Bylaws of
The Federated Sportsman’s Club of Jefferson County
Adopted January 2009

ARTICLE 1:  NAME 

   The name of the organization will be “The Federated Sportsman’s Club of Jefferson County” and be referred to as the “Federation”. 

ARTICLE 2:   PURPOSES 

  1. To promote the conservation, protection and perpetuation of forest, fish, wildlife, and all other natural resources.
  2. To interest and educate the general public with respect to conservation issues.
  3. To coordinate and stimulate the efforts of individuals and organizations interested in conservation
  4. To represent the sportsman and conservation interests of Jefferson County to: The New York State Conservation Council, elected officials, Department of Environmental Conservation; Fish, Wildlife Management Board, Conservation Fund Advisory Board and all other organizations with which the Federation may be affiliated.
  5. To support and promote hunting, fishing, trapping and all activities thereby allied.

ARTICLE 3: MEMBERSHIP 

Membership in this organization shall be:

  1. Any sportsman club or conservation organization within Jefferson County and open to the public may become a member of the Federation if so voted by a majority of those delegates present and voting.
  2. Any sportsman club or conservation organization within Jefferson County and not open to the public may become a non-voting member of the Federation if so voted by the majority of those delegates present and voting.
  3. Any individual may become a non-voting member of the Federation is so voted by the majority of those delegates present and voting.
  4. Each club or organization applying for membership must have a minimum of 10 bona-fide members.
  5. Fees for club, organization, or individual membership shall be set at the annual meeting and shall not exceed $50 per club and $10.per individual. Membership dues are payable January 1st each year. Clubs whose dues are not paid by January 31st forfeit their right to vote until such time as their dues are paid. If the dues are not paid by March 31st, the delinquent club, organization or individual shall forfeit Federation membership

ARTICLE 4:  OFFICERS 

   The officers of this organization shall be elected from member clubs and organizations. The officers shall consist of a President, Vice President, Treasurer and Secretary. 

ARTICLE 5: DUTIES OF THE OFFICERS 

1.  Duties of the President:
a.   The President shall preside at all meetings of the Federation
b.   It shall be his/her duty to appoint all committee chairs.
c.   In the absence of the Treasurer, the President shall be empowered to sign    checks as directed by the Federation.  

      2.  Duties of the Vice President:
    a.       It shall be the duty of the Vice President to perform all duties of the President in his/her absence.  

       3.  Duties of the Treasurer:
    a.       The Treasurer shall handle all funds for the Federation. The banking and disbursement of such funds upon receipt of proper bills or vouchers, all such bills or vouchers being made out in detail, reported and voted on at each meeting.
    b.       It shall further be the Treasurers duty to make a report for the year at the General meeting.  

      4.  Duties of the Secretary:
    a.  The Secretary shall handle all correspondence for the Federation and keep copies of such correspondence on file at all times.
    b.  All current correspondence will be brought to each meeting.
    c.  The Secretary shall keep minutes of all meetings, take roll call of certified clubs by delegate and club and keep a record of all member clubs.  The record of member clubs shall include a list of their club officers, 2 delegates and 2 alternates and contact information for each.
    d.  The Secretary will keep and bring to each Federation meeting a complete record of past Federation meetings. 

ARTICLE 6: MEETINGS 

    1.  All meetings of the Federation shall be governed by “Robert’s Rules of Order” unless specified otherwise. The General meeting shall be held the 3rd Tuesday of January each year. In the event of bad weather, it shall be held no later than the 3rd Tuesday of February.
    2.  Twelve scheduled meetings shall be held each year on the 3rd Tuesday evening of each month, normally from 7 – 9PM, except when conflicting with a holiday, bad weather prevails, or for lack of a quorum; in which case they may be rescheduled.
    3.  All clubs must be notified, in writing, via telephone or by e-mail at least 5 days in advance of any meeting.
    4.  The place of the monthly meeting shall be agreed upon by the delegates. Special meetings may be called when requested by 3 certified clubs.  Special meetings shall be limited to discussion of the topic or topics for which such meeting was called. Normal agenda will be suspended. 

