Bylaws

 

ST. CLAIR COUNTY ARABIAN HORSE ASSOCIATION BY-LAWS ARTICLE I - NAME OF ORGANIZATION SECTION 1. The name of the organization shall be the St. Clair County Arabian Horse Association. ARTICLE II SECTION 1. The purpose of this organization shall be to develop camaraderie amongst the Arabian and Half-Arabian horse owners and to promote the Arabian and Half-Arabian breeds. ARTICLE III - MEMBERSHIP SECTION 1. Membership shall be open to anyone interested in joining this association regardless of where they reside. SECTION 2. Membership shall consist of: A: Family parent or guardian with all minor children and includes those children up to age 25 currently enrolled in higher education. B: Individual Membership: those eighteen (18) years and older. C: Each Membership includes ONE newsletter, ONE listing in the association Directory and ONE voting privilege. D: All members are eligible and encouraged to participate on committees. SECTION 3. Application for membership shall be made via the Membership Committee accompanied by the appropriate fee made payable to the St. Clair County Arabian Horse Association and submitted to the Association Treasurer. SECTION 4. After investigation, if, in the opinion of a majority of the board of directors, a membership should be revoked, the Board shall so recommend to the President. The President shall then place it on the floor of the next meeting or at a general membership meeting. A two-thirds (2/3) majority vote of the members present at the meeting will be necessary to revoke a membership. ARTICLE IV - DUES AND REVENUES SECTION 1. The Association dues shall be proposed by the Board of Directors with the approval or disapproval by the majority of votes by the general membership at one of the General Membership Meetings. All dues shall be paid to the Membership Chairperson and placed in the general treasury. SECTION 2. Membership year and fiscal years shall be from January 1st through December 31st. A. Members who do not renew their membership prior to March 1st of each year shall be dropped from the Association roster, mailing list and forfeit voting privileges. B. Dues for new members joining the Association on/or after October 1st shall include the following year with voting privileges starting January 1st of the following year. SECTION 3. Proceeds from any money project will be deposited into the general treasury unless previously specified for another purpose. ARTICLE V - OFFICERS AND BOARD OF DIRECTORS SECTION 1. The Board of Directors of the Association shall consist of the elected officers of President, Vice-President, Secretary, Treasurer, and three (3) Directors at Large. SECTION 2. The Board of Directors shall have the power to take any action not inconsistent with the law, with the Articles of Incorporation, with the Association By-Laws, or with any duly enacted resolution of any General Membership meeting. A. The Board of Directors may delegate to any Committee or Officer any portion of its power subject to any limitation, which it may seem fit to impose. SECTION 3. The Officers of this Association shall be elected by ballot at the Annual Meeting in October. Each Officer’s term shall consist of two (2) years. Officers shall commence their term at the November meeting except the Treasurer shall be January 1st. SECTION 4. Qualification for a member to hold office shall be a person of at least 18 years of age and a member of the Association in good standing who had belonged to SCCAHA for at least (90) days prior to election. SECTION 5. Officers do not have term limitations. SECTION 6. The Officers of this Association shall have those powers delegated to them by these By-Laws and such additional powers as may be delegated at one of the General Membership Meetings or by the Board of Directors. SECTION 7. The Board of Directors shall hold an open monthly meeting. A. A member may present any problem or question to the Board by attending a monthly Board Meeting and being acknowledged by the President. SECTION 8. The Office of Director shall be considered vacant under the following circumstances: The death, resignation, permanent inability to assume the duties of Director, failure of a Director to maintain a membership or the removal of a Director from office by a two-thirds (2/3) of votes of the membership cast at the annual meeting. A. Any member of the Board of Directors who has missed three (3) consecutive meetings of the Board, without just cause, may result in the removal from office. B. The Board may give consideration to a request for resignation. C. Any vacancy occurring shall be filled at the next Board or General Meeting. ARTICLE VI - DUTIES OF OFFICERS SECTION 1. President