This is an updated copy of the SDPHC By-laws and Rules so keep this information for your reference.
The following is the current, updated rulebook to be used by the South Dakota Paint Horse Club. All previously printed rulebooks should be destroyed as this addition supersedes all previous SDPHC rulebooks.
ARTICLE I: NAME AND TERRITORAL LIMITS
SECTION I: This organization shall be known as the South Dakota Paint Horse Club.
SECTION II: The territorial limits of the Club shall be confined to the borders of South Dakota. These limits shall not be changed unless permission has been granted by the Board of Directors of the American Paint Horse Association Incorporated.
SECTION III: The principal office of the Club shall be the address of the duly elected Secretary, but business of the Club may be conducted at any location established by the Board of Directors.
ARTICLE II: OBJECTIVES
SECTION I: The objectives of this Club shall be:
1. To function as an APHA Club affiliated with “The American Paint Horse Association, Inc”.
2. To show Paint Horses
3. To promote an active interest in Paint Horses.
ARTICLE III: MEMBERSHIP
SECTION I: Membership in this Club shall be on an annual basis from January 1 through December 31.
SECTION II: Membership is by family or individual with one voting privilege per membership. A membership can be listed as a business, ranch, corporation, and etc, but all owners and/or officers of said business, ranch, corporation, etc, must be a current paid up member the South Dakota Paint Horse Club ineither a family or an individual membership to be eligible for the year-end awards, points, etc., earned by their horse(s) registered in the name of business, ranch, corporation, etc.
1. Individual membership is a person with no family, or an unmarried or a married person whose family has no interest in the activities of this club.
2. Family memberships include husband and wife, unmarried children, stepchildren, and foster children living at home.
3. When a person no longer qualifies for the youth program they must carry a SDPHC membership to be eligible for year-end awards.
SECTION III: Membership dues are one set amount for either family or individual. Dues are due and payable on January 1 each year. Dues will not be prorated for those persons joining the club throughout the year.
ARTICLE IV: DISCIPLINE
SECTION I: Any member charged with conduct unbecoming a member of an APHA affiliated club and against whom such charges are sustained, after due and proper hearing before the Board of Directors, may be expelled from the membership by a two-thirds vote of the entire Board of Directors. The President shall appoint a committee for investigation, report and recommendation before any action is taken on such charges by the Board of Directors.
SECTION II: When an exhibitor is guilty of the following: failure to pay when due any obligation owing to the SDPHC or giving insufficient funds check for entry fees, stall fees, office charges connected with the exhibition of horses, such exhibitor whether member or non-member will be subject to the following action by the club:
1. There will be a $40.00 service charge added to all fees due to SDPHC if an insufficient fund check has been issued as a payment for fees due.
2. All future payments of fees will need to be by cash or cashiers checks.
3. Complaint submitted to the American Paint Horse Association, Inc.
A. Procedures for making complaints to APHA in connection with Article IV Section 2 will be as follows:
01. Three (3) written notifications will be sent to the offender by the South Dakota Paint Horse Club Secretary or President with a minimum of fifteen (15) days between notifications requesting that the offender make good on his debt or insufficient funds check.
02. Each time a written notification is sent to the offender, a copy of the same notification will be forwarded to the APHA. After 3 notifications APHA will then attempt to collect and if no response results, they will then take action to suspend the offender from the national organization.
SECTION III: Any person whose membership in this club has been terminated in any manner shall forfeit all interest in any funds or other property belonging to the Club and all rights to the use of the SDPHC name, emblem or other insignia.
ARTICLE V: OFFICERS
SECTION I: The elected officers of this Club shall be a President, Vice-President, Treasurer, and Secretary.
SECTION II: Each officer shall be a member in good standing. No officer other than those of Secretary and Treasurer shall be combined in one person and no person shall simultaneously serve as an elected director and an officer.
SECTION III: All officers shall enter upon their official duties on the first day of January of each year and shall serve for a term of one year or until their successor shall be duly elected and qualified.
