Wood and Brook Sportsman's Club

Under Section 701, Board of Directors, of the New York State Not-For-Profit Corporation Law of 1969, currently in effect, “…a corporation shall be managed by its board of directors. “ Accordingly, this guide is published to establish and record procedures and guidelines by which the Club will be operated in its daily activities. Guidelines are established by the Board and may be amended, added to or deleted at its discretion. Members are encouraged to suggest changes they believe necessary or appropriate to any officer or director for consideration by the board at its next meeting. The officers and directors remain aware of the history and tradition of the Club, and will be as responsive to members' interests and concerns as good judgment and the NYS NPC-L allows. The initial effective date of these Guidelines is January I, 1999. Revised on December 9, 2013, Revised on January 13, 2014, Revised on June 12, 2017.

Table of contents

The Regular class of members is limited to one hundred (l00). Exempt members are not limited.  A maximum of ten (l0) Provisional members are allowed. A waiting list of interested people seeking membership may be established by the membership chair as needed. Other classes of membership may be established by the Board.

Rights, Privileges & Requirements. Regular/Exempt members have all rights and privileges of membership, including full access to and use of all Club property, and the right to vote on all matters of Club business coming before the membership. Regular members are expected to attend monthly membership meetings, must serve on at least one working committee, must perform club-house cleaning detail as scheduled, and be active in other Club activities and work parties. Members must comply with all rules and requirements of membership currently in effect

Exempt members are exempt from all the requirements listed above if they so choose.

Provisional members must serve a probationary period of at least six (6) months. During that period, they must attend at least two (2) membership meetings and participate on at least two (2) work parties. Their names will be carried on the Club's mailing list and they will receive the monthly Newsletter and other mailings. They do not have the right to vote on matters of Club business and do not have private access to Club buildings. Provisional members will be given the gate (lock) combination upon request, and may use exterior Club property and facilities at any time.

After completion of their provisional status requirements, and subject to openings in the regular membership class, provisional members may be voted into regular member status at any regular membership meeting. Such action will be taken according to the earliest date of application. Sons of regular members, returning nonresident members, and applicants who held regular membership within the preceding five (5) years will be given preference over provisional members, and will be voted in according to the date upon which their applications were received.

Joint Associate members (JAM) are full members of affiliate clubs (Allied Sportsmen’s Club) that share a joint “Associate” membership with Wood and Brook Sportsman’s club. The JAM membership are capped at 50 members. They do not have any voting rights or hold any official position. The JAM only have access to the front gate and the rifle/pistol range (with one guest). The JAM do not have access to the club house or trap/skeet fields. They are not responsible to fulfill any work hours for Wood and Brook Sportsman’s club. The JAM must go through a safety orientation before they can be granted access to the rifle range (given the combination to the front gate). Their Joint Associate membership will be terminated if their membership at the affiliated club has been terminated or if they have violated any rifle range safety rules.

Initiation Fee and Dues. The initiation fee is $100.00 (6/8/98). The annual dues schedule is as follows:  

1)       Regular:                                                 $100.00 (1/1/99)

2)       Exempt                                                   $50.00 (7/9/07)

3)       Provisional                                            $60.00 (1/1/99)

4)       Joint Associate                                      $50.00 (6/16/17)

Dues for new applicants will be pro-rated based on the number of months remaining in the calendar year, but may not be reduced to less than three (3) months dues. Upon election to regular membership, provisional members must pay the pro-rated difference between provisional and regular class dues.

Application procedure. To be considered for membership, an applicant must submit a completed and signed application form (copy attached) together with his initiation fee and first year dues (pro-rated for partial years) to the membership chair or a Club officer or director at a regular membership meeting. An applicant must be sponsored by a current regular member who can vouch for the applicant's character and suitability for membership. Upon acceptance of an applicant for provisional status, the applicant will be given copies of the current membership list, the by-laws, a committee description/committee assignment list, the shooting safety plan, and other pertinent informational materials.

Code of Conduct. The membership application contains a Member's Code of Conduct. An applicant's signature on the form signifies his intent to behave in the manner described while a member of the Club. Failure to comply with any provision of the code will result in expulsion from the Club.

