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PAULDING
COUNTY SADDLE CLUB, INC.
CONSTITUTION
AND BY-LAWS
January
– December 2007
PREAMBLE
To enable and stimulate the love of horses and the outdoors, we unite to
form
THE PAULDING COUNTY SADDLE CLUB, INC.
ARTICLE 1 - ORGANIZATION
The
organization shall be known as the Paulding County Saddle Club, Inc.
The
motto is “Fellowship Through Horsemanship”.
The
club colors are turquoise, black, and white.
The
club is a non-profit organization operated for the purposes of promoting horse
shows and fellowship and enjoyment of its members.
The
meeting will be at the location designated by the President, or as designated by
2/3 of the Board of Directors.
In
the event the club is dissolved, after the discharge of its liabilities, the
remaining assets shall be given to a charitable organization at the discretion
of the Board of Directors.
ARTICLE 2 - MEMBERSHIP
Membership
is open to individuals and families who are interested in the promotion of
horses and are willing to abide by the rules and regulations of the club. No
organizational memberships will be allowed. The
term of membership is one (1) year which begins on January 1st and
ends on December 31st.
Section
1 - General Membership
General
Membership entitles a member in good standing to all benefits, privileges, and
entitlements otherwise afforded by the club.
When
a person/family expresses the desire to join the club, the membership is
approved as follows:
Application & Dues are submitted to any member of
the Board of Directors.
Affirmation will occur at the next meeting.
Any member who objects to admission of this person
must submit reasons in writing to the Board of Directors within two weeks from
the date of introduction to the club.
The Board of Directors shall consider these
objections and shall make the decision regarding admission. The decision of the
Board of Directors shall be final.
General Membership
Requirements:
Attend 51% of monthly General Membership meetings and
work 51% of all Club functions for the season for a minimum of 3 hours at each
function. Work hours will be recorded by event coordinator through sign-in
sheets.
Youths 12 years old or younger are exempt from
General Membership meeting requirements.
Membership dues shall be due and payable at the first
club meeting in January of each year. Dues will be $25 (Family) and $15
(Individual) for one year up to July 1st of the year, and then dues
will be $12.50 (Family) and $7.50 (Individual) from July 1st to
October 1st, then no charge October 1st to December 31st
of the joining year.
A family membership is defined as individuals
within the same household.
Section
2 - Associate Membership
Associate
Membership entitles a member in good standing to all benefits and entitlements
otherwise afforded by the club but prohibits the member from debating or voting
on any matter of Club business.
Associate
members are exempt from General Membership meetings.
Associate
Memberships are not allowed for families, groups or organizations.
Associate
Members can not hold or fill an elected office or committee chair. However,
Associate Members may run for office in the fall elections but must declare
their intent to fulfill all responsibilities demanded of the office and meet
all General Membership requirements during the elected term.
Associate
Members will not represent PCSC at any function, meeting, or gathering for the
purposes of club business or obligations.
When
an individual expresses the desire to join the club, the membership is approved
as follows:
Application & Dues are submitted to any member of
the Board of Directors.
Affirmation will occur at the next meeting. Applicant
member need not be present.
Any member who objects to admission of this person
must submit reasons in writing to the Board of Directors within two weeks from
the date of introduction to the club.
The Board of Directors shall consider these
objections and shall make the decision regarding admission. The decision of the
Board of Directors shall be final.
Associate Membership
Requirements:
Each Associate Member is required to work at 51% of
all Club functions scheduled for the season for a minimum of 3 hours at each
function. Work hours will be tracked by event coordinator through sign-in
sheets.
The term of membership is one (1) year which begins
on January 1st and ends on December 31st. Membership dues
shall be due and payable at the first club meeting in January of each year. Dues
will be $15 for one year up to July 1st of the year, and then dues
will be $7.50 from July 1st to October 1st, then no charge
October 1st to December 31st of the joining year.
Section
3 - Honorary Lifetime Membership
This
classification of membership entitles a member in good standing to all
benefits, privileges, and entitlements otherwise afforded by the club.
Honorary
Lifetime Membership candidates may be nominated in writing to the Board of
Directors by any member in good standing. Candidates must have achieved
significant accomplishments towards service to Paulding County Saddle Club
that, in the opinion of the Board of Directors, merit recognition worthy of the
award. Honorary Lifetime Membership may be granted by simple majority vote of
the Board of Directors.
