CONEJO VALLEY ARCHERS, INC.
CONSTITUTION/BY-LAWS
Revised 2007
Article I
This organization shall be known as Conejo Valley Archers, Inc., and shall be hereinafter referred to as the Club. The principal office of the Club shall be located at the current Club President's home or office, or as he shall designate
Section 1. Books and Records. The Club shall keep correct and complete books and records of accounts and minutes of all meetings of the members, of the Board of Directors and committees, and shall keep at the principal office of the Club or other place designated by the Board of Directors, a record of the names and addresses of the members; all books and records of the Club may be inspected by any member, or his or her agent or attorney at any reasonable time.
Article II
Section 1. This Club shall be formed as a non-profit organization to unite all persons who are interested in field archery in Ventura County, California, and environs.
Section 2. Purpose. The Club and all its members shall encourage and maintain among its members and guests the spirit of good fellowship and fair play and exercise supervision and care over all its members. The Club shall so educate and organize the members so that harmony will exist in all committees and Club activities.
Section 3. Interpretation of Constitution/By-Laws. In case of any doubt or ambiguity in the interpretation of this Constitution/By-Laws provided for herein, the Board of Directors shall have the right and duty to determine the same and its decision shall be final. Any dispute arising over or in connection with an election shall be determined by the Board of Directors, which shall be final and conclusive.
Section 4. Waiver of Notice. Whenever any notice is required to be given under the provisions of the general non-profit corporation law of the State of California or under the provisions of the Articles of Incorporation or the By-Laws of this corporation, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be equivalent to the giving of such notice.
Article III
Membership
Section 1. Qualification For Membership. Any person who is interested in Archery and who is of good moral character is eligible for membership in this Club. Candidate for membership must attend two general meetings and complete a SAFETY SEMINAR within the NINETY (90) day probation period. Negative comments about probationary candidates shall be directed to the Board Members and Officers to be addressed at the Board Meeting prior to being voted in as a member. Candidate will be accepted or rejected by a majority vote of the Board Members.
Section 2. - Classes of Members. All members 18 years of age and older shall be known as Senior Members. Those under 18 years of age shall be known as Junior Members. Life Membership may be granted to a member of this Club by unanimous vote of the Board of Directors. A life membership shall enjoy all the rights and privileges of membership in this Club. All members 65 years of age and older shall be known as Golden Agers and shall enjoy all the rights and privileges of membership in this Club.
Section 3. Obligations of Members. Each new member shall at his or her first meeting attended as a member affirm the following pledge: 'Do you solemnly pledge that you will abide by and uphold the Constitution and By-laws and regulations of Conejo Valley Archers, Inc.? (answer I will), and will you participate during club fundraisers and help the club be successful? (answer I will) Do you solemnly pledge to be a good sportsman and do all in your power to promote good will and prevent dissension among members and guests of the Club? (answer I will), and will propose for membership only those whom you know to be worthy? (answer I will.) (Change 2007)
Section 4. Conduct of Members. By accepting membership in this Club, all members agree to be responsible for obeying all Club rules and policies. The Conejo Valley Archers club officers, representatives, and members shall not be liable for the actions or behavior committed by club members or guests who violate these rules and policies. These rules and policies shall also include those imposed as grounds for our range lease, insurance, and city/county ordinances. Violation of the following Club rules and policies shall be grounds for expulsion from the Club. (Range as noted herein shall be defined as any and all properties owned, leased, or controlled by the Club.)
a. No hunting anywhere on range.
b. No controlled and/or illegal substances shall be used or possessed on the range at any time.
c. No smoking on the range except in designated areas. Areas with red butt cans are considered designated
d. No wandering off the range onto adjacent private property is allowed.(change #2002-02)
e. No dogs allowed on the range or park property.
f. No firearms or crossbows allowed on the range.
g. No overnight camping or open campfires on the range except by special permit.
h. No broadheads or blunts shot on range, except in special broadhead range.
i. No one except club members shall be allowed to have a key to the gate, and each member is responsible to see that the gate is securely closed and locked upon entering or exiting the range or park.
j. No glass bottles allowed on range except in picnic area. (Amendment #1 – 7/28/96)
k. The Conejo Valley Archers club officers, representatives, and members shall not be liable for the actions or behavior committed by club members or guests under the influence of alcohol while on club premises.
1. Consumption of alcoholic beverages is prohibited before or during any shooting activity, and on the practice and shooting ranges.
