ARTICLE
I (Name, Operation) Section
1. Name. The name of the Association
shall be Piedmont Paso Fino Horse Association, Inc. (Hereinafter
referred to as Piedmont PFHA or the Association). The Association
shall be operated and conducted as a nonprofit organization.
The Association will operate as a regional groups affiliate
of the Paso Fino Horse Association (Hereafter referred to
as PFHA). The Association will conduct itself in a way consistent
with the aims and rules of the PFHA002E Section
2. Financial Operation. Piedmont
PFHA shall under no circumstances be used for personal financial
enrichment or gain of any of its members, and no portion of
its money or property shall be permitted to inure to the benefit
of any individuals except as expenses paid for agent or volunteer
services rendered to or for the Association.
ARTICLE
II (Objectives) The
objectives of the Association shall include but not be limited
to:
• assisting and encouraging the membership to breed,
raise, train, enhance, improve, protect, and promote the Paso
Fino Breed;
• maintaining accurate records of all Piedmont affairs
and activities with reasonable access thereto for the members
of Piedmont;
• sponsoring shows, educational clinics, trail rides
and other forums for the benefits of its members; and
• informing and educating the public in general as to
the qualities of the Paso Fino horse, by means of publications,
exhibitions, and other informative means.
ARTICLE III (Membership, Dues, Privileges and Responsibilities)
Section 1. Membership.
Any adult person interested in the objectives of the Piedmont
PFHA is eligible for membership application. Membership applications
shall be submitted in writing along with applicable dues to
the Treasurer of Piedmont PFHA.
Section 2. Membership classifications.
Piedmont PFHA membership classifications include
• Individual membership - one (1) adult (at least eighteen
(18) years of age). Individual memberships are entitled to
one (1) vote.
• Family membership - Up to two (2) adults and any children
under the age of eighteen (18) living in the same household.
Family memberships are entitled to one (1) vote for each designated
adult.
• Farm membership – an individual or family membership
with a farm listing in Piedmont’s publications, with
a designated adult agent. Farm memberships are entitled to
three votes for the designated agent.
• Trail ride membership- a one-time, single trail ride
membership allowing non-Piedmont members as guests during
Piedmont PFHA sponsored trail rides. Trail ride memberships
are non-voting.
Section 3. Dues. Annually
the Board shall set the annual dues for the ensuing membership
term and shall present those dues to the membership at the
annual meeting of the Association.
Dues shall be payable on the first day of October each year.
Dues paid by members joining Piedmont between July 1 and September
30 shall apply for the upcoming membership year.
Section 4. Membership responsibilities.
To be entitled to full Piedmont PFHA benefits one must
be a member of Piedmont PFHA,
maintain current Piedmont PFHA dues,
maintain good standing with Piedmont PFHA, and
not have designated a region other then Piedmont as one’s
regional affiliation.
Members with regional affiliations other than Piedmont PFHA
are entitled to all benefits with the exception of voting
on national matters, voting in Piedmont PFHA elections, and
holding office in Piedmont PFHA.
Membership is for a term of one year and must be renewed on
a annual basis. Applicants must be free of outstanding debts
to Piedmont before membership will be renewed. The Board of
Directors reserves the rights to review, reject, revoke the
application of any individual whose conduct is found to be
contrary to or in violation of the Code of Ethics as detailed
in the PFHA Constitution.
To remain in good standing with Piedmont PFHA, members must
obey and be bound by the by- laws of Piedmont PFHA and the
actions of the Board of Directors of Piedmont PFHA.
Section 5. Member Discipline.
The Board of Directors may censure, suspend, or expel from
Piedmont PFHA any member charged with acts of conduct detrimental
to the Association and/or in violation of the Code of Ethics
detailed in the PFHA constitution. Disciplinary action will
be imposed after a due and proper hearing at which the accused
is afforded an opportunity to be heard and defended on all
charges.
ARTICLE IV (Officers of Piedmont PFHA)
Section 1. Officers. The officers of Piedmont
PFHA shall consist of a President, Vice-President, Secretary,
and Treasurer. The aforesaid officers shall be elected by
secret ballot at the designated annual membership meeting
every even calendar year. Officers of Piedmont PFHA assume
the duties of their offices at the end of the meeting in which
they are elected.
