By Laws

Knox County Fish & Game Association, Inc. [KCFGA]
By-Laws, as Amended November, 2011

I. Meetings:

Section 1: Board of Director Meetings

The Board of Directors shall meet monthly on the 1st Wednesday of each month, unless otherwise determined. At the discretion of the President, a Special Meeting may be called, provided each director is provided at least three days prior notice.

Section 2: Regular Meetings

Meetings shall be held monthly, except December, on the 3rd Thursday of each month, unless otherwise determined.

Section 3: Annual Meetings

The Annual Meeting will be held on the third Thursday in May.

II. Quorum:

Section 1:
A minimum of eight members shall constitute a quorum at all Board of Director meetings.

Section 2:
A minimum of ten members shall constitute a quorum for all regular membership meetings.

III. Power of the Officers & the Board of Directors

Section 1: President

The President shall preside over all regular meetings, as well as, all meetings of the Board of Directors. The President shall appoint all committee chairpersons who are not elected. The President shall propose and/or designate duties to the directors.

Section 2: Vice President

The Vice President shall become acquainted with the operations of the Association and either lead or participate on one or more committees. The Vice President shall act as the President in the President’s absence.

Section 3: Treasurer

With the exception of funds pertaining to the Eye of the Hawk, the Range, and Lodge Rentals, the Treasurer shall collect and hold all of the funds of the Association, and maintain an accurate, on-going accounting of all Association receipts and disbursements. The Treasurer shall pay all appropriate and/or authorized bills and invoices which are duly owed by the Association, and submit written reports of accounts and activities monthly to the Board of Directors. The Treasurer shall both provide and present a written report addressing the finances of the Association to all members attending the Annual Meeting. Moreover, the Treasurer shall be responsible for executing all Finance and Budget Committee recommendations which are approved by the Board of Directors, such as insurance placements, investment buy/sell decisions, or the like.

Section 4: Secretary

The Secretary shall keep accurate minutes and record attendance at all Directors’ Meetings, Regular Meetings, and Special Meetings. Further, the Secretary shall handle all club correspondence including the newsletter and maintain the official files.

Section 5: Terms and Succession

A. Officers shall serve for one year and may be re-elected.
B. Unexpired terms of officers whose positions become vacant shall be filled by majority vote by the Board of Directors.
C. A President must fulfill their post to be considered as a Past President.

IV. Board of Directors

Section 1: The care, management and control of all real property of the Association shall be under the direction of the Board of Directors, and they shall make all rules and regulations governing same. The Board shall provide direction to all standing committees. The Board shall suggest policies for consideration by the membership, vote on new memberships, and report its transactions to the membership. The Board shall also be responsible for hiring the caretaker.

Section 2: Directors shall serve for three years, two being elected each year, or as otherwise required.

Section 3: Directors whose positions become vacant shall be replaced by the Board of Directors until the Annual Meeting when a replacement shall be elected to fill the unexpired term.

V. Monetary Transactions

Section 1: All monetary renumerations collected on behalf of the Association shall be remitted expeditiously, but not less than monthly, to the Treasurer.

Section 2: All transactions, other than care and maintenance of the property, must be approved by a majority vote of the members in attendance at a regular meeting.

Section 3: The Association’s financial investment program will be under the direction of the Board of Directors. Based upon recommendations from the Finance and Insurance Committee, the Board of Directors by majority vote will decide all buy and sell decisions concerning the Association’s financial investments and insurance directions. The Treasurer will execute all buy/sell decisions of the Board of Directors, and arrange for placement of approved insurance needs via competitive bids. The Treasurer shall keep all Association investment instruments, insurance policies and certificates, and other key documents in a safety deposit box. The President of the Association also shall be authorized with full access to the safety deposit box. Moreover, the Treasurer will include all investment transactions as part of the monthly Treasurer’s report to the Board of Directors, as well as, to the members at the regular monthly meetings.

VI Committees

Whenever needed, and unless otherwise specified herein, the President may organize a committee and appoint a chairperson.

All committees shall meet, when necessary, to perform their duties and to make reports to the Board of Directors and to the membership. Each committee shall have a chairperson who will recruit and appoint committee members, as needed, and who shall direct all activities of their committee. The Chairperson also will keep records and present monthly and annual reports, as necessary. No person shall chair more than two standing or other committees. .

Section 1: Finance and Budget Chairperson

The Finance and Budget Committee shall be composed of a minimum of three, but no more than five, members and shall be responsible for monitoring and recommending all
insurance requirements for the Association, as well as, for proposing the Annual Operating Budget to the Board of Directors. Additionally, this Committee shall provide on-going monitoring of the Associations Investments [e.g., CDs, Interest Bearing Accounts, et al] and periodically, but not less than annually, make appropriate
recommendations to the Board of Directors regarding any changes that may be required. The Board of Directors shall have final approval of all matters assigned to the Finance and Budget Committee. At the Annual Meeting, and more often as needed, a brief overview of Finance and Budget Committee activities shall be made to the membership. Monthly overviews to the Board of Directors also shall be provided.

Section 2: Membership Chairperson

Annually, during the month of April, this Committee shall advise all members via postcards, emails, newsletter, and/or the website, that Association membership fees are payable by May 1st each year, and that late fees will be applied thereafter. Additionally, the Committee will collect all membership fees for remittance to the Treasurer, and maintain current lists of all paid, delinquent and life members. Membership totals and related activities will be reported monthly to the Board of Directors and, separately, at regular meetings of the membership. A routine responsibility of this Committee is to acquaint new members with Association rules and requirements, along with the numerous facilities and programs which are available to paid members.

