COLOR COUNTRY EQUESTRIAN CLUB BY-LAWS
ARTICLE 1 – PROPERTIES
Section 1: All properties purchased or otherwise obtained shall belong to Color Country Equestrian Club.
Section 2: Inventory needs to be done annually by the Treasurer and turned in to the Secretary by December 31.
ARTICLE 2 – EXECUTIVE BOARD
Section 1: The Executive Board shall be comprised of the elected officers, elected Board Members and appointed Standing Committee Chairs.
Section 2: Each member of the Executive Board shall have one vote on all matters requiring a vote. Junior Board members (members under 18 years of age) and Ad Hoc appointed Committee Chairpersons shall not have Executive Board voting privileges.
ARTICLE 3 – FEES AND DUES
Section 1: Dues for new members joining the club after September 30th shall be good through the following year. Section 2: The fiscal year will be from January 1st to December 31st.
Section 3: Membership Dues and Show Fees shall be set annually by a vote of the Executive Board
ARTICLE 4 – MEMBERSHIP
Section 1: Membership shall consist of families, equestrian businesses and individuals who are interested in horse activities and horsemanship.
Section 2: A family consists of husband and/or wife and is inclusive of all family members living at the same address. Section 3: The status of family memberships changing due to single members getting married shall not require additional dues until the next calendar year.
Section 4: Single membership consists of individuals not covered in family memberships.
Section 5: Honorary and Lifetime memberships may be approved only by a unanimous vote of the Board. Lifetime may be considered for members who have made long-term outstanding contributions to the club. Lifetime memberships may also be purchased.
Section 6: Any member going into the armed services shall be retained as a member in good standing with all fees waived until the club’s next calendar year after discharge.
Section 7: The Board may refuse or revoke membership status only upon reasonable grounds relating to horse activities. Membership status cannot be denied because of age, race, color, religion or sex.
Section 8: The Treasurer shall generate renewal notices to be sent to those who have not renewed by March 31st. Section 9: Individuals or families may join the Club on a temporary basis for a period of one (1) event. Membership will be a nominal fee set by the Board. Temporary members will be eligible to participate as a member in gymkhanas, Trail rides, Horse show, and other club activities. Temporary members will not accumulate points toward year-end awards. Temporary members will not be eligible to run for a club office nor will they be eligible to vote.
Section 10: Proceedings may be brought against any member for misconduct that reflects negatively in any way upon the club. Upon charges being presented to the Board in writing, the offending member shall notified by registered letter of the charges brought and shall be given ten (10) days in which to answer said charges. Said charges are to be heard in a regular or special meeting of the Board and a majority vote required to cause expulsion.
Section 11: Charges can be brought against any member of the club who is exhibiting inappropriate behavior or has been using abusive language at any stated meeting or social affair.
ARTICLE 5 – OFFICERS
Section 1: The officers of the club shall include a President, Vice-President, Secretary and Treasurer. Additional officers may be authorized by the Board.
Section 2: Officers must have been members in good standing and shall serve for a period of one (1) year. This section shall be waived for Charter Officers.
Section 3: The President shall not succeed himself after serving four (4) full terms in office. However, after one (1) year out of office he/she may hold that position again.
Section 4: An officer may be removed from office for non-compliance with the Constitution or By-Laws, or by failing to fulfill his/her duties in an efficient, acceptable manner. A warming shall be provided, giving specific factual details of the poor performance, and an opportunity given for the officer to improve his/her performance to an acceptable level and the timeframe to do so. This letter shall be signed by a minimum of three of the other four officers. If acceptable performance is not evident, as demonstrated by objective e, factual information, the officer shall receive e notice of his/her failings by certified mail and shall have an opportunity to refute the allegations at a board meeting called for this purpose. A quorum of remaining Executive Board members must be present at the meeting. The meeting shall be posted and open to the general membership. The meeting shall be presided over by the highest ranking officer not subject to removal. After both sides of the issue have been present, a roll call vote of the remaining Executive Board will be taken to determine if the officer should be removed from office. A majority vote shall decide the issue. The resulting decision will become effective immediately.
Section 5: A vacancy in the office of the President shall be filled by the Vice-President.
Section 6: Any officer vacancy, with the exception of the President, that occurs during a term, will be filled by Executive Board appointment. A majority vote of a quorum of the Executive Board shall be required to appoint a replacement officer.
Section 7: The term of office for any replacement officer shall be the remainder of the term of the officer replaced.
ARTICLE 6 – COMMITTEE CHAIRS
Section 1: The Standing Committee Chairs shall include: Communications, Horse Show, Awards and Fundraising, Stallion Service Auction, Trail Rides, Clinics Organizing and Social Events.
Section 2: Ad Hoc Chairs: (Created for a special purpose and disbanded upon completion) will include: Nominations and others as necessary.
