BYLAWS
Pima
County 4-H Horse Advisory Board
A
non-profit organization under the laws of the State of Arizona
Article I – Name The name of the
organization shall be “Pima County 4-H Horse Advisory Board” also known as
“HAB”
The HAB shall
consist of 5 (five) Officers and Board of Directors made up of the 15
Coordinators and Youth Board of 3 (three.)
Article II –
Object
The object of
this Organization shall be:
Manage the
assets of the Pima County Horse Projects.
Organize and
manage the countywide 4-H Horse activities.
To act a liaison
to other Horse related organizations in Pima County.
To enforce all
rules as set forth in the Pima County 4-H Horse Handbook also known as the
“Rulebook”
To be responsible for the operation of Point Shows as set out in the Pima
County 4-H Horse Handbook.
Article
III – Policy
This organization
shall be non-profit, non-partisan, non-sectarian and
governed under the guidelines of the Pima County University of Arizona
Extension Programs.
Article
IV - Standing Rules
The advisory board
shall abide by the Standing Rules of the Association. These rules and guidelines are spelled out in
the Pima County 4-H Horse Handbook.
Article
V – Fiscal Year
The 4-H Calendar
year begins on July 1stt, and ends on June 30th of the following year.
Article
VI – Meetings
A. Regularly Scheduled Meetings of the HAB: Meetings are to be held on the first Monday of every month unless otherwise
directed. Location to be dictated by the
HAB.
B: Special / Emergency Meetings: The President/Director shall be the one
person who may call a Special or Emergency meeting of the HAB. These meetings include but are not limited to
changing of horses on individual registration for point shows and any other
decisions needed to be made by the HAB.
If the President/Director is not available or not willing to call a
special meeting of the HAB then a 2/3 vote of HAB is required to call a Special
Meeting.
Special Meetings
are also not limited to attendance in person by the HAB. These meetings can be called upon by e-mail
or telephone. Identity verifications
will be required in any e-mail votes. Board Members must advise HAB if others
are allowed to access their e-mail accounts.
C.
There will be at least 10 mandatory meetings held in any one calendar year of
the HAB. These meetings will be
scheduled by the President of the HAB.
Officer or Board members who miss more than 2 meetings in a calendar
year are subject to replacement by the discretion of the board.
Article VII –
Voting Credentials
In order to have a meeting
requiring decisions to be made by vote, there must be a Quorum of the HAB in
attendance at said meeting.
A Quorum under these bylaws
will consist of 2/3 of the entire HAB to be in attendance.
Majority vote of present HAB
members rules in all decisions.
Article
VIII – Members
A member in good
standing should be between the ages of 9 and 19 years old. Good Standing shall
include being a registered member within a recognized club of the Pima County
4-H Horse Project by January 15th in current Fiscal Year. Junior
members are those who have not reached their 14th birthday before
January 1 of the club year. Senior
members are those who have reached their 14th birthday, but not
their 19th birthday, before January 1st of the club year.
Adult volunteers in good standing and enrolled in the Horse Project should be
certified by the Pima County 4-H Extension Center by January 15th of
said Fiscal Year.
Article
IX – Officers
A.
President/Director: The Director shall:
1. Call
and preside at all meeting of the Board of Directors.
2. Is
one of three persons authorized to sign checks.
3. Perform
such other duties as may be prescribed in these Bylaws, or requested by Board
of Directors of Horse Advisory Board.
4. The
Director shall have one (1) vote on the board.
5. The
term of office for the President shall be Two(2) years
with no limit of consecutive years.
. B.
Vice President: The
Vice-President shall:
1.
Act as
an aide to the President.
2.
Assume the duties of the President in his/her
absence or in the event of a vacancy in the office.
3.
Aid the
President with Parliamentary procedures at meetings.
4.
The
Vice President shall have one (1) vote on the HAB.
5.
The
term of office for the Vice President shall be Two (2) years with no limit of
consecutive years.
6. Verify
credentials of sitting Officers and Directors every year. Must notify the HAB immediately with any
problems to this rule when or if they arise.
C.
Secretary: The Secretary shall:
1.
Supervise
the maintenance of accurate records of all HAB business including minutes of
the HAB meetings.
2.
Keep
records of special meetings and voting credentials.
3.
Shall
advise the Youth Board of Condolence and Thank you cards to be sent out to
volunteers and others who help in our 4-H programs and keep records of such.
4.
The
Secretary shall have one (1) vote on the board.
7. The term of
office for the Secretary shall be Two(2) year with no
limit of consecutive years.
D. Show
Secretary: The Show Secretary shall:
1.
Keep
records of Mastership Testing, Horse Handling Testing, and Horse Judging
Testing for members in Pima County 4-H Horse Projects.
2.
To
determine members who have met requirements to move up to next level of
disciplines, and to keep records of same.
3.
Accept
and organize paperwork for all Point Shows.
4.
The
Show Secretary shall have one (1) vote on the board.
5.
The term of office for the Show Secretary
shall be Two (2) years with no limits of consecutive years.
E.
Treasurer: The Treasurer shall:
1. Be the chief financial officer of the HAB.
2. Supervise
the maintenance of all HAB accounting and financial reports, and present all
financial statements required, in accordance with generally accepted accounting
principles.
3. Is
one of three persons authorized to sign checks.
4. Serve
as Chairman of the Finance Committee.
5. Prepare
and present budgets. Responsible to stay within the
approved budgets through out the calendar year.
6. Have
the responsibility of filling out proper tax reports for year
end Federal Tax Filing (Form 990)
7. The
Treasurer shall have one (1) vote on the board.