ARTICLE 7: COMMITTEES 

   Standing committee chairmen shall be appointed at the General meeting or whenever the need arises.  Standing committees shall consist of, but not be limited to:

  1.   Legislative committee.     

  2. Small Game committee  

  3. Large Game committee  

  4. Fish committee  

  5. Waterfowl committee  

  6. Trapping committee  

  7. Firearms committee  

  8. Audit committee  

  9. Resolutions committee

  10.  Education committee

   No committee shall obligate the Federation without prior approval. 

ARTICLE 8: DUTIES OF THE COMMITTEES 

1.      Legislative Committee:

a.       Shall act as watchdog for the Federation, keeping track of all pending legislation of interest to the Federation.
b.      Promote the passage of legislation favorable to the interest to the Federation.
c.       Oppose passage of legislation unfavorable to the interest of the Federation. 

2.      Small Game Committee:
    a.       Shall handle all legislation and activities pertaining to small game. 

3.      Large Game Committee:
    a.       Shall handle all legislation and activities pertaining to large game. 

4.      Fish Committee:
    a.       Shall handle all legislation and activities pertaining to fish. 

5.      Waterfowl Committee:
    a. Shall handle all legislation and activities pertaining to waterfowl and other migratory birds. 

6.      Trapping Committee
    a.       Shall handle all legislation and activities pertaining to trapping. 

7.      Firearms Committee
    a.       Shall handle all legislation and activities pertaining to firearms. 

8.      Audit Committee
    a.       Shall perform quarterly audits of the Federation books if requested by a certified delegate; an annual audit is required. 

9.      Resolutions Committee:
    a.       Shall go over all resolutions received from the New York State Conservation Council, other similar organizations and from other counties, reporting back to the Federation.
    b.      Receive all resolutions from member clubs and assist in rewriting them, if necessary, before presentation to the Federation.  All such resolutions must be represented to the Federation by the committee unless voted by unanimous vote of the delegates present and voting, in which case the resolutions may be presented from the floor. 

10.  Education Committee:
    a.       Shall be responsible for conducting and monitoring all education activities and programs. 

ARTICLE 9: REGISTRY 

   All member clubs shall register a list of their officers, including 2 delegates and two alternates, designating one person to receive correspondence.  This list shall be in the hands of the Secretary before any delegate shall be eligible to vote at any meeting.  Proxy votes are not permitted.

   Voting shall be verbal or by show of hands except for election officers, when vote must be by ballot.  A certified delegate may ask for a ballot or roll call vote at any time.  A roll call vote shall be required on all resolutions originating within the county so that it may be kept as part of the records.

   A simple majority shall rule except in amending the BY-LAWS when a 2/3 majority of delegates present shall be required.  Each member club shall be entitled to one vote for each delegate present, not to exceed 2 votes. 

ARTICLE 10:  PRIVILEGE OF THE FLOOR  

   Any person, whether a member of the Federation or not, shall have the privilege of the floor for at least 3 minutes. A longer time shall be at the discretion of the chair. 

ARTICLE 11:  TERMS OF OFFICE 

   All officers shall be elected for a term of one year and shall take office at the next regular meeting.  Elections of Officers shall be held at the General meeting (January).  The offices of President and Vice President shall succeed themselves only once for a maximum of two years.

   Any officer may be removed from office for failing to perform the duties of their office or intentionally obstructing the will of the Federation. When so charged, a special meeting will be called to resolve the issue. The special meeting will be chaired by an appointee selected by the delegates. 

ARTICLE 12:  QUORUM 

   A quorum shall consist of one delegate from each of three member clubs or 25% of the registered clubs, whichever is greater. 

ARTICLE 13: EXPENSES           

   Delegates to the New York State Conservation Council may be reimbursed for their mileage subject to the approval of the Federation. Mileage at the rate agreed upon by the County and CSEA to be paid one way.  Room charge reimbursement for overnight stays requires prior approval.

