Dunhams Bay Fish and Game, Inc.
By-Laws
Contents:
Article I Membership
Article II Meetings
Article III Directors
Article IV Officers
Article V Indemnification
Article VI Conflict of Interest
Article VII Miscellaneous
Article I – Membership
Membership in the club shall be open to any person at least twelve years (12) of age regardless of age, race, ethnicity, gender, religion or sexual orientation. Members convicted of serious violations of club by-laws, as well as any local, State, or Federal laws may be subject to expulsion from the club.
Section 1 – General membership is comprised of individuals at least eighteen (18) years of age including, when applicable, the member’s spouse/domestic partner and dependent children under 21 years of age AND having paid dues as determined at the October Annual Business Meeting. Membership includes a gate pass key card, general range privileges, as well as voting rights for the member whose name appears on the membership application.
Section 2 – Youth members are persons at least twelve (12) years of age who have paid dues as determined at the October Annual Business Meeting and must be accompanied by an adult member of the club when using the range. Youth members do not have voting privileges.
Section 3 – Senior membership is comprised of individuals sixty-five (65) years of age or older, including when applicable, the member’s spouse/domestic partner and dependent children under 21 years of age, and having paid dues as determined at the October Annual Business Meeting. There shall only be one vote per family in the name of the senior member of as it appears on the membership application. Membership includes a gate pass key card and general range privileges.
Section 4 – An Honorary individual membership may be given for one year in appreciation for having performed service for the club the previous year or uniformed services members who are deployed in that and/or the following calendar year. All candidates for honorary membership must be approved by the general membership or be submitted to the Board of Directors for approval. Membership includes a gate pass key card, range privileges; as well as voting rights.
Section 5 – A paid life membership shall be available to full individual voting members who have been in good standing for five (5) consecutive years, and were a member of record prior to December 31, 2003. Life membership does not extend to family members. Life membership for ages 23-39 pay dues in advance equal to the annual membership dues times ten. Life membership for ages 50 and older, pay dues in advance equal to the annual membership dues times five. Dues are non-refundable. Includes a gate pass key card, all range privileges; as well as voting rights. Present Life Members are grandfathered in. No new life members will be offered beyond February 2014.
Section 6 – Membership in a gun rights advocacy group, like the National Rifle Association (NRA), New York State Rifle and Pistol Association (NYSRPA), OR a conservation group like Ducks Unlimited (DU), National Deer Association (NDA), National Wild Turkey Federation (NWTF), OR specialty discipline group like American Trap Association (ATA), Civilian Marksmanship Program (CMP), Bass Angling Sportsman Society (BASS), International Bowhunter Organization (IBO) is STRONGLY SUGGESTED but NOT REQUIRED.
Section 7 – There are no dues for one-time guests of Club members. However, they are limited to one visit per year, after which they MUST apply for full membership in order to return to the club. Each guest is required to sign a liability waiver form upon entering the club premises.
Section 8 – Membership dues and associated fees for the following year are established at the annual October Business Meeting.
Section 9 – A member shall have equity in the Club after completing five (5) years of continuous membership, in good standing (excluding time spent as a youth member).
Section 10 – An initiation fee is charged to new members and is determined at the annual business meeting. The fee covers the administrative costs associated with adding a new member to the roster, mailing list, etc. New members joining after October 1 shall receive the remainder of that year free of charge with their full next year’s paid membership. The Board may make an exception to this rule as needed. All new members must attend a range safety orientation seminar before their gate pass key card is activated and before they may use the facility.
Section 11 – For the safety of the Club membership, the Board of Directors may require all members to attend a refresher course(s) on range safety.
Section 12 – A period of payment for membership dues, without penalty, will be provided from the date of the annual October Business Meeting until December 31st. Members who have not paid dues by January 1st will be removed from the membership rolls.
Section 13 – The electronic lock on the gate will be changed January 1st. A new club button and membership card will be available beginning at the annual October Business Meeting and thereafter. Membership will be available in person, by mail, through an electronic membership management software. All members submitting their membership on time (whether in person, by mail, or electronically) will receive their membership card by mail. Buttons must be picked up at the clubhouse at the monthly membership meeting, the monthly new member orientation, or by arrangement with members of the Board or the Membership Committee.
Section 14 – Upon a member’s failure to renew his membership, or upon acceptance of the resignation or upon expulsion of a member, all interest and equity in the property of the Club of such member shall thereupon be forfeited to the Club.
Section 15 – The Board of Directors of shall have the power to reprimand, suspend, or expel any member for conduct which, in the opinion of the Board is improper, dishonorable or prejudicial in any way to the welfare or reputation of the Club or endangers the standards of the Club. Any member may present to the Board of Directors in writing, any facts which, in their opinion demand an investigation of any other member, and the Board of Directors shall thereupon appoint a committee to make an investigation. If after such investigation, the committee finds that there are grounds for such complaint, the member accused shall be summoned before the committee by a notice in writing. If the accused member refuses to appear before the committee, or if they appear with testimony or witnesses, the committee shall conduct a hearing. The committee shall present the Board of Directors a complete report of the hearing. The Board of Directors may dismiss the complaint, demand the resignation of the accused member, expel them from the club or take other actions deemed necessary. A vote of the majority of the whole Board of Directors shall be necessary for such actions. Written notice, as required herein, shall mean by delivery via United States Postal Service and, whenever possible, by electronic mail as well.
