Board of Directors Meeting
October 6, 8 & 10, 2003

 
Steve Schultz, President of TSCA, directed the Secretary to conduct three “electronic” special meetings of the Board of Directors on Monday, October 6, 8 & 10, 2003.   These meeting were held in an effort to complete the By-Law revision process that begin in November 2002 and have these efforts presented in ballot form for the membership to vote on by October 15, 2003.

These meetings were to (1) add revisions in Article XVI1 – Amendments to the Constitution and By-Laws, (2) to authorize the funding of pre-paid ballot cards to the members of the TSCA, (3) acceptance of the By-Laws of the TSCA as written and presented to the membership for ratification and (4) acceptance of all NSCA ranges in good standing in Texas as member clubs for the shooting year 2004.

Since this was a “virtual” meeting, an amended agenda was followed:

Item 1.  Roll Call – Amended to be present by receipt of e-mail.

Item 2.  No minutes to be read.

Item 3.  No public forum.

Item 4.  No reports from Officers.

Item 5.  No reports from Committees.

Item 6.  Amendments to the Constitution and By-Laws:

The Secretary made the revision as directed to read:

ARTICLE XVII – AMENDMENTS TO THE CONSTITUTION AND BY-LAWS

The Articles of Incorporation and By-Laws may be amended as follows:

(a) Any member in good standing may propose an amendment to the TSCA By-Laws to be presented to the membership for vote by providing a petition containing actual signatures and corresponding NSCA membership number, for verification, of TSCA members in good standing equal to a minimum of ten percent (10%) of the current state membership as certified by the NSCA.

(b) By a majority vote of the Board of Directors of the TSCA, the Board of Directors may propose an amendment to the TSCA By-Laws to be presented to the membership for vote.

(c) By procedures outlined above, proposed amendment(s) shall be submitted to the Secretary of the TSCA at least thirty (30) days prior to the Annual State Meeting.  The Secretary of the TSCA will notify each member of the Board of Directors within ten (10) days after submission of the proposed amendment(s), stating exactly what amendment(s) in the Articles of Incorporation and/or By-Laws are contemplated.

(d) The proposed amendment(s) will be presented to the membership by ballot, within sixty (60) days of presentation to and validation by the Secretary of the TSCA and a majority vote will be govern the decision to pass or defeat the proposed amendment(s) and that the vote to pass or defeat the proposed amendments(s) will be effective immediately at the close of voting.

(e) Voting on proposed amendment(s) by the membership-at-large, as directed by the Board of Directors of the TSCA, will be conducted for a minimum of fifteen (15) days to maximum of thirty (30) days after ballots are presented to the membership.

(f) The voting deadline will be clearly marked and visible on each ballot presented to the membership.

(g) Certification of the results of all voting by the membership will be by the President of the TSCA and all records will be kept for a minimum of three (3) years and made available to any member of the TSCA in good standing, upon request.

(h) Results of all voting shall be written into the minutes of the next meeting of the Board of Directors with the actual count of members voting for and members voting against the proposed amendment(s) shown.

Brad Thompson made a motion to accept Article XVII as written.  Second by Martha Holt.

The Secretary has received votes from:

Motion passes

Corky Porter telephoned John Ryan with a motion to authorize funding for mailing ballots and including pre-paid post cards for voting.  John Ryan raised a second for this motion.

The Secretary has received votes from:

Motion passes 

Vance Barnes motioned to accept the updated version of the By-Laws to be presented to the membership for affirmation and ratification.  Second by Brad Thompson.

The Secretary has received votes from:

Motion passes

Steve asked for a motion to accept all NSCA ranges in good standing in Texas as member ranges in good standing with TSCA for the target year beginning October 1, 2003.

Jeff Jackson made the motion followed by a second from Corky Porter.  Steve then asked for a vote.

The Secretary has received votes from:

Motion passes.

Item 7.  No unfinished business.

Item 8.  No new business.

Item 9.  Adjournment.  All members have returned votes either by e-mail or telephone.  No further business to discuss.  Meeting adjourned October 11, 2003 at 6:11 pm.

