PALOMINO HORSE BREEDERS OF AMERICA AMATEUR ASSOCIATION CONSTITUTION AND BY-LAWS
As Amended March, 2010
NAME AND PURPOSE
Section 1. Name. This Association shall be known as the Palomino Horse Breeders of America Amateur Association, hereinafter referred to as PHBA-A.
Section 2. Purpose. The objectives and purpose are as follows:
A. To improve and promote the Palomino horse;
B.To encourage and promote the participation of non-professional members who no longer meet the youth eligibility requirements;
C.To provide a legislative body that will regulate and administer the growth and development of its membership;
D.To create, foster, and assist a subsidiary Affiliate Palomino Amateur Association (APA-A) composed of members of PHBA-A;
E.To establish a means whereby amateur members may work in conjunction with the PHBA Amateur Committee.
Section 3. Place of Business. The principal place of business, and legal address of PHBA-A shall be 15233 East Skelly Drive, Tulsa, Rogers County, Oklahoma 74116-2637, USA (918) 438-1234 voice, (918) 438-1232 fax, or www.palominohba.com. All correspondence regarding the PHBA-A shall be directed to PHBA.
Section 1. Members. Memberships are open to any amateur, novice amateur, and amateur select meeting eligibility requirements.
Section 2. APA Memberships. In states where an APA or APA-A is chartered, a primary membership in that APA or APA-A is required.
A. Associate memberships with an additional APA-A or APAs are to be paid directly to the APA-A, provided the APA-A By-Laws permit Associate memberships.
Section 3. Memberships. There will be an annual PHBA and PHBA-A membership fee. Membership deadline and expiration dates shall coincide with that of PHBA.
A. A membership for amateurs, novice amateurs, or select amateurs includes cost of the memberships in PHBA, PHBA-A, and APA-A organizations.
B. A designated portion of the membership fee is submitted to the treasurer of a member’s respective APA for distribution.
C. PHBA-A membership dues are non-refundable.
D. An Amateur, Novice Amateur, or Select Amateur must be a current PHBA and PHBA-A member, to exhibit and to earn points. These memberships are necessary in order for PHBA to tabulate respective division show points and for any amateur awards and titles.
BOARD OF DIRECTORS
Section 1. Authority. The PHBA-A Board of Directors shall propose and enforce rules and regulations concerning amateur shows, memberships, and other activities concerning amateurs in PHBA.
Section 2. Required Membership for Officers and National Directors. An officer or director shall be a PHBA-A member in good standing throughout the officers’/directors’ tenure and be subject to PHBA-A rules and regulations. The individual’s conduct shall be exemplary to reflect favorably on PHBA-A.
Section 3. National Directors. The PHBA-A Board of Directors shall consist of those members of PHBA-A delegated as National Directors by the APA-As.
A. Only states and provinces having APA-As will be entitled to elect National Directors and an equal number of Alternate National Directors.
B. A person may serve as a National or Alternate National Director for only (1) APA-A.
C. All Past Presidents shall have lifetime tenure on the Amateur Board of Directors as Directors at large.
Section 4. Allocation. Each APA-A shall be entitled to each of the following:
A. One (1) National Director for the charter;
B. One (1) National Director and one (1) Alternate National Director for each ten (10) members or major fraction thereof, as of record on September 30th the year preceding the next annual PHBA meeting.
Section 5. Term. The term of office of all elected National Directors shall be one (1) year, beginning the first day of the next annual meeting and ending at the first day of the following year’s annual meeting.
ELECTION OF APA-A OFFICERS AND NATIONAL DIRECTORS
Section 1. Notification of APA Election Results. Each APA-A shall report the results of APA-A officer, national director, and alternate national director elections to PHBA prior to December 20, unless the APA-A has received written permission for an extension of this deadline from PHBA.
A. An APA-A which does not meet the deadline shall be assessed a $25 fine after December 20.
B. An additional $25 will be assessed for each thirty day period.
C. APA-As may substitute National Directors after their election.
D. For voting purposes, the notification must be postmarked or received within fifteen (15) days prior to any national meeting.
E. An APA-A may be requested to include a copy of the minutes of the APA-A’s elections.
AMATEUR BOARD OF DIRECTORS’ MEETINGS
Section 1. Annual Meetings. The annual meeting(s) shall be held in the same location as the PHBA annual membership meeting(s), at which time the members shall transact such business as may properly be brought before the meeting(s).
Section 2. Special Meetings. Special Amateur Board of Directors’ meetings may be called by the PHBA-A President upon thirty (30) days written notice to PHBA, or by a petition signed by fifty-five percent (55%) of the current Amateur National Directors or twenty-five percent (25%) of the current Amateur PHBA members.
A. The petition shall contain the exact purpose(s) of the special meeting, deemed to be urgent and requiring action by PHBA-A before the next scheduled national meeting. Only business mentioned in the call of the special meeting can be transacted at such a special meeting. If it becomes necessary to take action for something for which no notice was given, that action, to become legal, must be ratified by PHBA-A at the next regularly scheduled national meeting.
