PICKENS COUNTY SPORTSMAN ’S CLUB, INC.

CONSTITUTION

ARTICLE I

Section 1 – Name

This organization shall be known as the Pickens County Sportsman’s Club and shall be domiciled at the Jones Mountain Range located on 739 Old Jones Mountain Road East in Pickens County , Georgia .

Section 2 – Purpose

The purpose of this organization shall be to promote wildlife conservation in Pickens County and North Georgia; to save and defend from waste the natural resources of the County; to promote safety, marksmanship, and hunter education programs; to promote the practice of good sportsmanship and compliance with local, state and Federal game and fish laws; to promote landowner/hunter cooperation and understanding; to promote youth and adult interest in safety and marksmanship; and to promote the general respect for and enjoyment of the outdoors by all Georgia residents and club members.

ARTICLE II

Section 1—Officers, Directors, Committee Chairs, and At-Large Representatives

a)   The officers of this organization shall consist of a President, Vice President, Secretary, Membership Secretary, Treasurer, and Chief Range Safety Officer.

b)  The Board of Directors shall consist of the organization’s six officers, the Chairpersons of the Facilities and Fishing Rodeo committees, the immediate past president, and two elected at-large representatives.  Should the President be reelected, the immediate past president shall continue to occupy that position. The term of each director shall coincide with their terms of office and the term of the appointed chairpersons. Chief Range Safety Officer, and at-large members shall be the term of the President.  The Board of Directors shall meet as needed as designated by the Chairman.   At such meetings the Board of Directors shall attend to all business matters of the club and may, at their discretion, present recommendations at membership meetings.  The Board of Directors shall establish and maintain Range Rules and Standard Operating Procedures (SOP’s) for the club generally and for each of the club ranges specifically.  To conduct business at a Board of Directors meeting, a quorum of seven members is required. 

c)  The President shall preside at all membership meetings and general membership functions and shall supervise all activities of the club.  He shall perform all duties which pertain to the function of his office and have the authority to appoint tasks and assignments to members as deemed necessary.  He shall serve as Chairman of the Board of Directors.  Where non-constitutional committees are required, he will appoint chairpersons and members to the committees for the annual duration or the duration of the task as appropriate.  Once appointed, the chairperson of a non-constitutional committee will have authority to schedule, lead, and report committee findings and recommendations to the Board of Directors and membership meeting for approval, disapproval, funding, or further action.  The President is charged with appointing, with concurrence of the Board of Directors, a Chief Training Officer who will coordinate all training except the training and certification of Range Safety Officers (RSO’s). 

d)  The Vice President shall perform all duties of the President in the event of his absence or disability or at the request of the President.  He shall also serve as the Chairman of the Program Committee.

e)   The Secretary shall handle all written correspondence of the club.  He shall also be custodian of the corporate seal and shall be the Secretary of record for the Pickens County Sportsman’s Club, Inc.

f)   The Membership Secretary shall establish and maintain a membership database which records the names, addresses, and other data of the club members and prospective members.

g)   The Treasurer shall be responsible for receipt of all income to include dues, donations, gifts and all other income from whatever source.  The Treasurer will obtain, coordinate, provide data, compile, and submit annual tax information to the US Government.  The Treasurer will maintain, coordinate, and renew the state of Georgia incorporation registration.  The Treasurer shall serve as the Chairman of the Finance Committee.

h)  The Chief Range Safety Officer shall be responsible for nominating appointees for Range Safety Officers for annual duty, for maintaining and recommending Range Rules and Range Standard Operating Procedures (SOP’s), and for ensuring that the range rules and SOP’s are conspicuously posted at all ranges, available to all members, and enforced vigorously.  To be eligible to hold the office of Chief Range Safety Officer, a person must hold a Chief Range Safety Officer rating by the National Rifle Association (NRA).  Should a person holding a NRA Chief RSO rating not be available the President may appoint a person of good safety record to this position.   To be eligible to be designated a Range Safety Officer; a person must hold a Range Safety Officer rating by the NRA.  The Chief Range Safety Officer shall serve as both a member of the Board of Directors and as the Chairman of the Safety Committee. 

i)  The following Committees are permanently established and shall be chaired as follows:

1)  Facilities Committee.  The Chairperson of Facilities shall preside over the Facilities Committee.  The Chairperson of Facilities shall be elected by the club membership in elections as set forth in Art. II, Sec. 1 (k)  and shall serve as both chair of this committee and as a member of the Board of Directors. 

2)  Fishing Rodeo Committee.  The Chairperson of the Fishing Rodeo shall preside over the Fishing Rodeo Committee.  The Chairperson of the Fishing Rodeo shall be elected by the club membership in elections as set forth in Art. II, Sec. 1 (k)  and shall serve as both chair of this committee and as a member of the Board of Directors. 

