1) Nov. 2008 Letter to the Membership that accompanied 2010 membership renewals
2) Club Constitution and By-Laws updated October 2009
======================================================================= Martinsville Sportsman’s Conservation Club Members I would like to send out greetings to all returning members as we start the New Year and thank all of the people who helped with this past years projects. The Directors would also like to send a big thanks to the member or members who cleared the fallen brush from the access road after many storms during 2009. I am pleased to announce that all planned projects for 2009 have been completed. Unfortunately, the 2008 flood and lack of funding slowed down the projects from a speedy completion. For 2010, the dues are adjusting to $85.00 per year as increased maintenance, transportation and material costs have exceeded the club’s budget. Each year we plan for re-graveling the pistol bays, rifle shelter and access road along with mowing, trash removal and capitol improvements of the grounds with downed tree removal that adds up to quite a lot of money. I would like to remind members do not shoot at ground targets on the rifle range as the bullets will skip up through the trees and also kill the grass and vegetation making the range a muddy mess and difficult to mow. Target stands are provided and should be used by all members and please, do not shoot up the frames to the stands. If you need to sight in your firearms, please use the back pistol bays #2 and #3 as they are 35 yards and open for both rifle and pistol use. In closing, I hope all have a good and safe time in 2010 enjoying what the club has to offer. Cordially, Larry Eaton – President Martinsville Sportsman’s Conservation Club
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Constitution and By-laws
Table of contents:
Article I (Name of this organization)….. Page 2
Article II (Purpose of this club)………… Page 2
Article III (Membership, Dues and Board Member Qualification)
…………. Pages 2 and 3
Article IV. (Meetings) …………. Page 3
Article V. (Quorum) ………… Page 4
Article VI. (Election of Officers) ………. Page 4
Article VII (Duties of Officers) ………… Pages 4 and 5
Article VIII (Amendments to this Constitution and By-laws)
…………. Page 5
Board reviewed and finalized version 10-02-2009
Article I (Name of this organization)
Section 1.
This organization is legally named the “Martinsville Sportsman’s Conservation Club”.
(a) Club property is located at
(b) Club mailing address is:
Article II (Purpose of this club)
Section 1.
The purpose of this non-profit Club is to provide its members with safe shooting ranges for the practice of marksmanship and competition, as well as a forested wildlife habitat suitable for hunting, fishing, hiking, recreation and family outings for the fellowship of all. Members are expected to practice safe firearm handling, sportsmanship afield and conservation while using club facilities and grounds. It is our goal to pass on to our heirs, the joys and privileges of a better outdoors.
Article III (Membership, Dues and Board Member Qualification)
Section 1.
(a) Regular members: an individual shall become a regular member of this club upon application for an available membership position and payment of annual dues. All memberships remain subject to the final approval of the Board of Directors (hereafter referred to as the “Board”).
(b) Life memberships: shall be granted by the unanimous vote of the Board. Life memberships may be granted in recognition of distinguished service to the club or conservation service. Life members receive full facility use without dues for life.
(c) Paid Membership Numbers: the number of paid memberships permitted annually shall be reviewed and designated by the Board and may be increased or decreased by a majority vote of the Board. ONE paid Membership includes the spouse and any children under the age of 18 living in the same home as the member. Children 18 years or older not living at home must have their own paid membership. The Board may also designate a maximum percentage of the membership living outside of
Section 2.
The dollar amount for annual membership dues shall be determined yearly by the Board.
(a) Existing members in good standing will be allowed a renewal period from November 15th – December 31st of each year. Written notice of renewal time, a renewal application and dues amount will be mailed to all existing members within 1 week prior to November 15th. Membership renewal will be by postal mail only. Applications will not be taken at monthly meetings.
Article III (Membership, Dues and Board Member Qualification)
Section 2.
(continued)
(b) After January first, any remaining membership openings will be available to any person in the order he or she applies by postal mail, until the membership limit set by the Board is attained. The order of new member applications will be determined by the postmark date on the envelope. If the membership limit is near capacity and more than one application with same postmark date is received, successful applicants will be chosen by the Secretary-Treasurer in a random drawing, remainder of applications will be returned to sender with regrets.
