Revised July, 2022
Article I: Identification
1.1 The name of the Club shall be "Pope and Young Club" and hereafter shall be referred to in these By-laws as the "Club."
1.2 The Club was incorporated June 5, 1963 in the State of Washington.
1.3 The Club is a nonprofit corporation pursuant to the Washington Nonprofit Corporation Act.
1.4 The principal office of the Club is The Pope and Young Club, PO Box 548, 223 Main St South, Chatfield, MN 55923.
1.5 The voting membership of the Club shall be the Regular and Senior members. Honorary members also shall have a vote when so designated by the Board of Directors. General Members may vote for their representative on the Board
of Directors, the Second Vice-president
1.6 The operations of the Club shall be managed under the direction of the Board of Directors hereafter referred to as the "Board."
Article II: Mission and Purposes
Mission: To ensure Bowhunting for future Generations by preserving and promoting its heritage and values.
2.1 To identify acceptable bowhunting equipment to include compound bows, recurve bows, longbows and flat bows which are hand held and hand drawn under the archers own physical control as identified in the document titled Rules and
Regulations of the Pope and Young Club, Inc., attached hereto as Appendix A.
Purposes
2.2 To establish and maintain a scientific system of classification of North American big game animals taken with bow and arrow under the Rules of Fair Chase as specifically designated by the Club.
2.3 To collect and maintain scientific data and records pertaining to bowhunting and North American big game trophies taken with bow and arrow; to establish and maintain scientific methods and formulas for measuring, checking and classifying
such big game trophies; to maintain a repository of such scientific data and records pertaining to such trophies, including the size of the animals and location where taken and to make such data and records available in a manner approved
by the Board.
2.4 To publish and disseminate information in relation to such North American big game trophies to all interested persons on a non-discriminatory basis, including, but not limited to other conservation groups, sporting groups and game departments.
2.5 To promote the welfare and conservation of North American big game and their habitat through support of the North American Model of Wildlife Conservation.
2.6 To promote bowhunting as a healthy and satisfying outdoor recreational sport for all and to encourage the selective taking of mature trophy animals.
2.7 To encourage, above all, ethical behavior, good sportsmanship; respect for the animals one hunts; appreciation and respect for their habitat and adherence to game laws.
2.8 To establish, maintain, modify and enforce, from time to time, such rules and regulations as the Club feels necessary or desirable to accomplish its mission and purposes.
2.9 To be an organization not actively engaged in the approval, defeat or repeal of public legislation or the election of public legislators and officials.
2.10 To collect and to maintain a repository of archery and bowhunting artifacts and display such artifacts for public viewing.
Article III: Membership
The Club shall have Members. Membership in the Club is open to any individual subscribing to the mission, purposes and policies of the Club, is of good moral character, and demonstrates an active interest in bowhunting and wildlife
conservation, as determined by the Board of Directors. Membership in the Club shall be classified in accordance with the following categories:
General Members
3.1 The number of General Members shall be unlimited.
3.2 Applicants for General Membership shall be accepted upon approval of the Membership Chairman.
3.3 If a General Member's application for Regular Membership is denied, said applicant may, by majority vote of the Board, be permitted to remain a General Member of the Club and may reapply for Regular Membership at a time determined by
the Board or until any requirement deficiencies have been rectified.
3.4 An option of Lifetime General Membership shall be available to General Members in good standing. Lifetime General Members shall have all the rights, privileges and duties of General Members.
3.5 Lifetime General Members remain eligible for advancement to Regular Member, as prescribed in section 3.8. Activating Lifetime General Membership has no effect on an existing member’s initial joining date. Acceptance of Regular
Membership shall constitute forfeiture of Lifetime General Membership, as well as the applied membership dues.
3.6 The number of lifetime members shall be unlimited
Regular Members
3.7 The number of Regular Members shall be unlimited.
3.8 To become a Regular Member, a General Member must submit an application and meet the following requirements:
1. Applicant must have taken, with a bow and arrow under the Rules of Fair Chase, at least three animals representing three of the various North American big game species in the Pope and Young Club record program or
three animals entered in the Pope and Young records program. These 3 animals can all be of the same species.
2. Applicant must have been a General Member, in good standing, for a period of at least five (5) consecutive years.
3. An applicant must have attended at least one biennial convention or have strong Club participation or demonstrate participation in two (2) of the following categories: state/local bowhunting organizations, mentoring,
conservation activities.
4. Applicant must, in addition, demonstrate to the satisfaction of the Board that he or she possesses those characteristics of good sportsmanship and character consistent with the mission and purposes of the Club.
5. Applicant shall upon request of the Club, provide any and all documentation to substantiate said application.
3.9 On a regular basis the Membership Chair shall direct the office to send a ballot to all Regular and Senior Members listing the names of the General Member meeting the requirements and applying for Regular Membership. The members may
vote yes or no on each applicant and shall return their ballot to the Club Office within thirty days of the mailing.
1. If an applicant receives approvals totaling 90% or more of the voting membership returned ballots, he or she may be accepted as a Regular Member by a majority vote of the Board. This vote may be taken either by mail,
email or at a meeting of the Board.
2. If the applicant receives approvals totaling less than 90% of the voting membership returned ballots, the application for Regular membership is denied. If a General Member's application for Regular Membership
is denied, said member remains a General Member and may re-apply for Regular Membership in 3 years
3. The Membership Chair shall notify the applicant in writing of the acceptance or rejection of the application.
4. An applicant who has been denied may, at the Boards discretion, be advised about what needs to be done before re-applying. An applicant who has been denied may address the Board prior to their final decision
but must do so within one (1) year of the original denial. If the Board determines re-application is not allowed, that decision is final.
Senior Members
3.10 The number of Senior Members shall be unlimited.
3.11 To become a Senior Member, a Regular Member must submit an application and meet the following requirements:
1. Has been a Regular Member for at least eight (8) years and has taken with a bow and arrow, under the Rules of Fair Chase, at least one animal of each of four of the various species of North American Big Game. Three
of these animals must qualify for the minimum requirements for a trophy class animal and must be entered in the Club's records, AND
2. Must have attended at least two (2) biennial conventions, and
3. Must demonstrate strong Club involvement, as determined by the Board, and
4. Must demonstrate participation in two (2) of the following categories (state/local bowhunting organizations, mentoring, conservation activities).
