SOUTHWESTERN OHIO SPOTTED SADDLE HORSE ASSOCIATION CONSTITUTIONAPPROVED JANUARY 14, 1995
ARTICLE I NAME AND GOALSSECTION 1 This organization shall be known as the Southwestern Ohio Spotted Saddle Horse Association under which name it is incorporated as a non-profit organization according to the laws of the state of Ohio, and by which it may acquire such rights as are granted to such organizations of this kind. For the purposes of this document the Southwestern Ohio Spotted Saddle Horse Association shall be herein after referred to as the Association.
SECTION 2 The principal place of business of this organization shall be the state of Ohio, but its members may reside elsewhere.
SECTION 3 The goals of this organization are for social and recreational purposes only to preserve and promote the Spotted Saddle Horse and to unite owners and breeders of the Spotted Saddle Horse in southwestern Ohio.
ARTICLE II MEMBERSHIP AND CLASSIFICATIONSECTION 1 Membership in the Association shall be primarily of the regular class as herein defined. There may be only three (3) classes of memberships: Regular, Family, and Youth.
SECTION 2
Individual membership – Any reliable person eighteen (18) years of age or older, who is interested in the Spotted Saddle Horse may become a member of the Association. Membership shall become effective at the time of endorsement of application and payment of dues. An Individual member of the Association shall be entitled to all privileges of membership.
SECTION 3
Family membership – Any family, with the head of the household meeting regular family membership requirements, may at their option, apply for family membership. Membership shall become effective at the time of endorsement of application and payment of dues. Such
membership shall entitle the husband and wife, and any children under the age of eighteen (18) to all the privileges of membership, except that only the husband and/or wife may hold office. The husband and wife shall, in fact, be considered individual members.
SECTION 4
Youth membership – Any reliable youth under the age of eighteen (18) as of January 1, who is interested in the Spotted Saddle Horse may become a youth member of the Association. Membership shall become effective at the time of endorsement of application and the payment of dues. Youth members shall be entitled to all the privileges of membership, except holding office and voting rights. Youth members must be accompanied by a responsible adult.
ARTICLE III OFFICERS’ DUTIESSECTION 1 The executive officers of the Association shall be a President, Vice President, a Recording Secretary, a Treasurer, and three (3) Directors. Each officer shall be a member in good standing, and each officer must reside within the state of Ohio. No person shall hold more than one office.
All officers shall enter upon their official duties on January 1 or at the first Executive Council meeting of that year, and shall serve a term of one (1) year, or until their successors shall be duly elected and installed. No voting shall be done by proxy; however, valid and numbered absentee
ballots will be made available upon request by any member in good standing from the chairman of the nominating committee. These ballots must be postmarked one week prior to the published date of any election. To exercise a members voting privileges, he or she must be a member in
good standing for six months prior to the published date of the election.
SECTION 2 The President shall be the executive officer of the Association and shall preside over all meetings of the General Membership and the Executive Council. The President shall be an ex-officio member of all standing and special committees, except the Nominating Committee. The President shall express the views of the Executive Council to the membership and perform a like function for the members to the Executive Council. The President shall abide by the constitution and promote the goals of the Association at all times. The President shall abide by the constitution and promote the goals of the Association at all times. The President shall accept nominations for the election or appointment of standing and special committees as necessary. The President shall perform such other duties as usually pertain to the office of President. The President may appoint, by executive order, special assistants as deemed necessary.
SECTION 3 The Vice-President, in absence of the President, shall preside at all meetings. The Vice-President shall also perform such other duties as usually pertain to that office, or as may be assigned by the President or Executive Council. The Vice-President shall assume the duties of the President should the President’s office become vacant, at which time a new Vice-President will be elected by the Executive Council to fill the unexpired term.
SECTION 4 The Treasurer shall receive all funds paid to the Association and issue receipts for such funds, and shall deposit same in official depositories and shall disburse same on the order of the Executive Council. The Treasurer shall sign all checks, maintain proper books and
accounts which shall be at all times be open to the inspection of the President, the Executive Council and any authorized auditors. The President, at his discretion, may require the Treasurer to provide for him copy of the monthly statements for all accounts and disbursements of
Association funds. A Treasurer’s report shall be made at each meeting and such other times as the President or Executive Council may require.
SECTION 5 The Recording Secretary shall record the minutes of all general membership, Executive Council, and any special meetings. The Recording Secretary shall record the authorization of all bills approved for payment and pass them on to the Treasurer; notify members of their election or appointment; and shall have on hand at each meeting a list of all existing committees and their members. The Recording Secretary shall also maintain record books in which the constitution, Bylaws, special rules of order, Standing Rules, and minutes are entered, and to have the current record books on hand at each meeting.
SECTION 6 The directors shall be the Auditing Committee, and it shall be their duty to audit the financial records of the Association, at the end of each fiscal year. The incoming Treasurer shall not assume these duties until the audit has been completed. The Directors shall perform and special audits that the Executive Council might direct. The Directors shall also perform such other duties as may be assigned to them by the President or Executive Council.
SECTION 7 The Corresponding Secretary, appointed by the President, shall send out to the membership a notice of each General Membership meeting. A similar notice shall be sent to the Executive Officers, Executive Council, and existing committee members prior to an Executive Council meeting. At the same time, in addition to the above, the Corresponding Secretary shall publish or have published, at the expense of the Association, a newsletter at least quarterly, which shall serve as the official communication between the Association and its members. Standing
Committees and membership news pertaining to their activities shall be published in the newsletter at the discretion of the President or the Executive Council. The Corresponding Secretary is to conduct the general correspondence of the Association as directed by the President or the Executive Council.
SECTION 8 The Executive Officers of the Association shall be elected by the general membership at the November general membership meeting. Prior to this meeting, the Nominating Committee shall compose and publish in the preceding newsletter, a slate of candidates for each office. Nominations may also be made from the floor. The President shall
preside at the election of officers for the coming year. The Nominating Committee shall be appointed by the President at the last general membership meeting of the summer, but no later than October first (1) of each year.
ARTICLE IV MEETINGSSECTION 1 The general membership of the Association shall meet at least twice annually, in February for organizational and planning for that calendar year, and in November for election of the next years officers.
SECTION 2 All meetings of the Association shall make use of parliamentary procedure in order to provide for the input of all members.
SECTION 3 Members must be present for a minimum of thre (3) meetings per year to be eligible for any benefits or awards through SOSSHA.
ARTICLE V VOTINGSECTION 1 Voting on all issues made by the Executive Council, Standing Committees, and general membership shall be done by acclamation, unless the deciding vote is unclear, at which point any member shall move to require a written secret ballot. If the motion is seconded, a secret ballot will be required to decide the issue.
SECTION 2 Voting for Executive Officers and any other position or office will be done by secret ballot.
SECTION 3 A quorum must exist at any meeting for a binding vote to take place and become official business of the Association. A quorum for Executive Board meetings shall be no less than three (3) members. A quorum for a general membership meeting shall be no less than ten (10)
members. A quorum for a special or standing committee shall be not less than fifty (50) percent of its official members.
ARTICLE VI AMENDMENTS TO THE CONSTITUTIONSECTION 1 Amendments to the constitution shall be considered only at the November general membership meeting. A two-thirds (2/3) majority of those in attendance shall be required for passage of changes.