BY LAWS OF THE LaGRANGE HUNTING AND FISHING CLUB. INC.
The name of this club shall be The La Grange Hunting & Fishing Club,Inc. of LaGrange,Ohio 44050
The purposes for which this club is organized are to conserve,restore,and manage the game, fish and other wildlife and their habitat in Lorain County and adjacent lands,to seek to procure better fishing and hunting for sportsman, to cooperate in obtaining proper respect for,wild life among the residents of Lorain County. The association shall operate without profit and shall be non – political, and non – sectarian.
SECTION 1. Any citizen of the United States , of suitable character and reputation, may submit an Application for membership, which shall be signed by one active member , and endorsed by a second member. The name of the applicant shall be read at a regular meeting of the club membership. After proper investigation by the Board Of Trustees, the applicant must be approved for membership by affirmative vote of the Trustees.
SECTION 2. Active Member is defined as a member who has been regularly approved for membership as herein provided, and whose membership fees are paid in full.
SECTION 3. An Honorary Member is defined as a member who has been nominated by a Trustee for Honorary Membership and approved as such by a majority vote of the Board of Trustees. Honorary Members shall not be entitled to vote,and shall pay no dues or fees.Honorary Membership shall be renewed annually by affirm ative action of a majority vote of the Board Of Trustees.
Any Officer or Trustee who has served two or more terms and has reached the age of 65 can become a Lifetime Honorary Trustee after being nominated by a Trustee and receiving approval of a majority of the sitting Board Of Trustees. An Honorary Trustee will become a non – voting member of the board available for his/her advice and counsel, and shell be exampt from dues for life.
Such Honoray Trustee will be asked to regulary attend Board meetings and provide valuable guidance in the governance of the club.
SECTION 4. Renewal dues must be paid by the first Monday of February of each year.
SECTION 5. The amount of renewal dues and dues for new members shall be set by the Board of Trustees and the membership on or befor the November membership meeting.
MEETINGS OF MEMBERS
SECTION 1. The annual meeting of the club shall be held on the first Monday of November each year,at such time and place as the Board of Trustees may designate. Notice of every annual meeting of the club shall be mailed by the Mailing Secretary to every farmer and sportsman member at least seven ( 7 ) days befor the date of such meeting. All officers elected at the November meeting will take office at the January meeting.
Section 2. At such annual meeting,the order of business shall be:
- 1st. – Reading of Minutes of previous meeting.
- 2nd – Reports of officers and Board of Trustees.
- 3rd -Election of officers.
- 4th – New business.
Section 3. Regular membership meetings of the club shall be held at such places and dates as may be deemed suitable by the Board of Trustees. There shall be not less than one regular membership meeting each month,except during July,August and December.
Section 4. A special meeting of the membership may be called at any time by the President or Board of Trustees. It shall be mandatory for the President to call a special meeting whenever 10% of the voting members in good standing shall make a written request to the President specifying the object of the meeting. In such event,not less than ten days written notice of a special meeting shall be given to members.
Section 5. All meetings shall be conducted according to Robert’s Parliamentary Rules of Order. Open discussion from the floor on all measures shall be permitted and encouraged.
Section 1. At membership meetings,not less than twelve ( 12 ) active members,including five ( 5 ) Trustees of the club in good standing shall constitute a quorum.
Section 1. Officers of the club shall be a Presidant,Recording Secetary,Treasurer and Mailing Secretary, chosen from the active membership by vote of the membership at the annual November meeting. They shall hold office for one ( 1 ) year or until their successors are elected and qualify. The President shall hold a one year term with the option to run for a maximum of four (4) consecutive terms or until his successor is elected and qualifies unless he specifically declines.
Section 2. All officers by reason of their office are also members of the Board of Trustees.
Section 1.The active management of the club shall be vested in a Board of Trustees consisting of five ( 5 ) Officers and fifteen ( 15 ) Trustees.
Section 2. Trustees shall be elected for a term of three years. One – Third of the Trustees shall be elected each year. In the event a vacancy occurs of a Trustee’s term which is not regulary open for election,such vacancy will be filled at the election at the annual meeting. Those Trustees receiving the highest number of votes will serve for three ( 3 ) years. Vacancies will be filled by those persons receiveing the next highest number of votes. There for,the non – officer members of the Board of Trustees will be made up of one-third who will serve for three ( 3 ) years,one-third who will serve two ( 2 ) years,and one-third who will serve for one ( 1 )year.
Section 3. The recording secretary shall maintain an accutate record of the elected trustees and their term or office and shall have such records available for examination at all meetings. He or she shall also maintain an inventory of club personal property.
Section 4. The Board shall meet for the transaction of buisness once a month, and at such other time as called for by the President or on the written request to the President by any two (2) members of the board. Notice of any such special meeting shall be given to board members in writing at least seven (7) days in advance of the meeting with notice of the time and place of such special meeting.