3.12 On a regular basis, the Membership Chair shall direct the office to send a ballot to all Senior Members listing the names of the Regular Members applying for and meeting the requirements for Senior Membership. The Senior Members
may vote yes or no on each applicant and shall return their ballot to the Club office within thirty (30) days of the mailing:
1. If an applicant receives approvals totaling 90% or more of the voting membership returned ballots, he or she will be accepted as a Senior Member by a majority vote of the Board. This vote may be taken either
by mail, email or at a meeting of the Board.
2. If the applicant receives approvals totaling less than 90% of the voting membership returned ballots, his or her application for Senior Membership is denied. Said applicant remains a regular member and may re-apply
in three years.
Youth Members
3.13 The number of Youth Members shall be unlimited.
3.14 All applicants for Youth Membership must accept the goals and principles of the Club.
3.15 Applicants for Youth Membership shall be accepted as Youth Members upon approval of the Membership Chair.
3.16 Youth Members must be under the age of eighteen (18).
3.17 Years of Youth Membership do not count as seniority in applying for Regular Membership.
Honorary Members
3.18 Honorary Memberships may be awarded by the Board by two thirds (2/3) vote to anyone the Board deems worthy.
1. Honorary General Membership may be given to those individuals who have made significant contributions in support of Club purposes. Such individuals will receive Club newsletters and other materials free of charge.
The awarding of Honorary General membership does not constitute the membership date if the individual decides to join as a dues-paying General Member. Honorary membership is for a period of three (3) years and shall be reviewed
by the Board for possible renewal at the end of that period.
2. Honorary Life Membership may be awarded, by two thirds (2/3) vote of the Board, to Regular or Senior Members in recognition of distinguished service to the Club. Honorary Life Members shall have all of the rights
and privileges and duties of Regular or Senior Members. Honorary Life Members are not required to pay dues.
Emeritus Members
3.19 Emeritus Memberships may be awarded by the Board by two thirds vote to Regular or Senior Members the Board deems to have made long term contributions to the Club and who deserve special consideration. Emeritus Members shall have
the rights and privileges of Regular or Senior Members except that they shall not be entitled to hold elected office. Emeritus Members are not required to pay dues.
Removal of Membership
3.20 Any Member who is accused of or under the suspicion of unethical behavior shall be reviewed under the Rules of Ethical Behavior section of Rules and Regulations of the Pope and Young Club. Procedures for investigations, defense,
punishment and appeal are outlined in the Rules for Ethical Behavior.
Article IV: Board of Directors
4.1 The Board of Directors shall consist of 13 members: President, First Vice President, Second Vice President, Four Elected Directors, Immediate Past President, Board Secretary, Membership Chair, Records Chair, Treasurer and Conservation
Chair. The Board may consist of less than 13 members from time to time due to death, resignation, removal, or failure to timely nominate or approve an appointed Board member. Any reference to two-thirds (2/3) of the Board of Directors
or Board members in the By-Laws shall refer to two-thirds (2/3) of the actual number of Board members on the Board (who are voting members) on the date of an action or vote.
4.2 The affairs of this Club will be under the direction and control of the Board and shall be managed by the Board and the Executive Director, who shall act under the direction of the Board.
4.3 The Board may appoint any committee that it feels necessary to assist in the proper function of the Club.
4.4 The Board shall meet from time to time, upon 3 days notice (unless for an urgent or emergency purpose) at the call of the President or a majority of its members. Conference calls shall constitute a meeting of the Board.
4.5 The Board may resolve topics by mail, email, phone, or at a scheduled meeting. Balloting shall be considered complete when all ballots have been returned or at the end of three days from the date the ballot was mailed, if enough ballots
have been returned to approve or defeat a motion, or 7 days from the date the ballot was mailed, whichever comes first.
4.6 By-Laws changes require a two-thirds (2/3) vote of the Board of Directors and shall be submitted to the voting membership for majority approval of the votes cast.
4.7 Rules and Regulations not addressed in these By-Laws shall be addressed in Rules and Regulations of the Pope and Young Club. In the event of a conflict these By-Laws shall control. Any changes in the Rules and Regulations
of the Pope and Young Club requires a 2/3 vote of the Board of Directors plus majority approval of the voting membership or by member petition as outlined in Article V, section 5.8. A copy of these By-laws and Rules and Regulations
must be in writing and available to the voting members.
4.8 A majority of the Board members, either present or participating through a telephone conference call, shall constitute a quorum for the transaction of business.
4.9 The President, First Vice-President and four elected Directors shall be a Regular or Senior Member and shall be elected by the Regular and Senior Members. The Second Vice-President shall be a General Member and shall be elected
by the General Members. The Board Secretary, Membership Chair, Records Chair, Treasurer and Conservation Chair shall be appointed by the President from within the General, Regular and Senior Membership with the majority approval
of the elected members of the Board and shall serve for two year terms. No voting member of the Board may be a paid employee of the Club.
4.10 Any Regular or Senior Member wishing to run for the office of President, First Vice-President or Director may do so by submitting a petition with five Regular/Senior Member’s signatures as sponsors of the nominee. Notice of upcoming
election and election procedures shall be published in the two (2) editions of the Club’s journal immediately preceding the election dates. No person convicted of a game violation or felony may run for or serve in elected office
or appointed Board position unless approved by the Ethics Committee and the Board. The results of any investigation made by the Ethics Committee or the Board will be given to the applicant and be made part of that members membership
file. The nomination procedures, dates and election rules shall be addressed in the Rules and Regulations of the Pope and Young Club.
4.11 The Second Vice-President shall be nominated and elected by the General Members. Any qualifying General Member may be nominated by submitting a petition with five General Member’s signatures as sponsors of the nominee. Nominees
for Second Vice-President must meet the following qualifications:
1. Must have been a General Member in good standing for at least five years.
2. Must have attended at least two biennial awards programs.
4.12 Notice of upcoming election and election procedures for the position of Second Vice-President shall be published in the two (2) editions of the Club's Newsletter immediately preceding the election dates. No person convicted of
a game violation or felony may run for or serve in elected office unless approved by the Ethics Committee and the Board. The nomination procedures, dates and election rules shall be addressed in the Rules and Regulations of the Pope and
Young Club.
