Current as of October 2013
The name of this organization is: SPORTSMAN’S HUNT CLUB OF NEW KENT, LTD.
The purpose of this organization shall be:
(a) To provide opportunities for club members to engage in the sport of hunting.
(b) To promote hunter safety
(c) To encourage the practice of good sportsmanship and compliance with local, state and federal game laws.
(d) To support wildlife conservation programs and assist wildlife management programs.
(e) To strengthen landowner-hunter cooperation and understanding.
(f) To increase the knowledge and practice of hunting, marksmanship, and other outdoor recreation skills that is in harmony with the sport of hunting.
(g) To promote and generate such projects as may be necessary and available to help meet the needs of the Club, and
(h) To receive and disburse funds for the accomplishment of these purposes.
Any citizen of the United States of America, who is eighteen (18) years of age or older, who supports the purposes of the Club as stated above in Article II, and who is sponsored for membership by an existing member in good standing, may become a member of this organization on approval of his application for membership by the Board of Directors.
The membership year and dues shall be defined in Article IV of the By-Laws.
Officers of this Club shall be President, Secretary Treasurer (defined as Administrative Vice-President), Operations Vice President, and Hunt master. The duties of these officers shall be defined in Article I of the By-Laws.
Candidates for office shall have been a member of the Club for two (2) years prior to election.
Election of officers shall be defined in Article II of the By-Laws.
Vacancies occurring among the elected officers shall be filled by majority vote of the Board of Directors at a duly constituted meeting of the Board of Directors.
The Steering Committee of this Club should be nine (9) members of the Club plus one youth representative which shall be a relative of a dues paying member. The Steering Committee may be more or less than 9 members based on the needs of the Club as determined by the Board of Directors. The duties of the Steering Committee shall be defined in Article I of the By-Laws.
Candidates for Steering Committee shall have been a Club member in good standing for one (1) year prior to election.
Election of Steering Committee members shall be defined in Article II of the By-Laws.
Vacancies occurring among the elected Steering Committee shall be filled by a majority vote of the Board of Directors at a duly constituted meeting of the Board of Directors.
Board of Directors
The Board of Directors shall consist of the duly elected officers and Steering Committee.
This Constitution may be amended by the affirmative vote of two-third of the members present and voting at either the Spring or Fall General membership meetings provided that written notice containing the whole proposed amendment be mailed to each member at least ten(10) days in advance of the meeting.
Notice and voting on a proposal for the dissolution of the Club shall follow the same procedure as specified for amendments to the Constitution contained in Article VII hereof.
Upon an affirmative vote to dissolve the Club, all Club property shall be sold to the public and all Club debts shall be paid. All remaining Club assets shall be divided prorate to the current members in good standing.
Upon an affirmative vote to dissolve the Club, the Corporation charter shall be surrendered according to the Statue of the Commonwealth of Virginia regarding the dissolution of a Corporation.
Duties of Officers and Board of Directors
1.0 President-The President is responsible for carrying out all Club activities singularly or with the help of other officers and members. He is responsible for enforcing the Constitution and By-Laws. He will preside at all meetings and be ex-officio member of all committees. He may appoint such committees as he deems necessary and may call special meetings when deemed in the best interest of the Club. He shall perform the duties of the Hunt master in his absence or at his request.
2.0 Operations Vice Presidents (OVP) - The Operations VP shall perform the duties of the President in his absence or at his request. The OVP shall provide direction and oversight for hunting and physical land issues. The OVP shall provide direction for Work Party Leads as well as the food plot management and Road Crew work. The OVP along with the President will provide guidance for the Hunt Master, dog management and the acquisition of new land. During new land acquisition, a New Land Committee may be appointed to work with the President and OVP to ensure funding is available and club interests are maintained.
3.0 Secretary Treasurer: Administrative Vice President (AVP)-The AVP shall perform the duties of the President in his and the OVP’s absence or at the President’s request. The AVP shall be responsible for the preparation and mailing of all correspondence notices required by these By-Laws and other notices as deemed necessary by the Board of Directors. He shall be custodian of all books, papers, and reports for the records of the Club and shall make these documents available for audit by any member or committee as approved by the Board of Directors. He shall receive and disburse all funds of the Club and place same in such banks and/or financial institutions as may be approved by the Board of Directors. He shall keep an accurate account of all his transactions and render a detailed report with vouchers at each Board of Directors meeting, General Membership meeting, and at any special meeting when requested to do so. He shall keep a true and written record of all Board of Directors and General Membership meetings.
