2023 BY-LAWS OF THE BASS CLUB at WEST POINT, LLC. (BCWP)

 

 

ARTICLE I DUTIES OF OFFICERS

 

A.  PRESIDENT:  The president shall conduct all meetings and represent the BCWP in all matters pertaining to its affairs.  He/she shall be authorized to contract obligations within the budget or as authorized at a membership meeting.  She/he shall appoint all necessary committees and perform such other duties as are usually incident to this position.

 

B.  VICE-PRESIDENT:  In the event that the president is unable to serve, the vice-president shall assume the duties of president. This is true only if the Vice President is an Authorized DOD member.  Should the President resign in this case a new election for President is required. The vice-president will direct and coordinate the annual membership drive, which will culminate in April at the general membership meeting.  Otherwise, he/she will perform such duties as the president may direct. The Vice President is also responsible for coordinating and running the annual Kid’s Fishing Derby.

 

Note:  A DOD authorized member must serve as President or Vice President.

 

C.  SECRETARY:  Shall conduct the administrative duties of the club and maintain proper records and reports to include minutes of all membership meetings.  She/he will publish a monthly newsletter for the club.  The secretary will mail the newsletter to club members or hand it out at the May general membership meeting.   The newsletter will include but is not limited to a listing of club officers and members with contact information, the tournament schedule for the year, and key events for the club in the coming year.    

 

D.  TREASURER:  The club treasurer shall maintain the club's treasury.  She/he shall prepare and execute all fiscal matters of the club and maintain proper records and reports on all fiscal matters.  She/he shall ensure all expenses and liabilities are paid in a timely manner for the club.  She/he shall purchase and maintain liability insurance for the club.  Monthly bank statement will be presented and updates will be given to the club at each meeting of all expenditures and incomes. Any discrepancies will be brought to the attention of the President and Vice President immediately. If required, he/she will prepare and file the club's tax forms annually.  The Treasurer is responsible for all tournament related fees and payouts!

 

E.  TOURNAMENT DIRECTOR: Shall plan, coordinate, and execute the administrative duties associated with tournaments in accordance with the Tournament Rules for each tournament.  She/he shall conduct all coordination with the West Point Garrison Commander that is required for the approval of each tournament.  She/he shall direct and supervise the weigh-in at each tournament.  She/he will also appoint an assistant tournament director and up to three (3) Weighmasters.

  

ARTICLE II ELECTION AND VOTING

 

Election of the club officers shall be conducted during the October general membership meeting of each season.  Each member in good standing shall have one vote.  The newly elected club officers will assume their duties at the October meeting each year.  Club officers may be re-elected to their post or a different position each year.  The President only votes in the event of a tie vote in the election of club officers or on any other matter in which the club is holding a vote.      

  

ARTICLE III DUES

 

Dues shall be as determined by the membership to cover all expected expenses.  The dues shall be twenty (20) dollars bi-annually unless an increase or decrease is voted on and approved at a general membership meeting. The first payment is due at the October meeting and the second will be in the spring, or at the discretion of the club president.

 

ARTICLE IV STANDING COMMITTEES   The Tournament Committee will consist of the Tournament Director, Assistant Tournament Director, an active-duty service member, and a retired service member.  The Tournament Director will recommend, and the Board will appoint, an Assistant Tournament Director and up to three (3) Weigh Masters. 

  

ARTICLE V FINANCE AND TAXES

 

The treasurer shall prepare an annual budget for approval by the general membership at the April general membership meeting.  All expenditures of funds not covered by an approved budget shall be first approved at a general membership meeting by a majority vote of members present.

 

The Bass Club at West Point operates on West Point for pleasure and recreation only. In accordance with Publication 557, Tax Exempt Status for your Organization, subsection 501 (c) (7), an electronic postcard (990N) will be filed annually by a club official.

 

ARTICLE VI INSURANCE AND COVERAGE

 

The Bass Club at West Point is insured by Sadler & Company, INC, Policy # SRPGAPML-101-0719, P.O. Box 5866, Columbia, SC 29250-5866. The limit of insurance is one million dollars.  Liability limits will be assessed and decided on annually by the club officers based on risk, size of the club membership and available club financial assets.  The insurance policy will be renewed each June to ensure there is no lapse in coverage. There is no age limit identified in the policy; therefore children of members are covered.  

 

ARTICLE VII AWARDS AND GIFTS

 

A.  TOURNAMENTS:  Awards at tournaments shall be as decided at a general membership meeting prior to the tournament and reflected in that meeting's minutes.

 

B.  GIFTS: 

 

     1.  The club president may make the decision to give a gift of flowers, not to exceed $50.00, to a club member or their family on behalf of the BCWP, and its membership.  This will allow the club president to accomplish this task in a timely manner.  The club president will do this only in the event of death, serious illness, or severe injury requiring hospitalization of a club member, their spouse, or children.  She/he will notify the club treasurer of the expense and provide a receipt for reimbursement from the club treasury.  The club membership will be notified of the expense at the next general membership meeting.