4.13 The President, First Vice President and Second Vice President shall be elected biennially and shall serve until their successors are elected.
4.14 Two Directors shall be elected biennially for a four year term and shall serve until their successors are elected. The nominations and elections of Directors shall be the same as for the President and First Vice-President.
4.15 Anything to the contrary notwithstanding, any appointed officer shall be a non-voting member of the Board unless said officer is either a Regular or Senior Member of the Club.
4.16 The President shall preside at all meetings of the Club and of the Board and shall be an ex-officio member of all committees. In the absence of the President, the First Vice-President shall preside.
4.17 The Executive Director shall manage the affairs of the Club under the direction of the Board, as outlined in the Executive Director's Job Description.
4.18 The Board Secretary shall give notice of all meetings of the Club and of the Board and shall provide that minutes of such meetings be kept.
4.19 The Conservation Chair shall maintain records of conservation activities and make recommendations to the Board on the funding of specific projects. The Conservation Chair shall chair the Conservation Committee.
4.20 The Membership Chair shall be responsible for maintaining a list of all active members of the Club, determining when a Regular Member qualifies as a Senior Member and maintaining a list of General Members who have applied for Regular
Membership in the Club. The Chair shall direct the investigation of any applicant who fails to attain Regular Membership. The Chair shall also be responsible for evaluating the membership qualifications of any member who shall
have been found guilty of a game violation, violation of the Rules of Fair Chase or any other transgression that would, in the Chair’s opinion, bring discredit to the Club. The Membership Chair shall chair the Membership Committee
and the Ethics Committee.
4.21 The Records Chair shall be responsible for receipt and registration of trophy registration forms, appointment of official Measurers, granting recognition to outstanding trophies, appointment of official measurers, the biennial panel
measuring and the general governance and administration, so far as is permitted by these By-Laws, of all aspects of the measuring, accepting and recording of trophies submitted to the Club for official recognition. In addition, the Records
Chair shall chair the Records Committee.
4.22 The Treasurer shall keep accounts of the Club and report thereon monthly or as otherwise requested by the Board. The Board may authorize any member of the Club to sign checks, to keep track of the day to day financial transactions,
to keep records of the membership and to mail out notices of dues. It shall be the role of the Treasurer to monitor these transactions. The Treasurer shall also chair Finance Committee and is responsible for the preparation of a budget.
4.23 All past Presidents of the Club whose membership is in good standing shall be invited to attend all physical meetings of the Board and shall be provided, on request, copies of Board correspondence unless such correspondence pertains
specifically to said individual.
4.24 Board members may be removed prior to the expiration of their term of office by a two-thirds vote of the remaining Board members. Any Board member whose removal has been proposed shall be given the opportunity to be heard prior
to the voting.
4.25 In the event of death, resignation or removal of a Board member, a successor may be appointed by majority vote of the remaining non-appointed members of the Board to serve the unexpired term of the vacant position.
Article V: Meetings
5.1 The Board of Directors may hold meetings, both regular and special, at any time or place approved by the majority of the Board.
5.2 Regular and Senior member meetings will be held during the Club’s biennium convention and all Regular and Senior members in good standing are invited. The meetings will be presided over by the President or 1st Vice President to
hear any issues or concerns of the Regular and Senior members. The time and place of the meeting will be published in the Convention Schedule.
5.3 General member meetings will be held during the Club’s biennium convention and all members in good standing are invited but only General members will be allowed to actively participate. The meeting will be presided over by the
2nd Vice President or a designated representative to hear any issues or concerns of the General Members. The time and place of the meeting will be published in the Convention Schedule.
5.4 Business of the Club may be conducted by mail, email or telephone at the discretion of the Board.
5.5 In balloting by mail or email, any member who shall fail to return his or her ballot in time for the counting of said ballots shall have no recourse to the action as a result of this balloting. Ballots shall be mailed to the membership
qualified to vote at least three weeks prior to the time the ballots will be counted.
5.6 Quorum. At all meetings of the Board a majority of the Board shall be necessary to constitute a quorum for the transaction of business and the vote of the majority of Directors present at the time of the vote, if a quorum is present,
shall be sufficient to approve any act of the Board of Directors except as may be otherwise specifically provided by law or by the Articles of Incorporation.
5.7 Any Regular or Senior member in good standing may attend any Board meeting with the exception of Executive Sessions. Members may observe but not participate in the meetings unless invited by the Board.
5.8 A voting member wishing to initiate a motion for action on any matter shall request same through the Executive Director who, in turn, shall bring the matter to the attention of the Board for consideration. If the Board does not
elect to bring this before the membership for a vote, the initiating member may then force a vote of membership by petitioning signatures of ten percent of voting members. This paragraph does not apply in the case of an amendment
to the By-laws.
5.9 The rules contained in Robert's Rules of Order, Revised, shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the Articles of Incorporation, the By-Laws or special rules of order
for the Club.
5.10 Notwithstanding, any other provisions in these By-laws, any amendments to the By-laws must first be approved by a 2/3rds vote of the Board of Directors and then submitted to the voting membership for a majority approval of the votes
cast by mail or electronic ballot.
Article VI: Committees
6.1 Chairpersons of committees are responsible for the appointment of their committee members under the following provisions:
1. Each committee shall contain at least two members of the current Board.
2. Each committee may contain representation from the General Membership.
3. Final appointment to committee membership requires majority approval of the Board.
4. The term of membership shall be until the next election of officers. Members may be reappointed. Typically these appointments are made at the first Board meeting following the election of officers.
5. Members can be added or removed by a motion from the Committee Chairs and majority approval of the Board at any time. Any members added or removed from a committee will be notified in a timely manner.
6.2 CONSERVATION COMMITTEE. The Conservation Committee shall be appointed as provided above and shall be chaired by the Conservation Chair. The Conservation Committee is charged with interpreting and implementing Article II,
Section 2.5 of the By-Laws which state: "To promote the welfare and conservation of North American big game and their habitat through support of the North American Model of Wildlife Conservation." The Committee will record
past conservation accomplishments while setting goals for future efforts; will suggest methods to raise funds for conservation projects; will make recommendations on the dissemination of monies designated for conservation, including wildlife
research grants, and to make such recommendations known to the Board; grant recognition to outstanding conservationists; cooperate with other conservation agencies; and distribute information relating to conservation.
