Constitution & By-Laws

February 8^th 2006

Constitution  

ARTICLE l

This revision of the Constitution and By-laws shall supersede any and all other such documents now or at other time having been in existence pertaining to the Woodstock Archery Club on this date of adoption.

ARTICLE ll

The name of this organization shall be Woodstock Archery Club.

ARTICLE lll

The object of this club shall be to bring together persons and their families interested in archery for the purpose of enjoyment, promotion of, and competition within and outside the club. WAC will promote Hunting and wildlife conservation.

ARTICLE lV

Any person 5 years of age or greater may join Woodstock Archery Club and is subject to membership requirements as specified in the By-Laws.

ARTICLE V
(Section 1)

Meetings will be held as prescribed by the membership, and executive.

(Section 2)

Special meetings may be called by the President upon notification to all officers with 2/3 response. Or by the members with 50 percent of membership signed petition.

ARTICLE Vl

(Section 1)

Elected officers shall consist of: 1) President; 2) Vice-President; 3) Secretary; 4) Treasurer; 5) Tournament Director. 5) Canbow Director

At a special meeting of members called expressly for that purpose, one (1) or more Directors/Officers (including the entire board) may be removed from office, by the affirmative votes cast by two-thirds (be) of the total membership to vote on the election of Directors. Written votes will be accepted.

(Section 2)

All elected officers and 2 elected members shall act as Auditors.

(Section 3)

The term for all elected officers shall be for two (2) fiscal years. A rotating election will be held with the President and the Treasurer’s office being up for elections and the following year the Vice President and the Secretary’s office. These rotating elections will ensure smooth transitions of the officers. This will have no effect on Section 1 and at a special meeting in the fore said section the entire board can be replaced. Any officer can serve as many terms as he or she is elected for consecutively.

ARTICLE Vll

Amendment to the Constitution and By-Laws will require written notification of change to all members at least 1 week prior to meeting, and two-thirds majority vote at that meeting of voting members in attendance.

ARTICLE Vlll

All persons using the grounds of the Woodstock Archery Club shall follow all rules as set forth in the By-Laws.

ARTICLE lX

Members shall be liable to such dues as may be prescribed and authorized by the WAC membership.

       By-Laws 

ARTICLE l

Membership

Section 1. All members shall receive membership cards and a copy of the Constitution and By-Laws, and a key for the door lock. Parents of members under the age of 18 will be provided with a key and must accompany their children while shooting. 

Section 2.New members will have voting privileges at meeting following acceptance with dues paid in full.

Section 3. All members, in good standing, will have voting privileges. A parent or guardian must represent voting members under 14; parent has the right to vote on Childs behalf, even if child is absent.

Section 4. A member in no violation of By Laws is one whose dues are paid in full at the time of the reference.

Section 5. Membership shall consist of Adult (14 years and older), Canbow (under 14), Family, (spouse, children).

A.    The fiscal year shall be from Nov 1 to Oct 31 with dues being voted upon at the November meeting of the previous year for each fiscal year.

B.    Any member will be dropped from the membership for failure to pay dues in full by December of same year.

Section 6. Canbow membership: Members under (14) with written parental permission, see ground rules.

Section 7. Membership may be revoked as disciplinary action by majority vote at next meeting.

Section 8. All teachers and helpers involved in the Canbow program must have permission to do so by the Canbow director and or coach.

Section 9. During Canbow hours or events no one is allowed on the shooting floor unless they are involved in the Canbow program or have children in attendance.

ARTICLE ll
Meetings

Section 1. There shall be two types of meetings, regular and Board of directors/officers.

Section 2. A quorum will consist of at least three officers and membership in attendance.

Section 3. Regular meetings will be held on the last Monday of each said month and will be held at the WAC clubhouse.

Section 4. If a regular meeting is canceled the membership shall be notified prior to the scheduled meetings.

Section 5. The order of business for all meetings shall be as follows:

1.    Call to order.

2.    Reading of minutes of previous meeting.

3.    Receipts and Expenditures

4.    Report of Officers

5.    Reading of Officers

6.    Proposition and Election of new members

7.     Report of Committees

8.     Unfinished business

     10. New Business
     11. Any work for the benefit of club, schedule next meeting
     12. Adjournment

 Section 6. Only members meeting voting requirements may vote on any issue at that meeting.

Section 8. All fund raising campaigns are to be put through a meeting before decided upon. Majority rules.

Section 9. All decisions to be voted upon are to be done at regular meetings as to give all members a chance to vote. Unless a special meeting has been called and done so as the bylaws describe.

ARTICLE lll
Election Of Officers

Section 1. At March regular meeting the President may appoint a nominating committee to select potential candidates for all elective offices or call an open floor election.

Section 2. This committee may make its recommendations to the membership at the April meeting when the election of officers is to take place or the President will call a special meeting for an open floor election.

Section 3. Any member may present a candidate for any office at the meeting when the election of officers is to take place, whose name will be added to those recommended by the committee for consideration by the membership.

Section 4. When more than one candidate is presented either by the committee or the members a secret ballot will be taken to determine the person who is to take up that office. Auditors will count and destroy ballets.

Section 5. In the case where there is more than one candidate, a simple majority will determine the outcome of the voting.

Section 6. Only members meeting voting requirements may vote at an election of officers. The president may vote only in case of a tie.

Section 7. Installation of incoming officers will take place at the next scheduled meeting.

Section 8. Outgoing officers will furnish incoming officers with all records pertaining to that office and assist in every possible way to assure a tranquil changeover.

Section 9. To be eligible for an elected office, a person must be a member in good standing of the W.A.C. organization for at least one year. And be over 18 years old.

