HAY CREEK VALLEY SADDLE CLUB INC. BY-LAWS
ARTICLE I
Name: The name of this organization shall be Hay Creek Valley Saddle Club, Inc. and shall be referred to as HCVSC.
ARTICLE II
Purposes: The Club shall work towards developing the use of the horse for pleasure and competition, and it shall promote and develop family sportsmanship in all members.
ARTICLE III
Policies:
Section 1. This organization shall be a non-profit organization.
Section 2. The duration of this Club shall be perpetual.
Section 3. The location of the Club shall be Red Wing, MN.
Section 4. Meetings for HCVSC may be held wherever necessity allows.
Section 5. Good Sportsmanship Conduct Policy was passed on 12/07/03 at the Annual Meeting.
“Effective 2004, any participant and/or spectator who displays inappropriate behavior or unsportsmanlike conduct will be removed from the show immediately. Inappropriate behavior will be defined by the horse show organizers. No refunds will be given.”
ARTICLE IV
Membership:
Section 1. Membership in the Club is open to anyone interested in promoting and developing family sportsmanship and showing a willingness to be an active member in the Club.
Section 2. A family membership includes: parents, domestic partners, children, stepchildren, foster children, adopted children, college-level students residing in family units and are age 22 or under as of January 1 of the current year and are not married. Members of voting age must participate in three (3) club functions on a rolling calendar year in order to have voting privileges. Functions can include monthly meetings, horse shows, trail rides, yearly dance or any activity/event the club organizes.
Section 3. As a member, each member is responsible for obtaining one sponsor for our HCVSC Open show annually. If sponsorship is unobtainable, member will contribute a minimum of $10.00.
Section 4. As a member, each member is responsible for volunteer hours (which may be at the Fun Shows or Open Show or other club-related activities, etc.) to equal 10. Year-end awards will be forfeited if member does not satisfy items listed above in Section, 3 and Section 4.
ARTICLE V
Dues:
Section 1. The amount of dues shall be set forth by the membership. Dues may be adjusted either up or down based on a majority vote of the members at a regular business meeting.
Section 2. Membership dues must be paid prior to the HCVSC show date in order for member to qualify for year-end points. Membership dues must be received by club officer. Club points will not accumulate until membership is paid.
ARTICLE VI
Officers and Duties:
Section 1. The officers of the club shall be the President, Vice President, Secretary, Treasurer, and Show Secretary. These five officers shall be elected annually.
a. It shall be the privilege of the President to preside at all meetings of the Club, and to have general supervision of the affairs of the Club. The President shall have the power to call special meetings of the officers, and may appoint any committees as he/she deems necessary for the proper function of the Club. The President will be responsible for making sure that the agenda, minutes and treasurer’s report is available to all club members via email at least one week prior to the scheduled monthly meeting.
b. It shall be the duty of the Vice President to act in the absence of the President, get all committees together and functioning, and to get our Open Show judge by the January meeting and to perform such other duties as may be assigned by the President.
c. It shall be the duty of the Secretary to keep voting attendance of all Club meetings and to conduct pertinent correspondence of the Club. The Secretary shall keep a record of all members assuring that a club liability release form is on file before accepting all dues and transferring the dues money to the treasurer.
d. It shall be the duty of the Treasurer to have charge of all the Club finances. The Treasurer shall report at all meetings the financial standing of the Club, and keep all records to show the officers upon request. The Treasurer shall have the prior month’s report available a week before the scheduled meeting for distribution to all club members via email, and may make updates at the regularly scheduled club meeting. The Treasurer shall disburse payments only upon itemized demands and upon approval of the President. The Treasurer’s books will be submitted for audit, to be in readiness for the incoming Treasurer on February 1.
Closing of the cash box counted by two HCVSC members, preferably treasurer and board of director member, or two HCVSC members in good standing appointed by the Show Secretary if the treasurer and board of director member are not available, at the end of every show before leaving the show.
e. The duties of the Show Secretary are to see to it that there are always horse show supplies on hand. He/she is to take care of all correspondence connected with any horse shows throughout the year. It is also his/her duty to take care of the points for our club and open show. Any entry cards or forms needing to be mailed into WSCA, GCSCA and the State Fair Show are to be handled by the Show Secretary and is also to make up the Open Show poster.
f. The duty of the Safety Officer will be to promote safety and safety awareness at all HCVSC activities and/or events. This is a volunteer position and is not a member of the Board of Directors.