Section 3: Committee Chairs must have been members in good standing and shall serve for a period of one (1) year. Committee Chairs shall be filled by appointment by the Executive Board. Committee Chair roles may be filled by Officers or Board Members.
Section 4: A Committee Chair may be removed from office for non-compliance with the constitution or By-Laws or by failing to fulfill his/her duties in an efficient, acceptable manner. A warming shall be provided, giving specific factual details of the poor performance, and an opportunity given for the officer to improve his/her performance to an acceptable level and the timeframe to do so. This letter shall be signed by a minimum of three of the other four officers. If acceptable performance is not evident, as demonstrated by objective factual information, the officer shall receive notice of his/her failings by certified mail and shall have an opportunity to refute the allegations at a board meeting called for this purpose. A quorum of remaining Executive Board members must be present at the meeting. The meeting shall be posted and open to the general membership. The meeting shall be presided over by the highest ranking officer not subject to removal. After both sides of the issue have been present, a roll call vote of the remaining Executive Board will be taken to determine if the Committee Chair should be removed from office. A majority vote shall decide the issue. The resulting decision will become effective immediately.
Section 5: A vacancy in any Chair position shall be filled by appointment of a new Chair by Executive Board appointment. A majority vote of a quorum of the Executive Board shall be required to appoint a replacement Chair. Section 6: The term of office for any replacement Chair shall be the remainder of the term of the Chair replaced.
ARTICLE 7 – MEETINGS
Section 1: Regular membership meetings can be held anytime, meeting date and time to be determined by the Board. At least one (1) regular meeting shall be held annually. Meeting agenda shall, as a minimum, cover all items listed in Appendix C.
Section 2: Special membership meetings may be called by any Board member.
Section 3: Only members in good standing shall be eligible to vote. In family memberships, each adult over the age of 18 shall have one (1) vote.
Section 4: Board meetings may be called by a Board member with notice to all Board members at least one (1) week prior to such meeting. All Board Meetings shall be open to all members in good standing.
Section 5: Board meetings must be attended by a quorum. (Reference Roberts Rules or Order)
Section 6: Purpose of meetings: To provide for the contribution of valuable le suggestions, criticism and input of individual members; provides an opportunity for social get together and general business.
ARTICLE 8 – ELECTIONS
Section 1: A Nominating Committee shall be appointed by the Board to form a slate of prospective officers. Nominations for officers may be made from the floor at a regular meeting of the club, or in writing.
Section 2: Nominations shall be held in November. The Nominating Committee will mail ballots two weeks prior to the scheduled elections. Voting will be held at the annual awards banquet. In cases of uncontested races, mailing of ballots will not required and voting will consist of a vote of support for the nominee(s).
Section 3: Eligible voters are as specified in Article 7, Section 3.
Section 4: The officers shall be installed at the annual Awards Banquet of the club. The term of office for all officers shall be the calendar year. The retiring President shall preside and shall install the newly elected officers as the concluding act of his/her administration.
Section 5: Any vacancies in other offices of the Board shall be filled for the unexpired term by an appointment by the Board for the remainder of the term.
ARTICLE 9 – DUTIES OF OFFICERS
Section 1: The duties of the Officers of the club are as listed in Appendix A, and such other duties, which may be designated from time to time by the Board. The duties of the Committee Chairs shall be as listed in Appendix B. Section 2: The Board shall have the power to settle all member disputes and direct the management of the club at its regular meetings and in case of emergency.
Section 3: Any Board member finding it necessary to miss three (3) consecutive regularly scheduled Board meetings shall be subject to removal from office in accordance with Article 5, Section 4.
ARTICLE 10 – CONTRACTING AND SECURING
Section 1: The Board may contract for building materials and any other needs of the club. The Board may secure supplies and all other materials for club activities through regular or special channels. No purchase shall be made in the name of the club by any person with approval of the Board.
Section 2: Any person or committee delegated to carry out any club project shall keep accurate records of any monies spent or collected. A detailed report shall be submitted upon culmination of the project. The report shall be present to the Board.
ARTICLE 11 – INDEBTEDNESS
Section 1: The highest amount of indebtedness or liability, direct or contingent, to which the club may at any time subject itself is $4000.00.
ARTICLE 12 – DISSOLUTION
Section 1: In case of dissolution of the club, being voted at a membership meeting, no property or money belonging to the club shall be distributed to, or inure to the benefit of any member, but shall be donated to a charity or other equestrian organization designated by a majority vote in a membership meeting. All members in good standing shall be notified at least four (4) weeks in advance of the meeting by a letter stating the purpose of the meeting.
ARTICLE 13 – TABLING
Section 1: No matter properly brought before the club for discussion shall be table for more than one (1) meeting, action on same to be brought up at the next stated business meeting. Otherwise, all meetings shall follow Roberts Rules of Order in conducting meetings.
