Oregon Dressage Society. Policy and Procedures Manual

Transcription

1 Oregon Dressage Society Policy and Procedures Manual January 8, 2017

2 Table of Contents Rev F 1/7/17 Table of Contents Chapter I. General Information (Rev D4 1/16/16) Section I: Introduction..I.1 Section II: Mission statement... I.1 Section III: Programs We Sponsor.. I.1 Section IV: ODS Membership. I.2 Section V: ODS Organization I.3 A. Regions and Chapters. I.3 B. Board of Directors.I.4 C. Office Management. I.4 Services.... I.4 Materials Available... I.5 D. ODS Contacts... I.5 Section VI: Description of Positions ODS Officers and Board Positions I.5 Section VII: Description of ODS Committees...I.8 A. Executive Committee. I.8 B. Standing Committees I.8 1. Adult Programs.I.8 2. Awards..I.9 3. Finance I ODS Owned Competitions.I Sport Horse.. I Youth Programs. I Nominating... I.10 C. Ad Hoc Committees I.10 Section VIII: ODS Volunteer positions and job descriptions.....i.10 A. ODS Assistant Treasurer....I.11 B. Awards Banquet Chairperson.I.11 C. ODS Silent Auction Chairperson...I.12 D. ODS High School Team Coordinator.. I.12 E. ODS Librarian. I.12 F. ODS Historian.I.12 G. ODS 4-H Liaison...I.12 H. ODS Education Chair 1.12 Section IX: ODS Paid Staff Positions......I.12 Office Manager/Director.I.12 Temporary Hires I.12 Other ODS Paid Positions..... I.13 Championship Show Manager I.13 Championship Show Secretary..I.14 Omnibus Editor.I.14 Chapter II. By-Laws and Procedures (Rev E1 8/17/15) Section I: By-Laws... II.1 Section II: Office Management Procedures... II.1 Section III: Hiring Procedures.. II.1 Section IV. Membership Meetings Procedures.. II.3 Chapter I page 1

3 Table of Contents Rev D4 1/14/14 Section V: Board of Directors Procedures.... II.3 Section VI: Election Procedures. II.4 Section VIII: Budget and Finance Procedures II.9 Section VIII: Choosing USDF Delegates..... II.9 Section IX: Dispute Resolution.... II.9 Section X: Committee Procedures A. General Committee Procedures.. II.9 B. Committees Exercising Board Functions. II.10 C. Establishment of Ad Hoc Committees...II.10 D. Specific Committee Procedures...II Nominating Committee for Board of Directors... II Nominating Committee for ODS Officers. II Grievance Committee..... II Finance Committee.. II Awards Committee.. II Adult Programs Committee......II Scholarship Committee..II Publications Committee...II Nominating Committee....II.14 Section XI: Chapters.. II.14 A. Formation. II.14 B. Bylaws. II.14 C. Insurance.. II.14 D. Finances. II.14 E. Foreign Hires...II.15 F. Chapter meetings II.15 G. Chapter Officers...II.15 H. Chapter Elections. II.15 I. Approved events.. II.16 J. ODS Loans to Chapters. II.16 K. Chapter Dissolution II.16 Chapter III. ODS Policies (Rev B3 11/8/14) Section I: Privacy.. III.1 Section II: Broadcast s..... III.1 Section III: Board attendance at meetings..... III.1 Section IV: Conflict of Interest. III.2 Section V: ODS owned show Omnibus policy... III.2 Section VI: ODS owned show cancellation policy..... III.2 Section VII: Directors and Officers Indemnification Insurance.... III.3 Section VIII: Library Policy.. III.3 Section IX: Use of ODS Web News page by non-ods Organizations...III.4 Section X: Membership renewals by phone III.4 Section XI: Bounced Check Policy. III.4 Section XII: Sponsorships/Advertisements... III.5 Section XIII: Protective Headgear Policy.. III.6 Section XIV: Contracts....III.6 Section XV: Membership dues Refund Policy....III.6 Table of Contents - page 2

4 Table of Contents Rev D4 1/14/14 Chapter IV. Show and Activity Information (Rev C2 2/12/14) Section I: General Information..... IV.1 A. ODS Shows. IV.1 B. Clinics and other Educational Activities. IV.1 C. Chapter Support. IV.1 Section II: Show Approval... IV.2 Section III: Post-Show Reporting requirements.... IV.3 Section IV: Post-Activity Reporting requirements for ODS Activities.... IV.3 Section V: ODS Omnibus IV.4 Section VI: Forms Show approval application form IV Omnibus show listing application form (see Appendix 1)...IV Omnibus Advertising Form. IV.8 4. W-9 Request for Taxpayer ID Number & Certification Form... IV ODS Post Show Report of Fees.. IV ODS League Shows Evaluation Form.... IV ODS General Activity or Educational Event Reporting Form...IV.16 Section VII: Appendices ODS Regional Omnibus Information and Forms IV Show Standards for ODS Approved Shows under revision......iv ODS show approval letter (sample copy) (being updated). IV Certificate of Liability Insurance (sample copy).iv League Show Reporting Instructions. IV Facility rental agreement questionnaire (Sample copy) (under revision)....iv Show Officials contract (sample copy )..(under revision).. IV Manager and Secretary contracts (Sample copy).(under revision).. IV.33 Chapter V. Liability Insurance Requirements and Forms (Rev A3 9/28/13) Introduction.. V.1 How to Obtain Insurance Applications.. V.1 Application Submission....V.1 Completing the Application Form.... V.2 Fees. V.3 The Insurance Certificate.V.4 Protecting Our Coverage....V.4 Reporting Incidents and Accidents.....V.4 Appendix 1. ODS Insurance Application Form..V.7 Appendix 2. Insurance Accident/Incident Report Form..V.10 Appendix 3. Certificate of Liability Insurance...V.12 Appendix 4. Principle Features of ODS Liability Insurance Policy...V.13 Table of Contents - page 3

