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Western New York Quarter Horse Club, Inc. By-Laws
Printable Version 2016

ARTICLE I. NAME

This organization shall be known as the Western New York Quarter Horse Club, Inc. (“WNYQHCI”), and shall at all times be operated and conducted as a non-profit association in accordance with the laws of the United States and State of New York.

 

ARTICLE II. PURPOSE

The general purpose of the Western New York Quarter Horse Club shall be to encourage the ownership of AQHA registered horses and to enlighten the public to its general purpose, to promote more and better breeding and secure as many possibilities for the exhibiting of the Quarter Horse in compliance with the American Quarter Horse Association rules. The Western New York Quarter Horse Club was formed on February 17, 1957 and was incorporated on June 22, 1960. Whenever possible, the club will sponsor AQHA horse shows, open horse shows, monthly newsletters, year-end awards, or other Quarter Horse related events to assist in promoting the American Quarter Horse and to provide opportunities for exhibiting the Quarter Horse.

 

ARTICLE III. MEMBERSHIP, DUES AND VOTING POWER

Section 1. Eligibility for Membership. Membership shall be open to any interested person. New and renewing members must submit a written application for membership accompanied by the appropriate dues.

Section 2. Membership Year. The membership year commences on January 1 and ends on December 31. Any member failing to renew his/her membership by paying dues before or on April 30 shall automatically forfeit membership in the club.

Section 3. Member in Good Standing, Expulsion, Suspension. A member whose dues or other payments are not in arrears is considered a “member in good standing” unless suspended or expelled by the Board of Directors, as provided herein. Any member who is expelled or suspended by the American Quarter Horse Association or the American Quarter Horse Youth Association may be expelled or suspended by the WNYQHCI Board of Directors. Members of WNYQHCI shall be admitted, retained and expelled in accordance with such rules and regulations as the Board of Directors may, from time to time, adopt.

Section 4. Membership Categories. Membership categories shall be Individual, Family, Youth and such other categories as the Board of Directors may, from time to time, adopt. The Board of Directors shall set the dues for each membership category and may impose a late fee for memberships renewed after April 30. Youth members shall be age 18 and under and will organize themselves into a separate, affiliated division of the WNYQHCI with its own officers and directors, as described in Article X. Individual Members must be age 19 or over.

Section 5. Voting. In all matters governed by the vote of the members, each Individual Membership in good standing shall be entitled to one vote and each Family Membership in good standing shall be entitled to two votes. Only dues-paying members in good standing over the age of 18 can vote.

 

ARTICLE IV. OFFICERS AND DIRECTORS Section 1. Officers.

a. President. The President shall be the Chief Operating Officer of the WNYQHCI, shall serve as the Chairman of the Board of Directors, and shall preside at all meetings of the club. The President shall appoint all standing and special committees, unless otherwise provided for, and he/she shall be a member ex-officio of all such committees. He/she shall see that the By-Laws, rules, regulations and motions of the club are enforced, and shall perform all other duties that may be prescribed from time to time by the Board of Directors.

b. Vice President In the absence of the President, the Vice President, shall have the powers and perform the duties of the President and such other duties as may be prescribed by the Board of Directors.

c. Corresponding Secretary. The Secretary shall keep a record of the business of the club, have charge of all correspondence, including minutes, motions, newsletters, correspondence and by-laws, and perform such other duties as may be required.

d. Recording Secretary. The Recording secretary shall keep a register of the names and addresses and attendance of all members, call the role of Officers and Directors at the meetings, receive all membership dues and turn all money received over to the Treasurer on a timely basis, notify any member who is in arrears, maintain historical records of the club,

d. Treasurer. The Treasurer shall be custodian of all money received and shall deposit such money in a timely manner in a bank in the name of WNYQHCI. All cash received shall be recorded by receipt and verified by another officer, member of the Board of Directors or committee chairperson from whom it was received. The Treasurer shall disburse funds only by check or debit card as authorized by the Board of Directors. All bank accounts held by WNYQHCI shall require the signatures of two duly elected Officers for disbursement of funds. The President and the Treasurer shall sign all checks unless absent or unavailable, in which case checks may be signed by two other duly elected Officers. The Treasurer is the only authorized user of the debit card, and must obtain written approval of another duly elected Officer for its use. The Treasurer shall provide a monthly written report, showing income, expenses, and current balances of all accounts, to the members at each regular monthly meeting. The Treasurers Report shall be disbursed to members via e-mail and posted to the website.