Lapses of membership & resignations. A member may resign at any time by written notice to the secretary, the membership chair, or any officer or director, or by nonpayment of annual dues. Annual dues are payable at or before the date of the regular March meeting. Any member whose dues remain unpaid after that date will be considered to have resigned his membership. The membership chair, Treasurer, or any other officer or director may, if they wish, contact members whose dues remain unpaid after the March meeting to determine their continued interest.

Orientation. A member orientation meeting or meetings may be scheduled as needed based on the number of new members at the time. Orientation meetings will include presentations and discussions on rights and responsibilities of membership, a review of the By-Laws and operating guidelines, insurance, liability and legal issues, a description and walk-about of Club property & buildings, descriptions of working committee responsibilities by their chairs, fund raising efforts, what happens at meetings, including raffles, drawings, cost of food and drink, etc ... and other matters of interest.

Finance and Expenditures

Expenditures.  Except as contained in the NYS NPC-L or Club by laws, or as directed by the BOD, all expenditures of monies must be approved in advance by the BOD or by a vote of the members at a regular membership meeting. Members who expend monies on behalf of the Club without prior approval will not be reimbursed. (BOD means Board of Directors).

The Treasurer is authorized by the BOD to pay routine obligations & debts of the Club without specific approval of the BOD or members. This includes utility bills, taxes, fees, and other regular expenses.

 Members seeking reimbursements of previously authorized expenses must present a vendor receipt or receipts.

 Audit. The Board of Directors must review Club and working committee financial records at least annually and report their findings to the BOD and members.

Bank accounts & deposits. The Treasurer is authorized to establish and maintain checking and interest bearing savings accounts as needed. He will deposit all cash and checks received within seven (7) days of receipt. For case of Club business, the Treasurer may maintain petty cash in any amount up to$ 250.00 at his discretion, but cash may not exceed that amount without approval by the Board.

So that Club funds can earn the highest rate of interest possible, balances exceeding a reasonable monthly operating amount are to be transferred from checking to savings account(s). The Treasurer is expected to report balances in any and all Club accounts at least monthly.

Accountability. Cash or check payments received by any member for Club activities, including raffles, merchandise sales, event fees, etc. belong to the Club and must be accounted for carefully. All such payments received must be turned over to the Treasurer for deposit no later than the next meeting after which they are received. Event and Committee chairs are responsible for an accounting of all monies received and expended, and must submit a written report thereof to the Treasurer. Chairs must present a written budget annually for Committee chairs for their committee activities) to the BOD and members before any expenditures are made.

Committees

Working Committees. Working committees include:

Committee responsibilities.

1)       Building Maintenance; Maintain all buildings; up-keep and minor repairs: cleaning, and stocking necessary supplies.

2)       Land; Maintain grounds as determined by the Club membership; mow grass, maintain bridges, roads, parking lot, brush and field cutting, snow removal, etc.

3)       Archery; Responsible for archery league participation, Club and league shoots, maintenance of archery targets and course; the purchase and inventory of equipment and supplies, etc.

4)       Shooting; Activities. Responsible for all activities pertaining to rifle and pistol shooting, maintenance of range targets, backstops, and other range equipment, including shooting benches, range markers, etc.

5)       Trap; Responsible for all trap/skeet related activities, including club shoots, league activities, range, house, and equipment maintenance, the purchase of supplies, event dates, etc.

6)       Equipment Maintenance; Major and minor repairs on all mechanical equipment; preventive maintenance; training members in the use of equipment: keep necessary logs and records.

7)       Bar; Administer and coordinate bar operation at all club functions; purchase needed inventory; maintain required licenses; maintain records as required and turn over all funds exceeding operating budget to the Treasurer.

8)       Membership; Receive & process new membership applications, maintain membership lists and committee assignments, orientation of new and current members; introduction of new members; sale of Club pins, patches, hats jackets, etc.

9)       Ways and Means; Reviews issues and concerns pertaining to the business and financial affairs of the Club, including financial condition; recommends appropriate action to the membership, etc.