Honorary
Lifetime Members will be entered on the Club membership roster and identified
as such.
Honorary Membership
Requirements:
Honorary membership recipients are required to meet
all General Membership requirements to retain voting and membership benefits.
Honorary Lifetime Membership recipients are not
required to pay membership dues.
Honorary
membership shall include family members within the same household.
ARTICLE 3 - OFFICERS
The
officers of PCSC are President, Vice-President, Secretary, Treasurer, Sergeant-At-Arms,
Quartermaster, Records Keeper, Chaplain, Public Relations, and NWGHA Representative.
The
officers will serve for twelve months, (01 January thru 31 December).
ARTICLE 4 - BOARD OF DIRECTORS
The
Board of Directors will consist of current Club Officers, and the immediate past
President.
The
Board of Directors will serve for twelve months, (01 January thru 31 December).
A
minimum of seven members of the Board constitute a quorum.
Any
business decision of the Board of Directors shall be final, unless overruled by
a vote of 2/3 of the club membership in good standing, present at the next
business meeting.
ARTICLE 5 - DUTIES OF OFFICERS
President:
Perform the customary duties of the office.
Preside over all meetings of the Club and the Board
of Directors.
Appoint all committees.
Call a meeting upon the request of three club members
in good standing.
Call for a meeting of the Board of Directors.
Vice
President:
Preside over and responsible for all Horse Shows and
Club Events.
Fulfill the presidential duties in the absence of the
President.
Secretary:
Perform the customary duties of the office.
Keep the minutes of all proceedings, record the same
and be prepared to present them at the next meeting.
Maintain a current roster of all Officers, Board
Members and club members with addresses and telephone numbers.
Maintain records, reports and correspondence of the
Club.
Attempt to notify club members of the meeting dates.
Mail newsletters, minutes and notices of the Club.
Maintain Members in Good Standing roster and make
roster available to Officers. Secretary will notify Board if a member falls out
of grace.
Treasurer:
Perform the customary duties of the office.
Manage all Monies of the Club and maintain the bank
account.
Report all Monies received spent and bank balance at
every meeting.
Sergeant-at-Arms:
Maintain order at all Meetings & Club events.
Serve as parliamentarian responsible for enforcing
the By-Laws & Rules of Order.
Chaplain:
Lead devotional at all meetings and events.
NWGHA
Representative:
Represent PCSC General Membership at all NWGHA
meetings.
Report all related news and materials to PCSC.
Submit all PCSC materials required by NWGHA.
Public
Relations:
Responsible for Advertising and Promotion of all
events for the Club.
Maintain current information on magazines,
newspapers, Internet listings, etc. where advertising is required and
effective.
Coordinating flyers and handouts.
Quartermaster:
Responsible for inventory, maintenance, and
transportation of all PCSC property.
Records
Keeper:
Record and track PCSC member’s show points for State
competition and year end awards.
Record and track attendance and work credits for PCSC
members.
ARTICLE 6 - ELECTIONS
In October, the floor will be opened to establish nominees and
additional nominations.
All nominees must be members in good standing. All nominees shall
be approved by the Board and brought to the November meeting.
The election of officers shall be held at the November business
meeting. A simple majority of the vote will serve to elect.
Term limits are placed on the position of President and Vice
President of the Club; said term not to exceed three years concurrent service
in the position, without a break in service of at least one year.
New Officers will be installed at the December meeting.
Out
of cycle vacancies will be filled by simple majority vote of the General
Membership. Elections will be accomplished at first opportunity. The Board of
Directors will oversee the nomination process and ensure ample opportunity for
nomination and vote.
ARTICLE 7 - VOTING
Section 1 - General Vote
Voting shall be one person, one vote, for ages 13 and over who
meet membership requirements as defined in Article 2, MEMBERSHIP.
In order to vote, each person must be a member in good standing
for the current year.
Members unable to attend a voting function may vote by proxy.
Proxies must be submitted to an officer or member of the Board of Directors at
any time before the vote is called.
Section 2 - E-Mail/Telephone Vote
Limited to matters essential to the fair and proper administration
of Club interests where a majority vote must be counted and delaying till the
next General Membership meeting will hurt the moral of the membership, cause
failure of the Club to meet prior obligations, or adversely affect the due
process of Club business.
Motions presented must be concise and structured to easily attain
a yes or no vote.