e. Term. The term of office for all Officers shall be twelve (12) months from their installation at the November general membership meeting or until their successors are duly elected and installed into office.

f. Vacancy. In case of any vacancy in any office by death, resignation, disqualification or other cause, the Board of Directors shall appoint a qualified successor from the general membership to serve for the remainder of the term.

g. Attendance at Meetings. Any Officer who is absent from three (3) consecutive meetings of the Board of Directors may be removed from office by the Board of Directors.

Section 2. Directors.

a. Governing Body of the Corporation. The governing body of the corporation shall be a Board of Directors of nine (9) members which shall consist of the President, First Vice President, Second Vice President, Secretary, Treasurer, Youth Club Advisor elected by the Youth Club as described in Article X, plus three (3) additional Directors elected at large from the membership. In addition, the Immediate Past President shall serve as a Board Advisor in a non-voting capacity for twelve (12) months following the end of his/her term as President. No person may hold more than one office at the same time.

b. Terms. The three additional directors shall be elected for staggered terms of thirty-six (36) months.

c. Vacancy. In case of any vacancy in the Board of Directors by death, resignation, disqualification or other cause, the Board of Directors shall appoint a qualified successor from the general membership to serve until the next general election of Directors at an annual meeting of members. In case of a vacancy in the Board Advisor position, no successor shall be appointed.

d. Meetings and Quorum. With prior notice to all Officers and Directors, meetings of the Board of Directors shall be heldwhenever called by the President or by a consensus of two-thirds of the current Directors. A simple majority of the total number of Directors shall constitute a quorum for the transaction of business. Any member in good standing may attend and observe any meeting of the Board of Directors. Minutes of all meetings of the Board of Directors will be recorded and published in the club’s monthly newsletter. For any meeting of the Board of Directors, prior notice of at least 48 hours shall be sent to all club members in good standing.

e. Power and Authority. The Board of Directors shall have the power and authority to make, amend, repeal and enforce such rules and regulations, not contrary to law or the Certification of Incorporation or these By-Laws, as they may deem expedient concerning the conduct, management, and activities of WNYQHCI, the admission, classification, qualification, suspension and expulsion of members, removal of officers, the rules and regulations governing the procedure of such suspension and expulsion and removal, the fixing and collecting of dues and fees, expenditures of money, auditing of books and filing of tax records and returns, conducting of shows, contests, exhibitions and other functions, and other details relating to the general purpose of WNYQHCI, all however subject to revision or amendment by the members at any regular or special meeting. The Board of Directors may also approve expenditures of money up to $1,000. Expenditures above $1,000 or approval of budgets for committees require approval by simple majority vote by the members present at any regular or special meeting of the membership.

f. Absence. Any Director who is absent from three (3) consecutive meetings of the Board of Directors may be removed from office by the Board of Directors.

g. Board Advisor. The Board Advisor (Immediate Past President) shall attend and participate in all meetings of the Board of Directors for twelve (12) months in an advisory, non-voting capacity. He/she shall assist the new President, Officers and Directors in understanding the past operations of the club and shall provide insight into decisions that were made and the reasons and issues that led to such decisions. The Board Advisor shall participate in discussions of issues brought before the Board but shall not have a vote.