Section 2.
a. The Board of Directors shall be three in number, and shall serve a three-year term, except beginning January 1, 1975 term where three directors shall be elected – one for a one-year term, one for a two-year term, and one for a three-year term. Each subsequent year one director shall be elected. Terms are based on the fiscal year of the Club.
b. The Officers and Board of Directors shall meet between general meetings when needed to discuss any issues they feel necessary, and bring back suggestions to the voting members at a general meeting.
c. The Board of Directors and Officers shall have the right to make decisions on any old business between general meetings whenever the need arises. If a new issue comes up between general meetings that needs a decision immediately, they have the right to make that decision.
ARTICLE VII
Meetings and Quorum:
Section 1. The Club shall meet a minimum of once a month, date set by voting membership.
Section 2. It will require a simple majority present at the meeting to pass any resolution that may come forth.
Section 3. Voting age is to be set at fourteen years, minimum age, as of January 1 of the current year.
Section 4. Guests are always welcome to attend regular business meetings.
Section 5. The fiscal year for the Club shall begin January 1st of each year and end December 31st of the said year.
ARTICLE VIII
Amendments to By-Laws
Section 1. All members shall receive notification of intent to an actual vote on any changes to the By-Laws. This notification will be in the Red Wing Republican Eagle newspaper, by mailing or personal contact at general meetings prior to the vote.
FUN SHOW RULES
A. All WSCA rules apply with the exception of the family-owned horse.
The family owned horse means that the horse can be used by different riders of the same family only in any events. Example: Dad can ride in Senior Barrels, sister can ride the same horse in Intermediate Barrels, brother can ride same horse in Junior Barrels. This horse cannot be used by anyone that is not a family member, unless the family gives all rights up to riding the horse for the show season. The horse may be presented in each age division once with the exception of immediate family members only.
B. Points are collected on a horse and handler as a unit. Each time a horse is changed, new points are collected.
C. Points are figured on the shows designated by the club prior to show season.
D. There are two groups of points – for Performance and Halter classes – and for Game classes.
E. The age breakdowns for riding are as follows, and are as of January 1 of the current year.
PeeWee 10 and under
Midgets 8 and under (leadline only)
Juniors 11 – 13 cannot participate in midget events)
Intermediates 14 - 17
Seniors 18+
COMMITTEE DUTIES:
Scholarship: Students who are members of HCVSC are eligible to apply for an annual scholarship to be used towards educational costs at a technical college or college. No specific field of study is designated as a pre-requisite. A Scholarship Fund may be designated yearly and dollar amount to be established yearly. Students are eligible based on Scholarship Committee criteria. If no one applies for a scholarship for that year, consideration will be given to presenting that money to a non-profit, to be voted upon by the club members. Non-profits must apply for the "scholarship" money to be eligible.
Fun Shows: Refer to “Guidelines for Fun Shows”
Open Show: Refer to “Guidelines for Open Show”
Royalty Contest Committee:
This Committee shall be organized by the previous year’s royalty and are responsible for getting a list of the eligible members for either contest and contacting them to find out if they are interested in participating.
Members who have a family member running for Royalty cannot participate on this committee.
The Committee should have ballots ready for voting at the January meeting and a list of age related questions to ask those who are running for royalty.
Crowns will be ordered and will belong to HCVSC. It shall be the privilege of the contest winners to designate the color sash they desire. The Committee is responsible for procuring them. The cash prizes will be presented at the meeting which the voting is conducted. Amounts to be set forth by the club and currently are Senior ($100.00) and Junior ($35.00) which is to be used for purchasing articles for their costumes and other expenses incurred while representing the club.
The Committee will arrange for a coronation ceremony at the first club show at which the Senior and Junior Royalty shall be publicly announced.
Refer to Royalty Contest Rules for further information.
Ribbon and Trophy Committee:
This Committee shall be organized by the Show Secretary and responsible for all ribbons and trophies for the year. This includes the Open and Closed Shows, the Fun Nights, and any other shows, besides the Awards Banquet.
Refer to Ribbon and Trophy Committee Guidelines for further information.
Trail Ride Committee:
This Committee shall be responsible for finding a place to ride, checking the trails, getting permission from the landowners, setting a date, and planning meals. The Committee will seek permission from landowner (s) for trail rides or use a state-designated horse trail.
For the GCSCA overnight trail ride, they are to also decide on the price of the ride, meals, etc. and make up a budget to be presented to GCSCA for approval. They will also take care of the printing of tickets (if needed), making up a handbill, and advertising. They will arrange to have a leader for the trail ride and be on hand to keep the trail ride running smoothly.
