2013-2015 Board Meeting Minutes|Page 2|Board Minutes|Forum|Bow Hunters of Alabama

August 9, 2015

Not sure if it can be corrected or not but I can email you a copy if you would like.

May 6th Board Meeting
Minutes

Charmen McAlpine brought meeting to order.
Jamey S led prayer.
Article II read by William C.
Motion to accept minutes from February Meeting- Don Green, Ray Metzler
Motion to accept financial report- denied and motioned to be tabled by Danny Stokes, Chris Vainrib, agreed by General Board.
Questions regarding the R100 on the financial report brought up about golf carts and fees.
Regions account has been closed, we had 355 shooters and grossed vendor fee of $300.

Jackson County was present and would like to be accepted to start their chapter again.
General Board accepted the request. Charmen welcomed them back.

Zone reports
North zone: Charmen said per Kevin Ivey- all is well, going as planned.
Central zone: Jamey Adams- all is going well.
Southern zone: Russell Bryan spoke for Bryan G. and said they are doing good also.

Chapter reports
Alex City- not present
Autauga- doing good, shoot is today, membership is doing good and have donated $1,500 to schools for Archery shoots.
Barbour- not present.
Blount- not present
Calhoun- doing good, had both shoots, first shoots was a lot of BHA members nut 2nd shoot had hardly any and had a lot of qualifiers from Georgia and some from Alabama show up to qualify. We are purchasing targets from the classic so hope to have better range set up for next year.
Chilton- not present.
Covington- not present at time of call.
Cullman- doing good.
Elmore- doing good, had a lot of ASA members from the qualifier. Fixing the scores and trying to get them posted correctly.
Etowah- not present.
Heritage- had both shoots, had a great turn out. Breast cancer shoot is next. Possibly might add a S3DA group.
Jackson- Currently doing bow fishing tournaments. It’s on facebook for more information.
Lee- not present
Madison- holding their own, still supporting New Hope. Working on improving for next year.
Monroe- not present.
Morgan- not present.
North Jefferson- First shoot was good, raised over $2,400 minus expenses.
Panhandle- not present.
Russell- First two shoots were good. Last shoot was not, need more chapters in Southern Zone. Its show for Shooter of the Year. BHA might need to look at re-zoning differently. Having no fun rounds hurt them tremendously, cost them over $600. BHA might want to look at allowing that again.
Shelby- went good on the first shoot, getting ready for State Shoot.
St. Clair- doing well and have new targets. They hope to have 25 targets for North Zone shoot. The first shoot we did had over 150 shooters due to qualifiers coming as well.
Tuscaloosa- doing well, had 3 shoots this year, supporting scholastic shoots, attendance needs work but have 3 new members.
Talladega- doing good, first shoot is in 2 weeks.
West End- not present.

Tournament director-
ASA- doing qualifiers and that is doing really well, it helps in numbers tremendously. State shoot will be 25 targets. Soy scores are doing good. BHA-has been good except move up rule, BHA and ASA needs to shoot the same.
UDCP- has report for it and is handed out. It is self- sustained. Deer weight has come up. Different University are working with are saying due to drought.
Editor- not present.
Political- not present.
Merchandise- brought merchandise to R100 and sold $695 and still waiting on total from NASP. Sold a lot there and we are almost out of merchandise.
Awards- going to order with zones for SOYT to get buckles. NASP was purchased from Charmen. Life member awards are next to purchase.
Master Bowhunter-

