Moncton Fish and Game Association Inc.

Constitution and By-Laws
Approved by the membership on December 2, 2024 (supersedes prior versions)

Preamble

Since 1981, the Moncton Fish and Game Association Inc. has been an independent incorporated body with Letters Patent in the Province of New Brunswick and has existed as an association since 1924.

The Association had previously used, by proxy, the Constitution of the New Brunswick Wildlife Federation as its ad hoc constitution; however, as an independent corporate body, the Association shall maintain its own Constitution and By-Laws reflecting its circumstances and requirements.

Passed at a general meeting of members May 2, 2016; revised and approved December 2, 2024.

Constitution

Article I – Definition & Interpretation

1. “Association” means the Moncton Fish and Game Association Inc., as per Letters Patent.
2. In these Articles and By-Laws, the singular includes the plural and vice-versa; the masculine includes the feminine and neuter.
3. Headings are for convenience only and do not affect interpretation.
4. “Executive Committee” means the elected and appointed officers identified in Article IV.
5. “Member” means a member in good standing as outlined in Article III.
6. “Range Officer” means an individual accredited by (or recognized by) the Executive Committee to act as a Range Officer at the Victoria Road Range.
7. “Association Range Operating Rules” are the rules of conduct and operation for the Victoria Road Range, established by the Executive and approved at a general meeting.
8. “Approved User” is any Association member who has paid the supplementary annual range fee, completed the application, provided PAL number, and affirmed they have read and understood the range operating rules.

Article II – Mandate or Purpose

1. Promote and encourage wildlife conservation and preservation and the sports of hunting, fishing, and recreational sport shooting.
2. Foster sound management and wise use of natural resources for current and future generations.
3. Promote firearms safety and hunter education; safe and responsible use, storage, and transportation of firearms; and adherence to applicable laws.
4. Encourage obedience to federal, provincial, and municipal laws related to hunting, fishing, and firearms.
5. Encourage healthful outdoor recreation for adults and youth.
6. Educate all ages—especially youth—in sportsmanship, safety, and ethics.

Article III – Membership

1. Eligibility & Application. Membership may be granted upon receipt of a completed application, payment of dues, and compliance with the Constitution and By-Laws. Applicants must not be under suspension of privileges under wildlife/habitat/firearm laws. New applicants will have web access to the Constitution, By-Laws and Range Safety Handbook and acknowledge they have read and understand them.
2. Classes of Membership.
   1. Regular — 18+, voting privileges, may hold office.
   2. Youth — under 18 with parent/guardian consent; no voting or office-holding privileges.
   3. Life — may be granted to a member in good standing for outstanding contribution over time (see By-Laws).
3. Annual Membership Dues.
   1. Association operates on a calendar year (Jan 1–Dec 31); dues set at the annual meeting.
   2. Members who fail to pay dues are suspended from privileges until paid.
   3. Members must notify the Secretary of changes to personal information.
   4. Range access requires a supplemental annual fee; non-paying members may attend as a paid guest of an Approved User.
4. Membership Suspension. Immediate suspension for (i) conviction under relevant laws; (ii) disorderly conduct at meetings/activities/range; (iii) wilful destruction of Association property; (iv) wilful defamation of the Association; (v) actions/words that place the Association in potential liability; or (vi) violation of the Constitution, By-Laws, or policies/rules. Suspended members are entitled to a hearing before the Executive Committee; decisions may be appealed to a general meeting.
5. Termination of Membership.
   1. “Just cause” includes: non-payment of dues/fees; acts detrimental to the Association, its members, or mandate; verbal abuse/harassment of members, executive, or Range Officers; dangerous or irresponsible use of a firearm on the range.
   2. Termination for non-payment may be remedied upon payment.
   3. Termination for detrimental acts/harassment: member entitled to an Executive hearing for reinstatement.
   4. Dangerous/irresponsible range use may be reported to the Chief NB Firearms Officer or police.
6. Resignation. Departing members must immediately return any Association assets in their possession.

Article IV – Executive Committee

Composition: President; 1st Vice-President; Secretary; Treasurer; Two Directors at Large; Range Manager (appointed, voting); Immediate Past President (voting); Chief Range Safety Officer (appointed, voting).

Roles: Detailed duties for each position as set out in the approved document, including presiding, record-keeping, financial stewardship, range oversight, safety leadership, committee liaison, and governance.

