CONSTITUTION AND BY-LAWS OF THE
SOUTH WIND DRESSAGE AND EVENTING ASSOCIATION, INC.
The name of this organization shall be the SOUTH WIND DRESSAGE & EVENTING ASSOCIATION, INC.
PURPOSE
The purpose of the South Wind Dressage & Eventing Association, Inc. (SWDEA) shall be to promote activities directed toward a better understanding of dressage, eventing, and horsemanship.
MISSION STATEMENT
The mission of the SWDEA shall be to promote understanding of dressage, eventing, and horsemanship.
ARTICLE I MEMBERSHIP
There shall be three (3) classes of membership: Supporting, Family, and Junior Friends of SWDEA. These members shall be classified as follows:
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a.
b.
c.
Supporting Members shall consist of all persons actively interested in the purpose of the association as described in this constitution, and who have paid annual dues and assessments.
Family Members are Supporting Members who belong to the same family and live at one address. The first Supporting Member's name is sent to USDF for Group Membership. All mailings will be sent to that member.
Junior Friends of SWDEA are those members 18 years old and younger. These members are NOT eligible for USDF Group Membership and hold no vote. They are eligible for all other benefits of SWDEA.
ARTICLE II DUES
Annual dues will be applied to the membership year that coincides with the USDF membership year.
Dues structure(s) will be established by the Board of Directors.
Section 1
a. b.
Section 1
Section 2
Section 1
Section 2 Section 3
a.
ARTICLE III VOTING
Supporting Members and Family Memberships in good standing shall be entitled to one vote each for a supporting member and one vote per family membership.
Voting may be either by mail ballot, e-mail, or participation at the Supporting Membership meeting, or a combination of all three. Method will be at the discretion of the President.
ARTICLE IV OFFICERS AND DIRECTORS
Officers shall consist of President, Vice-president, Secretary (Recording) and Treasurer elected for a one-year term.
The Supporting Membership shall elect the officers and directors.
The Board of Directors shall consist of six (6) members and the club President, Vice President, Secretary, and Treasurer. The officers shall serve a term of one year and the six board members shall serve a term of two years.
A quorum shall consist of six members for the purpose of voting.
ARTICLE V
DUTIES OF OFFICERS AND BOARD OF DIRECTORS
Section 1 The President shall prepare agendas for and preside over all meetings of the Association and of the Board of Directors, appoint all committee chairmen, be an ex-officio of all committees (except the nomination committee), and be an official representative of the
Association (or may appoint such a representative).
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a.
b. c.
Attend to all correspondence of the Association; read orally communications at meetings of the Board of Directors, or (optionally) at the meetings of the Association.
Maintain the permanent files of the association.
Notify all Board Members of meeting dates, lectures, and attend to other matters pertaining to meeting procedures.
Section 2
Section 3
The Vice-president, in the absence of the President, shall exercise all of the functions and be vested with all of the powers of the President.
The Secretary shall take and read minutes of each meeting of the Association and the Board of Directors. The secretary is also the editor of the SWDEA newsletter.
a. The Secretary will prepare and include in the newsletter any ballots for election of officers, amendments to the by-laws, and other ballots designated by the President.
The Treasurer shall have the following duties:
Section 4
Section 5
Section 6
Each officer, at the expiration of his/her term of office (or in the case of resignation) shall transfer all records to the succeeding officer as soon as possible.
Each member of the Board of Directors is required to attend the Board of Directors meetings; may serve as the chairman of a committee if and when appointed, and shall be sensitive to the thoughts and wishes of the Association membership. The main purpose of the Board of Directors shall be to further the purpose and mission of the club through the roles of volunteering to serve in the interest of the general membership, implementing by-laws
a.
b. c.
d. e.
Handle all funds received and disbursed by the Association; funds to be maintained in a bank approved by the Board of Directors.
Issue receipts for moneys paid into the Association when necessary.
Maintain a complete record of all business transactions and be prepared to report on the financial status of the Association at all times.
Responsible for information required for filing all applicable tax forms.
Shall recommend the auditor for each yearly financial audit.
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Section 1
There are six (6) members on the Board of Directors. All members will be elected every two (2) years. Installation of new Board of Directors will occur on January 1 beginning 2005 and re-elected every odd numbered year.
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and board policies, and governance when decisions are made as part of the board.
a.
b. c.
d. e. f.
It shall be the duty of the Board of Directors to conduct all business of the association between meetings of the general membership.