3)  Program Committee.  The Vice President shall serve as chairperson of the Program Committee. 

4)  Finance Committee.  The Treasurer shall serve as chairperson of the Finance Committee. 

5)  Safety Committee.  The Chief Range Safety Officer shall serve as chairperson of the Safety Committee. 

j)  There shall be at least two At-Large Representatives elected by the club membership in elections as set forth in Art. II, Sec. 1 (k) that shall serve as members of the Board of Directors.  Should one person occupy more than one position on the Board of Directors, additional At-Large Representatives shall be elected so that the Board of Directors shall consist of 11 directors.

k) Officers shall be elected for a term of two (2) years, beginning the first day of January following election and ending on the last day of December of the second year following.   Although any member may make a nomination from the floor for any member as a candidate, the Board of Directors shall establish a Nominating Committee which shall produce a slate of candidates for each elected office.  The Nominating Committee shall issue a report of candidates at the October meeting of each second year beginning in December of 2011.   Election of officers shall take place at the November meeting of each second year beginning in December of 2011.  Vote shall be taken by show of hands of members present and shall be sufficient; however any member may request a vote by secret ballot. If a vote by secret ballot is requested, the President shall appoint two non-officers to oversee a secret ballot vote and report the results of same.  Should two or more candidates be nominated for an office, those candidates shall leave the voting area until the vote is completed.

l)  An officer who misses three consecutive meetings without valid excuse shall have fifteen (15) days from the date of the third missed meeting to explain his absences to the Board of Directors.  The Board of Directors shall then vote as to the legitimacy of the sickness or other mitigating circumstances and, if the explanation is found insufficient as to all three missed meetings, shall declare the office vacant and the senior officer present shall call for an election to fill the vacancy at the next regular meeting. Officer seniority shall be determined in accordance with the listing in Article II section 1 paragraph (a).    

m)   Any officer or director may be removed from office if a petition signed by one third of the membership is submitted to the President (or next senior officer should the President be the subject).  The officer or director in question shall be informed in writing no less than fifteen (15) days prior to a special meeting which is called for the purpose of his dismissal vote and shall state the reason, time and place for said meeting.  The officer or director shall be entitled to a full and impartial hearing at the meeting.  The removal of the officer or director shall require a positive vote of 75 percent of the membership present at the meeting.  The declaration of vacancy of the office, or complete reinstatement of the officer or director, will be immediate following the completion of the voting.

n) In the event of a vacancy occurring in any of the officer positions, a successor shall be elected to fill the vacancy.  The membership shall be notified and shall nominate one or more members to fill the vacancy at an election to be held at the next regular meeting.  Election requires a majority of those members present which constitute a quorum.

o)   A minimum of one (1) elected officer, preferably Treasurer or Secretary, must be a Pickens County resident.

ARTICLE  III

Section 1 – Membership

a)   National Rifle Association (NRA) membership is required for all club members.

b)   Members must be at least 18 years of age. 

c)   Members must be eligible to legally possess firearms in the State of Georgia. 

ARTICLE IV

Section 1 – Meetings

a)   Generally, a motion may be put to the floor by any member, provided it is pertaining to a subject under discussion at the time of said motion and provided the motion is not in violation of this constitution.  To pass, the motion has to be seconded by another member and receive a majority vote of members present.  If, however, the motion involves the primary function of any of the Constitutional Committees, the motion shall first be submitted to the chairperson of the respective committee for a feasibility study to be concluded within 60 days.  Once the study is complete, the motion, if seconded, can then be placed before the membership with the feasibility study report being given to the membership for discussion prior to a vote.  If the feasibility study indicates an expenditure in excess of Board of Directors’ spending limit, the Finance Committee shall also be required to submit a report concerning availability of funds and impact of the expenditure on the club’s treasury not sooner than the next regularly scheduled monthly meeting.  Only after the feasibility and treasury reports are given can the expenditure in excess of $2,000.00 be submitted to the members for a final vote.

b)   A quorum of 25 attending members must be present at any scheduled or called meeting in order to conduct business for the club.  Should a quorum not be present, the officers may by executive decision declare a non quorum and declare an executive session by a 60 percent vote of the Board of Directors to carry on administrative duties of the club.

c)   All meetings shall be conducted according to Robert’s Rules of Order.

