BYLAWS  

ARTICLE I. MISSION AND PURPOSE

Section I. Title

The organization shall be known as the: “Western States Hackney Association” and shall be operated as a non-profit organization in accordance with the applicable laws of the State of Washington.

Section II. Doing Business As

The “Western States Hackney Association” may designate an entity by which it will be doing business as.

Section III. Location

The mailing address of the organization will be that of the treasurer.

Section IV. Objectives

The objectives of the organization for the Hackney Horse and Pony are:

  • to promote the best interests for showing, breeding, and recreation use.
  • to create and maintain public interest in local, national, and international events.
  • to educate and inform the public with respect to history and usage.
  • to sponsor educational clinics, events, venues and awards
  • to exercise the use of the United States Equestrian Federation  (USEF) rules at any organized show which members may attend.

Section V. Dissolution Clause

    • In the event of disbanding of the “Western States Hackney Association”, all monies and/ or assets of the “Western States Hackney Association” shall be conveyed to the “American Hackney Horse Foundation” or it’s successor.
    • Should the “Western States Hackney Association” no longer be an entity, the following will apply:  “In the event of the liquidation, dissolution or winding up of the Corporation, whether voluntary or involuntary of by question of law, the club officers shall, after paying or making provision for the payment of all the liabilities of the Corporation, dispose of all of the assets of the Corporation exclusively for the purposes of the Corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, education, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 © 3.”

ARTICLE II. MEMBERSHIP

Section I. Membership Criteria

    • No one will be denied membership because of sex, race, color, religion, age, or sexual preference.
    • A member in good standing is a member who has paid required dues and is not in arrears in any other monies due the Club.
    • A membership year is from January 1 through December 31 regardless of when the member joins.
    • Full membership – Current American Hackney Horse Society (AHHS) membership required. Member must reside in a Western State defined as those states 100% geographically inside the Mountain or Pacific Time Zones,  plus Alaska and Hawaii. Qualifying states: AK, HI, WA, OR, CA, NV, ID, UT, AZ, MT, WY, CO and NM. Only Full Members have voting rights.
    • Associate membership – Not a member of AHHS, or not qualified for Full Membership due to Western States residency requirement.  Does not have voting rights.
    • Junior membership – A junior is as defined by age by the USEF.  Does not have voting rights.

Section II. Revocation of Membership

Any membership in the Club may be revoked for any of the following causes:

    • Failure to pay membership dues, or any other monies due the Club.
    • Engaging in conduct unbecoming a member as follows:
      • Threatening to or committing any act which is likely to or results in injury or damage to any other member or to his property or the property of the Club.
      • The use of abusive language toward any member or a member’s child or guest.
      • Violating and criminal statue in connection with the member’s Club Activity.
      • Abuse of his or of the member’s or guest’s horses and or other animals.

Charges of conduct unbecoming to a member must be presented in writing, signed by the accuser, to an officer of the Club, who shall promptly deliver a copy of the charges to the accused member. The charges shall be heard and acted upon at the Executive Meeting of the Board of Directors of the Club, see Article IV, Section III, provided, however, that the accused member will be given not less than seven days written notice of the date, time and place of the meeting and will be advised to his opportunity to be present at said meeting, and that the member may present witnesses and evidence at said meeting, for consideration of the Board. The Board of Directors may at its’ discretion, invite the accusing member and any other persons to the meeting to present evidence.  The standards for evaluating charges of misconduct and or abuse shall be referred to in the USEF General Rules and Regulations. Upon receipt of the Board of evidence at the meeting, the Board shall vote in executive session upon the question of whether or not the membership shall be revoked. No membership shall be revoked except upon vote in favor of such action by a majority of the membership of the Committee then present and voting.

When a membership is revoked, membership dues shall be deemed forfeit.

ARTICLE III. GOVERNANCE

Section I. Officers

Officers are to be the President, Vice President, Secretary, Treasurer, and one At-Large Member

Section II. Board or Directors

The Board of Directors shall consist of the elected officers identified in Section I.

Section III. Terms of Office

    • The Board of Directors shall be elected to serve a term of two years and may succeed themselves in office. Terms of office of Board members will change on alternate years. President, Treasurer and Member At Large positions will be elected in odd-number years, while Vice President and Secretary Positions will be elected in even numbered years.
    • Vacancies on the Board of Directors shall be filled for the remainder of the term from the general club membership by appointment of the Board.
    • Terms of office shall expire on December 31.

Section V. Committees and Special Events

Standing and special committees may be appointed by the President.

ARTICLE IV. MEETINGS

Section I. Board Meetings

The Board of Directors shall meet no fewer than four times a year. Meeting dates shall be determined by the Board. Board meetings will be open to the general membership.

