South Carolina Sporting Clays Association CONSTITUTION AND BY-LAWS May 20, 2016 Preamble The South Carolina Sporting Clays Association, Inc. shall be a non-profit corporation of persons engaged in promotion and education regarding clay target sports, including safety and activities revolving around sporting clays, NSCA 5-Stand, and F.I.T.A.S.C. shooting in the state of South Carolina. Article I – Name and Fiscal Year Section 1: The name of the corporation shall be the SOUTH CAROLINA SPORTING CLAYS ASSOCIATION, INC. (hereinafter referred to as “SCSCA” and is incorporated pursuant to the provisions of the South Carolina non-profit corporation code, Section 2:
The fiscal year of the SCSCA shall commence on July 1.
Article II – Purpose The purpose of the SCSCA shall be as follows: Section 1: The promotion and encouragement of organized sporting clays shooting among the residents of the state of South Carolina. Section 2: To increase among SCSCA members the knowledge of the safe handling and proper care of firearms as well as improved shotgun marksmanship education. Section 3: To forward 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. Article III - SCSCA Funds All monies collected by SCSCA from target fees, fundraisers, and other means shall be dispersed as voted on and approved by the current SCSCA board of directors with the intent to follow the purpose of the SCSCA as listed in Article II above. No SCSCA monies shall be used in paying for the costs of providing any shoot including the State Tournament. All bids for shoots including State Tournament shall stand alone. It will be at the discretion of the current SCSCA board on how to use SCSCA monies to offer promotions for any shoot as voted and approved in that year.
Article IV – Officers The elected officers of the SCSCA shall be the President, Vice President, Secretary and Treasurer. The terms of the officers shall be (2) years. Officers may be elected for consecutive terms. No term limits. DUTIES OF ELECTED OFFICERS President: The President shall preside at all Board of Directors meetings of the SCSCA. The President is empowered to execute all contracts and legal instruments, and have general charge and supervision of all affairs of the SCSCA. 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 SCSCA. 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 SCSCA. 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 SCSCA. 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. Secretary: The Secretary shall record and maintain all minutes of the Board of Directors meetings, special meetings and annual meetings of the SCSCA. He/she shall assist the president and perform such other duties as the President may require. Treasurer: The Treasurer shall be the custodian of all moneys, trophies, securities and vouchers of the SCSCA, 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 SCSCA and to place such funds in any bank or banks, as the Treasurer shall deem appropriate. A detailed report of all funds received and distributed by the 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.
Publicity Director (Selected by President) Non Voting Member: It is recognized that the key to a vibrant and well informed Association is timely and accurate communications. SCSCA shall utilize state-of-the art techniques to communicate with its members. Specifically, SCSCA shall establish a web site and will E-mail pertinent news items. Since special and unique skills are required to maintain a website and publish a newsletter, The president may appoint one or more qualified individuals to the Board as non-voting members of the Board of Directors to undertake these functions. Youth Representative (Selected by South Carolina Youth Foundation-SCYF) Non Voting Member: Primary focus is to promote the transition of youth shooters from SCYF shooting into SCSCA registered events. Responsibilities included maintaining social media advertising (Facebook, Snapchat, Twitter). Representative will be voice of youth shooters and provide input into board meetings as to continue growth of sport into the future. Article V – Membership Section 1:
Admission to Membership
A.
Any individual resident of the state of South Carolina who is a member in good standing of the National Sporting Clays Association (hereinafter referred to as the NSCA) shall automatically be a member of SCSCA , provided said resident is not restricted from owning or operating a firearm under any federal or state laws, and unless such membership is terminated for failing to pay any amount owing to SCSCA or for other violations of the terms hereof upon vote of the Board of Directors, or pursuant to a member’s election to cease being a member. Any NSCA affiliated club in the state of South Carolina may be a member club of the SCSCA by complying with the terms set forth herein, and any terms set by the Board of Directors in accordance with the rules and regulations of the NSCA.
B.
The SCSCA member number will be the same as the NSCA member number.
C.
Members need to be sensitive and compassionate to the needs of other members.
D.
Members must abide by all safety rules adopted by NSCA.
Section 2:
Classes of Membership
A.
Individual Membership - Any NSCA member who is a resident of the State of South Carolina shall be a member of the SCSCA. 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 SCSCA and is entitled to one (1) vote for the election of officers and directors at large.
B.
