By-Laws Of The “Middle Tennessee Dressage & Combined Training Association”
Adopted February 2009
ARTICLE I
Purposes
The purpose of “Middle Tennessee Dressage & Combined Training Association, a not for profit group organization (hereinafter also referred to as “the club”), is to promote interest in, and further the knowledge of the riding disciplines of Dressage and Combined Training, or Eventing, as well as the care and training of the horse in general. The Club will do so by promoting and providing educational forums and events throughout, but not limited to, the Middle Tennessee area.
ARTICLE II
Offices
The Club shall have and continuously maintain in this state a registered office and a registered agent, and may have other offices within or out of the State of Tennessee as determined by the Board Of Directors.
ARTICLE III
Membership
Section I: Classes of Memberships and Voting Rights
Membership shall be open to any persons desiring membership, therefore demonstrating an interest and commitment to the purposes of the organization.
The Club shall have three (3) classes or divisions of membership. The designation of the classes and the qualification of the members of these classes together with the voting rights in the Middle Tennessee Dressage & Combined Training Association elections shall be as follows: Family, Senior, and Junior.
Family Memberships- Upon payment of the prescribed dues, persons belonging to the same family and residing at the same address shall be entitled to two (2) votes per family membership. Children 22 years of age (as on January 1) must apply for senior membership.
Senior Memberships- Upon payment of prescribed dues, persons 22 years of age and over will be entitled to one (1 ) vote.
Junior Memberships- Upon payment of prescribed dues, persons under 22 years of age will be entitled to one (1 ) vote.
Any member may resign by filing a written notice with the secretary. Such resignation shall not relieve the member of any obligation, assessments or other charges for which the member became liable prior to the resignation.
A member may become a “member not in good standing” causing the member to lose the benefits of membership, upon the voting to do so by a majority of the
Board of Directors. Misconduct at club activities including, but not limited to the abuse of the horse, abuse of volunteers, etc. could result in such a vote.
Section 2: Dues
The Board of Directors shall determine the amount of annual dues payable to the Club by members of each class.
Membership will be accepted at any time of the year, but dues of new members will not be prorated. The membership year shall be from December 1- November 30 of each year.
Paid dues will not be refunded
Memberships are not transferable
Dues shall be payable in advance of the first day of December.
A person shall be considered in default if he or she has not paid his or her dues by the first of January that calendar year of membership and shall automatically cease to be a member. All monies received for membership fees will be used for club expenses, after the required fees are paid to the United States Dressage Federation.
ARTICLE IV
Meeting of Members
Section 1: Annual Meeting
There shall be an annual general business meeting of the total membership in November at which time an election of Board Members will take place. Each member shall have the privilege of voting according to Article III, section 1, IF their dues have been received by the Treasurer for the year in which the elected officials shall serve. Members may vote via a mail ballot if unable to attend the annual meeting, but those votes must have been received by the secretary prior to the start of the Annual Meeting. Annual reports shall be presented by all officers and committee chairpersons at the Annual Meeting for the fiscal year ending November 30th. Elected Officers for the new year shall be presented and their offices announced. Annual awards shall also be presented.
Section 2: Place and Notice of Meetings
The Board of Directors shall designate place, date and hour of the Annual Meeting as well as additional meetings held throughout the year.
Notice of the Meetings will be posted on the website and/or emailed to members at least 30 days prior to the meeting.
Section 3: Quorum
The members holding one-tenth of the votes which may be cast at any meeting shall constitute a quorum at such meeting. If a quorum is not present at any meeting, a majority of members present may adjourn the meeting without further notice.
Section 4: Proxies
At any meeting of members, a member entitled to vote may vote either in person or by proxy executed in writing by the member. The proxy document is valid for 6 months after the proxy is issued.
ARTICLE V
Board of Directors
Section 1: Officers
The Board of Directors shall consist of President, Vice- President, Secretary, Treasurer, and such other officers as needed. No two offices may be held by the same person. Property, funds and affairs of the Club shall be directed by the Board Of Directors.
Section 2: Nominations
Any member in good standing may nominate any other member in good standing for a officer’s position, but is required to get permission from the nominee in order to forward the nomination to the Board.
Section 3: Elections and Term of Office
The officers are elected for a one year term at the annual meeting in November by those Club members who have paid their dues for the upcoming fiscal year in which the officers shall serve. All candidates for the offices shall have paid their dues for the upcoming fiscal year prior to the election. The candidate receiving the most votes for each vacancy shall be elected. A member may vote for the candidate of their choice on the election ballot, which may be distributed by mail, email or at the annual meeting.
Section 4: President
The President shall be the principal executive officer of the Club and shall in general supervise and control all of the business and affairs of the Club. The President shall preside at all meetings of the Board of Directors and the General Membership meetings. The president shall perform all duties usually performed by an executive and presiding officer and shall sign all legal documents and such other papers of the club. The president shall perform other duties as prescribed by the Board.
