BAY PATH ARCHER’S, INC. BY-LAWS DRAFT #1 created 6-12-2013
The name of the club shall be Bay Path Archers Incorporated and to be hereafter referred to as the club. The location of the club shall be 243 Guelphwood Road, Southbridge MA 01550
1) For stimulation of interest in Archery and Archery Sports among the members and all archers.
2) To conduct Archery Sports and Archery Tournaments and to carry on any and all activities related to Archery Sports within the Common Wealth of Massachusetts.
3) To own and maintain real estate within the Common Wealth of Massachusetts and to promote and conduct Archery Sports and Archery Tournaments upon said real estate.
4) To perpetuate and encourage Field Archery.
5) To encourage the use of the bow in hunting all game.
6) To participate in all matters relating to Archery.
7) To collaborate with conservation organizations regarding the conservation of game.
8) To maintain Archery courses and conduct Archery Tournaments in accordance with the rules and regulations of the state and or national archers associations.
9) To participate with the state and national archery associations.
10) To provide a safe atmosphere for members and guests to shoot archery, indoors and outdoors.
11) Discretionary participation of promoting safety and education by hosting Hunter Education and Bow Hunter Education classes.
12) For social and recreational activities.
The members of this club shall be at least 18 years of age, and shall not be limited by reasons of Sex, Race, Color, Creed or National origin. There shall be no more than 150 members of the club annually. All members (in good standing) shall be entitled to enjoy the privileges and facilities of the club.
The term “member(s)” as used in these by-laws shall refer to the person whose signed name appears on the agreement of association and the articles of organization of this club. Persons who have signed the agreement of association and the articles of organization shall be recognized as members of the club.
In addition to individual members who are 18 years of age or older, there shall also be family membership. A family shall consist of husband and wife/significant other who reside together, children or grandchildren under the age of 18, and or a family dependent. Persons in a family membership (other than the member) shall also enjoy the privileges and facilities of the club, but shall not be entitled to vote at a general meeting. All children under the age of 18 need to be accompanied by an adult.
Life time membership shall be granted as determined by the executive committee.
Process of becoming club members;
1) Membership applications are to be filled out in their entirety and are to be submitted at the next scheduled General Meeting.
2) The membership applications and dues are to be turned into one of the clubs officers.
3) The secretary shall read the name of the applicant, the applicant will introduce themselves to the general membership.
4) The applicant shall be voted to begin the 30 day probationary period at that time. Gate combination will be given to the applicant at that time.
5) At the next scheduled General Meeting, the applicant will be voted for full membership.
6) Upon being voted full membership, applicants will be given a key.
7) If there are acceptable issues with the applicant attending the General Meetings, a scheduled meeting with the Board of Directors will be arranged.
The dues for all members are payable January 1st of each year. Members whose dues remain unpaid for thirty (30) days after the January 1st date shall be automatically dropped from the membership. Members who have been dropped for this reason may apply for new membership.
1) The dues shall be regulated and voted annually
2) 12 volunteer work hours are required annually-work hours are not transferable
3) Members may qualify for a $10.00 per hour buy out option. Board of Director Approval is required for any member requesting the buy out option.
The monthly general meeting for the transaction of regular business shall be the first Wednesday of the month at 6:30 pm.
1) The meeting shall be held in the Bay Path Archer’s Inc. Clubhouse.
2) In the event the general meeting has to canceled, it will be held the 2nd Wed. of the month.
Special business meetings may be called by the executive committee and the Board of Directors. The date and time of these meetings will be emailed/mailed to all members in good standing at least 1 month prior to the meeting.
Quorum and Majority
A quorum at any general business meeting shall consist of 8 members in good standing. Provided that all members have been notified of the meeting.
1) The President, Vice President or a minimum of 4 B.O.D members are present.
2) A majority shall be sufficient to carry all matters at general meetings. The exception is
Amendments to these by-laws.
3) A majority shall be sufficient to elect at all elections.
4) Each member in good standing may cast 1 vote.
5) Voting by proxy shall be allowed.
6) Proxy ballots may be obtained from the club secretary, president or vice president. It is then the responsibility of the voting proxy member to return the ballot to the club secretary, president or vice president prior to the club meeting when the vote will be taken.
7) The only exception to the voting policy would be a family member that has taken an Executive/B.O.D position. They would be allowed to vote.
The Officers of the club
1) The executive officers of the club shall consist of; the President, Vice President, Treasurer, Secretary and the Range Captain. In addition to the executive officers, there shall be a Board Of Directors which consists of 6 board members and the Vice President as the Chairman of the board.
2) All officer positions shall be for a term of one year. Officers shall be voted in by a
majority vote of all members in good standing at the annual general meeting in December.
3) No one club member/family can hold more than one position on the executive committee or the board of directors at the same time.
Requirements and duties of the club President;
The requirements of the club president shall include:
1) 3 years as a club/family member in good standing.
2) A minimum of 1 year board of director service and or 1 year as an executive
The duties of the club president are any and all executive duties associated with the general management of the club.
The president is to work in conjunction with all of the executive officers and the board of directors.
The president shall make sure that all duties of any open position at the club are completed.
The president will train the vice president in all duties associated with the presidency.
The president shall make sure that all executive committee members are fulfilling their commitments.
The president shall run the monthly General Business meeting and any other emergency club meetings.
The president can attend any committee meetings including any scheduled Board of Director meetings.
The president can appoint an ad hoc committee chair for any committee positions.
The Vice President
Requirements of the club Vice President
The requirements of the club vice president will include:
1) 2 years as a club member/family in good standing.
2) 1 year of B.O.D service
3) To work in conjunction with the executive officers and the board of directors.
The duties of the club vice president are to work with the club president in order to learn all of the duties and responsibilities of the general management of the club.
