RSC Constitution March 2011 by pHl9U7

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									                Constitution of the Rockton Saddle Club
                                               As amended March 2011

I.    General:
Name: Rockton Saddle Club

Objective: To promote Western horsemanship and establish, maintain and conduct a riding club and to promote among
members of the club and others an interest in horses, ponies, horse showing and similar operations.

Colors: Maroon and White

II.      Membership:
Sec. 1
The membership shall be composed of a family or individuals that have paid their dues for the current fiscal year.
Sec. 2
A. Individual Members shall be entitled to one (1) vote per member and family memberships are entitled to two (2) votes at
     general meetings of the Rockton Saddle Club. They shall pay annual membership dues in accordance with the provisions
     of the By-Laws of the Rockton Saddle Club.
B. Honorary Members in the Rockton Saddle Club may be granted, without membership dues, in recognition of outstanding
     service to the Club. The Board of Directors may appoint these Honorary Members.
C. Family membership applies to a member’s immediate family living at the same address.
D. Senior Membership applies to a member nineteen (19) years of age and over as of January 1 of the current year.
E. Youth Membership applies to a member eighteen (18) years of age and under as of January 1 of the current year.
Sec. 3
Disciplinary Action: members who conduct themselves in an unbecoming manner may have their membership cancelled by
the Board of Directors and points earned by them and there designated horses forfeited.
The highest-ranking director present will temporarily deal with any unsportsmanlike conduct at the time of the incident. Any
unsportsmanlike conduct will be subject to further review and possible Disciplinary Action as decided during a Board of
Directors meeting. The individual accused will be given the opportunity to be heard in their own behalf and to hear and refute
evidence offered against them.
The decision and action of the Board of Directors shall be final and binding on all parties.

III.     Annual Dues:
The amount of the annual dues shall be set yearly by the Board of Directors.

Elections:
A. At the annual fall general meeting a Secretary, Treasurer and Directors shall be elected to service for one-year term. All
   members of good standing of the proceeding and forthcoming year shall be allowed to vote. The nominating committee
   shall present a slate of officers and nominations will then be accepted from the floor in accordance with rule IV.
B. Election will be by a majority vote of those in attendance with no proxy votes.

IV.      Officers:
Board of Directors
A. There shall be a Board of Directors of the Association, which shall consist of the President, Vice President, Secretary,
    Treasurer, Immediate Past President, plus a minimum of five (5) directors and Junior Directors as appointed by the
    President. The maximum number of Directors will be at the discretion of the executive.
B. The Board of Directors shall elect annually, from its members, the President and Vice-President of the Club.
C. All members of the Board of Directors shall be Officers of the Rockton Saddle Club.
D. Members nominated for office on the Board of Directors must signify their acceptance of the nomination in person or in
    writing at the Annual Meeting in order for their nomination to stand. All elected officers must be members in good
    standing of the year of their term before taking office.
E. All officers on the Board of Directors will be given one vote with the exception of Junior Directors who will be given no
    vote.
Tenure
All officers shall be elected at the Annual meeting and hold office for the following full year. The Maximum tenure for an
officer will be (5) five years.

V.       Duties of the Officers:

Board of Directors
The Board of Directors shall direct the affairs of the Rockton Saddle Club and appoint the persons to the committee and
positions as covered in this Constitution.

The President
The president shall be the chief executive Officer of the Rockton Saddle Club. They shall preside at the meetings of the
Rockton Saddle Club and the Board of Directors; they shall sign all instruments, which require their signature and shall
perform all duties incident to their office. They shall see that all orders and resolutions of the Board are carried out. They shall
sign all deeds or other formal documents and shall perform all duties as are usually incident to the office of the president of the
Rockton Saddle Club or as required of them by the Directors. They are one of the three signing officers for all cheques, drafts,
notes and orders for the payment of money and shall pay out and dispose of the same under the direction of the Board of
Directors. They shall appoint Junior members of the Board of Directors. They will create a document containing a description
of their efforts with a timeline of activities detailing duties performed during their term of office. This document will be passed
on to the next President.

Vice President
The Vice-President shall be vested with all the powers and shall perform all the duties of the President and in the absence or
disability or refusal to act of the President. They shall also have such other powers and duties, if any, as may from time to time
be assigned to them by the Board of Directors. They will create a document containing a description of their efforts with a
timeline of activities detailing duties performed during their term of office. This document will be passed on to the next Vice
President.

