Bylaws
Kennebunk Fish and Game Club, Inc.
Effective January 1, 2019
Article I
Objects and Purposes
The purposes of this corporation are to advance and encourage conservation and propagation of wildlife and natural resources within the State of Maine; to assist in the enforcement of fish and game laws; to assist in forest fire protection; to assist in the prevention of water pollution and misuse of the waters of the state; to help develop a better understanding between landowners and sportsmen; and to work for the accomplishment of such other matters as are incidental and conducive to the above objects and purposes.
Article II
Name
The name of this corporation shall be Kennebunk Fish and Game Club, Inc. (Jan. 20,1961) and is incorporated under the State of Maine Laws as a nonprofit organization.
Article III
Meetings
—- Section 1
The annual meeting of the club for the election of officers shall be the regular monthly meeting in December of each year. The Secretary shall give notice of the annual meeting to all members of the club not less than five days prior to the date of such meeting.
—- Section 2.
Effective January 7, 2016, the regular meeting of the club shall be held on the first Thursday of each month at 6:00PM. Date and time can be changed at the discretion of the Board. Special meetings may be held at any other time at the call of the President.
—- Section 3.
Effective January 7, 2016, a monthly safety orientation class shall be held on
the next Sunday morning, immediately after a club monthly meeting, at the club at 10:30 AM, for both new members, their spouses and dependent adult children living within the household of a regular member. All safety orientation classes will be conducted by one of the club’s Range Safety Officers.
—- Section 4.
A quorum shall exist at a monthly meeting when five members are present
which shall include at least two officers, one of which must be either the President or Vice President.
—- Section 5.
Board of Directors shall meet at least (2) times a year. Additional meetings of
the board can be scheduled as needed.
Article IV
Officers
—- Section 1.
The Executive Board (officers of the club) shall be a President, a Vice
President, a Secretary, a Treasurer, at least six (6) Directors, and at least one Senior Range Officer (formerly Sergeant at Arms). All officers, including the Directors, shall be elected by
written ballot or show of hands and serve for one-year terms.
—- Section 2.
President.
The President shall preside at all meetings and shall appoint all standing or special committees. The President shall perform such other duties as are incidental
to his office. He shall be the overseer of all committees. He shall also maintain a membership waiting list and make nominations for vacancies, when available.
Section 3. Vice President. The Vice President shall assist the President in the discharge of his duties and shall perform the duties of the President in the President’s absence. He shall perform such other duties as are incidental to his office.
—- Section 4.
Secretary.
The Secretary shall keep the detailed minutes of the meetings and a record of members present at each meeting using a sign in sheet. He may be required to
provide a report of attendance of the Executive Board members to monitor their active participation. He shall keep a record in the minutes of all funds received and paid out. He shall
communicate the minutes of each monthly meeting to all members electronically via email by the week following the meeting. He shall, when so required, notify all members of all special
and annual meetings, and perform such other duties as are incidental to his office.
Section 5. Treasurer. The Treasurer shall collect all dues and obligations owed the club, and shall be responsible for the payment of all obligations owed by the club when such
obligations have been properly approved for payment. He must keep detailed records for audit
purposes. He shall also provide a detailed list of expenses to the Executive Board in order to develop an annual operating budget. He has the sole discretion to establish bank accounts to
handle the club needs, as he finds easiest, without input from other members as to whether they need to be regular, checking, savings or CD. If the club Executive Board elects to utilize a line
item budget, the Treasurer may move funds from one line item to another in any emergency situation. Otherwise, any transfer must have the approval of a majority vote from the Executive Board.
—- Section 6.
Directors.
