Bylaws of the DVCTA

*PROPOSED* Draft Bylaws

PROPOSED Draft Bylaws
Member comments on the proposed Draft DVCTA bylaws requested. Comment period ends January 10, 2018. Please email comments to president@dvcta.org, or complete form below.

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The Delaware Valley Combined Training Association, Inc.
Constitution and By-Laws

SECTION I NAME

This organization shall be known as the Delaware Valley Combined Training Association, Inc. (DVCTA), a non-profit corporation.

SECTION II AUTHORITY

1. These By-Laws are the rules and the regulations governing the Delaware Valley Combined Training Association, Inc.
2. The affairs, activities and business of the Association shall be conducted in the manner hereinafter described.
3. It shall be a condition of membership that every member be governed by these By-Laws in the conduct of all affairs, activities and business of the Delaware Valley Combined Training Association, Inc.

SECTION III PURPOSES

To instruct and train individual participants in the techniques, principles, practices, regulations and other relevant aspects of the sports of dressage and combined training in order to develop and improve their capabilities in these sports, and, when applicable, to instruct the public in these sports; in pursuance of the purposes, to offer lectures, training clinics, schooling shows, and competitions in order to provide vehicles for the exchange of knowledge relevant to these sports, practical experience in them, and a means of testing achievement and evaluating accomplishment.

SECTION IV POLICIES

1. This organization shall be non-commercial and no part of the net earnings of this Association shall inure to the benefit of any member or individual.
2. No substantial part of the activities of this Association shall be the carrying on of propaganda or otherwise attempting to influence legislation.

SECTION V MEMBERSHIP

1. The Association shall be composed of an unlimited number of members.
2. To qualify for membership, a person must have an interest in dressage and/or combined training, or have an interest in horses.
3. Membership shall be conferred upon receipt of a complete membership form and payment of annual dues.
4. The term of membership shall be yearly upon payment of annual dues.
5. Members who, by any act or omission of any act, bring discredit or disfavor upon this association, or who willfully violate these By-Laws, the rules and regulations of the Board of Directors, or in any way by their actions prove harmful to the Association, the objects, purposes, and policies of the Association, or the members therein, shall be subject to expulsion from the Association upon a two-thirds vote of all the members of the Board of Directors.
6. Annual dues for each member shall be in an amount as determined, from time to time, by the Board of Directors. The August Newsletter will contain a renewal blank and a reminder that dues are payable and must be received by November 1. Members who have not renewed by October 1 will be contacted by mail.
7. Membership shall automatically terminate for members whose dues remain unpaid after December 1 of that year. No member shall be continued in the privileges of membership until all obligations due and payable to the Association at the end of the fiscal year are satisfied. Membership may be extended by majority action of the Board of Directors.
8. Assessments may be levied upon members by the Board of Directors only in an amount and by authority of a resolution presented at a special meeting of the Association called by the President for that purpose, said resolution having been ratified by a written vote consisting of two-thirds of the members present or represented at the meeting.
9. Any member may terminate his or her membership by written resignation at any time.
10. Each qualified member shall be entitled to one and only one vote in club affairs. If a member votes at an annual or special meeting by secret ballot presented by a delegate, as provided in these By-Laws, he or she must secure his or her secret ballot from the Secretary at least forty-eight (48) hours in advance of such meeting.
11. A member may authorize an officer of the Association or a member of the Board of Directors to act as his or her delegate at an annual or special meeting of the members of the Association. Such authority must be in writing, can cover only one meeting for each authority, and must be presented to the Recording Secretary at such meeting as provided in these By-Laws.
12. No special membership privilege shall be accorded to any person or persons except as hereinafter provided by the By-Laws of the Association.
13. Members of this Association under the age of eighteen (18) years shall be defined as junior members. All junior members must have a parent/guardian’s written permission to join. They shall pay dues and be governed as specified by the Board of Directors. Junior members shall have all qualifications and rights of membership except they may vote only on those matters pertaining to junior affairs. A junior organization may be operated in a manner prescribed by the Board of Directors, except no junior officer shall be an Association officer, nor shall any regular representation be requisite on the Board of Directors, nor any delegation be pertinent to any meeting of this Association.