Section 5.At meetings of the Board of Trustees, a majority of the total members of the Board shall Consitute a quorum and a majority of the Trustees present at any such meeting shall previl
DUTIES AND POWERS OF THE BOARD OF TRUSTEES
Section 1. The Board of Trustees shall have the power to manage all the affairs of the club on any and all questions,and to make all contracts necessary for the proper transactions of all business. They shall have jurisdiction over all matters pertaining to the care,conduct,control,supervision,and management of the club and its finances.All appropriations shall be made by them.
Section 2. It shall be the duty of the Board of Trustees to adopt , and publish , if deemed necessary , such rules and regulations prescribed for the use and occupancy of the meeting place ; Care and protection of club property ; rules and regulations for hunting and fishing on club grounds or leased ground ; and for use, care and maintenance of range property.
Section 3. At the annual meeting of the club. if requested,the Board of Trustees shall make a full report of their proceedings during the proceeding fiscal year, and recommend such measures as they deem advisable.
Section 4. The board of Trustees may fill any vacancy amoung the Officers or Trustees by vote of the majority of those present at a regular monthly meeting of such Board;Such election to be for the unexpired term of officers, and until the next election for Trustees.
Section 5. Any Officer or Trustee who is absent from three ( 3 ) consecutive meetings,either general membership or board meetings, without presenting a fair and reasonable excuse for his absence to the President, may be supended from his/her respective office and the vacancy filled by the Board of Trustees.
Section 6. In no case where a resolution has been passed at a meeting of the Board of Trustees affecting the relations of any member of the club toward the club shall such resolution be reviewed at a subsequent meeting without notice in writting sent by the Recording Secretary to every member of the Board of Trustees at least ten ( 10 ) days befor the meeting that such previous action will be brought up for review or consideration.
Section 7. The Board of Trustees shall have the following specific powers:
- (A) To appoint delegates to the different associations of which this club may be a member,or for the purpose of conferring with any association or club respecting any matter in which this club may be concerned.
- (B) To make rules for the conduct of the members of the club and for their use of the club’s property.
- (C) To suspend or expel a member for any conduct in violation of the rules, or behavior improper or prejudicial to the interest of the club.
- (D) To fix and enforce penalties for violation of rules.
- (E) To remit penalties for offenses against rules.
- (F) To prescribe rules for the admission of guests to the privileges of the club.
- (G) To call special meetings to the club to consider special subjects.
- (H) To prescribe additional duties for any of the Officers, in addition to those herein set forth.
- (I) To audit the financial records of the club every two ( 2 ) years.
DUTIES AND POWERS OF OFFICERS.
Section 1. The President shall preside at all meetings of the club and Board Of Trustees and enforce all laws and regulations of the club; he shell perform such other duties as shall be imposed upon him by resolution of the Board of Trustees. The President shall,with the Recording Secretary, sign all written contracts and written obligations of the club.
Section 2. The Presdent shall have the power to appoint standing and special committees whenever he deems necessary,or upon request by the Board of Trustees. Eather the Presdent or the Board of Trustees may specify the numbers to be assigned to any such committe.
(B) Vice President
Section 1. In the absence of the President, his duties shall be preformed by the Vice President. In the event of the death or disability of the President,Vice President shall act until the Board of Trustees fills the office.
(C) Recording Secretary
Section 1. The Recording Secretary shall keep minutes and other official reports of the club; he shall conduct the official correspondence of the club;he shall keep all records, books, documents, and papers relating to the club in such place as shall be designated by the Board of Trustees; he shall preform such other duties as may be assigded to him by the Board of Trustees.
Section 1. The Treasurer shall have the custody of the funds of the club which may come into his hands and shall do with the same as may be ordered by the Board of Trustees . He shall deposit the funds of the club to its credit in such banks as the Board of Trustees may from time to time designate. At the annual meeting, he shall submit a statement of the financial condition of the club, and whenever required by the Board of Trustees shall make and render a statement of his accounts,and such other statments as may be required. He shall keep full and accurate accounts of all monies received and paid by him for account of the club. He shall preform such other duties as may be assigned by the Board of Trustees.
( E )_ . Mailing & Membership secretary.
Section 1. It shall be the duty of the Mailing and Membership Secretary to maintain an accurate report of paid and farmer and Sportsman members each and every month except during July and August. He shall keep in books a full and accurate account of all dues monies received by him . He shall preform such other duties as may be from time to time assigned to him by the Board of Trustees.
Section 2. The Membership Secretary (referred to herinafter as “the secetray”) will be provided a computer and necessary componets of the computer system (referred to herinafter as ” the computer “) ,by the club for the purpose of keeping membership records and rosters,preparation of monthly news letters,and any other tasks considered appropriate by the general membership and Board of Trustees (referred to hereinafter as”the board”). The following paragraphs outline the procedures to be followed regarding the computer;
1.0 The computer will remain in the possession of the serving secretary for his/her full term of service. Although in possession of the secretary,the computer remains the propertyof the LaGrange Hunting and Fishing Club (referred to hereinafter as “the club”),atall times. The President will hold a recept for the computer,signed by the secretary .Should the board decide and concure to lend the computer to any other member of the board, the secretary will be required to hold a recept from that officer until the computer is returned. A full joint inventory of the computer and all documentation and components purchased by the club will be made and held by the club President.
