Botetourt County Horseman’s Association, Inc.
Botetourt County Horseman’s Association, Inc. will be hereinafter referred to as “BCHA,” “the Club,” or “the Organization.”
Recognizing the interest demonstrated in Botetourt County in horsemanship, the educational needs of the youth of the county, and the need for an organization to further this interest, several qualified persons have joined together to organize an association in conformity with bylaws hereafter stated.
ARTICLE I: NAME and ADDRESS
Section A: Name – Botetourt County Horseman’s Association, Inc.
Section B: Address - The permanent address of the Organization for purposes of all business, mailings, licenses, insurance, bank accounts, and other such business as it pertains to the operations of the Organization will be
P.O. Box 282, Daleville, VA 24083
ARTICLE II: PURPOSE
Section A: Purpose – The purpose of this Club shall be
To promote better horsemanship. To offer educational and social activities. To stimulate interest in equine and local equine activities for all breeds and disciplines.
ARTICLE III: MEETINGS
Section A: Meetings – General Club meetings will be held the first Tuesday of each month at 7:00 p.m. with the location to be determined. General Club meetings can be canceled at the discretion of the Board.
Section B: Election Meeting - An annual meeting will be held in November of each calendar year at a time and place so designated by the Club to elect Officers and Directors for the coming year and to conduct any other Club business.
Section C: Special Meeting – Special meetings may be called by the President, by five (5) members of the Board of Directors, or by seven (7) members of the Club.
Section D: Board Meeting – The Board of Directors shall meet as often as is necessary to conduct the business of the Club but no less than twice annually (in addition to the November annual meeting). Except for the November annual meeting, which must be face to face, board meetings can be conducted by the internet.
Section E: Meeting Format - Robert’s Rules of Order will be the format of all meetings.
Section F: Etiquette - Proper meeting etiquette is expected when the meeting has been called to order.
ARTICLE IV: MEMBERSHIP
Section A: Eligibility - Membership is open to any interested individuals. New membership does not require the approval of the Board or membership.
Section B: Conduct - Any member who conducts himself or herself in a manner thought to be detrimental to the club or its activities can be reported to an officer of the Board by one or more club members.
If, by simple majority of the Board, it is determined that a club member is conducting him or herself in a manner detrimental to the Club or its activities, the Board will ask the offending person to provide information that contradicts the complaint, or to resign voluntarily. If, within thirty (30) days of its request, the member has failed to respond to the Board's request and has neither voluntarily resigned nor provided information to contradict the complaint, the Board is empowered to and shall expel the member and revoke his/her membership.
If, by a simple majority, the Board determines that a member against whom a complaint has been made is not and has not been acting in a manner detrimental to the Club or its activities, the complaint shall be stricken from the Club records.
Section C: Membership Year -The membership year will extend for a period of twelve (12) months, beginning January 1 and ending December 31 of that year. Memberships of parties joining after January will not be prorated.
ARTICLE V: OFFICERS
Section A: Officers – The officers shall be President, Vice President, Secretary, and Treasurer.
Section B: Term – Officers are elected for a term of one (1) year and may succeed themselves in office.
Section C: Eligibility – Nominees for officers or directors are required to disclose to the outgoing board whether they are current or former officers, directors, or organizers of any other organization to ascertain if there is or may be a conflict of interest. Any nominee who is a current or former officer, director, or organizer of any other organization must receive 100% nomination approval from the outgoing Board of Directors prior to approving the slate of nominees for election. This provision also applies to mid-term replacement of officers or directors who can no longer physically serve or have resigned.
Section D: Election – New officers will be installed and take office at the January meeting to be held after the November elections.
Section E: Resignation – Officers or directors currently holding offices and unable to fulfill their elected terms must present a thirty (30) day written notice of resignation to the Board of Directors to allow the Board ample time to appoint interim officers or directors to fulfill the remainder of their terms.
Section F: Vacancy – If a vacancy occurs in the office of President, the Vice President shall assume the office for the remainder of the term. Vacancies in any other officer positions shall be filled by a special election.
