CONSTITUTION AND BY-LAWS
SPORTING CLAYS ASSOCIATION OF ALABAMA, INC.
ARTICLE I – NAME
The name of the organization shall be the ALABAMA SPORTING CLAYS ASSOCIATION (hereafter referred to as "ASCA").
ARTICLE II – PURPOSE
The purpose of the ASCA shall be as follows: To promote and encourage organized sporting clays shooting among the residents of the State of Alabama; and To encourage residents of other states to shoot sporting clays at Alabama ranges/clubs; and to enhance ASCA members’ knowledge of the safe handling and proper care of firearms, as well as improve shotgun marksmanship; and To further the development of those characteristics of honesty, fellowship, self discipline, team play and self- reliance, which are the essentials of good sportsmanship and the foundation of true patriotism; and To assist Alabama sporting clays Clubs in maintaining financial integrity.
ARTICLE III – OFFICERS
The elected officers of the ASCA shall be the President, Vice President and Secretary-Treasurer. The terms of the officers shall be three years.
ARTICLE IV – DUTIES OF ELECTED OFFICERS
1. President: The President shall preside at all Board of Directors meetings of the ASCA. The President is empowered to execute all contracts and legal instruments, and have general charge and supervision of all affairs of the ASCA. The president shall be a member of all standing and special committees. The President shall prepare and present to the general membership an annual report delineating the accomplishments, activities, and general condition of ASCA.
The president may select and appoint committee chairman and ad hoc non-voting Board members from the general membership as may be appropriate to undertake the business requirements and obligations of ASCA.
2. Vice-President: The Vice President shall have the responsibility for the general promotion of clay target shooting. He/she shall aid any new group in the organization of any clay shooting club under the auspices of the ASCA. The vice-president shall preside at Board meetings in the absence of the president and shall perform the duties of the president in the event of the resignation, death, or disability of the president.
3. Secretary-Treasurer: The Secretary-Treasurer shall record and maintain all minutes of the Board of Directors meetings, special meetings and annual meetings of the ASCA. He/she shall assist the president and perform such other duties as the President may require. As Treasurer he/she shall be the custodian of all moneys, trophies, securities and vouchers of the ASCA, and shall collect all funds due, issue payment for all accounts payable, and preserve the receipts for all funds paid out. He/she is authorized to receive all funds due the ASCA and to place such funds in any bank or banks, as the Secretary-Treasurer shall deem appropriate.
A detailed report of all funds received and distributed by the Secretary-Treasurer shall be made at the Annual Meeting. As treasurer, he/she shall maintain all financial records in a form consistent with generally accepted accounting principles.
ARTICLE V – BOARD OF DIRECTORS
The Board of Directors shall consist of the President, Vice-president, Secretary-Treasurer, one (1) club representative and one (1) at large representatives as described below. All members of the Board of Directors must be members of the National Sporting Clays Association, and have been a resident of Alabama for at least one year prior to the date of the election.
1. Each member club in good standing will vote for one (1) club representatives to the Board of Directors at elections.
2. All individual ASCA members may vote for three (3) representatives of those candidates nominated to represent the members. The three (3) ASCA members receiving the most votes for directors at large will be the member representatives to the Board of Directors.
3. All individual ASCA members will vote for one person for President, one person for Vice-President, and one person for Secretary-Treasurer.
4. Each elected member of the Board of Directors shall be entitled to one vote at all meetings of the Board of Directors, the Annual State Association meeting and any special meetings.
5. The Board of Directors shall have the authority to set fines and sanctions for not complying with the rules and regulations of the ASCA.
6. The Board of Directors from time to time will set the rules of competition of tournaments held in Alabama, commensurate with published NSCA Rules.
7. The Board of Directors shall be authorized to adopt rules, procedures and penalties regarding unsportsmanlike conduct or repeated rule infractions by any range/club or individual.
8. The terms of Directors shall be three years, effective after the results of the election are announced. Board members shall serve consecutive terms, so that no more than three Directors shall conclude their terms of service at the end of each election period.
9. The President can conduct meetings by electronic communications provided a quorum takes action.
10. Any member of the Board of Directors may be represented by written proxy in the event he/she is unable to attend any regular or special meeting. The ASCA President may secure a vote on any resolution pertaining to ASCA business, except amendment(s) to the Constitution and By-Laws, by electronics communication, or by sending a registered letter ballot on the subject to be voted on. A vote on such matters shall be counted within ten (10) days after notice by electronic communication, or the date such letter ballot has was mailed. The secretary-treasurer shall be responsible for tallying ballots. At such time, all members of the Board of Directors shall be notified of the results of any such action voted on.
