By Laws

Kennebunk Fish and Game Club, Inc.

Effective January 1, 2017

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 conductive 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.  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 and also dependent adult children living within the household of a regular member. All safety orientation classes will be conducted by one ofthe club’s Range Safety Officers.

Section 4. A quorum shall exist at any meeting when five members are present which shall include at least two officers, one of which must be either the President or Vice-President.

 

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. 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.

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 improvement that need to be considered at the club.  His duties may also include keeping an accurate inventory of club property to include: firearms, ammunition, targets, etc. He may have as many as Regular Range Safety Officers as he feels are necessary. Those officers will also be elected annually and 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.  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 for overseeing 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. Any person whose objects and purposes are similar to those of the club may be accepted as a member upon the payment of stated dues, assessments, and approval of the board of directors, if a vacancy is available. The Executive Board may develop and utilize a new membership review and evaluation progress, where applicants are interviewed and evaluated, have criminal background checks completed,   prior to their name being brought up for a vote to join the Club. All new membership consideration must include completion of the most recent approved membership application, signed waiver form and a safety orientation program. All perspective new members MUST attend the monthly where their application for membership is to be voted on. To show their desire to be a member of K F&G, new members shall also be expected to donate at least six hours a 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, 2017, new Adult New Memberships, where the applicant is at least the age of 18, to the club may be obtained upon payment of annual dues of $100.00 plus a $30 one-time initiation fee 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 2018 annual dues for existing members will be $100.00. The Executive Board is also requesting that each Existing Member make a one-time assessment donation of $25.00 to assist the number of capital project improvements and increased overhead costs. A $5.00 fee will apply for dues paid online through our "STRIPE" account. Failure to pay annual dues by February 1st of each year will be assessed a late fee of $30. Nonpayment after April 1st constitutes removal of membership. If a member forfeits his or her membership for nonpayment, they may reapply as a new member, pay the annual dues including the initiation fee and be required to do the orientation and possibly go on the waiting list. This will be spelled out in the annual newsletter. All new members must have a sponsor in good standing who has been a member for at least one year. If the applicant doesn't know a current member to sponsor them, they can request a sponsor during the application process. Sponsors will be provided depending on availability and may take several months. A new member and sponsor must attend a monthly meeting to be introduced to the club membership before their application is approved. After introductions and questions, the new member will be excused from the club population to vote on the candidate. The sponsor will be notified of the new applicants approval prior to next months meeting. If the new member is approved, he will be escorted by the sponsor at the next monthly meeting and be welcomed into the club. If not approved, the applicant and sponsor will be notified and his or her money refunded. Padlock combinations for both gates will be changed on this date, to allow only current paid members to access the facilities. In special cases, due to unusual circumstances of hardship, the President may pro-rate the annual membership fee. 

All new members must attend new member orientation within 60 days or forfeit their dues and be removed from membership. All new members will be required to complete 10 hours of work time during their first year. A card will be used to record their time and must be signed off by the an RSO, Director or Superintendent. Cards will be turned in once their work commitment is reached or prior to renewal. Failure to complete work time will result in non-renewal OR work time can be obtained by paying a $15 per hour penalty towards the hours. 

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 insures 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. 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 $25.00. 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 a 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, prior to using the facilities at the Club.

Section 7. All new members MUST complete the safety and orientation session conducted by the Range Safety Officers prior to utilizing the facilities at the Club.

Section 8. New memberships received at the annual fall open house or after, will be honored to include the rest of that calendar year and the full year afterwards.

Section 9. 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. A petty cash fund of $250.00 shall be established by the Treasurer to pay the Secretary’s monthly bills.

Section 3. All outstanding bills shall be voted on by the club to approve the Treasurer to pay them.  In an emergency, the President, Treasurer or Senior Range Officer can direct the Treasurer to pay a bill up to $300, 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 4. Life Membership account. The club shall maintain a Life Membership Account. All Life Membership dues collected will be placed in escrow in this account. The principle shall remain untouched except in the case of an emergency. Interest can be withdrawn at any time to be used as needed. In cases of an emergency, before the principle can be withdrawn, a plan to replace these moneys should be established by the Executive Board and Membership.

             Section 5.   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.