2. Consumption of alcoholic beverages shall be permitted in the picnic and parking areas.
3. Consumption of alcoholic beverages is permitted after a club member or guest has finished shooting for the day.
Article IV
Rights of Members
Section 1. -Voting of Members. Only Senior Members have the right to vote. Junior members shall have all other rights.
Section 2. -Resignation of a Member. Any member in good standing may resign by filing with the Club Secretary a written resignation.
Section 3. Expulsion of a Member. Any member having charges of a serious nature against another member of the Club shall file the charges in writing with the Club Secretary and the charges shall be read to the Board of Directors assembled at the next regular meeting of the Board, at which time the Board will decide if a hearing is warranted. If this hearing is deemed advisable, the President will set a time and place for a hearing. The Club Secretary shall send a notice of the proposed hearing to the persons charged, the person or persons making the charges, and the Board of Directors. At this hearing there shall be at least six members of the Board present to make a quorum. If, as a result of the hearing, the Board deems it advisable, there shall be a vote for expulsion -I a 2/3 majority vote shall be necessary for expulsion, this vote to be a secret ballot. No person may be expelled from the Club without a hearing.
Section 4. Right of Appeal. Any member having been recommended by the Board of Directors for expulsion, may appeal to the membership at the next regular meeting for an immediate hearing. After suitable discussion, a vote shall be taken by secret ballot as to whether to uphold the decision of the Board of Directors. A simple majority vote shall rule.
Section 5. Termination of Rights. All rights of a member and his or her family in the Club or in its property, shall cease on termination of membership or death of the member.
Article V
Initiation Fees and Dues
Section 1. Initiation Fees. The initiation fees for membership in the Club shall be ten ($10.00) dollars and a five ([DD1]$5.00) dollar key deposit. All of their dependent children 17 years of age and under, may be admitted to Junior Membership, regardless of the number admitted.
Section 2. Life Memberships. Life memberships shall be exempt from payment of all initiation fees or dues.
Section 3. -Golden Agers. Golden Agers single membership will be $65 per year. Family membership will be $75.00. The golden ager status will be determined by the elder spouse's age.
Section 4. Members. Member’s dues are as follows: Single membership shall be one hundred and thirty ($130.00) dollars per year. Family membership shall be one hundred and sixty ($160.00) dollars per year (Change 2007).
Section 5. –Deleted.
Section 6. Payment of Dues. Dues shall be paid in advance, in September, for the fiscal year of October 1 through September 30 of the following year. Dues of a new member shall be pro-rated from the first day of the following month in which application is made.
Section 7. Delinquency in Payment of Dues. Any member shall who becomes delinquent over 60 days in the payment of dues shall be declared in bad standing. Any member in bad standing shall not be eligible to participate in any of the Club activities.
Section 8. Termination of Membership for Non-Pavement of Dues. Any member who is one month delinquent in payment of dues, assessments, or other moneys due the Club shall have his or her membership terminated automatically. Any member whose membership is terminated because of delinquent dues may be reinstated in the Club by majority vote of the Board of Directors upon payment of said dues.
Section 9. - Leave of Absence. Any member of this Club who is forced to discontinue their membership due to causes beyond their control, such as prolonged illness, transfer upon orders to another territory, or similar reasons, may apply to the Board of Directors for a leave of absence. If granted, such leave may be continued from year to year, for a period not to exceed four (4) consecutive years. If during the term of such leave, said member becomes able to return to an active status, they may upon application to the Board of Directors be restored to membership without payment of initiation fees. Annual dues and work assessments shall be pro-rated as of the date on which membership is restored.
Article VI
Officers and Directors
Section 1. The Principal Officers and Directors. The affairs of the Club shall be managed by a Board of Directors, eleven (11), which shall consist of the President, the Vice President, the Secretary, the Treasurer, and seven (7) other Directors. The elective officers of the Club shall be a President, a Vice President, a Secretary. The Board of Directors shall consist of the foregoing elective officers, the Treasurer, the most recent Past President, and six (6) other senior members.
Section 2. Other Officer . The Board of Directors may elect or appoint other officers as necessary for the proper conduct of the Club; such officers to have duties and authority prescribed by the Board of Directors.
Section 3. The Treasurer. The Club Treasurer shall be an appointed position by the Board of Directors. At the October meeting of the Board of Directors a slate of qualified candidates shall be nominated for Treasurer. If there is more than one qualified candidate then a vote shall be taken. A two-thirds (2/3) majority vote of the Board shall be required for appointment. If there are more than two nominees and one nominee does not receive a two-thirds majority then a new vote shall be taken from among the two highest vote receivers. Voting shall continue until there is one nominee receiving the two-thirds majority vote.