SECTION IV: All duties of the officers shall be as follows:
1. The President shall be the executive officer of his/her Club and shall preside over all meetings of the Club and of the Board of Directors. He/she shall be an ex-officio member of all standing and special committees. He/she shall promote the growth of the APHA in adjacent territory and shall cooperate with any sponsoring committee of his/her Club. He/she shall perform such other duties as usually pertains to the office of President.
2. The Vice-President, in the absence of the President, shall preside over all meetings of the Club and of the Board of Directors. The Vice-President shall also perform such other duties as usually pertain to that office, or may be assigned him/her by the President of the Board of Directors.
3. The Treasurer shall receive from the Secretary all funds paid to this Club and shall deposit the same in the official depositories and shall disburse the same on orders of the Board of Directors. He/she accounts and books shall at all times, be open to the inspection of the President, the Board of Directors, and any authorized auditors. He/she shall make a report at the annual meeting of the club annual financial report is to be distributed to all club members via the club newsletter and at such times as the President or Board of Directors may require.
4. The Secretary shall keep the records of membership, attendance, membership fees and dues, and minutes of the meetings of this Club, Board of Directors and Committees. He/she shall present all bills to the Board of Directors for approval and shall sign all checks for their payment. He/she shall collect all funds due this Club and shall promptly turn the same over to the Treasurer, taking the Treasurers, receipt therefore. He/she shall submit a report at the annual meeting of the club and at such times as the President or Board of Directors may require. He/she shall submit to the proper officials and committees or to the club, all communications received from APHA National. He/she shall keep all official reports required by the APHA National.
ARTICLE VI: BOARD OF DIRECTORS
SECTION I: The Board of Directors shall consist of the officers, 6 elected directors and the immediate Past-President (ex-officio with voting privileges).
SECTION II: Each Director shall be a member in good standing.
SECTION III: All Directors shall enter upon their official duties on the first day of January of each year and shall serve for a term of two years or until their successor shall be duly elected and qualified.
1. One half (1/2) of the Directors will be elected on alternating years so that there is not a complete change of Officers and Directors each year.
SECTION IV: The Board of Directors shall determine the policies and activities of the Club, disciplinary members, approve the budget, approve all bills, take counsel with committees and have general management of the Club.
SECTION V: There shall be an annual Board of Directors meeting held prior to the general membership meeting in November at annual awards and banquet. Other Board of Directors meetings are to be held to conduct club business throughout the year when deemed necessary by the President. Notification is to be issued at least two weeks in advance of meeting.
1. If any Director misses two or more meetings during the current calendar year, he/she can be replaced by a majority vote of the remaining Board of Directors.
ARTICLE VII: AMENDMENTS
SECTION I: The Board of Directors shall have the power to make, amend, and/or repeal the By-Laws and Rules of the SDPHC, by a vote of the majority of the Directors only at the annual meeting in November each year. Once a new rule has been established or an old rule has been changed. The new rule or the change will remain in effect for at least three (3) years, unless there is something drastic that is not working for the betterment of the Club or unless there is a conflict with a national rule. Final approval of any changes or new rules will be by the majority vote of current paid up members present and eligible to vote at the general membership meeting following the annual Board of Directors meeting in November each year.
SECTION II: For any action to be taken, proposed changes to the SDPHC rules and By-laws must be published in the “Hoofprints” at least 30 days prior to the annual meeting
in November. Proposed changes must not conflict with the requirement of Article VII Section I above.
ARTICLE VIII: COMMITTEES
SECTION I: These shall be the following standing committees:
1. Show Committee
2. Futurity Committee
3. Points Committee
4. Awards Committee
SECTION II: Each Standing Committee shall be composed of three (3) members and each shall serve for a term of one (1) year, commencing on the first
day of January. All committee members shall be appointed by the President and be subject to removal by him/her. Each committee shall be responsible to
the President and shall make such reports as he/she may direct.