There shall be at least six (6) Directors, whose nomination and election shall follow the procedure for other corporate officers, except the President and Vice President may automatically become directors at the completion of their term in office, in place of electing two Directors. Any board member can request a meeting of the board to address the
needs of the club. The Directors shall meet at the call of the President, shall plan and direct the work of
the corporation and act for it between regular meetings, but their doings shall be reported at the next regular meeting. A quorum necessary of Directors’ Meeting shall not be less than three. The Directors shall have the management and control of all property, effects, and assets of the corporation, and shall exercise general supervision over its interests and affairs. They also will serve as junior range officers. Section 7. Senior Range Safety Officer. The Senior Range Safety Officer shall be elected by written ballot or show of hands and serve for one year. His primary responsibilities
include, but are limited to, enforcement of all club rules, providing training and supervising public events. He also is responsible for making recommendations to the Executive Board of
safety concerns or improvements that need to be considered at the club. He may have as many as
Regular Range Safety Officers as he feels are necessary. Those officers will assist the Senior Range Safety Officer in the performance of his duties and responsibilities. These Regular Range Safety Officers will also serve as directors on the Executive Board.
—- Section 8.
Range
Superintendents positions have been established as follows:
- Buildings and Grounds Superintendent
- 2 Pistol Rang Superintendent
- 3 Shotgun Range Superintendent
- 4 Rifle Range Superintendent
These superintendents will be responsible for the over site for their specific areas. They will maintain, upgrade and make any changes (with the approval of the board) to their areas of responsibility.
The President can, as needed, assign another Director as the head of a special project or club improvement activity or event.
—- Section 9.
Youth Services Coordinators.
The President shall annually appoint a member or more to serve this function for the club. That member will be responsible foroverseeing any and all youth related activities either held or sponsored by the club.
Section 10. Vacancies occurring in any office shall be filled by nomination from the floor. In an emergency, the President or Vice President can appoint a member to fill that position
until the next monthly meeting. The person or persons elected serving until the next annual meeting. Such election to vacant office shall occur at the next regular meeting of the club after the vacancy occurs.
—- Section 11.
Any member of the Executive Board who misses more than three consecutive meetings without being excused by the President or Vice President may be relieved from office by either officer.
Article V Membership
—- Section 1.
NEW MEMBER Any person whose purposes are similar to those of the club
may be accepted as a member to The Kennebunk Fish and Game club. A prospective new
member must follow the guidelines for acceptance to the club.
- Submit an application for membership via the Kennebunk Fish and game club web site
or mail in the application - Submit via the stripe account or via mail the yearly dues plus a one-time fee of $30.00.
3. Attendance at a monthly meeting within 60 days of the filing of the membership
application is required. Prospective member must inform the membership chairman of his
intent of attending such meeting. An exception to the 60-day requirement can granted by the
membership chairmen if warranted. - At the meeting the prospective new member will be introduced to the membership
and address the members and answer any questions posed by the membership.
5. The members will vote on the applicant and if accepted will be welcomed to the club.
6. The new member (his spouse and any children over the age of 18 who are still living
at home and plan on using the range without the member being present) will attend the safety orientation (the first Sunday after the meeting at 10:30am) or within 60 days of acceptance as a new member. - AS a new member of K F&G, you will be expected to donate at least six hours during
the year for projects and work sessions held at the club. - Only members in good standing shall have a vote. Any member who is more than three
months in arrears in the payment of dues or other assessments shall be dropped from the
membership rolls, but may be reinstated by the Executive Board upon payment of said dues and assessments, if a vacancy is available. The Executive Board may elect to set the
maximum number of members the club can accommodate (currently @ 250).
—- Section 2.
Effective January 1, 2019 new Adult memberships, where applicant is at least the age of 18, to the club may be obtained upon payment of annual dues including the one-time initiation fee of $30 dollars to be assessed for the first year only. The Executive Board shall annually determine the dues structure based upon anticipated expenses and improvements needed for the coming year. For the calendar year 2019 annual dues for existing members will be $100.00. There will be a specific length of time, decided by the Executive Board, that existing members can submit their annual dues back to the club Treasurer, presently set as April 15, 2019. This will be spelled out in the annual newsletter. Padlock combinations for both gates will be changed on this date, to allow only current paid members to access the facilities. Failure to respond back in the specified time period will result in that
member being dropped from the Membership List. Re-instatement of a former member after
this date will require the applicant to re-pay the initiation fee of $30.00. Former members can
appeal this initiation fee with proper grounds to do so, such as illness. In special cases, due to
unusual circumstances of hardship, the President may pro-rate the annual membership fee.