 

ARTICLE V. MEETINGS AND MEETING CREDITS

Section 1. Meetings. Meetings. Except June, July, August and December, a regular meeting of the club shall be held on the second Saturday of each month or on such other date designated by the President. The time and place of such meeting is to be selected and designated by the President in conjunction with the First Vice President. Meetings will be posted to the official club social media page, website, and sent via e-mail to the membership. Any changes to meeting times will be sent via e-mail at least (5) days prior to the scheduled meeting.

Section 2. Quorum. At any meeting of the membership, the quorum to conduct business is 15 members present. No proxies from absent members will be recognized.

Section 3. Annual Meeting and Elections. The regular Annual Meeting of the members shall be held in October for the purpose of nominating Officers and Directors from the membership floor and for the transaction of such other business as may be brought before the meeting. Members who are nominated for an Officer or Director position shall be present at the annual meeting to accept the nomination or shall submit an acceptance in writing to be read at the meeting. Within fifteen (15) days following such nominations, a ballot will be prepared and mailed by the Secretary to each member in good standing. Ballots must be authenticated by embossing. Ballots will be returned to a member of the Election Committee, which will consist of the two Directors not running for re-election and two impartial members selected at large, one by the President and one by the Secretary, or such other impartial members in good standing appointed by the President. The Election Committee shall tabulate the ballots in the presence of the Board of Directors, certify the election and report the results to the membership at the November meeting. The last order of business for the November meeting will be the installation of Officers and Directors.

Section 4. Annual Awards Banquet. The regularly scheduled monthly meeting in January or another date designated by the President may be considered the Annual Awards Banquet. The annual awards banquet in January is considered a meeting for those members in attendance who have paid or renewed their dues on or before the date that the banquet is held.

Section 5. Order of Business. The order of business at the monthly meeting shall be as follows:

Call to Order

Roll Call of Officers and Directors Roll Call or Sign In of Members Introduction of new members

Minutes of previous meeting

Minutes of previous Board of Directors meeting

Treasurer’s report

Communications and Bills, etc.

Reports of Officers, Committees and Youth Club

Unfinished business New business Adjournment

Section 6. Meeting Credits. A Meeting Credit will be awarded to a member in good standing for attendance at a monthly business meeting, the annual meeting or the annual awards banquet. Attendance must be recorded by the Recording Secretary via Roll Call and/or Sign-In Sheet before the meeting is adjourned. A Meeting Credit will also be awarded to a member in good standing who exhibits or assists on the day of or the day prior to any WNYQHC sponsored horse show (AQHA Show or Open Show). “Exhibit” is defined as personally showing a horse or owning a horse that is exhibited at the show.

Section 7. Special Meetings. Special meetings of the membership may be held whenever called in writing by direction of the President or by a majority of the Board of Directors, or by notice signed by not less than 20% of the members then in good standing. Notice of each special meeting, indicating briefly the object or objects thereof, shall be given in the manner as provided with respect to notice of regular meetings. Special meetings, if called, will not count as meeting credits.

 ARTICLE VI. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the WNYQHCI in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order which the WNYQHCI may adopt.

 

ARTICLE VII. STANDING COMMITTEES

The standing committees of the club will include the following committees, or such other committees designated by the President:

AQHA Horse Show

Awards

By-Laws

Directory

Newsletter

Open Horse Show

Points

Volunteer and Activities Coordinator

Public Relations

News/Facebook

Scholarship

Web Site

The Board of Directors shall establish guidelines as well as activity and reporting requirements for each of the above committees. A committee member can be removed from a committee by majority vote of the Board of Directors for cause or upon receipt of written resignation. If removed, the committee member will be notified in writing by the Board of Directors and such notice will state the reason for the removal.

 

ARTICLE VIII. AQHA SHOW POINT SYSTEM AND ANNUAL HIGH POINT AWARDS Section 1. General

The annual high point awards contest is open to all members in good standing. To be eligible for year-end awards, all members must have four (4) Meeting Credits as defined in Article V, Section 6 Meeting Credits, and horses must place in at least four (4) classes in a particular event. This includes both halter and performance events. If a class is offered less than four (4) times, there will be no WNYQHCI award given for that class.

