PCSC By Laws 2009
| PAULDING COUNTY SADDLE CLUB, INC. CONSTITUTION AND BY-LAWS January – December 2009 PREAMBLE To enable and stimulate the love of horses and the outdoors, we unite to form 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. Any person can work for a club member’s work hour requirements, however, the worker must sign in at that function for who they are working for. 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: Vice President: Secretary: Treasurer: Sergeant-at-Arms: Chaplain: NWGHA Representative: Public Relations: Quartermaster: Records Keeper: 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. 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. 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 – COMMITTEES All committees are open for all who wish to participate. The President will appoint the following Committees: Audit Committee Show Committee Awards Committee Nominating Committee 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. _ _____________ ATTACHMENTS Club Equipment Rental AMENDMENTS None nf 12/1/2009 ATTACHMENT 1 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. End |