By-laws

By-laws and Constitution of PIF&G:

By-Laws of the

Presque Isle Fish and Game Club

ARTICLE I

Membership and Dues

Section 1. The Club Fiscal Year shall be April 1 to March 31; the Club Business Year shall be June 1 to May 31.

Section 2. The annual dues shall be payable on or before the annual meeting as follows:

Adult - $50.00 per club year.
Dual Membership- $ 75.00 per club year.
Junior Membership - $20.00 per club year (non-voting).
Family Membership - $150 per club year and includes up to two adults and six children. All must reside in the same household.
Complimentary One-Year Membership - Awarded to a non-member for significant contribution or service to the club (non-voting and must be approved by the Board of Directors).
Grandfathered Life Membership(s) - Any member who attained “Life Member” status before May 31, 2024, shall be grandfathered; Grandfathered Life members will continue their original Lifetime Membership status and retain Lifetime Member status with voting privileges.
Any non-member participating in ongoing club activities and using club facilities regularly must apply for and maintain membership. A “regular basis” is defined as any non-member who participates in ongoing club activities three (3) or more times in a three (3) month period.

Section 3. All Members whose dues and other club financial obligations are paid and in good standing shall be deemed current Members with privileges. Any member(s) whose dues or other club financial obligations remain unpaid 90 or more days after the due date of May 31 of each club year shall be deemed lapsed Members. Lapsed members will be required to re-apply for membership.

Section 4. Any Member who by conduct violates the ethics or the rules of this Club may serve up to a 12-month suspension from all club activities and be banned from club property or be expelled from membership. Any disciplinary action described above will require a two-thirds vote of the Board of Directors at a regular board meeting. The member in question will be given at least forty-eight hours (attempt to serve notice, certified letter) notice of the proposed action and an opportunity to be heard before the board before the vote. Cause shall be determined at the sole discretion of the Board of Directors and may be deemed to specifically include, without limitation, the following:

The violation or willful hindering of any of the stated purposes of the Club or any of its policies, as may be adopted from time to time;
The willful destruction, misuse, or theft of club property;
The misappropriation or unsafe handling or use of a firearm;
The excessive use of vulgar or abusive language or behavior, or the continued use of obscene or offensive language or behavior after a written request from the Board of Directors to cease;
Conduct that is considered a civil-rights violation, namely any discrimination in word, action, or other that is solely based on race, color, national origin, disability status, sex, religion, familial status, or behavior that infringes on another member's constitutional rights.
Conduct unbecoming a sportsman or sportswoman, violating any game, fish, or firearms-related laws or regulations.
Not Disclosing “Prohibited-Person” status as defined by Federal and State of Maine codes/statutes. A prohibited person is anyone restricted from owning, carrying, or being in the company of firearms. See federal and state laws concerning the definition of a Prohibited Person.
The loan of keys or the dissemination of lock combinations that provide access to any Club property or facility to any non-member (excepting any such loan or dissemination by the Directors or Officers of the Corporation to rental users of the property, First-Responder services (Police/Fire/Rescue) or to service providers such as trash haulers, fuel deliverers, utility inspection and the like) or the unauthorized duplication of any key(s) that provide access to club property or facility.
The making of any false statement in support of any membership application.

Section 5. Any member whose connection with this Club is severed by resignation, death, expulsion, or otherwise shall forfeit all interest in any funds, property, or any other matter associated with this Club.

ARTICLE II

Meetings

Section 1. The annual meeting of the Presque Isle Fish and Game Club will be held on the last Tuesday in May of each year.

Section 2. Monthly meetings will be held on the last Tuesday of each month except December. Any December meeting will be announced at the November meeting.

Section 3. Special meetings of the club may be called at any time by the President, a majority of the Board of Directors, or by petition of current members, as validated by the Secretary, of not less than one-quarter of the current voting membership. Any special meeting called will require electronic written notice to be emailed to Club Members stating the date, time, and place to be conducted no later than seven (7) days before the time of such meeting.