4.0 Hunt master-The Hunt master with the help of the lead dog driver shall direct and coordinate all Club hunting activities. He shall be responsible for enforcing all Club hunting rules, safety regulations, compliance with game laws, and observance of agreements made with landowners or other organizations.
5.0 Board of Directors- The Board of Directors consisting of the above Officers and Steering Committee shall be the principle governing body of the Club, delegated by the Club membership to perform the business of the Club, without limitations except as required by the By-Laws. The Board of Directors shall make recommendations to the general membership on:
a) the slate Officers and candidates for the Steering Committee
b) Annual budget
c) Amendments to the Constitution and By-Laws
d) Any other issue which it deems of a significant nature that should be acted on by the general membership.
Election and Term of Office
1.0 Officers and Steering Committee members will be elected for a one year term at the fall general meeting held in October and take office on February 1 of the following year. Club Officers, except Hunt master, may not hold the same office for more than two consecutive years. The two year requirement may be waived by the Steering Committee in individual cases. Steering Committee members may serve unlimited terms. In the event of an unplanned or unexpected loss of an officer or Steering Committee member, the Board of Directors has the authority to nominate and elect a replacement at the time of loss of the incumbent for the remainder of the Club year election term.
2.0 The Board of Directors shall select for nomination a slate of Officers and Steering Committee members. This slate shall consist of at least one nominee for each office and at least ten Steering Committee nominees. Additional nominees may be made from the floor.
3.0 Officers and Steering Committee Members shall be elected by a simple majority of members voting.
Impeachment Proceedings for Neglect of Office
1.0 If any member feels that an officer or member of the Steering Committee is not performing his duties properly, he should bring this before the Board of Directors to be acted upon. For sufficient cause, the Board of Directors by majority vote can impeach and remove from office any officer or member of the Steering Committee.
Membership, Dues, Guests
1.1 The Club year shall be from 1 April to the following 31 March.
1.2 Club membership shall be limited to a number to be determined by the Board of Directors.
1.3 All applications for membership will be reviewed and acted upon by the Board of Directors within one month of the date received. The membership dues must accompany the application or be paid prior to the Steering Committee taking action.
1.4 In the event there are no openings available for new members, a person desiring membership may submit an application accompanied with $50.00 which shall be held on deposit towards dues until such time that an opening occurs or the person withdraws his application. Upon withdrawal of the application, $50.00 will be refunded.
1.5 The Club will send a new member a letter of greetings along with a membership card, a copy of the Constitution and By-Laws, Area and Stand Line Maps, Safety Rules and Do’s and Don’ts and membership forms for other potential new members.
1.6 Each new member accepted after October 1, 1980, must undergo a status as”member on probation” for a period of not less than one Club year. Before March 1 of that dues year, the Steering Committee should review that applicant’s status and either accept or reject the applicant as a full member. If the applicant’s status is not reviewed, they are considered accepted as a full member. If the applicant is rejected, any dues prepaid for the following year will be refunded in full.
1.7 Youth members and youth hunters under age 18 may hunt (with supervision) free of charge until eighteen years of age, at which time they will be required to join as regular members. If the youth member is in a full time educational program, the age is raised to twenty-two years.
1.8 The club member who is bringing a youth hunter must provide written permission from the child’s legal guardian to participate in hunting activities.
1.9 Anyone if under 18 years of age, must be accompanied by a club member.
1.10 Individuals rejoining the club less than one club year after separation are required to pay all late fees, missed work party fees and the full dues in order to rejoin that club year. Previous members who apply to rejoin after being gone for a full club year are considered new members and will be in a probationary period per paragraph 1.6 and are subject to application status per paragraph 1.3.