6.3 FINANCE COMMITTEE. The Finance Committee shall be appointed as provided above and shall be chaired by the Treasurer. This committee shall be responsible for monitoring the Club's finances and shall present the Board a budget
prior to the beginning of each fiscal year.
6.4 MEMBERSHIP COMMITTEE. The Membership Committee shall be appointed as provided above and chaired by the Membership Chair. It shall be within the Committee's power to recommend policies and procedures relating to the membership of
the Club. The Membership Committee shall rule upon all recommendations and requests made to it by the Board.
6.5 ETHICS COMMITTEE. The Ethics Committee shall be appointed as provided above and chaired by the Membership Chair. It shall be within the Committee's power to recommend policies and procedures relating to the Code of Conduct of the
Members of the Club. The Ethics Committee shall rule upon all Ethics violations, election procedures and other requests made to it by the Board.
6.6 RECORDS COMMITTEE. The Records Committee shall be appointed as provided above and shall be chaired by the Records Chair. The Records Committee shall review the procedures, minimum score requirements and general regulations concerning
the entry of trophies into the Club's Bowhunting Records of North American Big Game. The committee shall address issues brought to it which concern the entry of trophies into the Records and other matters concerning trophy entry
which the Chair wishes to present. Committee members may be requested to serve as panel judges for the awards banquet and may, under the supervision of the Records Chair, instruct prospective new measurers on the Club's measuring procedures.
6.7 AUDIT COMMITTEE. The Board shall commission an annual audit by a qualified independent third party and the Finance Committee will work with the auditor and act as the audit committee.
6.8 TRUST FUND COMMITTEE. The Trust Fund Committee shall be appointed as provided above and chaired by a President appointed and Board approved Trust Officer. The Club’s Treasurer is a standing member of the committee. The
Trust Fund Committee shall be responsible for soliciting donations, recognizing donors, recommending how income from the Fund can be used and suggest changes in overall policies related to the Fund.
6.9 AD HOC COMMITTEES: The Board may establish additional committees as necessary to ensure smooth functioning of the Club.
Article VII Notices
7.1 Notices to Directors of special or regular meetings shall be in writing and may be delivered personally or by mail, fax, or electronic mail. The notices must be given three days prior to the meeting (unless for an urgent or emergency
purpose). Notice by mail shall be deemed to be given at the time when transmitted or deposited in the post office or a mail box, in a post-paid sealed wrapper, and addressed to Directors at their addresses appearing on the records of the
Club or at such other addresses as may have been designated in written notice filed with the Executive Director.
7.2 Whenever a notice is required to be given by any statute, the Articles of Incorporation or these By-laws, a waiver thereof in writing, signed by the person or persons entitled to such notice whether before or after the time stated therein,
shall be deemed equivalent to such notice. In addition, any Director attending a meeting of the Board of Directors without protesting in writing to the meeting or prior to its commencement, shall be conclusively deemed to have waived
notice of such meeting.
Article VIII: Indemnification
The Indemnification Policy may be amended from time to time by majority vote of the Board of Directors at a regular or special meeting thereof, without amending these By-Laws.
The indemnification of Directors, officers, employees and agents shall be subject to the following provisions:
8.1 The Club shall indemnify, to the fullest extent authorized or permitted by law, any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal,
administrative or investigative by reason of the fact that he or she is or was a Director, officer, employee or agent of the Club, or is or was serving at the request of the Club as a Director, officer, employee or agent of another Corporation,
partnership, joint venture, trust or other enterprise, against expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred by him or her in connection with such action, suit or
proceeding so long as they acted in good faith and in a manner they reasonably believed to be in, or not opposed to, the best interests of the Club, and, with respect to any criminal action or proceeding, had no reasonable cause to believe
his or her conduct was unlawful.
8.2 For purposes of Section 8.1, the termination of any action, suit or proceeding by judgment, order, settlement, conviction, or upon a plea of guilty or nolo contendere or its equivalent, shall not, of itself, create a presumption that
any person did not act in good faith and in a manner which he or she reasonably believed to be in, or not opposed to, the best interests of the Club, and, with respect to any criminal action or proceeding, had reasonable cause to believe
that his or her conduct was lawful.
8.3 Any indemnification under Section 8.1 shall be made by the Club unless a determination is made that indemnification of the Director, officer, employee or agent is not proper in the circumstances because he or she has not met the applicable
standard of conduct set forth in Section 8.1. Such determination may be made in the discretion of the Board (1) by the Board by a majority vote of a quorum consisting of Directors who were not parties to such action, suit or proceeding,
or (2) if such a quorum is not obtainable, or, even if obtainable, if a quorum of disinterested Directors so directs, by independent legal counsel in a written opinion.
8.4 The indemnification provided by this Article shall not be deemed exclusive of any other rights to which those who are required to be, or who may be, indemnified under this Article might be entitled under any other by-law, agreement,
vote of disinterested Directors or otherwise, both as to action in his official capacity and as to action in another capacity while holding such office, and shall continue as to a person who has ceased to be a Director, officer, employee
or agent, and shall inure to the benefit of the heirs, executors and administrators of such a person.
8.5 The Club may purchase and maintain insurance on behalf of any person who is or was a Director, officer, employee or agent of the Club, or is or was serving at the request of the Club as a Director, officer, employee or agent of another
Corporation, partnership, joint venture, trust or other enterprise against any liability asserted against him and incurred by him in any such capacity, or arising out of his status as such, whether or not the Club would be required, or
permitted, to indemnify him against such liability under the provisions of this Article VIII.
8.6 The provisions of this Article VIII shall cover claims, actions, suits and proceedings, civil or criminal, whether now pending or hereafter commenced and shall be retroactive to cover acts or omissions or alleged acts or omissions which
heretofore have taken place. If any part of this Article VIII should be found to be invalid or ineffective in any proceeding, the validity and effect of the remaining provisions shall not be affected.
8.7 Notwithstanding anything to the contrary contained herein, if any Federal or state law applicable to the Club or any person seeking indemnification hereunder prohibits, restricts or limits in any manner the authority of the Club to indemnify
such person, the right of such person to be so indemnified, or any other rights or obligations provided by this Article VIII, the Club shall indemnify such person to the fullest extent permitted by such law.