—- Section 3.
Previous Family memberships, now classified as Regular, are included in
the annual dues listed above, and include spouse and their dependent children (under 22 years of age) living within the same household. If the spouse utilizes the range without listed member
present, they must be in possession of the member’s club identification card. The listed member is totally responsible for the actions of their family and ensures that all club rules and regulations
are followed. The listed member is the only person allowed any voting privileges. All children under 18 years of age must be accompanied by an adult club member. Spouses and dependent
children between the ages of 18 and 22, and still residing in the same household, MAY use the club facility without the parent’s presence, IF he or she has completed a range safety orientation
with one of the Range Safety Officers. The regular listed member will be required to list the names of spouse and dependent children annually when applying for membership renewal.
—- Section 4.
Law enforcement officers from the Towns of Kennebunk, Kennebunkport and Wells are considered honorary members and can utilize all the facilities at the club. They do not have the right to vote, unless they become a regular paying member.
—- Section 5.
As of January 7, 2017 Life memberships to the club may be obtained upon
the payment of a one-time fee of $1000.00 and the one-time assessment fee of $30.00. There are no longer any designations as a senior or junior member. Failure of existing Life members to
sign and return the Release and Assumption of Risk waiver form will result in them being placed
in an honorary status, with no rights to utilize the club facilities.
—- Section 6.
All members will be required to sign and return to the Board of Directors the
new combined Membership and Release of Assumption and Risk form annually the facilities at the Club.
—- Section 7.
New memberships received after November 1st will be honored to include the
rest of that calendar year and the full year afterward.
Section 8. Any Member convicted of violating games laws of this or any other state may lose their right to vote or utilize the club facilities for a period of up to six months. The same penalty shall also be enforced if a Member acts in a manner unsafe to others while at the club, OR causes deliberate vandalism to club property. The Executive Board reserves the right to
utilize video surveillance to protect both members and club facilities. Any Member may, at the end of six (6) months, have their right to vote reinstated. Any Member convicted of a serious crime may also be suspended indefinitely by the Executive Board.
Article VI
Finances
Section 1. The revenue of the club shall be derived from annual dues and such other
projects as may be approved by the club.
Section 2. All outstanding bills shall be voted on by the Board of Directors to approve the
Treasurer to pay them. In an emergency, any member of the Executive Board can direct the
Treasurer to pay a bill up to $500, without Executive Board approval. It is strongly suggested
that the President reach out to the Executive Board by phone or email whenever possible first.
Section 3. Emergency Fund Account. The club shall maintain an Emergency Fund
Account of $5000. The Fund shall remain untouched except in the case of an emergency. In cases
of an emergency, before the necessary funds can be withdrawn, a plan to replace these moneys
shall be established by the Executive Board.
Section 4. Fees collected from use of club facilities and/or events, i.e., shoots or derbies,
or fund raising shall be promptly paid to the club Treasurer and deposited into one of the club’s
general accounts. Agreement of club facility use needs prior approval from the Executive Board
beforehand. The Executive Board will determine any such rates.
Article VII
Amendments
These bylaws may be amended at the regular meeting of the club provided a quorum is
present, and further provided that the proposed amendment had been read at two (2) consecutive
preceding regular meetings. They should be reviewed and amended in November of each year,
so they are voted on and accepted for use in the next full calendar year.
Article VIII
Range Safety Officers
The President shall appoint an appropriate number of range officers for each shoot,
besides the elected the Senior Range Safety Officer and Executive Board (who serve as
Junior Range Officers).
The primary duty of each range officer is to enforce measures designed to preserve the
safety of life and property during the shoot.
Range officers shall have the power to enforce range safety regulations as approved by
vote of the members and posted at the range. Safety problems, which cannot be settled amicable,
shall be referred to the Senior Range Safety Officer and/or Executive Board for final decision.