ARTICLE 14 – AMENDMENTS
Section 1: Addition or revisions to these By-Laws can be made by a majority vote any membership or open Board meeting and must be read at one (1) membership meeting before they are adopted. Amendments shall be approved at the Article and Section Level and are not approved as “all or none”.
ARTICLE 15 – FINANCIAL REPORT
Section 1: All financial reports shall be done in established standard procedure and carried forth from year to year. The calendar year shall be used for financial reports.
APPENDIX A
Color Country Equestrian Club
Board Members & Officers Responsibilities and Authority
PRESIDENT:
Preside over all CCEC activities
Schedule, organize and run Board meetings and General Membership meetings
Post meeting notices as required and prepare written meeting agenda.
Keep CCEC members informed of activities.
Authorize other members to carry out specified duties.
Appoint committees when needed to look after the interests of the club.
Keep trace of dates for different events.
Attend Board meetings.
Attend CCEC functions.
Represent the club’s interests and promote the club whenever and wherever possible.
Advocate club goals.
VICE-PRESIDENT:
Ad Hoc member of Horse Show Committee
Board liaison to Horse Show Chair
Assist the President when needed.
Assume President’s responsibilities and area of authority when President is absent.
Attend Board meetings.
Attend CCEC functions.
Represent the CCEC’s interests and promote the club whenever and wherever possible.
Advocate club goals.
SECRETARY:
Record in a book, and present if requested, the minutes of all Board meetings and General Membership
meetings.
Maintain club historical records.
Handle written correspondence involving club business or functions.
Handle social correspondence as needed. Attend Board meetings.
Attend Board meetings.
Attend CCEC functions.
Represent the CCEC’s interests and promote the club whenever and wherever possible.
Advocate club goals.
TREASURER:
Keep financial record of the club’s income and expenses.
Pay bills and distribute funds as needed with authorization by the Board.
Prepare financial statements (income statement, balance sheet, and cash flow statement) at the end of each
year.
Complete all necessary tax and state corporation paperwork and have a copy delivered to the Club President.
Provide a current list of new members to the Board.
APPENDIX B
Color Country Equestrian Club Committee Responsibilities and Authority
HORSE SHOW COMMITTEE:
Schedule, organize and oversee horse shows (date, time, location).
Publicize the event.
Create a list of horse show duties to ensure smooth operations (volunteer sign-in sheet, sign-up desk, judges,
gate, ring steward, timekeeper, ribbon writer/runner, and announcer).
Have checks ready for the judges.
Secure assistance to fulfill duties.
Order ribbons, trophies, prizes and equipment, as needed.
Maintain horse show equipment.
Generate paperwork needed for horse shows, including sign-up sheets; entry forms point tally, etc.
Maintain balance sheets to account for horse show funds/deposits.
Prepare a detailed report of each horse show to be presented the next Board meeting.
Write a summary of the event for the newsletter.
Arrange and prepare for year-end horse show awards.
Represent the club’s interests and promote the club whenever and wherever possible.
Advocate club goals.
AWARDS & FUNDRAISING:
Order ribbons, trophies, prizes as needed.
Maintain balance sheets to account for awards funds and fund raising deposits.
Arrange for fund raising events, raffles and corporate donations.
Arrange and prepare for year-end horse show awards. Represent the club’s interests and promote the club
whenever and wherever possible.
Advocate club goals.
STALLION SERVICE AUCTION:
Schedule, organize and oversee annual Stallion Service Auction (time, date and location).
Schedule, organize and oversee annual SSA Futurity (time, date and location).
Publicize the events in the newsletter.
Prepare reports to Board on SSA and Futurity.
Make the preparation for the events (solicit stallion donations, arrange facility, ensure SSA contracts are
completed, arrange for futurity entries).
Maintain balance sheets to account for funds/deposits. Submit annual budget for SSA and Futurity.
Write a summary of the events for the newsletter.
Represent the club’s interests and promote the club whenever and wherever possible.
Advocate club goals.
TRAIL RIDES:
Schedule, organize and oversee trail rides (time, date and location).
Publicize the event in the newsletter.
Prepare reports to Board on trail rides and potential trails.
Make preparations for the event including:
o Emergency equipment that might be needed. o For a cookout, organize who brings what.
o Have a sign-up list ready for the riders.
Write a summary of the event for the newsletter.
Represent the club’s interests and promote the club whenever and wherever possible.
Advocate club goals.
SOCIAL EVENTS:
Arrange facility, food and decorations for identified social events, including the Year End Banquet.
Oversee sale of event tickets.
Maintain balance sheet of ticket sales and proceeds.
Provide treasurer with an event financial report (with deposit slips, invoices, etc.)
Represent the club’s interests and promote the club whenever and wherever possible.
Advocate club goals.
Call to Order
Old Business
Reports from:
President
Vice-President Secretary
Treasurer
Chairpersons Reports
Ad Hoc Committee Reports New Business
Mail
Upcoming events, etc Questions
Adjournment