Article IX: Conflict of Interest
9.1 The Club hereby adopts the Conflict of Interest Policy attached hereto as Appendix B. The Conflict of Interest Policy may be amended from time to time by majority vote of the Board of Directors at a regular or special meeting thereof,
without amending these By-Laws.
Article X: Dissolution
Dissolution of the Club shall be in accordance with the Articles of Incorporation of the Club and the state of Washington Nonprofit Corporation Act.
Appendix A - Rules and Regulations of the Pope and Young Club, Inc.
Revised January 2020
Article I: Purpose and Objectives
The purpose of this document is to give guidance to the Pope and Young Club (the Club) and its members and it is intended as a supplement to the Bylaws.
Unless otherwise stipulated, a 2/3’s (two thirds) vote of the Board of Directors (Board) and majority approval of the voting membership is required to make changes and amendments to this document.
Article II: Code of Conduct
A MEMBER WILL:
2.1. Conduct themselves at all times in a manner that will bring respect and honor to them, bowhunting and the Pope and Young Club.
2.2. When attending activities other than those of the Pope and Young Club, or when identifying oneself as a member, not be a spokesman on behalf of the Club without the permission of the Club.
2.3. Comply with all game laws, rules and regulations, both as published and intended.
2.4. While preserving the right to disagree and debate an issue, a member shall not engage in personality or character attacks on any Club member or the Club itself.
2.5. Not employ the Club, its name or logo, for personal or commercial use without specific Club approval (i.e., as in advertising, personal letterheads, etc.).
Article III: Elections
3.1. Any member wishing to run for an elected office must adhere to the election procedures stipulated in the By-laws under Article IV of the Bylaws and the guidelines established by the Ethics Committee referred to in this document.
3.2. Before a member is allowed to be on the ballot he or she must comply with our Conflict of Interest Policy
Article IX of the By-laws.
3.3. Elections will take place on the even numbered years and procedures will be put in place to ensure that the ballots are counted as close to March 1 as is economically possible.
3.4. Nominations can be sent to the office with the required signatures after November 1 on the odd numbered years for elections to be conducted in the first few months of the even numbered years.
3.5. The Ethics committee, with approval of the Board can adjust dates and deadlines leading up to Club elections as long as those procedures are printed in two (2) copies of the Ethic before the various deadlines and those procedures and
dates facilitate counting the ballots on or around March 1.
3.6. Only those running for a position and listed on the ballot are allowed to actively campaign during the elections.
3.7. While members not running for office are allowed to voice their opinions and discuss the elections, unsolicited campaigning by those not running for office will be considered a violation of our Code of Conduct and can result in suspension
of membership. Mass emails and letters concerning candidates and platforms can only be sent by those running for office.
3.8. Anonymous letters meant to influence the elections are strictly prohibited and will be investigated.
3.9. Members running for elected office shall read and agree to adhere to the document titled “Responsibilities of the Board of Directors of a Non-Profit Organization”.
3.10. Position Statements and letters sent out as mass mailings must be reviewed by the Ethics Committee for accuracy, honesty and fairness before they are allowed to be dispersed.
3.11. A separate document titled “Election Rules of the Pope and Young Club” will be made available to the candidates and the membership and will govern fair and honest behavior.
3.12. Ballots may be submitted through mail, email or other form approved by the Board and the membership and will be collected and counted by an independent third party.
Article IV: Dues
4.1 The annual dues for General Members shall be $45.00.
4.2 The annual dues for Regular and Senior Members shall be $100.00.
4.3 The dues for Lifetime General Members shall be a one-time fee of $1500.00.
4.4 A dues payment option, referred to as Lifetime Regular (or Senior) Membership, shall be available to existing Regular or Senior Members in good standing for a one-time fee of $1,500. The Lifetime Regular Membership converts to
Lifetime Senior Membership if/when said person advances from Regular Membership to Senior Membership.
4.5 Honorary Members shall pay no dues.
4.6 Emeritus Members shall pay no dues.
4.7 Dues notices shall be sent to all members annually, with the exception of lifetime members.
4.8 Dues may be changed at any time by the Board.
Article V: North American Big Game
Minimum scores for the following big game can be adjusted by two thirds (2/3) vote of the Board after recommendations from the Records Committee.
Under the heading of North American big game accepted by the Club are the following:
Alaska Brown Bear
Black Bear
Grizzly Bear
Polar Bear
Bison
Barren Ground Caribou
Central Barren Ground Caribou
Mountain Caribou
Quebec/Labrador Caribou
Woodland Caribou
Cougar
Columbian Blacktail Deer, Typical
Columbian Blacktail Deer, Non-typical
Sitka Blacktail Deer, Typical
Sitka Blacktail Deer, Non-typical
Coues’ Deer, Typical
Coues’ Deer, Non-typical
Mule Deer, Typical
Mule Deer, Non-typical
Whitetail Deer, Typical
Whitetail Deer, Non-typical
Roosevelt’s (Olympic) Elk, Typical
Roosevelt's (Olympic) Elk, Non-typical
American (Wapiti) Elk, Typical
American Elk, Non-typical
Tule Elk, Typical
Tule Elk, Non-typical
Rocky Mountain Goat
Alaska/Yukon Moose
Canada Moose
Shiras’ Moose
Muskox
Pronghorn Antelope
Bighorn Sheep
Dall’s Sheep
Desert Bighorn Sheep
Stone’s Sheep
* Velvet entries are accepted in all antlered categories.
Article VI: Rules of Fair Chase
6.1 To be entered into the Club's Records, the animal must meet the minimum scoring requirements and must have been taken with a bow and arrow in compliance with the game laws and the Rules of Fair Chase.
6.2 Definition of a hunting bow, arrow and broadhead for the purpose of entry of an animal into the Records.
1. Hunting Bow
A. A hunting bow for big game shall be defined as a longbow, flat bow, recurve bow, compound bow or any combination of these designs meeting the following requirements and restrictions:
1) A device for launching an arrow, which derives its propulsive energy solely from the bending and recovery of two limbs.