1.11 Honorary Membership may be granted to members in good standing who due to extreme illness or injury are limited in their ability to participate in club activities. This membership will be provided free of charge for the member until such time that the member’s physical status changes to allow for full participation in club activities. Members in Honorary Status are exempt from work parties or other club activities they are unable to accomplish. During a period of Honorary Membership, youth members associated with the Honorary Member may hunt with the club as long as requirements in paragraphs 1.7, 1.8 and 1.9 are fulfilled. A member in good standing may provide “supervision” under this provision
2.1 Prior to the March membership meeting, the Steering Committee shall determine the dues amount for the upcoming year.
2.2 One-half of the dues shall be paid not later than March 1. If the first one-half of the dues have not been paid by April 1, there is a $50.00 late fee added to the dues.
2.3 The remainder (one-half) of the dues shall be paid not later than June 1. If the remaining one-half of the dues have not been paid by July 1, there is a $50.00 late fee added to the dues.
2.4 If a member must stop hunting during or prior to the end of the dues year because of job transfer from the area, or other reasons such as prolonged illness and as approved by the Steering Committee, the member may request a partial refund of dues. The request must be in writing to the President. Dues will be refunded at a rate of 7% of the annual dues per month for each remaining month of the dues year. Active duty Military who have been transferred to a hazardous duty area will receive a full refund if he or she has not hunted due to the transfer.
2.5 If during any club year, it is determined by the board of directors that the club operating capital is not enough to cover operating expenses, fund raisers and/or an assessment will be conducted to offset the deficit.
2.6 Hunters who are age 70 and above and have been club members for 15 or more consecutive years shall pay only the first half dues if there are at least 50 full paying members.
2.7 Dog Drivers may qualify for reduced dues in the form of a refund. See article VIII Hunting paragraph 10.
3.1 A guest hunter must be an invited guest of a Club member in order to hunt with the Club or on Club land.
3.2 Each guest must show their hunting license and must sign specific addendums to hunting contracts before hunting on a tract of land.
3.3 Each guest will be issued a guest permit for each day he hunts. Guest permits are in the DMAP boxes. Fees will be turned over to a committee member within 7 days.
3.4 Guest fees and hunting limitations apply to big and small game hunting and are as follows.
a) A guest will be allowed to hunt on organized deer drives twice per season for a fee of $25.00 per day and a third or fourth time for a fee of $75.00 per day.
b) A guest will be allowed to hunt big game for a fee of $25.00 per day twice per year when individual hunting during general firearms and/or spring turkey seasons.
c) Guest will be allowed to hunt small game for no fee.
d) Members are permitted two guest hunt days during the combined archery and muzzle loading seasons. Up to two guests may be brought for each of the hunts. Guest fees are $25.00 per guest per day. Youth guest members may hunt for free, but count as one of the two guests for that day.
e) Members in a probationary status will not bring guests during archery or muzzle loading seasons.
f) During individual hunting, it is the responsibility of the Member (sponsor) to see that the guest has a valid hunting license, paid the appropriate fee, signed all required land releases and has been issued a guest permit. Fees will be turned over to the AVP within 7 days and properly recorded. Guest permits are in the DMAP boxes.
3.5 No guest will be charged for fishing.
3.6 On organized hunts, it will be the responsibility of the Hunt master or his appointed representative to see that the guest has a valid hunting license, paid the appropriate fee, signed all land releases and has been issued a guest permit. Fees will be turned over to the AVP and properly recorded.
3.7 If a guest desires to become a Club member all guest fees previously paid for that season by the applicant will be credited toward his annual dues if membership is approved.
3.8 Guests are restricted from hunting during the first week of organized hunts unless previously coordinated with and approved by the Steering Committee. Immediate family members to include parents, children, grandchildren and their spouses are permitted to hunt during opening week.
3.9 Guests are permitted to take one antlerless deer during the combined archery and black powder season. This limit is for the all combined club property.
3.10 During organized drives, the Hunt master may modify the one antlerless deer requirement for guest if the kill goal is not being met. The Club officers and steering committee members present should be consulted before this action is taken.
3.11 A guest who utilizes his/her dogs during organized drives may hunt three times without paying guest fees. Thereafter, guest fees apply. Guests driving club or member owned dogs dedicated to the Sportsman Hunt Club will not be charged a fee.