Section 4. Conducting Presque Isle Fish and Game Club Board meetings in person is standard practice. In the event that a public emergency, natural disaster, or inclement weather makes in-person meetings impossible or complex, the organization may conduct its meetings by electronic, telephone, virtual, or other means of remote access as reasonably necessary. Any action that could be taken at an in-person meeting, including by-law amendments, may also be taken at a virtual or telephonic meeting. During a virtual meeting, all reasonable technology must be used to authenticate each individual who attends. The President shall determine whether to hold a given meeting virtually.

Section 5. Virtual voting, telephonic voting, and electronic-mail voting are acceptable; however, any action taken shall be subject to ratification at the next regular in-person meeting of the Board of Directors and will be presented to the membership at the discretion of the presiding officer.

Section 6. Members present at any regular, special, or annual meeting shall constitute a quorum, as long as the meeting was announced via email to the majority of the membership and posted on our organization's website. The announcement will include the date and time of the meeting(s) and proposed agenda and be emailed at least seven (7) days before the meeting. The following procedures will apply regarding votes on Club matters:

Each current voting Member shall have one vote.
Majority rules on all votes except for changes to the Constitution, By-Laws, or voting out of office of a Club Officer or Board Member; in these cases, a two-thirds majority of the quorum is required.

Section 7. Meetings will be conducted by the latest modified edition of Roberts' Manual of Parliamentary Rules, commonly known as Roberts' Rules of Order. The club President or Vice President shall conduct the meeting in the following order:

Call the meeting to order.
Recognize guests and make opening remarks, etc.
Have the Secretary present the minutes of the last report, open the floor for discussion on open items, and request a motion for the minutes to be accepted. Regarding Board Meetings, the Secretary shall send [to whom?] (electronically) the minutes of the last report at least 24 hours before meetings. This will allow Board Members to review before meetings so minutes can be accepted without re-reading at the next meeting.
Ask the Treasurer to present the Treasurer’s report, open the floor for discussion, and ask for a motion to accept the report.
Open the floor for discussion of any old business. Old business is defined as any open items from the minutes of previous meetings. Any items in the last minutes voted as accepted are considered complete and need no further discussion.
Once the old business is finalized, the President will open the floor for any new business. New business can include any previous items considered closed under last minutes or any new item Members wish to discuss.
The President may close the business meeting once all action is taken on any business matter, including votes on motions.
Topics sensitive in nature should not be discussed among the general membership. A Board Member shall request an Executive Session be held during or after the business meeting is concluded. Board Members only will be allowed to sit in on an executive session. During all Executive Sessions, the following rules will apply: 1.) No notes will be taken or recordings made of an Executive Session; 2) No votes will take place during the session; 3) All Board Members present agree to keep all matters discussed confidential and between Board Members only.

ARTICLE III

Board of Directors

Section 1. The management of the Club shall be vested in a Board of Directors consisting of five to seven (5-7) members.

Section 2. Each elected member will serve three years on the Board. The purpose of this By-Law is to specify responsibilities and authority for the Board of Directors.

Section 3. The Board of Directors shall be responsible for the Club’s general management. Club Officers: The President, Vice President, Secretary, and Treasurer will be elected by the Board of Directors from within the group of Directors. The elected President will be the executive officer of this club and preside over all club meetings and Board of Directors meetings. Specific responsibilities of the Club Officers are listed under By-Law 4, entitled "Officers."

Section 4. The Board of Directors shall meet monthly and review all ongoing Club business, financial status, complaints, legal questions, fundraising events, and any other business pertinent to the management of this Club.

Section 5. The Board of Directors will be allowed to approve a maximum expenditure of $5,000.00 (per event) or 50% of club funds, whichever is less, with a two-thirds majority vote of the Board's quorum, providing the amount does not deplete the general fund below the quarterly fixed operating cost of the Club. Any expenditures above this amount will require approval by the Membership.

Section 6. The Secretary shall maintain the minutes of each Board of Directors meeting, reflecting all transactions. Roberts' Rules of Order (modified) will also govern procedures at the Directors’ meetings. Minutes of meetings will be maintained on file and made available to the Membership upon request. In addition, all minutes will reflect the Board Members present at the meeting. Board Members who miss three consecutive meetings will be replaced unless extenuating circumstances such as work schedules prevent attendance. The member in question will be notified in writing of pending replacement and allowed to provide reasons for the absences. Vacancies on the Board of Directors will be filled by nomination and vote at the next membership meeting.