5 Table of Contents Rev D4 1/14/14 Chapter VI. ODS Sponsored Shows (Rev C 1/7/17) Section I: ODS Championship and Open Show.... VI.1 Section II: Dressage for the Ages..... VI.1 Section III: ODS Adult Team Dressage Competition. VI.1 Section IV: ODS League Championship and Open Show..VI.1 Section V: USDF/ODS Jr/YR Team Dressage Championships. VI.1 Section VI: ODS High School Dressage Championships.... VI.2 Section VII: ODS Breeders Showcase I & II.... VI.2 Chapter VII. Awards/Scholarships/Grants (Rev F6 9/10/16) Section I: Responsibility.....VII.1 Section II: Dedicated Funds.. VII.1 Section III: Sustainability...VII.2 Section IV: Horse/Rider Awards.... VII.2 A. ODS Horse/Rider Awards for USEF/USDF Licensed and ODS Approved Shows...VII.2 B. ODS Horse/Rider Awards for ODS Approved League Shows...VII.4 C. League Show High Point Awards (LSHPA)..VII.5 D. Excalibur Freestyle Award.... VII.5 Section V: Dressage Sport Horse Breeder Awards... VII.6 Section VI: Special Awards. VII.7 A. General Procedures...VII.7 B. Special Award Sponsors...VII.7 C. Special Award Descriptions Volunteer of the Year... VII.8 Chapter Newsletter Award..... VII.8 President s Choice Ambassador Horse of the Year.... VII.8 ODS Chapter Merit Award.... VII.9 Connie J. Keith Memorial Trust Award.... VII.9 Sportsmanship Award..... VII.9 Support Person Extraordinaire..... VII.9 M. Teresa Dunlop Trophy.... VII.10 May Ann Judkins Memorial Instructor Award.....VII.10 Nate Asby Inspiration Award VII.11 D. Scholarships/Grants Barbara Page Memorial Fund VII.11 Pony Power Scholarship Award.....VII.11 Winnie Heiney-Duncan Scholarship Fund VII.12 ODS Connie Keith Adult Amateur Camp Grant VII.13 Linda Acheson Education Fund......VII.14 ODS Interscholastic Merit Scholarship......VII.15 Form 1. ODS Licesnsed Show Horse/Rider Award Application..VII.20 Appendix I. Awards, Grants and Scholarships management determinations VII.18 Appendix 2. Connie Keith Adult Amateur Camp Application..... VII.22 Chapter VIII. Jr/Yr and High School Lettering Program (Under development) Chapter IX. 4-H Program Table of Contents - page 4

6 Table of Contents Rev D4 1/14/14 (Under development) Chapter X. Chapter information and Guidance (Under development) Revision History 1. Revision A release for publication 10/10/10 2. Revision B Update for Revsion C Update 8/29/12 4. Revision D. Update 1/28/13 5. Revision E. Update 1/14/14 6. Revision E1. Update Chapters IV and VII. 2/12/14 Table of Contents - page 5

7 Table of Contents Rev F 1/7/17 Chapter I. General Information Section I. Introduction The purpose of the Oregon Dressage Society is to educate, promote and inspire our members and the general public through programs, publications and competitions in a way that enhances the image of Dressage and promotes the welfare of the horse. This Manual is designed to provide the user with complete information about the Oregon Dressage Society, policies, procedures, and programs. It is organized ten Chapters, each relating to separate subjects. Likewise each Chapter is divided into topics to aid the reader in locating specific information. Chapter I describes who we are and what we do. It sets forth the ODS Mission, provides an overview of the ODS programs and describes the ODS organizational structure and how it operates. Chapter II details the ODS governance By-Laws and operating procedures. It is basically the how to do it methodology. Chapter III lists the various policies established by ODS to carry out the requirements of the By-Laws and procedures. Chapter IV through IX provides general information and guidance related to the programs conducted by ODS. Chapter V Provides information related to Liability Insurance for activities sponsored by ODS and ODS chapters. It also includes the required forms for applications and reporting of incidents. Chapter X provides helpful information for the ODS Chapters and describes some of the Chapter responsibilities and requirements. Section II. Mission Statement The Oregon Dressage Society, an affiliate of the United States Dressage Federation, exists to educate, promote and inspire its members and the general public through programs, publications and competitions, in a way that enhances the image of Dressage and promotes the welfare of the horse. Section III. Programs we sponsor A. Education ODS conducts a number of training opportunities for adult, young, amateur, and professional riders alike. Training programs for instructors and learner judges are conducted. B. Competitions ODS recognizes USEF/USDF licensed competitions and conducts a USEF/USDF Licensed Championship show annually for ODS members. The ODS League Show program recognizes shows which are not licensed by USEF/USDF but conducted with the same tests and Chapter I page 1