SECTION III: Special Committees may be appointed by the President and they shall perform such duties as may be defined in their creation.
SECTION IV: The Executive Committee will consist of the President and two (2) Directors chosen by the Board of Directors. This committee is established
to resolve emergency problems that might arise, where it would not be feasible to telephone each Officer and Director, or to call a special meeting of the Officers and Board of Directors. Any action taken by the Executive Committee will be considered temporary until it can be acted upon by the Officers and Board of Directors at the next regular meeting.
ARTICLE IX: MEETINGS
SECTION I: This Club shall hold a meeting on such day, at such time and place, as shall be determined by the President or the Board of Directors. It may hold such other meetings as the Board of Directors or membership may desire. All regular Club meetings except for special events shall be held within the territorial limits of the Club, unless special permission is granted by the Board of Directors of the APHA National because of peculiar or unusual circumstances of inability to comply with this requirement.
SECTION II: The annual meeting of the Club shall be at the awards banquet normally held in November. The membership of this Club shall be given at least two weeks notice of the date and place of the annual meeting. Location of the annual meeting will be selected by the Board of Directors. A majority vote of the current paid up members present will constitute a legal transaction of the SDPHC business.
ARTICLE X: NOMINATIONS AND ELECTION OF OFFICERS
SECTION I: The election of Officers and directors shall be held at the annual meeting.
SECTION II: Voting shall be by ballot and shall not be cumulative. Only members in good standing may vote. There shall be no voting by proxy.
SECTION III: At the regular meeting of the Club, at least five weeks prior to the date of the annual meeting, the President shall appoint a committee to be known as the Nominating Committee. This committee shall consist of three (3) members and if possible the majority shall be Past Presidents of the Club. The duties of this committee shall be to make nominations, with consent of those nominated and to prepare a ballot for the election of such Officers and Directors. The President shall designate the Chairperson of the committee.
SECTION IV: At least two weeks before the annual meeting, the Nominating Committee shall submit a list of nominees not exceeding two in number for each office to be filled and a list of nominees not exceeding the number of Directors to be elected plus three. At the annual meeting, nominations from the floor may be made for any office, or that of a Director and when so made together with the list submitted by the Nominating Committee shall then be the list of nominees submitted to the Club for an election of officers and Directors.
SECTION V: On the day of the annual meeting the President shall appoint a committee to distribute, collect, count the ballots and report the results to the President and he shall announce the same to the Club. A majority of all votes cast shall be necessary to determine the choice of any officer to be elected. In the event that any ballots doe not show a majority for any nominee for any particular office, the President shall immediately designate a time and place for further balloting for such office. Prior to the second ballot the nominee having the lowest vote on the first ballot shall be dropped and in each ballot the same procedure shall be followed until one nominee shall have received a majority of votes cast.
SECTION VI: If the names of more than the number of Directors to be elected are placed in nomination, the person who receives the highest vote up to the number to be elected shall be declared to be elected.
SECTION VII: In the case of a vacancy in the office of President, the Vice President shall be elected by the Club to fill the vacancy at the next regular meeting. In case of a vacancy in the office of the Vice President, Treasurer or Director, the vacancy shall be filled by the Club at a regular meeting, upon one week’s notice of nomination(s) by the Board of Directors.
SECTION VIII: In the event, after his/her election and prior to January 1st a disability or inability of an Officer-elect, or of a Director-elect to serve for the term for which he/she was elected the vacancy shall be filled by the Club at a regular meeting, upon one weeks notice of nomination(s) by the Board of Directors.
SECTION IX: Nothing contained in this article shall be construed as limiting the right to make further nominations from the floor of the meeting.
ARTICLE XI: NATIONAL AND DISTRICT OBLIGATIONS
SECTION I: The Board of Directors shall provide for prompt review, approval, and forwarding of all reports required or requested by the American Paint Horse Association Inc.