ARTICLE IV

Officers

Section 1. Club Officers. A President, Vice President, Secretary, and Treasurer will be elected after the May membership meeting and before the June meeting by and from the Board of Directors. Elected Officers shall retain their status as Directors. The term of office shall be one year.

Section 2. President. The President shall be the executive officer of this Club. It will be the duty of the President to preside at all Club and Board of Directors meetings and perform such other duties as ordinarily pertain to the office. The following authority and restrictions apply to the office of President:

To assist the Treasurer in conducting Club business on financial matters, the President shall be an authorized signatory on all Club bank accounts & safe deposit box agreements.
The President has the authority to obligate up to $1,000.00 of club funds for emergency supplies, printing, advertising, repair material, etc., without prior approval (not to be exceeded in one month).
The President has the authority to call special meetings of the Board of Directors and general membership. Committee chairpersons from the Board of Directors will be appointed for standing committees; special committee chairpersons may be picked from the board or available membership.
If, for any reason, the standing President cannot fulfill his/her duties for ninety (90) days or more, the Board may replace him/her with another board member, and the President will step into a regular Board position.
The outgoing President will be recognized as an ex-officio member of the Board of Directors for one year. Responsibilities of an Ex Officio Member: (1) Attend Board Meetings; (2) Provide expertise, guidance, and advise the board; (3) Represent the organization and act in the best interest of the organization; (4) Provide regular reports to the board on the activities and progress of their organization; (5) May serve on committees or subcommittees of the board to help address specific issues or areas of concern related to his/her expertise.
As the Executive Officer of the Club, the President will have the final say in all matters concerning the interpretation of the By-Laws. If the President’s decision is in question, a two-thirds majority vote of the Board’s quorum will be necessary to overturn the decision.

Section 3. Vice President. In the absence of the President, the Vice President shall perform the President's duties and such further duties as may be assigned to him by the Board of Directors or the President. When assuming Presidential responsibilities, the Vice President shall be guided by the same rules as the President outlined in Section 2. Suppose the President is absent for an extended period. In that case, the Board may elect a temporary Vice President to step into the position, allowing the standing Vice President to conduct business as the President.

Section 4. Secretary. The Secretary shall keep an accurate record in permanent or electronic form of all business transactions and shall perform such other duties as the Board of Directors may prescribe from time to time. The following responsibilities apply to the Secretary’s position:

The Secretary shall be deemed the official record keeper of all Club records, historical and current.
When the Secretary’s term in office expires, all records will be turned over to the incoming Secretary or current President.
The Secretary shall maintain minutes of all Board of Directors, Membership, and Special Meetings, as well as back up current club records quarterly.
The Secretary will have the authority to purchase at Club expense the administrative supplies (i.e., paper, pencils, envelopes, etc.) required to perform the duties of this office.
The Secretary shall present all bills, etc., will be presented to the Treasurer for accountability.
The Secretary shall chair Board and Membership meetings in absence of without the President and Vice President.

Section 5. Treasurer. The Treasurer shall be responsible for all club financial transactions, maintaining all receipts, collecting funds, making deposits, and distributing payments as required. The following responsibilities apply to this position:

The Treasurer shall be an authorized signatory on all club bank accounts & safe deposit box agreements.
All funds generated by or for the Club will be turned over to the Treasurer within 30 days of funds being collected.
The Treasurer shall deposit all funds in the Club's checking or savings account as directed by the Board of Directors or By-Laws.
Any statements or billings will be given to the Treasurer, who will make payments as required; payments will only be made with a receipt and statement. The Treasurer will maintain a record of all transactions.
The Treasurer shall provide a monthly Treasurer's Report at the Membership and Board of Directors meetings.
The Treasurer shall provide an annual report by calendar year outlining all income and expenses incurred by the Club from January 1st to December 31st (of the prior year). Fees will be divided into at least two categories: fixed costs (insurance, electrical, fuel, administrative, etc.), and all others. Annual reports will be due and presented during January of each following year.
At the end of term in office, the Treasurer will turn over all funds, checkbooks, safe-deposit box information and key(s), statements, and any other Club property to the incoming Treasurer.
The Treasurer has the authority to purchase at Club expense the administrative supplies (i.e., paper, pencils, stamps, envelopes, etc.) required to perform the duties of this office.
In the absence of the President, Vice President, and Secretary, the Treasurer shall be the chairperson for Board and Membership meetings.