8 Chapter I. Rev D4.1 1/16/16 performance expectations. League Shows also have an annual Championship show managed by ODS. ODS sponsors a number of other competitions that provide opportunities for youth programs, adult team competitions and Breeders. Detailed descriptions of requirements and forms for conducting shows are contained in Chapter IV. Descriptions of ODS run competitions are in Chapter VI. C. Youth Programs ODS has programs for young riders, High School Dressage Teams, College Dressage Teams and 4-H programs. D. Awards/Scholarships/Grants ODS conducts a program to reward horse and riders with year-end performance awards participating in ODS recognized shows. Separate award programs are sponsored for both the USEF/USDF licensed and the ODS League shows. A number of special awards are rewarded annually to recognize outstanding contributions to ODS and dressage in general. Scholarships are available as part of the ODS Youth Programs. Grants are available for Adult Amateur camps. Refer to Chapter VII for detailed information regarding Awards/Scholarships/Grants. Section IV. ODS Membership The Oregon Dressage Society (ODS) was established in It is one of the charter Group Member Organizations (GMO) of the United States Dressage Federation. ODS is an organization of members. Membership is composed of six (6) classes of membership. ODS Life Members: The ODS Board of Directors may bestow Honorary Life Membership to Junior/Young Rider or Adult members. Life Membership requires a ¾ majority vote of the Board and waives the dues payment requirement for the lifetime of the recipient. ODS Life Members have voting rights. At one point ODS members could purchase a Life Membership. That option is no longer available. ODS Business Members: Business membership are Junior/Young Rider or Adult members who enjoy benefits mentioned above plus a free listing in the ODS Roster (if joined by deadline), a free listing on the ODS Website, and a discount on ODS Publication Advertising. ODS Business Members are entitled to request the ODS mailing list once per year (small fee may apply) and to one-per-quarter broadcast messages. One person is to be designated as the primary member who will receive ODS and USDF membership numbers. Business Membership is an annual membership, expiring on October 31st. The primary voting member has voting rights. ODS Patron Members: Patron members are Junior/Young Rider or Adult members who are contributing members, paying above the normal annual membership dues. Based on IRS guidelines, a portion of Patron Membership may be taken as a tax deduction. Patron Chapter I page 2

9 Chapter I. Rev D4.1 1/16/16 membership is an annual membership, expiring on October 31st. ODS Patron Members have voting rights. ODS Adult Members: Adult members are those members who are at least 21 years of age as of December 1st of the current membership year. Adult membership is an annual membership, expiring on October 31st. ODS Adult Members have voting rights. ODS Junior/Young Rider Members: Junior/Young Rider members are those members who have not reached their 21st birthday as of December 1st of the current membership year. Junior membership is an annual membership, expiring on October 31st. ODS Junior/Young Rider members over the age of 18 have voting rights. ODS Additional Supporting Family Members: Additional supporting family members are Junior/Young Rider or Adult members who may join ODS at a discount if there is a primary member in good standing within the same household. The household primary member may be a Business member, Patron, Adult or another Junior member. Additional supporting family membership members are excluded from receiving ODS publications. Additional supporting family members will not receive membership upgrade discounts (i.e. ODS: upgrade to Patron or Business) or USDF publications. Additional supporting family members are not eligible to vote nor to participate in ODS awards programs. Additional Family membership is an annual membership, expiring on October 31st. Classes of membership with voting rights shall be entitled to vote in the selection of the Board of Directors and to vote on any motion before a General Membership Meeting. Members shall be entitled to attend Board Meetings and to participate in activities of the organization. Members in good standing may make nomination recommendations to the Board of Directors for individuals deserving of honorary memberships. Current annual fees for membership classes are maintained on the ODS website ( Section V. ODS Organization A. Regions and Chapters ODS is organized into Regions and Chapters to provide opportunities for local promotion of educational activities and competitions locally as well as statewide activities. The North Region: Columbia County Dressage (CCD) serves, Columbia County in the NW section of Oregon including St Helens, Scappoose and Rainer Chehalem Mountain Chapter (CMC) serves Tigard, Sherwood, Newberg & Yamhill County, OR Fort Vancouver Chapter (FVC) serves the Vancouver, Battle Ground area of WA North Willamette Valley Chapter (NWV), serves the North Willamette Valley of Oregon Pacific Crest Trail Chapter (PCT) serves Washington County, OR Lower Puget Sound Chapter (LPS) serves the Gig Harbor, Port Orchard and the Lower Puget Sound region in Washington The Central Region: Mid Valley Chapter (MVC) serves the Salem, Albany, Corvallis area of OR Twin Rivers Chapter (TRC) serves Eugene, OR Chapter I page 3