Secretary
The Secretary shall have charge of the Rockton Saddle Club Logo and keep the Minutes Book of the Rockton Saddle Club, and
shall record in such book minutes of all meetings of Directors and such other proceedings as the Board may direct. Unless
some other Officer is specifically charged with the duty, they shall also keep, or cause to be kept such books and records as the
Rockton Saddle Club is required to keep. They shall sign with the President or other signing Officer of the Company such
instruments that require their signature. They are one of the three signing officers for all cheques, drafts, notes and orders for
the payment of money and shall pay out and dispose of the same under the direction of the Board of Directors. They shall keep
all documents and forms as required by the Rockton Saddle Club per Appendix B. They will create a document containing a
description of their efforts with a timeline of activities detailing duties performed during their term of office. This document
will be passed on to the next Secretary.

Treasurer
The Treasures shall be record and have custody of the Rockton Saddle Club funds and disperse funds at the direction of the
Board of Directors. The Treasures shall attend meetings of the membership and the Board of Directors and provide a financial
report at those meetings. Unless unforeseen circumstances arise, the Treasurer must sign all cheques. There must be three (3)-
signing officers for cheques (President, Secretary and Treasurer) with (2) officers signing at all times. They will create a
document containing a description of their efforts with a timeline of activities detailing duties performed during their term of
office. This document will be passed on to the next Treasurer.

Past President
The Past President is a Director of the Association and shall have the same rights and obligations as other Directors, including
a vote at all Director meetings. They will create a document containing a description of their efforts with a timeline of activities
detailing duties performed during their term of office. This document will be passed on to the next Past President.



Junior Directors
Junior Directors will be the representatives of the youth membership of the Rockton Saddle Club. They will participate in
committees and functions as required. Junior Directors will have no voting privileges, however their viewpoint will be used in
decision making by the Board of Directors. They will create a document containing a description of their efforts with a timeline
of activities detailing duties performed during their term of office. This document will be passed on to the next Junior
Directors.

Protection of Officers
No Officer of the Rockton Saddle Club shall be liable for the acts, receipts, neglect or default of another Director or Officer, or
for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any person with whom any of the monies,
securities, or effects of the Rockton Saddle Club shall be deposited, or for any loss occasioned by any error of judgement or
oversight on there part or for any other loss, damage or misfortune whatever, which shall happen in the execution of the duties
of there office or in relation thereto, unless the same shall happen through there own dishonesty.

Indemnity of Officers
Every Director or Officer of the Rockton Saddle Club and there Heirs, executors and administrators, and estate and effects
respectively, shall from time to time and at all times be indemnified and saved harmless of the funds of the Rockton Saddle
Club from and against:
A. All costs, charges and expenses whatsoever, which such Director or Officer sustains or incurs in or about any action, suits
    or proceedings which is brought, commended or prosecuted against them for or in respect of any act, deed, matter or thing
    whatsoever made, done or permitted by them in or about the execution of the duties of there office.
B. All costs, charges and expenses which they sustains or incurs in or about or in relation to the affairs thereof, except such
    costs, charges or expenses as are occasioned by there own willful neglect or default.

VI.      Meetings:

Membership Meetings
There shall be at least two membership meetings per year. One of these meetings will be designated the Annual Meeting where
elections for the Secretary, Treasurer and Directors will take place. This meeting will be held in November of each year. The
second membership meeting will be held in April at which time the Rockton Saddle Club By-Laws will be reviewed and
amended as necessary for the current year. All other meetings will be scheduled at the discretion of the Board of Directors.

Directors' Meetings
Directors' Meetings may be convened by the President, or by two (2) Directors at any time and at any place on at least three (3)
days notice delivered or telephoned to each director. Such notice shall be given by the secretary, if so required by the person or
persons convening the meeting, and once delivered or telephoned, the notice shall be deemed to have been received by each
Director. The Minutes of the Directors' meetings shall stand approved if no objection is raised within seven (7) days by anyone
who was in attendance at such meeting. A Board of Directors Meeting must be held within a sixty days of the last meeting.
The attending directors at the end of each meeting shall set the date of the next:
Without Notice:
Directors' Meetings may also be held at any time and at any place without formal notice, if all the directors are present and if
those absent waive notice and consent to the holding of the meeting. No notice shall be necessary for the first meeting of the
board held after its election at the Annual Meeting.
Waiver and Consent:
Any Director thereof may waive notice of any meeting or any irregularity in any meeting or in the notice. Any waver and
consent may be given by letter, phone or otherwise.
Attendance: Any member of the Board of Directors missing two (2) Directors meetings may forfeit their privilege of being a
Director and may be asked to resign there position.
Vacancies: Any other vacancies will be filled by appointment of the President with the approval of a majority vote of the
Board of Directors.
Voting: At a meeting of the Board of Directors, each Director present shall have one (1) vote on every question and in the case
of an equality of votes, the Chairperson of the meeting shall have the casting vote.