Section 6. The Directors of the Club may at any time by a two-thirds majority vote (in person or by electronic e-mail) ask for, demand, receive, and accept the resignation of any officer of this Club, and upon a refusal to tender such resignation, the two-thirds majority of said Board of Directors may dismiss that officer from office. In the case that any officer cannot finish a term of office for whatever reason. The Board of Directors will immediately elect a replacement from within the Board, who will hold that position for the portion of the unexpired term of the outgoing officer. Vacancies will be replaced by By-Law 3.

ARTICLE V

Committees

Section 1. With the consent and approval of the Board of Directors, the President shall appoint standing and special committees and specify them to be with or without powers as the Board of Directors may direct. The President may be an ex-officio member, without a vote, of all committees. In the event of a deadlock, the President may be asked by the committee to cast a ballot.

Section 2. The President shall select committee chairpersons from the Board of Directors for standing committees. The committee chairperson will choose and solicit volunteers from the General Membership.

Section 3. Special committee chairpersons and committee members may be selected from either the Board of Directors or General Membership at the discretion of the President.

Section 4. Committee chairpersons will provide status reports to the Board of Directors and Membership as requested.

Section 5. Special committees will be disbanded once the committee's function and purpose are accomplished.

Section 6. Special committee chairperson or committee member(s) will only be authorized the power to commit the Club to any obligation(s), financial or other, with the approval of the President. Presidential approval must be in writing. If the obligation exceeds $1,000, it will require a Board vote. If it exceeds $5,000, a Membership vote will be required.

ARTICLE VI

Finances

Section 1. The fiscal year of the Presque Isle Fish and Game Club will begin on the 1st day of April of each year and end on the 31st day of March of the following year.

Section 2. All Club funds shall be deposited by the Treasurer, or upon his/her order, in the name of the Club in such bank or banks as may be designated by the Board of Directors.

Section 3. All disbursements will be by check, signed by the Treasurer and/or President or by such persons as the Board of Directors may designate, or by cash with a receipt.

Section 4. All cash counts (income) after Club-sponsored events will be done with a minimum of two Board Members present, and funds will be turned over to the Treasurer to confirm and deposit accordingly.

Section 5. A thorough and complete audit will be accomplished each calendar year by a committee designated by the Board of Directors. The audit will be conducted before the end of January of the following year. A complete audit report will be submitted to the Membership at the January meeting. The audit, as a minimum, will encompass the following:

Ensure a check and balance system of all expenditures (other than fixed costs), by checking all records against the Treasurer’s monthly reports and the Board meeting minutes to ensure compliance with the Club Constitution and By-Laws.
Review the Lifetime Membership Fund to ensure the principal was not used unless as specified in Section 6 hereinafter.
Balance accounts with the most current bank statements and review all expenses to ensure no inconsistencies exist. Review any other Club accounts.
Provide a report of the audit with any discrepancies noted and make recommendations to prevent future problems if problems are pointed out.

Section 6. Proceeds from the previous Life Membership dues will be maintained in a separate savings account designated as the Life Membership fund. Only the interest from this account may be withdrawn to provide working capital for the Club, unless approved by the Membership with a two-thirds vote of a quorum. The principal will be invested at the highest rate available. If the Club is disbanded, the existing balance is to be donated to establish a scholarship fund in the forestry or wildlife-management field at a school to be determined by the Board of Directors.

ARTICLE VII

Rules

Section 1. A modified version of the Roberts' Manual of Parliamentary Rules (Roberts' Rules of Order) shall govern all proceedings of the Club and all meetings of its Boards and Committees, except as otherwise provided by the Constitution or By-Laws.