Article VII
Duties of Officers and Directors
Section 1 Duties of the President. The President shall be the principal officer of the Club. He shall preside at all regular meetings and special meetings of the membership and the Board of Directors and shall be a member of all committees except the Nominating Committee.
Section 2. Duties of the Vice President. The Vice President shall act in place of the President in the absence of the President at any meeting. While so acting, he shall have the same powers and restrictions as the President. The Vice President shall perform all duties as may be assigned by the President or the Board of Directors.
Section 3. The Duties of the Secretary. The Secretary shall keep the minutes of all meetings of the membership and the Board of Directors in one or more books provided for this purpose; see-that all notices are duly given as provided in this Constitution; be custodian of the corporate seal and records of the Club; keep a register of Post Office addresses of each member, which shall be furnished to the Secretary by each member', at each meeting shall have the minutes of all meetings for the past twelve (12) months.
Section 4. - Duties of the Treasurer. The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Club; keep keys and record of distribution; receive and give receipts for moneys due and payable to the Club from any source and deposit all such moneys in the name of the Club in such banks, trust companies, or other depositories as shall be selected in accordance with the provisions of this Constitution, and shall perform all the incidental duties of the Treasurer. Disbursements shall be made by the Treasurer only by authorization by the Board of Directors. If required by the Board of Directors, the Treasurer shall furnish bond in the amount that the Board of Directors in may determine. The Treasurer shall make a separate Financial Statement on all shoots when a fee is charged for future reference and analysis. At each meeting the Treasurer shall provide the membership with copies of the monthly statement for review and shall have the statements of the past twelve (1 2) months. At the end of the Club's fiscal year, the Treasurer will provide the membership with copies of a yearly financial statement. The Treasurer shall be responsible for filing all tax returns and related forms mandated by the government in a timely manner.
Section 5. Vacancies in Office. A vacancy in any office may be filled by the Board of Directors for the unexpired portion of the term.
Section 6. Dismissal of a Member of the Board of Directors. If without a reasonable excuse, a member of the Board of Directors is absent from two (2) consecutive meetings, the Board of Directors shall have the power to dismiss that member from his seat on the Board of Directors by a majority vote of all the members of the Board.
Section 7. -Impeachment of Officers. Any officer or member of the Board of Directors may be impeached according to the California Corporate Laws.
Article VIII
Contracts. Checks. Deposits, and Funds
Section 1. Contracts. The Board of Directors may authorize the President to enter into any contract in the name of the Club and on behalf of the Club, up to a limit of Three Hundred ($300.00) Dollars, and such authority shall be confined to specific instances. Any amount over Three Hundred ($300.00) Dollars shall be approved by a two-thirds majority vote of the Senior members present at the regular meeting, other than recurring Club expenses such as Park & Recreation fees, insurance, etc.
Section 2. Checks, Drafts, etc. All checks, drafts, or orders for payment of money, notes, or other evidence of indebtedness issued in the name of the Club shall be signed by the Treasurer. The President's, the Vice President's, and the Treasurer's names shall be on the checking and savings signature cards. Checks exceeding Three Hundred ($300.00) Dollars shall be signed by the Treasurer and the President or Vice President.
Section 3. Deposits. All funds of the Club shall be deposited to the credit of the Club to such banks, trust companies, or other depositories, as the Board of Directors shall direct.
Section 4. Withdrawals from Savings Account. Proposals to make withdrawals from the Club savings account shall be made verbally to the Board of Directors. It must carry a 2/3 majority vote. Signature of the Treasurer and either the President or Vice President shall be required for withdrawal or transfer of funds from the savings account.
Section 5. Gifts. The Board of Directors may accept on behalf of the Club any contribution, gift, bequest, or other device for the general purpose or any special purpose of the Club.
Section 6. Replacement/Audit. The Board shall retain the right to replace and/or audit the Treasurer at anytime.
Article IX
Nominations and Elections
Section 1. Nomination Procedure. Not less than two (2) months prior to the annual meeting to be held Conejo Valley Archers Constitution and by-laws each September, the President shall appoint a nomination committee, composed of not less than three (3) members. It shall be the duty of the nominating committee to nominate one or more candidates for each office and the three (3) seats on the Board of Directors and shall propose the nominees to the regular meeting in the month of August. At this meeting, nominations may be also made from the floor by a Senior member. The nominees shall have been a member of the Club for at least one (1) year and must have accepted the nomination. The membership shall proceed to elect the officers and directors so nominated at the Annual Meeting in September or at any special meeting of the members called by the Board of Directors. A member in good standing may be nominated for one (1) or more offices but can accept only one (l) nomination for any elected position.