ARTICLE V (Duties of Officers)
Section 1. Duties
of the President. The President shall be the Chief
Executive Officer and shall preside over all meetings of the
PFHA. He/she shall appoint all Piedmont Committee Chairpersons
and a parliamentarian with the advice and consent of officers
and directors.
The President shall see that the by-laws, rules, and regulations
of Piedmont PFHA are enforced.
The President shall serve as National Delegate or shall appoint
a member of Piedmont PFHA to serve. Such an appointment, if
made, is to be with the advice and consent of the Board of
Directors. The National Delegate shall make a written report
to the Board of Directors within 20 days of the National Association
meeting. The National Delegate shall also be responsible for
a written report to the general membership of Piedmont PFHA
to be published in the first issue of the Piedmont Password
to be printed following the national association meeting.
The President, for one year immediately after finishing their
elected term, will also serve as an advisor to the Board of
Directors, and attend meetings of the Board.
Section 2. Duties of the Vice-President.
The Vice-President shall in the absence of the President
or during incapacity of the President perform the duties and
function of the President’s office. The Vice-President
shall serve as a close assistant to the President.
Section 3. Duties of the Secretary.
The Secretary shall record and maintain a record
of the minutes of all meetings and proceedings of the Piedmont
PFHA, conduct correspondence, and perform such other secretarial
duties as may be required by the President or the Board of
Directors. The Secretary shall also be responsible for the
upkeep and maintenance of the membership roster.
Section 4. Duties of the Treasurer.
The Treasurer shall be the fiscal officer of Piedmont PFHA
and shall deposit all funds received in a designated banking
institution in the name of Piedmont PFHA. The Treasurer shall
maintain an accurate account of all finances and financial
transactions and shall make all authorized disbursements.
The Treasurer shall insure that disbursements are made only
through the official Piedmont checking account. Itemized vouchers
shall support disbursements and the Treasurer shall maintain
the vouchers. An annual audit of the files of the accounts
and files of the Treasurer shall be made by a qualified person
appointed by the President at the close of each fiscal year
and the results of such audit shall be reported to the members
at the next occurring annual meeting. Interim audits may also
be made upon giving at least ten (10) days notice to the Treasurer.
Written reports of all receipts and disbursements and the
financial status of Piedmont PFHA shall be made semi-annually.
The first report shall be made at the first membership meeting
following the close of the fiscal year.
No funds shall be withdrawn from the Association depository
except by check signed by the President, Vice-President, or
Treasurer, all of whom shall be bonded in the amount determined
by the Board of Directors.
The Treasurer shall be responsible for all tax reports and
returns as may be required by the State and Federal Governments.
ARTICLE VI (Board of Directors)
Section 1. Composition.
The business and property of Piedmont PFHA shall
be managed and controlled by a Board of Directors, which shall
consist of the elected officers (President, Vice-President,
Secretary, and Treasurer) and three (3) at-large members elected
one per year for a term of three years.
Section 2. Terms of Office. The term of service on the Board
of Directors for the officers of Piedmont PFHA shall coincide
with the term of elected office. The term of service for the
three at-large members shall be for three years. Each at-large
member shall begin his or her term of service in a different
year to prevent concurrent expiration of all terms of office.
Section 3. Duties and Responsibilities.
The Board of Directors shall be the administrative
and policy-making body of Piedmont PFHA and shall exercise
general supervision of the affairs thereof. No act of the
Board of Directors, however, shall conflict with the by-laws
of the Piedmont PFHA.
The Board of Directors shall establish each year by September
30 a budget for the following year.
The Board of Directors shall hold at least two (2) meetings
per year, the times and places to be designated by the President.
The Board of Directors shall have the right to declare a vacancy
in its membership when any member without just cause fails
to attend two (2) consecutive Board Meetings.
The Board of Directors shall have the right to fill any vacancy
on said Board by electing a new member to complete the unexpired
term of office.
The presence in person of a majority of the Board members
shall be requisite for the transaction of business at any
meeting, and a majority vote of such members present shall
be necessary for a decision.
The Board of Directors shall maintain a record of its meetings
and proceedings and shall submit the record to the membership
during a regular or special meeting of the membership.
ARTICLE VII (Meetings)
Section 1. Annual meeting. An
annual meeting for the election of officers shall be held
in October, November, or December, time and place to be determined
by the President. Additional periodic meetings may be called
at the discretion of the President.