VII. Quorums:
Membership Meetings
At Membership Meetings, a quorum shall consist of a minimum of (7) seven members of the Rockton Saddle Club, a minimum
of four (4) of whom shall be Directors.
Board of Directors
At Board of Directors' Meetings, a quorum shall consist of seven (7) voting Officers.
Special Membership Meetings
Special Membership Meetings may by called by either:
a) A majority vote of the Board of Directors;
b) By the Secretary upon receipt of a written request signed by (10) members of the Rockton Saddle Club, in good standing.
The purpose of the meeting must be specified in the request. The Secretary, in calling the Special Membership Meeting, must
advise all members by mail at least fifteen (15) days prior to the meeting. At Special Meetings quorum rules as for Membership
Meeting shall apply.

VIII. Eligibility to Vote:
Definition
All individual Members, and the member and spouse participating in a Family Membership, whose dues are paid at the time of
the Annual meeting, shall be eligible to vote at Membership Meetings.
Youth Members
A Youth Member shall be a person who is eighteen (18) years of age or younger as of January 1st of the calendar year. A
Youth Member, while eligible to compete for annual trophies and awards, shall not be eligible to cast votes. Annual dues of
Youth membership shall be set yearly by the Board of Directors.

IX.  Amendments to the Constitution:
Amendments
Proposed amendments to the Constitution must be presented in writing at any General Meeting and shall be read at that
meeting. Such amendments must carry the signature of the persons proposing and seconding the amendment. Proposed
amendments will be read and voted upon at the Annual Membership Meeting in November of the Rockton Saddle Club before
the Constitution can be amended. Successful amendments to the Constitution shall be published in full in the Rockton Saddle
Club newsletter and included in the Constitution.
The Board of Directors may amend the Constitution at a Board meeting by enacting a new By-Law, which will be in-force for
the balance of the current year. (See Appendix A)

X.      Committees & Appointments
The Board of Directors will be responsible for electing or appointing the chairman of each committee. It is recommended that a
Director from the Board serves on each committee but need not be the chairman. The president of the Rockton Saddle Club is
automatically a member of every committee. The Board may select or appoint all the members of every committee, or may
delegate this authority to the Chairman of each committee. Every committee, its Chairman, officers, delegates, members and
appointees, is subservient to the Board of Directors. The Chairman of each committee will be encouraged to submit to the
Board:
a) Their objectives with a list of priorities;
b) A budget
c) A schedule of proposed meetings.
d) Documentation detailing the duties of the committees

Show Committee
The Show Committee will be formed no later that March 1st and will consist of a minimum of three (3) members, one of whom
must be a member of the Board of Directors, shall be in charge of all arrangements for Rockton Saddle Club shows. Their
obligation includes but is not limited to the following.
I.       Adequate show grounds,
II.      Adequate practice grounds,
III.     Adequate spectator facilities, i.e. washroom facilities,
IV.      An approved judge. (Judges used will be judges or junior judges in good standing in the WHA, or a recognized
         breed association)
V.       An approved Ring Master,
VI.      Adequate announcer,
VII.     Adequate ring crew,
VIII.    Adequate equipment,
IX.     Adequate prize money, ribbons and trophies as required,
X.      Present to the Board of Directors a list of proposed show dates per the Constitution,
XI.     Receive all suggested rule changes and present them to the Board of Directors for consideration.
XII.    Present to the Board of Directors a suggest list of classes each year
XIII.   Present to the Board of Directors a document containing a detailed task list and a time-line of events required to
        organize the Shows. The document will contain all information gathered including names, addresses, phone numbers
        costs etc.
XIV.    Ensure the clean up of the fair grounds happens on the Sunday following each show
XV.     Reports on Junior Judges sent to WHA must be discussed and approved by the Show Committee

Publicity Committee (Newsletter)
Publicity Committee consisting of a minimum of three (3) members, one of whom must be a member of the Board of Directors
shall be appointed. Duties of the Publicity Committee shall be but are not limited to the following
I.        Publish a monthly newsletter containing pertinent information and provide favorable publicity for the Rockton Saddle
          Club
II.       Work in liaison with the media to bring favorable publicity to the Rockton Saddle Club.

