Sunshine Coast Equestrian Club

 

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Constitution

 

 

 

 Constitution
 

Contents:

 

FORM 3: SOCIETY ACT CONSTITUTION

1} The name of the Society is

SUNSHINE COAST EQUESTRIAN CLUB

2 } The purposes of the Society are as follows:

2.1} To organize and serve all equestrian and equine interests. by providing a local coordinating body.
2.2} To guard the well being of horses.
2.3} To encourage communication and co-operation amongst fellow equestrians.
2.4} To foster and encourage the interests of horse owners.
2.5} To foster and encourage interesting equestrian activities.
2.6} To encourage and create educational programs for the horse owner, and the community.
2.7} To raise funds through programs. sales, competitions. another fund-raisingactivities through which the club will benefit.
2.8} To accept or receive gifts. donations, grants. etc.., to benefit the purposes of the club.upon the terms and conditions prescribed by the donor or donors.
2.9} To provide and maintain a liaison with other clubs and applicable organizations locally, provincially, nationally, and internationally.
2.10 } To improve enjoyment and improvement in all areas of horsemanship.
2.11} To provide information and training on all aspects of horsemanship.
2.12} To provide horse activities such as gymkhanas, horse shows. trail rides. clinics. demonstrations, and other activities which maybe decided upon
2.13} To encourage an attitude of good sportsmanship.
2.14} To squire and maintain a permanent area for our facilities, including an indoor arena, and any other necessary buildings.
2.15} To do all such other acts and things as are conducive to the attainment of the purposes of the Society

3} The Society shall be carried on without purpose of gain for its members and any and all profits for other accretions to the Society shall be used for promoting its purposes.
4} This paragraph 4 and paragraph 3 are unalterable.

BYLAWS


Here set forth, in numbered clauses, the bylaws providing for the matters referred to in section 6.1 of the Society Act and any other bylaws. 

PART ONE: INTRODUCTION TO BY- LAWS

I } All rules set forth in the constitution and by-laws of this club are amenable. and as they are adopted, should be made available in writing, either immediately , or annually , (whichever is deemed necessary) to each member in good standing.
2 } The Sunshine Coast Equestrian Club has adopted, and/or refers to as a guide in the following order:

a) CURRENT EQUINE CANADA RULE BOOK
b) HCBC
c) AQHA RULEBOOK
d) THE GYMKHANA BOOK
e) THE SOCIETY ACT
f) ROBERTS RULES OF ORDER

3} The Registrar of Companies in Victoria with whom our club is registered and therefore legal, shall be notified in the event of a change within the name or constitution of the club.

PART TWO: DISCRIPTIVE ROLES OF THE EXECUTIVE:

1.} PRESIDENTS:

1.1} Acts as chairperson at general meetings, or may delegate another to do so.
1.2} Must remain neutral, and be able to maintain order within the meeting.
1.3} Keeps issues on track, and discussion running smoothly and progressively, keeps meetings within the time limit set.
1.4} Outside of meetings, president should oversee the club in all activities, keep communication between the committees, executive, and the general membership open and to generally keep the club running as efficiently as possible.
1.5} Is responsible to oversee all motions, special resolutions, and financial matters.
1.6} Is responsible for signing cheques. and money orders.
1.7} Is responsible for notifying bank of change of presidency, if applicable, after elections.
1.8} Must keep local post office informed of any changes in the presidency, address and phone number of same. This is to ensure that the club, operating as a non-profit organization, remains entitled to a box, free of charge.
1.9 } Must uphold the Constitution, By-laws, and Rulebook of the club.
1.10} Is required to furnish minutes and financial reports at the end of the year, to an accountant, who will then return them to the Executive for signing. Next, the president is required to forward the above to a lawyer, for sending to the Registrar of Companies. Victoria. The president may decide to fill out Schedule II. Societies Act, himself rather than hiring a lawyer for this purpose, thusly saving the lawyer's fee. Failure to send into Victoria the accountants audit report and Schedule II, will result in termination of our club as a legally registered club. The Registrar need annual correspondence from us regarding this matter.
1.11} Is responsible for delegating, or doing himself, any and all correspondence with the Registrar, concerning annual reports, changes or additions to the Constitution or By-laws
1.12} Must remain neutral and objective while developing club growth in all areas of horsemanship, and what ever other matters are relevant to the club.
1.13} Is responsible for seeing that the insurance is renewed and the insurance policy is correct and ample. Will ask the proper expertise for advisement on this issue.

2.} VICE PRESIDENTS:

2.1} There will be two Vice Presidents:

2.1.1 } Western Vice President: person who can provide input and support for the Western Disciplines within the club.
2.1.2 } English Vice President: person who can provide input and support for the English Disciplines within the club.

2.2} Is to generally assist the president. or act as a substitute, for public appearances, meetings, financial decisions, etc.., in the case of the presidents absence.
2.3} Is required to fill the presidential seat, should the president be unable to do so. A majority vote from the general membership may decide against this, in which case, nominations and elections must be called for to elect a new president.
2.4} Is to remain neutral and objective while developing club growth in all areas of horsemanship.