10 Chapter I. Rev D4.1 1/16/16 South Region: Cascade Chapter (CC), serves Klamath Falls, OR & Tulelake, CA Colliding Rivers Chapter (CRC) serves Roseburg, OR State of Jefferson Chapter (SJC) serves Ashland, Medford, Grants Pass area of Southern OR Umpqua Valley Chapter Dressage & CT (UVC), serves Roseburg, Douglas County area of OR East Region: Central Oregon Chapter (COC), serves Bend, OR North East Oregon Chapter (NEO), serves the North Eastern area of OR Eagle Cap Chapter, Serves Wallowa County B. Board of Directors The affairs of ODS are managed by a Board of Directors consisting of six Directors elected at large and one Representative from each of the four ODS Regions. The Board may appoint a Secretary or Treasurer to serve on the Board if the elected Board does not have a willing member with appropriate skills to perform those duties. A number of standing committees and ad hoc committees are established to carry out many of the functions of the organization. The committees are further described later in this Chapter. C. ODS Office Management Day-to-day operations of ODS are carried out by the ODS Office Manager. The ODS Office provides the following services: 1. Membership services Membership applications Membership cards Mailing and address updates Bulk Mailings Maintenance of database 2. ODS Insurance (See details of ODS Insurance in Chapter V.) 3. Communications Telephone messages Website management 4. Show Services Approvals Award fee collection Results and records 5. Publications Roster Test Booklet ODS Handbook Omnibus coordination 6. Records Maintains permanent records of ODS Corporate Records. Records consist of minutes of all meetings of its members and Board of Directors; a record of all corporate action taken by the Chapter I page 4

11 Chapter I. Rev D4.1 1/16/16 members of directors without a meeting; a record of all actions taken by committees which operate on behalf of the Board of Directors; a record of members with addresses; articles of the incorporation; current bylaws; a list of names and addresses of current officers; at least the last three annual financial statements including a balance sheet and statement of operations prepared on the basis of accepted accounting principles; other documents and records as prescribed by the Board of Directors. Materials Available Through ODS Office: ODS Regional Omnibus - (Inquire ODS Office for costs) ODS Test Booklet - (Inquire ODS Office for costs) ODS Roster - (Inquire ODS Office for costs) Insurance - see forms and fees in Chapter V. Show approval - see forms and fees in Chapter IV. ODS Handbook - to Board Members, Chapter Presidents and on request Miscellaneous - Information, membership forms, advertising rates, ODS brochures - no charge D. ODS Contacts Most information about the Oregon Dressage Society can be found on the ODS website ( or contact: ODS Office Corinne Stonier office@oregondressage.com office phone: mobile: or Any member of the Board of Directors. A current listing of board members is provided on the ODS website. For information about the following subjects, please contact the program coordinator. A current listing of coordinators is maintained on the ODS website. Awards ODS League Show Awards ODS Licensed Show Awards ODS Dressage Sport Horse Awards Special Awards Education Flying changes Editor (contains ODS news) ODS Competitions ODS lending Library of videos and DVD s Youth Programs Section VI. Description of Positions A. ODS Officers and Board Positions The duties of all Officers and Board members include, but not limited to: Attend all meetings of the Board of Directors Chapter I page 5

12 Chapter I. Rev D4.1 1/16/16 Provide general leadership Become familiar with, and bring ODS Policies and Procedures Manual to all meetings of the Board Communicate with Board members between meetings as required. Represent views of constituents Obtains working knowledge of the basics of parliamentary procedures so that board meetings are conducted efficiently Regular communications with the ODS Office regarding issues, projects, etc. B. ODS President: Must be a Director at Large Is a member of Executive Committee Presides and maintains order at Board Meetings Must be aware of the needs and problems of the membership Encourages the Board to act as a cohesive, cooperative body. Acts as a representative of ODS Treats the office as one of service and not opportunity for personal gain Appoints all committee chairs and serve as ex-officio members of all committees Assists committee chairs with on going projects and provide new ideas for ODS programs Acts as liaison between committees to ensure cooperative effort and prevent duplication. Helps ODS to promote USDF programs Supervises and maintains regular communication with Office Manager. Performs annual reviews and maintains the Office Manager Personnel Files. Works with the Office Manager in making and carrying out routine decisions. Acquires a working knowledge of parliamentary law and procedure and a thorough understanding of the constitution, bylaws and standing rules of ODS. Sets the agenda, date and location for Board meetings. If an officer is unable to complete his term, the president will appoint a qualified person to fulfill his duties until the next Board Meeting. Actively recruits volunteers for all ODS state positions C. ODS President-Elect: Must be a Director at Large Is a member of Executive Committee Serves, as would the President in the absence of the President. All duties and responsibilities of the President shall devolve on the President Elect should the President become indisposed or unable to attend to his duties and responsibilities. Serves as the head of the Ad Hoc Grievance Committee. Serves as the Education Chair D. ODS Secretary: May be a Director at Large (preferred) or special appointment if existing Board lacks skills. Member of Executive Committee Takes the minutes during Board meetings and executive committee meetings Is responsible for the attendance records of all meetings. Chapter I page 6