Awards Banquet Committee:
Refer to Guidelines for Awards Banquet.
Christmas Party Committee:
Refer to Guidelines for Christmas Party.
Work Committee:
This committee shall be responsible for organizing work bees for the care and repairs of the arena and grounds.
Parade Committee:
Refer to Guidelines for River City Days Parade.
JUNIOR AND SENIOR ROYALTY CONTEST RULES
Senior Royalty candidates must be at least 14 years of age as of January 1 of the current year.
Junior Royalty candidates must be 9 – 15 years of age as of January 1 of the current year.
All Royalty candidates must attend a meeting prior to voting to introduce themselves to the club, giving their reasons for wanting to represent the Club. College students unable to attend the meeting shall be exempt. They have the option of sending a representative to read their speech.
All Royalty contest recipients may use the crown and/or buckle for the horse show season and will return the crown to HCVSC.
A member can run for Royalty again, after having been Royalty, following a one-year waiting period.
All Royalty must ride for introduction at the first club show in Royalty attire.
Royalty Responsibilities:
Whenever possible, represent HCVSC at all functions of the Club and all GCSCA shows, events, and Royalty contest. Represent the Club at the WSCA Queen Contest. Always be cordial as our public relations person.
The Royalty are to sign up for the “Royalty Ride” at all County Shows. They are to have a prepared introduction to be announced during this ride.
VOTING GUIDELINES FOR ROYALTY ELECTION:
Any Club member nine years of age as of January 1 of the current year can vote for Royalty.
Each member of age can only vote once for each position, and can only vote themselves, i.e. cannot do the voting for another family member. A member of the Royalty Committee will be responsible for overseeing the voting and marking off of voters’ names from a membership list as they vote. Members of the Royalty Committee cannot have a relative running for Royalty.
The Royalty contestants will introduce themselves at the December club meeting. The vote will take place at the December meeting. Three members of the Board of Directors or officers will tally the vote and share the results with the current Royalty who will then name their successors. Official coronation and introduction ride will be at the first Club show. However, contest winners will be representing the Club from time of election. If Royalty is not meeting their responsibility, the Royalty Committee will review and take necessary action.
ARTICLE I
Name: The name of this organization shall be Hay Creek Valley Saddle Club, Inc. and shall be referred to as HCVSC.
ARTICLE II
Purposes: The Club shall work towards developing the use of the horse for pleasure and competition, and it shall promote and develop family sportsmanship in all members.
ARTICLE III
Policies:
Section 1. This organization shall be a non-profit organization.
Section 2. The duration of this Club shall be perpetual.
Section 3. The location of the Club shall be Red Wing, MN.
Section 4. Meetings for HCVSC may be held wherever necessity allows.
Section 5. Good Sportsmanship Conduct Policy was passed on 12/07/03 at the Annual Meeting.
“Effective 2004, any participant and/or spectator who displays inappropriate behavior or unsportsmanlike conduct will be removed from the show immediately. Inappropriate behavior will be defined by the horse show organizers. No refunds will be given.”
ARTICLE IV
Membership:
Section 1. Membership in the Club is open to anyone interested in promoting and developing family sportsmanship and showing a willingness to be an active member in the Club.
Section 2. A family membership includes: parents, domestic partners, children, stepchildren, foster children, adopted children, college-level students residing in family units and are age 22 or under as of January 1 of the current year and are not married. Members of voting age must participate in three (3) club functions on a rolling calendar year in order to have voting privileges. Functions can include monthly meetings, horse shows, trail rides, yearly dance or any activity/event the club organizes.
Section 3. As a member, each member is responsible for obtaining one sponsor for our HCVSC Open show annually. If sponsorship is unobtainable, member will contribute a minimum of $10.00.
Section 4. As a member, each member is responsible for volunteer hours (which may be at the Fun Shows or Open Show or other club-related activities, etc.) to equal 10. Year-end awards will be forfeited if member does not satisfy items listed above in Section, 3 and Section 4.
ARTICLE V
Dues:
Section 1. The amount of dues shall be set forth by the membership. Dues may be adjusted either up or down based on a majority vote of the members at a regular business meeting.
Section 2. Membership dues must be paid prior to the HCVSC show date in order for member to qualify for year-end points. Membership dues must be received by club officer. Club points will not accumulate until membership is paid.