SECTION II: The Board of Directors shall provide for prompt payment of all dues and other obligations to the American Paint Horse Association.
SECTION III: Voting Directors to all annual meetings of the American Paint Horse Association Inc., at which this club is obligated to be represented, shall be a member in good standing of this Club and shall be elected by the Club members at dates sufficiently in advance of such meeting. Provisions for expense of such representation shall be made by the Board of Directors in making the financial budget for the Club. APHA requires the Director and Alternate to attend at least one of the following:
1. The APHA Annual meeting or the Workshop
2. The SDPHC will only reimburse the Director and Alternate for a total of three (3) trips each year.
3. If the primary SDPHC Director attends both meetings he/she will be paid expenses for both. The Alternate will only be paid for one (1) trip.
4. If the primary SDPHC Director attends only one of the meetings and the Alternate attends two, then the Alternate’s expenses for both trips will be paid and the primary Director will only be paid for one trip.
SECTION II: Horse show entry fees as published in each horse show program.
SECTION III: Revenue from sources other than those defined in this article may be raised as determined by the Board of Directors and approved by a two-thirds vote of the members present at any regular meeting of this Club, provided written notice shall have been given to the members at least two (2) weeks prior to the meeting.
SECTION IV: Monies received from fund-raising projects in which the public participates or from members or others for the activities sponsored by this Club shall be segregated from the administration funds of this Club and shall be used only for the Club.
ARTICLE XV: FINANCE
SECTION I: No later than Jan. 15, a budget of estimated income and expenditures for the year shall be adopted by the Board of Directors.
SECTION II: This Club’s books of accounts shall be audited at least once a year. The auditor shall be named by the Board of Directors.
SECTION III: The Board of Directors shall determine the official depository of depositories.
SECTION IV: In case of inability of persons designated to sign checks or to perform their functions, the Board of Directors shall designate those who shall act as substitutes.
ARTICLE XVI: RULES OF ORDER
SECTION I: “Roberts Rules of Order” shall be the parliamentary authority for all matters of procedure not specifically covered by these By-Laws. The President shall appoint a Parliamentarian at the January meeting each year. His duties will be to ensure that parliamentary procedures are followed at all official meetings of this club.
ARTICLE XVII: INDEMNICATION
SECTION I: Amendments, each officer, director and committee member of the South Dakota Paint Horse Club shall be indemnified by South Dakota Paint Horse Club against all costs, expenses and liabilities reasonably incurred by him/her in connection with/or resulting from any action, suit or preceding to which he/she may be made a party by reason of his or her being or having been a director, officer or committee member of the club except in relation to matters which shall have been occasioned by the will full misconduct or dishonesty of such officer, director, or committee member. The foregoing right indemnification shall cover amounts pain in settlement of any such action, suit or proceeding when such settlement appears to be in the interest of the club. The foregoing rights shall be in addition to any other rights to which such officer, director or committee member maybe entitles as a matter of law.
ARTICLE XVIII: DISSOLUTION
SECTION I: Dissolution, Upon the dissolution of the corporation, the Board of Directors, shall after paying or making provision for the payment of all the liabilities of the corporation, dispose of all the assets of the corporation exclusively for the purposed of the corporation in such manner or to such organization or organizations organized and operated exclusively for agricultural purposes as shall at that time qualify as exempt organization under Section 501. C (5) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) as the Board of Directors shall determine. The American Paint Horse Association, Fort WorthTexas is to be given first consideration.
ARTICLE XIX: APPROVAL OF APHA NATIONAL
SECTION I: These By-Laws and all amendments or additions shall not be effective unless approved by the American Paint Horse Association, Inc. South Dakota Paint Horse Club Rules and Regulations approved for Publication on (8/2006).
SOUTH DAKOTA PAINT HORSE CLUB RULES
YEAR END AWARDS
1. To be eligible for the SDPHC Year-end Awards you must be a current paid up member in good standing with the SDPHC (adult club). Show entries paid with a bad check would automatically lose all points at that show towards state end of the year awards. All exhibitors and owners must be an APHA member to show; including all divisions, open, youth, and amateur.