Board of Directors Meeting
September 29, 2003

 
Steve Schultz, President of TSCA, directed the Secretary to conduct an “electronic” special meeting of the Board of Directors.  This meeting was to add a revision in Article XVI1 – Amendments to the Constitution and By-Laws and an Affirmation & Ratification statement to the upcoming By-Law revision ballots. 

Due the time constraints involved with having a Board of Directors meeting, Steve directed the Secretary to contact the Board members by e-mail with a revision of Article XVII – Amendments to the Constitution and By-Laws and to create Affirmation and Ratification statement for the By-Law revision ballot.

Since this was a “virtual” meeting, an amended agenda was followed:

Item 1.  Roll Call – Amended to be present by receipt of e-mail.

Item 2.  No minutes to be read.

Item 3.  No public forum.

Item 4.  No reports from Officers.

Item 5.  No reports from Committees.

Item 6.  Amendments to the Constitution and By-Laws:

The Secretary made the revision as directed to read (revision in red):

ARTICLE XVII - AMENDMENTS TO THE CONSTITUTION & BY-LAWS:

The Articles of Incorporation and By-Laws may be amended as follows:

(a) Any member in good standing, by petition of a minimum of 10% of the current membership, said petition to contain actual signatures and corresponding NSCA membership numbers for verification, may propose an amendment to be presented to the membership.

(b) Proposed amendment(s) shall be submitted to the Secretary of the TSCA at least thirty (30) days prior to the Annual State Meeting.  The Secretary of the TSCA shall then notify each member of the Board of Directors at least ten (10) days prior to the meeting, stating exactly what amendments(s) in the Articles of Incorporation and/or By-Laws is contemplated.

(c) The proposed amendment(s) will be presented to the membership by ballot and a majority vote will govern the decision to pass or defeat the proposed amendment(s).

The Secretary also created the Affirmation and Ratification statement as directed to read:

I do affirm and ratify the Articles of Incorporation and By-Laws of the Texas Sporting Clays Association (TSCA) as of the canvassing of ballots by the Secretary of the Texas Sporting Clays Association and verified by the Officers & Directors of the Texas Sporting Clays Association on December 15, 2003.

An e-mail string was sent out the Board of Directors on Saturday, September 27, 2003 at 10:06 pm CDT.

Gaylen Capps motioned that Article XVII (a) be revised to read:

(a) Any member in good standing may propose an amendment to the TSCA By-Laws to be presented to the membership by providing a petition containing actual signatures of TSCA members, and corresponding NSCA membership numbers for verification, equal to a minimum of 10% of the current state membership.

Jim Harris seconded by telephone conversation on September 29, 2003 at 11:10 am CDT.

Vance Barnes motioned that Article XVII (c) be revised to read:

The proposed amendment(s) will be presented to the membership by ballot and a majority vote will govern the decision to pass or defeat the proposed amendment(s) and that these changes can only take place and be voted on at the annual meeting held at the State Shoot once a year.

Gaylen Capps seconded this motion by e-mail on September 29, 2003 at 10:10 am CDT.

Gaylen Capps motioned that the Affirmation and Ratification statement be added to the ballot requesting either a yes or no vote by the membership.  This motion was received by e-mail on September 29, 2003 at 9:07 am CDT.  The Affirmation and Ratification statement is worded as stated above.

Jim Harris seconded by telephone conversation on September 29, 2003 at 11:15 am CDT.

The Board of Directors were sent an e-mail on September 29, 2003 at 3:22 pm CDT, notifying them that motions seconds had been made on the revision at hand and noted by the Secretary.  The Secretary did fax Director J. M. Cornell a copy of the discussion string so that he could fax back a vote.  The Secretary asked for a vote.

The Secretary has received votes from:

Item 7.  No unfinished business.

Item 8.  No new business.

Item 9.  Adjournment.  All members have returned votes either by e-mail or telephone.  No further business to discuss.  Meeting adjourned September 30, 2003 at 9:15 pm.

Minutes of TSCA Board Meeting
September 12, 2003

This meeting was conducted at the National Shooting Center, main office conference room.  The meeting was called to order at 6:30 pm CDT by Steve Schultz, President.