Section 2. Counting of Ballots. Following the nominations at the August meeting, the Election of Officers and Directors will proceed as provided under Article X of this Constitution. The time for the counting of the ballots shall not be later than the date of the Annual Meeting in September. A nominee on the ballot for an office shall not assist in counting ballots.
Section 3. Tie Votes. In case of a tie vote, the issue shall be determined by lot.
Section 4. Tenure in Office. The officers and directors of this Club shall be elected each year in the manner provided in Section 1 of this Article and shall take office the first meeting in October. Officers shall hold office for one year and until their successors are elected and installed in office. Directors shall be elected for staggered two (2) year terms; three (3) in each even numbered year (to be served during the ensuing odd numbered year), and three (3) in each odd numbered year (to be served during the ensuing even numbered year.
Article X
Voting By Mail
Section 1. Voting Procedure. A matter to be submitted to the vote of the members, including the Election of Officers and Directors, may be submitted to the members by mail at any time the Board of Directors may deem it necessary. The ballot sent to the membership shall state the issue or issues and/or each candidate and the office for which he or she is a candidate, and the time and place for counting the ballots. Each member shall find enclosed in the envelope mailed to them the following:
a. A small unmarked envelope.
b. A larger return-addressed envelope marked 'Ballot'.
c. A ballot with the following two (2) paragraphs printed at top of said ballot:
After marking your ballot, place ft into the unmarked envelope. Place sealed unmarked envelope into the larger return-address envelope. Sign return-addressed envelope with Name and Address on upper left hand corner and then mail.
These signatures on the outside of the return-addressed envelope will be checked against the paid-up membership files. Be sure they are legible. The Secretary will not open the small envelopes. If your name and address is not on the outside of the large envelope your ballot will not be counted.
Article XI
Chairmanships
Section 1. There shall be the following chairmanships:
a) Range Chairman - whose duty it is to supervise and police the range and organize all work parties.
b) Tournament Chairman - whose duty it is to schedule and conduct all tournaments at the Club range. He or she is to study and make rules for such tournaments and to set range fees. To be keeper of CBH classifications and to keep all records of scores shot on our regular monthly Club Shoots.
c) Trophy Chairman - whose duty it is to provide awards for all tournaments scheduled by the Tournament Chairman.
d) Publicity Chairman - whose duty it is to secure favorable publicity for archery tournaments and special events, and to provide the membership with a monthly newsletter.
e) Conservation Chairman - whose duty it is to study and report on conservation generally and to cooperate with National and State Government in this, the conservation of game and its natural habitat, the woods and the fields: to cooperate with the Publicity Chairman in educating the public in the effectiveness of the bow and arrow as a hunting weapon, particularly from the humane and conservation viewpoint.
f) Field Target Chairman - whose duty it is to order and supply regulation field targets for each monthly shoot and when otherwise necessary.
g) Novelty Target Chairman-whose duty it is to provide artistic painted targets for all novelty tournaments scheduled by the Tournament Chairman.
h) Food Chairman - whose duty it is to provide food for invitational tournaments.
i) Telephone Chairman - whose duty it is to gather information from Officers and Board Members regarding upcoming events and contact each phone committee member to carry out messages to their district.
j) Beverage Chairman - whose duty it is to provide for beverages, water, ice and candy at invitational tournaments.
k) Construction Chairman - whose duty it is to provide the necessary materials for work parties.
l) By-laws Chairman - whose duty it is to review and revise the Constitution/By-Laws each year.
Section 2. Appointment of Charimanships. All chairmanships shall be appointed by the President. The President may remove or replace chairmen whenever he deems it necessary or advisable. The chairmen of the various committees shall be free to ask members to serve on his or her committee and also to replace committee members, but should it be necessary, the President has the power to appoint members to any committee. Each chairman shall continue on the chairmanship for the calendar year and until a successor is appointed, unless the member is removed or ceases to qualify for that chairmanship.
Section 3. Other chairmanships may be appointed by the President whenever he deems necessary or advisable.
Section 4. All committee's actions are subject to approval by the Board of Directors.
Section 5. All chairmen shall be prepared to make reports at each regular meeting of the membership.