3. } SECRETARY

3.1} Is responsible for recording the minutes of the general meetings.
3.2} Is responsible for maintaining an up to date record of all members by checking with the treasurer on a monthly basis.
3.3} Is the custodian of all club records. Should have records and information as to how to run and organize all club functions and activities, unless the president has decided to hold these records himself.
3.4} Is responsible for all correspondence at the request of the president, (i.e., proper notice of meetings, letters, phone calls), unless otherwise specified.

 

PART TWO: DESCRIPTIVE ROLES OF THE EXECUTIVE:

1.} PRESIDENTS:

1.1} Acts as chairperson at general meetings, or may delegate another to do so.
1.2} Must remain neutral, and be able to maintain order within the meeting.
1.3} Keeps issues on track, and discussion running smoothly and progressively, keeps meetings within the time limit set.
1.4} Outside of meetings, president should oversee the club in all activities, keep communication between the committees, executive, and the general membership open and to generally keep the club running as efficiently as possible.
1.5} Is responsible to oversee all motions, special resolutions, and financial matters.
1.6} Is responsible for signing cheques. and money orders.
1.7} Is responsible for notifying bank of change of presidency, if applicable, after elections.
1.8} Must keep local post office informed of any changes in the presidency, address and phone number of same. This is to ensure that the club, operating as a non-profit organization, remains entitled to a box, free of charge.
1.9 } Must uphold the Constitution, By-laws, and Rulebook of the club.
1.10} Is required to furnish minutes and financial reports at the end of the year, to an accountant, who will then return them to the Executive for signing. Next, the president is required to forward the above to a lawyer, for sending to the Registrar of Companies. Victoria. The president may decide to fill out Schedule II. Societies Act, himself rather than hiring a lawyer for this purpose, thusly saving the lawyer's fee. Failure to send into Victoria the accountants audit report and Schedule II, will result in termination of our club as a legally registered club. The Registrar need annual correspondence from us regarding this matter.
1.11} Is responsible for delegating, or doing himself, any and all correspondence with the Registrar, concerning annual reports, changes or additions to the Constitution or By-laws
1.12} Must remain neutral and objective while developing club growth in all areas of horsemanship, and what ever other matters are relevant to the club.
1.13} Is responsible for seeing that the insurance is renewed and the insurance policy is correct and ample. Will ask the proper expertise for advisement on this issue.

2.} VICE PRESIDENTS:

2.1} There will be two Vice Presidents:

2.1.1 } Western Vice President: person who can provide input and support for the Western Disciplines within the club.
2.1.2 } English Vice President: person who can provide input and support for the English Disciplines within the club.

2.2} Is to generally assist the president. or act as a substitute, for public appearances, meetings, financial decisions, etc.., in the case of the presidents absence.
2.3} Is required to fill the presidential seat, should the president be unable to do so. A majority vote from the general membership may decide against this, in which case, nominations and elections must be called for to elect a new president.
2.4} Is to remain neutral and objective while developing club growth in all areas of horsemanship.

3. } SECRETARY

3.1} Is responsible for recording the minutes of the general meetings.
3.2} Is responsible for maintaining an up to date record of all members by checking with the treasurer on a monthly basis.
3.3} Is the custodian of all club records. Should have records and information as to how to run and organize all club functions and activities, unless the president has decided to hold these records himself.
3.4} Is responsible for all correspondence at the request of the president, (i.e., proper notice of meetings, letters, phone calls), unless otherwise specified.

3.5} Is responsible for attending any and all meetings as requested by the president.
3.6} Is responsible for all incoming and outgoing mail, unless otherwise specified.
3.7} May be required to chair a meeting in the absence of the president and vice presidents.
3.8 } Should remain neutral and objective.
3.9} Is responsible for keeping track of who has possesion of the perpetual trophies, and ensuring that they are returned to the Awards Committee in enough time to have them ready for the next awards banquet.

4.} TREASURER:

4.1} Has the official up to date roster of paid up members.
4.2} Is responsible for co-signing cheques with the president.
4.3} Is responsible for the upkeep of financial records, expenses, bills, and income of the club. Must keep all receipts collected from all committees. individuals, etc..
4.4} Is required to furnish annual financial reports to the president, so that they may be forwarded to the accountant, and then to the Registrar.
4.5} Should be able to provide financial reports upon a reasonable request from the Executive or a club member.
4.6} Shall furnish a monthly statement at the Executive and General Meetings.
4.7} Shall act as club banker.