Special meetings of the Board shall be called when deemed necessary by the President. All meetings are open to supporting members.
Each board member may send a proxy with written authorization to vote in the event they are unable to attend a Board of Directors meeting.
Programs conducted by SWDEA shall be with the approval of the board of directors.
Programs shall have a set of criteria/rules in writing available to the membership.
The Board of Directors will approve or veto changes to programs, initiate new programs, or discontinue existing programs, i.e. awards criteria, scholarship program, show rules, junior programs, etc. at any time in the membership year based on need, interest, membership participation, and finances to carry out said programs.
ARTICLE VI
ELECTION OF BOARD OF DIRECTORS
a. b.
The Board of Directors must be members of SWDEA.
The consent of the nominee shall be obtained prior to nomination.
Section 3
In case of resignation or other vacancy of the Board, the President shall appoint a member to fill the remainder of the term.
a. Any member of the Board of Directors who does not actively participate and has three or more unexcused absences from scheduled board meetings will be subject to removal and replacement.
ARTICLE VII ELECTION OF OFFICERS
The officers shall be elected to serve for a twelve (12) month term. The installations of the new officers shall occur December 1.
In case of resignation or other vacancy among officers or board members, the President shall nominate a qualified member to fill the vacancy. Approval of the new officer will be by vote of the Board of Directors at the next Board of Directors’ meeting.
Section 1 Section 2
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c. d.
1.
2.
3.
All nominations will be made from the floor at an open membership meeting in October.
The Secretary shall prepare a ballot of nominees for election to the Board of Directors. Such ballots shall be mailed or e-mailed to all active members by October 15 (no less than fifteen (15) days prior to the last date on which such ballots must be returned, November 30). This ballot shall be the only official campaign material to be recognized by the Association.
The Membership Chairman or person designated by the president shall receive the ballots by mail or e- mail.
The day after the closing date of the election, the Membership Chairman or designated person shall tally the ballots and submit to the Secretary for the December newsletter. This shall be the official election result.
Any ballot received after the closing date shall not be counted.
Section 3
Section 1
Section 2
Section 3
Section 1 Section 2
Officers of SWDEA will be elected in the same manner as outlined in Article VI, Election of Board Members.
ARTICLE VIII MEETINGS
General membership meetings shall be held at least six (6) times a year. Reports from the President, Secretary, Treasurer, and all committees shall be presented.
The Association shall hold not less than three (3) events annually featuring educational and/or competitive activities, which further the purpose of the Association.
The President may call a business meeting of the Board of Directors with fourteen (14) days notice or a business meeting of the Association with thirty (30) days notice. Supporting Members may attend all meetings of the Board of Directors. Supporting Members may come before the Board to present problems or suggestions to the Board.
ARTICLE IX COMMITTEES
There shall be such standing and temporary committees as are deemed necessary to carry on the work of the Association.
The President shall appoint committee chairmen.
ARTICLE X AMENDMENTS
Any member may propose amendments to the By-laws during the calendar year. After having been published in the newsletter, they shall be voted on by the Board of Directors once per year in November. Any changes to the By-Laws will be effective December 1.
ARTICLE XI MEMBERSHIP INITIATIVE
Section 1 When the Supporting Members indicate by written or verbal request to the President that any action be taken, or any action being taken be discontinued, the President shall submit such request to the Board of Directors.
Section 2 The Board of Directors shall vote on the issue at the next Board of Directors’ meeting. If a simple majority of the votes declare approval of such a request, then the Association shall fulfill the request.
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Section 3 The general membership shall be notified of any proposed changes or actions.
ARTICLE XII DISSOLUTION
If at any time the Association dissolves, any funds remaining in the treasury and other possessions of the Association shall be distributed to such organizations as the Board of Directors and officers shall designate.
ARTICLE XIV GRIEVANCE PROCEDURE
A grievance must be submitted in writing to the President within seven (7) calendar days of the action being grieved.
Section 1
Section 2
Section 3
The grievance shall be decided jointly by the committee concerned and Board of Directors who will consult the by-laws and cite the appropriate rule to make the decision. There will be a meeting with the grieving party, Board of Directors , and concerned committee(s) within thirty (30) days. The Association by-laws and appropriate rules will be used to determine the decision.
In the event a decision cannot be reached based on the by-laws or rules in place; the board shall convene within thirty (30) days after the referral and render a decision. This decision shall be final.
Any officer or board member on a committee which is grieved shall abstain from any decision vote in the grievance meeting for that particular issue.
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