BYLAWS of the Boulder Valley Eventing Association (BVEA) chapter of the

Mountain States Eventing Association (MSEA)

Adopted February 1, 2010; Original Issue

 

 

BYLAWS

ARTICLE I Name

The Name of this organization shall be Mountain States Eventing Association, Boulder Valley Eventing Association (BVEA) chapter. The name, initials or logo shall be the sole and exclusive property of BVEA. No individual member or person shall use any of the above without the specific written authority of the BVEA Board of Directors.

ARTICLE II Purpose

The purposes of BVEA are:

A. Promote the sport of Eventing.

B. Promote communication within the eventing community.

C. Promote education for the membership.

D. To encourage the rider and the organizer in sporting events.

ARTICLE III Government

Section 3.1 BYLAWS

These Bylaws, adopted February 1, 2010 and last amended on TBD shall govern the operation and activities of the BVEA, subject to the laws of the United States, the laws of the State of Colorado, and the bylaws of MSEA.

Section 3.2 FISCAL YEAR

The fiscal year of BVEA shall be from January 1 to December 31.

ARTICLE IV Membership

 

Section 4.1 INDIVIDUAL MEMBERSHIP

A. Any member of BVEA in good standing shall be a member of MSEA. There are four classes of membership:

1. SENIOR MEMBER,

 an individual 18 years or older on January 1 of the current year. A Senior Member is entitled to one vote.

2. JUNIOR MEMBER,

 an individual 17 years or younger on January 1 of the current year. A Junior Member is entitled to one vote.

3. FAMILY MEMBERSHIP,

two or more individuals of the same immediate family. A Family Membership is entitled to one vote.

4. SUBSCRIBING MEMBER,

 available to any interested individual. A Subscribing Member is not entitled to a vote, nor are they eligible for Year end Awards.

B. Membership price

Membership price  shall be determined by the Board of Directors at the association’s last business meeting of the fiscal year.

ARTICLE V Chapter Meetings

Section 5.1 QUORUM

Shall consist of three members of the Board of Directors, or their proxy, plus at least one other member in good standing, present at the meetings.

Section 5.2 GENERAL

A. At a minimum, there shall be bi-monthly meetings, on such date, time, and place as shall be determined by the Board, but nominally on the first Thursday of even numbered months.

B. Notice of these meetings shall be posted on the BVEA web site, and via e-mail.

Section 5.3 VOTING

A. Each attending BVEA membership has one vote.

B. Any member unable to attend may give his proxy to another voting member. The proxy must be in writing, and delivered to the BVEA President before the meeting is called to order.

C. The BVEA President has a vote only in the case of a tie.

Section 5.4 DECEMBER MEETING

A. By November 15th, the delegate shall compile the slate of candidates for opening board positions in the next fiscal year.  Any member in good standing may submit a nomination.

B. Election ballots shall be distributed to all members in good standing two weeks prior to the December meeting.

C. At the December meeting, the Secretary shall count ballots.  Election results shall be provided on the Web site prior to January 1st of the next fiscal year.

ARTICLE VI Board of Directors

Section 6.1 GENERAL

The business of BVEA shall be managed by a Board of Directors, which shall exercise all of the power of the Association, except as otherwise provided by statute.

Section 6.2 DEFINITION

The Board of Directors shall be composed of one President, one Vice President, one Treasurer, one secretary, and one Delegate. All Directors must be a voting member in good standing. No person shall hold more than one position on the Board at the same time.

Section 6.3 POWERS AND DUTIES

The following specific functions are delegated to the Board.

A.     Removal of Board member

Remove from office any Committee Chair or Board member, who in the opinion of the majority of the members in attendance at a regular meeting, has failed to discharge his or her duties in a manner that is consistent with the best interests of BVEA.

B.     Fill vacancies on the Board.

 Vacancies shall be filled by a majority vote of the Board of Directors.  When a Board position has been filled by Board appointment, that position shall be so filled until the next scheduled election (December) when that position shall be subject to election by the general membership.

ARTICLE VII Directors’ Responsibilities

Section 7.1 GENERAL

A. The term of Officers of the Board is two years.

1. Commencing on January 1 following their election, and ending December 31 two years hence.

2. The President, Secretary and Delegate shall begin their service in odd years.

3. The Vice President and Treasurer shall begin their service in even years.

B. All outgoing officers shall insure the orderly transfer of their duties, responsibility, records, and documents to their successors.

Section 7.2 PRESIDENT

The President shall:

A. Preside at chapter Meetings.

B. Attend MSEA Board of Director Meetings.

C. Create and distribute an Agenda for each BVEA meeting.

D. Appoint Committee Chairmen.

E. Be an Ex-officio member of all Committees.

F. Vote in order to break a tie.

G. Keep the lines of communication open with all members of the Board, and the general membership.

H. Be authorized to sign checks on the BVEA account.  The purpose is solely to provide a backup for the treasurer in the case that the treasurer is unable to perform assigned duties.

Section 7.3 VICE-PRESIDENT

The Vice-President shall:

A. Assist the President in performance of duties.

B. In the absence of the President, exercise all duties of the President.

C. Be the Parliamentarian.

D. Attend MSEA Board of Director Meetings.

E. Act as the awards chairman (see below), preside over the arrangements for the awards banquet, act as Master of Ceremonies for the awards banquet.  The awards banquet is to be held at a time approved by the board, but between January 1st and the second week in February.