5.} DIRECTORS:

5.1} An extension of the Executive responsible for filling in or providing leadership in areas of the responsibilities of the Executive as required by the Executive.
5.2} Shall act as a liaison between the general membership and the Executive.
5.3} Shall be responsible for assiisting the Executive in decisions conserning complaints, members not in good standing, etc.
5.4} Shall be responsible with the Executive, for actively insuring that the club and it’s purposes remain true to it's name, Constitution, By-laws, and Rulebook, except where a change has been warranted by the majority of the club.
5.5} Directors are to be aware that while no individual member is personally responsible for any debts created by the club, it is the responsibility of the most recent Executive and Directors to personally shoulder any remaining debts and expense should the club have less than three (3) members for more than six (6) months.
5.6} Directors are to assist the Executive in decisions pertaining to financial matters, expenditures. etc.
5.7} Directors are to remain neutral and objective, allowing the body of the club to indictate it's direction of interest. It is the duty of all Directors and Executive to assist with this direction, providing that it is in the best interest of the club's Constitution, By-laws, and Rulebook.

6. } QUARTERMASTER:

6.1} Keeps a record of all of the club's possessions and where they are stored or located. Keeps a file with a list of all club's property.

7.} ENTRY SECRETARY:

7.1} PRIOR TO THE SHOW
7.1.1 } Obtains a list of all members in good standing and not in good standing.
7.1.2} Receives entries via Email, mail or telephone.
7.1.3} Obtains a prize list from the show committee, so that the names of
the riders and their horses may be put under their chosen classes.
7.1.4} Adds up the total for each entrant, (in the entry secretary book) so
that it will be known how much to charge each entrant on the day of
the show.
7.1.5} Creates a chart, showing the classes and the competitors names. On show day, the results of each class is recorded here. so that the day high points can be tabulated. This chart, or the information from it is kept by the Entry Secretary until the end of the year. At the end of the year, the Entry Secretary and at least two other executive member shall get together and tabulate year end results for the year end banquet.
7.1.6} Makes up judge's cards, the whipper in book, the announcers list.
7.1.7} Judge's cards used by the judge for placing a class in his/her order of preference. Each class has its own card, and the judge's name on it. Show Committee is responsible for obtaining cards from appropriate source and supplying the entry secretary with them upon request.
7.1.8} All judges cards and comments shall be kept in sealed envelopes till year end.
7.1.9} Whipper in book is a booklet for the whipper in containing every class, each on its own page, with a list of the entries numbers that are in the class and the order of go if applicable. Riders riding more than one horse will wish to be spaced far apart from themselves, allowing time to switch horses.
7.1.10} Announcers list contains the same information as the whipper in book. Announcers book contains the riders name and horses name as well as their number. This information is in list form.
7.1.11} Entry Secretary book is a booklet that contains a rider per page. Under that rider's name goes his horse's name and all the classes he/she wishes to enter, his/her assigned number, and a tabulation of fees

8.} PAST PRESIDENT:

8.1} Helps the new President get started and answers any questions the new President may have.

9.} THE BOARD OF DIRECTORS:

9.1} Consists of the eight (8) Executive (President, Western Vice-president, English Vice President, Secretary, Treasurer. Quartermaster, Entry Secretary, PastPresident), and a number of directors at large.
9.2} These people are responsible for upholding and enforcing the Constitution, By-law: and rulebook, acting on all financial matters, and all other matters, and performing in the best interests of the club.

PART THREE: MEMBERSHIP

1} APPLICATION:

1.1} A person may apply to the Directors for membership in the Society and on acceptance, and payment of the required fees. shall be a member.

2} VOTING:

2.1} Every paid member in good standing is entitled to a single vote.
2.2} In order to vote, every member must be over the age of eight, 8, as of January 1st.
2.3} Voting is done by ballot, unless a majority vote by members present at that meeting. (properly called for with a quorum present) decides otherwise. This should be a temporary decision, just for the meeting in question. If the question is to be made into a new resolution, the item in question must be tabled to the next meeting , so that proper notification of that meeting and the important item on the agenda may be announced to all club members.
2.4} Proxy votes are allowed. (see PART EIGHT: NOMINATIONS AND ELECTIONS)

3} FEES:

3.1} Assessed annually and subject to change annually, at the discretion of the executive.
3.2} Broken down into the following categories:

1-Photocopying and postage;

2-Room rental:

3-Advertising

4-Liability insurance. Each membership dues contribute to the above expenditures.

4} DUES:

4.1} New memberships maybe paid at any time throughout the year. All memberships expire December 31st. All renewing memberships are due January 1.
4.2} Paid by cash, cheque, or money order to the executive(s) responsible for the collection of dues.
4.3} There shall be Junior, Senior and family memberships. Junior: 18 years old and under. Senior- 19 years old and over.