The club vice president is to act as the chairman of the board of directors.
To preside at all meetings of the board.
To vote at any and all board meetings only in the event of a tie.
To present an agenda of recommendations/grievances/suggestions to the board.
To report to the general membership a report of bod activities at the general meeting.
To assume and carry out any of the duties of the president in the absence or incapacity of the president
The requirements of the club secretary are to be a club member/family in good standing.
To work in conjunction with all the executive officers and the board of directors.
The duties of the secretary are to attend and take the minutes of the monthly general meeting.
To send copies of the meeting minutes to all club members via email/US mail in a timely manner.
To attend and take minutes of the board of directors as needed if asked by the chairman of the board.
To post /send flyer’s out to the mailing list.
To continue to develop and keep current mailing list.
To make and post in case of emergency numbers.
To make and post a list of all executive committee members and the B.O.D
To make sure new calendars are posted and updated.
To have access to the email address and contacts.
To keep and maintain all activities and records of the club on site.
The requirements of the club treasurer are to be a club member/family in good standing for a minimum of 1 year.
To work in conjunction with all of the executive officers and the board of directors.
The duties of the club treasurer are to receive and keep a record of all club money.
To attend all of the general meetings and give a written report on the monthly finances.
To maintain a club checking account with a minimum of 3 signatures. These signature are to include, the club treasurer, the club president/vice president and a club member in good standing.
To maintain the key to the post office box and pick up all mail a minimum of 1x per month.
To pay any and all outstanding bills per oder of the club president/board of directors.
To take care of the yearly annual report for the clubs tax exempt status due in November.
To complete the yearly e-file.
To complete the yearly paperwork for the Town of Southbridge Assessors Office.
To maintain any and all paperwork associated with the treasurers position.
The Range Captain
The requirements for the club range captain are to be a club member/family in good standing for a minimum of 1 year.
To work in conjunction with all of the executive officers and the board of directors.
The duties of the club range captain are to be responsible for the condition of all club courses.
To make sure that all courses are safe and in good condition. This shall include the condition of the trails, lanes, targets, stakes, target butts and any other equipment relating to the courses.
To request to repair and or replace 3D targets/paper targets.
To request and or appoint as many assistants as needed to complete the stated duties.
To attend the monthly general meeting and give a report.
The Board of Directors
The requirements of a Board of Directors committee member are to be a club member/family in good standing.
There are to be 6 board members and the chairman of the board.
To work with the executive committee and all general members.
The duties of the board of directors are to attend the annual meeting. To be held the first Wed in January after the general meeting in the club house. To meet quarterly there after at designated dates and times as set up by the current board members.
To have emergency meetings/phone conversations regarding matters of importance beyond the quarterly meetings.
To discuss all matters concerning the general running of the club.
To make recommendations/suggestions and motions to the club.
To explore membership promotions, incentives and awards.
The board of directors has the power to remove any club officer for improper performance of his/her duties.
The board of directors has the power to forfeit and cancel the membership of any club member/family for the conduct detrimental to the interests of the club.
Any and all grievances pertaining to the club or its members/family shall be submitted in writing to the BOD for adjudication by the BOD.
In the event that there are vacancies in the officers of the club, the board of directors will fill such vacancies at the next board of directors meeting. The board a long with the existing officers with make sure that the responsibilities of the vacant position are fulfilled.
The requirements of a committee chairperson are to be a club member/family in good standing.
To work in conjunction with the executive officers and the board of directors.
The duties of the committee chairperson are to consider and discuss the matters that relate to their appointment.
To report at the monthly general meeting.
To make recommendations to the club.
To have club sanctions regarding matters relating to their appointment.
To carry out those sanctions relating to their appointment.
The fiscal year
The fiscal year shall be January 1 to December 31, it shall consist of;
The annual board of directors meeting in Jan after the general meeting.
Quarterly BOD meetings.
Monthly General meetings to be held at 6:30 pm the first wed of the month at the club house.
Yearly calendar of events to include winter leagues, hunter and bow hunter safety and education classes, Safari League, open house, and a membership appreciation event.
Also to include other archery related events: shoots, instruction, instructor certification classes, any and all other board approved activities.
Nominations of club officers will be in November to be voted by the general membership in Dec.
All tournaments shall be conducted under the rules of the state and/or national associations.
Amendments to these By Laws;
Amendments to these by laws can be made at any monthly general meeting. A 2/3 majority of all members present who are qualified to vote is required. Notice of the proposed alteration or amendment has to be given to all members in good standing at least 30 days prior to the general meeting that the proposed alteration or amendment will be voted.
The decisions of the executive committee, compromised of all executive club officers and the board of directors shall be final upon all questions of construction or interpretation of the by laws and for the rules and regulations made under the authority of these by laws.
In the event at some future date, that the decision has been made to disband the club for all time; the real estate with buildings shall be disposed of in the following manner:
Any member in good standing will be entitled to purchase the entire real estate with buildings and to assume all indebtedness.
In the event there is more than one member desiring to purchase same, a drawing will be held to determine the purchaser.
If there are no members in good standing that want to purchase the real estate with buildings, the property will be offered to all local sportsman’s clubs at ½ of the fair market value. With the proviso that the real estate with buildings continues to be maintained as an archery facility.
In the event that there are no members or sportsman’s clubs that want to purchase the real estate with buildings, the property will be sold to the general public at full market value.
Proceeds from the sale of the real estate including the buildings will be donated in the name of Bay Path Archers Inc. to the Ann Hoyt Foundation.
Addendum: If need be sectioning of the land and sale of the sectioned land can occur in order to preserve the integrity of the club.
Revision of these by laws was completed in 2013 by the 2013 Bay Path Archers Inc. Board of Directors.