Bylaws
BY LAWS
ROLLING HILLS RIDING CLUB
Revised 10/2020
ARTICLE I
The name of this corporation is “Rolling Hills Riding Club” and shall be at all times operated as a non-profit club in accordance with the laws of the state of Texas. The abbreviation shall be RHRC and may be referred to in these BYLAWS as the corporation or club.
ARTICLE II
The purpose for which this corporation is formed is as set forth in its articles of incorporation as authorized by Article 2.01 of the Texas Nonprofit Corporation Act of the revised Civil Statutes of the state of Texas. To provide an economical venue for members and non-members of all abilities and skill levels that serves as a training ground to enhance their mental and athletic riding abilities. The youth under the age of 18 are taught humane treatment of horses and livestock. RHRC is proud to support local youth programs through our shows, fundraising events and scholarships. RHRC also supports the impoverished through providing events at no cost if needed.
ARTICLE III
SECTION 1: ELECTION AND DUTIES OF DIRECTORS AND OFFICERS
The officers and directors will be elected yearly at the regular annual meeting by members in good standing (see article VI) Officers and Directors shall hold office until their term is over and successors have been duly elected and qualified.
There shall be {4} four elected officers.
President: 4 year term
– Provides overall leadership and direction to the clubs organization;
– Establishes short- and long- range objectives and goals in conjunction with the board of directors;
– Coordinates club activities through the board of directors;
– Presides at meetings of the club and its board of directors;
– Structures the organization to ensure continuity by providing opportunities for new leadership to develop;
– Exercises overall financial responsibility for the club; co-signs bank accounts with club treasurer;
– Approves all club press releases, newsletters, electronic communications, and other publications.
Vice President: 4 year term
– Presides at meetings in the absence of the president;
– Plans, coordinates, and recruits committees to manage a series of meetings and programs;
– Coordinates programs with the president and the executive committee;
– Provides timely and interesting advance information for newsletters and mailings;
– Provides or coordinates information on forthcoming events to the secretary for inclusion in meeting notices, newsletters or electronic distribution lists.
Secretary: 2 year term
– Ensuring meetings are effectively organized and minuted;
– Maintaining effective records and administration;
– Upholding legal requirements;
– Communication and correspondence;
– Maintains a roster of officers and other board members with current address, including email, and telephone information;
– Maintains complete and up-to-date copies of the clubs bylaws and other organizational documents.
Treasurer: 2 year term
– Oversees club finances, collects dues, and receives other monies, e.g. proceeds from entry fees, donations, and concessions.
– Maintaining effective records and submits reports at monthly meetings.
– Assists the president and other officers in preparing program budgets and financial controls.
– Maintains and supervises club bank accounts.
– Maintains copies of completed tax forms.
– Communication and correspondence with vendors and donors.
– Pays all club bills on time.
Executive Officers: 3 each; 4 year term elected on staggered years
– Concerned primarily with policymaking, long-range planning, and coordination with other activities;
– Meets at least twice a year or more if needed;
Director of Concession: 1 year term
– Maintains and supervises all concession activity and facilities;
– Purchases required concessionary inventory for club activities;
– Maintains communication with Treasurer to cover all expenses.
Director of Parades: 1 year term
– Enters all club approved parades;
– Coordinates parade activities at location;
– Coordinates with people participating in the parades as to allowable behavior.
Director of Events: 1 year term
– Maintains the arena for club playdays and events;
– Helps set up events for the playdays;
– Recruits help to orderly run events or maintain facilities.
Director of Facilities: 1 year term
– Maintains the Facilities, e.g. clubhouse, restrooms, fencing, and gates.
– Recruits club members to accomplish desired projects.
SECTION 2: QUALIFICATIONS OF DIRECTORS AND OFFICERS
All officers and directors shall be legal voting members of the corporation and otherwise qualified as members provided in Article VIII. No officer or director shall miss {3} three consecutive regular meetings without justification.
No elected official can hold more than once elected position.
Inactive officials can be replaced at a regular scheduled meeting by a show of hands vote.
Section 2.1 Executive Directors
Executive Directors shall be an ex-president, vice president, or a member of {10} ten years or more. The executive directors are not required to be at {3} three consecutive regular meetings without justification.
SECTION 3: NOTICE OF MEETINGS
The membership shall fix the time and place of its regular meetings.
