Bylaws of the State Archery Association of Massachusetts

Revised 11/13/2023

Article One – Membership

Regular Membership – Any person who is a resident of the state of Massachusetts, at the time of application or renewal of application, and who is a member of USA Archery is eligible to become a Regular Member in the Association.

** Adult – Regular Members over the age of 18 years are adult members and have full voting privileges, provided that person is qualified under such rules as the Board may provide.

** Student Membership – Any person who is under the age of eighteen or enrolled as a full-time student in Massachusetts shall qualify as a student member. Student members shall have no voting privileges.

Article Two – Fees & Dues

SAAM members shall pay no dues other than those required to maintain current membership directly with USA Archery.

Article Three – Dismissals

Offense by a member – The Board of Directors shall adjudge the commission of any offense allegedly committed by a member as defined in Article Six of the Constitution. Upon the written disclosure to the Secretary of any offense allegedly committed by a member, the Secretary shall present the disclosure to the Board of Directors.

Due notice of the alleged offense, with the time and place of hearing, shall be given by the Secretary to the member accused, at least thirty (30) days prior to the date of the hearing. The alleged offender shall be permitted to appear before the Board of Directors to answer the charges. Should it be adjudged by the Board of Directors that an offense has been committed, it may remove the offender from membership.

The accused member may appeal the decision of the Board of Directors to a committee, of three active general members selected by the Board of Directors

Article Four – Board of Directors

Board Powers – The Board of Directors may establish, amend or annul rules in accordance with the Constitution and Bylaws of the Association.

Board Appointments – The Board of Directors, through the president, may appoint a member of any grade of the Association, or other person or persons, to represent it at meetings of other associations or at public functions. The duties of such representatives shall terminate with the occasion for which they were appointed.

Association Property – The Board of Directors shall have complete responsibility for the property holdings, property acquisitions and property liquidation of the Association.

Vacancies – The Board of Directors, by majority vote of the Directors present at a duly called and legal meeting, may declare any directors position vacant upon the failure of its incumbent to perform the duties of office, and shall thereupon appoint a voting member in good standing to fill the vacancy until the following election.

Management – The Board of Directors may appoint such committees, officers and agents, as it deems necessary for the transaction of Association business. The duties and the authority of such officers and agents shall be limited to those designated by the Board of Directors.

Special Meetings – Special meetings of the Board of Directors may be requested in writing by any Director. The reasons for such a special meeting, also the naming of a time and place for the meeting must be submitted to the Directors for their consideration. If a majority of the Directors concur, a special meeting must be held. 

Quorum – Four members of the Board of Directors shall constitute a quorum for the transaction of business.

Eligibility – Members of the Board of Directors may not hold office in other archery governing bodies such as, but not limited to, USA Archery, NFAA, MFAA, ASA, IBO, etc.

Article Five – Duties and Responsibilities

President – The President shall be the chief officer of the Association and shall:

– Preside at all meetings of the Association and Board of Directors. In the absence of the President, the Vice-President shall preside;

– Be vested with the authority to issue directives for the purpose of conveying operating instructions necessary to discharge the duties of office. At all times, these directives are to be in accordance with the Constitution and Bylaws and procedures of the Association;

– Appoint all committee chairmen and committee members not otherwise provided for in these bylaws;

-Shall not be chair of any committee but shall be an ex officio member of all committees.

– Have the authority to sign contracts on behalf of the Association provided they have been approved by the Board of Directors.

– Have the authority, along with the Treasurer, to sign all checks and other financial documents.

– Prepare the agenda for all meetings.

Vice President – The Vice President shall:

– Assist the President in the performance of his duties. In the absence of the President, the Vice President shall fulfill the duties of the office of President;

– Perform such duties as may be assigned by the President and the Board of Directors;

– Be a member ex officio of all committees in the absence of the President.

– Shall be the Chair of the Tournament Committee

Secretary – The Secretary shall:

– Keep the minutes of all business and membership meetings. The minutes shall be signed by the Secretary and countersigned by the President. Minutes of Association meetings shall be maintained in the Association records;

– Sign all Association records and documents as required by law;

– Maintain a roster of the names of all officers and members, and it shall be the duty of the Secretary to keep a roster of all new officers, members, dismissals and withdrawals. The Association rosters shall not be used or released for any commercial purpose;

– Give all notices required by statute, Association Bylaw or resolution. Written notices of the time, place and purpose of all general or special meetings of the members or Board of Directors shall be given by the Secretary at least seven days prior to the date of said meeting.

Treasurer – The Treasurer shall:

– Function on behalf of the Board of Directors to ensure that all funds received by any person for the Association shall be immediately entered into the books of account and deposited to the credit of the Association in a bank, or banks, to be designated by the Board of Directors.

– Ensure that funds are distributed in accordance with the budget or by action of the Board of Directors.

– See that the Association financial records and investments are audited annually at the close of the fiscal year and a copy of the report furnished to the Secretary and Board of Directors.

– Be responsible for ensuring that all tax returns and related reports are properly prepared and filed.

– Submit a financial statement showing all receipts and expenditures at all regular meetings.

Article Six – Reports

Papers and Publications

The official record of papers, reports, and other literature of interest to the Association shall be published and distributed as the Board of Directors may prescribe.

Article Seven – Fiscal Year

The financial year of the Association shall be from January 1 through December 31.

Article Eight – Meetings

Annual Meeting – There shall be an annual meeting of the Association during the annual outdoor championship tournament, unless otherwise ordered by the Board of Directors, for the purpose of electing officers, receiving reports, and transacting other business. Meetings shall be open to all members of the Association.

Notice of the annual meeting, issued by the Secretary, shall be posted on the SAAM website at least thirty (30) days before the time appointed for the meeting.