Section 7.4 TREASURER

The Treasurer shall:

A. Collect all moneys due the Chapter.

1. Keep record of all Chapter dues, and member fees.

2. Keep record of event income.

B. Have care and custody and responsibility for the funds of the Association.

C. Keep accurate records of the Association account.

D. Submit a financial report of the general fund at each meeting.

E. Deposit all checks and pay all bills expeditiously.

F. Keep the books ready for review.

G. Maintain Membership list.

1. Issue mailing label sets as needed.

2. Supply Membership list to:

a. MSEA

b. BVEA President and Secretary

Section 7.5 SECRETARY

The Secretary shall:

A. Take comprehensive notes at BVEA meetings.

B. Send draft of Minutes to BVEA President for corrections and approval. Send finalized copy to the Web Site manager for Publication, and a copy to the BVEA President.

C. Issue social correspondence such as invitations, thank you notes, etc.

Section 7.6 DELEGATE

A. The Delegate shall attend all MSEA meetings and represent the BVEA chapter.

B. The Delegate shall assist the Vice president with the awards banquet.

C. Coordinate board nominations.

ARTICLE VIII Standing Committee Chairmen

Section 8.1 GENERAL

Committees may be created by the BVEA President to serve any purpose. Committee members and Chairman may be non-Board Members as well as Board Members, but must be BVEA members in good standing. Each Committee Chairman shall report regularly to the BVEA President, as well as give a report of their activities at the next BVEA meeting. All outgoing Committee Chairmen shall insure the orderly transfer of their duties, responsibilities, records, and documents to their successors.

Section 8.2 NEWSLETTER EDITOR

The Newsletter Editor shall:

A. Appoint a Committee for assistance as needed.

B. Publish Newsletters at such frequency as decided by the Board.

C. Be responsible for:

1. Seeking contributions and advertising.

2. Writing, mailing or emailing, and posting to the Web Site.

D. The Newsletters should include:

1. Calendar of BVEA and local activities

2. Minutes of Board Meetings

3. Notice of Meetings, or programs

4. Results of Year-end Awards

E. May also include:

1. News of members

2. Educational articles

3. Cartoons, pictures or other filler deemed appropriate.

4. Member benefits

F. Newsletter must be distributed to the BVEA membership, MSEA officers, and Presidents of all other MSEA chapters.

Section 8.3 AWARDS CHAIRMAN

The Awards Chairman shall:

A. Appoint committee members to aid him/her in his/her duties.

B. Calculate points earned at BVEA sanctioned events, by BVEA members, and BVEA registered horses to determine winners of BVEA Year-end Awards.  BVEA registered horses are those horses registered with MSEA, and owned by a BVEA member.

C. Inform winners prior to the Awards Banquet

D. Keep accurate record of who has possession of Perpetual Trophies.

E. Assure recipient of award signs the receipt for their Trophy at the Banquet.

F. Order ribbons and keepers for year-end awards, and Thank You Notes for Sponsors in ample time for the Banquet.

G. Monitor condition and accuracy of engraving on all perpetual trophies.

H. Set up Trophy table at Awards Banquet and present winners.

I. Keep record of all past and current winners.

ARTICLE IX Year End Awards

BVEA will offer horse and rider awards for the calendar year.

Section 9.1 ELIGIBILITY

To be eligible for Year-end Awards the following conditions shall be met:

A. Both the rider and the horse’s owner shall be members in good standing of BVEA.

1. A bona fide lessee shall be considered the owner.

B. For horse awards, the Horse must be Registered with MSEA.

C. Points for year-end awards of BVEA can be accumulated at any event that follows USEA rules and is held in the BVEA area (Area IX) whether or not it is recognized by USEA or MSEA, Inc.

1. Scale of points for winners:

a) Unrecognized Two-phase event -- half points

b) USEA recognized Two-phase event -- single points

c) Unrecognized Three-phase event -- single points

d) USEA registered event (horse trials) -- double points

e) USEA Area IX Championship Horse Trials shall receive triple points.

f) Half star events shall receive triple points.

g) One star and above events shall receive quadruple points.

h) Any USEA event (horse trials), Two-Day event and Three-Day evens outside of Area IX shall receive the same points as Area IX, but these points are not to exceed 33% of total points

i) If there is no USEA registered event (horse trial), Two-Day event or Three-Day event of a particular level offered in Area IX for a given year, points outside the area may exceed 33% of total points. If there is an event offered at that level (whether or not a BVEA member places), rules a-g above apply.

D. Point Basis

1) If there are six or more starters in a division, points shall be awarded on a 6,5,4,3,2,1 basis.  If there are fewer than six competitors, points will be reduced: e.g., if there are three starters, points should be 3 for first, 2 for second, and 1 for third.

2) It is incumbent upon each competitor in an unrecognized event to get the results to the Vice President for accounting purposes for year-end awards.

3) Eligibility for rider awards shall be determined using USEA award guidelines.

E. Points can only be earned by members in good standing.

 

ARTICLE X Amendments

Section 10.1 INITIATION

Initiation of proposed changes or amendments to the Bylaws shall be made as follows:

A. By the Board of Directors on it’s own motion.

B. By any voting member of BVEA, provided the proposed change or amendment is submitted in writing to the BVEA President ten days prior to a regularly scheduled chapter meeting.

C. Any initiation properly submitted shall be placed on the agenda of the next meeting, and shall be read and discussed by the Board.

Section 10.2 ADOPTION

Adoption of proposed changes or amendments to the Bylaws shall be by a majority vote of the members present.

Article XI. Liquidation

Should the club be divested, all sums remaining after debts are paid are to be donated to the United States Equestrian Team, MSEA or another tax-exempt organization.