Banquet Committee
The Banquet Committee will be formed no later that May 1 st and will consist of a minimum of six (6) members, three of whom
must be a member of the Board of Directors, shall be in charge of all arrangements for Rockton Saddle Club year-end banquet.
Their obligation includes but is not limited to the following.
I.       Adequate facilities and parking
II.      Adequate entertainment
III.     Adequate meals and beverages
IV.      Adequate decorations
V.       Adequate MC
VI.      Adequate equipment
VII.     Work with trophy committee to ensure adequate trophy's and awards
VIII.    Present to the Board of Directors a list of proposed (November) banquet dates
IX.      Present to the Board of Directors a suggested list of improvements each year
X.       Present to the Board of Directors a document containing a detailed task list and a time-line of events required to
         organize the Banquet. The document will contain all information gathered including names, addresses, phone numbers
         costs etc.

Trophy Committee
A Trophy Committee will be formed no later that May 1 st and will consist of a minimum of three (3) members, one of whom
must be a member of the banquet committee shall be appointed. The Duties of the Trophy Committee shall be but are not
limited to the following
I.        Work with private organizations and individuals to obtain adequate and suitable trophies for donation to the Rockton
          Saddle Club
II.       Present to the Banquet Committee a document containing a detailed task list and a time-line of events required to
          organize the Trophy's. The document will contain all information gathered including names, addresses, phone
          numbers costs etc.

Sponsorship Committee
All officers of the Rockton Saddle Club are members of this committee. The Duties of the Sponsorship Committee shall be but
are not limited to the following
I.        Promote the Rockton Saddle Club whenever possible.
II.       Approach individuals and organizations to obtain sponsorships for the Rockton Saddle Club

Additional Committees
In addition to the above committees, additional committees may be formed as deemed necessary.
XI.     By-Laws:
A By-Law is required for any deviation from the Constitution required to run the affairs of the Rockton Saddle Club. All By-
Laws are in-force for the current year. The Directors of the Rockton Saddle Club enact By-Laws. By-Laws for the current year
is listed in Appendix A.

XII.    Grievance or complaint:
In the event of a grievance or complaint, it shall be put in writing to any member of the Executive accompanied by a $25.00
cash deposit. The Executive as a body will rule on the grievance or complaint and if ruled invalid, the $25.00 deposit will
become part of the Club's funds. If ruled valid the $25.00 deposit will be returned to the complainant. A grievance must be
postmarked within 24 hours of the point in question.
                     By-Laws of the Rockton Saddle Club
                                                 As amended March 2011