1.0 General Membership Meeting-There will be two general membership meetings each year. One shall be held in March and one shall be held in October. Each member shall be notified of the time and place at least ten (10) days in advance. One-third of the Club membership shall constitute a Quorum at the general membership meeting.
2.0 Board of Directors Meeting-Board of Directors shall meet once each month at a designated time and place. One-half the members of the Steering Committee and two officers shall constitute a Quorum of the Board of Directors.
3.0 Special Meetings-Special Meetings of the general membership and Board of Directors may be called by the President.
4.0 Organized Work Parties
4.1 The President may call for as many as six organized work parties per year for the purpose of maintaining and extending stand lines, repair of roads, maintenance of dog pens, and other similar benefits to Club hunting activities. Special work parties may be called by the President as he deems necessary.
4.2 It is the duty of each Club member to participate in the organized work parties.
4.3 Work parties will be scheduled on weekends with no less than two week advance notice. Alternate work days and special assignments will be offered to those persons who cannot make the designated work parties and who request an alternate day.
4.4 Members are expected to attend a minimum of 3 work parties per year. A member’s failure to attend scheduled work parties or complete alternate work days without reasonable explanation is subject to a $100.00 per event penalty. The President will review all organized and individual work party attendance information and confer with the steering committee to determine if a penalty will be assessed.
Penalties are due 1 November that same year. If not paid by 1 November, his or her membership shall be revoked until paid in full.
4.5 Members who are age 70 or older shall participate in work parties on a voluntary basis.
1.0 General- The Club will be responsible for all legitimate Club bills that might arise. The President, OVP and the AVP are authorized to spend Club money only on approved budget items. All expenditures outside the approved budget require Board of Directors approval in advance. If the President and AVP cannot agree that the expenditure is outside the approved budget items, the Board of Directors will make this decision. For accounting purposes, all invoices must be turned into the AVP; showing what was purchased, when it was purchased, where it was purchased, the amount of the purchase, and the date of the purchase. All receipts must be turned in within 90 days from the date of purchase in order to receive compensation.
2.0 Checking Account-The Club Checking account shall require both the Signature of the President, OVP or the AVP before any check will be honored by the bank.
1.0 Leased Land-Use of leased land will be governed by and in accordance with the requirements as set forth in the current leases.
1.1 Allowable Vehicles on Leased Land-No motorbikes or motorcycles may be utilized on Sportsman Hunt Club leased land. Only ATV’s may be utilized on Sportsman Hunt Club leased land. The activities for which these vehicles are utilized must be hunting related.
1.2 Fishing-NO FISHING TRAFFIC in New Kent during organized drive days.
1.0 Applicable Laws and Club Rules
1.1 All members shall abide by the current Local, State, and federal game laws, the recommendations of the Steering Committee regarding the DMAP regulations, and the following Club Laws.
a) The use of alcoholic beverages or intoxicating drugs before or during any hunting activity is prohibited.
b) Littering of Club or surrounding property is prohibited.
c) Leaving the stands during an organized deer drive is prohibited except for sickness, safety, emergency, or as directed by the Hunt master.
d) All hunting contracts must be signed by each individual member prior to hunting on any part of Club hunting property.
e) Abusive or un-sportsmanlike behavior is prohibited.
f) All deer killed during any season must be recorded that day in the club DMAP or record book for that county.
g) All deer must weigh at least 60 lbs., field dressed. Antlered deer in New Kent County and Bacon’s Castle Farm in Surry County(ONLY) must have a minimum of 4 total points. No minimum point requirement for antlered deer in other club counties. If a deer does not meet these requirements, even if previously wounded, the hunter who kills the deer must pay the appropriate fine. These rules are subject to change based on the steering committee decision or landowner requirements and will be briefed during organized drives or posted on the tag board of the affected county. These rules apply to all hunting seasons.
h) Hunters age 15 or younger are excluded from “g” one time only. After taking advantage of this one time exemption they must then follow Club regulations “g” on all future hunts.