ATRICALE lV

Officers And Duties

A.    The president should preside at all regular meetings of the W.A.C, maintain order and enforce the Constitution and By-Laws.

B.    They shall whenever in their judgment deem it advisable to order a special meeting, do so and direct the Secretary to give notice thereof by phone using the calling list and e-mail.

C.    They shall ex-officiate all committees, appoint a majority of all committees and appoint officers when necessary to fill any unexpired terms.

D.   The president shall be the only person to represent the club concerning things such as discussions with KNIGHTS OF COLUMBUS landlord, or for that matter any club issue that may arise.

E.    Discussions are to be with executive persons representing the K of C Hall. Not general members of K of C. This will ensure a good relationship with our president and landlord.    

A.    The Vice-President should be present at all meetings.

B.    During the absence of the President they shall perform his duties.

C.    The Vice-president is in charge of publicity.

D.   The Vice-president will keep all membership records. Also supply a list of members and phone numbers to the club.

E.    The Vice-president shall notify members when membership renewal is due. He shall actively promote and solicit membership by mailings, working closely with the Secretary.

A.    The Secretary shall record all minutes of all regular and special meetings.

B.     He/She shall be responsible for all correspondence in connection with regular activities of the club, excluding publicity.

C.    He/she shall notify members of upcoming meetings and events.

D.   He/she shall be responsible for all scheduling of special events at the club excluding events scheduled by the Tournament Director.

A.    The Treasurer shall receive all money belonging to the W.A.C, Including all fund raising etc. And will disburse the same.

B.    They shall keep an accurate and regular account of all receipts and payments of all money in a book to be provided for that purpose, such accounts to be kept in separate and distinct funds. All books and accounts are to be submitted to the inspection of the club whenever requested or at a regular meeting.

C.     He/She shall report to the club the balance on hand as of the last day of the previous month. The report is to be made at each meeting and have a copy for the Secretary’s minutes.

D.   Both Treasurer and President must sigh checks.

A.    The Tournament Director shall oversee all tournament activities and correspondence of the tournament activities.

B.    Schedule indoor/outdoor shoots. At a regular meeting a Shoot committee can be set with each scheduled shoot having designated people to set it up. This can include League night.

C.     Support AANB. Attend meeting and report back to club with minutes of that meeting.

D.   Report to the club with any shoots and financial reports of said shoots and have a copy of that report for the Secretary’s minutes.

B.    He/she shall be responsible for ordering of the Canbow kits, tracking student’s progress, awarding badges, organizing test, organizing special shoots and tournaments.

C.    He/she shall have control of any sub committees that is formed in the Canbow Program interest.

D.   He/she has the right to remove any guest, parent, or W.A.C. member from the range and or the W.A.C. grounds. Any ongoing problems with any said persons shall be held accountable for their actions and He/she will be reported to the club for disciplinary action.

E.    He/she shall insure that the Canbow Members have and continue to have a safe and educational environment to enjoy the sport of archery.

F.     He/she shall make sure that the club’s rules and bylaws  are with held and will protect the youth’s interest and will have a voice for the Program at the monthly meetings.

G.   A report shall be given at the monthly meetings on progress and any other concerns with a copy for the club secretary.

ARTICLE V

Auditors

Section 1. Auditors shall be all elected officers and two elected members.

Section 2. They hold the right to audit the books at the end of the fiscal year or as voted upon as club see’s needed.

ARTICLE Vl

General Rules

Section 1. Each member will be held responsible for their general conduct while on the ground of the W.A.C. Any member who willfully, carelessly, or mischievously breaks or destroys or causes to be broken or destroyed any of the contents within W.A.C, Organization or thief of any said contents will be fined the full amount of damage done. Any one officer may suspend them immediately, until the next meeting where their membership will be voted on for revoked status. If they refuse to pay such fines within a period of 60 days after being notified their name will be dropped from the membership roll and they shall not be eligible for reinstatement in the club at any future time. W.A.C, reserves the right to process legal procedures to regain damage on member causing said damage.
   All members must use their best effort to keep the building and grounds in a sanitary condition at all times.

Section 2. All persons under 18 years of age must be accompanied by a parent or legal guardian while on W.A.C. property.

Section 3. No person shall use the club for any personal or non-club function unless permission is granted and signed by a minim of two executives or the club president. Persons wishing to use the club for non-sanction events must summit a list of names of those who will be attending the event.  This list will be summited to the Secretary for scheduling and will be on a first come first served basis.

Section 4. If the club decides to close due to financial problems a Notice of Intention must be given to every member, and a meeting held to decide this.  

Section 5. Upon dissolving of this club all club equipment such as targets etc. will be sold to the highest bidder after 60 days and money used to pay any unpaid debt. Any profit there after given to a non-profit charity.

Section 6. Foul language is prohibited anywhere a club function is held.

Section 7. Obey all posted range rules approved by the club. Safety is a must.

Section 8.  Canbow for youth shall have priority over adult events if a scheduling problem arises for use of the club.

Section 9. A member can bring a guest to shoot only once per guest, after this a membership is required. The guest and their actions are the responsibility of the host member.

Section 10. All members using the club at non-club sanction events must sign in and out for security reasons this includes guest who must always sign in.

ARTICLE Vll

Amendment To The Constitution And By-Laws

Section 1. To amend any portion of the Constitution or By-Laws it will require a two-third-majority vote of the membership voting at the meeting.

        Comment: THESE BY LAWS WERE VOTED ON IN A SPECIAL MEETING ON FEBURARY 8^TH 2006 AND WERE CARRIED BY A VOTE CONSISTING OF (6) VOTES FOR AND (0) AGAINST.

WOODSTOCK ARCHERY CLUB