Section 2. To expedite Club business and ensure an orderly flow to fit within time constraints, the following rules shall apply to all Membership, Directors, and Committee meetings:

1. When a meeting is called to order, minutes of previous meetings will be provided, and all reports will be given. A motion from the floor and a second to the motion must be made to accept or refuse the minutes/reports.
2. Old business items that remain open from the minutes or reports will then be discussed.
3. When the old business is settled, a new business will be addressed. New business is defined as any Club-related matter to include items previously closed if it is felt the subject should be re-addressed. Items still open from previous meetings are considered old business and should have been addressed during the senior old-business session.
5. business session.
6. Any motions made during business must be acted upon before continuing to another subject. Once a motion is made, it is recorded by the Secretary as the ORIGINAL MOTION, and discussion on the motion may begin. Each Member present may voice an opinion on the motion only once with a time limit of two (2) minutes, unless the President suspends said limitations. During the discussion, motions may be made to the Original Motions (modifying, etc.). Once all discussion is complete, the motions will be voted on in reverse order (i.e., the last motion made will be voted on, and so on until the Original Motion is reached.) Any Point of Order made by a member will stop all discussion until the Point of Order is rectified. A Point of Order is made to clarify the legality of the proceeding based on the Club Constitution, By-Laws, or Roberts' Rule of Order (modified).
7. When all motions are settled and duly recorded, and no further discussion is forthcoming, the meeting may be adjourned by a motion for adjournment, a second, and a vote.

Section 3. No Member, Committee, Officer, or Director of this Club may in any way obligate the Club without consent from the Board of Directors or Membership.

Section 4. Unless the Board of Directors gives prior authorization, Only no solicitations from outside organizations may be presented at any Club meeting.

Section 5. Club Members may only solicit for the Club if for a Club-sanctioned function approved by the Membership or Board of Directors.

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CONSTITUTION OF THE PRESQUE ISLE FISH AND GAME CLUB

Organized at Presque Isle on the 24th day of February 1947 and revised on February 28, 1995.

Revised again on December 30, 2023

ARTICLE I.

Name

The name of this organization shall be the PRESQUE ISLE FISH AND GAME CLUB.

ARTICLE II.

Objectives

The objectives of this organization are as follows:

(a) To conserve, maintain, protect, and restore (1) soil, waters, and wildlife, either animal or vegetable; (2) the natural resources of the United States of America, including particularly but not exclusively, forests, woods, trees and other vegetation, marshes, grasslands, prairies; and

(b) To promote means and opportunities for the education of the public concerning such resources and the enjoyment and wholesome utilization thereof.

ARTICLE III.

Powers

The powers of the PRESQUE ISLE FISH AND GAME CLUB to perform such acts as may be necessary or proper to carry out the objectives of this Club.

ARTICLE IV.

Membership

Any person of good character and moral standard over the age of nine (9) shall be eligible for membership as follows: Adults - 18 years or older Dual - (Spouses) Junior - 10-17 years old (non-voting).

ARTICLE V.

Board of Directors

Section 1. The management of this Club shall be vested in a Board of Directors consisting of five to seven (5-7) Members.

Section 2. Directors will be elected for three years each in a staggered rotation such that or two Directorships expire annually. The Membership will fill the expired Directorships through nomination and election at the February meeting. Amended March 26, 2019: vacant Directorships will be filled at the May Membership meeting.

Section 3. In case of any vacancy among the Directors for any reason, the Membership, at the next scheduled meeting, by a vote of a majority present, will elect a successor to hold office for the unexpired portion of the term.

Section 4. A majority of the sitting Board of Directors shall constitutes a quorum for the transaction of Club business.

ARTICLE VI.

By-laws and Amendments

By-laws and Amendments to it them will be established to outline the specific operation of the Club and the responsibilities of Members, Board of Directors, and Officers. Amendments to the Constitution or By-Laws can be accomplished at any regular or special meeting called for that purpose. The following procedures will apply:

1) Written electronic notice stating the proposed change must be emailed to each Member. This notice will be emailed seven days before the meeting.

2) Any amendments or changes will require a two-thirds majority of the Members present at the meeting.

3) If approved, the Amendment will be typed to specify the Amendment number (i.e., Amendment 1) and the specific paragraph of the amended Constitution and By-Laws. The Amendment will then be attached to the master copy of the Constitution and By-laws until any subsequent rewrite of the documents.

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