13 Chapter I. Rev D4.1 1/16/16 Takes and maintains records of any roll call votes. Prepares the minutes for distribution by the Office within three weeks after a meeting Forwards minutes and all other ODS required records to the ODS Office for maintenance as official records Attends to all correspondence of the Society, and reads aloud such correspondence during meetings as requested by the President. E. ODS Treasurer: Should be a Director at Large or may be special appointee if current Board lacks necessary skills. Is a member of Executive Committee Responsible for the maintenance of complete records of all business transactions of the Society. Such responsibility may be the oversight of such activity by another person. Submits reports of the financial status of the Society on a monthly or quarterly basis, or as otherwise required by the board. Such reports not to include activities outside the core function of the Society, such as those of chapters. Overall responsible for the tax filings and payroll reporting of the Society, which shall include: o Responsible for the preparation of state and federal payroll report forms as required. Such responsibility may be in association with and oversight of a thirdparty payroll service. o Responsible for the preparation and submission of state and federal income tax returns or is liaison with accountant retained to perform this function o Responsible for the oversight of collection and reporting of 1099 forms required to be filed by the Society Publishes complete financial report of the Society at the end of each fiscal year, which shall be published to the membership. Responsible for preparing the yearly budget in association with the Financial Committee in accordance with the guidelines in the Policies and Procedures Manual Responsible for the work of the assistant treasurer Provides advice and information to the board as required on fiscal matters. F. ODS Assistant Treasurer Requests from each Chapter Treasurer the information needed for the Chapter yearly fiscal year end reports Correlates the Chapter financial reports and submits the working papers to the ODS Treasurer on a timely basis after the close of the fiscal year. Renders assistance to Chapter Treasurers as needed to help them understand the financial requirements of ODS. The Assistant Treasurer will ideally have an accountancy or bookkeeping background and be able to assist the Treasurer, the office staff and chapters with accounting and bookkeeping matters. G. Director At Large: Chapter I page 7

14 Chapter I. Rev D4.1 1/16/16 Serves a 3 year term Is sensitive to the thoughts and wishes of the Society membership and represents the interest of all ODS members at Board Meetings Attends ODS Board Meetings and votes on issues presented Discusses issues with ODS members and reports to the Board or the appropriate committee May be asked to serve on ODS committees Assists with communication between Office and membership H. Regional Representative: Each of the four Regions of ODS (Central, East, North and South) will provide one Regional Representative to serve on the Board. Serves a one year term Discusses issues with ODS members and Chapters in their Region and reports back to the Board or the appropriate committee Attends ODS Board Meetings and votes on issues presented May be asked to serve on ODS committees Assists with communication between Office and membership I. Past President: The Past President will be a non-voting member of the Executive Board for one year following his/her term of office Section VII. Description of ODS Committees A. Executive Committee: Is comprised of President, President Elect, Secretary, Treasurer and Past President. Has the authority to grant approval to horse shows, hire and discharge personnel, and consider and grant emergency fund requests. Authorizes temporary hires not to exceed 20 hours to assist Office Manager Enter into contracts for products or services B. Standing Committees Unless otherwise specifically noted, all ODS Committees are advisory to the Board and do not exercise the Authority of the Board. Committees may establish sub-committees for specific tasks. 1. The Adult Programs Committee is responsible for recommending, planning and implementing programs(including competitions and educational opportunities) aimed at fulfilling the needs of adults, such as the USDF "L" Education Program, the USDF Instructor/Trainer Program, USDF Adult Clinics, other educational clinics and events, the ODS Adult Team Show and Adult Amateur Camps Adult Programs Mission Statement The Adult Programs Committee will support the stated mission and goals of the Oregon Dressage Society specific to meeting the needs of adults through providing programs and competitions. a. Committee Chair appointment will be a 1 year term made by the ODS President annually in the fall. It is preferred that the committee chair not be an ODS Director so that the scope of duties can be fulfilled without schedule conflicts. Chapter I page 8

15 Chapter I. Rev D4.1 1/16/16 b. Composition: The Committee will consist of the Committee Chair plus at least three at-large committee members and at least one ODS Board Member; ex-officio ODS President, ODS Education Chair, ODS Competition Committee Chair; plus ODS staff liaison. Committee member appointments are made annually by the Committee Chair. i. It is preferred that committee member appointments occur in the fall and carry a one year commitment. Committee members may be recruited throughout the year however it is the Committee Chair s responsibility to notify the ODS Office of the roster of committee members. ii. Diversity should be encouraged; effort should be made to recruit: 1. both amateurs and professionals 2. committee members from different ODS regions 3. at least one person expert in how shows are run (manager/secretary or TD) 4. one person with knowledge of educational opportunities 5. one person with strong marketing skills 2. Awards Committee Awards Committee Mission Statement ODS promotes and encourages a high standard of accomplishment in dressage. As part of its mission, ODS offers a variety of award programs to recognize achievements in and contributions to the Dressage Community. As part of its mission, ODS offers a variety of award programs to recognize mission of the Awards Committee to make recommendations to the ODS Board of Directors for the development and implementation of award programs to encourage all members of the Dressage Community to strive for excellence and to provide a public venue for recognizing those awards. The primary purpose of the Committee is to establish awards to recognize individuals and horses in the following areas: To recognize the contributions to the dressage community through awards for volunteerism, teaching, and support; To recognize horses and riders for notable performance, based on the quality of a horse s performance as demonstrated by earning consistently good scores with a given rider during the competition year, regardless of individual class placements; To recognize horse and rider quality over the course of time, independent of test scores, through special awards for achievement; To recognize achievements in dressage sport horse breeding (DSHB); The Awards Committee organizes the annual Awards Banquet to recognize those who have achieved those special awards. The Awards Committee has oversight and responsibilities for League Show Awards Recognized Show Awards Chapter I page 9