8. The
term of office for the Treasurer shall be Two (2) years with no limit of
consecutive years.
.
Article
X– Board of Directors
Board of Directors: The Board of Directors shall be;
1. Made up of fifteen (15) adult 4-H Project
Certified Volunteers, and three (3) Senior Youth Members in good standing. The
term for these directors shall be 2 (two) years for
Adult members and 1 (one) year
for Youth members, with no limit of consecutive years.
2. The 15 (fifteen) Adult Board shall be the
Coordinators for each Discipline or as described in Article XIII.
3. Board of Director cannot be coordinator for
more than one position at any one time.
Each Board of Director shall have one (1) vote on the Horse Advisory Board.
Article
XI – Election of Officers and Board of Directors
A.
Qualifications
for Office: To be eligible to hold an
HAB office:
1. Must
be Certified Volunteer with 4-H.
2. Must
be able to hold responsibility of attending meetings as set out by HAB.
3. Must
have knowledge of Pima County Horse 4-H
B.
Application
of Candidates: Applications from
candidates for office shall be made in writing to the HAB to review for compliance
with these Bylaws in accordance with procedures adopted by the HAB.
C.
Election
of Officers: The President,
Vice-President, Secretary, Show Secretary, and Treasurer shall be elected by
majority of votes cast by Adult and Youth members at the year
end party held in May of Fiscal Year.
Must be member in good standing to cast ballot.
D. Under
no circumstances will any member be allowed to re-cast their vote after ballot
has been cast and placed into a secure voting box.
E. There
will be no discussion of/with any nominees at polling place where ballots are
cast. Members will register to vote upon
arriving at polling place and are expected to cast their ballots immediately
following registration.
Election of Board
of Directors: The ballot for Board of
Directors shall be voted on by Adult members in good standing. These will be a 2 year terms.
Election of Youth
Board Members: The ballot for Youth
Board members shall be voted on by the Youth Members in good standing. These terms will be for 1 year.
Mail in Vote: Members/Volunteers
in good standing will be allowed mail in votes post marked by 1 week (7 days)
of official vote.
Article
XII – Vacancies of Office
Vacancies of any of
the HAB positions shall be appointed by the President/Director for the
completion of the term of that office.
If the position is a newly elected officer and their term is longer than
the fiscal year to date a majority vote of the HAB will be required to replace
said board member. In short, if the position needing replacement’s term is
longer than the current fiscal year, there will need to be a vote for the
replacement.
Article
XIII– Coordinators / Board of Directors
Coordinators for
the different disciplines shall be made up of Certified Volunteers appointed by
the HAB and shall have the following responsibilities:
A.
Awards
Coordinator: The Awards Coordinator shall;
Acquire ribbons,
trophy’s, and prizes as necessary for all point shows.
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne) vote on the HAB.
B.
Youth
Coordinator: The
Youth Coordinator shall;
Facilitate youth
meetings and help youth members understand the items on the Agenda prior to HAB
meetings.
Shall have 1 (0ne)
vote on the HAB
C.
Judging Coordinator: The Judging Coordinator shall;
Coordinate judging
clinics through out the 4-H year as per the
“Rulebook”. Submit a budget for upcoming year to Treasurer. Attend HAB meetings required to facilitate
and manage their committee.
Shall have 1 (0ne)
vote on the HAB
D.
Horse
Handling Coordinator: The Horse Handling Coordinator shall;
Coordinate Horse
Handling Clinics through out the 4-H year as per the
“Rulebook”.
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee
Administer and
coordinate the Horse Handling physical test to be given as per the Rulebook.
Shall have 1 (0ne) vote on the HAB.
E.
Horse
Camp Coordinator: Horse Camp Coordinator shall;
Shall coordinate
summer horse camp and activities related to said camp.
Submit a budget for upcoming year to Treasurer.
Attend HAB meetings required to facilitate and manage their committee
Be one of three
signers on the HAB checking account to facilitate expenses during horse camp.
Shall have 1 (0ne)
vote on the HAB
F.
Mastership
Coordinator: The
Mastership Coordinator shall;
Administer and
coordinate the Mastership written tests given as per the Rulebook.
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
G.
Continuing
Education Coordinator: The Continuing Education Coordinator shall;
Administer and coordinate duties as set forth
in “Rulebook”.
Update and keep current the “Rulebook” ,
Leaders Book, and Bylaws of the HAB.
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Administer,
coordinate, and promote nominating and voting for officers and directors at
year end party. Responsible
for verification of credentials of all nominees for all office and director
positions.
Shall have 1 (0ne)
vote on the HAB
H.
Team
Grooming Coordinator: The
Team Grooming Coordinator shall;
Administer and coordinate the Team Grooming
competition to show the ability of the team to groom, fit, and show a horse in
showmanship as per the Rulebook.
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
I.
Herdsmanship Coordinator: The Herdsmanship
Coordinator shall;
Coordinate stall assignments in the Barn at Point Shows, and to
organize the herdsmanship educational displays as per
the Rulebook”.
Submit a budget as
necessary for upcoming year to Treasurer.
Attend HAB meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
J.
English
Coordinator:
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
K. Roping Coordinator:
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
L. Western Coordinator:
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
M. Gymkhana Coordinator :
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne) vote on the HAB.
N. Ranch Sorting Coordinator:
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
O. Drill Team Coordinator:
Manage and
coordinate activities through out the fiscal year and
for Point Shows pertaining to this discipline
Submit a budget for
upcoming year to Treasurer. Attend HAB
meetings required to facilitate and manage their committee.
Shall have 1 (0ne)
vote on the HAB
May 3, 2010 last
updated