Article 1 — Name
The name of the organization shall be the Chambersburg Rod and Gun Club, Inc. and henceforth, in this document, shall be referred to as the “Club”.
Article 2 — Objectives
The objectives of this Club are:
- to promote interest in the conservation of our natural resources, such as forests, water, soil, fish, and wildlife.
- to promote interest in hunting, fishing, and outdoor life,
- to assist the Pennsylvania Game and Fish Commission with their stocking programs,
- to conduct contests and provide membership recreational shooting of rifle, pistol, archery, trap, and sporting clays,
- to provide entertainment and recreation,
- and to receive, by dues, donations or other means, funds for carrying out the activities of the Club.
Article 3 - Membership
Section 1 – General Membership
Applicants for membership must be sponsored by a member in good standing. The Sponsor is expected to give a tour of the facilities and highlight the Bylaws, Club Rules and Range Rules to the new member. It is the responsibility of new and all members to read and abide by these three documents.
Any person applying for membership shall, upon payment of an initiation fee and the regular annual dues, be a paid member through the calendar year. The two basic memberships are, without access to the ranges and with full property access. Membership shall be continuous upon payment of subsequent annual dues. Any member or potential member serving on active military duty of the United States shall not be required to pay yearly dues to maintain their membership.
Section 2 — Junior Membership
Any boy or girl between the ages of eight and eighteen years, who is sponsored by a member in good standing, shall be eligible for junior membership. There shall be no fee for junior membership status. Junior members require adult supervision when using Club facilities, and are not permitted to assist with games of chance (bingo, fish bowls) under age 18.
Upon reaching their eighteenth birthday, a junior member is eligible for senior membership on payment of annual dues, but without the initiation fee — provided they become a regular member before their nineteenth birthday.
Section 3 — Life Membership
Any member who demonstrates outstanding work or service to the Club, and has been a member in good standing for ten consecutive years, may be selected for a Life Membership — same rights and privileges as a regular paying member, without required annual dues. Any Club Officer who has served ten consecutive years is automatically awarded life membership.
Section 4 — Honorary Membership
An honorary membership may be granted by a favorable vote of the Club at any regular meeting, reviewed by the Executive Committee each January.
Section 5 — Membership Termination
Conduct unbecoming a member — including violations of State Fish and Game Laws, possession or consumption of alcohol on Club grounds, intentional destruction or vandalism, or violation of the Bylaws or Club Rules — may result in expulsion by majority vote of the Executive Committee after a proper hearing. A terminated member forfeits all interest in Club funds, property, and facility use.
Section 6 — Potential Members
Potential members must be approved by the Executive Committee.
Article 4 — Dues
Annual dues are payable on or before December 31st each year; members who haven’t paid by then are removed from the membership list. Dues and fees are reviewed annually by the Executive Committee, with recommendations made to the membership. Members with range access may obtain access credentials from the Membership Secretary for the established one-time fee.
Article 5 — Meetings
A general membership meeting is held the third Tuesday of each month at 7:00 PM, unless otherwise ordered by the President. Fifteen active members constitute a quorum. The January meeting is the Annual Dinner and Awards Banquet, where committees give annual reports and awards are presented. The Executive Committee meets the first Monday of each month at 7:00 PM; the January Executive meeting installs newly elected officers and directors. A general member must be in good standing to maintain voting privileges.
Article 6 — Officers, Board of Directors and Their Duties
The officers are President, Vice-President, Secretary, Membership Secretary, and Treasurer.
President
Presides at all meetings, casts the deciding vote on ties, appoints all committees with Executive Committee approval, and collects each committee’s member list and inventory by the January Annual Dinner.
Vice-President
Serves in the President’s absence, chairs the Ways & Means Committee, and oversees security (keys, locks, gates, cameras) and rental agreements for the Club House, Pavilion, and grounds.
Secretary
Keeps detailed meeting minutes, handles correspondence, circulates attendance sheets, maintains the voter list, and oversees inventories and the website.
Membership Secretary
Receives dues, initiation fees, and key card fees; issues RFID key cards; keeps member records; oversees Club Wi-Fi and gate maintenance.
Treasurer
Receives all Club monies, keeps complete financial records, may report Club finances at each meeting, oversees Small Games of Chance and food licensing, and presents the annual budget in February.
Board of Directors
Nine elected officers who attend Executive Committee meetings and conduct Club business alongside the Officers.
Article 7 — Governing Body
The Executive Committee (Officers + Board of Directors) conducts and is accountable for all Club business. Transactions over $1,000 require Club approval, except emergencies (e.g., HVAC or major plumbing failure), where the Executive Committee may spend up to $5,000 by majority vote without prior membership approval. The Committee reviews facility rental requests, annually reviews dues and Club/Range/Kitchen rules, and fills vacancies as needed. A Nominating Committee is appointed each September to nominate Officers, Directors, Lifetime Members, and Sportsmen/Junior Sportsmen of the Year, with elections held at the December meeting — Officers serve two-year terms (President/Treasurer on even years; VP/Secretary/Membership Secretary on odd years), Directors serve three-year terms.
Article 8 — Committees
The President appoints committees each February with Executive Committee approval. There are two types: Standing Committees (continuing existence) and Special Committees (dissolve once their task is complete). Committees with financial accounts may spend up to $1,000 without further approval. Each January, committee chairs present an annual status report (financial performance, member list, volunteer hours, inventory) to the President, with financial documents turned over to the Treasurer. Committees that fail to operate within the Bylaws must turn over all assets to the Club, and may not borrow or loan funds without explicit Executive Committee approval.
Article 9 — Accounts
The Club is a non-profit organization under tax code 501(c)(4). The Club and its committees undergo a financial review by an audit committee no later than February 1st each year. Club accounts must not drop below one year’s expenses; the Executive Committee sets and adjusts the annual budget as needed, with membership approval. Standing committees contribute a percentage of net proceeds to the parent Club by the annual meeting. If the Club should ever cease to exist, all assets are liquidated and donated to a 501(c)(4) charitable organization approved by the membership.
Article 10 — Parliamentary Authority
Robert’s Rules of Order, Revised, governs the Club in all cases not addressed by these Bylaws.
Article 11 — Bylaws Revision
These Bylaws, as printed, are the current revised and amended version. All previous Bylaws, amendments, or related documents are obsolete. The Bylaws supersede any Club rules or policies that conflict with them.
Article 12 — Amendments
A two-thirds majority of members present at any regular meeting may propose amendments. Proposed amendments go through Executive Committee review, notice at two consecutive general membership meetings, and a vote held immediately after the second reading. A two-thirds majority of the general membership is required to ratify changes.
Article 13 — Indemnify and Hold Harmless
The Club shall indemnify and hold harmless its Officers, Directors, employees, and volunteers from claims, liabilities, and expenses (including reasonable attorney’s fees) arising from acts or duties undertaken on the Club’s behalf — this indemnification does not extend to malfeasance or criminal conduct.