March meeting - summary


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The Hill Country Bowhunters' Discussion Board: Out On the Porch: March meeting - summary
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Author: Don Ferguson (Ferg620)
Sunday, March 30, 2008 - 9:38 pm
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HCB business meeting - March 30, 2008

A regular business meeting was held Sunday after the shoot. Complete minutes and details will be posted on the web in the Club Business section.

Following is a summary of business approved by the membership:

1. Again, a big thank you to Bubba, Lloyd, Mark and crew for rebuilding 3D tournaments and satisfying property lease requirements. That was our first priority for the first year as a new non-profit association.

2. Also, installing the systems to establish a 'member controlled organization' was completed, but some changes were required because important legal procedures were erased from the club bylaws.

It has been determined that because of fatal flaws in the bylaws it may not be acceptable in a court of law. It is necessary to rewrite the bylaws and include the sections establishing HCB as a 'member controlled organization' and as a 'member controlled operations'.

A committee will be formed to rewrite the bylaws and present to the membership for approval.

The membership reafirmed it's desire to continue operating as a non-profit association. The membership also reafirmed it's desire to install the management control system that requires membership approval of all new activities and policies(designed 18 months ago at Clints but left out of the final copy of the bylaws), but with clarification of responsibilitiy and authority.

Members approved the motion to require membership approval of all new activities and policies.

Members approved the motion that gives officers and directors the authority and the responsibility to control their respective activity.

Three new directors were approved: 3D Director, Administration Director, and Hunt Director. All directors are elected positions. Bubba can appoint new directors until the next election. All director positions are covered, but new volunteers are welcome. Please let Bubba know if you would like to be considered as a director.

Members approved the following updated officer and director responsibilities:
1. President - call and control all meetings, appoint new and replacement officers and directors as needed.
2. Vice President - be prepared to fill in for president when needed, and serve as requested by the president.
3. Secretary - Control legal documents and procedures.
4. Treasurer - Control financial documents and procedures.
5. 3D Director - Control 3D tournaments, satisfy property and lease requirements.
6. Hunt Director - Control youth and adult hunts.
7. Activity Director - Control all other club activities, including social activities, youth activities.
8. Member's Director - Member At Large.
9. Administration Director - Office procedures.
10.Communications Director - Control all communications, including web.

Each Director now has the authority to control the operations of their activity and reports directly to the menbership. Any questions or comments must be made to that director. The president is not responsible for those activities and does not have the authority to make those decisions. Again, this is a member controlled club, not individual.

A motion was made and passed that a new road sign be made and again used to mark directions on tournament days.

A motion was made and passed that authorizes the activity director to commit the club to manage/support/participate in youth functions like we did several years ago.

Suggestions and discussions included having the communications director check about establishing email addresses for officers and directors using an HCB url. The need to control the public forum and various ways to keep it under control, including authorizing more monitors; requiring all business related comments and complaints be made in a restricted area - available to members only.

A suggestion was made that the club logo be used on the web page and not just the starburst.

Lloyd has requested that a new Activites Director be appointed (Rat has volunteered) and that he be allowed to work with the hunts (Hunt Director?). Apparently Lloyd and Bubba can get the hunts, but cannot get the kids. Rat has agreed to contact Lloyd and see what we can do to help promote the hunts and get them going again.

No luck in finding someone to do the catering, still working on it.

Rat asked if the club was promoting Trailblazer Days or if participation was just on an individual volunteer basis. There has been no motion for the club to authorize promotion of the event so it is strictly on an individual basis. Rat will promote it on the web. It can be noted that if Rat gets the volunteers needed - once he becomes activity director he has been authorized to commit the club to promote/manage that event or other similar events.

It was a busy meeting, but it was the first meeting since August of last year that the club has considered new business.

Everyone is welcome at our meetings and encouraged to attend. We hide nothing as postings on the web forum have demonstrated. But, as you can see - discussions on the web forum have no affect on club business, the club continues - it is in good shape and is on schedule as planned (except for the bylaws). These motions and eventually new bylaws, will allow us to make the club even better.

A reminder that the property lease expires next month. Mr Shea will visit us next Saturday for an inspection. The exact day and time will be posted. All members are encouraged to attend.

Bubba is confident the property is satisfactory. The brush piles could be chipped. Sorry, that was a subject that was to be discussed at the meeting. It will be dealt with in a separate posting.

Thanks one and all.
Don Ferguson