The President shall preside at all meetings of the membership and the Board of Directors; shall be the Executive Officer of the Association; appoint all SCCAHA Committees and their Chairpersons and be an ex-officio member of all Committees except the Nominating Committee; and shall perform all duties required of the President by these By-Laws or delegated to him/her by the Board of Directors. A. All financial transactions will be approved for payment at a monthly Board Meeting. Special circumstances must be approved by the President and presented at the next Board meeting. SECTION 2. Vice-President The Vice-President shall assume all duties of the President in the event of the President’s absence or inability to act; or at the President’s request. SECTION 3. Secretary The Secretary shall: A. prepare an agenda for the meetings and take attendance, either by roll call or sign in sheet of all members and guests present, for/at all of the meetings of the association. B. keep minutes of all meetings of the Association and all meetings of the Board of Directors with the names of the Directors present. C. keep the records and books of minutes from prior years, to be kept in a place the Board of Directors may order. D. keep the record of the Association. E. keep a record of officers and committee members appointed, record of the date and for what period of time these appointments are for, and a record of time served. F. keep a record of election results with the number of votes received by each nominee. G. keep a roster of the members with the date on which the membership began and ceased. H. keep a corrected copy of the Association By-Laws. 1. give, or cause to be given, proper notice of all meetings of the Association and the Board of Directors. 2. notify Officers and Committee members of their appointment. 3. provide a written notice to any member removed form Office, Committee, Chairmanship or Membership. 4. furnish Committees all papers referred to them. 5. conduct or cause to be conducted all correspondence and communications approved by the President and perform all duties incident to the Office of Secretary. 6. have such duties as may be delegated by the President or the Board of Directors. 7. be allotted petty cash in an amount specified by the Board of Directors. SECTION 4. Treasurer The Treasurer shall: A. keep full and accurate accounts of receipts and disbursements in the book of belonging to the Association and shall deposit monthly all monies and other valuable effects in a bank designated by the Board of Directors in the name of St. Clair County Arabian Horse Association. B. disburse all funds of the Association as may be ordered by the Board of Directors, taking vouchers for such disbursements. C. render to the President and Board of Directors at the regular meetings of the General Membership an account of all his/her transactions as Treasurer and a statement of the financial condition of the organization. D. shall keep records, and books may be subject to an audit on demand of the Board of Directors. E. prepare a budget for approval at such time as the Board of Directors deems necessary. F. be allotted petty cash in an amount specified by the Board of Directors. G. prepare a detailed "Income/Disbursement Statement" for the fiscal year and submit to the Board of Directors. H. provide the financial records of the Association to the Audit Committee by March of each year. I. An annual audit of the financial records of the Treasurer shall be made by an accountant selected by the Board of Directors and reported at the February General Membership meeting. J. The Office of the Treasurer shall be bonded and the cost thereof shall be paid by the Association. ARTICLE VII - MEETINGS SECTION 1. Regular and Special Meetings of the Membership A. There will be a General Membership Meeting in February and October. B. Special meetings, for the purpose of conducting extraordinary business the Association, may be called by the President; the Board of Directors, by properly executed petition signed by sixty percent (60%) of the membership, and with thirty (30) days prior written notification to the membership. C. Those members present at a duly called special Meeting of the Association pursuant to these By-Laws shall constitute a quorum to transact business. SECTION 2. Annual Meeting A. Unless otherwise ordered by the President or by the Board of Directors, the regular meeting in October will be the Annual Meeting. B. At least thirty (30) days prior to the Annual Meeting, proper notice shall be made to the membership either by the Association Newsletter or by mail. C. At the Annual Meeting, the following business will be conducted: 1. Submission of Annual Reports of all Committees. 