 

    • No decisions can be made by the Board without a quorum.  A quorum shall be defined as three members. Telephone or Internet conference with the Board or E-mail polls may be considered a quorum on any particular item.
    • Summaries of Board meetings will be printed in the newsletter/website with a description of any actions taken.

Section II. Special Meetings

Special meetings may be called between regularly scheduled quarterly meetings at the discretion of the Board of Directors by written notice to the membership, at least 10 days prior to the date of the meeting.

Section III. Executive Sessions

Executive Sessions shall be called for the consideration of disciplinary action pursuant to Article II, Section II.  These are closed meetings conducted by the Board of Directors.

Section IV. An Annual General Membership Meeting

An Annual General Membership Meeting shall be called for the purpose of electing new officers, notifying the membership of upcoming events and to approve an annual budget.

Section V. Rules of Order

The Club/Board will follow the established agenda for meetings of said Club/Board. Robert’s Rules of Order will be used as a guideline.

ARTICLE V. NOMINATIONS, ELECTIONS AND ATTENDANCE OF THE BOARD

Section I. Elections

The Board of Directors shall be elected at the Annual General Membership Meeting and shall assume office January 1 following elections.

Section II. Nominations

The President or his designee shall appoint a nomination committee no later than 60 days prior to the Annual General Membership Meeting.  The nominating committee shall be chosen from current Club members in good standing.  Any member wishing to become a candidate should make it known to either the nominating committee or a Board member prior to the preparation of the ballot.

 

 

Section III. Ballots

The nominating committee shall prepare a ballot to be mailed to the general membership no fewer than 30 days prior to the Annual General Membership Meeting.  The ballots shall be either mailed or emailed.  Ballots must be returned to the nominating committee by the start of the Annual General Membership meeting either being delivered in person to the meeting or mailed/emailed and received before said meeting to the committee.  Proxy votes and Write-ins are accepted, with approval from the person nominated.

Section IV. Attendance of Board of Directors

Any Board member who misses three consecutive meetings shall be excused from serving upon the Board; unless said absences are excused by the President.

ARTICLE VI. ROLES AND RESPONSIBILITIES

Section I. President

The President is the chief executive officer of the Club and shall preside at all meetings of the Club, prepare agendas, appoint committees, and fulfill such other responsibilities as are implied by the office. The President shall also serve as Chair of the Board.

Section II. Vice President

The Vice President shall perform such duties as may be delegated by the President and or the Board of Directors and shall perform the duties of the President in his absence.

Section III. Secretary

The Secretary shall keep a complete and accurate record of the business transacted by the Board of Directors and at any general membership or special meeting.  The Secretary shall present to the Board of Directors draft minutes in finished form for discussion and action as appropriate. The Secretary may also fulfill other duties as assigned.

Section IV. Treasurer

The Treasurer shall act as custodian of all funds of the Club, maintaining a clear and accurate record of the transactions and financial condition of the Club.  The Treasurer is responsible for the notification of members in regard to their membership dues, or any other monies so due the Club.  The Treasurer shall also review and make payment of any and all bills incurred by the Club within 30 days of receiving said bill.  The Treasurer shall present an annual budge at the Annual General Membership Meeting.

The Treasurer shall not incur an expenditure in excess of $50.00 without prior authorization of the Board.

Section V. Member-At-Large

The Member-At-Large may be elected at the Annual General Membership Meeting or by appointment of the Board. Duties shall include participation in discussion and actions of the Board and other duties as assigned by the Board.

Section VI. Events and Equipment

Any show or event will be approved by the Board along with the budget for said project prior to expending any funds. All events shall be conducted in a manner consistent with USEF rules and regulations.

Requests for loan of Club equipment, purchase of new equipment, books and other media shall be by approval of the Board.

Section VII. Discipline

The Board shall consider disciplinary action pursuant to Article II Section II.

Section VII. Limitations

The Board cannot increase or decrease dues, nor can it institute any new rules or regulations without general membership approval.

ARTICLE VIII.  AMENDMENTS TO THE BYLAWS

Amendments to these Bylaws may be proposed in writing, by any officer, director or member of the “Western States Hackney Association” by submitting them to the Board of Directors or the membership at regularly scheduled meetings.  When, in the opinion of the Board or the membership, adoption of the proposed amendments would be in the best interest of the Club, a vote will be ordered on adoption.  Each member in good standing will receive a notice of the meeting at which the proposed amendments will be considered and 30 days prior to that meeting will receive a copy of the proposed amendments.

Amendments to the Bylaws may be adopted by a simple majority (50% + 1) of the ballots returned

Western States Hackney Association

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