i) The first time “g” is violated the fine is $25.00. The second time “g” is violated the fine is $50.00. The third time “g” is violated, the member/guest is not allowed to hunt any Club lands until personally appearing before the steering committee for review and discussion. Fees up to $200.00 may be assessed and membership/hunting privilege status will be determined by the steering committee during the third violation review. All fines must be paid before the member/guest hunts again. These penalties apply to all hunting seasons. For each underweight deer fine, $5 will go to the individual who kills the largest (by DMAP field dressed weight) antlerless deer during the year. Only the first antlerless deer killed during organized hunts by any individual is eligible for the award. The steering committee will determine who receives the award following the end of the season. The remaining fine will be used for food plots or other activities designated by the steering committee to build the quality of the deer herd.
j) Members may kill one doe during the combined archery and black powder seasons, and one during the gun seasons. These rules are subject to change based on landowner requirements and will be briefed during organized drives.
k) During the gun season the Hunt Master may modify the one doe requirement of “j” if the doe kill goal is not being met. The Club officers and steering committee members present should be consulted before this action is taken.
l) Members may kill two bucks total during the black powder and archery seasons.
m) During the big game hunting seasons, target practice will only be allowed on Sunday.
n) DMAP tags are for use of organized hunts only.
2.0 Any Club members witnessing a violation of the above laws shall report the infraction to the President or the Hunt Master in charge.
3.0 Penalty for Violation
3.1 The member’s membership card will be confiscated and the member suspended by the President or Hunt master in charge. The Board of Directors shall be convened by the President to determine the length of suspension. Any suspended member will forfeit all hunting privileges and dues.
3.2 A member whose membership card has been confiscated may appeal this action by appearing before the Board of Directors which may at its option reinstate the member.
4.0 Individual Hunting
4.1 Individual hunting will be allowed in the counties where the organized hunts are not being held.
4.2 On an organized hunting day, individual hunting will not be allowed in the county where the organized hunt is being held, except after the conclusion of organized drives and when dog retrieval support is not needed for that day.
4.3 Organized hunting is when two or more hunters collectively hunt by means of man drives or the use of dogs to move game. There will be no organized deer hunting on any club property unless it is a scheduled club organized drive.
4.4 During deer and turkey seasons follow the procedures entitled “Procedures for Individual Hunting.”
5.0 Organized Hunting
5.1 There will be organized deer drives on the following days:
(a) The first two days and other days as specified by the Club calendar.
(b) On New Year’s Day.
(c) On every Saturday falling between the first day and last day of the season.
(d) On other specified days called in advance by the President or Hunt master.
5.2 The President or Hunt Master may cancel an organized hunt if, in his judgment, there are justifiable reasons to do so, such as insufficient number of hunters, foul weather, or safety.
5.3 There will be no target practice on organized hunting days.
5.4 No rifles are to be used during an organized drive. No shotgun slugs on organized drives except for deer hunting from an elevated stand at least 10’ above the ground.
6.0 Meeting Time and Place of Organized Hunts
6.1 There will be a designated meeting time and place for the start of each hunt.
6.2 Hunters will be required to meet and sign in at the designated time and place with the Hunt master. Any hunter arriving late may hunt only at the discretion of the Hunt master.
7.0 Organized Drives
7.1 All members and guests hunting in the county where an organized hunt is being held shall hunt together on the day of an organized deer drive. Individual hunters and guests will adhere fully to these By-Laws.
7.2 All hunters must sign in with the Hunt Master. This determines the number of men on a particular hunt. The stands to be hunted will be selected by the Hunt master. A stand will be assigned by chance to each hunter. Drawing numbers from a hat, standing in a line or other methods which are determined by the Hunt master may be used.
7.3 No hunter under the age of 12 will be allowed to take the stand alone. Hunters between the age of 12 and 18 must be given permission by the Hunt master and Steering Committee members present to take a stand alone.
7.4 A new driver must accompany an experienced driver until such times as the Hunt master and the experienced drivers agree that he knows the property well enough to carry out a drive safely on his own.
7.5 Responsibility for the well-being and the ability to retrieve dogs lies with all Club members. The drivers for the hunts are not solely responsible.
8.0 Penalty for Missing Deer
8.1 Each hunter is on his honor to report any missed shots. Any shot during an organized hunt will be considered as a shot at a deer regardless of the target.