Appendix "A"
General:
1.   The Club shall go by the Western Horse Association rules for show and dress. Unless amended by the Rockton Saddle
     Club Constitution or By-Laws. In the event of inclement weather, dress rules will be left up to the discretion of the judge.
2.   The Club shall go by the Western Horse Association rules when a ruling in our own Constitution and By-Laws is absent.
3.   There are five shows held in a year. These are held the second Saturday of May, June, July, August and September.
     (Except under special circumstances)
4.   The starting time for the monthly Games show shall be One (1:00) PM sharp unless otherwise notified.
5.   The starting time for the monthly Performance show shall be One (1:00) PM sharp unless otherwise notified
6.   All class entries for the first three classes of the shows must be completed a half-hour before the start time. A $1:00 late
     penalty fee will be added for any late entries.
7.   The Rockton Saddle Club is an all breed club.
8.   Stallions to be shown by senior members only. (Members must inform judge when showing a Stallion)
9.   Contestants have thirty seconds to enter the ring after the last call for the class, unless the ring steward or Judge is advised
     of a tack change.
10. All horses or ponies must walk or be lead in or out of the ring If you need help entering the ring, please have someone on
    standby.
11. Class will not be started until all.non-participants are out of the ring and the Gate is closed.
12. The annual banquet and trophy night shall be held in November. The dinner shall start at 6:00PM.
13. A competitor must be a member and show in three of our Club shows in order to be eligible for a trophy at year - end.
14. For all open and youth divisions, ties for year end awards will be decided by the highest number of first place ribbons in
    that particular event by the tied horses and if need be, follow that down to seconds and thirds.
15. Ribbons will be provided for all participants in Peewee and Lead-Line
16. With the exception of Trail Classes, a minimum of two (2) riders are required to run a class. The only exception will be
    youth, peewee and lead line events.
17. For Trail Classes to be set-up a minimum of 5 different horse and rider combinations must be registered.
18. A pony is defined as less than 58" (inches) / 14/2 hands at a natural stance without shoes.
19. All western youth riders 18 years and under as of January 1 st of the current year must wear an approved Equestrian Helmut
    when mounted on a horse or pony anywhere on the Rockton fair grounds.
20. Hat Rule: You must enter the ring and cross the timer with a western hat or hardhat. If you deliberately tip or knock your
    hat off, it will mean automatic disqualification. (only exception is when showing in a Western Performance class or
    waiting in holding area)
21. Abuse to the animal of any kind will not be tolerated in the ring, around the ring, or on the fair grounds property. Anyone
    doing so will be asked to leave the fair grounds.
22. Any metal above the bit must be padded to a minimum of 1/2". (Example brain chains)
23. A time limit of 1 minute will be allowed to begin your course.
24. Timers: In the event of a timer malfunction, a rerun will be allowed:
     a) If your first run was clean and the re-run was penalized, a third run will be allowed. That run will be final
     b) If the first run was penalized, there will only be one re-run.
25. Two or more riders may not share the same horse in the same class with the exception of the Lead-Line and Pee-Wee
    classes. No horse may run more than three times in any one Pee-Wee class.
26. Children who ride in Lead-Line may not ride in other classes.
27. All lead line handlers must be 16 years of age or older.
28. Riding crops may not be used in western performance classes.
29. Pee Wee, Lead-Line and Youth rider, riding more than one horse will receive points for the best ride on one horse only.
30. For the current year the Membership dues are as follows. Family $30, Senior $20, Youth $15 and Lead-Line participants
    are Free but must fill out a membership form. A five dollar discount will be applied for all memberships with a valid e-
    mail account.
31. Riders in Walk Jog cannot participate in a class that requires loping or cantering.
32. Riders who ride in an Over X’s class cannot ride in any other jumping class.
33. A Rider may show in full English or Western attire for a showmanship class.
34. Class Lists to be determined by the new executive at the beginning of each calendar year.
35. Points will be awarded as shown in Table "A" below starting when rider becomes a member of the Rockton Saddle Club.
36. The name of the Horse and Rider and Sponsor if available are to be announced for each class.
37. Youth riders may switch horses during the show season but may not accumulate points on more than one horse in each
    class at a show. Points accumulated will not be lost if the Youth rider changes horses.
38. In order for there be a Rockton Saddle Club Youth Team for the current year it must be approved at the May Board
    Meeting
39. Beginner classes should only be on beginner riders to that event. Horses that have shown in WHA… AQHA…
    Futurities…etc or have won a first place year-end trophy may be removed from beginners' classes at the discretion of the
    Rockton Saddle Club board of directors and any points earned may forfeited. Experienced riders wishing to school a new
    horse in these classes may do so. But any points, ribbons or standings will not be counted.


Table "A"
PLACING            POINTS         PLACING            POINTS
      1st               5               4th               2
      2nd               4               5th               1
      3rd               3

Membership:
   Memberships are due on March 1st and will expire on the last day of February.

Disciplinary Action:
   Any member using obscene language, consuming alcoholic beverages, exhibiting drunkenness, causing harm to the Judge
    any other member or animals, or being a nuisance at any Rockton Saddle Club function may have the misfortune of losing
    their membership for the remainder of the year, or longer at the discretion of the Executive.


Annual Dues:
   Membership fee, entry fees and sponsorship rates will be discussed and voted on at the first General meeting of each year.
   To take advantage of members' discount, membership must be purchased before participation in any event.

Officers:
   The Executive has the power to control all soliciting at all Club functions.
Appendix "B"
The Following Documents will be Maintained Yearly under the direction of the Officers of the
Rockton saddle Club:
Dcoument Name:
RSC Constitution
RSC Template for Directors Meeting Minutes.doc
RSC Calendar of Events.doc
RSC Template for Directors Meeting Minutes.doc
RSC_Confirmation of Judge.doc
RSC Games and Performance Class Lists
RSC Fair Games and Performance Class Lists (4 Documents)
RSC_Announcer_Copies_Performance.doc
RSC_Announcers_Copies_Games.doc
RSC_Judges_Copies_Performance.doc
RSC LOGO.jpg
RSC Sponsorship Form.doc
RSC Sponsor THANK YOU LETTER with out Tickets.doc
RSC Sponsor THANK YOU LETTER with Tickets.doc

								
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