PENDLETON SPORTSMAN’S CLUB
CAMP PENDLETON, CA
CONSTITUTION AND BY-LAWS
ARTICLE I – TITLE
The name of the club shall be: Pendleton Sportsman’s Club.
ARTICLE II – PURPOSE
The purpose of the Pendleton Sportsman’s Club is: To promote, enhance and enrich hunting, fishing and other outdoor activities aboard Marine Corps Base, Camp Pendleton. To offer and encourage supervised firearm safety training and marksmanship courses with special emphasis on introducing youngsters to the shooting sports. To offer informal recreational shooting opportunities and activities as well as formal competitions for archery, shotgun, rifle and handgun shooters. To conduct club activities in accordance with the staff cognizance exercised by the Assistant Chief of Staff, Marine Corps Community Services.
ARTICLE III - ORGANIZATION
Section A – Management and Control: The general management and control of the affairs, funds and property of the club shall be vested in the Executive Committee with the approval of the general membership.
Section B – Executive Committee: The Executive Committee shall be composed of the following:
1. President
2. First Vice-President
3. Second Vice-President
4. Secretary
5. Treasurer
6. First Member-at-Large
7. Second Member-at-Large
8. Immediate Past President
Section C – Election of Officers: Nomination and election of new club officers shall be conducted at the regular meeting in February. Any officer is eligible to succeed himself. Only regular members may be elected to the office of President, First and Second Vice-President, and First and Second Member-at-Large. At least one of these officers should be on active duty at Camp Pendleton.
Section D – Tenure of Office: All newly elected officers will assume office at the regular meeting in March, and hold that office for one year. Appointed officers will assume office when appointed and hold office the remainder of the year or until otherwise relieved. Elected officers are limited to holding the same executive committee position for only three consecutive years and can serve on the executive committee no more than five years consecutively. Members who have served on the executive committee for the five-year term can be re-elected onto the executive committee after being off the executive committee for one year.
Section E – Assistant Chief of Staff, Environmental Security Advisors: The AC/S, Environmental Security has offered to provide appropriate and knowledgeable personnel, on an as available basis, to act as advisors to the hunting and fishing committees. Subject advisors will have no voting rights with the Pendleton Sportsman’s Club, but will act as the primary source of information on matters pertaining to upcoming projects.
ARTICLE IV – DUTIES OF OFFICERS
Section A – Duties of the President
1. Call and preside at all regular and special meetings of the club and Executive Committee meetings. Robert’s Rules of Order (modified) shall apply in the conduct of the proceedings.
2. Appoint all committees not otherwise provided for through elective processes.
3. Notify by letter immediately, the Assistant Chief of Staff, Marine Corps Community Services (AC/S MCCS), and the bank that holds the Club’s account of any changes of Treasurer and/or Secretary.
4. Provide, by letter, names, addresses and current telephone numbers of the elected club officers to the AC/S MCCS.
5. Notify by letter, the Base Property Officer of any changes of Responsible Officer for the club account.
6. Submit to the Commanding General (Attn: AC/S MCCS) in accordance with Base Order 5760.1G series the following:
a. On or about 1 October, the application for continuance of the Authority to Operate.
b. No later than 31 October, the Club Annual Financial Report as of 30 September.
7. Enforce all regulations of the club.
8. Honestly, fairly, and in good faith, represent the membership and carry out their wishes as derived from the vote procedure.
9. Be authorized to approve expenditures up to fifty dollars for the furtherance of the club.
10. Act as the primary liaison to the Assistant Chief of Staff, Environmental Security.
Section B – Duties of the First Vice-President
1. Be an aide to the President, and in the case of the absence of the President, shall assume and perform the duties of the President.
2. Serve as chairman of the Programs Committee to coordinate recreational or conservation minded programs for the club members, their dependents and guests.
Section C – Duties of the Second Vice-President
1. Be an aide to the President, and in the event of the absence of the President and First Vice-President, shall preside at business meetings.
2. Serve as Chairman of the Membership Committee.
Section D – Duties of the Secretary
1. Keep a true and accurate record of the minutes of all regular, special and executive meetings.
2. Writing, duplication and distribution of all notices, bulletins and business correspondence concerning club business functions and activities.
3. Assume the duties of the Treasurer in their absence.
4. Be historian of all correspondence for the club. (May appoint two additional members to serve as club historians.)
Section E – Duties of the Treasurer
1. Deposit all moneys of the club as designated by the President.
2. Maintain current financial records of all club funds and other tangible assets in accordance with current regulations governing the administration of Type 3 Private Organizations.
3. Pay all club bills in a timely manner.
4. Make a report of the treasury at each regular meeting. Post a written copy of the report on the club bulletin board. Provide a copy of the report to the club Secretary for documentation in the minutes of each meeting.
5. Avail records and coordinate with the assigned auditors in preparation of the annual financial report as of 30 September each year. Report in sufficient time to allow the President to meet the 31 October deadline date stipulated in Base Order 5760.1G series.