All Perpetual Trophies will be returned to the Awards Committee by the November meeting.

Section 2. Pointed Shows

WNYQHCI will award points to horses exhibited in AQHA Horse Shows sanctioned by WNYQHCI. All official AQHA Horse Shows and AQHA Special Events held within the eight (8) counties of Western New York (Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans and Wyoming) will be sanctioned by WNYQHCI. Other AQHA Horse Shows and Special Events held outside the eight counties of Western New York may be sanctioned by membership vote (simple majority) at any general membership meeting. Sanctioned shows must:

1. Instruct judges to place every horse shown in each class, up to a maximum of nine (9) places.

2. Show results must be provided for every AQHA class, plus all non-AQHA classes held at the show.

3. The Show Secretary must forward AQHA Show results to the WNYQHCI Point Keeper within twenty (20) days following the show.

Section 3. Point System

Points will accumulate as of the date of payment of dues.

The WNYQHCI Point System will be awarded according to the current year’s all around scoring rules as per AQHA Official Handbook of Rules of Regulations, Rule SHW803

The Annual Club sponsored AQHA shows will be double pointed, but will only count as one class.

Open Points. To be eligible for an Open high point award, the registered owner(s) co-owner(s), and/or registered leasee, must be Individual or Family members of WNYQHCI. Open points are kept on a horse.

Amateur & Novice Amateur Points. To be eligible for an Amateur or Novice Amateur high point award, the exhibitor, the registered owner(s), and/or the registered leasee must be Individual or Family members of WNYQHCI. Amateur and Novice Amateur Points are kept on a one horse / one exhibitor combination. Only the exhibitor is required to have meeting credits as defined in Article VIII, Section

1. General.

Select Amateur Points To be eligible for a Select Amateur high point award, the exhibitor, the registered owner(s) and/or the registered leasee must be individual or family members of WNYQHCI. Select Amateur points are kept on a one horse/one rider combination. Only the exhibitor is required to have meeting credits as defined in Article VIII, Section 1, General. Select Amateurs must declare on their membership form each year that they wish points to accumulate toward either Select Amateur points or Amateur points. Exhibitors cannot be eligble for both divisions.

Youth and Novice Youth Points. To be eligible for a Youth or Novice Youth high point award, the exhibitor, the registered owner(s), and/or registered leasee, must be Youth, Individual or Family members of WNYQHCI. Youth and Novice Youth points are kept on a one horse / one exhibitor combination. Any member receiving a Youth or Novice Youth year-end award for a riding class is not eligible to receive an award for Lead Line or Walk-Trot Classes. Only the exhibitor is required to have meeting credits as defined in Article VIII, Section 1. General.

Section 4. Annual High Point Awards

Year-end high point awards and reserve high point awards will be presented in each of the following categories:

High Point Open Stallion

High Point Open Mare

High Point Open Gelding

High Point Open Halter Horse High Point Amateur Stallion High Point Amateur Mare

High Point Amateur Gelding

High Point All Around Amateur

High Point All Around Amateur Select

High Point All Around Novice Amateur

High Point All Around Youth

High Point All Around Novice Youth

High Point Youth 13-Under

High Point Youth 14-18

High Point Open English Horse High Point Open Western Horse High Point All Around Open Horse

Both Champion and Reserve awards will be presented for each AQHA Halter and Performance class, plus Longe Line, Lead Line and Walk-Trot classes. In the case of a tie, duplicate awards will be made.

The Win Tarnish Perpetual Memorial Trophy will be awarded to the horse which has accumulated the most WNYQHCI points in AQHA Open Halter classes during the current year.

The Ted Bucknam Perpetual Memorial Trophy will be awarded to the High Point Junior Western Pleasure Horse.

The Mary Petit Perpetual Memorial Trophy will be awarded to the High Point 13-Under exhibitor.

The Karen Beaton Perpetual Memorial Trophy will be awarded to the High Point Novice Amateur.