1. The Executive Committee oversees Association property, equipment, finances, events, and acts on behalf of the Association with the public, government, and other groups.
2. Executive members are elected at the December AGM and assume duties immediately.
3. The Executive meets monthly and as required; face-to-face preferred; conference/telephone acceptable when needed.
4. Only the listed Executive positions have voting privileges at Executive meetings.
5. One person may temporarily hold two roles (one vote total) when necessary.
6. Vacancies may be filled on an interim basis by Executive solicitation from membership and confirmed by membership vote.
7. Executive members typically do not chair committees unless no other chair is available.

Article V – Conflict of Interest

Applies to Executive, Directors, appointed Chairs, Members, and any person acting for the Association.

1. Conflicts (real or perceived) must be avoided and disclosed; applicable parties must act in the best interest of the Association.
2. Avoid transactions and relationships that adversely affect duties; avoid promotion of personal interests and receipt of gifts that influence responsibilities.
3. Confidential information (e.g., membership list, financials) may only be used for Association purposes unless required by law or Executive approval.
4. Undisclosed conflicts may lead to investigation and removal from duties or membership.
5. Parties with conflicts must recuse from discussions/votes; minutes must reflect disclosures/recusals.

Article VI – Liability

The Association assumes no liability for the safety, well-being, or comfort of any person engaged in Association activities.

Article VII – Safety Rules

All shooting at the Victoria Road Range shall be conducted in accordance with the Range Safety Handbook and operating rules approved by the Executive and ratified by the members.

Article VIII – Financial and Membership Year

January 1 to December 31.

Article IX – Dissolution

Upon dissolution, remaining assets shall be donated to the New Brunswick Wildlife Federation, or its successor.

Article X – Amendments, Resolutions and Quorum

1. Constitution/By-Law changes require two-thirds majority at a meeting, with 60 days’ notice to all members. No proxy voting.
2. Electronic communication is an accepted means of broad communication to members.
3. Quorum: General/Special Meeting – 5% of eligible voting members; Executive Meeting – 5 Executive members.
4. Robert’s Rules guide meetings, motions, and elections.

By-Laws

By-Law No. 1 – Definition

By-Laws enable the orderly transaction of daily business affairs of the Association.

By-Law No. 2 – Additions or Amendments

May be amended/added at any General or Annual Meeting with 30 days’ notice to Executive and Members; proposals may come from any Member, including Executive.

By-Law No. 3 – Meetings

1. AGM (December) is the final meeting of the year, followed by elections and the first meeting of the new year.
2. General monthly meetings: first Monday of each month, excluding July/August (statutory-holiday Mondays move to the next Monday).
3. Executive may reschedule/cancel meetings as circumstances warrant, with notice to all members.
4. Executive may meet in July/August for urgent issues.
5. Typed minutes are kept by the Secretary and made available on request.

By-Law No. 4 – Standing Committees

Executive may appoint Committees/Chairs; Chairs report to Executive, attend as needed, and do not vote at Executive meetings.

By-Law No. 5 – Nominating Committee

Chaired by the Immediate Past President (or a solicited member if unavailable), who may select up to two non-Executive members. Presents candidates prior to the AGM; floor nominations permitted; only Members may stand, nominate, or vote.

By-Law No. 6 – Membership Fees

Membership and supplemental range access fees are set at the AGM or at a regular meeting with proper notice and quorum.

By-Law No. 7 – Life Memberships

1. May be granted for outstanding contribution over an extended period.
2. Limit of 12 Life Members at any time.
3. Recommendation by a Life Member or Executive; decision rests with the Executive.
4. Gratis; includes all privileges of full membership, including range access.

By-Law No. 8 – Insurance

Association will obtain required building/equipment/range insurance as needed and liability insurance per DNRED Crown Lease Policy for shooting ranges.

By-Law No. 9 – Spending Authorizations

1. Annual operational budget (Approved Budget) prepared by Executive and approved by membership; out-of-budget motions brought to a monthly meeting (with a 60% quorum vote to waive the “next meeting” requirement if necessary). Treasurer must advise on financial sustainability/risk.
2. Executive may authorize exigent/unanticipated expenditures up to $1,000, with disclosure/rationale at the next general meeting.
3. Regular operational expenses identified in the Approved Budget may be paid or reimbursed (with receipts) without separate vote (e.g., meeting rentals, insurance premiums, locks/minor materials, bank charges, financial review costs, office consumables, CRO travel honorarium, property tax/lease, Treasurer transport honorarium, pre-approved travel expenses).