6. Avail records and the club checkbook, in his absence, to the Secretary who is authorized to receive and disburse monies of the club in the Treasurer’s absence.
7. Give receipts for all moneys.
8. Income will not accrue to individual members except through remuneration for services rendered, and will be derived primarily for the purpose of offsetting expenses of operation, which may include competitive awards or charitable contributions contemplated by the club.
Section F – Duties of the Members-at-Large: The First Member-at-Large will be the Buildings and Grounds Committee Chairman, and the Second Member-at-Large will be the House Committee Chairman.
Section G – Duties and Responsibilities of the Executive Committee: Although all duties and responsibilities of the Executive Committee cannot be clearly stated, the ultimate responsibility is to fairly and in good faith represent the membership of the club. Specifically the Executive Committee will:
1. Supervise the general management and activities of the club.
2. Review all complaints and suggestions relative to the club for all concerned and take appropriate action.
3. Review provisions of the Constitution and By-Laws and club rules at least once annually (between April and May) and make appropriate recommendations to the membership relative to any modifications or amendments.
4. If a member of the Pendleton Sportsman’s Club is convicted of a hunting or fishing violation the Executive Committee shall investigate the incident and make one of following recommendations to the membership at a regular meeting:
a. No action is warranted – this recommendation must be approved by a simple majority of the members present and eligible to vote.
b. Suspension of club privileges and eligibility to participate in club-sponsored activities for up to one year – this recommendation must be approved by a simple majority of the members present and eligible to vote.
c. Suspension in excess of one year or permanent revocation of club privileges and eligibility to participate in club sponsored activities - this recommendation must be approved by a two-thirds majority of the members present and eligible to vote.
5. If a member’s conduct or action brings discredit to the club or is disruptive to good order, the Executive Committee shall investigate and make one of following recommendations to the membership at a regular meeting:
a. No action is warranted – this recommendation must be approved by a simple majority of the members present and eligible to vote.
b. Suspension of club privileges and eligibility to participate in club-sponsored activities for up to one year – this recommendation must be approved a simple majority of the members present and eligible to vote.
c. Suspension in excess of one year or permanent revocation of club privileges and eligibility to participate in club sponsored activities - this recommendation must be approved by a two-thirds majority of the members present and eligible to vote.
6. The member under investigation will be notified in writing of the matters under review and be afforded the opportunity to address Executive Committee.
7. The member will also be notified in writing and given and opportunity to address the general membership at the regular meeting when recommendations will be presented.
8. The executive committee will appoint a Webmaster to develop and maintain a website containing the club’s information.
ARTICLE V – MEMBERSHIP
Section A – Regular Membership: Regular membership is extended to:
1. All United States military, retired military, and DOD civilian personnel.
2. Dependents of all active duty, retired military personnel, and DOD civilians sixteen years of age or older.
Section B – Non-DoD Civilian Membership: Civilians who have no DoD affiliation will be allowed to apply for membership into the Pendleton Sportsman’s Club. They must be sponsored by active duty or retired military members and voted in by two-thirds of the voting members. Non-DoD civilian members will not be allowed to vote. Total civilian membership, including DoD employees, will be limited to one-third of the total club membership.
Section C – General
1. Regular members will further be classified as active and inactive.
a. An active member in good standing is defined as one who has attended at lease fifty percent of all scheduled meetings in the previous two month period preceding any issue put to a vote of the membership.
(1) Members who are, by no fault of their own, prevented from attending meetings due to extended business commitments, illness, TAD orders, military commitments or any unusual circumstances may petition the Executive Committee within two regular meetings for review of their case and request relief.
(2) These petitions will be in the form of a letter to the President, Pendleton Sportsman’s Club, setting forth the circumstances that prevented attendance at the meeting(s) for which relief is requested.
(3) The Executive Committee decision on these matters will be final.
b. An inactive member is one who does not meet the requirements of an active member set forth in Article V, Section D, paragraph 1a.
2. The sign-in book at the entrance of the clubhouse will constitute the official record of attendance at club meetings.
3. The club will be limited to not more than one-third civilian personnel members of the total membership strength so as to maintain the private organization as an entity that is operated for the primary benefit of military personnel and their dependents.
Section D – Honorary Membership: Honorary membership may be conferred upon an individual who renders conspicuous meritorious service or support to the club. A majority approval vote of the Executive Committee is necessary before and honorary membership may be conferred on any person.
Section E - Dues: Membership dues will be twenty dollars ($20.00) per year. All regular members and non-DoD civilian members will pay dues.
Section F – Voting Privileges: Only a regular member in good standing may vote on club matters. Honorary members and non-DoD civilian members may participate in club activities, but will have neither voting rights nor a voice in policy matters.
Section G – Discrimination: Membership discrimination based on race, color, sex or national origin will not be permitted.