 1.         Roll Call and seating of Board Members.

 2.            Reading of Minutes:

The minutes of the January 11^th and June 6^th meeting were mailed out to the board members.  This was done so that valuable time could be spent on pressing issues.  The board members indicated that they agreed with this procedure and felt like the minutes of the meetings were in order.  Brad Thompson motioned to accept the minutes of January 11, 2003.  Corky Porter second.  Motion passed by voice vote.  Brad Thompson motioned to accept the minutes of the June 6, 2003.  Vance Barnes second.  Motion passed by voice vote.

 3.         Public Forum (Limited to 15 minutes):

Scott Robertson spoke of concerns he had from the latest letter sent by the secretary’s office.  His concern was the wording involving Range Owners Meeting and the two-day pick.  It was his understanding that each member club would get a two-day pick and stay in the rotation.  Jim Harris, Jeff Foster and Jack Burch also said the same things.

John Ryan apologized to the guests and range owners for this mistake.  He said that he apparently did not get it right with his notes of the meeting.  He stated that a correction letter would go out to the Range Owners early this week.

4.            Reports of Officers:

            President:                  None

Vice-President:            None

            Secretary:                 None

Treasurer: Corky brought the accounting sheets to be approved by the board.  The A/R sheet showed that Capitol City, Backwoods TRAPS and National Shooting Complex were in arrears.  NSC is in arrears by $1,528.00 for state target fees from the World English Championship.

The NSC staff told Steve Schultz that they would pay the $1,528.00 this year if the Board of Directors agreed not to collect these fees when the World English Championship rotated back to the United States.

Vance Barnes motioned that “The Board of Directors of the Texas Sporting Clays Association will accept the proposal put forth by NSC staff provided that the World English Championship is always held at National Shooting Complex.  Should the World English Championship move to another state, club or other location, the TSCA will then collect state target fees if it comes back to the National Shooting Complex.”

Brad Thompson seconded the motion.  Voice vote:

In favor: Vance Barnes, John Ryan, Martha Holt, Mike Cornell, Jim Harris, Jeff Jackson, Brad Thompson and Gwen Watkins by proxy.

Not in favor:  Steve Schultz and Corky Porter.

Motion passed.

Gaylen motioned to accept the A/R, P/L and Balance sheet.  Vance seconded.  Motion passed by voice vote.

Martha Holt brought in a calendar from the Florida Sporting Clays Association.  The board agreed in concept to this idea during the November & January meeting.  This is type of project does take time to work and to get it right.  Questions of cost of advertising in calendar and mailing did come up.  Steve motioned that this action be tabled so that he could work on it more at his office.  He indicated that he would have something for the board by their next meeting.  Second by Corky.  Motion passed by voice vote.

5.            Reports of Committees:            None

6.            Amendments to the Constitution and By-Laws:

Final review & set voting date.

Article VII (b)(3) The cancellation must be in written form ……but not later than fifteen (15) days after the scheduled date of the shoot.

Article XII (b)(2) Each club shall get one pick per round.  Each club may have one two-day.  If a club does choose a two-day pick, they will stay in rotation with the other clubs.  All picks cannot be changed until the conclusion of the meeting and then only if all clubs concerned agree to the change.

Article XII (b)(3) Insert another sentence to this reading Individual clubs may waive the zone exclusion rule on a case by case basis and approved by the Treasurer.

Article XV to read:

Any member of the Board of Directors may be represented by written proxy in the event that they are unable to attend any regular or called meeting.  Members must submit by letter, facsimile (fax) or electronic mail (e-mail) the proxy form provided by the Secretary of the TSCA.  This form must be returned to the Secretary prior to the meeting.  In the event that the absent members proxy is not able to attend the meeting, then the absent members proxy vote will not be recognized.

Further, the TSCA President may secure a vote on any resolution pertaining to TSCA business, except amendments to the Constitution and By-Laws, by securing a vote from the members of the Board of Directors by letter, facsimile (fax) or electronic mail (e-mail) to the Secretary for counting, filing and safe keeping.  The vote shall be counted and the Board of Directors shall be notified within ten (10) days after the vote has been called for.

Corky motioned that this wording be included in the by-laws revision.  Jim seconded the motion.  Motion passed by voice vote.

Gaylen motioned that the voting date be set.  The ballots for the By-Law revision will be sent out October 15, 2003 with the ballots being posted marked and returned December 1, 2003.  Martha seconded.  Motion passed by voice vote.