ARTICLE V

Section 1 – Dues

a)   Dues and initiation fees of this organization shall be established annually by the Board of Directors.  All dues shall be paid directly to the club Membership Secretary. 

b)   Dues are required to be paid by January 1^st of each year and shall be in arrears if unpaid by January 31^st of that same year.

c)   Any member in arrears shall be notified by the club Membership Secretary that he is in arrears and that he has been dropped from the club rolls.  Partial-year dues for reinstated or new members shall be the entire year dues.

d)   Members in arrears of dues shall lose all rights as members until the club reinstates membership.

e)   The Board of Directors may, from time to time, declare those members with long and outstanding service to be Life Members and thereby excused from further dues liability, retaining all rights of membership.  Additionally, the Board of Directors may grant a one-year free membership (which shall have a one-year hiatus of dues liability and then revert to normal dues obligation) to any member, or move a prospective member to the top of the waiting list, in recognition of special or outstanding service or contribution to the Club.  All such declarations and grants must be by unanimous vote of the Board of Directors. 

Section 2 – Banking

a)   The commercial account of this club shall be the checking account and shall be used to defray all expenses and/or to fund special projects.

b)   The Board of Directors may, as required, determine that certain funds be transferred to savings or investment accounts, to be utilized in instances wherein cash is required rather than check.  The Treasurer shall request, or such action may generate from the Board of Directors, but must have a majority vote from the Board to be approved.

Section 3 – Assessments

a)   The Board of Directors may recommend assessments of all members for specific purposes, such as purchase or lease of property and major development or improvements of club facilities/activities.  Such proposals must be submitted by the Board to the membership meeting and approval solicited from all members by mail.  A two-thirds  vote of members present is required to enact any assessment and all members joining the club in that year shall be subject to assessment regardless of month accepted as a member.  That year is determined to be 12 months from date of vote of the members to enact.  Members shall be declared delinquent if assessment is not paid within 90 days of notification by the Treasurer, who shall administer the assessments.  Those declared delinquent shall lose all rights and privileges of the club and not be eligible for reinstatement for a period of 24 months.  In such cases, unused current dues shall be refunded to the party.  Unused is determined by comparing the remainder of time in months of membership that would have been available to the total year (12 months).

ARTICLE VI

Section 1 – General

a)   Any amendment to this Constitution must first be referred to the Board of Directors for consideration at a Board meeting.  If recommended by the Board, it must be put before the membership at meeting wherein the membership has been notified at least one meeting in advance of the proposed change.  Voting on the proposed change(s) shall follow reading and explanation of change and purpose thereof at the next meeting.  Notification of the vote shall be in the form of mailed notice two weeks prior to the voting meetings.  Acceptance of proposed change(s) require a two-thirds  vote by members present at the meeting.

b)  The Club shall enact By-Laws which will cover the day-to-day operation of the club.  A motion to amend the By-Laws may be made at any regularly scheduled meeting.  If the motion is seconded, however, the actual vote shall not occur until the next regularly scheduled meeting.  Acceptance of proposed change(s) require a two-thirds vote by members present at the meeting. 

c)   New members, when approved, shall receive a copy of the Constitution and By-Laws and the Secretary shall have in his possession at all meetings and activities a legible copy of the Constitution.  A copy of the Constitution and By- Laws shall be retained in a safe and protected location at the club range office and be available for information and reference.

ARTICLE VII

Section 1 – Representation

a)   No individual member other than the President shall state the view or opinions as being those of the Club.

ARTICLE VIII

Section 1 – Dissolution

a)   In the event of dissolution of this organization, any assets remaining after satisfaction of all debts and/or liabilities against the organization shall be turned over to another conservation organization selected by a majority of the Board of Directors.

DRAFT

(The process for the adoption of new By-Laws will be taken up after the new Constitution process is complete.)

PICKENS COUNTY SPORTSMAN ’S CLUB INC.

BY-LAWS

 Section 1—Officers, Directors, Committee Chairs, and At-Large Representatives

1. The Board of Directors:
1. Shall have the authority to spend up to $2,000.00 from the operating funds, without membership vote.  This expenditure requires a 60% approval vote of the Board in attendance. 
2. The President:
1. In addition to the Chief Training Officer, the President shall have authority to appoint up to 5 (five) Training Officers with authority to conduct all training other than RSO training. 
3. The Vice President:
1. Shall provide orientation to the club property for all new members.
2. Shall provide maintenance and upkeep of a club WEB page regarding the club and its activities.  He may do this directly or by appointment of a designee who will work under his direction. 
4. The Secretary:
1. Shall develop, reproduce and distribute written correspondence with other organizations (Including affiliated organizations, Federal Government, State Government, County Government and other local entities).
2. Shall maintain records of correspondence necessary to accomplish business with other organizations; develop, reproduce and distribute weekly, monthly, annual and special correspondence with club members and prospective club members. 
3. Shall maintain minutes of all club meetings along with a list of attendance at club meetings and Board of Directors meetings and report same to the WEB page for publication and report the minutes to the members following meetings. 
4. Shall maintain files of all correspondence developed and distributed. 
5. Shall be responsible for other Secretary duties not specifically assigned herein but assigned by the club President. 
5. The Membership Secretary:
1. Shall establish and maintain records of NRA membership status.