High Point Amateur and Reserve: High Point Amateur and Reserve High Point Amateur awards will be presented to the amateur exhibitors with the highest and second highest total number of WNYQHCI Amateur points. The exhibitor must accumulate points in amateur halter and at least two (2) performance classes (performance includes Showmanship).

High Point Amateur Select and Reserve: High Point Amateur Select and Reserve High Point Amateur Select awards will be presented to the Amateur Select exhibitors with the highest and second highest total number of WNYQHCI Amateur Select points. Points must be accumulated in Amateur Select Showmanship, as well as at least two other Amateur Select performance classes. High Point Youth All Ages and Reserve: High Point Youth and Reserve High Point Youth awards will be presented to the Youth exhibitors, age 18 or under, with the highest and second highest total number of WNYQHCI Youth points. The exhibitors must accumulate points in Youth halter and at least two (2) performance classes (performance includes Showmanship).

High Point and Reserve Youth 14-18 and 13-Under: Same as High Point Youth All Ages.

High Point and Reserve Novice Amateur: High Point Novice Amateur and Reserve High Point Novice Amateur awards will be presented to the exhibitors with the highest and second highest total number of WNYQHCI Novice Amateur points. Points must be accumulated in Novice Amateur Showmanship or Novice Amateur Halter, as well as at least two other novice amateur performance classes. In the event the exhibitor is ineligible for both classes, then novice amateur points must be accumulated in 3 Novice Amateur performance categories.

High Point and Reserve Novice Youth: High Point Novice Youth and Reserve Novice Youth awards will be presented to the Youth exhibitors age 18 and under, with the highest and second highest total number of WNYQHCI novice youth points. Points must be accumulated in Novice Youth Showmanship or Novice Youth Halter as well as two other novice youth performance classes.  In the event the exhibitor is ineligible for both classes, then novice youth points must be accumulated in 3 Novice Youth performance categories.

High Point and Reserve Open English Horse shall be awarded to the horses accumulating the highest and second highest total number of WNYQHCI points in English performance division classes and Driving. Halter classes do not count.

High Point and Reserve Open Western Horse shall be awarded to the horses accumulating the highest and second highest total number of WNYQHCI points in Western performance division classes. Halter and Driving classes do not count.

The Ken Clark Perpetual Memorial Trophies will be awarded to the High Point and Reserve High Point All Around Open Horses that acquire the highest and second highest number of WNYQHCI points in each of the three categories of Halter, Western, and English. A minimum of four (4) WNYQHCI points must be earned in each of these categories.

 

ARTICLE IX. OPEN SHOW POINT SYSTEM AND ANNUAL HIGH POINT AWARDS Section 1. General

The purpose of the WNYQHCI Open Show Point System and Annual High Point Awards is to promote club membership, expand equine knowledge, provide Quarter Horse showing opportunities for both adult and youth riders and record the accomplishments of riders who exhibit Registered Quarter Horses at non-breed sanctioned horse shows (Open Shows) within the eight (8) counties of Western New York (Alleghany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans, and Wyoming). Other Open Horse Shows held outside the eight counties of Western New York may be sanctioned by membership vote (simple majority) at any general membership meeting.

Section 2. Eligibility

The annual Open Show High Point Awards contest is open to all members in good standing. To be eligible for year-end awards, participating members must have four (4) Meeting Credits as defined in Article V, Section 6 Meeting Credits, and horses must place in the Division at least four (4) times. Anyone receiving an AQHA Show Annual High Point Award (as defined in Article VIII) is not eligible to receive an Open Show Annual High Point Award.

Section 3. Points

Points are accumulated and assigned based on a horse and rider team. Ownership of the Quarter Horse is not required. Points may be earned in Open Shows held between January 1 and October 15 each year.