By-Law No. 10 – Taxes, Leases, Incorporation Papers

Association pays appropriate taxes/lease payments annually and files the required corporate report with the Province of NB.

By-Law No. 11 – Annual Budgeting & Accountability

1. Executive prepares an operational budget for member approval at the first meeting following the AGM.
2. Budget includes input from past Executive, committee chairs, and members; forms the work plan.
3. Budget identifies admin expenditures, committee expenses, range operation costs/revenues, fundraising costs/revenues, community/natural resource projects; includes revenues such as memberships, range access fees, range rentals, draws/raffles.
4. Affiliations/memberships to be identified in the budget.
5. Carry-over/deficit identified; projections included.
6. Once approved, the budget authorizes expenditures, subject to cash-flow controls; new spending outside budget via motion.
7. Executive may reallocate within budget categories if total/category limits aren’t exceeded and reports at next general meeting.

By-Law No. 12 – Assets of the Association

1. Association may acquire assets for operations/projects; Secretary maintains asset list and custodians.
2. Association firearms used for training must be in custody of a Member with valid PAL/endorsements and stored/transported per law; use/maintenance records maintained.

By-Law No. 13 – Reimbursement of Expenses and Travel

1. Pre-approved representatives reimbursed for reasonable expenses (gas, lodging, one meal each way if warranted) with receipts; no reimbursement for organizer-provided meals.
2. No per diem/block mileage; no liquor reimbursement.
3. Executive may limit attendees or reimbursement total (e.g., single vehicle).
4. Reimbursed attendees provide a report to Executive or general meeting.

By-Law No. 14 – Fundraising

All fundraising in the Association’s name (grants, solicitations) requires prior Executive approval.

By-Law No. 15 – Annual Financial Review

1. Treasurer confirms an Annual Financial Statement at the November meeting for year-end presentation.
2. Executive may engage a qualified member or independent accountant; report first to Executive, then to members.
3. Report may include observations on operations/financial risks.
4. Executive may act on recommendations; membership may vote to conduct a more thorough audit or accept the report.
5. Detailed questions unanswered at presentation will be followed up at the next monthly meeting.

By-Law No. 16 – Range Operation

1. Victoria Road Range is on Crown Land leased from the Province (DNRED). The Association is bound by the lease terms.
2. All range rules must be followed; violations may result in suspension or revocation.
3. Executive may organize special events that limit access (youth days, training, shoots, maintenance).
4. Range gate locks/controls as determined by CRO/Range Manager in consultation with Executive.
5. On advice of Range Manager/CRO, Executive may implement range-specific rules, prohibit firearms, restrict calibres, or impose other restrictions for safety/prevention of damage.
6. Only members who have paid range access may use the range; others may attend as a guest of an authorized member or with a DNR Sighting Permit on approved days. Life Members are exempt from range fees.

By-Law No. 17 – Range Officers

1. Club Range Safety Officer courses may be hosted; Executive manages attendees and reimbursements where attendees agree to serve as Range Officers. Identification may be provided (e.g., labelled RO hat).
2. Range Officers may order careless/unsafe/abusive individuals to leave immediately and must report to the Range Manager or CRO for Executive follow-up.
3. Range Officers shall not use force; instead, call cease-fire and contact Range Manager/CRO; RCMP/DPS may be contacted as appropriate.
4. “Observe–Record–Report” is the safest procedure; incidents must be reported to Range Manager/CRO.

By-Law No. 18 – Range Guests

Members bringing guests must inform the Association (email) in advance and pay any prescribed liability fee. Members are responsible for guest safety and conduct. Guest limits are set in the Range Operating Rules.

By-Law No. 19 – Background/Vulnerable Persons Checks

Members working closely/privately with vulnerable persons on behalf of the Association may be required by the Executive to obtain a vulnerable sector police check.

Amendments Tracking

Summary of revisions (2016 & 2024) retained for reference, including governance clarifications, Executive composition, notice periods, insurance references per DNRED, spending authorizations, budget/audit processes, and life membership clarifications.