Club Membership – Upon application, payment of the prescribed dues and subsequent vote by the Board of Directors, the SCSCA shall accept for membership any organization whose goals and purposes are consistent with goals and purposes of the SCSCA as a member club. Clubs are required to have NSCA Membership and membership is only available to clubs that offer sporting clays, trap, 5 stand, or FITASC. It is expected that all member clubs shall have the means to communicate via the Internet and E-mail.
Section 3: Any member in good standing shall have the privilege of discussion or speaking on any subject at any meeting of the members of the SCSCA. The Board of Directors retains the right to limit the time that any member may speak at any annual or special meeting of the members of the SCSCA. All members are welcome to attend any and all meetings of the Board of Directors. Section 4:
Club Responsibilities
A.
It shall be a club’s responsibility of reporting shoot results to the SCSCA and pay all monies due to SCSCA within fifteen (15) days after the shoot.
B.
The hosting club will be responsible for mailing or posting on a viable website (scoring pro / winscore) its winnings and placement information to the shoot champion, runner-up, class winners and all shooters awarded punches.
C.
Clubs hosting shoots must abide by the pricing they have published in their brochure or flyers.
D.
Violations of the by-laws will be dealt with on an individual basis by the Board of Directors. Penalties, subject to NSCA review, may include temporary suspension of registered events, probationary status or expulsion from the SCSCA.
Section 5: Membership Fees A.
Each individual member shall be charged a state administration fee up to the maximum current NSCA per target fee for all registered events in which they shoot. State administration fees shall be used to pay the expenses of the SCSCA and other activities that support clubs and members as the Board of Directors or members may direction from time to time. See Appendix C for fee schedule.
B.
State Club affiliation dues will be determined by the SCSCA Board of Directors. Annual Club affiliation dues may not exceed the club affiliation dues of the NSCA. The annual dues are payable in advance and only those clubs which have paid their annual dues shall be considered in good standing. Moneys from the annual dues are to be used solely for the member clubs in the form of a composite shoot schedule of all events at all clubs in good standing in the state and are to support general activities of the association as budgeted by the Board of Directors. This schedule will be posted on SCSCA website. See Appendix C for fee schedule.
C.
No club shall be given any privileges of a club in good standing until their registration and shoot fees are paid in full.
Article VI – Board of Directors The Board of Directors shall consist of the (4) Officers - President, Vice-president, Secretary, and Treasurer, three (3) club representatives and three (3) 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 South Carolina for at least one year prior to the date of the election. A) Each member club in good standing will vote for three (3) club representatives to the Board of Directors at elections. Each club will have one (1) vote for each of three of the nominated club representatives. The three (3) nominated club representatives receiving the most votes shall be the club representative directors to the Board of Directors B) All individual SCSCA members may vote for three (3) at-large representatives of those candidates nominated to represent the members. The three (3) SCSCA at-large candidates receiving the most votes will be the member representatives to the Board of Directors. At large representatives will serve a 2 year term. C) All individual SCSCA members will vote for one person for President, one person for Vice-President, one person for Secretary and one person for Treasurer. D) 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. E) The Board of Directors shall have the authority to set fines and sanctions for not complying with the rules and regulations of the SCSCA. F) The Board of Directors from time to time will set the rules of competition of tournaments held in South Carolina, commensurate with published NSCA Rules. G) 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. H) The terms of Directors shall be two years, effective after the results of the election are announced. I) The President can conduct meetings by electronic communications provided a quorum takes action.
J) 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 SCSCA President may secure a vote on any resolution pertaining to SCSCA 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. K) Elected SCSCA 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. L) Board members may be reimbursed for actual out-of-pocket expenses incurred while engaging in SCSCA business and as authorized and approved by the president. M) Where advantageous and in the best interests of SCSCA, SCSCA may contract with Board members and General members for required products and services.
Article VII – Annual and Special Members Meetings The Annual Meeting of the SCSCA shall be held during the Annual South Carolina State Championship. Notice of said Annual Meeting shall be printed in the Annual South Carolina State Championship Program. Special meetings of the SCSCA 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 of the SCSCA to the SCSCA 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. The order of business at all meeting shall be as follows: A. Roll call and seating of Board Members B. Reading of Minutes (at the Annual State Meeting reading of the previous Annual Minutes shall be read.) C. Public forum (limited to 15 minutes) D. Reports of Officers E. Reports of Committees F. Amendments to the Constitution and By-Laws G. Unfinished business H. Election of Officers (Annual state Meeting only) I. Awarding next Annual State Tournament J. New Business K. Adjournment Article VIII: 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 SCSCA. Article IX: Rules of Order The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these by-laws and any special rules of order the Association may adopt.