Points will be awarded to each horse/rider team as follows:

1st place – 6 points

2nd place – 5 points

3rd place – 4 points

4th place – 3 points

5th place – 2 points

6th place – 1 point

In classes with less than (6) entries, the points awarded to 1st place will be equal to the number of entries in the class. Points awarded for other placing’s will be reduced accordingly (Example: 3 horses in the class 1st place receives 3 points,2nd place receives 2 points, 3rd place receives 1 point).


Section 4. Results Submission

Participants must complete and submit a WNYQHCI Open Show Results Form, as specified by the Point Keeper, after each eligible Open Show. The participant must have each horse show secretary for each Open Show verify the placing and number of horses in each class and sign the form. Unsigned forms or forms with incomplete information will not be accepted. It is the responsibility of the participant to submit accurate and complete documentation. A copy of the horse’s AQHA registration papers must be submitted along with the first results form in order for points to count.

Section 5. Deadline.

WNYQHC Open Show Results Forms must be submitted to the Point Keeper within 5 days of October 31st. Forms received after that date will not be accepted and will not count.

Section 6. Awards.

Champion and Reserve Champion awards will be presented at the WNYQHCI Annual Awards Banquet for the following Divisions:

• Open Halter

• Open English Rider

• Junior English Rider (age 18 years and younger)

• Open Western Rider

• Junior Western Rider (age 18 years and younger)

• Walk-Trot English Rider (age 12 years and younger)

• Walk-Trot Western Rider (age 12 years and younger)

• Walk-Trot Games Rider (age 12 years and younger)

• Lead Line English or Western Rider (age  8  years and younger)

• Open Games Rider

  • Junior Games rider (age 18 years and yonger
  • Walk/Trot/Canter English (1st or 2nd year cantering)
  • Walk/Trot/Canter (Western 1st or 2nd year cantering)
  • Walk/Trot/Canter Games (1st or 2nd year cantering)

 

Article X. Trail Riding Program and Awards

Section 1. General

The purpose of the WNYQHCI Trail Riding Program is to promote club membership, expand equine knowledge and to reward both youth and adult trail riders for their accomplishments with their Quarter Horse on the trails.  Only trail riding occurring in the eight (8) counties of Western New York (Alleghany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans and Wyoming) shall be recognized. Other trail rides held outside the eight counties of Western New York may be sanctioned by membership vote (simple majority) at any general membership meeting.

 

Section 2. Eligibility

The WNYQHCI Trail Riding Program is open to all members in good standing.  To be eligible for year-end awards, participating members must have four (4) Meeting Credits as defined in Article 6. Meeting Credits. All mileage report forms must be sent to the designated recorder by Oct. 31 to be eligible.

Section 3. Results Submission

Participants must complete and submit a WNYQHCI Trail Riding Form, as specified by the designated recorder, after each trail ride.    Each Trail Riding form shall be accompanied by a map (Google type) outlining the trail ridden and how many miles were covered.  A copy of the horse’s AQHA registration papers must be submitted along with the first mileage report form in order for miles to count.

Section 4. Awards

Awards will be given for the following mileage accomplishments:

25 miles

50 miles

100 miles

200 miles

350 miles

500 miles

ARTICLE XI. YOUTH CLUB Section 1. Name

The Youth Club of WNYQHCI is a division of WNYQHCI which shall be known as the Western New York Quarter Horse Youth Club WNYQHYC (Youth Club).

Section 2. Purpose of Youth Club

The Youth Club shall have the following as its principal purpose and objectives:

• To improve and develop the capabilities of youth, both individually and through group participation, in the breeding, raising and exhibition of American Quarter Horses.

• To develop and improve scholarship, leadership, community interest, initiative, self-reliance, high moral character, sportsmanship, and other desirable traits of character for young horse enthusiasts.

• To encourage safety and education through teaching and learning horsemanship.

• To instill an appreciation for and promotion of the rights and welfare of horses.

• To introduce youth members to the parent organization, the Western New York Quarter Horse Club, Inc.