Section 16 – Applicants convicted of violations of local, State, and/or Federal laws may be subject to denial of membership. Where do we have this on the application? Legal review.
Article II – Meetings
Section 1 – Regular meetings of the Club shall be held on the second Wednesday of each month at 7:00 PM with the exception of July, which shall be optional and “as needed” and decided by the Club President. A quorum shall consist of eight (8) members in good standing, plus at least two (2) officers and two (2) directors for a total minimum of twelve (12) participants.
Section 2 – The annual Business Meeting of the members shall be held before the regular October meeting of each year, for the election of Directors and officers, for submission of annual reports, and the transaction of other lawful business (such as setting annual dues and other fees).
Section 3 – A special meeting of the members may be called by the President, or by a resolution of the Board of Directors. Such resolution or request shall state the purpose or purposes of the proposed meeting and the notice of meeting shall likewise state the purpose or purposes of the proposed meeting. A special meeting may be requested by the general membership, if 5% of the current membership provides a request in writing to the President and Board Chairman.
Section 4 – Written notices of any special meeting of the members, stating the time and place thereof shall be given not less than ten (10) days nor more than thirty (30) days prior to the date of the meeting.
Section 5 – Under new business at the regular meeting directly following the annual business meeting, the president shall appoint standing committees, each consisting of one or more members in good standing, including but not limited to the following: Buildings and Grounds, Events, Finance, Membership.
Section 6 – No discussion of political or religious nature shall be allowed at any meeting except for discussion of regulations pertaining to the activities prescribed in Article II of the Club’s Constitution.
Article III – Directors
Section 1 – The Board of Directors shall have general charge of the affairs, property, and assets of the Club. It shall be their duty, in cooperation with the duly elected officers, to carry out the objectives and purposes thereof in the interim between general membership meetings and as subject to the by-laws, shall exercise all the powers of the Club.
Section 2 – The Board of Directors shall be composed of seven elected members, each serving a three-year term. The Club President serves as an ex-officio member of the Board of Directors. The terms shall end with the October regular monthly meeting date of the expiration year for each member. New Directors shall be elected by vote by the membership at the October monthly membership meeting. The “Chairman of the Board Directors” shall be decided by a vote of the of the Board, and shall serve a two-year term as Chairman. The Chairman or their designee shall preside at all Board of Directors meetings. A candidate must be a member in good standing for at least one full year prior to running for Director position. As current terms expire, anyone with at least one full year in good standing club membership may run for that position. No individual may seek or hold more than one officer or Board seat.
Section 3 – Vacancies resulting from death or any other cause and newly created directorships resulting from any increase in the authorized number of Directors may be filled by a majority vote of the Directors then in office, and that person shall serve until the regular October meeting. The Board shall be able to make term adjustments from time to time so that no more than 3 members shall come up for re-election in any given year. These adjustments may NOT shorten the terms of any elected Board Member.
Section 4 – If any Director shall fail to attend three (3) consecutive meetings of the Board, without an excuse accepted as satisfactory by the majority of the Board, the said director may be deemed to have resigned and the Board shall vote to fill the vacancy. The newly appointed director shall serve the remaining term.
Section 5 – Any or all of the directors may be removed for cause by vote of the members, or by vote of the directors provided there is a quorum of not less than a majority present at the meeting of directors at which such action is taken.
Section 6 – Any Director may resign at any time by written notice thereof to the President (see Article IV, Section 3).
Section 7 – A majority of the full Board at any regular Board meeting may remove a Director for cause deemed by the Board to be sufficient, provided that Director shall have been notified in writing of such cause at least ten (10) days prior to the meeting. (see Article II, Section 14). The Board of Directors shall fill the vacancy resulting from such a removal (see Article III Section 2). Written notice, as required herein, shall mean by delivery via United States Postal Service and, whenever possible, by electronic mail as well.
Section 8 – Meeting of the Board of Directors shall be held at least quarterly in January, April, July, and October. Special meetings of the Board may be called by the President when deemed necessary, or upon request of two (2) members of the Board.
Section 9 – Notice of a meeting of the Board of Directors shall be given to each Director at least three (3) days before the meeting if by mail, or at least twenty-four (24) hours before the meeting if given in person or by telephone and email.
Section 10 – At all meetings of the Board, a majority of the Directors at the time in office shall constitute a quorum for the transaction of business.
Section 11 – The Board of Directors may, by resolution, designate committees to consist of two or more members of the Club, which shall have and may exercise such powers, as the resolution creating the committee shall designate. All committees shall keep minutes of their proceedings and provide them to the Board of Directors after each meeting.
Section 12 – In addition to its other duties, the Board shall conduct an annual inventory of all club property and render a report of the same at the annual business meeting. This report shall be included as a part of the Treasurer’s report.
Section 13 – Generally Accepted Accounting Principals (GAAP) and IRS regulations require that we record as capital expenditures, any amounts greater than $2,000 total per project.
