Rules and Policies

Rules and policies

GENERAL RULES

  1. All rules and policies are enforceable per Article IX of the HSC Bylaws.
  2. Use of the HSC Directory to generate email blasts is strictly prohibited without prior authorization from the Board of Directors.
  3. Hunter Safety groups may use the Club facilities as needed for class with at least one Club member present.
  4. Consumption of alcohol is prohibited before or during the use of the Club’s shooting ranges.
  5. With the sole exception of the President’s discretion, all Club monies will be kept by the Treasurer, with no separate funds or pots.
  6. A Club member must accompany any guest onto the Club property, including family members. Children under 16 should be strictly supervised.
  7. No Club property can be loaned or borrowed without the President’s or Board Member’s approval. All loaned property must be returned immediately after use and stored in its proper place.
  8. The loaning of membership privileges is strictly prohibited.
  9. The Club will pay one hundred fifty ($150.00) dollars toward mounting the best whitetail deer killed in Tennessee by a Club member. All entries will be scored by “Boone and Crockett” standards based on examination of the mounted head.
  10. All vehicular traffic is restricted to road use, with special exceptions made at the  President’s discretion.
  11. The President and Directors are responsible for ensuring payment of required fees for the following:
    1. NRA Range Insurance
    2. Tennessee State Incorporation
    3. Property and Liability Insurance for HSC Facilities
    4. National Rifle Association Club Membership
    5. Web Page and Web Domain Name
  12. No overnight camping is permitted on club property.
  13. No fireworks are permitted on the property.
  14. Trespassers on club property are subject to prosecution.

FLOWER POLICY

  1. Every attempt will be made to send flowers to the funeral of any club member and/or his immediate family when the death is known. Deviations to this policy will be at the discretion of the club member.

MEMBERSHIP APPLICATION POLICY

Application for Membership

  1. Applications are available from the Vice President or the Board of Directors.
  2. Completed application along with initiation fee and primary sponsor’s supporting letter to be given to Club Treasurer, who will initial receipt and forward the application and letter to the membership committee chairman.
  3. Initial interview by Membership committee to be conducted within the first 60 days of application. Club expectations are to be explained and any questions answered by the membership committee in this interview process.

Applicant Probationary Period

  1. The applicant must attend a minimum of six (6) regularly scheduled monthly meetings and as many Club work parties as possible – a minimum of two (2) during his probationary period. The applicant will be considered a guest and will be accompanied to meetings and other Club functions by his primary sponsor. When his primary sponsor is not available, one of his co-sponsors will serve this role. (It is important that the applicant sign the meeting attendance book at each meeting, so we have a record of his attendance.) The required meetings, work parties, and interviews must be completed within 1 year. Any exception to the 1 year time period must be approved by the Board. This provision becomes effective for any new member applying after March 13, 2013.
  2. When a membership opening is available and after attending the required six (6) regularly scheduled monthly meetings and club work parties, an interview will be the basis for the Vice President’s report on the applicant to the Club membership, prior to voting on acceptance of the applicant into the Club.
  3. The probationary period is the time to get to know our prospective new members. Club members are encouraged to seek out these applicants and get to know them. Any comments concerning an applicant are to be directed to the membership committee chairman.
  4. Children of members may waive the Applicant Probationary Period if they appear before the Board and request a waiver and Board approves.

Applicant Club Vote

  1. At the completion of all requirements, the applicant is eligible for vote on membership into the Club by the general membership.
  2. The applicant will be notified of the date of his vote on membership, and he will be asked to address Club members and speak on his behalf.
  3. After the applicant has addressed the membership and answered any questions, he will be asked to leave Club property prior to further discussion and vote.
  4. The applicant’s primary sponsor will also be required to address the membership on behalf of the prospective new member.
  5. The Vice President will make a recommendation to the general membership concerning the prospective new member.
  6. Co-sponsors and any other Club members wishing to make comments on the prospective new member will be allowed the floor.
  7. The general membership will cast a secret ballot.
  8. According to Club Bylaws, acceptance into the Club requires a two-thirds (2/3) vote of the active members present at a regular or special meeting.

Membership

  1. The applicant will be notified within five (5) days of the Club meeting of the outcome of the Club vote.
  2. If the applicant is accepted, he will be required to pay a pro-rated amount of annual dues at the next regular Club meeting. He will receive all Club handout material at this meeting.
  3. If the applicant is not voted into the Club, he will be mailed a check, within 30 days of the vote, for a full refund of his initiation fee.

Membership Reinstatement

  1. Any past member of the Highland Sportsman Club who left the Club in good standing may apply for reinstatement.
  2. This can only be done if the past member did not cash in their debenture or receive a return of their membership fee. If either of these was done, the past member applying for reinstatement must pay the membership fee before reinstatement.
  3. A letter requesting reinstatement must be submitted to the Board with a completed application before the Board will consider and vote on the past member’s reinstatement.
  4. If the Board approves reinstatement, the dues for the year will be prorated from the date of reinstatement.