ARTICLE VI – MEETINGS
Section A – Regular Meetings: Regular meetings of the club will normally be held the second Tuesday of each month. The commencement time is at the discretion of the President; however, meetings will not commence after 2000. The meetings will follow the order of business set forth in Article VIII.
Section B – Special Meetings: Special meetings of the membership may be called by the President as required.
Section C – Executive Committee Meetings: The Executive Committee will meet at the discretion of the President. The meeting will be conducted at a TBD location and the Club membership may attend at the discretion of the President. The open Executive Committee meeting will be announced at the previous regular meeting.
ARTICLE VII – COMMITTEES
Section A – Membership Committee: The Second Vice-President shall be the chairman of the Membership committee. It shall be the duty of this committee:
1. To provide at each meeting the applications to persons desiring membership.
2. To maintain an updated roster of all members of the club.
3. To contact delinquent members in an attempt to encourage their becoming active again.
Section B – Programs Committee: The First Vice-President shall be the chairman of the Programs Committee. It shall be the duty of this committee to provide, when requested by the President, a program commensurate with the purpose of the club.
Section C – House Committee: The Chairman of the House Committee must be a responsible volunteer with some knowledge of food preparation and serving. It shall be the responsibility of this committee to:
1. Provide proper interior cleanliness, minor maintenance and security of the clubhouse.
2. As required procure, prepare and serve food at meetings, and provide a legible list of items purchased to the Treasurer.
3. Account for any moneys provided relative to the operation of this committee.
4. Report to the membership at the first meeting opportunity, any maintenance problems that occur.
Section D – Buildings and Grounds Committee: This committee is responsible for the proper exterior maintenance of the club building and grounds to include grass cutting, police of grounds and trash removal. Assistance needed with major projects will be brought to the attention of the President.
Section E – Publicity Committee: It shall be the duty of this committee to:
1. Provide notice of the business and special meetings in various media and daily bulletins.
2. Arrange for news coverage of all special events.
3. To publicize the Club and the procedures for becoming a member in conjunction with Membership committee.
Section F – Game and Hunting Committee: It shall be the duty of this committee to:
1. Make information available on hunting activities.
2. Promote small and big game hunting opportunities.
3. Report on availability of seasonal game.
4. Meet with representatives of the Natural Resources Management staff.
Section G – Fishing Committee: It shall be the duty of this committee to:
1. Make information available on fishing activities.
2. Promote fresh and salt water fishing opportunities.
3. Report on availability of seasonal fresh/salt-water fishing.
4. Meet with representatives of the Natural Resources Management staff.
Section H – Special Committees: Special committees may be appointed by the President for the good of the Club as required.
ARTICLE VIII – ORDER OF BUSINESS
Section A – Regular Meeting: In all regular meetings for the Club, the order of business shall follow:
1. Call to order.
2. Introduction of distinguished guests.
3. Reading and approval of the minutes of the prior meeting.
4. Report of Treasurer.
5. Committee Reports:
a. Membership Committee
b. Programs Committee
c. House Committee
d. Buildings and Grounds Committee
e. Publicity Committee
f. Game and Hunting Committee
g. Fishing Committee
h. Special Committee(s)
6. Old and unfinished business.
7. New business.
8. Adjournment.
ARTICLE IX – FACILITIES
Approval of requests for use of the club facilities is the discretion of the President. Civilian members of a private organization that propose to use the club facilities must be authorized in their own right as opposed to by virtue of private organization membership, to use the facility.
ARTICLE X – LIABILITY
Section A – Club Liability: Adequate insurance will be secured and maintained as needed.
Section B – Member Liability: Member may be personally responsible for any debts or liabilities of the club and California law will govern such responsibility.
Section C – Financial Liability: An adequate cash balance will be maintained to assure, at all times, settlement of required reimbursements to appreciated funds and prompt payment of all dealer’s bills. A one-to-one ration of cash available to current liabilities will be maintained. Consignment credit purchases are prohibited.
ARTICLE XI – AMENDMENTS
Amendments to this Constitution and By-Laws may be effected only by the vote of two-thirds of the regular members attending a regular or special meeting after the proposed amendment has been announced to the members at a regular meeting date or at the discretion of the Commanding General. Before becoming effective, the Commanding General must approve all proposed amendments.
ARTICLE XII – INACTIVATION
Inactivation of this club may be accomplished by the vote of a quorum of regular membership, or by the directions of the Commanding General. In the case of inactivation a quorum shall consist of at least seventy-five percent of the regular membership. During the inactivation proceedings, a recommendation for the disposal of all moneys and properties of the club will be prepared and submitted to the Assistant Chief of Staff MCCS for final approval. The disposal recommendation will be prepared based on the desires of the club membership as determined by a simple majority vote of members present at the inactivation proceedings.
DATE SUBMITTED COORDINATOR
1 November 05 Dennis M. Loftis
APPROVAL DATE AC/S MCCS
By direction
Commanding General
MCB, Camp Pendleton, CA
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