BY-LAWS
Adopted 12/16/03
Article I
NAME AND PURPOSE
Section 1. The official name of this organization shall be:
Section 2. The purpose of this “non-profit” organization is to 1) promote an all-around horse program with emphasis on keeping youth involved in the 4-H program, 2) serve as an executive and decision making body on behalf of 4-H horse clubs throughout Carbon County and the State of Utah, 3) organize and support county-wide activities to educate members in the care, training and use of their horses, 4) aid in improving skills and enhancing the abilities of 4-H members and leaders. (The
Article II
MEMBERSHIP AND GENERAL DUTIES
Section 1. Membership on the council shall consist of one (1) youth representative and one (1) leader or parent representative per club from all 4-H horse clubs in
Section 2. If a council member is elected to an office of the council that particular club may at its discretion select another representative.
Section 3. Each elected officer will have one (1) vote on the council and each club will have one (1) vote on the council.
Section 4. Club representatives shall serve one (1) year terms and be selected by their respective clubs.
Section 5. All members must maintain good standing, this means attending at least two thirds (2/3) of all council functions and actively participating to strengthen the purpose of the council. When a member is no longer in good standing, the council by a two thirds (2/3) vote may request the club of this council member to replace its representative.
Section 6. Members of the council, including elected officers, shall vote in all matters. As stated in Section 3 above each elected officer and each club will have one (1) vote each on the council regardless of the number of representatives and officers an individual club may have on the council.
Section 7. The council will select judges for the horse shows from the
Section 8. The council will establish and administer ‘Rules for
Section 9. The council will determine the annual assessments for yearend awards and horse shows.
Section 10. The council will organize and carry out necessary fund raising and financial activities to support the council and 4-H Horse Program of the county.
Section 11. The council will approve yearend awards.
Section 12. The council will approve ribbons, trophies or prizes for 4-H horse shows.
Section 13. The council along with show judges will act as the show committee at all 4-H horse shows.
Article III
ELECTIONS OF OFFICERS
Section 1. The election of officers shall be held at the annual awards meeting.
Section 2. Nominations for officers will be taken from the floor at the annual meeting or by proxy letter received by either the council President or Extension Office three (3) days prior to the annual awards meeting. Nominations for officers shall be accepted from present council members, club leaders or parents of a club member. Present council members, club leaders, parents and club members in attendance at the annual meeting may vote for officers.
Section 3. The following officers shall be elected annually: President, Vice President(s), Secretary- Treasurer(s).
Section 4. Officers shall hold office until their successors have been duly elected. The term of office is one year and shall begin the first meeting in January. The previous year’s officers will conduct the annual awards meeting.
Section 5. The jurisdiction for this organization shall be Carbon County Utah.
Article IV
DUTIES OF OFFICERS
President
1. Work closely with 4-H leaders.
2. Check on arrangements for each meeting, turning agenda into the Extension Office prior to each meeting.
3. Preside at meetings.
4. Call meetings to order on time.
5. Arrange to have another person (usually a Vice President) take over when unable to attend.
6. Know how to carry through a motion and procedures for carrying out a vote.
7. Appoint committees when necessary.
8. Coordinate all horse shows.
9. Direct the presenting of yearend awards and auction (if held) during the annual awards meeting.
10. Arrange for awards for the awards night.
Vice President(s)
1. Take over the duties of the President in his/her absence or when called upon.
2. Assist and encourage 4-H members and leaders.
3. Be available to fill in empty slots at 4-H horse shows.
4. Be in charge of administering and checking tests at 4-H horse shows.
Secretary-Treasurer(s)
1. Keep with her/him the By-laws and rules for county and state at all functions.
2. Keep a record of attendance at meetings.
3. Take the minutes of each meeting. May tape the meetings to help with accuracy of minutes.
4. Turn the minutes in to the Extension Office within one week following each meeting.
5. Assist with recording of member scores at shows.
6. Read minutes of the last meeting.
7. Record finances keeping the amount received, source and amount paid out and for what purpose.
8. Monthly report expense, income and current balance.
9. Help with the registration at all shows.
10. Work closely with registration to be aware of total entries per show and amounts paid by each participant.
11. Arrange for ribbons, trophies or prizes for council approval for the 4-H horse shows.
12. Responsible for ordering ribbons, trophies or prizes for 4-H horse shows and year-end awards.
13. Arrange for the picking up of ribbons, trophies, prizes and year-end awards.
Youth Representatives
1. Attend meetings on a regular basis and represent fellow 4-Hers giving input to what the 4-H youth want in their program.
2. Help with setting up equipment or raking the arena whenever possible at shows.
3. Promote the 4-H program whenever possible.
Article V
MEETINGS
Section 1. Meetings shall be held as needed at a place and time designated by the majority of the elected officers.
Section 2. In case of a change of a regular meeting, all members on the council shall be notified at least five (5) days prior to the regular meeting if possible.
Section 3. Special meetings may be called by the officers for a just and reasonable cause to discuss and act on business that cannot wait for the next regular meeting. All members must be notified at least one (1) day prior to a special meeting.
Article VI
STANDING COMMITTEES
Section 1. Grievance Committee- The president shall appoint three (3) members to the Grievance Committee. The committee will consist of one (1) youth, one (1) leader and one (1) parent member. Committee members will be chosen from the council. All grievances against any show management or show policy must be submitted in writing and accompanied by a fifteen dollar ($15) grievance fee, which will be refunded if the grievance is ruled valid. The Grievance Committee shall hear both parties, then make a decision at the show, if possible. The grievance must be brought to the attention of the show committee at the time of the infraction. The committee shall follow state 4-H rules and regulation regarding grievances.
Section 2. The decision of the Grievance Committee will be final.
Section 3. Grievance Committee members will be familiar with the State and Carbon County Rules and By-laws and have a copy of each at all 4-H horse shows.
Article VII
AMENDMENTS TO THE BY-LAWS
Section 1. By-laws and rules may be amended by a two-thirds (2/3) vote of the council members present at a regular meeting. All council members must be notified in writing, email or phone call of the proposed change(s) at least ten (10) days prior to the regular meeting or at the annual awards meeting without notice. Failure to do so will result in an invalid vote.
Section 2. No By-laws may be changed by telephone or proxy votes.