Bylaws

Amended 4.16.25

Section I- Membership 

Part 1: Members who fail to adhere to the standards upheld by the club according to the code of conduct may face disciplinary actions at the discretion of the board of directors. 

Part 2 Any club member reaching the age of 65 and having been in the club for 15 consecutive years or more shall receive a paid lifetime membership. All other classes of paid membership shall be left to the discretion of the club.

Part 3 Members in good standing entering active duty in the armed services or entering an institution of higher education and taking at least 12 credits per quarter shall be paid members until the term of service/education is completed.

Part 4 Any member in good standing, and getting married, shall receive a one year paid family membership, effective January 1st the following year.

Part 5 Children of family members, reaching the age of 18 years shall be required to become individual members in the following year.

Section II-Dues

Part 1 The yearly club dues shall be due Jan 1st. For new members joining after September 1st, dues paid will be considered paid through the following year once application is approved by the Membership committee.

Part 2 All outstanding balances must be paid before the dues can be accepted. 

Part 3 Personal notification shall be given to members behind in their dues by February 15th. If after notification they do not pay by March 1st they will be dropped from the membership. If a member wishes to pay dues after they have been dropped from the roster due to non-payment, they may rejoin as a probationary member.

Section III- Officers and Elections

Part 1 The board of directors shall be elected at the meeting in November every other year. The new board of directors shall take office at the Christmas Party with the appropriate ceremony. The ceremony should include immediate office possession of office, transfer of all records and club property, and the introduction of the new board of directors to members.

Part 2 In the event there is a vacancy, in any position during the fiscal year, the board of directors shall appoint a successor from the membership to fill said position for the unexpired term at the next meeting, where a vote will be conducted by all attending board members. If there is a vacancy on the board, the board is still allowed to continue while the seat is being filled.

Part 3 No member of the junior division shall hold a particular office for more than one year and no junior officer shall hold an office in the senior division. 

Part 4 Absentee ballots sent by mail or electronically must be received by 5pm prior to the election meeting to be counted. All ballots must be signed to be valid. The new board of directors will be announced at the conclusion of the election meeting as well as announced via email. Members may cast their ballot in person OR via absentee.

Part 5 Elected members of the board of directors must be full active members in good standing according to the code of conduct for one year. 

Section IV- Committees

Part 1 The membership committee shall make decisions on a majority vote of the members in attendance. 

Part 2 The budget committee shall submit a proposed budget at the March general meeting. Committee chairs of all standing committees will need to submit their budgets to the budget committee by the February General/Board meeting.

Section V- Duties of Board of Directors and Committees

Part 1 The duties of the president shall be to call and preside over the board and member meetings. It shall be his or her duty to appoint and notify all standing committees by March1st. The president shall have the authority to appoint any special committee as deemed necessary. If the president cannot be available, the vice president can fill in. President is allowed to reschedule/cancel meetings for extenuating circumstances with sufficient notice given to membership. President will be primary point of contact for trailer tenant and maintain rental contract. 

Part 2 The vice president shall assume the duties of the president in his or her absence and shall be familiar with the duties of the president at all times.

Part 3 The secretary’s duties shall consist of clerical work, keeping minutes of all business meetings and setting meeting agenda. Take care of all correspondence. The secretary should be sure to date and sign all minutes. The secretary may use audio recording devices and or AI technology to assist in accurate meeting minutes. 

Part 4 The treasurer shall be custodian of all club funds. He/she shall be prepared to make a financial report at any business meeting, shall prepare a monthly statement and petty cash reports to the board of directors at their monthly meeting. The treasurer will keep a checking and savings account for the club and report periodically on all outstanding bills. The treasurer will bring the current bank statement to the monthly meeting.

Part 5 The scribe shall be in charge of publicity and shall be chairman of any committees regarding advertising or publicity. He/she shall make a monthly report of club activities. He/she will publish a monthly newsletter and make a new club roster and include a list of officers, committee chairman and board meetings. Additionally, the scribe shall keep a yearbook/scrapbook. The scribe is also tasked with managing social media accounts as the administrator. The scribe will maintain a record book of membership applications and renewals.

Part 6 The duties of the board of directors are to recommend amendments to the bylaws, to act in an advisory capacity in financial matters, and to make recommendations concerning all business meetings. Members of the board of directors, after missing one meeting shall attend three consecutive meetings, or at the discretion of the board, shall be replaced. Board members should be familiar with regulations regarding open space designation and 501©4 concerning South Seattle Saddle club.