SECTION VI BOARD OF DIRECTORS

1. Management of the Association shall be vested in a Board of Directors elected from the membership for a term and in a manner as hereinafter set forth.
2. The Board of Directors shall exercise its vested authority to conduct all proper and lawful business for, and on behalf of, the Association, and to fulfill the purposes of the Association. The Board of Directors shall have the authority to make appointments, to designate agents, to conduct audits, to authorize expenditures, to establish budgets, and to conduct business in a manner prescribed by these By-Laws.
3. Each officer of the Association shall be a member of the Board of Directors and participate in the activities of the Board. The President shall be Chairman of the Board. Although a member of the Board of Directors, the President shall cast no vote unless the vote is a tie-breaking one.
4. The Board of Directors shall meet once a month at least ten months as mutually agreeable to its members. Members shall not be absent from more than two meetings in each year without due cause. Excess absences may result in removal from the Board of Directors as determined by a majority of the Board of Directors. An extra or emergency meeting may be called by the Chairman at any time, providing forty-eight (48) hours notice is given to each member of such emergency meeting. The Recording Secretary shall advise each member of the Board of Directors of the regular meetings at least forty-eight (48) hours in advance of such meeting, stating the time, the place, and any special requirements of such a meeting. Minutes must be kept of all meetings. Each member of the Board shall be entitled to one and only one vote on any matter. No member of the Board may cast a vote other than in person at a regular meeting of the Board. A quorum of the Board is a majority of the Directors, plus at least three officers of the Association.
5. In cases of emergency or urgency, the President can conduct a vote of the Board of Directors via email, providing that there is a quorum.
6. At all meetings of the Board of Directors, the order of business shall be:

A. roll call
B. reading of the minutes
C. report of the treasurer
D. reports from committees
E. unfinished business
F. new business

7. Nothing is to prohibit any member of the Association from attending any meeting of the Board of Directors.
8. The Board of Directors shall consist of as many members as are deemed necessary at nomination, provided that not less than seven members excluding officers shall be elected at each annual meeting.
9. A member of the Board of Directors must have been a member of the Association in good standing for a period of one year immediately prior to election.
10. The term of election for a member of the Board shall be one year, from election. Nothing in these By-Laws is to prohibit a member from serving any number of terms; however, no member shall serve more than three terms in succession unless he or she is subsequently elected as an officer.
11. No member of the Board of Directors may be remunerated for his or her services, except when such services are rendered in a professional contractual capacity to the Association. No individual may act as a substitute for a member of the Board of Directors in any Association matter.
12. The Board of Directors shall periodically report its activities to the members and in addition it must insure that an audit of club funds is made annually and the facts of this audit reported to the members of the Association.
13. In the event of death or resignation of a member of the Board of Directors a majority of the remaining members of the Board shall by majority vote, elect a qualified member to serve the unexpired term of the vacated position on the Board. The appointed member shall have equal power and authority with all other members of the Board of Directors.