7.            Unfinished business:

Corky brought in the policy for the Directors liability insurance.  The policy is with Sportsman Insurance Agency, Inc.  They are located 555 West Granada Boulevard, Suite E-11, Ormond Beach, Florida 32174.

Shooting Calendar, Steve Schultz.  This was handled in the Reports of Officers.

 8.         New Business:

Challenge Series 2004.  After much discussion, Steve requested that this item be tabled for further study.

World English target fees.  This issue was presented and dealt with during the treasurer’s report.

State & Zone bid issues:

There was much discussion about Elm Fork Shooting Park being awarded both the State Shoot and the Zone 6 shoot this year.  It was agreed that Scott did not intend for this happen.

The discussion was lead by Vance on how to avoid this situation in the future.  It was agreed that some wording should be added to the by laws.  Vance motioned that “The club that accepts the Texas State Shoot will withdraw from the Zone 6 bid process if said club is bidding on both shoots in the same calendar year, unless said club is the only club to bid on the Zone 6 championship.”

                        Authorization to pay office supplies & equipment:

The secretary presented invoices for office supplies and equipment.  These purchases were made with the authorization of the President.  The total amount was $330.65.  Motion made by Jim Harris.  Second by Corky.  Motion passed by voice vote.

                        Club Reciprocal Program:

Jeff Foster of Capitol City Trap/Skeet Club forward the idea of Club Reciprocal Program.  The basic idea of this program is that a member in good standing with one club may shoot at another club that has a reciprocal agreement at the other clubs member’s price.

The basic plan of program is for as many clubs that want to, agree with each other and form a reciprocal agreement.  Each of the clubs members would receive a laminated card supplied by the TSCA.  The members would also receive a list of the clubs that have this reciprocal agreement.

This way a member from Club A could travel to Club D and shoot clays at Club D’s member fee.  Likewise, a member from Club D go travel to Club A and shoot clays at Club A’s member fee.

Jeff believes that this is a good that each of the clubs can increase the number of targets thrown at each of these clubs without having to rely on an expensive membership drive.  Scott Robertson and Jack Burch agreed with concept.

The TSCA board does support this concept and offered help.  No formal action was taken by the board.

9.            Adjournment:

Motion made by Martha to adjourn.  Brad second.  Motion passed by voice vote.
 

TSCA Board of Directors
June 6, 2003
American Shooting Centers, Houston, Texas

1.  Meeting was called to order at 6:30 pm in the upstairs cafeteria at American Shooting Center.   Roll call and seating of Board members:

 2.  Reading of the minutes.  Steve Schultz asked for a motion to table the minutes from the January 11, 2003 Board of Directors meeting in Austin.  He also requested that item 6 of the agenda be tabled as well.  Motion was made by Harris and second by Barnes.  Motion passed by voice vote.

 3.  Public Forum .  Scott Robertson and Jack Burch both spoke for their respective bids.

 4. Reports from Officers.  There were none.

 5.  Reports from Committees.  There were none

 6.  Amendments to the Constitution and By-Laws.  Tabled until the next meeting.

 7.  Unfinished business.  There was none.

 8.  Awarding of the 2004 State Shoot.   Hill Country Shooting Center & Elm Fork Shooting Park submitted bids for the 2004 State Shoot.

Schultz lead the discussion of each bid line by line.   Schultz then opened questions from Board members to the bidders.  Cornell asked Hill Country about traffic control on and off the highway.  Burch responded that they have addressed the traffic control by having local law enforcement to help with this.

Robertson was asked about parking in which he responded that he has two paved parking lots and additional room for more parking if necessary.  Burch was asked about his parking in which he responded that his parking lots will have crushed rock.  Rose Burch added that some of the driveways will be paved.

Johnny Johnson asked Hill Country about their experience with a major shoot.  Burch replied that he “does not have as much as others, but we’ve all got to start somewhere.”  He also referred by his bid package where he has enlisted personnel with considerable experience to help guide this event should he win this bid.

Johnson spoke highly of Elm Fork Shooting Park and what Robertson has done to bring that location back to life and improve it.

Barnes spoke for Hill Country, how the terrain offers so much to target setting and how beautiful the place is.