New Business:
Proposal 1: The proposal recommends the amending of Section III of the Bowhunters of Alabama By-laws to define the Executive Board as “The State Executive Board” (the board) which will consist of a representative of each chapter, the elected State officers, past BHA State President and Secretary/Treasurer. Tabled -Amanda, Wayne
Proposal 2: Section VII of the By- laws need to be rewritten. It needs to clearly define the intended committees and leave provisions for the establishment of ad hoc committee appointments. No One State elected Executive Board member of the BHA needs to have complete power, control, or oversight of any elected or appointed committee.
Section VII of the By-Laws needs to read- All committees acting on behalf of the BHA shall be appointed and approved by the General Board. Any member of the General Board may propose the development of a committee for any purpose. All Committees formed and the nature of their responsibilities and powers will be approved by the General Board by a majority vote in any scheduled or emergency Board meeting.
The Permanent Committees within the BHA are as follows:
Financial Committee- The Financial Committee will be comprised of the BHA State Vice President, the BHA State Treasurer, and three members elected by the General Board. The members of the financial committee will appoint a financial committee chairman. The BHA State Secretary will be asked to attend all financial committee meetings for the sole purpose of recording the minutes of the meetings. The BHA State Secretary will have no note on any financial committee decisions or budget item. These minutes will be presented for review to the General Board at the beginning of each subsequent General Board meeting.
The financial Committee will be responsible for meeting at least once per calendar year. The financial Committee’s primary responsibility will be to establish a yearly budget for the State Organization. This budget will be presented and approved or amended and then approved by the General Board at the first board meeting in February of each calendar year.
Once the Budget is approved by the General Board, any changes to the budget or additional spending outside the approved budget will require a meeting to be called of the Financial Committee. Once these changes have been agreed upon and established, the Budget changes will be voted on by the General Board in the next regularly scheduled or emergency General Board Meeting. Tabled, Amanda and Jamey.
Proposal 3
This is a proposal to establish basic Financial Spending Policies for BHA. This will be a living document. Every item contained within the Financial Spending Policy will be approved by the General Board. The following line items will establish the initial basic financial spending policy.
1. All spending will be based on the approved financial budget for the calendar year.
2. Hotel Rooms- Hotel Room spending will be limited to a single room per State BHA Attended event unless otherwise stipulated in the approved financial year budget established by the Financial Committee and approved by the General Board. All Hotel Rooms will be paid for and booked by the Treasurer.
a. In order for an event to qualify for a Hotel Stay, the individual traveling must live outside of 50 miles of the event.
b. A hotel room will cost no more than a base price of $89.00 per night.
3. Travel expenses by any BHA State Elected Officer are the responsibility of the individual. Travel expenses do not include Hotel Room Stays if the hotel rooms are booked and paid for based on the financial spending policy or according to the established yearly approved financial budget.
4. The treasurer will be responsible for all spending when the amount to be spent exceeds $200.00
5. The BHA State organization will establish and maintain only one Bank Account.
6. The BHA State Secretary and the BHA State Treasurer will be the only person(s) authorized to carry, maintain, and use any Debit Card or Credit card that is associated with the BHA State Bank Account. Tabled by James and Amanda.
Proposal 4
The BHA State Organization must adhere to the same insurance policies that it enforces on the individual clubs. By January 31st the BHA State Organization will provide proof of current insurance to the General Board for all state level tournament events. Tabled, Amanda and Jimmy.
Proposal 5
All merchandise Spending for the next calendar year will be presented at the current year August Board meeting. A total of three (3) individual quotes from three suppliers will be submitted for consideration and approvals by the general board. Withdraw.
Proposal 6
All awards Spending for the next Calendar Year will be presented at the current year August Board meeting. A total of three (3) individual quotes from three suppliers will be submitted for consideration and approvals by the general board. Withdraw.
Proposal 7
A BHA State level bank account statement will be presented to each member of the general board at each board meeting. Tabled by Amanda and Ray.
Proposal 8
A financial report and accountability for each item on the bank statement will be prepared and submitted to the general board by the Treasurer at each Board Meeting. Tabled by Amanda and Missy.

Bowhunter Of The Year was voted on and will be presented at August Banquet.
State Championship will be posted on new site on BHA.
Charmen McAlpine and Kristi Woods will be stepping down in August 2017.
July 1st – need to know who wants to volunteer for next year.
James will get price for 6-8 new bag targets. Price is up to $500. Motioned by Mike Mcalpine 2nd by Jamey Adams. Passed….ASAP program by William Chapman will get old targets.
Motion to Dismiss Jamey Salvage, Mike McAlpine.

Attended:
Keith Gauldih
Michael McAlpine- Heritage
James Hornbuckle – North Jefferson
Audrey Skula- Autauga