5 } PRIVILEGES:

5.1} All members are entitled to a copy of the club's constitution and by-laws.
5.2} All senior members may, upon request, obtain a key from the grounds maintenance committee. for the purpose of using the club's facilities for the year. Junior and Intermediate members MAY NOT use the clubs facilities at anytime unless supervised by an adult, or Senior member.
5.3} Members have the right to attend any and all meetings.
5.4} All members have the right to receive proper notice of all general meetings.
5.5} Members have the right to receive any publications.
5.6} Members have the right to serve as director or committee member.
5.7} Members have the right to vote, except those under eight years of age.
5.8} All members, in good standing, have the right to compete in shows or functions sponsored by the club at a reduced rate where applicable.
5.9} Members have the right to liaison with other clubs and organizations dealt with by this club.
5.10} Members have a duty to uphold. respect, and abide by the constitution and the bylaws of this club.
5.11} The purchasing of a SCEC membership also entitles them to the option of purchasing HCBC membership. Coaches insurance at a minimum of $1,000,000.00 (one million) liability coverage is mandatory for a coach to attend, participate or instruct a student at any SCEC sanctioned event. The coach must provide proof of insurance to the SCEC one month prior to the participants first event. A copy of this insurance will be kept on file by the SCEC for verification.
5.12} Renewing members wishing to purchase an extra copy or the SCEC by-laws may do so, at a fee set by the executive. (fee subject to change).

PART FOUR: MEMBERS NOT IN GOOD STANDING

1} MAYBE DETERMINED IN THE FOLLOWING:

1.1} By NSF cheques, until the condition is corrected.
1.2 } By money owed the club, until debts are paid.
1.3} By stealing from the club, the decision as to when or if to reinstate the member(s) in question is determined by the executive.
1.4} Vandalism, the executive shall decide on length of dismissal, or other appropriate actions.
1. 5} By consistent failure to uphold the constitution and by-laws of the club. Executive will decide on length of dismissal.
1.6} By consistent improper conduct and/or animal abuse, as outlined by CEF and HCBC, at club activities: appropriate actions shall be taken by executive.

2 } EXECUTIVE MEMBERS MAY BE ADVISED OF MISCONDUCT:

2.1} A general member who may have witnessed, (or has information regarding) the incident.
2.2} Witness(es) in the community.

3} AN EXECUTIVE MEETING MAY BE NECESSARY TO DISCUSS THE PROBLEM
4} A PERSON SHALL CEASE TO BE A MEMBER OF THE SOCIETY

4.1} By delivering his resignation in writing to the secretary of the Society. or by mailing. or delivering it to the address of the Society.
4.2} On his or her death.,
4.3} On being expelled.
4.4} On having been a member not in good standing for 12 consecutive months.

PART FIVE: OPERATIONS OF HORSE SHOWS AND CLINICS

1. } SUNSHINE COAST EQUESTRIAN CLUB RULEBOOK

1.1} All horse shows, clinics, gymkhanas, play days etc. held by the SCEC will follow the Sunshine Coast Equestrian Club Rulebook.
1.2} All members of the SCEC will receive a copy of the SCEC Rulebook.
1.3} All renewing members can receive a copy of the SCEC Rulebook for a fee, set by the Executive.

PART SIX: POINTS SYSTEMS AND YEAR END AWARDS

1.} DIVISIONS:

1.1} There will be the following four disciplines in which riders may compete for points:
1. 1.1} Western flat
1. 1.2} Games
1. 1.3} English flat
1.1.4} Over fences
1. 1.5} There is also for the purpose of year end awards, a mixed category, which includes all four disciplines.

a) All Around Horse of The Year.

b) All Around Pony of The Year.

c) High Point Rider of The Year.

1.1.6} Points are accumulated by individuals at the shows, and then tabulated for the purpose of deciding:

1.1.6.1} Year End High Points.
1.1.6.2} High Points and Reserves for first and second highest points accumulated for each division within each

1.1.7} The four divisions are as follows:

1.1.7.1} Junior: individuals are juniors from the beginning of the year which they reach the age of thirteen (13) or younger.
1.1.7.2} Intermediate: individuals are intermediates from the beginning of the year in which they reach the age of fourteen (14), until the beginning of the year in which they reach the age of eighteen (18).
1.1.7.3} Senior: individuals are seniors from the beginning of the year in which they reach the age of nineteen 19).
1.1.7.4} Novice: An individual is eligible to show as a novice if: it is their first year of showing, or they have not met the criteria to advance from the novice division (as outlined in 1.1.8.

1.1.8} Criteria for an individual in the novice division to advance into their appropriate age division:

1.1.8.1} At the end of the show year. a rider in their first year of showing is in the top 25% of the novice division, based on points earned during that year) will be advanced.
1.1.8.2} At the end of the show year, a rider in their second year of showing is in the top 50% of the novice division, (based on points earned during that year) will be advanced.
1.1.8.3} At the end of the show year. a rider in their third year of showing is in the top 75% of the novice division, based on points earned during that year) will be

1.1.9} If an individual is considered a novice, he/she will be considered a novice for that calendar year, and then advanced

1.1.10} The novice rider division contains junior, intermediate, and senior riders combined. Those competing as novice riders are only eligible for novice year end awards.
1.1.11} Year end points will be accumulated in division specified classes, i.e.. Junior Equitation) as well as specified (i.e.. Hunter Hack) by adding the points achieved to the chosen division of the rider, (i.e.. juniors can be classified as junior or novice; seniors can be classified as senior or novice etc.).
1.1.12} It is up to the Show Committee to recognize the interests of the community, and the bulk of the SCEC's membership, and to offer appropriate classes that reflect the present needs of all.