   Chairmen of the committees may be paid mileage on the same basis if it is incurred in doing business for the Federation.

   All telephone calls, postage and stationary expenses incurred by the officers, delegates or chairmen of the committees doing business for the Federation shall be paid if not found to be excessive and are subsequently approved by the Federation. Receipts in full detail must be presented for all the above. 

ARTICLE 14: AMENDMENTS 

   Amendment to this constitution and these by-laws may be made at any meeting by a 2/3 majority vote, provided that each club has been duly notified at least 2 meetings in advance. This notice will be sent to the designated person, registered with the Secretary as set forth in Article 9 of this constitution and by-laws and shall state the nature of the proposed amendment. Proposed amendments will come under discussion at least 1 meeting before being voted on. 

ARTICLE 15: VACANCIES 

   If a vacancy occurs in any office other than that of the President, it shall be filled at the next regular meeting of the Federation with nomination being made from the floor and a simple majority vote shall rule.

   If the office of the President becomes vacant for any reason, the Vice President automatically becomes President and the Vice President’s office will be filled by a vote of the delegates after due nomination from the floor.  This shall occur at the next regular meeting after the office becomes vacant. 

ARTICLE 16: COUNCILMAN AND DELEGATES 

   A Councilman and 2 alternates shall be elected at the General meeting to represent the Federation at the New York State Conservation Council. Delegates to other organizations will be appointed by the President, subject to the approval of the Federation. 

ARTICLE 17: SUSPENSION PROCEDURES 

   All member clubs and their delegates must agree to conform to the constitution and by-laws of the Federation or be subject to loss of membership by a 2/3 majority vote of the Federation delegates present. 

   Any club or delegate charged with failing to support the constitution and by-laws of the Federation or obstructing the purpose, intent, or decisions of the Federation shall face a loss of membership following the procedures listed below:

  1. A club or delegate must be accused in writing of performing an act contrary to the purpose, intent, decisions, or constitution and by-laws of the Federation.
  2. When a written complaint is received a special meeting will be called within one month so that information pertaining to both sides of the incident may be presented to the Federation.
  3. The club or delegate accused will have their voting rights suspended pending the decision of the Federation.
  4. The action available to the Federation will include but are not limited to:
    1. Suspension of voting rights for a specified time.
    2. Loss of membership.
    3. Being barred from Federation activities.
  5. At the specified time, or one year after suspension or loss of membership is voted, the party may ask for re-instatement.
  6. Re-instatement will be by a simple majority vote of those delegates present and voting. Re-instatement may not be considered until after the date specified.

ARTICLE 18: AGENDA FOR MEETINGS

The Agenda for all meeting shall be:

  1.  Call to order  

  2. Roll Call   

  3. Guest Speaker  

  4. Minutes of previous meeting  

  5. Correspondence  

  6. Treasurer’s report 

  7. Committee reports  

  8. Delegates reports  

  9. Old business  

  10. New business  

  11. Set site of next meeting  

  12. Adjournment

ARTICLE 19: DEFINITIONS 

  1. Sportsman Club:  Any group of 10 or more members having an open membership, whose members take part in hunting, fishing, trapping, etc. and other allied activities.
  2. Conservation Organization:  Any group of 10 or more members working to conserve, protect, and perpetuate forest, fish, other wildlife, and all other natural resources and accepting hunting, fishing, and trapping as conservation tools. 
  3. Delegate: A- Certified member club’s representative. 
    B-As pertains to suspension proceeding: any officer, delegate or active member of the Federation.  
  4. Certified Clubs:  All member clubs with current dues paid and who have submitted a list of the club’s officers, 2 Delegates, 2 Alternates and mailing address. 
  5. Certified Delegate:  Any member of a club selected by that club to act as its representative or alternate representative having his/her name registered by the club with the Secretary of the Federation.
  6. Suspension:  Loss of voting rights.
  7. Loss of Membership:  Termination of membership for cause.

 

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