SECTION VII OFFICERS AND THEIR DUTIES

1. The officers of the Association shall be a President, a Vice-President, a Recording Secretary, a Corresponding Secretary, and a Treasurer, elected from the membership in a manner hereinafter provided. Each officer is a member of the Board of Directors.
2. An officer must have the same qualifications as a member of the Board of Directors, provided that, to qualify for election, the President shall have served as a member of the Board of Directors for at least one year, not necessarily consecutively.
3. Upon the death, resignation or deposition of an officer, other than the President, the Board of Directors shall designate one of its members to serve the remainder of the term. The resultant vacated position on the Board of Directors shall be filled in the manner provided in these By-Laws.
4. An officer or a member of the Board of Directors may be removed from office by a unanimous vote of the other members of the Board of Directors, ratified by a vote of two-thirds of the members present or represented at a special meeting of the Association called for that purpose as provided in these By-Laws.
5. The President shall preside at all meetings of the members of the Association. He or she shall act as Chairperson of the Board of Directors, and as executive head of the Association in enforcing the provisions of the By-Laws. He or she shall be an ex-officio member of all committees and shall perform all the duties incident and customary to the position and office.
6. The Vice-President shall report to the President and shall, in the absence or disability of the President, perform all the duties of the President. In the event of death, resignation, or deposition of the President, he or she shall assume the office of President.
7. The Recording Secretary shall take and record minutes of all meetings of the members and of the Board of Directors; furnish copies of all minutes to the Board and the membership in form as prescribed by the Board; keep such records and files as may be required for administration of club affairs and to ensure historical continuity of activity and purpose; carry out such other duties as are prescribed in these By-Laws and/or by the Board of Directors. The Recording Secretary shall have charge of the official seal of the corporation.
8. The Corresponding Secretary shall have charge of all general club correspondence including letters to new and returning Board of Directors confirming nomination, and perform any other duties of a Corresponding Secretary.
9. The Treasurer shall receive, collect and deposit immediately upon receipt, in the name of the Delaware Valley Combined Training Association, Inc., all monies, in such bank or trust company as may be designated by the Board of Directors; the Treasurer shall pay all bills and expenses of the Association from its funds in a manner prescribed by, and as designated by, and within budget limitations as may be specified by the Board of Directors. He or she shall render a financial report at each annual meeting, at each meeting of the Board of Directors, and at any other meeting upon the request of a majority of the members present. The Treasurer shall maintain, or cause to be maintained, such books, records, ledgers, statements and reports as will show the financial condition of the Association including assets and liabilities, as well as the disbursements of its funds pertaining to various club activities. He or she shall perform all other duties usual and customary to the office. The Treasurer and one other officer, preferably the President, shall sign the signature cards for all bank accounts opened in the name of the Association.
10. The term of office for officers shall be one year and in no case may an officer be reelected to any office for more than three successive terms, with the exception of the Treasurer, who may serve six successive terms. The President may be neither officer nor board member for the year following his or her final term.
11. Nothing within these By-Laws is to prohibit any officer from serving as a member of any committee of this Association or from serving as a representative of the Association at any function or meeting with any other group, provided such action is requested by the President or by the Board of Directors.