2.} DAY HIGH POINTS:

2.1} The following prize designations are determinate of sufficient entries, and may be changed at the discretion of the Show Committee and Executive. Individual Classes

1 st Place 6 Points Blue Ribbon
2 nd Place 5 Points Red Ribbon
3 rd Place 4 Points White Ribbon
4 th Place 3 Points Yellow Ribbon
5 th Place 2 Points Green Ribbon
6 th Place 1 Points Pink Ribbon

2.2} High Point for the day, unless otherwise specified on the prize list, to be presented to junior, intermediate, senior and novice divisions:

1 st place High Point Rosette
2 nd place Reserve High Point Rosette

3. } YEAR END AWARDS:

3.1} Year End High Point Awards:

Western Flat High Point Junior perpetual trophy
Western Flat High Point intermediate perpetual trophy
Western Flat High Point Senior perpetual trophy
Western Flat High Point Novice perpetual trophy
Games High Point Junior perpetual trophy
Games High Point intermediate perpetual trophy
Games High Point Senior perpetual trophy
Games High Point Novice perpetual trophy
English Flat High Point Junior perpetual trophy
English Flat High Point Intermediate perpetual trophy
English Flat High Point Senior perpetual trophy
English Flat High Point Novice perpetual trophy
Over Fences High Point Junior Perpetual trophy
Over Fences High Point Intermediate Perpetual trophy
Over Fences High Point Senior Perpetual trophy
Over Fences High Point Novice Perpetual trophy
All around Horse of The Year Perpetual trophy
All around Horse of The Year Perpetual trophy
High Point Rider of the Year Perpetual trophy
Sportsmanship Trophy Perpetual trophy
VIP Trophy Perpetual trophy
Most improved Rider Perpetual trophy 

3.2} THE FOLLOWING DEFINITIONS APPLY TO THE MIXED YEAR END AWARDS:

3.2.1} Horse of The Year This award is decided by the amount of points accumulated in all categories by one horse. disregarding the number of riders competing with said horse. This award is for the recognition of an outstanding equine athlete standing over 14.2 hh.
3.2.2} Pony of The Year: This award is decided by the amount of points accumulated in all categories by one pony, disregarding the number of riders competing with said pony. This award is for the recognition of an outstanding equine athlete standing 14.2 hh or less.
3.2.3} High Point Rider of The Year: Open, This award is decided by the amount of points accumulated by a rider in any or all of the four disciplines. in the event that a rider rides more than one horse in the same class, (i.e. barrel race) it has been decided that only the riders best score out of all the scores he / she has accumulated in that class will count toward year end. This solves the problem of riders accumulating many points with many horses unfairly, in one class.
3.2.4} Sportsmanship: This award is decided by vote of the awards committee with recommendations by the Executive. Nom; nations submitted by SCEC members stating the name of the nominee, the person nominating, the name of a seconder, and the reasons for nomination, shall be considered by the Awards Committee in deciding the recipient of the award. This award is to recognize a rider who shows exceptional qualities in good sportsmanship, fair play, helpfulness, fellow competitor support. and humane treatment of horses. This award does not take into account the points standing of the competitor in question Ballot box for the annual Sportsmanship Award to be present at all SCEC Horseshows.. Open to all divisions.
3.2.5} V.I.P: This award is decided by vote of the Executive. Nominations submitted by SCEC members, stating the reasons for nomination. The name of a seconder and the reasons for nomination, shall be considered by the Executive in deciding upon the recipient of the award. This award is to recognize an outstanding member in the area of volunteer work and overall support for the SCEC. Ballot box for the annual VIP award may be present at SCEC Horseshows. This award does not have to be awarded every year.
3.2.6} Most improved Rider. This will be awarded to a rider who has shown significant improvement in their horsemanship abilities (inside and outside the show ring). Nominations accompanied by a reason can be submitted to anyone on the show committee will vote on the nominees at years end. This award may not necessarily be awarded every year, but is awarded to a rider who shows they have improved.

**NOTE: 3.2.4, 3.2.5, and 3.2.6, are exempt from section 3.6 (this page)

3.3} Other class awards, i.e.. trophies, medals, gifts, donations, money, etc.) shall be recommended by the Show Committee and approved by the Executive.
3.4} There shall be a minimum of three (3) competitors in each class. The class may be cancelled or combined at the discretion of the Show Committee.
3.5} In order to qualify for a trophy, the competitor must have entered and placed in enough classes in the category to earn more points than any other competitor in the same category
3.6} In order to qualify for a year end award, the competitor must attend at least two (2) meetings, general executive or committee) in that calendar year, and complete a minimum of six (6) hours volunteer work at a club function. The names of all attending each meeting is kept by the secretary of that meeting and will be forwarded to the person keeping track of the points for the year. The names of all person's volunteering and how long they volunteered at each club function will be recorded by the manager of that function and forwarded to the person keeping track of the points for the year. The end of the last function of the calendar year, excluding the year-end banquet, must meet these requirements.
3.7} There shall be a High Point Reserve for every category outlined in the Year End High Point Award section (5.4) of this document.
3.8} The Executive and the Show Committee reserve the right to omit or change any trophy or award that has demonstrated little or no interest to potential competitors during the show season.
3.9} There shall be an awards banquet or awards function annually, for the purpose of recognizing and awarding outstanding achievers in the club. 