8.2 The amount of $2.00 will be collected by the Hunt Master from the hunter who misses a deer.
8.3 The money collected from the missed shots will be awarded to the Club Member who has taken the buck with the largest antlers during the organized deer hunts, at the end of the season, normally at the Spring Club meeting. The Steering Committee will determine who receives this award.
8.4 Those Club members who are acting as drivers during the hunt shall be exempted from the penalties in the preceding paragraph.
9.0 Division of Venison
9.1 The hunter who kills a deer is entitled to his choice of one ham or a whole backstrap tenderloin, and the hide, horns, head and legs of the kill.
9.2 In order to be entitled to draw for venison, a hunter must have participated in a hunt on which a deer was killed.
9.3 A paying guest is entitled to a regular draw for a piece of venison provided a deer was killed on a hunt in which he participated.
9.4 The non-paying child of a member is entitled to a draw of a piece of venison if the child has held a stand alone during a hunt on which a deer was killed.
9.5 To be eligible for a meat draw, a hunter must be present on a drive when deer were taken. All hunters must be present to draw for venison after the hunt. Exceptions: 1) Members still looking for dogs may have a draw made for them. 2) Members who must leave early for unscheduled emergencies and have personally checked out with the Hunt Master and have designated a person for a draw, may pick their draw up from the designated person.
9.6 Unless a large number of deer are killed relative to the number of hunters each deer will be cut into 11 pieces excluding the killers’ piece. Each individual piece will be numbered and laid out for the draw. When more pieces are available than hunters who wish to draw, including the killers, multiple draws will be held until the venison is disbursed. On the last draw, blanks will be added to the draw numbers such that the total of draw numbers equals the number of hunters wishing to draw. When the pieces of venison available on any given draw are less than the number of hunters wishing to draw, including the killers, the killers will not be allowed to draw.
(1) 5 deer killed (55 pieces to draw)-22 hunters including killers wishing to draw. Multiple draws required.
Draw #2-22 pieces
Draw #3-11 pieces and 6 blank draws (5 hunters killing deer do not draw)
(2) 2 deer killed (22 pieces to draw)-23 hunters including
killers wishing to draw
Draw #-21 pieces
Draw #2-1 piece and 20 blanks
9.7 The Hunt master, or his designee, with the approval of the majority of hunters at the skinning site, may prescribe an alternate, systematic method for the division of venison.
10.1 Dog drivers who drive dogs at least 85% of the Saturday and holiday hunts or 75% of the total scheduled hunts, may receive a refund of half dues. The holiday hunts include hunts scheduled between 25 December and January 1st. Based on the club’s financial status, the steering Committee shall determine if the club will refund the money and if so, which drivers qualify for the refund at the February steering committee meeting. During this meeting, additional compensation may be granted to the drivers based on the club’s financial status.
10.2 The drivers and total number of dogs for the following season will be established at the first steering committee meeting after the hunting season. Changes and additional drivers/dogs may be addressed at later dates by the steering committee.
10.3 New drivers may be considered for half dues and additional compensation after their first year of driving dogs as determined by the steering committee in the February Steering Committee meeting. This policy may be changed earlier in the year by the steering committee.
10.4 2 pallets of dog food will be provided for club paying members from the 2012-2013 hunting season.
10.5 If a member or guest wounds a dog during an organized hunt, then that member or guest is responsible for paying the vet bill. If the guest does not pay the bill, then the member who sponsored the guest is responsible for paying the bill. If the dog is killed, The Steering Committee will determine the replacement fee.
10.6 Approved members who provide a full day (or equivalent) of heavy equipment (tractor, bull dozer, ect.) operation will receive $100 per day. The club will pay up to a total of 15 days of heavy equipment operation.
Notice and voting on a proposal for Amendments of these By-Laws shall follow the same procedures as specified for amendments to the Constitution Contained in Article VII thereof.
From time to time situations arise that the by-laws do not cover. Since they are not all inclusive to cover every situation and event, the steering committee may, using their best judgment, deviate from these by laws on a case by case basis providing 2/3 of the available Board of Directors agree.
Current as of March 2013