Section 2. Notice. Due written notice of
each membership meeting must be given at least two (2) weeks
in advance stating the date, time and place of such meeting.
In the event, however, that an emergency meeting is required,
oral notice shall be deemed due and sufficient notice.
Section 3. Transaction of Business. A quorum
of at least thirty (30) voting members shall be required for
the transaction of business at any membership meeting. There
shall be no voting by proxy at any meeting. However, absentee
ballots shall be recognized as members present when voting
for officers, directors, and by-law changes. A notification
of by-law changes shall be given to the membership at least
two (2) weeks prior to voting on the changes.
ARTICLE VIII (Elections)
Section 1. The President,
within a reasonable time after the annual meeting, shall appoint
a nominating committee consisting of three
(3) Piedmont voting members in good standing, none of whom
are officers of the Association. The responsibility of this
committee will be to actively solicit and encourage qualified
candidates and make as well as receive nominations (preferably
at least two (2) nominees per office) for offices the ensuing
term. The nomination committee must ascertain that each person
nominated is willing and able to perform the duties of the
office (prior written or verbal approval of the candidate
must be obtained), and the committee shall publish to the
membership the list of Candidates for each office thirty (30)
days prior to the election at the Annual Meeting. In addition,
nominations for any office may be by any member in good standing
from the floor at the annual meeting, or by email, or by letter
to the President of the Association. The Nominating Committee
shall remain in force until its recommendations are presented
to the Presiding Officer at the Annual Membership Meeting.
Section 2. Eligibility for Office. No person
shall be eligible to serve as an officer of Piedmont PFHA
unless such person has been an active member in good standing
with Piedmont PFHA for at least twelve (12) months prior to
the date of nomination. No person shall hold more than one
(1) elective office in the Piedmont PFHA at one time.
Section 3. Election Procedures. Members
who are unable to attend the annual meeting may vote by absentee
ballot that will be sent along with an official return envelope.
ARTICLE IX (Committees)
Section 1. Appointments.
The President, upon taking office, shall within a reasonable
time thereafter, appoint the chairpersons and members of standing
committees and any special committees that he/she deems requisite
for the ensuing year. The chairpersons of all committees shall
submit to the Board of Directors their respective programs
for considerations and appropriate actions.
Section 2. Definition. A standing committee
shall be any group created by the membership through the by-laws
upon the recommendation of the Board of Directors whose purpose
is to plan and implement projects and programs of the Piedmont
PFHA. All plans of implementation must have the prior approval
of the Board of Directors of Piedmont PFHA.
Section 3. Standing Committees. Standing
committees of Piedmont PFHA shall include but not be limited
to: Futurity, Nominating,, Membership, Youth, and Marketing.
The Board may create and empower other committees, general
or special, as needed.
Section 4. Fiscal matters. Any monies collected
by a standing committee or special committee in the implementation
of its approved projects must be accounted for and submitted
to the Piedmont Treasurer. The Piedmont Treasurer shall make
all disbursements. No committee shall establish a separate
bank account for receiving and disbursing funds unless approved
by the Board of Directors. All written records shall be submitted
to the Secretary of Piedmont PFHA.
ARTICLE X (Organization Procedure)
Section 1. Amendments to by-laws.
Amendments to the within by-laws may be adopted by two-thirds
(2/3) vote of the members present at any regular or special
meeting of Piedmont PFHA at which there is at least a quorum
present, provided also that written notice of such meeting
and any proposed amendment shall have been given as specified
in ARTICLE VII.
Section 2. Dissolution. Piedmont PFHA may
be dissolved as provided by statute and upon adoption of a
resolution for such purpose by a two-thirds (2/3) vote of
the membership either by presence or by notarized absentee
ballots. A written notice of such resolution shall be presented
to the membership two (2) weeks prior to a meeting called
for the purpose of voting on dissolution. In the event that
Piedmont PFHA is dissolved, no member or group of members
shall receive any benefit from the assets of Piedmont PFHA,
but such assets remaining after the payment of outstanding
obligations shall be turned over to another eleemosynary,
or not-for-profit, corporation, which is exempt from tax.
Section 3. Parliamentary authority. “Roberts
Rules of Order” shall constitute the parliamentary authority
for all matters of procedure not specifically provided for
by the within by-laws.
*last updated Nov 17th, 2007