  

2.  A consensus among the club officers or a majority vote at a general membership meeting is required to give a gift.  Gifts will not normally be given unless a club officer, club member, or someone outside the club has made an outstanding contribution to the club and deserves to be recognized by the club in the form of a gift of appreciation for their efforts or contributions.  If the club officers agree that a gift is appropriate and decide to give a gift without a vote at a general membership meeting, they will notify the club members of the gift purchase and purpose at the next general membership meeting.  This would be done in order to surprise a club member or due to timeliness.   

  

C.  ANNUAL AWARDS: Annual awards include but are not limited to:

Angler of the Year - Determined based on total weight caught in the ten (10) best tournaments during the fishing season.

-Sportsman of the Year - Determined by the following points awarded:

Club Meetings = 100 pts.

Work Details = 150 pts.

MWR Kids Derby =200 pts.

-Rookie of the Year (if appliable)

-Lunker of the Year

-Cadet Angler of the Year - Determined based on total weight caught during the fishing season.  This award will be funded by the Cadet West Point Bass Club.

 

Award winners will be determined by the club officers and announced at the last general membership meeting prior to the end-of-year social event, and awarded at the end-of-year social event based on performance in tournaments, volunteerism for work details, support of club functions, and attendance at club meetings.

 

 

D.  OTHER:  Other awards shall be as determined at a general membership meeting and as reflected in that meeting's minutes.   

 

ARTICLE VIII HIRING AND SUPERVISION OF EMPLOYEES   N/A

ARTICLE IX DUTIES OF EMPLOYEES AND EMPLOYEES' BENEFITS   N/A

 

APPROVED BY MAJORITY VOTE ON:  05 April 2023

 

 

 

                                                                              Original Signed

                                                                              SCOTT F. GRANGER                               

                                                                              President

                                                                              Bass Club at West Point

 

 

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CONSTITUTION OF THE BASS CLUB AT WEST POINT

 

 

ARTICLE I   NAME AND PURPOSE:

 

The name shall be the Bass Club at West Point. (BCWP).  The BCWP, was established as a Private Organization (PO) authorized by authority of the Garrison Commander to operate on West Point.  The BCWP is a non-profit organization.  The most current regulatory guidance is DoD Instruction 1000.15, DoD Directive 5124.5, DoD 5500.7-R (JER), DoD Directive 1015.1.  and AR 210-22.  The organization will operate as a self-sustaining private organization and will receive no support, assistance, or facilities from the US Army or from non-appropriated funds except as authorized by regulation.  The organization shall be operated by individuals not acting within the scope of their official capacity as officers, employees, or agents of the U.S. Government.

  

ARTICLE II GENERAL PROVISIONS:

 

A.  CONTRACTS AND DEBTS: If the assets of the BCWP are not sufficient to meet the liabilities or to pay debts owed by the BCWP, the BCWP will dissolve and pay as much of the debt or debts owed as possible in the process.  Members of the BCWP are not individually responsible for the debts owed.  Club officers and members are prohibited from personal gain in any way from dissolution of the BCWP which is a non-profit organization.  Club officers and individual members of the club will not be personally bound on any contract entered into by the BCWP unless they have acted in some way inconsistent with the bylaws or constitution of the BCWP. 

 

Members of the BCWP are required to have read and assented to its constitution and by-laws, which state the authority of the club officers.  No contract or debt will be entered into by any club officer or member regardless of office, in the amount of FIVE HUNDRED DOLLARS ($500.00) or more, unless it has been approved by majority of the club members present at a general membership meeting.

 

B.  TORTS:  An individual member of the BCWP will not be held personally liable for the negligent conduct of another BCWP member unless he/she authorizes, assents to, or otherwise ratifies such conduct.  A BCWP member is assumed to have ratified the conduct of officers and other BCWP members authorized by specific provisions of the constitution and by-laws.  BCWP members will be personally responsible for their own conduct at all times.  Individual BCWP, members will be personally liable for their own tortuous or negligent conduct that they commit or participate in.  All BCWP members and guests will sign a liability release statement and turn it in to the secretary prior to participating in any fishing tournament or on the water activity sponsored by the BCWP.

 

C.  MEMBER RESPONSIBILITIES: BCWP members shall act in a manner consistent with all current New York State Department of Environmental Conservation fishing regulations or that of the state they are fishing in at any given time.  Additionally, BCWP members will follow all West Point fishing regulations while fishing on West Point.  Members will also ensure that their actions and that of their guests are always in keeping with clean water and good environmental conservation to promote the best habitat possible for the fish and wild game as well as future generations to come.    

  

ARTICLE III    OFFICERS AND GOVERNING BODY:

 

The officers, also known as the Board of Directors of the BCWP shall consist of President, Vice-President, Secretary, Treasurer, and Tournament Directors.