ARTICLE VI
Officers and Duties:
Section 1. The officers of the club shall be the President, Vice President, Secretary, Treasurer, and Show Secretary. These five officers shall be elected annually.
a. It shall be the privilege of the President to preside at all meetings of the Club, and to have general supervision of the affairs of the Club. The President shall have the power to call special meetings of the officers, and may appoint any committees as he/she deems necessary for the proper function of the Club. The President will be responsible for making sure that the agenda, minutes and treasurer’s report is available to all club members via email at least one week prior to the scheduled monthly meeting.
b. It shall be the duty of the Vice President to act in the absence of the President, get all committees together and functioning, and to get our Open Show judge by the January meeting and to perform such other duties as may be assigned by the President.
c. It shall be the duty of the Secretary to keep voting attendance of all Club meetings and to conduct pertinent correspondence of the Club. The Secretary shall keep a record of all members assuring that a club liability release form is on file before accepting all dues and transferring the dues money to the treasurer.
d. It shall be the duty of the Treasurer to have charge of all the Club finances. The Treasurer shall report at all meetings the financial standing of the Club, and keep all records to show the officers upon request. The Treasurer shall have the prior month’s report available a week before the scheduled meeting for distribution to all club members via email, and may make updates at the regularly scheduled club meeting. The Treasurer shall disburse payments only upon itemized demands and upon approval of the President. The Treasurer’s books will be submitted for audit, to be in readiness for the incoming Treasurer on February 1.
Closing of the cash box counted by two HCVSC members, preferably treasurer and board of director member, or two HCVSC members in good standing appointed by the Show Secretary if the treasurer and board of director member are not available, at the end of every show before leaving the show.
e. The duties of the Show Secretary are to see to it that there are always horse show supplies on hand. He/she is to take care of all correspondence connected with any horse shows throughout the year. It is also his/her duty to take care of the points for our club and open show. Any entry cards or forms needing to be mailed into WSCA, GCSCA and the State Fair Show are to be handled by the Show Secretary and is also to make up the Open Show poster.
f. The duty of the Safety Officer will be to promote safety and safety awareness at all HCVSC activities and/or events. This is a volunteer position and is not a member of the Board of Directors.
Section 2.
a. The Board of Directors shall be three in number, and shall serve a three-year term, except beginning January 1, 1975 term where three directors shall be elected – one for a one-year term, one for a two-year term, and one for a three-year term. Each subsequent year one director shall be elected. Terms are based on the fiscal year of the Club.
b. The Officers and Board of Directors shall meet between general meetings when needed to discuss any issues they feel necessary, and bring back suggestions to the voting members at a general meeting.
c. The Board of Directors and Officers shall have the right to make decisions on any old business between general meetings whenever the need arises. If a new issue comes up between general meetings that needs a decision immediately, they have the right to make that decision.
ARTICLE VII
Meetings and Quorum:
Section 1. The Club shall meet a minimum of once a month, date set by voting membership.
Section 2. It will require a simple majority present at the meeting to pass any resolution that may come forth.
Section 3. Voting age is to be set at fourteen years, minimum age, as of January 1 of the current year.
Section 4. Guests are always welcome to attend regular business meetings.
Section 5. The fiscal year for the Club shall begin January 1st of each year and end December 31st of the said year.
ARTICLE VIII
Amendments to By-Laws
Section 1. All members shall receive notification of intent to an actual vote on any changes to the By-Laws. This notification will be in the Red Wing Republican Eagle newspaper, by mailing or personal contact at general meetings prior to the vote.
FUN SHOW RULES
A. All WSCA rules apply with the exception of the family-owned horse.
The family owned horse means that the horse can be used by different riders of the same family only in any events. Example: Dad can ride in Senior Barrels, sister can ride the same horse in Intermediate Barrels, brother can ride same horse in Junior Barrels. This horse cannot be used by anyone that is not a family member, unless the family gives all rights up to riding the horse for the show season. The horse may be presented in each age division once with the exception of immediate family members only.
B. Points are collected on a horse and handler as a unit. Each time a horse is changed, new points are collected.
C. Points are figured on the shows designated by the club prior to show season.
D. There are two groups of points – for Performance and Halter classes – and for Game classes.
E. The age breakdowns for riding are as follows, and are as of January 1 of the current year.
PeeWee 10 and under
Midgets 8 and under (leadline only)
Juniors 11 – 13 cannot participate in midget events)
Intermediates 14 - 17
Seniors 18+
COMMITTEE DUTIES:
Scholarship: Students who are members of HCVSC are eligible to apply for an annual scholarship to be used towards educational costs at a technical college or college. No specific field of study is designated as a pre-requisite. A Scholarship Fund may be designated yearly and dollar amount to be established yearly. Students are eligible based on Scholarship Committee criteria. If no one applies for a scholarship for that year, consideration will be given to presenting that money to a non-profit, to be voted upon by the club members. Non-profits must apply for the "scholarship" money to be eligible.