11. Elected ASCA Officers and Directors shall execute their respective responsibilities without remuneration. Elected Officers and Directors shall not accept compensation in any form nor shall they benefit materially from their service to the Board.
12. Board members may be reimbursed for actual out-of-pocket expenses incurred while engaging in ASCA business and as authorized and approved by the president.
13. Where advantageous and in the best interests of ASCA, ASCA may contract with Board members and General members for required products and services.
14. No range owner shall hold any office on the Board of Directors such as President, Vice President, Secretary or Treasurer.
15. If for any reason a Board member (President, Vice President, Secretary, or Treasurer) needs to be removed from office, 2 votes from other Board members and/or National Delegates will be required. This removal will be considered temporary until a formal vote can be taken either at the next public meeting or shoot. The result of the formal vote will be permanent.
16. If the President is removed from office, the Vice President will assume his duties until the time he is either reinstated or permanently removed and a new President elected. If the Secretary or Treasurer is removed from office, the other will assume his duties until he is reinstated or permanently removed and a new officer elected.
ARTICLE VI – CLUB MEMBERSHIP
Upon application, payment of the prescribed dues and subsequent vote by the Board of Directors, the ASCA shall accept for membership any organization whose goals and purposes are consistent with goals and purposes of the ASCA as a member club. It is expected that all member clubs shall have the means to communicate via the Internet and E-mail.
ARTICLE VII – INDIVIDUAL MEMBERSHIP
Any NSCA member who is a resident of the State of Alabama shall be a member of the ASCA. Any member in good standing shall have the privilege of discussing or speaking on any subject at the annual meeting, regular Board of Directors meetings, or special meetings of the ASCA and is entitled to one (1) vote for the election of officers and directors at large.
ARTICLE VIII – DUES AND FEES
Individual membership, club dues and any other fees shall be set by the Board of Directors from time to time.
ARTICLE IX – ANNUAL STATE CHAMPIONSHIP
At least twelve (12) months prior to the date of the Alabama Annual State Championship, the then sitting committee shall prepare and present a Request for Proposal to all the member clubs who have expressed an interest in hosting the next Alabama Annual State Championship. The interested clubs shall be given thirty days (30) to prepare and submit their respective proposal. ASCA reserves the right to accept or reject any proposal as deemed in the best interests of ASCA and its members. Should ASCA not receive any proposals, or not receive any proposals that meet the quality, cost and substantive requirements desired by ASCA, ASCA may chose to select and negotiate an agreement with any member club, in the best interests of ASCA and its members.
ASCA may undertake whatever scope of work it is capable of executing, or contract all aspects of the championship to a member club. ASCA shall provide an agreement between the host club and ASCA which will delineate the specific scope of work, responsibilities and obligations, terms and conditions, and all other aspects of the championship.
ARTICLE X – TOURNAMENT SCHEDULING
Any member club desiring to register a tournament with NSCA shall request approval of the desired tournament date(s) by the President of the ASCA in order to avoid conflicts with other member clubs, and to assure that the date of said tournament may be recorded by the Secretary-Treasurer and that the records of the ASCA are kept current.. The president of the ASCA shall request a registered tournament number from NSCA once all ASCA and NSCA annual dues are paid by the respective club(s).
The procedure for annual registration of scheduled tournaments is as follows: Any club in good standing desiring to host a sanctioned tournament, shall make its application to the President of the ASCA on a date designated by the president as the Annual Shoot Registration Date. Application shall be made by completing the NSCA Application For Registered Tournaments Form and may be submitted either by E-mail or surface mail.
The Annual Shoot Registration Date shall be chosen so as to assure that all tournament dates will be approved in a timely manner, tournament numbers are assigned, and tournaments are published in the NSCA magazine and listed on the NSCA website. The application shall include the desired dates (as 3rd Saturday in May, for example, and the date of the month in order to provide repeatable dates year over year).
Selection of shoot dates will consider the previous year's schedule, with clubs having first choice of their respective traditional shoot dates. A ASCA "Traditional Shoot Date" is defined as a date selected by a member club to host a ASCA sanctioned event on the date which they held a ASCA sanctioned event during the previous season. A club shall be able to keep a traditional shoot date from year to year. The Board of Directors reserves the right to limit the number of traditional shoot dates a club may have.
The President shall attempt to resolve any conflicts in scheduling dates. Any unresolved conflicts will be decided by a majority vote of the Board of Directors based on the best interest of the ASCA. If a range/club chooses a shoot date and then cancels that shoot, notification to ASCA and NSCA is required. It is the sole responsibility of the host club to notify ASCA, NSCA, and the shooters that the tournament has been canceled. Any club which fails to hold a shoot on a scheduled date for reasons other than provident cause loses that date. Any issue regarding provident cause will be decided by a majority vote of the Board of Directors.