SECTION 4: VACANCIES
Any vacancy of an officer or director shall be filled by the membership at the next regular meeting.
SECTION 5: QUORUM
The majority of the members present will take care of transactions at a regularly scheduled meeting.
ARTICLE IV
SECTION 1: MANAGEMENT
The officers and executive officers shall have the power to advise, manage and maintain the affairs of the club. The officers and executive officers shall not obligate the club in any way without first calling a meeting of the general membership and receiving a majority vote for an action. The officers and the executive officers shall make no assessment without the consent of the majority of the membership at a special meeting properly announced for the purpose of approving such assessment.
SECTION 2: RECORDS
A record shall be kept of all business transactions. The books and records shall at all reasonable times be open for the inspection of any member. A written report shall be given at each meeting. The financial records shall be audited semi-annually.
SECTION 3: RULES AND REGULATIONS
The membership shall be required and shall have the power to make written rules and regulations pertaining to all corporate owned and corporate leased property. The membership shall also be empowered to make rules and regulations covering the conduct of all members while the corporate owned and corporate leased property, or while on officially sponsored trips or vacations. All horses must have a negative Coggins test available upon request from an officer or director.
SECTION 4: SPECIAL MEETINGS
A special meeting of the officers and executive officers shall be called and held whenever called by the president or when the president is requested to hold a special meeting by a majority of the officers and executive officers for the purpose of transacting any business properly before it.
SECTION 5: BYLAWS
All bylaws shall be made and adopted by the membership. The bylaws may be altered, changed and amended by a majority vote of the membership present at any meeting called for the purpose of altering, changing or amending these bylaws. Upon the written application of 25% of the membership for the purpose of altering, changing or amending these bylaws. The officers and the executive officers shall call a special meeting of the membership for the purpose of altering, changing or amending these bylaws. Such changes suggested shall be brought before the membership in the same manner as above required. The bylaws shall be reviewed annually for possible correction, additions or deletions, by a committee appointed by the president. The president may appoint such standing or special committees for his/her term or office as may be necessary and advisable for proper functioning of the corporation in the performance of its authorized powers.
ARTICLE V
SECTION 1: REGULAR AND ANNUAL MEETING
The regular and annual meeting of the members shall be held in the month of December each calendar year. At that time officers will be elected and take office at the first meeting in January. The fiscal year will be January 1st to December 31st.
SECTION 2: NOMINATIONS
Nominations will be accepted from the floor at the time of the annual meeting, the president shall appoint [3] three regular voting members of the club to be designated as “Judges of the Election”. None of whom shall be officers or directors of the club, whose duty shall be to furnish and receive back a ballot from each voting member present, to canvass all votes and to present to the president while the members continue to be assembled, a written report showing the result of the election. The number of candidates necessary to fill the vacancies on the officers, directors and executive officers receiving the highest number of votes shall be declared by the president as elected and shall serve until their successors shall have been duly elected and shall have qualified. In the case of [2] two or more candidates receiving the same number of votes, it shall be determined by lot immediately which one by declared election.
a. Vacancies: refer to Article III section 4.
b. Elections: Only [2] two adult members; 18 or older per family in good standing to vote for officers, directors, executive officers. No proxies shall be considered.
c. The memberships shall conduct the entire government, administration and management of the club, and all of its affairs, and for such purposes it shall make contracts and fulfill same, purchase supplies, hire, and discharge help, fix compensation thereof, pay all operation and expenses and charges and other obligations of the club out of the funds available for such purpose.
ARTICLE VI
SECTION 1: CLASSES OF MEMBERS
Members of the club shall be classified as follows:
Regular Members: Shall be a member who has paid his/her initiation fee and is eligible to vote and must be a minimum of 18 years of age. Members include adults and children living at the same residence. A member that wishes to benefit from the use of the premises, including but not limited to the clubhouse and arena, must attend a minimum of [3] three meetings and [3] three events per the previous [12] twelve months. New members may have this waived at the President’s discretion until sufficient time has passed for new members to meet requirements. Members who do not meet the minimum requirements must have a director present for the proposed events. If a director is not available, the premises would not be available to the member who has not met the above criteria.
Lifetime Members: The president of the club will call a special meeting to vote on nominated members. In order to be a nominated member you must:
a. Must be nominated by another club member.
b. Have held a titled position that was either appointed or elected.
c. Been a contributing club member for at least [15] fifteen years.