Section 5: Vice -President
In absence or disability of the President, the Vice- President shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions upon the President. The Vice- president shall perform such other duties as may be assigned to him or her by the President or by the Board of Directors.
Section 6: Treasurer
The Treasurer shall have charge and custody of and be responsible for the funds and securities of the Club, receive and give receipts for the monies due and payable to the Club from any source whatsoever, and deposit all such monies in the name of the Club in such banks as shall be selected by the Board of Directors. The Treasurer shall be the custodian of the records of the Club and of the documents, the execution of which on behalf of the Club is fully authorized in accordance with the provisions of these By-Laws. The treasurer will keep a register of post office address and other pertinent information of each member, which shall be furnished to the Treasurer by such member, and in general perform all the duties incident to the office of the Treasurer and such other duties as may be assigned to the treasurer by the President or by the Board of Directors.
The Treasurer shall provide a complete financial statement to the Board of Directors and to the general membership at the annual meeting in November. The treasurer shall provide a simple financial statement at all membership meetings throughout the year and whenever requested by the President or the Board of Directors. No financial disbursements will be made without notification and approval of the President. Transactions beyond the normal monthly payments shall be approved by the Board of Directors.
Section 7: Secretary
The Secretary shall keep the minutes of the meetings of the members and of the board of Directors and see that all notices are duly given in accordance with the provisions of these by-laws or as required by law, and in general perform all duties incident to the office of Secretary and such other duties as may be assigned to him or her by the President or the Board of Directors.
Section 8: Vacancies
The Board of Directors shall have the power to fill from eligible members, all vacancies on the Board of Directors for the remainder of any unexpired term.
Section 9: Removal
Any member of the Board of Directors may be removed by a majority of the other Board members whenever, in their judgment, the best interest of the Club would be served in doing so. Habitual nonattendance or non performance of duties could be cause for removal.
Section 10: Regular Meetings
Meetings will be scheduled by the Board of Directors and will be held at least nine (9) times per year. Notice of such meeting will be posted on the website and/or emailed to members. Any member may be present at meetings and may join in discussion. Minutes of the meetings shall be posted on the website as soon as practicable after said meeting.
A majority of the Board Of Directors shall constitute a quorum for the transaction of business at any meeting of the board.
Section 11: Voting
A board member present shall have one vote in all matters voted upon by the board. In the event of a tie, the President shall cast the deciding vote.
Section 12: Non-Liability of Directors
The directors shall not be personally liable for the debts, liabilities , or other obligations of the Club.
ARTICLE VI
Contracts, Checks, Deposits, and Funds
Section 1: Contracts
The Board of Directors may authorize any officer or officers, agent or agents of the Club, in addition to the officers so authorized by these By-laws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Club and such authority may be general or confined to specific instances.
Section 2: Checks, Drafts, etc.
All Checks, drafts, or other orders for payment of money , notes, or other evidence of indebtedness issues in the name of the Club, shall be signed by such officer or officers, agent or agents of the Club and in such manner as shall be determined by resolution of the Board of Directors. In the absence of such determination by the Board of Directors, such instruments shall be signed by the Treasurer and countersigned by the President or Vice- President of the Club.
Section 3: Deposits
All Funds of the Club shall be deposited to the credit of the Club in such banks or other depositories as the Board of Directors may select.
Section 4: Gifts
The Board of Directors may accept on behalf of the Club any contributions, gifts, bequests, grants or device for the general purposes or for any special purpose of the Club.
Section 5: Club Property
The Board of Directors has the right to sell or rent existing Club owned property or equipment with the proceeds from such going to the club treasury.
ARTICLE VII
Books and Records
The Club shall keep correct and complete books and records of the accounts and shall also keep minutes of the proceedings of its meetings.
The club shall keep at a principal office a record of names and addresses of the members entitled to vote. All Books and records of the Club may be inspected by any member, or his agent or attorney, for any proper purpose at any reasonable time.
ARTICLE VIII
Fiscal Year
The fiscal year of the Club shall begin on the first day of December and end on the last day of November in each year.
ARTICLE IX
Amendments to By-Laws
These By-Laws may be altered, amended, or repealed and the new By-Laws may be adopted by a majority of the Directors present at any regular meeting, provided at least ten days notice is given to all members as to the intent to alter, amend or repeal, or to adopt new By-Laws at such meeting.
ARTICLE X
Roberts Rule of Order
Robert’s Rule of Order Revised shall govern all meetings of the Club when not in conflict with these By-Laws.
ARTICLE XI
Dissolution of Club
Upon the dissolution of the Club, its assets remaining after payment or provision for payment of all debts and liabilities of the club, shall be distributed to the United States Equestrian Team for the use and benefit of its Dressage Team.
This organization, Middle Tennessee Dressage & Combined Training Association, shall not discriminate against any person on the basis of race, color, religion, sexual preference, or financial status..