Special Meetings – Special meetings of the Association may be requested in writing by any group of at least ten (10) active members of the Association. The Board of Directors can also call for a special meeting as requested by a majority of the Board.  The reasons for such a special meeting, also the naming of a time and place for the meeting, must be submitted to the Directors for their consideration. If a simple majority of the Directors concurs, a special meeting must be held.

Notice of the special meeting, issued by the secretary shall be posted on the SAAM website at least thirty (30) days before the time appointed for the meeting.

Emergency Meetings – Emergency meetings can be called by the President if circumstances will not allow to schedule a special meeting. The agenda will be limited to the topic that dictated the emergency status.

Votes by email – A situation may arise from time to time that requires immediate action by the Board. In such a case, a vote by email, pertaining only to the action needing immediate action, can be used by the Board. The President will disseminate the email and track the votes. The President will email the board with the results of the vote, secretary will add to minutes of next meeting. Only voting Board members will receive the emails. Remote voting may also include texting or server chats to which all directors subscribe.

Web meetings – Web meetings will be allowed provided that an online platform link is provided to the entire board of directors. These meetings will be posted on the Mass Archery website for anyone that would like to attend.

Order of Business – Written notice of the order of business shall be published at least one (1) day in advance of any meeting of the Association.

All questions at any legally convened Association meeting shall be decided by a simple majority of the votes cast. A quorum for the transaction of business at any meeting shall be a majority of the Board of Directors

Article Nine – Elections

Board of Directors – At the first annual meeting next held after the adoption of these Bylaws, there shall be elected by vote seven (7) members of the Board of Directors, two (2) of whom shall be elected for a term of one (1) year, three (3) of whom shall be elected for a term of two (2) years, two (2) of whom shall be elected for a term of three (3) years.

At each annual meeting thereafter, a number of Board members equal to that of those terms that have expired or are about to expire shall be elected to a term of three (3) years. Any member shall be eligible for reelection. The elected Board members shall, upon election, immediately enter in the performance of their duties and shall continue in office until their successors are duly elected.

Officers – The selection of Association officers shall take place at the annual meeting at the time of the first Board of Directors meeting following the annual election. The officers shall, upon election, immediately enter in their performance of their duties and shall continue in office until their successors are duly elected.

Nominations – Nominations will be submitted to the Board one month prior to the annual meeting. The Nominating committee will submit all candidates interested in each vacant position on the Board. Additional candidates may be nominated by three voting members.

Elections – Election of the Board of Directors will be by voice vote of the active voting members unless only one person is nominated for each position, in which case the candidates will be declared elected. A paper ballot may be requested by ten (10) voting members 30 days prior to the annual meeting. Candidates receiving a plurality shall be elected.

Ballots must be returned prior to the annual meeting. The results of the election will be announced at the annual meeting.

Ballots – The ballot will also include any constitution amendments required to be approved by the membership.

Any amendments to the Constitution and/or By-Laws will be posted on the website no less than thirty (30) days prior to the annual meeting.

Article Ten – Committees

The following standing committees/positions will be appointed each year by the President in conjunction with the Board of Directors. Any committee may propose to the Board of Directors for approval such rules as may be necessary to meet their goals. Except for the Nominating Committee, an intermediate JOAD (age 15 to 17) representative will be appointed as a full member of each committee if a candidate is available.

Nominating Committee – The Nominating Committee shall consist of three (3) members selected from the current active members in good standing. The current Board Members are not to be included. The Nominating Committee shall present a slate of candidates for the available positions on the Board of Directors.

Ranking Committee – The Ranking Committee shall prepare guidelines for ranking the members of the Association based on their performance in the tournaments of the previous year. The guidelines shall include categories, classifications and groups to be ranked. The guidelines must meet with the approval of the Board of Directors and USA Archery.

Athletes with Disabilities Committee – The Athletes with Disabilities Committee shall encourage the participation of disabled archers in the events sanctioned by the Association. The committee will sponsor workshops and training sessions to help further their goals.

JOAD & Scholarship Committee- This Committee will consist of the JOAD Coordinator, the College Club Coordinator and any other members that may be appointed. The committee will work to encourage the establishment and growth of JOAD and college club programs in the State of Massachusetts. This committee will also work with other youth organizations to help develop an interest in archery.

Scholarships applications will also be provided, assessed, and awarded to youth archers that fulfill prescribed requirements.

Tournament Committee – The Tournament Committee shall consist of the entire board of directors. All are expected to participate in organization, set-up, and running of events as needed. The Tournament Committee shall oversee the sanctioning and running of all tournaments within the State of Massachusetts.

Article Eleven – Association Emblem

The right to use the Association emblem shall be granted only to members and then only for Association purposes. Members may, however, identify themselves as “State Archery Association of Massachusetts Member” on letterhead, business cards, and on other business-related material. The Association emblem, which might be construed to imply endorsement, may not be used on any of this business-related material.

Article Twelve – Discontinuance

The State Archery Association of Massachusetts cannot be discontinued without the approval of three-fourths of the voting members. In the event of the discontinuance of the Association, the assets of the Association shall be disbursed as designated by USA Archery.

Article Thirteen – Procedures

All parliamentary procedures not covered by the foregoing shall be conducted under the rules established by Robert’s Rules of Order-Revised.

Article Fourteen – Bylaws Amendments

The bylaws of the State Archery Association of Massachusetts may be amended by approval of five (5) members of the Board of Directors.

If the amendment is not approved by five (5) members of the Board of Directors, a simple majority vote of the Board may present the proposed amendment to the members for final action.


The web address for Mass Archery is: www.massarchery.org. This is the site that any “Web site” references in the Constitution and/or By-Laws will be located.