Article X: Voting by Ballot The Board of Directors may secure a vote on any resolution pertaining to SCSCA business by sending a letter, email Ballot, or viable online polling service (Google poll) on the subject to be voted on to the members. The results on such matters shall be counted within 10 days of the date the Ballots are to be returned to the President at such time all Directors shall be notified of all action voted on. Members’ votes shall be accepted and counted for a minimum of 15 business days from the date of the ballots being distributed. Article XI – 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 SCSCA in order to avoid conflicts with other member clubs, and to assure that the date of said tournament may be recorded by the Secretary and that the records of the SCSCA are kept current. The president of the SCSCA shall request a registered tournament number from NSCA once all SCSCA 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 SCSCA 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 postal 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 SCSCA "Traditional Shoot Date" is defined as a date selected by a member club to host a SCSCA sanctioned event on the date which they held a SCSCA 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 SCSCA. If a range/club chooses a shoot date and then cancels that shoot, notification to SCSCA and NSCA is required. It is the sole responsibility of the host club to notify SCSCA, 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. As part of the scheduling process, two registered shoots may be held on the same date if: 1) The club first scheduling the date in question agrees in writing to share the scheduled tournament date, or 2) No conflict shall exist if 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 XII – 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 of the SCSCA 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, 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 XIII - ELECTIONS No later than ninety (90) days before the annual meeting in election years, the president of the SCSCA shall appoint a nominating committee consisting of three (3) SCSCA 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 SCSCA officers and directors. An announcement of acceptance of nominations by the nominating committee shall be made to the general membership in the SCSCA 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 SCSCA 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 shall formulate and post a ballot on the SCSCA website and in the SCSCA email 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. All ballots must show the members NSCA number. A special ballot will be posted for SCSCA member clubs only, showing the names of club representative director nominees. Upon closing of voting, The secretary 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. In order to promote continuity among the board the following rotation of officers will be as follows: EVEN YEAR - ELECTIONS President Treasurer State At-Large Delegates ODD YEAR - ELECTIONS Vice President Secretary *National Delegates as handled by NSCA All positions above serve a (2) year term. Youth representative - (1) year term as selected by SCYF Publicity director - As selected by President
Appendix A – Annual State Tournament SCSCA Board of Directors will accept bids from South Carolina NSCA clubs that meet or exceed the following criteria to host the South Carolina State Sporting Clays Championship. 1. Only South Carolina clubs with current fees paid and in good standing with NSCA and SCSCA are eligible to host the South Carolina State Sporting Clays Championship. South Carolina State Sporting Clays Championship will be referred to as the State Championship in this write-up. 2. The Board of Directors of SCSCA reserves the right to deny any club that it feels is not capable of meeting or exceeding the requirements the opportunity to bid the State Championship. 3. SCSCA will accept bids in the form of a printed or emailed proposal from clubs deemed physically “willing and able” to host a State Championship that meets or exceeds the standards the shooters have come to enjoy in South Carolina. 4. The Host Club shall provide as a minimum: A. (2) day main event with a 100 bird course each day. Registered, classed events of a NSCA 5-Stand, 20 gauge, 28 gauge and .410 bore with a minimum of 50 targets each. One (trapper/scorekeeper) shall be at each station. B. Provide certificate of liability insurance with SC Sporting Clays Association listed as additionally insured for the event, in an amount approved by the Board of Directors. 5. The cost of the State Championship Main Event needs to be priced affordable, offering the opportunity for all shooters in South Carolina to shoot the Main Event Championship. 6. Shooter’s purse cannot be a part of the Main Event entry fee. Options can be available as well as added monies. All other shooting events can be priced with a shooter’s purse. Clubs will state this clearly in their proposal. 7. Main Event trophies for in-state and out-of-state shooters will be purchased by host club. Cost of trophies for the Main Event will be a part of the club’s proposal. Trophies for all other events can or do not have to be a part of the event. However, it does need to be stated in the club’s proposal and priced accordingly. 9. Sub-junior entry to the Main Event should be at a reduced price to encourage young shooters to the sport. Clubs will state this clearly in their proposal.