Part 7 The sergeant at arms will head the nominating board. Assist the chair to ensure that the meeting is in order. If a vote needs to be performed, whether by ballot or count the sergeant at arms will be responsible for ballot collecting, counting and reporting. 

Part 8 The Events Coordinator will serve as the primary point of contact for all members and external entities wishing to rent or host events on the grounds. This individual will be knowledgeable about proper rental contracts and insurance requirements and will ensure that payments for rentals are directed to the treasurer, and release of liability forms are signed. Additionally, this person will arrange assistance with relevant committees, such as the grounds and concessions, and organize the opening and closing of the facilities for guests as needed. The coordinator will be responsible for bringing member’s and guest’s proposed dates to the board meetings for approval.

Part 9 The board of directors shall be allowed to request the resignation of any officer, board member, or committee chairman for non-performance or violations of the code of conduct. If necessary, a vote will be cast to remove an officer, board member, or committee chairman by majority rule of the membership.

Part 10 The nominating board shall at the September meeting submit two nominees for each officer position and be prepared to validate eligibility of each floor nominee at the October meeting. The nominating board shall prepare a ballot with each nominee’s name including the floor nominees from the October meeting. No one having accepted nominations by the nominating board shall decline on election night, unless his or her decline is accepted by the nominating board. November meeting is for elections, unless there is urgent club Business.

Section VI- Form of business

Part 1 Each senior full member in good standing and who is physically present at the business meeting is entitled to one vote.

Part 2 All money received by the treasurer shall be deposited in the bank to be used as authorized by the club members.

Part 3 All bills paid by the treasurer must be authorized by a majority of the membership present at each business meeting. Any major expenditure that is not in the budget will be presented for discussion and expense amount approval at the business meeting. The treasurer may pay usual and customary bills, prior to the meeting. Expenses of $200 or less may be authorized when receipts are presented at the meeting.

Part 4 Committees are to make complete financial reports on each event. No money is to be given to any committee except on the vote of the membership. Any major expenditure not in the budget will have to be presented at the business meeting. If there is an emergency need for a major expenditure the president shall poll the board, and a decision shall be based on a simple majority of the board.

Part 5 Junior members shall be allowed to use club flags, speakers and any other club property.

Part 6 The board reserves the right to hold virtual meetings to accommodate members with extenuating circumstances.  

Part 7 The quorum for the board of directors is at least 50 percent of current board members.  If less than 50 percent of board members are present at the board meeting then the meeting is called and rescheduled.  

Part 8 President is allowed to cast a vote and make motions in board meetings, but cannot do so as the impartial chair of general meetings, per Roberts Rules of
Order.

Part 9 A majority vote of full members in good standing and in attendance at the club meetings is required for the transactions of club business. 

Part 10 All changes in the bylaws shall be voted on by the club at a business meeting and passed by a majority vote. 

Section VII- Reporting and Review Process 

Part 1 Incident report must be submitted via email, mail, or submitted in the lockbox outside the office for any incidents resulting in damage, injury or illegal activity must be submitted within 48 hours of the incident. Members may report any incident that violates the code of conduct and those must be submitted within 15 days of the incident. 

Part 2 Failure to report an incident resulting in injury, damage or illegal activity may result in consequences.

Part 3 The board of directors will investigate the report and provide the accused member an opportunity to respond to the allegations.

Part 4 A hearing may be held to review evidence, hear statements, and determine the appropriate course of action.

Part 5 At the discretion of the board, the disciplinary actions could include a written warning, probation, or expulsion.

Part 6 Decisions regarding membership revocation require a 2/3 vote from the sitting board of directors.

Section VI- Miscellaneous

Part 1 Any work done by a club member is for the benefit of the club and no moneys shall be paid.  Except when the club decides with majority vote of membership that professional  services are necessary, qualified members can participate in a competitive 3 bid process. Board will gather three bids to present to members for a vote. 

Part 2 Club activities requiring a cash deposit and members wishing to attend said activities shall pay the required amount, which should be pre-approved by the club if it is to be refundable to the member.

Part 4 Full Club members wanting to use the club grounds or any club property such as tables, coffee pots etc., shall submit a written request asking to use any club property, and will be held responsible for any property borrowed or damaged. Club use privileges to full members only, probationary members must camp on the grounds with a full member except during club sanctioned events. Unauthorized use of club facilities or equipment is prohibited. 

Part 5 Should there be any issues of interpretation of these bylaws, the board of directors should follow historical procedure and if not possible then refer to Robert’s Rules of Order revised 11th edition.

Part 6 No hunting on South Seattle Saddle Club grounds.