Holt spoke for both clubs and how much she enjoys going to both locations.

Schultz spoke for both clubs as well.

Capps mentioned that there has not been a state shoot in the north Texas area in last 10 years.

Schultz then called for an end to the discussion and handed ballots to the member of the Board of Directors to vote for the bidders of their choice.  Johnson was asked to count the votes with Schultz to verify the count.

The results of the vote were Elm Fork Shooting Park 7 and Hill Country Shooting Center 4.

The dates for the 2004 State Shoot at Elm Fork Shooting Park were set for June 23 through 27 with the Main event being June 26 & 27, 2004.

 9.  Awarding the 2003 TSCA Fall Shoot.   Chicken Ranch Shotgun Sports was the only bidder.  Capps moved to accept that bid.  Harris second.  Motion passed by voice vote.   The date for the 2004 TSCA Fall Shoot is set for September 27, 2003.

 10.  New Business .   Robertson spoke on the change of the Range Owners meeting date.   He said that meeting time at Nationals was the best because everyone is there anyway and that by changing it to July 26 will force the Range Owners to make an extra trip to San Antonio.

Ryan said that he had received an e-mail from Scott Semlinger, Secretary of the Pines Sporting Clays.   He had asked why the Range Owners meeting is always held in San Antonio and not in a more central location, or maybe even rotating the meeting to different clubs.   No action taken on either of these comments.

Johnson spoke on the need to get the membership of the Texas Sporting Clays Association more involved with the “goings on.”   Saying that we most likely have the largest state membership, we need to get informed and excited about what has happened and what can happen when all are working in the same direction.

Holt brought up the fact that Florida uses calendar to get members up to speed on what’s happening in that state.   Schultz wanted a motion for Holt to work on this idea.   Moved by Ryan and seconded by Capps.   Motion passed by voice vote.

 11.  Adjournment.  Schultz asked for motion to adjourn the meeting.   Barnes moved and Harris seconded.   Motion passed by voice vote.   Meeting adjourned

TSCA BOARD OF DIRECTORS
January 11, 2003
Drury Inn, Austin, Texas

1. Roll Call & Seating of Board Member:
    

Meeting was called to order at 8:00 am on January 11, 2003 at the Drury Inn in Austin, Texas.  It was noted that Corky Porter could not be present due to unforeseen circumstances at Prairie Moon Ranch.  Gwen Watkins did notify the Secretary on December 26, 2002 that she would not be able to attend due to conflicting schedules.  Steve Schultz did note that since Gwen gave her proxy to Corky Porter and then Corky gave her proxy to John Ryan, this action cancelled Gwen’s proxy.  Martha Holt did notify the Secretary by phone on January 10, 2003 that she would not be able to attend due to schedule conflicts and no proxy was given.  The Board of Directors did acknowledge Evelyn Mize of WB Ranch as a guest in the meeting and welcomed her presence. 

2. Reading of Minutes:

TSCA Board Meeting November 16, 2002.  These minutes were mailed to the members for their review prior to the meeting.  Steve Schultz asked if there were any questions related to the minutes.  There were none.  Gaylen Capps moved to accept, Jim Harris second.  Motion passed.

3. Public Forum:

Jeff Foster; President, CCTS.  Subject: Texas Challenge Series.  Jeff Foster notified the Secretary on January 3, 2003 that he would like to bring up a couple of issues with the Texas Challenge Series.  Jeff was not present at the appointed time.  No action taken.

4. Reports from Officers:

Vance Barnes reported that he had received pro bono advice not to take any action on a specific issue between a member club and shooter.  The board noted this advice.
  

5. Reports of Committees:
   1. Web Site update

John reported that he has been in touch with Cindy Barton via e-mail on updating the web site.  Cindy is more than willing to do what needs to be done.  John stated that he has not had time to send Cindy any ideas via e-mail as of yet.  He would rather travel to Houston and visit with her rather than trying to get this done via e-mail or telephone.  He thinks the revision will be that extensive.

2. License plate – no report.
    

3. Calendar.  Steve Schultz said that he is still working a calendar.  He did note that it’s too late for a 2003 calendar.  2004 will be the earliest one.
    