Section 3. Membership in Youth Club

Any interested youth (regardless of the state or county of residence) shall be eligible for membership in the Youth Club, provided he/she is eighteen years of age or under as of January 1 of the year for which membership is applied. Membership may be obtained upon payment to Western New York Quarter Horse Club, Inc. of a Family membership and designation of those children age 18 years and under who desire to be Youth Club members. $5.00 of every Family membership which includes Youth Club members shall be allocated to the youth Club.

Section 4. Operations of Youth Club

a. Operational Authority. The Youth Club shall be operated according to the By-Laws of the WNYQHCI, unless contradicted and superseded by provisions of this Article X.

b. Guidance. The Youth Club shall operate under the guidance of two (2) Youth Club Advisors which shall be WNYQHCI members in good standing, elected by the Youth Club members in good standing, for a term of one (1) calendar year. The Youth Club Advisor will assist with organization of the Youth Club, supervise all activities of the Youth Club, and will maintain open and honest communications with the WNYQHCI. One Advisor will sit on the Board of Directors of the WNYQHCI and the other will oversee the Youth meeting.

c. Governing Body. Subject to the guidance of the Youth Club Advisors, the governing body of the Youth Club shall be a Board of Directors consisting of the Youth Club President, Vice President, Secretary, Treasurer and one (3) Directors who shall be elected by the general membership for terms of one (1) calendar year.

d. Quorum. A quorum for conducting any business of the Youth Club shall be four (4) members.

Section 5. Officers and Directors of the Youth Club

a. President. The President shall preside over all meetings of the Youth Club and appoint committees which shall be deemed necessary for the efficient operation of the Youth Club.

b. Vice President. In the absence of the President, the Vice President shall have the powers and perform the duties of the President.

c. Secretary. The Secretary shall keep the minutes of all meetings of the Youth Club and will furnish a copy of such minutes to the Youth Club President, the Youth Club Advisors, and the President of the WNYQHCI within fifteen (15) days of each meeting. These minutes will provide a report of activities to the WNYQHCI President concerning the activities of the Youth Club. The Secretary will record attendance at all meetings of the Youth Club having each member sign his/her name. He/she will have responsibility for all correspondence of the Youth Club. The WNYQHCI Secretary will furnish the Youth Club Secretary and Youth Advisors with a list of youth members and an updated list of membership as members are added to the parent club and youth club.

d. Treasurer. The Youth Club Treasurer shall keep the financial records of the Youth Club. The Youth Club Adviser shall forward all money received in a timely manner to the Treasurer of the WNYQHCI. All cash received shall be recorded by receipt and verified by the Youth Club Advisors. The WNYQHCI Treasurer shall disburse Youth Club funds only by check as authorized by the Youth Club Advisors and the Youth Club Board of Directors, upon receiving a written request. Two (2) members of the governing body of the Youth Club and Youth Advisor shall sign all such requests.

e. Directors. The Three Youth Club Directors shall exercise equal voting privileges with the Youth Club Officers in managing the business of the Youth Club.

f. Term.. The term of office for all Officers shall be twelve (12) months from their installation at the November membership meeting or until their successors are duly elected and installed into office.

g. Qualification. In order to run for the above positions of President, Vice President, Secretary or Treasurer, each office requires prior involvement in WNYQHYCI by having attended at least four (4) general membership youth club meetings in that current calendar year. No requirement of prior involvement is required for the position of Director.

h. Attendance at Meetings. If a member of the Board of Directors misses three (3) meetings, that member of the Board may be removed from that position by the remaining Directors and Youth Club Advisors. If a Board member is dismissed, the remaining Board members shall appoint a member in good standing to complete the remainder of the term.