Article IV – Officers
Section 1 – The Officers of the club shall be elected at the annual meeting (October) of the club each year and shall hold office for one year. If all candidates seeking election on the ballot are running unopposed, the club Secretary shall cast one vote for the entire ballot, thus electing all those named on the ballot. The Officers shall consist of a President, Vice-President, Secretary and Treasurer. No individual may hold more than one elected Club office or Board seat.
Section 2 – The President shall preside at all regular and special meetings of the Club and shall have general supervision and shall supervise the affairs of the club and see that all orders and resolutions of the Board of Directors are carried into the effect. The president is authorized to sign contracts when required on behalf of the club. The president shall be an ex-officio member of all committees. The President shall cast the tie-breaking vote in all deadlocked votes.
Section 3 – The Vice-President shall act under the direction of the President or in the absence or disability of the President, shall perform the duties and exercise the powers of the President based on a majority vote of the Board of Directors. The Vice-President shall preside at all regular or special membership meetings in the absence of the President.
Section 4 – The Secretary shall attend all meetings of the Club and the Board of Directors and keep minutes of the proceedings. They shall conduct the correspondence of the Club and execute all business that they may be officially instructed to do by the Board of Directors. They shall give or cause to be given, notice of all annual and special meetings of the membership and the Board of Directors. They shall keep in safe custody the Seal of the Club and, when authorized by the President or the Board of Directors, shall cause it to be affixed to any instrument requiring it and, when so affixed it shall be attested by their signature or by the signature of the Treasurer.
Section 5 – The Treasurer shall collect all dues, assessments, fees, fines and such other moneys as may be due to the Club. They shall keep the books to provide for a correct accounting of moneys received and paid out. All moneys received by him shall immediately be deposited in the name of the Club in such financial institutions as may be designated by the Board of Directors. The Treasurer shall write checks on behalf of the Club that would pay all the bills and indebtedness from Club funds but they shall not sign the checks themselves. Checks shall be signed by those designated to that purpose by the Board of Directors. The Treasurer shall make a report to the membership at the monthly meeting of the Club. The financial books are to be audited at the end of the fiscal year by an appropriate person or group to be selected by the Board of Directors and an annual written report is to be presented at the February monthly meeting. The Treasurer may not also serve as membership Chairman
Section 6 – Officers may spend up to $250.00 in the administration of their regular duties during the fiscal year. The President who may spend up to $1000.00 each month in the administration of their duties. Officers needing additional funds shall get authorization from the Board of Directors. The Board of Directors may spend up to $2500.00 per project and /or situation, in the administration of their duties based on a vote of the Board and report such expenditures to the membership at the next regular membership meeting. In the event of emergency situations, the Board may act on behalf of the Club to remedy the situation, the resulting actions and expenditures are to be reported to the membership at the next regular meeting.
Section 7 – An officer may be removed, with or without cause, only by a vote of the members, but his authority to act as an officer may be suspended by the Board for cause. Refer to NFPCL 714 (c).
Article V—Indemnification
Section 1 – Directors, Officers, and volunteers are indemnified under the protection of New York State law and applicable Federal law.
Section 2 – The club shall maintain Directors and Officers Liability Insurance.
Article VI – Conflict of Interest Policy
Section 1 – The club shall maintain a conflict of interest policy.
Section 2 – Said policy shall be made available upon request to any and all members, directors, and officers.
Section 3 – All officers, directors, and key members (as defined in the Conflict of Interest Policy), shall, prior to assuming their position, prepare and file with the Chairman of the Board, a Conflict of Interest Disclosure Statement, said statement to be of a format described in the Policy.
Article VII – Miscellaneous
Section 1 – The seal of the Club shall have inscribed thereon the name of the Club, the year of its incorporation and the state’s name, “New York”.
Section 2 – The fiscal year of the Club shall commence on the first of January of each year and end on December 31.
Section 3 – Notices to members and Directors are considered sent when postmarked for USPS and timestamped for electronic communications.
Section 4 – If a quorum shall not be present at any meeting of the members or Directors, a majority of those present may adjourn the meeting. The notice is the minutes of the meeting.
Section 5 – Whenever a written notice is required to be given, for any reason, the person(s) may, in writing, waive their right to said notice.
Section 6 – Regarding shooting range closures: The shooting range shall not be closed to Club member use during regular shooting hours, for any purpose not pre-authorized by the Board of Directors or by a vote of the general membership. Temporary range closures for general maintenance by contractors or Buildings & Grounds committee do not require approval by the Board of Directors or General Membership. Emergency closures may be put into effect by any Board of Director or Officer to protect the safety of the membership and the Club.
Section 7 – All closures requiring a request shall shall be submitted in writing to either the Board of Directors or the General Membership meeting, at least forty (40) days prior to the date of the closure. Announcements are to be made at least 30 days prior to said closure and should be done via club membership email and/or the website calendar and Facebook.
The By-Laws above were approved by the Board of Directors. The changes are enumerated in the minutes of the Board meeting of Oct. 12, 2022 and were read and approved at General Membership meeting of Wednesday Nov. 12, 2022.