4. T-shirts, caps & window decals.  Jeff Jackson brought this subject to the table.  He mentioned that these items are things that the shooters are asking for.  He feels like it would be a good idea for two reasons.  One is that it highlights the association and two; it may raise some funds for the association to operate with for future projects.
    

6. Amendments to the Constitution and By-Laws:
    

1. The board wanted to review the amendments to the Constitution & By-Laws made during the November 16, 2002 meeting.  This was needed to make sure we had it right before it went to the membership for vote.

The Board found that no provision had been made to stager the terms of office for the board.  The board feels that if the terms are staggered, then continuity of the board will be better preserved.  It was agreed to ask the association members to extend the terms, by one year, of Vance Barnes, Vice-President; John Ryan, Secretary; Martha Holt, Director; Jeff Jackson, Director; Jim Harris, Director & Mike Cornell, Director.  Motion made by Vance Barnes, second by Gaylen Capps.  Motion passed.

Article VII (b) (2).  Remove the word secretary.  This is due to the board’s action of splitting the duties of the secretary/treasurer.  Also in this article, add section 3 to read, “shall be the host clubs responsibility to notify the TSCA of any scheduled shoots that are cancelled.  The cancellation must be in written form either by letter, facsimile (fax) or electronic mail (e-mail) as soon as possible but not later than fifteen (15) days after the scheduled date of the shoot.”  Motion made by Jim Harris, seconded by Vance Barnes.  Motion passed.

Article VIII (c).  “The President of the TSCA shall have the authority to impose a restriction of a club’s standing in the TSCA for further registered shoots until said club makes payment to the treasurer to put the club in good standing with the TSCA.”  Vance Barnes moved to accept, Gaylen Capps second.  Motion passed.

Article XXI.  Change the last sentence to read, “TSCA adopts and incorporates the Penalties/Suspension provisions of the NSCA Rules & Regulations, both current and as amended from time to time.  Any club who disallows participation by a member shooter in a sanctioned shoot must notify the Secretary of the TSCA in writing.”  Vance Barnes moved to accept, Gaylen Capps second.  Motion passed.

John Ryan brought up that the board does not have a mechanism to protect the privacy of member clubs or member shooters should a dispute arise.  Without this mechanism, then all actions are placed in the minutes and open for all to read once the minutes are posted on the web.  He suggested that we add an Executive Session to the order of business and add a new section to Article XXII.  The board agreed.

Article XXII (b) “All complaints, penalties and/or suspensions against member clubs and/or member shooters will be addressed by executive session to protect the privacy of said parties involved.”  Gaylen Capps moved to accept, Vance Barnes second.  Motion passed.

2. Ballot design update.  John Ryan handed each of the board members a preliminary ballot for their consideration.  With the exception of the changes, the board agreed with the design.  Steve Schultz directed the Secretary to make the needed changes and to mail a final draft to the members.  Once the final draft is approved, and then the decision will be made as to the mailing of the ballots to each of the TSCA clubs and members.
    
    

7. Unfinished business:  Steve Schultz will talk with Ann Myers about target fees for the World English.
    
8. New business
    
1. Payment of hotel bill.

Motion was made by Gaylen Capps directing the TSCA to pay for the hotel bill.  Seconded by Vance Barnes.  Motion passed.

2. Payment of Secretaries office supplies
3. Payment of postage for Directors package.
4. Payment of postage for stamps.

John Ryan explained that the bills for office supplies, postage and stamps were for TSCA business.  He further explained that these supplies were necessary for the business of the TSCA.  These are items that he did not have.  These items included paper, ink cartridges, labels, envelopes, file boxes, paper clips and files.  He also stated that items that are not consumable are marked as TSCA property and consumable items are used just for TSCA business.  Jim Harris moved that the cost of these items are to be reimbursed to John Ryan, Vance Barnes seconded.  Motion passed.

e.      Awards for Texas Challenge Series.  Steve Schultz asked that the TSCA pay for the awards for the Texas Challenge Series.  These awards are from Linden and KC Ad Specialties.  Vance motioned, Gaylen second.  Motion passed.

9             Adjournment:  Being no further business of the Board of Directors of the Texas Sporting Clays Association, Mike Cornell moved that the meeting be adjourned at 11:30 am.  Vance Barnes seconded.  Motion passed.

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