10. Year end money provided by SCSCA will be given back to the shooters of the Main Event in the form of tokens. Token Value to be determined each year by Board of Directors. Host club to participate in distribution and redemption of tokens as part of their bid proposal. Host club will provide this service as part of their bid. Tokens may be used only in that year’s State event for either reduction in entry fee, side events, or at vendors at State event. 11. All the target throwers will be automatic controlled machines utilizing scorers in lieu of manual machines and trappers. 12. Each club offering a bid must have a facility to accommodate 200 + shooters and address the following services in their printed proposal: o o o o o o o o o
Parking Bathroom accommodations Onsite food services Course refreshments Registration Clubhouse accommodations Personnel to manage the event Trap rental services (if necessary) Local food/hotel accommodations
13. Each club offering a bid must include the following details in their printed proposal: o Proposed shoot dates o Day by day agenda of all shooting events, games and activities o Price structure for each event o Breakdown of each event detailing “ALL” that is included o Onsite food services and cost o Description of the Saturday night dinner or daily lunches available to all registered shooters included in bid. o Any additional amenities, sponsorships or commitment offered by the club that it feels would enhance the State Championship. 14. Written proposals will be accepted from qualifying clubs on or before June 30 each year. This date may be revised on a year to year basis as determined by SCSCA Board of Directors. Proposals to be delivered or e-mailed to the president of SCSCA by the required date. 15. A representative of the club will review their proposal in detail with the SCSCA Board of Directors. Date of review will be determined each year and clubs notified. SCSCA Board of Directors thanks each club for the time and effort preparing their proposal. Their dedication to the sport and their desire to host the South Carolina State Sporting Clays Championship is appreciated.
Appendix B - Circuit Shoot The South Carolina Sporting Clays Association will again host an Annual Circuit Shoot Points Race to give the South Carolina shooters a chance to experience shooting at various clubs and the opportunity to meet new shooters. The Circuit Shoot Points Race has proven to be the ideal program for promoting and expanding the sport of “clay shooting.” The following rules and guidelines will be followed for Circuit Shoot Season: ● All courses must have a minimum of (12) stations. ● Lunch will be available from 11:30AM until 2:00PM. ● Trappers will be provided for each group. ● Practice field(s) & game(s) will be available. ● Fliers to promote the event will be mailed, emailed or posted on website. ● Participating clubs must be in good standing with the SCSCA. Memberships and board attendance requirements must be current. ● All ties shall be decided by club and end of shoot by using Station 1 high score, then station 2, 3, 4 etc. until winner is established. Results of tie break will determine placing for both payout and Circuit Shoot points. Entry fee will be $76.00 per shooter including NSCA and SCSCA target fees. ● $5.00 of each entry will go back to class. Winner of each class wins pot of each shoot. Money will not be split on ties. Tie breakers to be determined at end of shoot by club as described above. ●
$7.50 of each entry will go to the Year End Points Fund. Money will be awarded at the first shoot of the next year’s season. The following is the breakdown for the Year End Points Fund payouts to top ten shooters of the season: o 1st Place - 25% of Cash Pot o 2nd Place - 18.75% of Cash Pot o 3rd Place - 12.5 % of Cash Pot o 4th Place - 10% of Cash Pot o 5th Place - 7.5% of Cash Pot o 6th Place – 6.25% of Cash Pot o 7th Place - 5% of Cash Pot o 8th Place - 5% of Cash Pot o 9th Place - 5% of Cash Pot o 10th Place - 5% of Cash Pot
●
$7.50 of each entry will go to the Year End Drawing Fund. Cash drawings will be awarded at the first shoot of the next year’s season. Each Circuit shoot you participate in, your name will go into a cash drawing. The Cash Pot will be divided into $50.00 cash increments and award to as many winners as the pot allows. Winners must be present at the first shoot of the next year’s season to win.
Appendix B - Circuit Shoot continued Points Race Rules: ●
Each shooter is awarded points based on the finish in their class at each tournament. Shooters earn the same amount of points per class finish, regardless of your class. Each shooter will be awarded 10 participation points just for attending the shoot. There will be a total of TEN Circuit Shoots throughout the year. Each shooter will count their top SIX finishes. Shooters that participate in more than six circuit shoots will be allowed to count 10 participation points for each shoot over 6 attended in their year end point accumulation. ● Points Breakdown: o 1st Place: 100pts o 2nd Place: 90pts o 3rd Place: 80pts o 4th Place: 70pts o 5th Place: 60pts o 6th Place: 50pts o 7th Place: 40pts o 8th Place: 30pts o 9th Place: 20pts o 10th Place & Under: 10 points ● No trophies will be awarded.
Appendix C - Fees Fees to be published yearly by Board of Directors 2016-17 Registered Target Fees: NSCA: 4 cents per target as set by NSCA SCSCA: 3 cents per target 2016-17 Club Member Dues: Membership includes listing on website and all registered shoots. NSCA: $100 per year as set by NSCA SCSCA: $100 per year State Shoot Token Value: To be determined by SCSCA Board each year.
