, Assistant Secretary, Financial Secretary or Treasurer serving ten years or more shall become a Life Member in the Club without payment of the annual dues, but having the same rights and privileges as a regular paying member
Any member who demonstrates outstanding work or service to the Club may be selected for a Life Membership. A Life Membership shall be awarded to an individual by a majority vote of the attending current life members. A person must be a member in good standing for ten consecutive years prior to selection of Life Membership.
The Executive Committee shall present the Life Member with a special life member card.
Any member of the club serving on active military duty of the United States shall not be required to pay yearly dues to maintain their membership.
Officers and Their Duties
The officers shall be as follows: President, Vice-President, Secretary, Assistant Secretary, Financial Secretary, and Treasurer. These officers shall perform their duties as follows:
- President – It is the duty of the President to preside at all meetings. In case of a tie vote, it is the President’s privilege to cast the deciding vote. The President shall appoint all committees and any necessary special committees.
- Vice-President – It is the duty of the Vice- President to serve in the absence of the President and serve as aide to the President. The Vice-President shall be chair of the Ways & Means Committee and fulfill all duties associated with said committee.
- Secretary – It is the duty of the Secretary to keep detailed minutes of each meeting, to read the minutes of the preceding meeting and to take care of all correspondence.
- Assistant Secretary – It is the duty of the Assistant Secretary to serve in the absence of the Secretary.
- Financial Secretary – It is the duty of the Financial Secretary to receive monies accruing the Club from dues, initiation fees,and key cards and to turn those monies over to the Treasurer. The Financial Secretary shall keep a complete record of all the members and their addresses.
- Treasurer – It is the duty of the Treasurer to receive any and all monies accruing to the Club from any and all sources. The Treasurer shall keep a complete record of all receipts and expenditures of the Club and pay all bills approved by the Club. It is the Treasurer’s responsibility to collect all financial reports and related documents from each committee, and deliver said material to a Certified Public Accountant for the purpose of preparing the annual Internal Revenue Service tax forms. The Treasurer shall read a report of the Club’s financial standing at each regular meeting.
The Executive Body or Committee of the Club shall be the Officers and a Board of Directors of nine members, three of which are to be elected annually, as herein provided.
Duties of the Executive Committee shall be as follows:
(1) To conduct all business of the Club and shall be accountable to the Club. Seven members shall constitute a quorum at an Executive Board Meeting.
(2) To conduct all business of the Club subject to the approval of the Club for all amounts in excess of $500.00.
(3) To select a member of the Club to fulfill any vacancy which might occur on the Executive Committee for the unexpired term.
(4) To replace any member of the Board of Directors who fails to attend three consecutive meetings of the Executive Committee without making a satisfactory explanation.
The President at the regular September meeting shall appoint a Nominating Committee. It shall be the duty of this Committee to nominate members for the offices being voted on for that year, and to nominate members to be elected to three Directors positions to serve on the Board of Directors. The Nominating Committee shall present their nominees at the regular November meeting.
The election shall be held at the regular December meeting with the officers being elected as follows: Officers shall be elected for a two-year term with the President, Treasurer, and Assistant Secretary being elected on the even numbered years and Directors for a three-year term.
The regular Club meeting in January shall be known as the Annual Dinner and Awards Banquet and shall be for the purpose of installing the officers and directors, for officers and all committees to give annual reports, and any other business that may arise.
A regular meeting of the Club shall be held on the third Tuesday of each month at 7:00 p.m., unless otherwise ordered by the President.
A regular meeting of the Executive Committee shall be held on the first Monday of each month at 7:00 p.m., unless otherwise ordered by the President.
Fifteen of the active members of the Club shall constitute a quorum at a regular meeting.
To maintain voting privileges a member must attend a minimum of three(3) club meetings during the previous twelve(12) months.
The annual dues shall be reviewed and recommendations made from time to time by the Board of Directors at a duly called meeting of the Board of Directors. Final voting on the recommended change shall occur after said change has been read at two consecutive immediate previous meetings. The annual dues shall be payable on or before December 31st each year. (See House Rules for current dues.)
Any member who has not paid their dues for the new year on or before December 31st shall be removed from the membership list.
Any person making a successful application for membership into the Club from the first day of the Franklin County Fair until December 31st shall be issued a membership card, at the existing annual dues. The initiation fee shall be excused.
The President, with the approval of the Executive Committee, shall appoint standing committees annually at the January meeting of the Executive Committee.
Standing committees are authorized to conduct all business of the given committee. Expenditure of committee funds in excess of $1,000.00 is subject to the approval of the Executive Committee and or the Club membership.
Standing Committees that are not reappointed or cease to operate within the framework of the Chambersburg Rod and Gun Club’s By-Laws, must turn over all assets to the parent club.
Standing Committees are not authorized to borrow funds or to lean funds to any entity within the structure of the Chambersburg Rod and Gun Club, Inc., or to any entity outside the structure of the Chambersburg Rod and Gun Club, Inc., without the explicit approval of the Board of Directors.
The financial accounts of the Parent Club shall undergo a financial review no later than February 1st by an audit committee. The Club account shall not be permitted to drop below an amount sufficient to meet one year’s expenses. Each standing committee shall provide a percentage of their net proceeds to the Parent Club. This must be received no later than the annual meeting along with their financial statements. (See House Rules for current rate.) Committee contributions and Club accounts will be reviewed at the April/May Executive Board Meeting. The Executive Committee at its discretion is empowered to increase or decrease the level of funding based upon current cash balances and operational expenses. The Executive Committee shall make recommendations to the general Club for approval.
All standing committee accounts shall undergo an annual financial review by an auditing committee no later than February 1st.
In the event the Chambersburg Rod and Gun Club should cease to exist, all cash accounts and other assets of the Chambersburg Rod and Gun Club shall be liquidated and donated to a charitable organization(s) as defined by tax code 501(c)3. The Executive Committee shall recommend such an organization(s) to the general membership for approval.
The rules contained in the Robert’s Rules of Order, Revised, shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the BY-LAWS.
Revision Of By-Laws
These BY-LAWS as printed are the revised and amended BY-LAWS of the Chambersburg Rod and Gun Club, Inc. All previous BY-LAWS and Amendments or documents are obsolete.
These BY-LAWS may be amended by a two-thirds majority of the members present at any regular meeting of the Club provided the notice of the amendment has been given at two consecutive immediate previous meetings