Amendments to an e-mail/telephone motion are discouraged.
Board of Directors will ensure the motion meets criteria to be an
authorized motion.
Motion must be disseminated to the Club Membership by the most
expedient means possible with a voting deadline that supports the motion but
gives ample time for membership debate and decision. Distribution may include
e-mail, telephone reading, or any other means that meets the intent of the
motion.
Board of Directors will ensure that at least 50% of the members in
good standing are contacted to establish the quorum.
E-mail/telephone vote will not be used to amend PCSC bylaws.
The President, or in absence, the Vice President, or in absence,
the Secretary will assign two Officers to oversee the motion and tally the
votes. Voting will be in accordance with PCSC by-laws.
Members will submit their vote to the appointed Officers by the
deadline established. Votes may be submitted by e-mail, telephone, or any other
means that assures the members votes are counted and recorded.
Any member previously contacted that does not submit a vote by the
deadline will be counted as abstain, (neither a yes nor no). Members who were
not available for inclusion to the quorum will not be counted. Once the
deadline is passed, the votes will be tallied with results presented to the
Board of Directors for implementation or action.
While open e-mail debate is encouraged, members may decide to
engage directly with the sponsoring member or directly to one or more members
of the Board of Directors. Every attempt should be made to keep the debate and
questions respectful and relevant to the facts of the motion. Motions to amend
the original motion will be reviewed by the Board of Directors and assessed for
the best interest of the original motion, or Club.
If at any time, three or more members of the quorum or the general
consensus of the Board of Directors wish the motion to be tabled, the motion
will be tabled and presented at the next general membership meeting. The
sponsoring member and/or any other member may appeal the decision to table
directly to the Board of Directors for continuation of the e-mail/telephone
motion. Decisions by the Board of Directors regarding amendments and appeals
are final.
ARTICLE 8 - CONDUCT
No member, regardless of position, may represent the club at any
function, National Meeting, Commission meeting, or gathering, and speak on
behalf of the club without prior appointment to a position which affords such
powers, and approval of the club membership. This shall include meetings
related to future plans of the club, or the will of the club on any particular
matter. Discussion of plans or the will of the club shall be immediately
referred to the proper official of the club.
Incidents that violate the rules of representation shall be
immediately addressed by the Board of Directors.
PCSC members are expected to conduct themselves in an exemplary
manner at ALL times.
Complaints must be submitted in writing to the Board of Directors.
The Board of Directors will investigate the accusations and if warranted,
notify the accused member in writing of the pertinent findings of the Board and
recommended disciplinary actions.
ARTICLE 9 - TERMINATION
OF MEMBERSHIP
Membership in the Club may be terminated for deliberate violation
of the Club’s rules and/or conduct unbecoming a member by 2/3 vote of the
membership in good standing.
ARTICLE 10 - GRIEVANCES
Any member who feels they have been unjustly terminated may appeal
to one of the Board of Directors to be brought up before the club at the next
meeting. A 2/3 majority vote of the members present will be required to
reinstate the member.
ARTICLE 11 - EVENTS AND AWARDS
The Club shall hold an Annual Awards Banquet and Christmas Party.
a.Award recipients must be members in good
standing.
Members must compete in at least 50% of scheduled open events for
a given class/category to be considered for award in that class/category.
b.Awards shall be determined by the appointed
Awards Committee.
The Club shall not expend more than $2500 on awards per year.
The Club shall not expend more than $1500 on Christmas banquet per
year.
Class entry fees for open shows shall be $5 for members and $6 for
non-members. Refunds will not be allowed for any reason, with the exception of
a medical condition, which would prevent rider and/or mount from entering
class.
Show registration fees shall be $5 for non-members.
ARTICLE 12 - BUDGET AND
FINANCES
A minimum of $1500.00 shall be in the operating account at all
times.
An Obligation form will be used for spending. The Obligation form
will name the good or service required, the Project Officer or Officers
assigned to the Obligation (persons allowed to call for spending), and a justification
for that good or service. Also, the proposing member or committee will affix an
amount to the Obligation, in order to purchase the good, or service. Each
Obligation form will be presented to the membership at a regular meeting,
unless the need is an emergency. The membership will be allowed discussion and
will then vote to obligate the funds at a level established by the membership. Once
an obligation is passed, the Treasurer shall be allowed to write checks to
vendors up to the limit placed on the obligation. No member shall make a
financial commitment to a vendor without prior passed Obligation. If done, the
member making the commitment shall be personally responsible for the
commitment.