SECTION VIII MEETINGS AND ELECTIONS

1. The annual meeting of the Association must be held each year during February, on a date designated by the Board of Directors at least sixty (60) days prior to such date.
2. At least two-thirds of the membership or twenty-five (25) members, whatever number is smaller, shall be present in person to constitute a quorum for any meeting of the members of the Association.
3. An annual election of Association Officers and of the Board of Directors must be held at the annual meeting, in a manner prescribed in these By-Laws.
4. A special meeting may be called at any time by the President or by the Board of Directors. The Corresponding Secretary must call a special meeting within sixty (60) days from the receipt of a written request from a member or members, setting forth the purpose of the requested meeting, provided such a request is signed by any ten, or more, members.
5. Notice of meetings of the Association, special and annual, shall be in writing, shall indicate the nature of the business to be transacted at the meeting, shall be given by prepaid post, and shall be deemed to have been received by each member at his or her last known mailing address as registered with the Association. Such notices shall be mailed at least fifteen (15) days prior to the date of meeting.
6. At meetings of the Association and of the Board of Directors, all questions shall be resolved by a majority vote of the members present at that meeting, unless otherwise stipulated in these By-Laws.
7. A Delegate, duly authorized to represent members of the Association at an annual or special meeting, having presented such authority to the Recording Secretary, may cast a secret ballot for each member he or she represents at this time. These secret ballots must bear that name and address of the Association member on the outer envelope. The Secretary, when each delegate presents his or her authority for representation, shall read aloud the name of each club member authorizing such representation. If such member be present, he or she must either withdraw from the meeting, or rescind such authority.
8. At the annual and special meetings of the members of the Association the order of business shall be:
A. roll call
B. reading of minutes
C. financial reports
D. committee reports, including audits
E. unfinished business
F. President’s report
G. elections
H. new business
9. The business of the meetings of the Association not herein specifically provided for shall follow Robert’s Rules of Order.
10. On or before the fifteenth (15) day of December, following the date of their appointment, the Nominating Committee shall submit to the Board of Directors a written report of the nomination of persons to serve as officers and directors for the coming year as provided in these By-Laws. The Board of Directors, after determining the eligibility of the slate of nominees as provided in these By-Laws shall have no further power to change, alter, or otherwise amend the slate as presented by the Nominating Committee, and shall accept it as the regular slate of the Association for the ensuing election.
11. The action of the Nominating Committee shall not deprive members of the Association of the privilege of nominating members to stand for election as officers or directors. The Corresponding Secretary shall prepare a list containing the names of all persons nominated by the Nominating Committee as provided in the By-Laws and mail the same without comment to the last address as registered with the Association for each member of the Association, at least forty-five (45) days prior to the date of the next annual meeting. Any member may nominate as an officer or as a director, any qualified member in good standing whose name does not appear on such list, but such nomination must be in writing, signed by the member making the nomination and accompanied by the written consent of the person nominated. If such nomination is received by the Secretary within fifteen (15) days of the date of mailing the aforementioned list, the Secretary shall add the name or names to the list already prepared, revise the same and mail a copy thereof to each member at least fifteen (15) days prior to the date of the next annual meeting.