10)   Joint Associate Membership; Minimum three members that oversees the Joint Associate membership’s process, rules and orientation as it pertains to joint membership with other affiliated clubs (Allied Sportsmen’s Club).

Committee membership. In order to be certain that all members have ample opportunity to use their Club's facilities, and to preserve a safe and leisurely atmosphere on Club grounds, Wood and Brook has limited its membership to 100 regular members, 10 provisional members, and a relatively few non-resident members as requested. Because of this limitation, every member must be active in maintaining the Club and its facilities. Accordingly, the membership chair and President will assign every member to at least one working committee.

Note: Exempt members are not limited, and are exempt from being active if they so choose.

 Committee chairs. By appointment to their positions, committee chairs are automatically given authority by the BOD to perform and manage the responsibilities of their committees as described. Chairs are expected to use their best judgment in performing the tasks assigned to their committees within the broad guidelines established by the Club, but are prohibited from making any major changes to buildings, property and equipment, facilities, or procedures without prior approval from the BOD or members.

It is each chair's responsibility to monitor Club needs in his committee's specific area of responsibility, convene meetings of his committee as needed, contact and assign tasks to committee members, organize and conduct work parties, etc.

Newsletter

Contents. The monthly W & B Newsletter is the official method of informing members of Club activities and functions, actions of the BOD and membership, dates and times of meetings and events, etc. The Newsletter also contains a synopsis of the minutes of the previous meeting. The newsletter is mailed (or e-mailed) so that it reaches the members several days before the next regular membership meeting.

Recipients. The Newsletter and all other announcements and published items are mailed to all regular/exempt and provisional members, any non-resident members, and any others who may occasionally request it. The Secretary will maintain the mailing list, including the correct mailing address for each member, and will provide mailing labels to the President, other officers and directors, and committee chairs when requested.

Miscellaneous

Official voting member list. The Secretary will maintain the official list of voting members, and will certify its accuracy for voting purposes when requested. The membership list may be used only for the Club and its purposes, and may not be given to any non-member or used by any member for any non W & B purpose.

Mailings. The monthly newsletter and occasional other items are mailed to all regular/exempt, provisional, and non-resident members, and others who may request copies, or as directed by the President or BOD.

Access to and use of Club property and facilities. Wood and Brook property, facilities and equipment are reserved exclusively for the private use of its members and their guests, and are secured by fences, private property signs, other warning signs, and gate and door locks and security devices. Regular/Exempt members have full access to all Club properties, and will be given the entrance gate and clubhouse door lock combinations. Combinations are changed at least annually, and members will be given the new combinations whenever they are changed. Provisional members receive only the entry gate combination.

 (BOD means Board of Directors)

Members are welcome to entertain guests at the Club, but must accompany their guests at all times when they are on Club property. Members are responsible for their guest's behavior on Club property, and their compliance with Club safety rules and requirements. Members are strictly prohibited from giving lock combinations or keys to buildings or equipment to any non-member, past member, or provisional member unless they are specifically authorized to do so.

Work parties. A work party is defined as work of any kind in the interest of the Club of at least three hours duration. Each member is expected to contribute to the maintenance and upkeep of the Club according to his ability by participation in organized work parties. Work parties are called by committee chairs, the President or any officer, or any director.

Note: This does not pertain to exempt members.

Shooting safety plan. A shooting safety plan (copy attached) has been developed by the Club's Range Officers and approved by the Board. Its purpose is to assure the safety of shooters, spectators, guests and the Club's neighbors during shooting activities. Each member is personally responsible to know and comply with these safety rules while on Club ranges, and assure that their guests are equally familiar and in compliance with these rules.

 Meetings. Unless otherwise announced, monthly membership meetings will begin at 7:30PM with the Pledge of Allegiance to The Flag. The order of business will be determined by the presiding officer. All reports, discussions, and debates will proceed in an orderly and gentlemanly manner, and all sides will be heard. Food and drinks will be available, and members are expected to contribute the amount posted if they eat or drink.

Raffles and drawings may be conducted at meetings as a means of supporting Club activities. Everyone present is invited to participate.

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