2.0 The secretary will be required to keep all records exclusively on the computer and storage medium purchased by the club. The data stored on the computor and storage medium is the exclusive property of the club. This includes all rosters,membership data and applications. Anydata entry or maintenance of records by the secetary is done as part of the duties of this position and is done in the full agreement of this and for wich he/she is compensated at the rate per year. The secretary has no ownership of any part of the data. Work done on the computer, for the club, is the sole property of the club. Any development of applications for the club,on or for use on the computer, remains the exclusive property of the club. Should for any reason the secretary step down from his/her duties, the computior and all storage medium will be returned to the club. the secretary will not retain any club records after stepping down from this poisition, even if he/she remains as an Officer, or a regular member.
3.0 Should the computer be lost or damaged at any time, the club President will appoint a Trustee and at least one general member to conduct an investigation of the loss or damage. A report of the results of the invesigation will be tendered to the Presedent and the board within two mounths of the event. The report should include a statement from the secretary, police reports, reports from any firm contacted to repair a damaged computer or componet. Should the report find the damage or loss the fault of the sectury, the board can decide to withhold part or the entire annual stipen paid to the sectuary. Carelessness or misuse will be defined by the board. Prior to this decision by the board, the secretary will have the right to address the board and will be given the opportunity to do so. The sectuary will be required to come befor the board to present his/her case at the first board meeting after the report is submitted to the board. Failure of the secretary to appear at the appointed time will mean that the President will have the authority to put the matter to a vote, without hearing from that officer. To suspend the payment of stipend for negligence, two thirds of those present must vote to suspend payment
4.0 The secretary will make monthy back-ups of the data contained in the computer’s storage medium. This back-up will be made on a medium owned by the club and will be passed to another officer at the monthy meeting of the board.
5.0 If the coputer needs maintenance for any reason, the secretary will approach the board with a request for funds to be dispersed for this purpose. The request will include two estimiates and a not to exceed figure for the rpair.
6.0 Storage disks. ink cartridges,and other supplies will be purchased by the secretary and the bill will be presented to the board for payment with the proper recipts. The Treasurer will keep a running account of these expenditures and report to the Board periodically.
NONPAYMENT OF DUES
Section 1. Any member who fails to pay the annual dues by the first Monday in February shall be terminated as a member.
AMENDMENTS TO THE BY-LAWWS
Section 1. Amendments hereto shall require a two-thirds vote of those present at a membership meeting, and no vote on admendments hereto may be taken at other than the annual meeting unless written notice of the propsed amendment is given to all members by the Recording Secretary at least ten (10) days prior to the date of the meeting.
RULES GOVERNING NOMINATION AND ELECTION OF OFFICERS & TRUSTEES
Section 1. No one , unless he has been in good standings for six (6) months prior to the annual election, will be elegible to be nominated for office in the club. No one currently serving as an Officer or Trustee in another hunt club within 150 miles radius of LaGrange shall be eligible to serve as a member of the Board. Any person in violation of this rule at the time of adoption of this amendment shall, at their request, be grandfathered until his/her term expires.
Section 2. Election of officers. The President, not later than (30) days prior to the annual meeting, shall appoint a nominating committee consisting of three (3) Trustees whose duty it shall be to prepare a slate of candidates for the office to be filled at the annual meeting. This committee will, if possible, place in nomination two (2) candidates for each office. A President serving his first term, shall be nominated for a second term, unless he specifically declines A President., serving his second consecutive term, may not be nominated for a third consecutive term by the committee or from the floor.
Section 3. Election of Trustees. The nonimating committee shall nominate at least suffient members to fill all vacancies of the Board of Trustees, without designation as to one,two or three year Trustees. Those Trustee candidates receiving the most votes shall be three-year Trustees, next shall be two-year if any, and next shall be one-year Trustees, if any.
Section 4. Nominations from the Membership. Any members who are entitled to vote may make nominations from the floor for any office to be filled, and if properly seconded, such nomination shall be valid.
Section 5. Voting. Voting shall be by secret ballot. A separate vote shall be taken for each officer position, and the results reported befor balloting on the next highest office. One ballot shall be used for Trustees, with each member being entitled to vote for the number of canidates for wich ther are vacancies. Those candidates receiving the greatest number of votes shall fill the longest terms, respectively. Tie votes shall be decided by the toss of a coin. Ballot counters shall be appointed by the Presiding Officer.
The forgoing By- Laws adopted on November 6, 1989 were amended to include a new Section 2 of Article IX (e) at the annual meeting of the LaGrange Hunting & Fishing Club Inc.,On November 3,1997 . Article iii Section 3, adding a new Lifetime Trusree membership and Article XLL Section i, rerarding elected Officers and Trustees had amendments added by the membership at the May 3, 1999 general meeting by way of popular vote
On November 3,2003 at the Annual Meeting, the memberssip approved by unanimous vote the amending of Article VIII Section 1 increasing the number of trustees to fifteen (!%)
On November 1, 2004 at the annual Meeting, the membership approved by unanimous vote the amending of Article IV, section 3 eliminating the December Membership Meeting.
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