Section 6. Meetings of the Youth Club

a. General Membership Meetings. The Youth Club will meet on the second Saturday of each month. All general membership meetings shall occur after prior notification to the membership by mail or by publication in the WNYQHCI newsletter. In order to remain a member in good standing youth members must attend (4) four youth meetings per calendar year and volunteer at least two (2) WNYQHCI events (i.e. horse show, equine events WNYQHCI participates in). Parents and other non-members of the Youth Club may attend Youth Club meetings but shall not enter into discussions on any issue unless questions or comments are fielded through a Youth Club Advisor. Youth Club members in good standing are entitled to one (1) vote on any issue.

b. Annual Meeting. The October meeting shall be the Annual Meeting of the Youth Club members for the purpose of electing Youth Club Officers and Directors.

c. Ballots: The ballots will be mailed out in the November newsletter. Ballots shall have the WNYQHCI embossment on them and will be mailed back to the WNYQHCI Secretary or may be returned at the November meeting before 7:15 pm. Ballots will be counted at the November Board of Directors meeting, by the WNYQHCI Board of Directors.

Section 7. Youth Club Teams, Activities and Trips

Under the direction of the Youth Club Board of Directors and the supervision of the Youth Club Advisor, the Youth Club is encouraged to compete, attend or assist with any horse shows or horse related activities which are promoted, managed or organized by the parent club and to organize its own competitive teams, horse-related activities or trips to horse-related events in order to further the purpose and objectives of the Youth Club. Such activities may include, but are not limited to, fielding a team of competitors to the American Quarter Horse Congress or other national, regional or local events; traveling to horse shows, races, rodeos, seminars, trade shows or exhibitions; or organizing seminars, clinics, lectures, field days or other educational undertaking; or other activities which may be appropriate. The WNYQHCI shall support such undertakings to the extent possible and as approved by the WNYQHCI Board of Directors.

Section 8. Awards

  1. a.  General

All members in good standing will be eligible for a year end award.  The youth club will give out their own awards. (This is separate from the parent club). Awards will be given to exhibitors of registered horse shows and open horse shows.  Youth members showing at open shows must follow the criteria for Results submission. Look to the parent clubs by-laws  Article IX. Section 4. Each youth member is limited to one award.

  1. b.  Eligibility

In order to qualify for a year end award you must attend a minimum of 4 monthly Youth club meetings, and participate in at least 2 youth club fundraisers. Also an agreement form stating that you understand the requirements and wish to participate must be handed in to an advisor.

Section 9. Standing Committees (New Addition)

The standing committees of the youth club will include the following committees, or such other committees designated by the President.

              Horse Show
              Web site
              Princess
              Awards
              5-Star

Section 10. Inactivity

In the event the WNYQHYC (Youth Club) becomes inactive for any reason whatsoever, all of the assets and property, over and above what may be required for the satisfaction of all debts and obligations, shall remain in the WNYQHYC (Youth Club) account and be held for the benefit of future Youth Club activity. These By-Laws may be amended by the following procedure: A member in good standing submits a proposed change in writing at any regular meeting to be read by the Secretary. Such proposed change is then remanded to the By-Laws Committee appointed by the President. Upon approval by the By-Laws Committee, the proposed By-Laws change is then mailed in ballot form to all members in good standing. Ballots must be authenticated by embossing. These ballots will be mailed back to the Secretary, who will submit them unopened to the Board of Directors for tabulation, with the results being announced at the next regular meeting.

ARTICLE XII. AMENDMENTS

These By-Laws may be amended by the following procedure. A member in good standing submits a proposed change in writing at any regular meeting to read by the Secretary. Such proposed change is then remanded to the By-Laws Committee appointed by the President. Upon removal by the By-Laws Committee, the proposed By-Law change is then mailed in ballot form to all members in good standing. Ballots must be authenticated by embossing. These ballots will be mailed back to the Secretary, who will submit them unopened to the Board of Directors for tabulation, with the results being announced at the next regular meeting. All changes to By-Laws approved during a calendar year will be effective the following January 1st.

ARTICLE XIII. DISSOLUTION

In the event of dissolution of the WNYQHCI for any reason whatsoever, all of the assets and property, over and above what may be required for the satisfaction of all debts and obligation, shall be distributed equally to the current WNYQHCI members in good standing in compliance with New York State laws.