Once the qualifications have been met at the special meeting the club members must unanimously vote in favor as well. Then the elected officials will hold another private meeting and must also unanimously vote in favor.
Lifetime members have use of the premises without restrictions. Lifetime memberships are considered to be the original member and spouse only.
SECTION 2: APPLICATION FOR REGULAR MEMBERSHIP
Application for regular membership shall be presented to and approved by a simple majority vote of the members present. The application before being considered must be signed by the applicant and by a regular member of the club. The application must be accompanied by some form of payment (cash, check or debit card) for [50] fifty dollars for a single person, or [100] one hundred dollars for a family to be issued to the club to be held by the treasurer of the club. If the applicant is denied membership, the money shall be returned to the applicant. In the event of a divorce during the year, the membership shall remain the same until the end of the year. At that point, both parties shall file a new application. Members are expected to be involved and productive assets to the club. In addition to upholding the ground rules at all times, members are expected to assist with workdays and events. These functions are a direct benefit to the club. There will be a probationary period of [3] three months where violations of the bylaws or complaints from regular members will be addressed at the next scheduled meeting and voted on as to possible applicant removal.
SECTION 3: APPLICANT NOTIFICATION
The applicant must attend a minimum of [1] one regular meeting. Applicants will be asked to leave before the end of the meeting when a balloted vote will be taken by the voting members present. Applicants will be notified by the president in a reasonable time.
SECTION 4: EXPULSION
Any member violating a provision of these bylaws or any rules and/or regulations issued pursuant, thereto or guilty of any conduct determined by the membership to be detrimental to the best interest of the club shall be expelled and his/her membership shall be cancelled by a majority vote of the membership after due process. Abusive or inhumane treatment of horses and livestock will not be tolerated and may result in eviction from the club.
SECTION 5: LIABILITY OF MEMBERSHIP
The membership of the club shall not be personally liable for any debt of the club or any membership meeting, unless he/she is a regular member in good standing in full compliance with these bylaws and the rules and regulations made pursuant thereto.
SECTION 6: INDEBTEDNESS
Letters will be sent upon delinquency to notify members that he/she will be voted out. The club must receive a letter of resignation before March 1st before the member will be considered to be in good standing, if no response is made within 15 days of this letter, membership will be considered delinquent and will be voted out by members. All dues are due January 1st, payment will be considered delinquent and members will be voted out at the first meeting in April, if delinquent, member will pay $50.00 for a single person or $100.00 for a family unit plus a $10.00 late fee.
SECTION 7: NONCANCELLATION OF INDEBTEDNESS
The dropping of a members name from the roll of membership shall not cancel his/her indebtedness to the club.
ARTICLE VII
QUEEN/PRINCESS AND COWBOY/JR COWBOY CONTEST
SECTION1: RULES AND AWARDS FOR QUEEN/PRINCESS AND COWBOY/JR COWBOY CONTEST
a. The Queen/Cowboy and Princess/Jr. Cowboy shall be determined by points earned in all the events throughout the year.
b. The club shall decide on all awards given to the Queen/Cowboy and Princess/Jr. Cowboy.
c. The Queen/Cowboy shall be between the age of 14 thru 18.
d. The Princess/Jr. Cowboy shall be 13 and under.
e. The Queen/Cowboy and Princess/Jr. Cowboy shall never have been married.
f. The Queen/Cowboy and Princess/Jr. Cowboy shall be from a membership in good standing.
g. The Queen/Cowboy and Princess/Jr. Cowboy shall conduct themselves in a respectable demeanor at all times. This includes but not limited to treating others with respect, encouraging other participants in events, and treating their horses and livestock appropriately. The consequences for not following the above mentioned rules and other inappropriate actions could result in forfeiture of position.
ARTICLE IX
ORDER OF BUSINESS
The order of business in all general and special meetings of the members of the officers and executive officers shall be conducted in accordance with Robert’s Rules of Order.
ARTICLE X
SEAL OF THE CORPORATION
The seal of the corporation shall contain these words:
“ROLLING HILLS RIDING CLUB, INCORPORATED”
ARTICLE XI
DISBANDING
If ROLLING HILLS RIDING CLUB, INCORPORATED dissolves, the members declare that assets belonging to the corporation will be gifted to living lifetime member/members.