2. Nomination and election of Officers and Directors (every two years). 3. Voting on any properly submitted Amendment to the By-Laws. 4. All other business appropriate to come before an Annual Meeting. D. Each member qualified to vote shall be issued a voting packet upon his/her arrival at the Annual Meeting. E. By-Laws may also be amended at the February General Meeting. SECTION 3. Election A. Election shall be by written ballot. B. In addition to nominations by the Nominating Committee, nominations may be made from the floor by the membership if the nominees are members in good standing. C. All nominees must have consented to accept nominations before their names are placed in nomination either by the Committee or from the floor. D. In the election of the Officers or Directors, a majority of votes cast shall be necessary for an election and the presiding Officer will not vote except in the case of a tie. E. Members must be present to vote. SECTION 4. Meeting of the Board of Directors A. Unless otherwise ordered by the Board of Directors, there shall be a meeting of the Board at least once each month, with date, time and place being designated by the President. B. The President or the majority of the Board may call a Special Meeting of the Board at any time and any place upon reasonable notice (7 days) to each Board Member in writing. C. Any meeting of the Board called pursuant to these By-Laws, the presence of a simple majority of the members of the Board of Directors shall constitute a quorum to transact business. D. The Board of Directors may take action by contacting the Board Members by mail, email, or telephone and a majority of vote shall rule. Verification of telephone voting shall be confirmed in writing. If voting is done by email, that email shall be considered written confirmation. E. Association members present at the Board of Directors meetings are considered meeting members and have the same discussion and motion making privileges as the Board Member ARTICLE VIII - COMMITTEES SECTION 1. There shall be both Standing and Temporary Committees. Standing Committees A. The Advertising and Publicity Committee shall secure customers for the Association’s publication and shows, and publicize the activities of the Association through the press and other media. B. The Fundraising Committee shall advise and assist individual fundraising projects. C. The Historian shall maintain a history of the Association together with substantiating data and shall maintain a permanent, written and pictorial record chronicling the Association’s activities. D. A Youth Committee shall consist of members under 18 years of age to present their ideas/suggestions to the Board of Directors following the rules of the established By-Laws. A Chairman is to be elected by the Youth Committee. Temporary Committees Temporary Committees shall be set up at the discretion of the President who shall have sole power to appoint members and duties. These Committees shall report back to the President and Board of Directors if necessary. A. Committees shall submit all plans and budgets to the Board of Directors for approval. B. When terminated, the Committee shall return to the Association Secretary all papers entrusted to the committee. C. A majority of the members of a Committee shall constitute a quorum to transact business. ARTICLE IX - GENERAL PROVISION SECTION 1. Amendments of By-Laws A. Amendments to the By-Laws, Amendments to the Articles of Incorporation, or dissolution of the Association may be made at one of the General Membership Meetings or a Special Meeting called for that purpose. Amendments must be passed by a two-thirds (2/3) majority of the members present. B. Proper notice of said meeting shall be mailed to the membership at least thirty (30) days prior to one of the General Membership Meetings or Special Meeting. C. Proposed amendments shall be submitted in writing to the President with a copy to the Secretary (30) days prior to the meeting. The membership shall be notified of the proposed amendment by publishing same in the Association Newsletter prior to the meeting. SECTION 2. Dissolution of Assets A. The dissolved charitable purpose organization is required to obtain written approval from the Attorney General before disposing of any of its assets. B. In the event of dissolution, all assets, real and personal, shall be distributed at the board members’ discretion after all bills are paid. SECTION 3. Robert’s Rule of Order - Newly Revised The rules contained in Robert’s Rules of Order - Newly Revised may govern the Association in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules which the Association may adopt. SECTION 4. Voting by proxy will NOT be permitted. ARTICLE X: SUPPRESSION The forgoing By-Laws were approved on the 2nd day of November, 2000. A. The foregoing By-Laws were amended and approved on the 5th day of February, 2003. B. The foregoing By-Laws were amended and approved the 1st day of February 2007. C. The foregoing By-Laws were amended and approved on the 5th day of February 2009. _____________________________________________________________________________________________ ST. CLAIR COUNTY ARABIAN HORSE ASSOCIATION RULES AND REGULATIONS 1. Alcoholic beverages will not be allowed on grounds. 