The Treasurer of the Club is the only person who may write a check
from the Club account. Each check shall be co-signed by one of three members in
good standing, elected each January by the Club. A sitting President, or Vice
President, may not sign a check, or unilaterally expend funds or obligate the
club financially for any reason, without a passed Obligation from the club
membership.
The Treasurer shall withdraw and hold an expense fund in the
amount of $500.00 to be used for purchases at shows. No funds shall be taken
from cash boxes to make purchases, except in an emergency, and then only by the
Treasurer or Concession Manager. Persons who make purchases at shows shall
obtain prior approval by the Treasurer and a receipt shall immediately be
remanded to the Treasurer upon return from making the purchase. Cash boxes
shall be assigned to the Registration Chair, and Concession Chair at the
beginning of each show, with change funds included; not to exceed $200.00. The
recipients of the boxes shall be responsible for the cash in the boxes, and for
remanding boxes back to the Treasurer at the end of the show.
Obligation forms will not be required for start-up supplies.
Concession roll over stock and lay in supplies shall not exceed
$500.
ARTICLE 13 - COMMITEES
All committees are open for all who wish to participate.
The President will appoint the following Committees:
Audit Committee
Formed in January.
Audit financial records and submit
written report no later than March General Membership meeting.
Accomplished before the account is turned
over to the new Treasurer.
Consists of at least three members in
good standing.
Excludes current and immediate past Board
of Directors.
Show Committee
Formed in January.
Submit class sheet and show dates at the
February General Membership meeting.
Awards Committee
Formed in January.
Develop and present awards program to
General Membership for approval prior to first show.
Budget presented in August, approved no
later than September.
Nominating Committee
Formed in August.
Formalizes and submits a slate of officer
and Board member candidates to the October General Membership meeting.
ARTICLE 14 - AMENDMENTS
TO BYLAWS
Motion to change or amend bylaws can be brought to the floor at
anytime.
Each proposed change shall be presented in writing to membership
for first reading.
Vote to adopt change will occur at the next meeting following
first reading. Changes require simple majority of membership to pass.
The foregoing bylaws are accepted
by majority vote of the Paulding County
Saddle
Club General Membership and durable for the 2007 calendar year.
Signed
Scott Brock,
President
02 February 2007
ATTACHMENTS
Club Equipment Rental
AMENDMENTS
None
rpo/02feb07
ATTACHMENT 1
CLUB EQUIPMENT RENTAL
FOR RECORD
PCSC equipment may be rented under the following
conditions:
Renter
shall be a member in good standing for at least 6 months and be at least
18 years of age.
Purpose
of the event must be equine related and non-profit.
Equipment
will not be rented within 20 days of the next scheduled PCSC event. This
is the minimum window to replace or repair equipment not returned in
serviceable condition.
Renter
must request the use of the equipment at a general membership meeting. The
request may be presented in person or in writing. This allows the purpose
and dates to be announced to the membership and allows an opportunity to
prioritize schedules and needs of the equipment.
Rental
duration will not exceed three (3) days plus one (1) pickup day and one
(1) return day. Late fees will apply.
Radios,
PA system, and one (1) timer will not be included in the rental agreement.
Equipment
will be picked up and dropped off at the location, dates, and times as
determined by the Quartermaster. No exceptions.
Tow
vehicle must be properly equipped for the trailer. Renter is responsible
for all required towing accessories. Modifications to PCSC trailer will
not be allowed.
Renter
must have proof of insurance. Approximate value of trailer and contents is
$7000.00.
A
lease agreement will be used for each rental.
Quartermaster
and renter will jointly inventory all equipment at time of pickup and at
time of return. Renter is responsible for all equipment until accepted
back by the Quartermaster.
All
equipment will be replaced or repaired by PCSC at renter’s expense. No
exceptions.
Renter
will submit a deposit of $500 cash. Deposit will be returned in full if
equipment is found to be clean, serviceable and inventory is complete.
Late fees may apply.
Rental
fee for anticipated number of days will be paid prior to or at pickup.
Fees are $200 for first day and $100 dollars per additional day. Pickup
and return days do not apply.
Late
fee of $100 per day will be deducted from the deposit.
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