16 Chapter I. Rev D4.1 1/16/16 Special Awards Sport Horse Awards Awards Banquet 3. Finance Committee has the responsibility for Budgeting Financial Forecasting Financial Strategic Plans Fund Raising 4. ODS Owned Competitions Committee has responsibility for planning and oversight of: Dressage for the Ages show ODS League Championship Show Benefit show Junior/Young Rider Team Show Open September Show ODS Championship Show Sport Horse/Breeders Show The Committee is responsible for establishing and maintaining ODS rules and procedures for ODS approved shows. 5. Sport Horse Committee has the responsibility for planning and oversight of Dressage Sport Horse Breeding programs. 6. Youth Programs Committee has the responsibility for Managing the High School and College Program Managing the Jr/Yr Program Managing the outreach to other organization s youth programs such as 4-H and Pony club 7. Nominating Committee has the responsibility for identifying candidates for election as Directors at Large and Regional Representatives. The committee also has the responsibility to secure agreement from nominees to be included on the election ballot C. Ad Hoc Committees Grievance Committee Scholarship CommitteePublications Committee Others as needed on a temporary basis SECTION VIII. ODS Volunteer Positions and Job Descriptions A. ODS Assistant Treasurer: Requests from each chapter treasurer the information needed for their yearly fiscal year end reports. Correlates the chapter financial reports and submits the working papers to the treasurer on a timely basis after the close of the fiscal year Correlates the information required for proper submission of the 1099 forms for the Treasurer. Chapter I page 10

17 Chapter I. Rev D4.1 1/16/16 Renders assistance to Chapter Treasurers as needed to help them understand the financial requirements of the Society. Examples of the correspondence the assistant treasurer sends out are available in Chapter X. B. ODS Awards Banquet Chairperson: Organizes, arranges, and hosts the ODS Awards Banquet Recruit key volunteers o Silent Auction coordinator (see duties below) o Assistant or Host/Hostess Maintains communication with ODS Office. Financial o Get quotes and contract facility after ODS Board approval o Determine Price of ticket and make recommendations to ODS Board for approval o Prepares a budget and submits it to the Board for approval o Collect funds and transfer to the ODS office/treasurer Table decorations and obtain table goodies Develop Banquet program Prepares dinner information, cost of tickets etc, and distributes the information in a timely manner. Conduct Advertising/marketing campaign Determine how reservations are to be made (via form, , web, and/or phone) and how tickets are to be distributed (mailed or will call). Organize the day of the Banquet such as the logistics for setting up, decorating tables, etc. The Banquet Facility should be able to provide assistance. Act as the liaison between ODS and the banquet facility and be the point of contact for ODS members/ods board. Communicate with the ODS Office and the ODS Treasurer for needs. Sends a written thank you to the facility management and staff no more than seven days after the banquet. Provides updates for ODS website. C. ODS Silent Auction Chairperson: Coordinates acquisition and donations of auction items. Provides silent auction bid sheets. Sends thank you notes and tax donation receipts to all donors. Provides updates for ODS website. D. ODS High School Team Coordinator: Distributes High School Flyers, Team applications Reports at the state ODS Board Meetings on progress, changes or problems at this level. Makes available ODS resources of judges, funds, or instructors, for High School programs. Advises youth on rules and regulations of team competition. Provides updates for ODS website. E. ODS Librarian: Maintains the society s library of videos, and books. Chapter I page 11

18 Chapter I. Rev D4.1 1/16/16 Recommends purchases to the Board and purchases additional materials with the approval of the ODS Board. Maintains a record of materials loaned, and in doing so, safeguards all deposits. Notifies the ODS Office in November of any additions or changes to the catalog of materials so they may be printed in the Roster. Provides updates for ODS website. F. ODS Historian: Maintains a scrapbook of memorabilia of the Society. Collects championship results, newsletters, horse show programs and prize lists, board minutes, & publications. Collect pictures and presents a scrapbook at the annual Awards Banquet. Reports to Board of Directors as necessary. May be contact for Board of Directors for needed historical information and/or data. Provides updates for ODS Website. G. ODS 4-H Liaison: Works with both USDF and the state 4-H program to improve dressage instruction at the junior/young rider level. Reports at the state ODS Board Meetings on progress, changes or problems at this level. Makes available ODS resources of judges, funds, or instructors, for 4-H programs. Provides updates for ODS Website. H. ODS Education Chair The ODS Education Chair should foster continuing education through out the state. The President-Elect serves as the Education Chair. Coordinates and oversees ODS sponsored educational activities such as those conducted by the Youth Committee and Adult Committees Be a contact person for the chapters throughout the state. Assist chapters with ideas for educational programs. Assist chapters in finding additional funding that might be needed. Assist in the Show Biz program in any way that is needed. Assist in building the ODS Video Library, by looking for DVD s that would be beneficial to the membership of ODS. Assist with the educational portion of the USDF Reg. 6 Mini Convention. SECTION IX. ODS Paid Staff Positions A. ODS Manager/Director ODS hires a person to act as the manager of day to day of ODS activities. The duties, responsibilities and pay structure of the ODS Manager are determined by the Board of Directors and maintained in personnel files. Depending upon the duties assigned, the ODS Manager may be titled the Office Manager, Administrative Director, Executive Director or similar title. The ODS President, or designee, is the supervisor of the ODS Manager/Director. B. Temporary Hires ODS may hire a temporary employee from time to time to assist in the performance of specific tasks, primarily to assist the Office Manager. Positions are typically limited to 10 hrs a week. Temporary employees: Chapter I page 12