2. Proper attire must be followed at all times, i.e., no shirt, no service. 3. Dogs must be kept on a leash at all times. 4. Children under 12 years of age, children under legal age lacking seasoned horse experience and children with behavior problems or persons with disabilities will be required to be under constant supervision of parent, guardian, or other supervisor specifically appointed by the parent or guardian. Children under 6 years of age should be firmly held by the hand, carried by their attending adult, or restrained in some way. Unsupervised children may be grounds for dismissal from Fairgrounds. 5. Illegal appliances and substances will not be allowed on the grounds. 6. Kick Chains will be allowed in the stalls. 7. Food will be available on the grounds. 8. Neither SCCAHA nor the Fairgrounds will be held responsible for any injuries or lost/stolen property. 9. Horse owner shall carry own liability insurance and will assume full responsibility while on Fairgrounds. 10. Copies of Registration papers, current lease/purchase agreement, etc., as well as CURRENT-NEGATIVE COGGINS Test are required (at time of entry) - Current meaning within the current year. 11. Fees are: $25.00 per day / per show /per horse/tack stall, $10.00 per day/per show/per trailer (to show out of the trailer) and an office fee of $6.00 per show/per horse. 12. Pre-paid Regular Class Fee is $5.00 - Champion Class Fee is $6.00 - Sweepstakes Class Fee is $10.00 each class. Pre-paid has to be postmarked 10 days before the show to qualify. Fees paid after that time will be: Regular Class Fee is $6.00 - Champion Class Fee is $7.00 - Sweepstakes Class Fee is $11.00 each class. When shows are double judged, the fees are doubled. 13. Camping Fee - $15.00 per day/per camper/tent. Staying on the grounds overnight is camping. 14. Members must enter classes at least 2 classes prior to the class he/she will participate in. 15. Owners / Riders / Handlers / must hold a current paid SCCAHA membership in order to show in any class. 16. All horses must be serviceably sound. 17. Youth shall not be allowed to show nor ride a stallion of any age. 18. The maximum length of the horse’s toe is to be 4 ½ inches. The maximum weight of the shoe is 14 oz., excluding pads and nails. 19. For showing purposes, the age of the rider / handler will be tabulated as of January 1st of the current year. 20. All horses must be under control at all times and maybe subjected for dismissal from the Fairgrounds by the President of SCCAHA. 21. Unruly horses will be excused from the show ring by the Judge. 22. Protest MUST be submitted to the SCCAHA Board of Directors, in writing, and will be deliberated on during their next appointed meeting. A $25.00 filing fee MUST accompany each written protest. This is a NON-REFUNDABLE fee. 23. Halter, Fitting and Showing, and all Performances Classes are open to both Arabian and Half-Arabian Horses. 24. All Equitation Championship classes may include a pattern at the Judge’s discretion. Patterns for Championship and Fitting and Showing classes will be posted prior to the classes. 25. Appropriate side-saddle attire and appointments may be used in all classes. 26. Chaps are optional in all Western classes including Bareback Equitation. 27. Headers may be used at the final line-up (for safety purposes) in Walk-Trot classes. Headers are to stand in front of the horse, but not as to be obstruct the Judge’s view. Headers may hold the horse, ONLY in the event of a safety issue. 28. NO lunging or long-lining will be allowed in the make-up area. 29. Any bad checks, including non-sufficient funds, account closures, fraudulent, etc., will result in the immediate termination of membership and parties will be subject to prosecution with all points earned forfeited.. All checks must be made good within ten (10) calendar days after receipt on show day. Reinstatement of membership(s) shall be determined at the next scheduled Board Meeting. A $30.00 bad check fee per check will be imposed. __________________________________________________________