In order to avoid conflict, two registered shoots may be held on the same date only if:
1. The club first scheduling the date in question agrees in writing to share the scheduled tournament date, or
2. The clubs in question are 100 or more statute air miles apart.
However, after the announcement of the annual shoot schedule, no club may schedule a shoot date where another club has a scheduled that date, without the written consent of the host club. Such written consent may be by E-mail. A club may request to be assigned any vacant date at any time. If a club should cease operation, or cancel any shoot, the President shall promptly notify all other clubs. The date(s) for the current year will be assigned to the first club applying for said vacant date(s). The date shall be permanently assigned as set forth in the above paragraphs.
ARTICLE XI – ANNUAL AND SPECIAL MEETINGS
The Annual Meeting of the ASCA shall be held during the Annual Alabama State Championship. Notice of said Annual Meeting shall be printed in the Annual Alabama State Championship Program. Special meetings of the ASCA may be called at any time by the President or upon written request to the President by any two (2) members of the Board of Directors. Notice of any special meeting and the purpose thereof shall be sent out by the President or Secretary-Treasurer of the ASCA to the ASCA officers, directors and a representative of each member club in good standing. Notice shall be by electronic communication at the club's last known E-mail address at least fifteen (15) days prior to the date fixed for such meeting. No business shall be transacted except as specified in the notice.
ARTICLE XII – QUORUM
A quorum for the transaction of all business at any regular or special meeting of the Board of Directors shall constitute a majority of the Directors and Officers of the ASCA.
ARTICLE XIII – AMENDMENTS TO THE CONSTITUTION AND BY-LAWS; REMOVAL OF OFFICERS
The Constitution and By-Laws may be amended as follows: The proposed amendment(s) shall be submitted to the Secretary-Treasurer of the ASCA at least 30 days prior to the Annual State Meeting or Special Meeting. The Board of Directors shall consider the proposed amendment(s). If the proposed amendment(s) is/are adopted by a majority of the Board of Directors, it will be published in the newsletter at least fifteen (15) days before the Annual State Meeting or special meeting.
The proposed amendment(s) will be presented to the membership at the Annual State Meeting or special meeting and a majority vote of the members voting will govern the decision to pass or defeat the proposed amendment(s). Any officer or director may be removed from office by a resolution submitted to the Secretary-Treasurer, which resolution will be submitted to the procedure set forth above, except that a special meeting shall be called by resolution of the board of directors, and the officer or director shall be removed upon adoption of the resolution to remove by a majority of the membership voting at the special meeting.
ARTICLE XIV – ELECTIONS
No later than ninety (90) days before the annual meeting in election years, the president of the ASCA shall appoint a nominating committee consisting of three (3) ASCA members in good standing and members of the Board of Directors. The nominating committee chairman shall be an elected member of the Board of Directors. It shall be the nominating committee’s responsibility to solicit nominations from the Board of Directors and general membership for ASCA officers and directors. An announcement of acceptance of nominations by the nominating committee shall be made to the general membership in the ASCA newsletter sixty (60) days prior to the annual meeting. The nominating committee shall assure that candidates are qualified to stand for election (membership and residency requirements), and agree to serve if elected.
Nominations may be submitted by any ASCA member in good standing. Forty-Five (45) days prior to the annual meeting in election years, nominations shall be closed and the nominating committee shall provide a list of all candidates to the secretary-treasurer. The secretary-treasurer shall formulate and post a ballot on the ASCA website and in the ASCA newsletter thirty (30) days prior to the annual meeting. Members have fifteen (15) days from the date of posting to submit their ballot to the secretary-treasurer. All ballots must show the members NSCA number. A special ballot will be posted for ASCA member clubs only, showing the names of club representative director nominees. Upon closing of voting, The secretary-treasurer shall tally all ballots and be prepared to announce and post election results at the annual meeting. Terms of new officers and directors will commence immediately upon the conclusion of the annual meeting.
ARTICLE XV – COMMUNICATIONS
It is recognized that the key to a vibrant and well informed Association is timely and accurate communications. ASCA shall utilize state-of-the art techniques to communicate with its members. Specifically, ASCA shall establish an Internet web site and will publish a newsletter via E-mail. Since special and unique skills are required to maintain a web site and publish a newsletter, The president shall appoint one or more qualified individuals to the Board as non-voting members of the Board of Directors to undertake these functions.