ARTICLE VI: DUTIES OF OFFICERS
Section A: President – It shall be the duty of the President to
Preside at meetings (Club and Board)
Vote only in case of a tie
Represent the Club
Appoint committee chairpersons not elected by the membership
Serve as an ex-officio member of all committees except the nominating committee
Perform such other duties as ordinarily pertain to this office
Section B: Vice President – It shall be the duty of the Vice President to
Preside in the absence of the President
Serve as a chairperson on at least one committee
Section C: Secretary – It shall be the duty of the Secretary to
Record the minutes of all meetings
Keep the file of the Club’s records
Conduct the general correspondence of the Club
Keep all minutes secure
Section D: Treasurer – It shall be the duty of the Treasurer to
Receive all funds
Process requests for payments and deposits
Keep an itemized account of all receipts and expenditures.
Make financial reports at the monthly membership meetings or as directed
ARTICLE VII: BOARD OF DIRECTORS
Section A: Responsibility – It shall be the duty of the Board of Directors to formulate and recommend plans and polices for the general welfare and development of the Club. In case of emergency, the Board shall act on an urgent matter between meetings.
Section B: Membership – The officers of the Club (4), together with four to six members elected from and by the Club, shall constitute the Board of Directors. There shall be no more than ten (10) and no less than eight (8) members on the Board. Any immediate past officer may fill one of the Board positions.
Section C: Committee – It shall be the duty of the Board of Directors to appoint committee leaders who will then select members to serve with them.
ARTICLE VIII: DUES
Section A: Dues – Dues shall be decided as directed by the Board of Directors and will be due annually on January 1. Dues will cover membership, ending on December 31. Dues are non-refundable.
ARTICLE IX: BANK ACCOUNTS
Section A: The Bank Accounts – The bank accounts and any other accounts which hold funds belonging to the Organization shall be accessed by no more or no less than two (2) officers. Those individuals, appointed by the Board, will sign the appropriate signature cards at said institution(s) where funds may be on deposit. In the event of the inability of the Treasurer to fulfill, temporarily or permanently, his or her duties, the funds may be accessed jointly by the other individual as designated by the Board.
Section B: Audit - The Board of Directors shall appoint an audit committee which will perform an annual audit of the Organization’s financial records. Audit results shall be reported to the membership.
ARTICLE X: EXPENDITURE OF MONEY
Section A: Expenditures – All expenditures of money or requests for reimbursement of more than $50.00 must be submitted to and approved by a simple majority of the Board of Directors unless it is part of a transaction previously budgeted for and/or approved. Purchases for secretarial supplies and treasurer expenses which do not exceed $100.00 and the monthly newsletter costs are exempted from this provision.
Section B: Receipt - All expenses must have a receipt which will be given to the Treasurer.
ARTICLE XI: VOTING
Section A: Quorum – The members in attendance at any meeting constitute a quorum for the transaction of business.
Section B: Vote – Members, eighteen (18) years of age and older, shall have a vote.
ARTICLE XII: LIABILITY PROTECTION
Section A: Liability Protection - Members and guests of the BCHA understand that horseback riding is a dangerous sport and that they ride at their own risk. Members and guests will be required to sign liability release forms for all BCHA horse-related activities.
Section B: Hold Harmless - Members and guests using facilities and grounds made available to the BCHA are using the facilities at their own risk. By using said facilities or grounds, these members agree to hold harmless the property owners, and the Botetourt County Horseman’s Association (BCHA), its officers, and member(s) for all injuries to themselves, their animal(s), and their personal property.
ARTICLE XIII: AMENDMENTS
Section A: Selection – The bylaws may be amended by the affirmative vote of two-thirds (2/3) of the membership in attendance at any meeting, provided the proposed amendment has been reviewed and approved by 100% of the Board of Directors.
Section B: Introducing an Amendment – “Introduced” shall mean an actual reading of the proposed amendment change at the regular meeting or publication to the membership prior to the meeting in which the vote for the change will occur.
Section C: Recording – The Secretary will be responsible for and shall introduce any amendment in the manner prescribed in Article XIII, Section B.
ARTICLE XIV: ADOPTION
Section A: Adoption - The bylaws shall take effect when adopted with a motion and a voice vote of the membership.
Section B: Parliamentary Authority – Robert’s Rules of Orders shall govern this Club in all applicable cases which are consistent with these bylaws.
Adoption of revised by-laws, March 2018