12/12/02 North Austin Chapter Meeting minutes

The meeting was held at Randy Rowley's home.  Two officers, four members, and one youth member attended (seven total participants).  Thanks to Charles Cutchens and Randy Rowley who supplied pots of chili.  The video "First Time In" was shown.  Prayer requests were taken.  Randy Rowley led us in a prayer.  A discussion was held on upcoming events.

website Questionnaires were distributed and completed.  For the tabulated results see the Results of the Web site Questionnaire page.

The Proposed 2003 Calendar was discussed.  All events from the proposal were accepted.  Two additional events were added: a Deep Sea Fishing Trip scheduled for the Spring that Charles Cutchens is heading and a Pheasant Hunt scheduled for December that Kevin Wall is heading.  See the 2003 Calendar for complete details.

The following Proposals to the Bylaws were made by the President (Randy Rowley).  Seconds were made for all proposed changes.  A vote was taken.  All changes passed unanimously.

V. Meetings:

B. Any action agreed to by a majority vote of the members present at any chapter official meeting shall constitute an official action of the Club, however, any action that effects the entire Club must be approved by all the Club's chapters.  If the other chapters of the Club decline to vote on the proposed action within 60 days of its approval by the chapter that initiated it, the action will be regarded as approved by all the Club's chapters and will constitute an official action of the Club.

C. A chapter President can, at his discretion, hold a vote on a proposed action by E-mail, mail, or phone proxy in lieu of holding a vote at a meeting of his chapter.  Attempts must be made to obtain a vote from all active members of the chapter.  The chapter President must inform the Club President of the results of the vote within 72 hours.

B. Any action agreed to by a majority vote of the members present at any Club official meeting shall constitute an official action of the Club.  The Club President can, at his discretion, hold a vote on a proposed action by e-mail, mail, or phone proxy in lieu of holding a vote at a Club meeting.  Attempts must be made to obtain a vote from all active members of the Club. Members must be given at a minimum one week to respond to an e-mail, mail, or phone vote.  Any action agreed to by a majority vote of the members surveyed by e-mail, mail, or phone vote shall also constitute an official action of the Club.

C. The Club officers can, in situations where it is impossible to obtain a quick response from the members, make Executive Decisions. Examples include, but are not limited, to: canceling or rescheduling an event due to projected lack of game or bad weather and changing the location of an event due to a scheduling conflict.  These Executive Decisions can later be overturned by a majority vote of the members present at any Club official meeting or a vote by E-mail, mail, or phone.  The Club President must make attempts to obtain a vote from all current Club officers.

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VI. Amendment proposals to the bylaws, statement of faith, or calendar:

C. Verbal proposals require a verbal "second" in order to be put to a vote.  Voting for verbal proposals is accomplished through a show of hands.  A majority vote carries, however, any proposal that affects the entire Club must be approved by all the Club's chapters.

C. Verbal proposals require a verbal "second" in order to be put to a vote.  Voting for verbal proposals is accomplished through a show of hands.  A majority vote carries.

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D. Written proposals that are made during the officer candidate and proposal surveys do not require a "second". Voting for said proposals is accomplished through a written ballot.  A majority vote carries, however, any proposal that affects the entire Club must be approved by all the Club's chapters.

D. Written proposals that are made during the officer candidate and proposal surveys do not require a "second". Voting for said proposals is accomplished through a written ballot. A majority vote carries.

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E. Actions or amendment proposals that are not approved by all of the Club's chapters will be addressed at a meeting of the officers from all the Club's chapters. If a compromise is achieved, the revised action or amendment proposal must then be presented to the members of the individual chapters for approval. If a compromise cannot be reached a majority vote of the entire Club membership carries.

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Presidents note: Our system, which required both chapters (North Austin and South Austin) of the Club to approve all actions of the Club worked well when we were having regular meeting of both chapters.  The North Austin Chapter (NAC) met on even months and the South Austin Chapter (SAC) met on odd months.  When one chapter approved a change in the Bylaws, Statement of Faith, or Calendar it only took a month for the other chapter to vote on it.  Unfortunately this system has broken down because the SAC has not be able to hold meetings due to work conflicts.  In fact, the SAC has not had a meeting since 2/01 (almost two years).  The way that we have handled SAC votes since 2/01 is by phone or in person at Club events.  This system has proven to be unwieldy.  The changes that were approved at this meeting address this problem twofold: 1. Meetings will no longer be called NAC Meetings and SAC Meetings - rather they will be called Club meetings and 2. Actions approved at Club meetings are final.  We also felt that it was prudent to add that the Club President only (not Chapter Presidents) can initiate a vote via e-mail, mail, or telephonically, as long as attempts are made to obtain a vote from all active Club members.  This system will be employed when we do not have time to wait for a meeting to vote on a proposal.  Finally we gave the Club officers the authority to make Executive Decisions when an immediate response was required and there was insufficient time to poll all the Club members.  For example, this meeting was originally scheduled for 12/5/02 at Mr. Charlie Batts home.  On 12/3/02 we rescheduled the meeting for 12/12/02 at my home due to a church scheduling conflict.  Our bylaws, at the time, required that all changes to the calendar be approved by all the Clubs chapters.  There was insufficient time to poll both chapters, so the officers made an Executive Decision on 12/3/02.  We now have officially approved this practice.  If Club members are unhappy with the officers decision it can be revisited via our bylaw procedures.  This changes still must be approved by the SAC active members.  An proposal via e-mail will be sent to the SAC active members.  They will have 60 days to cast their votes.