(c) The membership will remain open to any active member of the Armed Services (including National Guard), regardless of whether the membership cap set by the Board has been reached or not. The persons requesting membership under these circumstances shall provide proof of their position in the Armed Forces, with their membership application. Individuals covered by Article III, section 2 (c) will be expected to renew their membership during the normal application period in all years after their first.
Section 3.
Board member qualification:
(a) Only members who are residents of
(b) Upon failure of a member of the Board to attend two consecutive Board meetings, he or she shall thereafter cease to hold membership on the Board, unless an excuse for absence is presented to the President or Vice-President and approved by the majority of the remaining Board members.
(c) A new Board member will be appointed by the President to serve subject to the approval of the majority of the Board members present.
Article IV. (Meetings)
Section 1.
This club shall hold its regular meetings on the first Thursday of each month.
(a) A special meeting shall be called by the President, upon request of the majority of the Board or upon written request of one-third of the regular members.
(1) A notice of such special meeting and its purpose shall be issued to each regular member within one week prior to such meeting.
(b) A non-member shall be permitted to attend a regular meeting of this club as a guest, unless such meeting has been designated a closed meeting.
(c) The regular or special meetings shall be conducted on a parliamentary basis.
(d) The order of business at regular meetings shall be as follows, unless suspended or altered by a two-thirds vote of the Board members present.
(1) Call to order by presiding officer.
(2) Reading of minutes and treasurer’s report.
(3) Unfinished business.
(4) Committee reports.
(5) New business.
(6) Program/Announcements.
(7) Good and Welfare.
(8) Adjournment.
(e) Committees shall be set up by the Board as the need arises and a Board member assigned as committee chairman.
(f) Committees shall meet upon call and notice of the Chairman of such committee.
Section 2.
The regular meeting of the club on the first Thursday in the month of May shall be the close of the club’s fiscal year.
Article V. (Quorum)
Section 1.
(a) A quorum of the Board shall consist of a majority of the Board.
(b) A quorum of a committee shall consist of a majority of committee members.
Article VI. (Election of Officers)
Section 1.
The officers of this club consisting of a President, Vice-President and Secretary-Treasurer shall be appointed by the Board from among the members of the Board at the last meeting of the fiscal year (First Thursday in May).
(a) In addition to the four club officers, the Board will consist of a minimum of four and a maximum of six additional Board members. Election for any open Board member positions shall be by ballot and majority vote of the Board members present at that meeting.
(b) Duly elected officers shall be installed and assume their duties of office at the next following regular meeting (First Thursday in June).
(c) A Board member will remain in office unless the individual resigns or he or she is voted out of office by majority vote of the remaining Board members. In the event of such a vacancy, Board members by ballot and majority vote will elect a replacement at the next regular meeting of the club.
Article VII (Duties of Officers)
Section 1.
(a) The Board shall manage the affairs of the club, establish or amend the rules, amend the constitution and by-laws, call special meetings, prescribe penalties for rules violations and prescribe additional duties.
(b) The Board shall formulate policies of the club, set a program for the regular meeting, vote on and recommend business for the club program.
Section 2.
The President shall preside at and direct club meetings, enforce rules and perform duties prescribed by the Board.
(a) The President does not vote on Board matters except in cases of a tie.
(b) The President with the Secretary and Treasurer shall sign documents of the club.
(c) The President shall appoint committees and a Board member to chair such committees.
Section 3.
The Vice-President shall serve and perform the duties of the President if the President is absent or unable to fulfill his duties.
Section 4.
The Secretary and Treasurer shall keep the minutes of the club meetings and be the custodian of the club’s monetary assets, accept and deposit money, issue receipts for monies accepted and make payments of money as the Board directs.
(a) He or she shall keep club membership records, handle the membership renewal process and issue notices of meetings or other important information to members.
(b) The Secretary-Treasurer shall make a report at each regular meeting or as directed.
(c) Payments from the organization’s checking account made by the Secretary-Treasurer shall also require the signature of the club President or Vice-President.
Article VIII (Amendments to the Constitution and By-laws)
Section 1.
This constitution and by-laws may be amended by the following procedure.
(a) Notice of all applications to so amend shall be mailed either by postal or electronic mail by the Secretary and Treasurer to all Board members with date of presentation to the Board for consideration.
(b) Said amendment may be adopted at said meeting after it is deemed to conform to the purpose of this constitution and three-fourths of the Board members present (including the President) vote in favor of the amendments.
