Hidden Prairie Rendezvous Club

A Chapter of the
Hivernann Muzzleloaders Club Inc.
of Marshfield, WI.

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Club Bylaws

Board of Directors

The board of directors shall consist of four (4) directors.
One shall serve as chairman of the board.
The balance of the members shall serve as directors.
Board term shall be (5) five years.
A director need not be a current member at all times, but must remain active in some aspect of muzzleloading.
The board of directors shall meet annually at a location to be determined to review the previous years minutes, bank statements, and other pertinent documentation of club business.
Any board member may resign their seat by providing (60) sixty days written notice to the board chairman.
The (60) sixty day period to allow for nomination and election of a replacement from the general membership.
A member of the board may be removed by a 2/3 vote of the general membership.
No member may be removed for causes not involving legal action.

Officers of the Club

The officers of the club shall be:
President, Vice President, Treasurer, Secretary, and Public Relations Officer. All terms shall be one year in length but no term limits shall be imposed. Any officer may resign a seat by submitting written notice to the board of directors (60) sixty days prior to the effective date of the resignation. A special election will be held to replace any resigning officer within (60) sixty days of receipt of notice to resign. Any officer may be removed from office for grounds resulting in legal action. A 2/3 vote shall be required to remove an officer from office.

Duties of Officers

The President shall reside over club meetings.
He shall serve as spokesman for club functions and shall act in the best interest of the club at all times.
The President shall serve as club representative to the State Muzzleloading Association and shall continue to serve until replaced by election of a new President person.

The Vice President shall, in the event of a President being unable to fulfill his term, assume the duties of the Presidency. Other duties shall include the storage of club targets.

The Secretary shall be responsible for the maintaining of club records including, but not limited to minutes of meetings. The Secretary shall handle all aspects of communication between Club and State Agencies. He or she shall maintain and keep a current and active mailing list. In short, the Secretary shall be responsible for any and all correspondence and record keeping pertaining to club business.

The Treasurer shall be responsible for the aspects of all club business. This shall include withdrawal and deposit of club funds in appropriate accounts. The Treasurer shall keep an itemized record of all incomes and expenditures of club funds and shall report at each regular club meeting. All expenditures of club funds shall only be made upon the approval of the general membership at a legally held meeting or function.

The Public Relations Officer shall be responsible for the club newsletter and for any press releases to the general media. This office shall always act on behalf of and in the best interest of the club at all times.

Dues Structure

The dues period shall be one calendar year. Dues shall be payable and due on January 1st. of each year for the upcoming year. Any payment of dues made after the 1st. of January shall be only for the duration of the year in which payment has been made. No pro-rate is available.

Membership

Membership is family inclusive. There is no difference between individual and family dues. Active membership and associate memberships are available, however the dues remain the same for both.

Any person interested in muzzleloading and in the preservation of American History is welcome to become a member of the Hivernann Muzzleloaders Club. Membership may be revoked by a 75% vote of the general membership for any conduct deemed to be grossly negligent, irresponsible, or dangerous.

Meetings

Meetings shall be held the first Monday of every month. Meetings shall be conducted according to Robert’s Rules of Order. A quorum for conducting business shall consist of the President, one other officer and three members present.

Special meetings may be called for by any member for any purpose at any time. To be valid, all members and officers must be notified at least 72 hours prior to the meeting. At least two officers and three members in addition to the member calling the meeting must be present.

Initial proposal for amendment shall be introduced by any officer or member at any regular or special meeting. Initial vote must pass by a 2/3 margin. If passed, all members shall be notified by mail of the proposed amendment and advised that it has passed the initial vote at least 10 days prior to the next regular meeting. At the next regular meeting the original proposed amendment shall be introduced-discussed and voted on once again. If passed by a 2/3 margin the by-law shall be amended or reflect the proposal. If any changes or revisions appear in the amendment prior to the second vote, the initial vote shall be declared null and void and the vote upon the revised amendment shall become the initial vote subject to final vote at the regular meeting. Mailing to membership as described above following the initial vote.

Amendments added to the by-laws of the Hivernann Muzzleloaders club authored by Sam Bohy and Roger Pilsner dealing with adding chapters.

• Amendments establishing chapters

In recognition of the fact that our by-laws require that this organization foster growth within muzzleloading, the following provision for the establishment of chapters is declared. Any group of muzzleloading enthusiasts may apply for chapter status in accordance with the following criteria:

1. ) That a desire to establish themselves as an independent muzzleloading entity exist.
2. ) That a degree of dedication to the ideals and conditions set forth in the By-laws and the Mission statement of the Hivernann Muzzleloaders Club Inc. exist.
3. ) That the applicant group declare its intention to conduct all affairs in accordance with the above mentioned Mission Statement and By-laws.
4. ) That the individual members of the applicant group submit an application for membership in the Hivernann Muzzleloaders Club, Inc.
5. ) That a designated member of the applicant group shall attend the Board of Directors Meeting of the Hivernann Muzzleloaders Club, Inc.

If the above listed conditions are agreed upon, the Hivernann Muzzleloaders Club, Inc. will prepare and present a merger proposal to the applicant group for their consideration and approval. This proposal of merger will be presented to the applicant group only upon the approval of the general membership of the Hivernann Muzzleloaders Club, Inc. Upon approval of the merger proposal by the applicant group, chapter status shall be immediately in force, complete with all provisions of the Hivernann Muzzleloaders Club Incorporation. These provisions shall include, but are not limited to the following.

1. ) Protection from legal action provided by Corporation coverage.
2. ) Insurance coverage currently in force on behalf of the Hivernann Muzzleloaders Club, Inc.
3. ) Associate membership benefits provided by Hivernann Muzzleloaders Club Inc. affiliation with both NRA and WMLA.

At any point in time, the membership of the chapter group may vote to dissolve the chapter status here-in described in accordance with the following conditions.

1. ) That the Chapter disolving the merger has acheived a degree of solvency which will allow it to Incorporate as a separate entity according to Wisconsin Statutes.
2. ) That the Chapter disolving the merger, upon incorporation declare in good faith the intention to continue it’s existance in accordance with it’s own Mission Statement and By-laws.
3. ) Should the Chapter disolving the merger do so with no intention of continuing activities, all assets of said Chapter shall be donated to the WMLA on behalf of the dissolved Chapter, or to the Hivernann Muzzleloaders Club, Inc. land fund. No assets shall be liquidated until any and all liabilities or debts are satisfied.

So ends the provision for the establishment of Chapter status with-in the By-laws of the Hivernann Muzzleloaders Club, Inc.

The following amendments were agreed upon by the members present during the 1st. organizational meeting of the Hidden Prairie Rendezvous Club Feb. 2000. Amendments to By-Laws

1. ) Any Club Events will be done in (period) dress to benefit the Club.
2. ) A Quorum will consist of 3 officers AND 3 Members.
3. ) Any Member, at or above the age of 13 shall be able to express opinions and vote at all meetings, and will compete with adult members in competitions.
Members at the age of 12 and under will compete with children.
4. ) An HMLC logo is to be added to any and all advertising done by the Hidden Prairie Rendezvous Club.

Amendment added 10-21-07 is as follows:
By unanimous vote it was agreed that beginning in Janurary 2008:

Meetings are to be held on a quarterly basis.

The first meeting will be annual elections, to establish or renew membership, and plan the spring event

The spring event to review club business

Midsummer to plan the fall event to review club business

Fall event to review past events, prepare for the end of the season.

The above meetings schedule has been revised in Jan. 2008.
Meetings will now be held every two months.