B. For any national meeting called by petition, the Amateur Secretary shall compare the lists of names and signatures with the current list of PHBA Amateur National Directors or PHBA Amateur members found on the petition.
C. Within thirty (30) days after receiving said petition or written request from the PHBA Amateur President, PHBA shall mail written notice of such meeting to all Amateur National and Alternate National Directors of the Board of Amateur Directors.
D. A list of the Amateur National Directors or PHBA Amateur members which signed the petition shall be placed on the PHBA website and shall accompany the notice of the PHBA-A meeting.
E. Notice of the special meeting shall also appear in the Palomino Horses Magazine and/or the PHBA website providing at least sixty (60) days notice of the date and location.
F. The President of PHBA-A shall determine the time, location, and place of the Special Amateur meeting.
Section 3. Eligibility. All Amateur National Directors who are members in good standing are eligible to attend these meetings.
Section 4. Quorum. A quorum shall be twenty- five percent (25%) of the Amateur National Directors.
Section 5. Voting. Voting may be by ballot, roll call, voice, show of hands, or any method in Robert’s Rules of Order most current edition. Proxy voting is not allowed.
Section 1. Officers. The officers of PHBA-A shall be a President, President-Elect, two (2) Vice Presidents, Secretary, Treasurer, Reporter, and Immediate Past President.
Section 2. Duties.
- A. President. The Chief Executive Officer of the amateur association shall have general supervision of the affairs of PHBA-A, subject to the direction of the Amateur Board of Directors and shall preside at all meetings of the members and the Amateur Board of Directors.
1. The President shall submit a report of the status of PHBA-A and of its activities during the preceding year to the members at the annual meeting.
2. The President shall have such other and further duties and authority as may be prescribed elsewhere in these By-Laws or from time to time by the Amateur Board of Directors;
3. The President shall vote on matters only in the event of a tie;
4. Directors of PHBA-A may serve only one (1) year as President;
5. The presidency shall not be held two (2) years consecutively by members from the same state;
6. The President is an ex-officio member of all amateur standing committees;
7. She/He shall also have the responsibility of reporting on the activities of PHBA-A and its members through the amateur president’s message of Palomino Horses Magazine and/or PHBA website.
B. President- Elect. The President-Elect voted in the previous year’s election shall advance to the office of President.
1. The President-Elect, in the absence or inability of the President, shall perform the duties and excercise the powers of the President.
C. Vice-Presidents. The two Vice-Presidents shall, in the absence, disability, or inability to act of the President and President-Elect, perform the duties and exercise the power of the President, and shall perform such other duties as the President shall from time to time prescribe.
D. Secretary. The Secretary shall attend all meetings of the Board of Directors, and shall record or cause to be recorded all votes taken and the minutes of all proceedings in a minute book of PHBA-A to be kept for that purpose.
1. The Secretary shall perform like duties for the committees when requested by such committees to do so.
2. The Secretary shall have the principal responsibility to give or cause to be given notice of all meetings of the Board of Directors and the members, but this shall not lessen the authority of others to give such notice provided for in these By-Laws.
E. Treasurer. The Treasurer shall have the responsibility for the recording of all assets and obligations of PHBA-A.
1. The Treasurer shall, under the direct supervision of PHBA, tabulate and make recommendations regarding obligations to the PHBA.
2. The Treasurer shall make an annual budget of expected expenditures of PHBA-A and present it to the PHBA Amateur Committee each year, prior to the annual meeting, for their approval.
F. Reporter. The Reporter shall maintain a scrapbook of all the activities of PHBA-A. The Reporter shall have and perform such duties, authorities, and responsibilities as may be prescribed from time to time by the Amateur Board of Directors or the Amateur President.
G. Immediate Past President. The PHBA Amateur Immediate Past President will also serve one (1) year succeeding his/her term of office.
H. PHBA-A Executive Board Appointees. The officers of PHBA-A and three additional members appointed by the PHBA Amateur President shall constitute the Executive Board of PHBA-A. These appointed members shall be from different states and APA-As.
Section 3. Nomination Procedure. The Nominating Committee shall present a slate of nominees for each office at the Annual Amateur Board of Directors’ meeting. There may be one or more nominees for an office. Nominations will be allowed from the floor.
Section 4. Term of Office. The elected officers shall begin their time at the close of the National Convention at which they are elected and continue until the close of the next National Convention, or until their successors have been elected. An individual may not be an elected officer for more than seven (7) consecutive years.
Section 5. Election of Officers. At each annual meeting the National Directors of PHBA-A shall elect the following officers from PHBA-A National Directors: President, President-Elect, two Vice-Presidents, Secretary, Treasurer, Reporter, and Immediate Past President.