2) The bow must be hand drawn by a single and direct, uninterrupted pulling action of the shooter. The bowstring must be moved from brace height to the full draw position by the muscle power of the
shooter's body. The energy used to propel the arrow shall not be derived from any other source such as hydraulic, pneumatic, mechanical or similar devices. These limitations shall not exclude the mechanical leverage advantage provided
by eccentric wheels or cams so long as the available energy stored in the bent limbs of the bow is the sole result of a single, continuous and direct pulling effort by the shooter.
3) The bow must be hand-held. One hand shall hold the bow and the other hand draw the bowstring. The bowstring must be moved and/or held at all points in the draw cycle entirely by the muscle
power of the shooter until release. The bowstring must be released as a direct and conscious action of the shooter's either relaxing the tension of the fingers or triggering the release action of a hand-held release aid.
B. Exceptions: Physically handicapped bowhunters shall be excepted from the requirements of holding or shooting the bow with their hands.
C. Exclusions:
1) The following shall not be considered a hunting bow:
a) a crossbow.
b) any device with a gun-type stock or incorporating any device or mechanism that holds the bowstring at partial
or full draw without the shooter's muscle power.
2) Electronic or battery-powered devices shall not be attached to a hunting Bow, with the exception of recording devices that cast no light towards the target and do not aid in range finding, sighting or shooting the
bow and/or an electronic (battery operated) sight light.
3) No portion of the bow's riser (handle) or any track, trough, channel or other device that attaches directly to the bow's riser shall contact, support and/or guide the arrow from a point rearward of the bow's brace
height.
D. Let-off for Compound Bows:
1) Definition of let-off: That characteristic of a bow that results in a reduction of the force necessary to increase the draw length after the highest level of draw force has been reached. This is a characteristic
generally associated with, but not restricted to, compound bows.
2) The maximum let-off on a compound bow shall be measured at a point in the draw cycle after the peak draw weight has been attained. It shall be measured near the end of the draw cycle where the minimum holding
force is reached. This point in the draw cycle on a compound bow is known as "the bottom of the valley."
3) Determination of the percent of let-off: The values of the peak draw force and the let-off force shall be used to calculate the percent of let-off. The peak force is the maximum force obtained during the
draw cycle. The let-off force is the lowest force reached following the peak force during a single uninterrupted draw cycle. In all cases, both the highest and lowest force shall be read from a scale during a single and continual
pull condition, without relaxation. This technique eliminates the introduction of hysteresis, which can distort the reading.
100 x (Peak Draw Force - Minimum Holding Force)
Percent of let-off = -----------------------------------------------
Peak Draw Force
2. Hunting Arrow
A. A hunting arrow shall have the following characteristics:
1) It shall be a projectile at least 20 inches overall length. The length of the arrow shall be measured from the rearward point of the nock to the tip of the broadhead.
2) Fletching shall be attached to the aft end.
3) A broadhead shall be mounted on the fore end.
4) The arrow shall weigh no less than 300 grains with the broadhead attached.
B. Exclusions:
1) No electronic or battery-powered devices shall be attached to the arrow, with the exception of lighted nocks.
2) No poison, drug or explosives shall be attached to the arrow.
3. Hunting Broadhead
A. The broadhead for big game shall meet the following requirements:
1) Possess two or more sharp cutting edges, fixed or movable, that can be sharpened and/or replaced.
2) Be at least 7/8 inches wide at the widest point of the sharp cutting edges.
3) Weigh no less than 70 grains.
6.3 The Rules of Fair Chase shall not include the taking of animals under the following conditions:
1. Helpless in a trap, deep snow or water or on ice.
2. From any power vehicle.
3. While inside escape-proof fenced enclosures.
4. By "jacklighting" or shining at night.
5. By the use of any tranquilizers, poisons or firearms.
6. By the use of any power vehicles or power boat for herding or driving animals, including the use of aircraft to land alongside any animal or to communicate with or direct a hunter on the ground.
7. By the use of electronic devices for attracting, locating or pursuing game, or guiding the hunter to such game or by the use of a bow or arrow to which any electronic device is attached with the exception of lighted
nocks and recording devices that cast no light towards the target and do not aid in range finding, sighting or shooting the bow.
8. By using a drone to observe, locate, or haze animals.
9. Any other method or circumstance considered by the Board as unacceptable.
Article VII: Big Game Awards
7.1 Animals in contention for the top three places for each big game classification for each biennial recording period may be requested by the Records Chair to be sent to the convention site. These trophies shall be measured by a panel of
not less than four official measurers appointed by the Records Chair. The top three trophies in each class shall, unless there are reasons they would not receive recognition, receive the proper numerical award after this measurement
at the current convention site. Other requested trophies which do not rank in the top three places are eligible for Honorable Mention recognition. The Club shall not be liable for loss or damage to said trophies.
7.2 Any trophy so requested and not sent shall receive no award in the current competition.
7.3 Anything to the contrary notwithstanding, any trophy in contention for World Record status or ranking in the all-time top ten of the category must be sent to the designated site for panel measuring. Any such trophy so requested
and not sent shall be dropped from the records of the Club, though it may be resubmitted under these same rules in a future competition.
Appendix B to the By-Laws of the Pope and Young Club, Inc.
Conflict of Interest Policy
1. Purpose. The purpose of this Conflict of Interest Policy is to protect the interests of the Pope & Young Club, Inc. (the “Club”) when it is contemplating entering into a transaction or arrangement that might benefit
the private interest of an officer, director or key employee of the Club, or might result in a possible prohibited transaction or excess benefit transaction. This Conflict of Interest Policy is intended to comply with the provisions of
state Not-for-Profit Corporation Laws and shall be interpreted and construed accordingly. This Policy supplements, but does not replace any applicable state and federal laws governing conflicts of interest applicable to not-for-profit
and charitable organizations.
