Board Operating Guidelines ("BOGs")
Procedural requirements for meeting preparation, notification timelines, committee structures, and safeguards against irregular motions — a working reference for Executive Board members, alongside the Club Bylaws.
Reference for Executive Board Members
BOG 100 — Agenda & Meeting Procedures
BOG 101 — Agenda Notification & Timelines
101.1 Standard Business: The agenda and supporting reports must be provided to each Executive Board member at least three (3) days prior to the meeting.
101.2 Personnel Actions: If the agenda includes the removal of an officer or executive member, notice must be provided at least seven (7) days prior to the meeting.
101.3 Emergency Exception: The President may waive notice requirements in the event of a deemed emergency.
BOG 102 — Agenda Preparation Procedures
102.1 Planning Meetings: Formal agenda discussions shall take place between the President and Secretary on the Wednesday or Thursday preceding the Executive Board meeting.
102.2 Committee Submissions: All committee reports must be submitted to the Secretary no later than the Friday before the meeting.
102.3 Financial Reports: Final financial figures (Treasurer’s Report) may be accepted as “late additions” if required for monthly close-out.
BOG 103 — Additions to the Agenda
103.1 Business Arising Within 24 Hours: Matters arising within 24 hours of a meeting must be minor and cannot involve the expenditure of funds or contracts.
103.2 Majority Vote: The Board may add an item to a posted agenda via a majority vote. The reason must be announced and the agenda amended.
BOG 200 — Safeguards & Authority
BOG 201 — Safeguards Against “Ambush” Motions
201.1 Written Submission: Any member-initiated motion must be provided in writing to the President before the meeting begins for review.
201.2 Financial Impact Threshold: Motions for unbudgeted funds exceeding $10,000 are automatically referred to the Treasurer for a 30-day financial impact report before a vote.
201.3 Right of Referral: The Board may move to “Refer the motion to a committee” for further study.
201.4 Parliamentary Authority: Per Robert’s Rules, the Chair may rule a motion “Out of Order” if it is deemed absurd or conflicts with the mission.
BOG 300 — Committee Strategy & Operations
BOG 301 — Composition & Appointment
301.1 Membership Size: Committees shall consist of no more than five (5) executive board members.
301.2 Board Representation: A committee may not consist of a majority of the seated Board of Directors.
301.3 Appointments: The President appoints all committee members (typically in February) for a one (1) year term.
BOG 302 — Core Strategic Objectives
All committees shall align their projects and recommendations with the following three pillars:
302.1 Member Experience: Prioritize the modernization of shooting range facilities to improve safety and accessibility for all members.
302.2 Sustainability: Try to achieve volunteer coverage for projects upfront to minimize labor costs and increase member engagement.
302.3 Financial Impact & Funding: Every proposal must include a funding strategy. This identifies if the project is covered by the general fund, requires a specific fundraiser, or will be funded through Ways & Means initiatives. No project moves to the Board without a clear “how-to-pay” plan. Fundraisers need prior board approval.
BOG 302.4 Fundraising Guidelines To ensure proper calendar management and prevent donor fatigue, committees are recommended to host no more than two (2) fundraising events per calendar year. All fundraising proposals must be submitted to the Executive Board Secretary at least four (4) days prior to a scheduled Executive Committee meeting for inclusion on the agenda and subsequent Board approval.
BOG 303 — Operations & Reporting
303.1 Chairperson: Responsible for convening meetings and reporting to the Board.
303.2 Frequency: Standing committees must meet at least once per quarter.
303.3 Reporting Output: Committees must produce a “Summary of Findings and Recommendations” for the Executive Board that explicitly addresses the funding strategy (BOG 302.3).
BOG 304 — Annual Status Reports
304.1 Submission: Chairpersons must submit a comprehensive annual status report by December 31. (Note: Requires a Bylaw change to move from January to December).
BOG 400 — Membership Requirements & Compliance
BOG 401 — Orientation & Sponsorship
401.1 Requirements: Applicants without a personal sponsor must complete both orientation classes, the Range Tour, and Safety presentation before applying.
401.2 Enrollment: The Orientation Coordinator will sign the application upon completion to satisfy the sponsorship requirement.
BOG 402 — Deadlines & Compliance
402.1 Probationary Period: New members must complete orientation within three months of their start date.
402.2 RFID Compliance: Failure to meet deadlines results in the deactivation of the member’s RFID card.
BOG 500 — Financial Operations & Procurement
BOG 501 — Procurement Cards
501.1 Authorized Holders: Limited to the Treasurer and the Building & Maintenance Chairperson.
BOG 502 — Expenditure Limits
502.1 Under $500: Prior approval not required; receipts must be submitted before the next Executive meeting.
502.2 $501 to $999: Requires prior authorization from the President.
BOG 503 — Facility Usage & Fees
BOG 503.1 Usage Fee Waiver: The facility usage fee applies only to entities that are not consuming claybirds.
BOG 503.2 Fee Precedence: If a per-bird fee is already being charged, the facility usage fee is waived.
BOG 600 — Meeting Structure & Governance
BOG 601 — Executive Committee Composition
601.1 Composition: Consists of 14 members (5 Officers and 9 elected Directors).
601.2 Attendance: All 14 members are expected to attend both Executive and General Membership meetings. If a member can’t attend, they must contact the President
BOG 602 — Meeting Objectives & Authority
602.1 Executive Meeting (1st Monday): Reserved for “back-office” work: vetting bids, personnel matters, and financial auditing.
602.2 General Meeting (3rd Tuesday): The primary business meeting. The Membership Secretary’s Report and the Treasurer’s Financial Report are held for the General Membership. Distribution of reports as stated in the bylaws.
602.3 Voting Power: The Executive Committee votes to recommend actions. The General Membership holds final approval for transactions over $1,000 and policy changes.
BOG 603 — Committee Reporting Structure
603.1 Informational Reports: Reports that are informative or provide general updates are held for the General Membership meeting.
603.2 Actionable Reports: Reports requiring approved expenditures or program changes must first be presented to the Executive Committee for vetting.
603.3 Approval Flow: Actionable items flow from the Executive Committee to the General Membership for a final vote.
BOG 604 — The Consent Agenda
604.1 Definition: Routine business is grouped for a single block vote during the General Meeting.
604.2 Right to Pull: Any member may request to “pull” an item from the Consent Agenda for individual discussion and role call vote.
BOG 605 — Major Project Definition
605.1 Steering Authority: The General Membership holds final approval for projects altering the physical look or primary use of club facilities.
605.2 Board Responsibility: The Executive Committee researches and presents vetted options for the membership to decide.