PART SEVEN: GENERAL MEETING

1.} TIME:

1.1} To be held on the first Week of March. May, October, and November.
1.2} Commencing at 7:00 p.m.

2.} PLACE:

2.1} In a regular meeting place as is decided on by the membership.

3.} OPERATION OF:

3.1} Meeting called to order
3.2} Minutes of the previous meeting read
3.3} Treasurer's report
3.4} Committee reports
3.5} Old business
3.6} New business
3.7) Adjournment of meeting

4.} SPECIFIC:

4.1} Meeting must be properly called for, either by announcement, in writing, or by telephone, prior to the meeting.
4.2} Members shall be informed at this time, of any item of importance or a vote, or a new resolution so that they can plan to attend.
4.3} Members must also be informed of nominations and elections.
4.4} Rules needing to be added to the constitution or by-laws may be adopted at general meetings as follows:
4.4.1} Proper notice of meeting, plus important item on agenda.
4.4.2} A majority vote of the members present at a properly called for meeting is needed to pass a resolution.
4.4.3} A quorum must be present.
4.4.4} A quorum has been set at 20% of the club membership, present at the meeting in question.
4.4.5} Should this quorum become unobtainable. the minimum number of members needed to pass a resolution is 3. (see schedule B, societies act.)
4.4.6} Should a quorum not be present, no voting may take place. The resolution must be tabled, and steps taken to ensure a quorum for the next meeting.
4.4.7} If the resolution is passed, every member must be notified, either in writing, by announcement or by telephone. The resolution should then be added to the by-laws as an amendment, to be in effect for the following year.
4.4.8} If these amendments pertains to the constitution, then the registrar of companies in Victoria must be notified of the change or addition.


4.5} President is to chair general meetings, unless absent. Western Vice president is to substitute in this case. If this is not possible, then the duty is passed on to the English Vice President, secretary, and then one of the directors.
4.6} Should no directors be present, the general membership may decide to elect, for the meeting, a member of the assembly to chair the meeting and another to act as secretary.
4.7} Voting by proxy is allowed for elections and special resolutions.
4.8} President, or delegate is responsible for making up or obtaining an agenda for the forthcoming meeting. Refer to minutes of the previous meeting to do this.

PART EIGHT: EXTRA ORDINARY MEETINGS

1} TIME:

1.1) Set by the members of the group calling the meeting.

2} PLACE:

2.1} Set by the members of the group calling the meeting.

3} OPERATION OF:

3.1} Meeting called to order
3.2} Minutes of previous meeting read, if applicable
3.3} Treasurer's report, if applicable
3.4} Secretary chosen, for the meeting, if one is not present
3.5} Business to be discussed
3.6} Meeting adjourned
3.7} Minutes of the meeting, as written by the chosen secretary to be compiled and read to the members at next general meeting, when the various committee reports are called for.

4} SPECIFICS:

4.1} Extraordinary meetings are those meetings other than general, (i.e. committee or executive.)
4.2} These meetings are open to the general membership, those of whom are interested. or feel they have something to say or offer.
4.3} Executive has the power to make an amendment, at an executive meeting, providing:

4.3.1} There is a quorum present
4.3.2} A quorum in this case is a majority of the executive
4.3.3} Less than three is not a quorum
4.3.4} Executive has a duty to listen to objections put forth by club members and to call for a vote at a general meeting if necessary
4.3.5} A resolution may be agreed upon by the executive in the absence of a meeting, provided there has been written agreement between all of the members (executive).

4.4} Committees may get together as they wish to discuss relevant business or to pool ideas, etc.
4.5} Committees do not have the power to make amendments
4.6} Committees do not have the power to spend club's money without executive's approval
4.7} Committees will be asked to submit reports to the general members at a general meeting. This means keeping the general members informed of plans, ideas, functions, etc.. that each particular committee has come up with. These reports shall be read at each general meeting from a member of that particular committee, or the secretary who was chosen to take the minutes. 