SECTION IX COMMITTEES

1. Committees
A. The following committees shall be appointed annually:
1) Nominating Committee
2) Finance Committee
3) Education Committee
4) News Letter Committee
5) Equipment Committee
6) Membership Committee
7) Horse Trials Committee
8) DVCTA Dressage at Fair Hill Committee
9) Schoolings Shows Committee
10) Scholarship Committee
11) Public Relations Committee
12) Information Technology Committee
13) Team Competitions Committee
B. These entire By-Laws shall be reviewed periodically at intervals not to exceed five years by a committee appointed by the President for this purpose.
C. Such other committees shall be appointed to perform duties, make investigations and submit reports as the Board of Directors or the President may deem necessary.
2. Duties
A. Nominating Committee
1) Prior to October 31 in each year, the President shall appoint a Nominating Committee consisting of five (5) members of the association, two (2) of whom shall be directors and/or officers, and three (3) of whom shall be neither directors nor officers. At least three (3) of the Committee shall be persons who were not members of the Nominating Committee in the preceding year. The Board of Directors shall approve the appointment of the Nominating Committee members, and shall designate a chairperson, a vice-chairperson, and two (2) alternate members, one from the Board of Directors and one who is neither a director nor an officer.
2) The Nominating Committee by majority vote shall select from the qualified members of the Association in good standing the requisite number of persons indicated by the Board of Directors to stand for election as officers and/or directors (refer to Section VI). Before reaching a final decision it shall be the duty of the Nominating Committee to ascertain that the persons selected are willing to serve. At least one-third, and in any event not less than four (4) but not more than two-thirds of the persons selected to stand for election as directors or officers shall be members who are neither directors nor officers.
B. Finance Committee. The Finance Committee shall receive, evaluate, and approve reports of planned expenditures and oversee the financial integrity of the Association. It shall advise the Board of Directors of the feasibility of any planned expenditures. All unbudgeted expenditures in excess of $200 must be evaluated by the Finance Committee before they are acted upon by the Board. Suggested members of the Finance Committee include all Treasurers or Finance Committee chairs from all standing Committees.
C. Education Committee. The Educations Committee shall develop lectures, workshops, training clinics, and other activities to further the purposes of the Association.
D. Newsletter Committee. The Newsletter Committee shall gather, prepare and disseminate through a regular newsletter sent to all members, information necessary for the purposes, business and activities of the Association.
E. Equipment Committee. The Equipment Committee shall obtain, maintain and keep an inventory of all equipment necessary for the activities of the Association. This Committee shall also oversee rental of the Association’s equipment to other parties when the Board so directs.
F. Membership Committee. The Membership Committee shall maintain a record of all names, addresses, phone numbers, and, if directed by the Board, other relevant information such as special skills and interests of all members of the Association. It shall also initiate and supervise annual renewal of membership and make membership applications available to prospective members during the year.
G. Horse Trials Committee. The Horse Trials Committee shall manage the combined training competition(s) sponsored by the Association.
H. DVCTA Dressage at Fair Hill Committee. The DVCTA Dressage at Fair Hill Committee shall manage the annual dressage show of that name sponsored by the Association.
I. Schooling Show Committee. The Schooling Show Committee shall manage the schooling shows sponsored by the association and maintain a record of results used to determine awards or championships awarded by the Association.
J. Scholarship Committee. The Scholarship Committee shall review all letters of request for scholarship and grant reasonable funds for the purpose of promoting educational opportunities to those members who contribute to the activities of the Association. The recipients of the scholarship are required to write an article for the Newsletter describing the activity made possible by the scholarship.
K. Public Relations Committee. The Public Relations Committee shall maintain a press clippings file, coordinate media contact, promote publicity for the club, and submit articles to local media.
L. Information Technology Committee. The Information Technology Committee shall be responsible for the control of all electronic and computerized information, including but not limited to management of databases, websites and electronic mail.
M. Team Competitions Committee. The Team Competitions Committee shall organize teams to compete at selected team competitions in dressage and eventing.
3. Responsibilities. All committees shall have the following responsibilities to the Board of Directors:
A. To enter no legally binding agreement without the approval of the Board of Directors. This shall include all bank accounts. Any bank account for use by a standing committee of the Association must have the signature of either the President or the Treasurer of the Association along with the Committee Treasurer.
B. To submit for approval by the Board all dates and nominations of judges and other major officials of recognized events before entering into any contracts.
C. To submit for review annual budgets which will show designated funds for the benefit of the Association to the Finance Committee named in Section IX, article 1, subsection A.2 and Section is, article 2, subsection B above for its approval at the beginning of the particular committee’s fiscal year.
D. To submit to the Treasurer the yearly financial records for inclusion with the Association records to the accountant for the yearly audit and tax preparation.
E. To report their activities at regular meetings of the Board of Directors.
F. To give advance notice of all meetings, including special meetings, to the President of the Board of Directors or his/her representative. Notice of regular meetings shall be published in advance in the Newsletter.
G. All minutes, financial records and budgets, directives, contracts, correspondence and contacts must be maintained by each committee as a permanent record and history to be passed on to future committee chairs.
4. Chairpersons and Members of Committees A. All Chairpersons shall be members in good standing of the Association.
B. If not appointed by the committee itself in accordance with a Presidential directive or these By-Laws, a chairperson of each committee shall be designated annually from the current membership by the President of the Board, and serve at his or her pleasure.
C. Members of committees shall be appointed annually by the head of the appropriate committee.
D. Alternate members of the committees may be appointed. Alternate members may be present at committee meeting but may vote only in the event of the absence of a regular member.
E. All members of the Board of Directors are ex-officio members of the Horse Trials committee and may attend any and all committee meetings. Members of the Board shall not have a vote at committee meeting unless they are also duly appointed members of the committee.

Revised 1976, 1984, 1989, 1993, 1998, 2002, 2008. This publication authorized by
the Board of Directors, Gail Bowden, President, revised February 2008.