                                                               i.      The NRA membership status for all club members is to include NRA membership numbers, NRA expiration dates, and those members whose membership predates the club’s requirement for NRA membership. 

                                                              ii.      The Membership Secretary shall share this information with the Chief Range Safety Officer.

2. Shall maintain a list of the membership’s Georgia firearms license or equivalent.
3. Shall maintain a list of participants in meetings. 
4. Shall maintain an ordered waiting list of all club applicants and shall bring the said list to all club meetings. 
5. Shall develop the membership database in a computer program that is transmittable to the Secretary for his use in merging information for correspondence with club members. 
6. Shall be responsible for other duties not specifically assigned herein but assigned by the club President and not assigned to the Secretary. 
5. The Treasurer:
1. Shall record amount, date, source and purpose of all such funds and make all deposits with such banking accounts as are in force. 
2. Shall cause the Secretaries to issue membership cards (signed by the President) to all members when payment of dues are received. 
3. Shall have on hand at all meeting a record of all members in good standing (in conjunction with the Membership Secretary). 
4. Shall pay all bills and expenses of the club by check, including bills for items approved by the President or Board of Directors for abnormal expenses or items deemed necessary for operations or needs of the club to a maximum of $1,000 from the club Treasury without membership vote or Board of Directors direction. 

                                                               i.      All expenses or payments exceeding the stated limit must be presented to the membership at a regular meeting for approval. 

5. Shall reimburse those operating expenses of the club for ongoing expenses such as postage, copies, awards and fees for such items as state corporate registration fees. 
6. Shall work with the Membership Secretary to cause the sending of a notice to all members when annual dues and/or assessments are payable, at a minimum 30 days prior to due date.    
7. Shall sign all checks written to the club accounts.

                                                               i.      If necessary, the President may sign in place of the Treasurer. 

8. Shall compile and maintain a list of all delinquent members dating from 24 months prior to the current year and shall retrieve any club property from same. 
9. Shall notify such delinquent members of the basis for delinquency, reinstatement term and dates applicable. 

                                                               i.      Any candidate for membership on such list shall be ineligible for reinstatement as a member, unless a decision for reinstatement by the Board of Directors allows for mitigating or extenuating circumstances. 

10. Shall provide a monthly Treasures Report at each monthly meeting to include all income, payments, accounts and financial holding of the club, and a monthly summary balance.  In the same manner, he shall provide a yearly summary report to the general membership at the December meeting.
11.  Shall perform other duties as may be necessary or directed for performance of the office.
6. The Chief Range Safety Officer:
1. Shall have authority to appoint a minimum of 10 (ten) Range Safety Officers. 

                                                               i.      To be eligible for appointment as a PCSC Range Safety Officer, a person must already be certified by the National Rifle Association as a Range Safety Officer. 

2. Shall recommend Range Rules and SOP’s to the Board of Directors for their approval. 

                                                               i.      Any requests for modification of any range rule or SOP shall be submitted to the Chief Range Safety Officer for report to the Board of Directors (by either the Chief Range Safety Officer or a designated member of the Safety Committee) regarding recommendation as to whether the rule or SOP modification should be adopted. 

8. The Facilities Committee: 
1. Shall have authority to recommend and oversee improvements and repairs to the Club’s physical structures, ranges, and property. 

                                                               i.      Any prospective maintenance or new construction project shall be submitted to the Facilities Committee for feasibility and cost analysis.  Once this has been accomplished, the Facilities Committee shall present their findings to the Board of Directors and/or membership for discussion and voting regarding the project. 

                                                              ii.      In the event that a project is approved by the Board of Directors or the membership, it shall be the duty of the Facilities Committee to coordinate implementation of the project.  

9. Fishing Rodeo Committee: 
1. The Fishing Rodeo Committee shall have authority to oversee and implement the annual Fishing Rodeo. 
10. The Program Committee:
1. Shall plan and coordinate club banquets, cookouts, and all other events except the Fishing Rodeo. 
11. The Finance Committee:
1. Shall prepare an annual club budget and report to the Board of Directors and membership regarding the impact of expenditure requests and motions on the budget.
12. The Safety Committee:
1. Shall establish Range Rules and Standard Operating Procedures for the club generally and for each of the club ranges specifically, for submission and approval by the Board of Directors. 
2. Shall establish and maintain a standardized method of correcting, reporting, and recording rule violations.     
13. The At-Large members of the Board of Directors:
1. Shall endeavor to serve the needs of the club whenever the opportunity presents itself. 

