New Mexico Dressage Association By-Laws

ARTICLE I – NAME

The organization shall be known as New Mexico Dressage Association, a non-profit corporation incorporated under the laws of the State of New Mexico.

ARTICLE II – PURPOSE AND OBJECTIVES

  1. The purpose of the Association is to promote and encourage the sport of dressage, working cooperatively with local, regional and national organizations in matters of common concern.
  2. The objectives of the Association include, but are not limited to, the following:
    1. to promote the understanding of dressage and to develop skill and excellence in its use;
    2. to encourage and reward performance, horsemanship and sportsmanship;
    3. to encourage, promote and conduct exhibitions, schooling shows, recognized shows, clinics, seminars and other educational events;
    4. to maintain accurate records of the activities of the organization and its members;
    5. to lease, purchase, hold for use, sell, mortgage, and otherwise manage real estate and/or real property for the advancement and furtherance of the sport;
    6. to provide fair representation to all members in forming policies and in the management of the Association.

ARTICLE III – EXECUTIVE OFFICE ADDRESS

The address of the executive office of the Association shall be as determined by the Board of Directors.

ARTICLE IV – MEMBERSHIP

Membership in the Association is open to all persons and organizations interested in the sport of dressage. Further, membership is open to all persons regardless of religion, race, color, creed, sex, age or national origin.

  1. The membership year shall be from January 1st through December 31st, with dues paid after October 1st applying to the following year.
  2. The membership classes are as follows:
    1. individual
    2. family – those domiciled together and living as a family
    3. business – business entities
  3. Voting and other membership rights and privileges shall be effective upon receipt of the current annual dues and assessments.
  4. Membership rights and privileges shall include:
    1. the right to vote in election of officers and on any other matter presented to the membership for their approval (with family and business memberships each having a single vote);
    2. the right to hold office in the Association;
    3. the right to be eligible for awards and trophies presented by the Association;
    4. the right to participate in all shows, clinics, programs, entertainments, discussions and meetings held or presented by the Association.
  5. Members may be warned, censored, denied privileges, fined or have their membership revoked without return of membership dues or assessments for violating Association rules or standards, as determined by the Board of Directors.
  6. Annual membership fees, assessments, horse registration fees, and other dues shall be reviewed annually and determined by the Board of Directors.

ARTICLE V – BOARD OF DIRECTORS

The management, control and responsibility for the affairs of the Association are vested in the Board of Directors, who shall act as the governing and policy making body of the Association.

  1. The Board shall consist of the elected officers, the immediate Past President and the chairpersons of the various standing committees. A board member may hold more than one position on the board, but be entitled to only one vote in Board or Membership matters.
  2. The Board shall meet quarterly plus interim meetings at the call of the President or upon petition of at least three members of the Board.
  3. If a vacancy occurs the President shall appoint a current member of the Association to the position for the remainder of the term. However, if it is the Presidency that has become vacant, the office shall be assumed by the Vice-President, with the latter office then being appointed by the Board.
  4. A quorum of the Board of Directors shall consist of four of its members.
  5. Meetings of the Board shall be announced in the Association’s newsletter. Such meetings shall be open to any member of good standing, however only board members may vote.
  6. Board members may vote by proxy executed in writing (including email) and submitted to the Secretary of the Association.
  7. The Board may make, alter, amend or repeal the standing rules of the Association and may recommend changes, additions or deletions in the By-Laws which are then subject to the approval of the general membership.