19 Chapter I. Rev D4.1 1/16/16 Assist in the ODS Office as needed and are supervised by the Office Manger Are paid by the hour, rate to be determined by the executive committee and are not eligible for overtime Do not have additional benefits Are considered employment at will which means the Office Manger and ODS reserve the right to fire the secretary without having to have or prove a reason for the termination. Will sign a W-4 and I-9 when hired Hours worked will be recorded daily by the Office Manger and checked by the employee Record of hours worked will be submitted to the ODS Treasurer at the end of each month. A paycheck will be sent to all employees within a week. C. Other ODS Paid Positions ODS hires Contract Personnel to conduct particular duties. Contractors do not have taxes withheld and ODS must obtain a W-9 for all paid contractors 1. ODS Championship Show Manager: With approval of show committee chooses judge/judges and TD and obtains signed contract for each. Is responsible for paying any approved contractors for show, such as sponsorship coordinator or volunteer coordinator. But must obtain completed W-9 form from contractors before payment is made Is responsible for supervising hospitality committee who will take care of, feed and transport judges and TD Purchases all awards and ribbons and bring to show Recruits and supervises all workers. Workers will have written lists of duties Checks out grounds and sets up competition arena, warm up area, lunging area, USEF drug testing area. Supervise preparing of arena footing. Obtains arenas, letters and decorations for the judges stand Supervises arena setup and take down and returns equipment Makes sure public address system and walkie-talkies are in working order Works within budget of show committee. Obtain their approval if need to go over budgeted amount. Obtains a show photographer. Makes sure concessions are available. Supervises parking, stabling, and camping areas. Makes sure a first aid person and ambulance are on grounds during show Makes sure Veterinarian and farrier are either on the grounds or readily available as required by USEF rules. Makes sure badges should be available for all officials. Is on the grounds 2 hours before show starts and should be available at all time show is running. Works closely with secretary and show committee. Prepares a financial statement for presentation to the show committee and ODS Board of Directors. Maintains communication with ODS Board of Directors and ODS Office. Chapter I page 13

20 Chapter I. Rev D4.1 1/16/16 ODS Championship Show Secretary: Prepares prize list for Omnibus by required due dates Obtains recognition and approval from USEF, USDF, ODS Pays fees for insurance Orders all tests and obtains numbers Handles all entries and prepares and distributes riding times Prepares show program and sends to printers Obtains necessary office equipment and brings to show grounds Sets up show office on grounds and supervises workers Is on grounds 2 hours before the show starts and is available at all times show is running Prepares a packet for each competitor. Before the competitor can pick up his number unpaid fees and signatures must be obtained. Prepares tests and sees they get to judges table on time Keeps manager informed on all details. Calculates results, places them on report forms and posts them for competitor Sends results to USEF, USDF, ODS and Flying Changes within 10 days Sends drug fees and nonmember fees to USEF Omnibus Editor Produces the annual Omnibus for ODS. The Omnibus shall include all shows in this area that pay the required fee and submit required information within specified deadlines. The Omnibus shall also include show regulations, entry forms and advertisements. Works with the ODS Office to create forms that will provide all needed information, yet are clear and easily completed by show managers. Provides Proofs to show listing and advertisers in a timely manner. Finalizes document in sufficient time to permit mailing to ODS members by January 15 of each year. Revision History 1. Revision A release for publication 10/10/10 2. Revision B. Remove Wildwood Chapter from South Region. Disbanded Dec 2010 Removed Lower Columbia Chapter. Disbanded January 2011 Added Eagle Cap chapter Added responsibility of Education Committee for Connie Keith camp applications Deleted grants and scholarships from Awards Committee Ad Hoc Committees. Added others as needed Changes approved by Board at Feb 6, 2011 meeting 3. Revision C. Added Awards Committee Mission Statement. Approved by board 8/27/11 Deleted Appendix 1. USDF Education Coordinator responsibilities. Info contained in USDF documents. Included Sport Horse Committee. Added Lower Puget Sound chapter, deleted Calapooia chapter 4. Rev c1 Revised format. Corrected error in Awards Committee mission statement. 3/28/12 5. Revision C final for publication 4/28/11 6. Revision C1. Corrected format errors 8/29/12 7. Revision D. dft2 Incorporates the Adult Programs Committee as a replacement for the Education Committee as approved at the 8/'18/12 ODS Board meeting. Moves Cascade Chapter from East Region to South Region as approved at the 8/18/12 Board meeting. Moved responsibility for Adult Team Show from ODS Owned Show committee to Adult Programs Committee. Revised responsibilities for Education Chair be compatible with Adult Programs Committee. Inserted language that President-Elect serves as Education Chair. Reformat adding Sections VII to IX. Add South Coast Chapter to South Region. Revisions accepted by Board teleconference 1/23/13 Chapter I page 14