Section 3: House Chairperson

This Committee is responsible for maintaining Beaver Lodge and its outer buildings [excluding the Range]. The Committee will insure that all essential supplies are on hand and make recommendations for Board of Directors’ consideration when repairs may be needed to the Lodge, outer buildings, or related facilities, e.g., well and septic. Normally, the Caretaker [who is hired by the Board of Directors] shall be the Chairperson of the House Committee.

Section 4: Camping Chairperson
This Committee is responsible for maintaining all camp sites, as well as, recommending rules, fees and necessary camp-related expenditures that should be considered for action by the Board of Directors. Active seasonal campers requesting continued renting in their current camp lot must notify this Committee Chairperson by October 31st, accompanied with camp site holding fee. Active seasonal campers requesting camper storage on Association property must notify this Committee Chairperson by November 30th, accompanied with camper storage fee.

Members desiring a seasonal camp site may, after 9 AM on the first Sunday of each January, contact the Camp Committee Chairperson and request a camp site to be reserved in their name. All site reservations require a non-refundable $100 deposit be provided within 10 business days of the reservation request. Further, sites shall be allocated on a “first come-first served basis”.

In addition, the Camping Chairperson shall be responsible for securing from camp site users [both seasonal and daily users] either: [1] a signed, written Camping Waiver of Liability, or [2] a copy of an Insurance Company Policy which provides appropriate coverage to KCFGA for all liability camping exposures while using KCFGA facilities.

Section 5: Grounds Chairperson

This Committee is responsible for maintaining the road, and all grounds, excluding the Range and the Beach areas. If any work requiring expenditures needs to be accomplished on these Association proprieties, the Committee will advise the Board of Directors and seek their approval to proceed, when needed.

Section 6: Range Chairperson

This Committee, which shall be composed of at least three members, is responsible for establishing safe, appropriate operating practices for all users of the Range, as well as, for the maintenance and upkeep of all associated grounds, buildings and other facilities. In addition, all organized Shoots and other Range events shall be planned and administered solely by this Committee. A report addressing Range activities will be made monthly to the Board of Directors, and at regular meetings of the membership. In addition, a written report shall be provided at the Annual Meeting.

Use of the Range by all KCFGA members, or their guests, requires that a written Waiver of Liability be executed using the form specified by the Range Chairperson. Further, the Chairperson also may require that previously executed waivers be refreshed periodically; this will be done to assure that all waivers on file are active and viable.

Section 7: Education Chairperson: Conservation Camp and Scholarship Grants

As funds permit, up to a maximum of five young people, usually between the ages of 10 and 12, shall be solicited annually by the end of March to attend selected Conservation Camp(s). Further, the Committee will establish appropriate selection procedures, as well as, arrange transportation to the selected Camp(s). In addition, this Committee also shall be responsible for administering the College Scholarship Program [which, within funding limits, provides awards for up to 4 students annually], all in accordance with the specifications established annually by the Board of Directors. Moreover, and to the extent feasible, this Committee also shall endeavor to solicit and administer guest speakers for the September through April meetings, and/or other meetings, as needed.

Section 8: Fishing Derby Chairperson

This Committee shall plan and direct a fishing derby each year during February. All aspects of conducting the derby, including prize selection and acquisition, ticket administration, as well as, derby operations, will be coordinated and administered by the Committee.

Section 9: Lodge Rental Chairperson

In accordance with the rules and guidelines established by the Board of Directors, this Committee shall be responsible for all aspects associated with renting the Lodge.

Section 10: Kitchen Chairperson

The Kitchen Committee is responsible for organizing and preparing all meals required for regular membership meetings, and for collecting the meal fees for remittance to the Treasurer as established by the Board of Directors. Only those designated are allowed in the kitchen.

VIII Elections:

Section 1: Nominations Chairperson – Officers and Directors

A Nominations Committee of not less than three members shall be selected from volunteers in attendance at the February Meeting. The current President will designate a Nominating Committee Chairperson from among those volunteering to be committee members. Current officers and directors may not serve on this Committee. This Committee shall present its recommended slate of nominations for all affected officers, directors, and chairpersons [which excludes the House Committee Chairperson, who also serves as the Caretaker] for voting action by the regular membership at the Annual Meeting.

Section 2: Annual Meeting Elections

All officers [i.e., the President, Vice President, Treasurer and Secretary], and Standing Committee Chairpersons, shall be elected for one year terms at the Annual Meeting, along with affected Director positions. Since term limits do not apply to any Association positions, except Director positions (which have staged one, two and three year terms), officers may stand for re-election, if desired. No person may hold more than one officer position, and to run for the position of President requires the prerequisite of at least one full year as a Director of the Association. Prior to commencing membership voting, the Nominating Committee Chairperson will solicit the floor for any additional nominations which should be considered for officer or chairpersons, or for affected director vacancies. All vote tabulations will be recorded by the Nominations Committee Chairperson and be immediately announced at the Annual Meeting.

IX Authority

Roberts Rules of Order, as revised and copyrighted 1915, shall be the parliamentary authority for the Association on all questions not covered by the Constitution or By-Laws.

X Amendment

These By-Laws may be altered or amended at any regular meeting, provided that written notice of the amendment, which may be accomplished via postcard, an email and/or the newsletter, is given to members at least seven days prior to such meeting.