2. Definitions. As used herein the following terms shall have the meanings set forth in this Section 2.
a. “Affiliate” means, with respect to the Club, any entity controlled by, in control of, or under common control with the Club.
b. “Conflict of Interest” means any Financial Interest of an Interested Person with respect to a transaction or arrangement or a proposed transaction or arrangement in which the Club is a party, potential party, participant or potential
participant.
c. “Interested Person” means any director, officer, Key Employee or Chairman of any committee.
d. “Financial Interest” means a direct or indirect interest (including an interest through a business, investment, or a Relative) constituting (i) any legal or beneficial interest in any entity, (ii) any Compensation arrangement with any
entity or (iii) any potential investment interest in any entity.
e. “Independent Members of the Board” means the members of the Board consisting solely of independent directors the duties of which include the implementation and monitoring of this Conflict of Interest Policy.
f. “Independent Director” means a director of the Club who satisfies each of the conditions set forth in the Director Independence Statement, the form of which is attached hereto.
g. “Compensation” means all direct and indirect remuneration as well as gifts or favors that are not insubstantial.
h. “Key Employee” means any person who is in a position to exercise substantial influence over the affairs of the corporation.
i. “Related Party” means:
(i) any director, officer, or Key Employee of the Club or any Affiliate of the Club,
(ii) any Relative of any person described in (i) above, or
(iii) any entity in which any individual described in (i) or (ii) above has 35% or greater ownership or beneficial interest or, in the case of a partnership or professional corporation, a direct or indirect ownership
interest greater than 5%.
i. “Related Party Transaction” means any transaction, agreement or arrangement with respect to which the Board or the Independent Committee determine that (i) a Related Party has a Financial Interest and (ii) in which the Club or any Affiliate
is a party or participant.
j. “Relative” of an individual means his or her (i) spouse, ancestors, brothers and sisters (whether whole or half-blood), children (whether natural or adopted), grandchildren, great-grandchildren, and spouses of brothers, sisters, children,
grandchildren and great-grandchildren; and (ii) domestic partners as defined in Section 62A.9A-102 of the Revised Code of Washington.
3. Duty to Disclose. Any Interested Person who has a Financial Interest in a proposed transaction or arrangement that could reasonably be considered a Related Party Transaction or otherwise raise a Conflict of Interest must disclose all
material facts relating to such person’s Financial Interest in the proposed transaction or arrangement to the Chairman of the Board.
4. Determining Whether the Transaction or Arrangement Constitutes a Related Party Transaction or Raises a Conflict of Interest. The Independent Directors of the Board shall determine whether a proposed transaction or arrangement
constitutes a Related Party Transaction, or otherwise raises a Conflict of Interest, after consideration of all material facts disclosed by the Interested Related Person. The Interested Person shall not participate in any way in the determination
by the Independent Members of the Board in the determination whether the proposed transaction or arrangement is a Related Party Transaction or raises a Conflict of Interest.
If the Independent Members of the Board determine that the proposed transaction or arrangement constitutes a Related Party Transaction, the Board or the committee of the Board considering the proposed transaction shall follow the procedures
set forth in Section 5 of this policy.
If the Independent Members of the Board determine that the proposed transaction or arrangement does not constitute a Related Party Transaction, but raises a Conflict of Interest, the Board or the committee of the Board considering the proposed
transaction or arrangement shall follow Section 6 of this Policy.
5. Procedures for Related Party Transactions. The provisions of this Section 5 shall apply to any proposed transaction or arrangement which the Board or the Independent Members of the Board determines is a Related Party transaction.
(a) The Interested Person may not be present at or participate in Board or committee deliberations regarding such Related Party Transaction, and shall not be entitled to vote thereon.
(b) The Interested Person shall in no manner attempt to influence the deliberation or voting on the Related Party Transaction.
(c) The Corporation shall not enter into any Related Party Transaction absent a majority vote of the entire Board, affirmatively finding that the Related Party Transaction is fair, reasonable and in the Club’s best interest.
(d) If the Board or the Independent Members of the Board determine that the Related Party has a substantial Financial interest in the Related Party Transaction:
(i) The Chairperson of the Board or the Chairman of the committee considering the proposed Related Party Transaction, as the case may be, shall consider alternatives to the proposed transaction or arrangement; and shall
after exercising due diligence, determine whether the Club can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a Related Party Transaction;
(ii) The Board or the committee of the Board considering the related transaction may approve the transaction by no less than a majority vote of the directors or committee members present at the meeting; and
(iii) The Board or the committee considering the proposed Related Party Transaction, and at which a Related Party Transaction is approved, shall contemporaneously document its approval by minutes which include:
(A) The names of all Related Parties, and a description of the proposed transaction or arrangement;
(B) the names of the persons who were present for discussions and votes relating to the transaction or arrangement: and
(C) the basis for approving the transaction, including its consideration of the alternatives considered.
In any case in which the Board approves a Related Party Transaction based on the report and recommendation of a committee of the Board, the Board minutes shall include a summary of such committee’s report containing items (A) through (C)
above.
6. Procedures Relating to Conflicts Other Than Related Party Transactions. The provisions of this Section 6 shall apply to arrangements and transactions which the Board or the Independent Members of the Board determine constitute
a Conflict of Interest but do not involve a Related Party Transaction.
(a) The Interested Person may not be present at or participate in Board or committee deliberations regarding the transaction or arrangement and shall not be entitled to vote thereon.
(b) The Interested Person shall in no manner attempt to influence the deliberation or voting on the matter giving rise to the Conflict of Interest.
(c) After exercising due diligence, the Board or appropriate committee shall determine whether proposed transaction or arrangement is in the best interests of the Club notwithstanding the Conflict of Interest.
(d) The minutes of the Board and all committees with Board at which a transaction or arrangement is approved notwithstanding the existence of a Conflict of Interest, shall contain:
(i) The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible Conflict of Interest, the nature of the Financial Interest, any action
taken to determine whether a Conflict of Interest was present, and the Board’s or committee’s decision as to whether a conflict of interest in fact existed; and
(ii) If the Board or the appropriate committee determined that a Conflict of Interest existed, the Board or committee shall contemporaneously document the resolution of the Conflict of Interest, including
(A) the names of the persons who were present for discussions and votes relating to the transaction or arrangement, (B) the substance of the discussions, including any alternatives to the proposed transaction or arrangement, and (C) a
record of any votes taken in connection with the proceedings.
(C) a record of any votes taken in connection with the proceedings.
