Bylaws of Tidewater Horse Council:

BYLAWS        
Tidewater Horse Council Bylaws

ARTICLE 1 - ORGANIZATION NAME
The name of this organization shall be the Tidewater Horse Council, organized in 1978, herein referred to as THC.

 ARTICLE 2 - PURPOSE
THC's purpose is to educate and keep updated on local equine news and horse health, develop the well-rounded horse rider while promoting owner responsibility, safety, horse management and all styles of riding that benefits all facets of the horse community.

ARTICLE 3 - ORGANIZATION OBJECTIVES
  1. To educate persons engaged in horse activities.
  2. To assess and implement horse related programs, activities and other educational programs for the horse enthusiast, including training and nutrition.
  3. To further horse and rider safety.
  4. To be an advocate for the horse community and industry.
  5. To promote good sportsmanship in all horse activities.
  6. To identify community problems, issues and concerns which THC can address, and prioritize according to the need and availability of resources.

ARTICLE 4 - MEMBERSHIP
  1.  Membership is available to all horse owners, enthusiasts, and industry representatives.
  2. There shall be two (2) types of membership
  3. Individual $20. - any person over 18
  4. Family $25. - a family membership is defined as immediate family members only. Persons under 18 years of age shall be accepted for membership only when their parent or legal guardian is a THC member in good standing.
  5.  All membership shall coincide with the calendar year beginning January 1st., or the day that the application and dues are received and shall terminate on December 31st. 
  6.  New Members joining after October 1st will be considered paid in full for the following year. 
  7.  Dues, must be paid for a member to maintain voting status and shall be subject to all other rights and privileges.

ARTICLE 5 - MEMBER STATUS Dues, must be paid for a member to maintain voting status and shall be subject to all other rights and privileges. 
Members in Good Standing - any member who has paid all dues and fees and has not been subject to disciplinary action. 

ARTICLE 5 - MEMBER STATUS  
  1. Voting Member - any member in good standing who is 18 years of age or older. 
  2. Disciplinary Action - Any member acting in a manner contrary to the purpose of the THC, whose conduct or actions compromise THC’S ability to advance its mission and foster a healthy image will be addressed by disciplinary action.  Disciplinary action to be defined as the member’s privilege of membership to be suspended, based on the degree of the offense, or terminated.
  3. If a member feels that a transgression has been made against THC, the member would submit a complaint in writing, to an officer within 7 days of the incident for the executive board to review.  Notice of a special meeting, in writing, shall be given to the executive board members and the member who is subject to the proposed action at least 10 days prior to the meeting. Action shall be determined by a majority vote of the executive board members present at the meeting to include a minimum of 3 officers and 2 committee chairpersons.

ARTICLE 6  - QUORUM
Satisfying a quorum voting requirement shall consist of two (2) officers and voting members present at a THC function/meeting.