PART NINE: NOMINATIONS AND ELECTIONS

1) NOMINATIONS AND ELECTIOINS ARE CARRIED OUT IN THE FOLLOWIING MANNER:

1.1} Nominations are called for annually, in the month of October.
1.2} The nominees may accept or decline immediately, but may take the time up to the next general meeting to decide.
1.3} Should the nominee decline, new nominees are sought, and may be elected at the election meeting, as the new nominee has the right to consider the opportunity for the allowed time period.
1.4} Therefore the bulk of elections are to be held in the month of November, with the possibility of remaining positions being filled in December, or even into the new year. (A special meeting may have to be called in January when usually no meeting takes place.)
1.5} Proper notification of both nomination and election meetings is required.
1.6} Voting by proxy is allowed
1.7} Voting by proxy is defined as a method of voting by a member, in the absence of that member. The vote must be cast, and signed. placed in an envelope, sealed, and delivered to the executive on or before the election.
1.8} Voting is to take place by ballot, unless a majority of the voting members present. (including a quorum) wish to suspend voting by ballot for some other form of voting, for just the election in question.
1.9} There is no time limit as to the length of term served by any executive or committee member.
1.10} Maximum number of people in a committee is 7.
1.11} Committees may be created or discontinued as needed, at any general or executive meeting. A committee has the right to form sub-committees as needed.
1.12} The forming of a committee maybe done in one of several ways:

1.12.1} By appointment, through the executive or general assembly
1.12.2} By volunteering
1.12.3} By nominations and a majority vote, with a quorum being present.
1.12.4} Acclamation.

1.13} Officials are elected or re-elected annually.
1.14} Committee members maybe reinstated annually.
1.15} The general assembly has the power, by special resolution, to remove any official from his position, before the end of term.
1.16} Any committee may be created as needed, at anytime.
1.17} A permanent committee shall be recorded in the by-laws, and a temporary committee needn't be.

2} OFFICERS OF THE EXECUTIVE:

2.1} There shall be a

2.1.1} President
2.1.2} Western vice president
2.1.3} English vice president
2.1.4} Secretary
2.1.5} Treasurer
2.1.6} Directors at Large
2.1.7} Quartermaster
2.1.8} Entry Secretary
2.1.9} Past President 

3} COMMITTEES:

3.1) There shall be a:

3.1.1} Ways and means committee.
3.1.2} Show committee.
3.1.3} Grounds maintenance committee.
3.1.4} Advertising committee.
3.1.5} Concession committee.
3.1.6} Phoning committee.
3.1.7} Newsletter committee.


3.2} It is the responsibility of the out going officers and committee members to brief and to make familiar to the new officers and committee members all the particulars of their new roles. Old officers will hopefully keep themselves available, should there be any questions from the new officers or committee members.

TO THE EXECUTIVE:

Because of our common horse interest, and subsequent lack of legal and technical skills desperately needed in order to keep this club legally organized and solvent, present and future executive, (that means president, vice-presidents, secretary, treasurer. quartermaster, entry secretary, and directors), have an obligation to themselves, the club and future executive to either know the procedures necessary for running and maintaining this club in it's legal capacities, or to seek assistance from legal council. This has nothing to do with horses, rules governing shows, or anything else. The formalities, technicalities, and procedure needed to organize and run a club successfully are the same, no matter what type of club it is. Therefore, if organizing and running a club appeals to you, welcome aboard! If horses are your end of it. Feel free to join any of the committees needed to make this riding club work.

TO THE COMMITTEES:

Committees are groups of people working together within the boundaries and definitions of their particular committees. They have nothing to do with the procedures for running the club. although they do have tremendous affect on decisions made, which over the years will shape the club, and give it direction. Should you decide to become involved in a committee, please know that you will be involved in your own decisions, but will also work closely with the Executive in terms of money and or a budget for your particular committee. Please feel free to make decisions among yourselves and approach the club or the Executive at general meetings or at extraordinary meetings with your ideas. Without committees the club would cease to be a growing, developing organization within this community

PART TEN: DESCRIPTION OF COMMITTEES


COMMITTEES ARE AN ORGANIZED BODY OF VOLUNTEERS, FUNCTIONING TOGETHER TO PERFORM A SPECIFIC LONG OR SHORT TERM TASK OR DUTY.

1.} SHOWCOMMITTEES:

1.1} Is responsible for all of the organization involved with putting on a horseshow, clinic, gymkhana, playday, etc.
1.2} Supplies the club with all the managers for all of the horseshows, clinics, gymkhanas, playdays, etc..
1.3} Supplies these people with all of the information, or at least tells them where to find such information, as well as all the equipment needed to do these jobs. (i.e. stop watches, timers. anything else needed. )
1.4} Creates the years calendar of events, in conjunction with the Ways and Means Committee and the Executive.
1.5} Pays close attention to other events which may help or hinder the calendar of events such as community fairs, school exams, out of town shows, etc.
1.6) Shall decide upon judges and clinicians, and managers for all events on the calendar of events.
1.7} Shall photocopy the seasons prize lists, entry forms, and release forms.
1.8} Shall create a prize list for each show. The prize list shall contain:

1.8.1} Name of club.
1.8.2} Names and telephone numbers of Show Manager and Entry Secretary.
1.8.3} Names of judge(s).
1.8.4} Time of start.
1.8.5} Directions for method of payment to Entry Secretary.
1.8.6} Policy for late entries.
1.8.7} Policy for post entries.
1.8.8} Closing date for all entries.
1.8.9} An entry form or blank with a release form included or attached.
1.8.10} A list of classes, their times if applicable, and a schedule of fees.
1.8.11} Rules governing the show and nag.
1.8.12} Any other information pertaining to the event.