2. All points must be earned at approved Paint Horse shows in South Dakota.
3. When a person no longer qualifies for the youth program they must carry a SDPHC membership to be eligible for year-end awards.
4. With his/her current membership, a SDPHC member is eligible to win High Point Grand or Reserve year- end awards for any horse he may own that has earned a total
of 10 points or more in any class in at least 50% of the classes judged at the South Dakota Paint Horse club sponsored. Points from all other APHA approved South
Dakota Paint Shows will count after participation in at least 50% of SDPHC sponsored shows has been met. Classes must be offered in at least three different shows for the end of the year award to be presented. If the horse is High Point Grand or Reserve for the year in any class and has not earned at least 10 points, then only a certificate will be issued as the Year-End award. End of year awards will only be awarded when the SDPHC has two (2) or more club sponsored shows held on separate weekends
5. Youth horses are limited to horses owned by Youth or immediate family (parents, brother, sister, grandparents, aunt/uncle, or legal guardians).
6. Youth Club age groups are 13 & U, and 14-18.
7. Placings won prior to payment of dues for current year will not count towards end of the year awards. The same horse can be shown only once per accredited class at a given show, except in the case of running of a tie.
8. Awards will be made on the basis of total points. The points will be counted as follows:
1st Place (6 pts) 1st Place (5 pts) 1st Place (4 pts) 1st Place (3 pts) 1st Place (2 pts) 1st Place (1 pt)
2nd Place (5 pts) 2nd Place (4 pts) 2nd Place (3 pts) 2nd Place (2 pts) 2nd Place (1 pt)
3rd Place (4 pts) 3rd Place (3 pts) 3rd Place (2 pts) 3rd Place (1 pt)
4th Place (3 pts) 4th Place (2 pts) 4th Place (1 pt)
5th Place (2 pts) 5th Place (1 pt)
6th Place (1 pt)
A. In the halter classes the Grand Champion receives Two (2) extra points and the Reserve Champion receives One (1) extra point.
9. YOUTH AWARDS: To qualify for the three special awards (MOST IMPROVED RIDER AND HORSE, HARD LUCK, AND SPORTSMANSHIP) given by the Youth Club, the youth is only required to be a member of the Youth Club. To qualify for end of the year awards given by SDPHC, a youth must be a member of the SDPHC in a family or single membership.
10. ALL AROUND AND RUNNER UP AWARDS RULES: Open, Amateur, and Youth (13&U, 14-18) - To qualify for these awards you must comply with paragraphs # 1, #2,
#3 and #4 above and you must earn a minimum of ten (10) halter points and a minimum of ten (10) in each of two performance events. The All-Around Awards title will be awarded to the horse with the highest total accumulated state points for the year. The Runner-up Award will be awarded to the horse with the next highest total accumulated state points for the year.
11. STATE CHAMPION RULES: Membership requirements are the same as the Club’s system. To become a State Champion you must have a minimum of 30 points in
halter, 60 points in performance with 30 points minimum in one (1) performance event, 20 points minimum in a 2nd performance event and 10 points minimum in a 3rd performance event, for a total of 90 points. A state Champion must accumulate the 90 points in any one calendar year. State Champion points are not accumulative from year to year. State Champion titles will be awarded in Open, Youth, and Amateur categories.
12. All awards will be presented to recipients at a special banquet at the end of the show season, which is usually held in November.
13. The point books are open to anyone at any time and the point standings will be published throughout the summer in the Newsletter.
14. No amount will be set for end of year awards.
• Donations will be gladly accepted and members are urged and requested to try to get donations from individuals or businesses to help defray the cost of the High Point All-Around and Runner-up awards in Open, Youth and Amateur classes. Any excess funds donated will be carried over from year to year for these awards.