ARTICLE VI – OFFICERS

  1. The elected officers of the Board of Directors are President, Vice-President, Secretary and Treasurer. Only members 21 and over and in good standing shall be eligible to run for office. Committee chairs, discussed below, will also be members of the Board of Directors.
  2. Term of office shall be from January 1st through December 31st, with nominations made in writing to the Secretary by October 15th and elections occurring by mail ballot sent by November 15th. Ballots must be postmarked by November 22nd to be counted. The elected officers will be announced by December 1st. Committee chairs will serve the same term as the elected officers.
  3. At the end of an officer’s term of office, whether by expiration, resignation or removal, each officer shall transfer all records pertaining to the office to the succeeding officer within a two week period.
  4. Duties of the President:
    1. to preside at all meetings of the Board of Directors and the general membership meetings and to be an ex-officio member of all committees;
    2. to appoint the chairpersons for all standing committees;
    3. to sign, with the Treasurer, all contracts and obligations;
    4. to appoint an audit committee to review the financial records of the Association and to report the findings to the membership either via mail or publication in the newsletter by December 31.
    5. to represent the Association with all organizations and be the official Association spokesperson before the public;
    6. to otherwise serve as the chief executive officer of the organization.
  5. Duties of the Vice-President:
    1. in the absence of the President, to exercise any power or duty of the President;
    2. to perform such duties as are assigned by the Board or the President.
  6. Duties of the Secretary:
    1. to be the custodian of the records of the Association;
    2. to give such notices to the membership as required by the By-Laws;
    3. to prepare agendas for and to record the minutes of the meetings of the Board of Directors and of the general membership;
    4. to handle correspondence as required and to keep a file thereof.
  7. Duties of the Treasurer:
    1. to be the custodian of all monies of the Association and to maintain records and financial accounts showing all income and disbursements;
    2. to hold all monies in a FDIC insured bank and to disburse funds as directed by the Board;
    3. to prepare and file tax and financial reports as required by state and federal law.

ARTICLE VII – MEETINGS

  1. A meeting of the general membership shall be held annually in the fall. Interim meetings may be called by the President, the Board of Directors, or by a petition of ten current members. Notice of such meetings shall be given at least two weeks prior to the meeting date. The Board of Directors will meet as needed, generally once a month.
  2. Meetings of the membership and of the Board shall be open to all current members and to others having an interest in dressage.
  3. A quorum to conduct business at a general membership meeting shall consist of at least ten current members, which number shall include four Board Members. A quorum to conduct business at Board meetings shall consist of at least five members of the Board of Directors.

ARTICLE VIII – COMMITTEES

  1. The President will appoint standing and ad hoc committees and the Chairpersons thereof to manage the affairs of the organization. The Chairpersons will recruit additional committee members as needed to fulfill the business of the committee.
  2. Committee Chairpersons will report at Board of Directors meetings and bring significant Committee issues to the Board for information, action and decision making.
  3. Committees of a permanent nature shall be called standing committees and may include, but not be limited to:
    1. Membership to maintain an accurate record of the current membership of the Association and of the horses registered, and to report to the USDF as required;
    2. Newsletter to publish a regular newsletter;
    3. Volunteers to recruit and manage volunteers and their efforts in support of shows, clinics and other activities of NMDA;
    4. Publicity to handle publicity for the Association;
    5. Schooling Shows to plan and organize schooling shows;
    6. Recognized Show to plan and organize recognized shows, obtain sponsorships and awards for shows, and present awards to participants in the shows ;
    7. Junior/Young Rider to represent their interests and needs in the Association;
    8. Awards to determine and calculate year end awards to be presented to members by NMDA;
    9. Education/Clinics to plan and organize clinics for the education and training of the NMDA members;
    10. Webmaster to manage the website for the association.

ARTICLE IX – STANDING RULES

The Standing Rules of the Association shall be established by the Board of Directors to specify the policies, procedures and rules by which the business of the Association shall be conducted. The Standing Rules derive their authority from the By-Laws. Whenever a conflict exists between the Standing Rules and the By-Laws, the By-Laws shall be the prevailing authority.

ARTICLE X – AMMENDMENTS

  1. Amendments to the By-Laws and Standing Rules may be proposed by the Board of Directors or by the general membership.
  2. Proposed amendments must be published and distributed to the membership at least three weeks prior to the meeting called for the consideration thereof.
  4. Amendments shall be considered at a meeting of the membership.
  5. Any changes must be accepted by 60% of the members present or represented by proxy.

ARTICLE XI - AFFILIATIONS

  1. The Association shall be affiliated with USA Equestrian and the United States Dressage Federation, Inc.
  2. The Association may affiliate with other horse organizations as approved by the membership.

ARTICLE XII – MEETING MANAGEMENT PROCEDURE

The Association shall conduct its meetings using modern business management methods, including advance preparation and dissemination of agendas, completion and publication of meeting minutes with action items and decisions, and decision making by consensus. Roberts Rules of Order may be invoked if necessary.

ARTICLE XIII – DISSOLUTION

If at any time the Association discontinues its activities, dissolves or otherwise ceases to exist or function, then any funds remaining in its treasury after all debts have been paid shall be distributed to the USDF, Inc. Any other physical assets shall be distributed to a dressage organization that is in current operation with an active membership and management.