1.9) Shall provide Entry Secretary with anything he/she may need. (i.e.. ribbons, numbers, judges cards, pens etc.. ).
1.10} Shall be responsible for setting fees for all events.
1.11} Shall be responsible for bearing all complaints made to the Show Manager or Committee and deciding appropriate action for them.
1.12} Shall be responsible for helping the Show Manager find suitable people for jobs, such as judges, course designers, etc..
1.13} Shall be responsible for the application of permits and shall know the procedure for canceling a show, and discussing with HCBC the possibility of reusing the permit. rather than forfeiting it, and the money it costs.

2} WAYS AND MEANS COMMITTEE:

2.1} Shall plan and organize other fund raising events, such as sales, pony rides, trail rides, demonstrations, lectures, videos etc.
2.2} Shall coincide these events to agree with the calendar of events.
2.3} Shall approach the Ececutive for confirmation of money needed.
2.4} All fundraising must be cleared by the Ways and Means’ Committee

3.) GROUNDS MAINTENANCE COMMITTEE:

3.1} Is responsible for the maintenance and improvement of the clubs facilities.
3.2} Checks to make sure that litter and pop cans are taken care of and that the equipment shed is locked after everything is put away.
3.3} Maintains an up to date list of who has keys to any of the club's facilities.
3.4} Instigates necessary repairs and maintenance to the grounds by calling WORK PARTIES. DON'T DO EVERYTHING YOURSELF.
3.5} Shall supply keys to the facilities to any senior members requesting one.
3.6} It shall be noted that the club pays for these keys.

3.7} Specifically, BEFORE the first event

:3.7.1} Arranges for grading and dragging of the ring.
3.7.2} Calls work parties to get the facilities ready for the year.

3.8} Specifically, AFTER the last event of the year.

3.8.1} Arranges for a work party to clean up the equipment shed and make sure everything is put away for the winter.

4.) CONCESSION COMMITTEE:

4.1) Shall be responsible for maintenance, inventory, and management of concession during all club events.
4.2) Shall wait to hear from Show Manager of each particular event if a concession will be needed for that event.
4.3) Shall be responsible for purchasing all supplies needed, such as food, cookware, appliances etc., as well as supplies for clean up, such as garbage bags, pending approval from the Executive.
4.4} Shall turn in all money made throughout the day over to the Show Manager.
4.5) Shall supply the concession stand with pop can fiats or boxes. and shall cash in pop cans and bottles as they accumulate.
4.6} Shall be aware of and use the gift certificates received from the grocery stores for receipts turned in.

5.} ADVERTISING COMMITTEE:

5.1} Responsible for informing the press of all events prior to the event.
5.2} Responsible for advertising shows, clinics, trail rides, meetings etc..
5.3} May use as many venues as possible, i.e., newspapers, magazines, television, radio, newspaper columns (contact specific column writers, and keep deadlines in mind.).
5.4} Responsible for getting advertisers for the club's newsletters.
5.5} Responsible for turning income from advertisers over to Treasurer.

6.} PHONING COMMITTEE:

6.1} Responsible for telephoning all members and informing them of upcoming meetings and important items on the agenda of those meetings. (see president, or person chairing the meeting for an agenda).
6.2} Responsible for maintaining an up to date membership list to call from.
6.3} Responsible, under the direction of the President, to inform the general membership of all upcoming events. (Shows, clinics, work parties, banquet etc.. ) 

7.} MEMBERSHIP COMMITTEE:

7.1) Responsible for collecting money and forms for new or renewing members.
7.2} Responsible for forwarding money to Treasurer and information to HCBC.
7.3) Responsible for having someone at each event to sell memberships to anyone needing one.
7.4) Responsible for keeping the membership list up to date and supplying copies to President, Phoning Committee, Newsletter Committee, Secretary, and Treasurer.

8. } NEW RING:

8.1} Responsible for exploring options for the SCEC to have their own facilities at a convenient location.
8.2} Responsible for approaching the Executive with any possibilities that arise.
8.3} Responsible for setting up and attending any meetings regarding squiring a new facility.

9. } PLEASE NOTE ALL COMMITTEES MUST:

9.1} Keep track of their meetings; by taking minutes, so that they may prepare a report for the next general meeting.
9.2} Keep an up to date list of members, so that they know who to call for volunteers and assistance.
9.3} Keep a record of sponsors, donators, and non members who help, businesses that give us a break. etc. so that the club may formally thank them at the end of the year: an appropriate good gesture.

PART ELEVEN: AMENDMENTS 

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For More Information On Sponsoring the Sunshine Coast Equestrian Club, Call Ashleigh 604-886-1544 or email.