Article XII
Meetings of the Board of Directors
Section 1. Robert's Rules of Order, Revised, shall govern the proceedings and conduct of all meetings of the Club and its Board of Directors, when not inconsistent with the provisions of this Constitution.
Section 2. Regular Meeting. A regular Annual Meeting of the newly-elected Board of Directors shall be held at the same place and immediately after the Annual Meeting of the membership. The Board of Directors may provide for other Board Meetings as required for the good of the Club.
Section 3. Special Meetings. Special meetings of the Board of Directors may be called by the President or any three (3) Directors. Results of all special meetings shall be published in the monthly newsletter.
Section 4. Who May Attend. Any voting member in good standing may attend any Board Meeting except a meeting involving expulsion of a member.
Section 5. Quorum. The quorum for all Board of Directors Meetings shall be set at two-thirds (2/3).
Article XIII
Meetings of Members
Section 1. The Club shall hold one regular meeting each month.
Section 2. Annual Meeting. The regular meeting which is held in the month of September each year shall be known as the Annual Meeting and shall be held for the purpose of electing the officers and directors for the following year and for the transaction of such other business as may properly come before it. If it shall be found necessary to hold the election of officers and directors at a special meeting, it shall be held before the end of the month of September.
Section 3. Special Meetings. Special meetings of the membership may be called by the President, the Board of Directors, or not less than one-tenth (1 /1 0) of the members having voting rights. Such a meeting shall be held at the time and place specified in the call of said special meeting.
Section 4. Conduct of Meetings.
A. President must call the meeting to order.
B. Reading of the minutes of the previous meeting of the members.
C. Reading of the minutes of the previous meeting of the Board of Directors since the previous meeting of the membership.
D. Reading of the Treasurer's Report.
E. Acceptance of new members and the reading of the pledge.
F. Reading of all communications.
G. Reports of Officers and Directors.
H. Reports of all chairmanships.
I. Unfinished business.
J. New business and introduction of new applicants,
K. Good of the organization.
L. Adjournment.
Article XIV
Rules For Amendments
Section 1. Major amendments to this Constitution shall be initiated only by a majority vote of the Board of Directors or by a petition signed by not less than ten (1 0) Senior Members and submitted to the Board of Directors. Such proposed amendments shall thereupon be referred to the Constitution/By-Laws Committee for drafting into suitable and proper form and when reported out by the constitution/By-Laws Committee shall be read a two (2) consecutive membership meetings and acted on after the second reading.
Section 2. The Constitution/By-Laws may be revised only by a two-thirds (2/3) majority vote of the Senior Members present at the regular meeting.
Section 3. All Senior Members shall be notified by mail of the proposed major amendments. Such notice shall be mailed not less than five (5) days prior to the meeting at which the first reading is made.
Article XV
Amendments
By-Law amendments, marked Change 2007, were read and discussed for three months then voted into the Constitution/By-Laws on July 22, 2007.
Article XVI
JOAD Memberships
JOAD memberships are established to provide a way for minors to enlist in this youth program without requiring full membership responsibilities of their family. The membership requirements and responsibilities differ only as prescribed in the following sections. All other bylaws not specifically modified below will still apply.
Section 1. Yearly Dues. The JOAD yearly dues shall be ten ($10.00) dollars per club year. Persons with regular and current Family memberships do not have to pay the JOAD yearly dues.
Section 2. Event Fees. Event fees of three ($3.00) dollars are paid at each practice or JOAD event attended. The fees are used for replacement of targets, score cards, awards. There may also be additional assessments to cover special events or needs that are not supplied by the club. These shall be announced and collected as required.
Section 3. Members Rights. The JOAD member shall have access to the range for any JOAD event which is organized and supervised by at least one adult club member who is an NAA certified instructor. No gate keys shall be issued to JOAD members.
Section 4. Member Obligations. In lieu of work party requirements, JOAD members are responsible for general practice area clean up.
Section 5. Funds. The yearly dues shall be made payable to Conejo Valley Archers. The weekly event fees will be maintained in a special JOAD account maintained by the appointed JOAD Chairperson.
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Certificate of President
I, the undersigned, do hereby certify that I am the duly elected and acting President of the Conejo Valley Archers, Inc., a non-profit organization, and that the foregoing Constitution/By-Laws comprised of eleven (11) pages, constitutes the Constitution/By-Laws of said organization as duly adopted at a meeting of the Board of Directors thereof, duly held on July 11, 2007, and approved by the membership on July 22, 2007.
Keith Murphy, President
John Downey, Secretary