Section 6. Authority of the PHBA-A Executive Board. The Amateur Board of Directors may authorize the PHBA-A Executive Board to conduct such phases of the business of PHBA-A as are not specifically reserved for the Board of Directors. This authority must be renewed by the election of officers each year at the annual PHBA Amateur National Directors’ meeting.
Section 7. Vacancies in Office. Any vacancy on the Amateur Executive Board shall be filled by appointment by the Amateur President and approved by the other members of the Amateur Executive Board.
Section 1. Amateur Standing Committee. This committee shall consist of not less than three (3) PHBA Amateur members who shall be appointed by the PHBA Amateur President.
A. To be eligible for amateur committee assignment, an individual must be a PHBA Amateur member in good standing.
B. Each Amateur Standing committee shall be headed by a Chairperson and Vice Chairperson. The Chairperson shall vote only in the case of a tie vote. The Vice Chairperson shall serve as presiding officer in the Chairperson’s absence or incapability.
C. The PHBA-A President is an ex-officio member of all amateur standing committees.
D. A member of the PHBA Amateur Executive Board may serve as an Amateur Executive Board Liaison on amateur committee.
E. The PHBA-A Association Standing Committees may include, but are not limited to, the following:
Amateur Financial Management
Amateur Public Relations
Amateur Show Rules Committee
Amateur World Championship Horse Show Committee
Section 2. Special Amateur Committee. The Special Amateur Committee may be appointed by the PHBA-A President.
Section 3. Nominating Committee. The PHBA-A Association Nominating Committee is composed of the Amateur Past Presidents and Amateur President-Elect. All Committee members must be current PHBA and PHBA-A members.
AMENDMENT OF BYLAWS AND RULES
Section 1. Procedure. The Constitution or By-Laws may be amended by majority vote of the Amateur Board of Directors present at the annual meeting. All changes so approved are subject to the approval of the PHBA Board of Directors at the same meeting, who shall receive a recommendation from the Amateur Committee prior to voting on such amendments.
Section 2. By-Law Changes. All changes in the rules of the Constitution and By-Laws must be voted on by PHBA-A Board of Directors, must follow the procedures set forth, and must be approved by the PHBA Board of Directors.
Section 3. Rule Changes. Rule changes may also be submitted as outlined in the PHBA By-Laws.
Section 4. Effective Date of Amendments. Any amendment passed at the Amateur Board of Directors’ meeting shall take effect on January 1st of the following year. This limitation may be waived by the Amateur Board of Directors upon finding extraordinary circumstances which:
A. Concern the safety, health, or well being of a horse and/or rider.
B. Materially benefit PHBA’s programs or its financial stability.
Section 1. The advisory board shall consist of the PHBA President, the PHBA Amateur Association President, the PHBA Amateur Committee Chairperson, the Chief Operating Officer, and any additional members deemed necessary by the PHBA Executive Board.
Section 1. PHBA and PHBA-A are not responsible for, nor do they impose, any financial obligations on any of its APA-As. 40 Palomino Horse Breeders of America
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern PHBA-A in all cases to which they are applicable and in which they are not inconsistent with these By-Laws or any special rules of order PHBA-A may adopt.
AFFILIATED PALOMINO ASSOCIATIONS- AMATEUR
Section 1. APA-A Requirements. An APA-A may be formed and maintained for the purpose of advancing and promoting the palomino horse through the ideals of PHBA. The APA-A charter would operate under the umbrella of an existing APA. The application for an APA-A charter shall be reviewed by the Affiliate Palomino Association and Membership Committee and Amateur Committee with recommendations for approval or denial to be submitted to the PHBA Board of Directors and ultimately the PHBA Executive Board.
A. Each APA-A shall have enrollment of at least ten (10) PHBA Amateur members which are residents of the state or province in which the APA-A is chartered. Refer to article 2 for membership list.
B. Each APA shall furnish a list of persons attending the organizational meeting.
C. The provisions of the APA-A shall not conflict with the PHBA-A or PHBA Constitution, By-Laws, or General Rules and Regulations.
D. Each APA shall furnish a copy of the minutes of the organizational meeting, including date and location of meeting.
E. Each APA shall furnish a list of APA-A officers, national directors, and alternate national directors.
F. The name of the pending APA must be published in at least two issues of the Palomino Horses Magazine and/or PHBA website prior to the national meeting where it will be reviewed in order to solicit comments from the membership.
Section 2. APA-A Charter Status. An APA-A charter status may be reviewed by an appropriate committee if any, but not limited to, the following:
A. Membership drops below minimum number required for charter approval;
B. Activities cease, such as meetings, elections of officers, etc.
C. Officers, national directors are not reported to PHBA.
D. The committee may make recommendations to the PHBA Board of Directors regarding the status of the APA-A charter, including but not limited to revocation, suspension, probation, or inactive status. The procedures to be followed are outlined in the PHBA By-Laws.
Section 3. APA-A Constitution and By-Laws Amendments. PHBA is to be notified of any changes made to the initial constitution.