ARTICLE 7 – OFFICERS
Section 7.1. Officers
  1. The affairs of THC shall be managed by a Board of Directors, consisting of five (5) Officers.   Officers include, President, Vice President, Treasurer, Secretary.and Membership Coordinator.
Section 7.2  Terms of Office 
  1. Elected for one (1) year but cannot serve two consecutive terms, unless running unopposed.  He/she shall transfer all records to his/her successor at the close of term of office.
Section 7.3 President
  1. He/she should know THC Bylaws and ensure that the club lives by its Mission Statement.
  2. He/she presides over Board meetings and General membership meetings. 
  3. He/she prepares the Board meeting agenda, with input from other Board members. 
  4. He/she follows Robert’s Rules of Order during meetings, for procedure and order.
  5. He/she should communicate with his/her officers and the Board on a regular basis and present the Board recommendations to the club at the monthly club meetings.  
  6. He/she should also communicate with the club and bring any of their concerns to the Board and officers for review.
  7. He/she should be very active in club events. If the Board and officers cannot come to a consensus on certain issues, the President should help to negotiate with his/her Board and officers a reasonable outcome.
  8. He/she is in charge of making sure that his/her Board and officers are working diligently in their job responsibilities and that the club affairs and concerns are being handled and met in a professional manner. 
  9. He/she has responsibility to bring to task any officers or club members not following club rules or participating in activities within the expectations of the club and bring to task anyone not following the club’s standards and rules.
  10. He/she is the leader in the chain of command.  He/she must keep the meetings running smoothly and must make sure that any issues are addressed. 
  11. If the President cannot attend either a Board or General meeting, then the Vice president should attend and present in his/her place.
Section 7.4  Vice President
  1. He/she will be in charge of scheduling meeting places and times for Board and General meetings. 
  2. He/she will welcome all new members and address any needs they may have.
  3. He/she will also be in charge of calling and setting up our scheduled rides and scheduling guest speakers for some of the General meetings. 
  4. He/she will be the go between and spokesman to address issues between the Board and the President.  He/she will help assist the President with club business should the President request the Vice Presidents help.
  5. He/she should know Robert’s Rules of Order, THC Bylaws, and the Mission of the club to help keep things within the club running smoothly. 
  6. He/she should also know the responsibilities of the President in order to take over should the President not be able to attend or perform his/her job responsibilities or until a new President is found.
Section 7.5  Treasurer
  1. He/she shall act as custodian for all funds of THC and to keep suitable books of account and to render reports. All monies belonging to THC shall be deposited into a bank account in the name of THC. All disbursements of funds shall be made from THC’s bank account by check card or check issued by the Treasurer.
  2. Treasurer must have a credit check performed.
  3. Treasurer presides over Board Meetings and General membership meetings in the absence of the President, Vice President, and Secretary.
  4. He/she follows Roberts’s Rules of Order during meetings, for procedure and order.
  5. He/she prepares the Treasurers reports for Board meetings. 
  6. Treasurer maintains the THC account with another signatory.  He/she is responsible for the management of the account, payment of bills, fees, taxes, insurances etc. 
  7. Treasurer will also maintain all incoming income from sponsors, events, advertisers, rides, etc.  He/she will maintain all accounting and records necessary.
  8. He/she will have a key to the mailbox to check regularly.  He/she will distribute mail to the correct party. 
  9. Treasurer will meet with Volunteer Audit Committee appointed by the Board to conduct an audit of the books between February and March each year.  If needed, the Board can appoint a professional accountant or bookkeeper with no interest in the club to conduct the audit with the Treasurer. The auditor’s report shall be read at the March meeting and published to the members page.
Section 7.6  Secretary
  1. He/she shall carry on all correspondence as directed by the President and shall maintain pertinent records.
  2. He/she presides over Board meetings and General membership meetings in the absence of the President and Vice president.
  3. He/she prepares the Board meeting agenda, with input from other Board Members, in the absence of the President and Vice president. 
  4. He/she follows Robert’s Rules of Order during meetings, for procedure and order.
  5. He/she records and prepares the Board meeting minutes and General membership meeting minutes to be posted monthly on THC website and made available to the Board, all records past and present, as well as any and all pertinent club information such as letters.
  6. He/she will also assist the Membership Coordinator if needed and will keep on hand membership forms in case needed at THC meetings and events.
Section 7.7  Membership Coordinator
  1. Membership Coordinator will be in charge of the memberships.  He/she will keep the roster up to date and forward it to the Board. He/she will make out the membership cards, new member packets and renewal packets.
  2. He/she will collect the money and give the Treasurer. 
  3. He/she will assist the Secretary when needed and will also take minutes should the Secretary be absent from any meetings.
  4. He/she will update THC Facebook page and webpage with current events.
  5. He/she will keep on hand membership forms in case needed at THC meetings and events.

ARTICLE 8  - MEETINGS
Unless otherwise specified, meetings shall be held on the second Thursday of every month at a place designated and agreed upon by the THC board and membership.

ARTICLE 9  - ELECTIONS
  1. The President, Vice President, Treasurer, Secretary, and Membership Coordinator shall be elected annually, in December, in the following manner:
  2. A nominating committee consisting of three (3) members shall be appointed by the Board no later than the  September meeting, each year. It shall be the duty of the Nominating Committee to nominate a candidate for President, Vice President, Treasurer, Secretary, and Membership Coordinator.  The Nominating Committee shall make its report to the membership no later than the regular November meeting. The Nominating Committee shall determine in  advance whether the individuals nominated are willing to serve in the positions for which they are nominated.  
  3. The Nominating Committee shall cease to exist when it has performed the foregoing duties.
  4. Nominations for the positions may also be made from the floor prior to the call to vote.
  5. Members of the Nominating Committee are not barred from becoming nominees for office.
  6. Each THC member entitled to vote may vote for only one of the candidates nominated for each position.
  7. Board members shall be elected by a majority of the membership present at the December meeting / end of the year party one position at a time unless the entire proposed slate is running unopposed.
  8. All positions shall be elected for a one year term, unless running unopposed.  Only the Treasurer may be elected for two (2) consecutive terms.
  9. New Board members will take their respective positions at the January meeting.

ARTICLE 10  - FINANCES
  1. The functioning of THC shall be supported by dues, contributions and fundraising activities.  .
  2. The Budget committee, comprised of the President, Vice President, and Treasurer, shall prepare and present for adoption a budget for the following year at the January meeting.  The adoption of this budget shall be authorization for the expenditure of funds details therein.  The budget committee has the authority to approve expenditures up to $50.00 without a vote of the membership.
  3. In the event of dissolution of THC, ½  of the surplus funds or other assets shall be distributed to any non-profit horse organization and ½ to the Virginia Horse Council.


ARTICLE 11  - AMENDMENTS

    Amendments to the By-laws may be made at any regular meeting by ⅔ vote of those members present and provide the proposed amendment was submitted in writing to the membership at least 10 days prior to the date of the meeting.




TIDEWATER HORSE COUNCIL BYLAWS

Amended September 10, 2020