Bylaws of the State Archery Association of Massachusetts
Article One - Membership
The membership grades in the Association are:
1 - Honorary Member
2 - Life Member
3 - Regular Member (Adult and Student)
4 - Associate Member (USA Archery and SAAM)
5 - Affiliate Organization
Honorary Membership - Honorary membership may be conferred upon an individual of recognized ability and stature who has, by voluntary action, contributed substantially to the goals of the Association. Any group of five or more voting members of the Association may nominate a candidate for Honorary membership by presenting, in writing, the reasons for such nomination to the president of the Association. A two-thirds majority vote of the Board of Directors, by secret ballot, is necessary to elect a candidate to Honorary Membership.
Life Membership - Life membership shall be based on any of the following criteria:
- Age in years plus years of Association membership totaling 85;
- Massachusetts residents who have medaled in Archery at the Olympic Games;
- Massachusetts residents who have medaled in WA/FITA World Championships;
- Pay the required dues as set by the membership.
Life members must be USA Archery members and shall be entitled to the privileges of Regular 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.
Associate Membership - Any person who is a resident of the State of Massachusetts at the time of application or renewal of application is eligible to become an Associate Member in the Association. There are two levels of Associate Membership.
** USA Archery Associate - A USA Archery Associate Member is a member of a National Allied Organization of USA Archery and an Associate Member of USA Archery. A USA Archery Associate Member may be included in the state ranking procedures, may hold a state record and may sit on Association committees.
** SAAM Associate - A SAAM Associate Member is not a member of USA Archery and may be a SAAM Associate Member for up to two years. At the end of this period, SAAM Associate Members must join USA Archery and become regular members if they wish to remain members of SAAM. A SAAM Associate Member may hold a state record and may sit on Association committees.
Affiliate Organization - An Affiliate Organization Membership may be granted to the following:
- A firm or corporation engaged in such activities which contribute to the goals of the Association;
- An educational institution whose athletic program includes the sport of Archery;
- An organized archery club duly registered and in good standing with the National Archery Association.
Members of the affiliate organization are not required to maintain membership with the Association and have no voting rights. Affiliate organization benefits will be granted only to those organizations that can be served by a single mailing address.
Application for membership - Application for membership is subject to the approval of the Board of Directors.
Article Two - Fees & Dues
Initiation Fee and Annual Dues - Initiation fee and annual dues in each membership grade will be recommended by the Board of Directors for vote by the membership.
Other Fees - Other fees as may be needed will be recommended by the Board of Directors for vote by the membership.
Article Three - Dismissals
Payment of dues - Any member who fails to pay current dues within a period of two months following expiration of membership shall receive a final notice from the Association advising the individual of impending dismissal action.
If the dues remain unpaid for a period of three months following expiration of membership, the member shall be removed from the rolls and shall forfeit all rights and privileges of Association membership.
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 not more than three members, comprised of Past Presidents and Honorary members. In the absence of Past Presidents and Honorary members a committee of three active members will be used.
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 - Five 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 a 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 thirty (30) 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 by a request 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. Then agenda will be limited to the topic that dictated the emergency status.
Votes by email – A situation may arise from time to time that require immediate action by the Board. In such case a vote by email, pertaining only to the action needing immediate action, can be used by the Board. The Secretary will disseminate the email and track the votes. When the vote has been completed, the Secretary will email the board with the results of the vote. Only voting Board member will receive the emails.
Web meetings – Web meetings will be allowed if all voting Board members have access to the required software. 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 nine (9) members of the Board of Directors, three (3) 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, three (3) 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. With the exception of 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 consist of at least three (3) members. 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 consist of at least two (2) members. 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.
Youth Activities Committee- The Youth Activities Committee will consist of the JOAD Coordinator, the College Club Coordinator and any other members that may be appointed. The Youth Activities 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.
NFAA Liaison - The NFAA Liaison will maintain contact with the MFAA to ensure that conflicts in event scheduling will be minimized.
Tournament Committee - The Tournament Committee shall consist of at least three (3) members. The NFAA Liaison shall be a member of the Tournament Committee. 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 event of the discontinuance of the Association, the assets of the Association shall be disbursed as designated by the National Archery Association.
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 seven (7) members of the Board of Directors.
If the amendment is not approved by seven (7) 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.