7. Annual Statements.
a. Each director, prior to assuming his or her responsibilities for the Club, and annually thereafter, shall sign and submit to the Board Secretary, a statement or statements which identifies, to the best of such
director’s knowledge (i) any entity of which such director is currently an officer, director, trustee, member, owner (either as a sole proprietor or a partner), or an employee and (ii) with which the Club has a relationship, and any transaction
in which the Club is a party or a participant and (iii) in which such director might have a conflicting interest. The duty of each director shall be ongoing and, therefore, the director shall be responsible to amend the statements provided
immediately upon a change of circumstances which must be disclosed pursuant to this paragraph.
b. All directors shall receive copies of statements provided pursuant to paragraph 7a, or otherwise be advised of any disclosures from other directors pursuant to paragraph 7a.
c. Each Board member and Chairman of any committee shall, prior to assuming his or her responsibilities for the Club, and thereafter, annually sign and submit to the Board Secretary of the Club, a statement or statements
which (i) affirms such person has received a copy of this Conflicts of Interest Policy, (ii) has read and understands the Policy, (iii) agrees to comply with the Policy, and (iv) understands that the Club is charitable and that in order
to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
8. Compensation.
a. A voting member of the governing Board who receives compensation, directly or indirectly, from the Club for services is precluded from voting on matters pertaining to that member’s compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Club for services is precluded from voting on matters pertaining to
that member’s compensation.
c. A non-voting member of the governing Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly, or indirectly, form the Club, either individually or collectively,
is prohibited from providing information to any committee regarding compensation.
9. Periodic Reviews. The Board, or a committee of the Board shall conduct periodic reviews of this Policy to ensure the Club operates in a manner consistent with charitable purposes, does not engage in activities that could
jeopardize its tax-exempt status, and that it complies with the relevant provisions of the Washington Nonprofit Corporate Act. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Club’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services,
further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.
10. Use of Outside Experts. When conducting the periodic reviews as provided for in Section 9, the Club may, but need not, use outside advisors. If outside experts are used, their use shall not relieve
Present Committees
COMMITTEE APPOINTMENTS 2020 - 2022
CONSERVATION COMMITTEE
Neil Thagard (Chair)
Kurt Ebers (President)
Jim Willems (Past President)
Jack Frost
Mike Schlegel
Dallas Smith
Scott Corley
Allen Clark
Jon Fossel
Ivan James
Sean Carls
Jim Kinsey
Mark Zastro
Merritt Compton
Doug Clayton
Tom Vanasche
Zack Walton
Mark Penninger
Todd Zeuske
RECORDS COMMITTEE
Roy Grace - (Chair)
Tim Rozewski (Director of Records)
Ed Fanchin (former Chair)
Ricky Krueger
Gil Hernandez
Ken Witt
Barry Smith
Roger Atwood
Stan Zirbel
Jim Willems
Jeff Pals
Mike Opitz (Chairman-B&C Records Committee)
Ken Rimer
Doug Strecker
Frank Noska
MEMBERSHIP COMMITTEE
Michael Oropallo (Chair) – New York
Ricky Krueger (2nd VP) - Nebraska
Ken Rimer (Director) - Wisconsin
Kathy Strecker (former Chair) - Minnesota
Merritt Compton (Director) - New York
Jack Culpepper (Ambassador Program and Director) - Texas
Justin Broughton (Youth Program Coordinator) - South Dakota
NW Region (AK, WA, OR, ID, MT, ND, SD, NE, WY)
Rep: Mike Schlegel, ID. - 208-630-3001 - mws1941@gmail.com
SW Region (CA, NV, UT, CO, OK, TX, NM, AZ, HI)
Rep: Duane Richardson, AZ. - 602-300-4408 - corkyrichardson@aol.com
Central Region (MN, WI, MI, IA, IL, MO, KS, IN, AK, LA)
Rep: Matt Palmquist, KS. - 785-826-0995 - matthewp@ruraltel.net
NE Region (ME, NH, NY, OH, VT, MA, RI, PA, CT, NJ, DE, MD)
Rep: Adam Cramer, OH. - 614-395-1004 - acramer78@gmail.com
SE Region (WV, VA, KY, TN, NC, SC, GA, AL, MS, FL)
Rep: Ryan Roberts, TN. - 615-356-2478 - rangler922@comcast.net
MUSEUM COMMITTEE
Larry Streiff (Chair)
Denny Ballard
Randy Doyle
Jerry Finley
Chris Hanson
Bill Helphrey
Jeremiah Hendricks
David Schrody
Chuck Young
Jim Willems (Past President)
ETHICS COMMITTEE
Mike Oropallo (Chair)
Jason Rounsaville (Executive Director)
Ricky Krueger
Kathy Strecker (former Chair)
Lew Webb
OUTREACH COMMITTEE
Justin Broughton (Chair)
Ken Rimer
Zack Walton
Joni Marie
Kyle Hudgins
Scott Engel
Ryan Engel (Youth Member)
Rick Embry
Lana Embry
Aaron Johnson
Kia Gjoraas (Youth Member)
TRUST FUND COMMITTEE
Bob DeLaney, (Chair)
Nathan Andersohn
Lowe Morrison
Merrill Jones
Dr. David Samuel
Kurt Ebers
Jim Willems
FINANCE COMMITTEE
Brian Benyo (Chair)
Kurt Ebers
Dallas Smith
Jack Culpepper
Jack Frost
Jason Rounsaville
Phil Dalrymple
INVESTMENT COMMITTEE
Brian Benyo (Chair)
Kurt Ebers
Jack Culpepper
Bob DeLaney
Lowe Morrison
Todd Zeuske
Steve Fossel
CONVENTION PLANNING COMMITTEE
Jason Rounsaville - Staff (Chair)
Heather Knight - Staff
Jim Willems - Board Member
Merritt Compton - Board Member
Dallas Smith - Board Member
Jack Culpepper - Board Member
Tom Nelson - Member
Jody Maddock – Member
P&Y Financial Information, 990 Tax Reports and Investment Information
Financial Information (quarterly reports):
The Club operates on a fiscal year that begins July 1st and ends June 30th.
- A year-to-date financial report dated 9/30 will include only the first quarter
- A year-to-date financial report dated 12/31 will include the first 2 quarters
- A year-to-date financial report dated 3/31 will include 3 quarters
- A year-to-date financial report dated 6/30 will be an entire year
We will update this section after each quarter is closed out. If you have questions about our financial reporting please contact a Board member or Treasurer.
YTD 12/31
990 Tax Reports
2016 2017 2018
Investment Information (quarterly reports):
YTD 12/31