GATE RULES

  1. Please note that the remote gate opener is club property, and if your club membership ends, you must return the opener. Failure to do so will result in a $35 charge for the opener and for the code change necessary to reinstate security.
  2. If you destroy or lose a remote opener, you will be expected to pay to replace it. The charge for the opener will be the then-current price, plus the delivery cost to the Club.
  3. In keeping with the club policy that requires a member to be present with all visitors, the opener is not to be given to a non-club member for unescorted access to the property.
  4. Any non-club member found on the property without a member and with an opener will have the opener confiscated. Failure of a non-club member to surrender the opener when asked to do so will result in the county police being called and charges of theft and trespass.
  5. Any remote taken from a non-member will not be returned to a member, except in the case of proven theft. Additional penalties against the club member for violation of club policies may be instituted by the Board of Directors.
  6. The security code in the club opener is not to be shared with ANY non-club member, nor is the frequency of the remote.
  7. The security code will be changed if and when there is a breach of gate security. Instructions will be provided then on the new code and how to change it.
  8. On club meeting nights, the senior breakfast, the game banquet, and open events, the gate will be opened and turned off. After the function, the gate will be turned back on.

APPLICATION FOR SENIOR MEMBERSHIP POLICY

  1. This policy supersedes all policies on Senior Membership.
  2. All applications for Senior Membership should be filled out and forwarded to the Board when you meet the requirements for Senior Membership. (age 65+ and 15+ years of service)
  3. The application is on the download page of the website. Download it, print it, fill it out, and forward it to a board member.
  4. If you will meet the requirements for Senior Membership in the current calendar year, please submit your request no later than December 1 of that same year. This will allow the Board the time to verify age and service and approve your request before dues are due for the next year.
  5. Please be aware that you still need to pay the full dues for the year in which you become eligible.

KITCHEN RULES

  1. The kitchen, clubhouse, and outdoor cook pavilion, including the electric range, warmers, refrigerators, sink, outdoor grills, deep fryers, and smoker are for use by all Highland Sportsman Club members
  2. Gas ranges and pantry have limited use.
    1. Gas Ranges: Gas ranges are locked and are limited to use by Board-approved HSC cooking staff. All others must acquire HSC board approval for access. Gas ranges are not available to general clubhouse rentals.
    2. Pantry: The pantry is locked and is limited to use by Board-approved HSC cooking staff and Board-approved Committee Chairmen. All others must acquire HSC board approval for access. Panty is not available to general clubhouse rentals.
  3. Perishable Items: Only Highland Sportsman Club cooking staff may store perishable items within the kitchen. Perishable items brought in for use during general events or rentals will be removed at the end of the event or rental.
  4. Cleaning: Cleaning is the responsibility of the event host. Clean and sanitize all areas of the kitchen, clubhouse, and outdoor pavilion utilized during the event. Remove all trash to the dumpster. Leave facilities in equal or better condition than found.
  5. Access: In the event a member is unable to access any area of the facility approved for use, contact any current board member for access to keys and lock codes.

CLUBHOUSE FACILITY RENTAL POLICY

The following rental rates and policies will apply to exclusive use of the clubhouse:

  1. Reservations must be made with the Club President, with the Club Caretaker and recorded on the club Calendar of Events.
  2. Payment for club use must be made in advance of the function to either the President or the Treasurer.
  3. A club member must be present and responsible at any event or function.  For outside organizations, the member may negotiate a “charge for service” with the organization.
  4. In all cases, a member must be in the vicinity of the clubhouse or the caretaker’s residence during the event or function.
  5. If a member does not show up for the event or function, said event automatically becomes an outside organization* with the rates assessed to the member accordingly.
  6. Any event or function may be cancelled at the discretion of a club officer, board member, or caretaker, and the hosting member may face disciplinary action.
  7. The board of directors will establish, on a case-by-case basis, the rental fees for any groups, (sponsored or not) who charge admittance and/or sell tickets for prizes or raise money for profit.*
  8. Each rental group will be responsible for bringing their own firewood for use, and use good judgement in using the fireplace.  Do not burn boxes and papers in the fireplace.
  9. All garbage cans, including restrooms, must be emptied and be properly disposed of in the outside garbage containers before leaving the clubhouse.
  10. If used, the kitchen facilities must be cleaned and left as found before leaving the clubhouse.
  11. Smoking is prohibited in the restrooms.
  12. No open fires are allowed on club grounds.

CLUB RENTAL RATES

For the following 3 types of events the club member must take an entry on the club calendar, in advance of the event.

  1. Group of members Free of charge
  2. Member and his family without heat and kitchen Free of charge
  3. Member and his family with heat and kitchen $15.00 per day

For the following 3 types of events, the sponsoring club member must present the event to the board for approval and entry on the club calendar.

  1. Member and his organization – May 1 thru October 31 $52.50 per day
  2. Member and his organization – November 1 thru April 30 $75.00 per day
  3. Outside Organization* $150.00 per day

*See intel number 7 above relating to outside organizations “for profit rentals”.