Fun Shows: Refer to “Guidelines for Fun Shows”
Open Show: Refer to “Guidelines for Open Show”
Royalty Contest Committee:
This Committee shall be organized by the previous year’s royalty and are responsible for getting a list of the eligible members for either contest and contacting them to find out if they are interested in participating.
Members who have a family member running for Royalty cannot participate on this committee.
The Committee should have ballots ready for voting at the January meeting and a list of age related questions to ask those who are running for royalty.
Crowns will be ordered and will belong to HCVSC. It shall be the privilege of the contest winners to designate the color sash they desire. The Committee is responsible for procuring them. The cash prizes will be presented at the meeting which the voting is conducted. Amounts to be set forth by the club and currently are Senior ($100.00) and Junior ($35.00) which is to be used for purchasing articles for their costumes and other expenses incurred while representing the club.
The Committee will arrange for a coronation ceremony at the first club show at which the Senior and Junior Royalty shall be publicly announced.
Refer to Royalty Contest Rules for further information.
Ribbon and Trophy Committee:
This Committee shall be organized by the Show Secretary and responsible for all ribbons and trophies for the year. This includes the Open and Closed Shows, the Fun Nights, and any other shows, besides the Awards Banquet.
Refer to Ribbon and Trophy Committee Guidelines for further information.
Trail Ride Committee:
This Committee shall be responsible for finding a place to ride, checking the trails, getting permission from the landowners, setting a date, and planning meals. The Committee will seek permission from landowner (s) for trail rides or use a state-designated horse trail.
For the GCSCA overnight trail ride, they are to also decide on the price of the ride, meals, etc. and make up a budget to be presented to GCSCA for approval. They will also take care of the printing of tickets (if needed), making up a handbill, and advertising. They will arrange to have a leader for the trail ride and be on hand to keep the trail ride running smoothly.
Awards Banquet Committee:
Refer to Guidelines for Awards Banquet.
Christmas Party Committee:
Refer to Guidelines for Christmas Party.
Work Committee:
This committee shall be responsible for organizing work bees for the care and repairs of the arena and grounds.
Parade Committee:
Refer to Guidelines for River City Days Parade.
JUNIOR AND SENIOR ROYALTY CONTEST RULES
Senior Royalty candidates must be at least 14 years of age as of January 1 of the current year.
Junior Royalty candidates must be 9 – 15 years of age as of January 1 of the current year.
All Royalty candidates must attend a meeting prior to voting to introduce themselves to the club, giving their reasons for wanting to represent the Club. College students unable to attend the meeting shall be exempt. They have the option of sending a representative to read their speech.
All Royalty contest recipients may use the crown and/or buckle for the horse show season and will return the crown to HCVSC.
A member can run for Royalty again, after having been Royalty, following a one-year waiting period.
All Royalty must ride for introduction at the first club show in Royalty attire.
Royalty Responsibilities:
Whenever possible, represent HCVSC at all functions of the Club and all GCSCA shows, events, and Royalty contest. Represent the Club at the WSCA Queen Contest. Always be cordial as our public relations person.
The Royalty are to sign up for the “Royalty Ride” at all County Shows. They are to have a prepared introduction to be announced during this ride.
VOTING GUIDELINES FOR ROYALTY ELECTION:
Any Club member nine years of age as of January 1 of the current year can vote for Royalty.
Each member of age can only vote once for each position, and can only vote themselves, i.e. cannot do the voting for another family member. A member of the Royalty Committee will be responsible for overseeing the voting and marking off of voters’ names from a membership list as they vote. Members of the Royalty Committee cannot have a relative running for Royalty.
The Royalty contestants will introduce themselves at the December club meeting. The vote will take place at the December meeting. Three members of the Board of Directors or officers will tally the vote and share the results with the current Royalty who will then name their successors. Official coronation and introduction ride will be at the first Club show. However, contest winners will be representing the Club from time of election. If Royalty is not meeting their responsibility, the Royalty Committee will review and take necessary action.