Section 2—Membership

1. Membership Application Procedure:
1. Any person interested in joining the club must submit the following to the club Membership Secretary:

                                                               i.      A Completed and signed membership application.

                                                              ii.      Upon acceptance of an invitation to join, provide proof that he or she is eligible to possess a firearm in the State of Georgia.  Acceptable proof includes: 

a.        A valid State of Georgia firearms license; 

b.       Valid Law Enforcement credentials from any local, county, state, or federal agency;

c.        A copy of the applicant’s criminal history as maintained by the Georgia Crime Information Center (G.C.I.C.) obtained at the applicant’s expense from any authorized agency that maintains a G.C.I.C. terminal.   

                                                            iii.      A valid NRA membership number or written notification from the NRA that the applicant has applied for membership and is approved by NRA for membership. 

2. Maintaining Membership Status:
1. Members are expected to be of good character and integrity. 

                                                               i.      Current members who are found to have falsified any part of the application process shall be summarily dismissed from the club and shall forfeit all rights and privileges. 

                                                              ii.      Current members charged with a crime that would make them ineligible to possess a firearm under Georgia law (or who become otherwise ineligible to possess a firearm under Georgia law) shall be placed on suspension until resolution of the charges or situation. 

1.        If the charges or situation is resolved so that the member can once again legally possess a firearm, the member shall be reinstated with suspension dues credited to the next year’s dues.

                                                            iii.      Current members or applicants convicted of misdemeanor crimes not affecting their legal right to possess a firearm but that reflect poorly on their character and on the reputation of the club shall be subject to dismissal upon a vote to expel by 2/3 of the Board of Directors. 

1.        The expelled member would be entitled to the return of a pro-rated portion of that years membership dues.

                                                            iv.      Current members or applicants found to have stolen or vandalized club or another member’s property shall be subject to dismissal upon a vote to expel by 2/3 of the Board of Directors. 

1.        The expelled member would be entitled to the return of a pro-rated portion of that years membership dues, less any amount used to repair or replace the stolen or damaged property.

3. Membership Ceiling:
1. Membership is capped at 350 voting members. 

                                                               i.      Members granted Life Membership status do not count toward the membership ceiling.

4. Board of Directors Dues Option
1. In recognition of the time that the Board of Directors spends in service to the club, payment of annual club dues is optional for all Directors for the years they hold office.  

   . Section 3—Meetings

1. All membership meetings shall be held monthly on the first Saturday of the month, except for circumstances where the program committee determines it is prudent to delay the meeting to avoid major conflict, and except for specially called meetings at a place and time determined by the Board of Directors. 
2. The President shall announce time and place of the meetings, via the Corresponding Secretary and WEB page, no less than two weeks or more than one month prior to the meeting. 

Section 4—Dues

1. Arrearages:
1. A member whose dues payment is in arrears, after the grace period described in Article V, Section 1(b) of the club Constitution, shall be dropped from membership. 

                                                               i.      Any member dropped from membership for non-payment of dues who desires reinstatement must request reinstatement to the club in writing.  The club will consider this request at a monthly meeting.  If there is an opening for membership under the current authorized member ceiling, and the club authorizes the reinstatement, the member being reinstated must pay an amount equal to the current initiation fee plus the dues from the date the member was dropped from club membership rolls up to date of the reinstatement.  Reinstatement will not be effective until all funds are received by the club treasurer.  At no time will the dues payment be less than one year’s dues at the current rate.

Section 5—General

1. Range Safety Officers:
1. PCSC Range Safety Officers must already be certified by the NRA as Range Safety Officers at the time of their appointment. 
2. Range Safety Officers are charged with enforcing all range and safety rules and regulations, without regard to person, position or circumstance. 
3. Range Safety Officers shall have the authority to reasonably correct violations of federal laws, state laws and club rules and to eject any and all violators immediately.

                                                               i.      All instances of violations shall be reported to the Board of Directors and the Chief Range Safety Officer within 72 hours, in written form, detailing the offense, violator, and all events, circumstances and verbiage that occurred.

2. Non-Member Range Usage
1. Organized events that include non-members held at the range must be approved in advance by the Board of Directors.  

Copyright: C.A. "Barney" Gruggel, Pickens County Sportsman's Club.
For problems or questions regarding this web site,  e-mail us.
Last updated: August 06, 2010 .