  

ARTICLE IV    MEMBERSHIP:

 

Membership in the BCWP shall be open to all personnel with a New York State fishing license who are eligible to purchase a West Point fishing permit that are 18 years of age or older or those who have been granted approval by the Director of Community and Family Activities and Garrison Commander.  There is a one-year probationary period for all new BCWP members.

 

As of April 2014, US veterans of the Armed Forces are eligible to join. They must present a copy of their DD form 214 to FMWR to obtain the appropriate licenses and permits prior to joining the BCWP.

 

DoD Members = Active Duty, Retired, Veterans and their family members.

 

Non-DoD civilian membership in the BCWP shall be limited to Five persons.  Non-DOD civilian membership includes non-DoD personnel who are not otherwise eligible for a West Point fishing permit.  New civilian members desiring membership in the BCWP must be voted on at a general membership meeting and receive a majority vote from all members present to be accepted as a BCWP probationary member.  Non-DoD civilian members must meet ALL of the following requirements to remain in good standing: 

-  Attend at least 4 monthly meetings

-  Fish at least one-third of the tournaments

-  Perform 10 hours of community service for the MWR

-  Participate in two thirds of the work details to include the kids fishing clinic. The kids fishing clinic is not a mandatory requirement for all Non-DOD members, but is highly encouraged.

Considerations will be made for extenuating circumstances and presented to the board of directors. Civilian members must have their West Point fishing permits approved by the Garrison Commander annually.

 

If a Non-DoD civilian member does not maintain good standing, the Board may direct the following actions:

• Prohibit the member from voting in BCWP meetings and elections

• Ineligible for BCWP awards

• Probationary year

• Expulsion

 

Junior Membership: Children of parents/guardians who are members of the BCWP are authorized to fish with their parent/guardian member during each BCWP sanctioned tournament. The age is limited to 12-17. The junior member is eligible for all tournament and year end awards.

  

ARTICLE V    METHOD OF FINANCING:

 

Financing shall be derived from annual dues as decided by the club membership.  The membership may elect not to levy dues during certain periods when no expenses are forecast if there is sufficient money in the club treasury to meet all expenses.

  

ARTICLE VI    ACTIVITIES:

 

The BCWP shall schedule activities (primarily fishing tournaments) as decided by the club membership.

  

ARTICLE VII    MEETINGS AND QUORUMS:

 

Meetings shall be scheduled monthly during the bass fishing season or as often as desired by the membership.  The first general membership meeting of each season shall be designated as the annual membership drive that is normally held in April.  The last meeting of the season normally held in October or November will be the meeting in which annual BCWP awards are announced.    

 

A quorum shall consist of 3/4th of the BCWP officers and a majority of the members present at a general membership meeting.  A quorum shall be sufficient to conduct any and all business relating to the BCWP.

  

ARTICLE VIII    ADOPTION AND AMENDMENTS:

 

The constitution and by-laws shall be adopted and amended at any membership meeting called by the president or the vice-president, acting for the president, subject to final review by the installation commander.

 

ARTICLE IX    DISSOLUTION:

 

If the association is dissolved, all funds in the treasury will be used to meet any outstanding debts, liabilities, or obligations.  The balance of these assets will be disposed of by donating to another non-profit organization or club as determined by the membership.

 

 

APPROVED BY MAJORITY VOTE ON:  05 April 2023

 

 

 

                                                                                       Original Signed

                                                                                       SCOTT F. GRANGER

                                                                                       President

                                                                                       Bass Club at West Point

 

  

 

RELEASE AND HOLD HARMLESS AGREEMENT

 

           

NAME: ________________________________________________________________

 

            The undersigned, being desirous of participating in the BCWP fishing tournaments for the 2022 Season, does hereby forever release, acquit, and discharge the United States Military Academy and the BCWP from any and all cause or causes of action, including personal injury, illness, death and property damage, costs, charges, claims, demands, and liabilities of whatever kind, name, or nature in any manner arising during the WPBC tournaments and activities.

 

            This release is intended to cover all injuries, fatal or nonfatal, and illnesses of every name, type, kind or nature and personal property damage, if any, which may be or which might be sustained or suffered from any cause whatsoever connected with incidents occurring during the WPBC tournaments and activities.

 

            The undersigned further agrees that they will indemnify and hold harmless the BCWP and its officials from any and all costs, charges, claims, demands, and liabilities of any kind arising from the improper or negligent use by the undersigned of a boat or other equipment or arising from the willful or negligent acts of the undersigned. 

 

 

 

SIGNATURE: __________________________________________________________                                   

 

 

DATE: _____________________________

 

 

RANK: _____________________________

 

 

ORGANIZATION: ______________________________________________________

 

 

HOME ADDRESS: ______________________________________________________

 

 

                                 ______________________________________________________

 

 

PHONE: ________________________________

 

 

EMAIL:  _______________________________________________________________

                                                                       

 

 

                                    CONTACT IN CASE OF EMERGENCY:

 

 

_____________________________              __________________________________

           NAME OF CONTACT                                           PHONE NUMBER