21 Chapter I. Rev D4.1 1/16/16 8. Revision D1 draft 1 amended Section VII. B. to move nominating committee from Ad Hoc to Standing Committee in accordance with motion passed at 3/20/13 Board telemeeting. Corrected paragraph numbering by making Ad Hoc Committees Section VII. C. 9. Revision D1. Board approved telemeeting 4/10/10. Saved as Rev. D1 Final 10. Revision D2. Editorial change to Section VI.A. bullet point 3. Change Handbook to Policy and Procedures Manual. 9/1/ Revision D3. Amended job description of Treasurer and added Assistant Treasurer as recommended by the Finance Committee and approved by ODS Board Oct 9 telemeeting 12. Rev D4. Replace Vice President with President Elect. Delete collection of Proxies from Sec job description. Board approval not required. 1/14/ Rev D4.1 Amended to delete South Coast Chapter from Section V. South Region 1/16/ Revise Section VIB. To clarify the President performs annual performance reviews of the Office Manager and maintains the p[personnel file. Per discussion at the Executive Board meeting Feb Chapter I page 15

22 Chapter II. Rev E1 8/17/15 Chapter II By-Laws and Procedures Section I. Bylaws of the Oregon Dressage Society The Bylaws of the Oregon Dressage Society, Inc. are published separately. In cases of conflict with statements contained within this Manual the Bylaws shall prevail. Section II. Office Management Procedures The Office Manager shall prepare written procedures for major activities of the Office to allow a volunteer to conduct those activities in the absence of the Office Manager. Section III. Hiring Procedures A. Hiring Procedures for Employees ODS Executive Committee is authorized to hire employees, and independent contractors as needed. ODS is committed to affirmative action to the maximum extent permitted by law. The employees shall include the ODS Office Manager and temporary employees to assist the ODS Office Manager as necessary. The details of the ODS Office Manager contract is to be determined by the ODS Executive Committee. (NOTE: The term Office Manager is a generic term used throughout this manual to denote a professional manager of day to day ODS operations. The exact title of the position may vary depending upon the duties expected and pay scale.) An announcement shall be placed in Flying Changes that applications will be considered by the Committee for the position of ODS Office Manager. This announcement shall run from December till April. Temporary employee positions are anticipated to be short-term assignments and therefore may or may not be advertised in the local newspaper. The ODS President is authorized to hire a temporary employee for a period not to exceed 20 hours. The Board of Directors shall approve a job description for the Office Manager. The Office Manager position is a part time position involving approximately 1000 or more hours a year depending on the work assigned by the Executive Committee. It is expected that the workload in the fall/winter will be higher than the rest of the year. A job description for the Office Manager is maintained in the personnel files. An example of possible duties is included in attachment XX. Pay for the Office Manager will be specified by the Executive Committee as an annual salary and shall be paid out in equal monthly installments by the ODS Treasurer. A record will be kept each day of the hours worked and the tasks performed by the Office Manager. Time sheets shall reflect the major categories of duties outlined in the job description. Time sheets shall be submitted monthly to the ODS President for review. The Executive Committee provides supervisory oversight for this position. The ODS President is the primary liaison between and Executive Committee and the Office Manager, provides day-today operational direction and supervision and conducts annual performance reviews. Chapter II page 1

23 Chapter III. Rev B3.1 1/8/17 If the Executive Committee decides to terminate the Office Manager two weeks notice must be given. If there is a grievance, it shall go through the ODS Grievance committee and be settled by the next Board meeting Temporary employees will not be authorized or permitted to work overtime. The temp will be paid by the hour at a rate to be determined by the Executive Committee. The Office manager will interview and hire the temporary employee with the approval of the Executive Committee with the exception that a temporary hire for a total of up to 20 hours may be approved by the ODS President. The temporary hire will be given a letter of hire and a job description. Included in this letter will be the statement that the position will be "employment at will" which means the Office Manager and ODS reserve the right to discharge the employee without having to have or prove a reason for the termination. All employees must sign W-4 and I-9 when hired. The record of hours worked by all employees will be submitted to the ODS President at the end of each month for payment authorization. The Treasurer shall issue a paycheck within one week of authorization. The only authority to amend the policies or to make any promise about employment that are not contained within the policies rests with the Executive Committee. B. Hiring Procedures Involving Contracts The Executive Committee shall be responsible for evaluating applicants for the positions of Office Manager, Omnibus Editor, Championship Show Manger and Championship Show Secretary making their recommendations to the Board. If ODS is unable to find qualified volunteers the following positions are one year independent contractor positions: The Omnibus Editor position that expires in May, The Championship Show Manger which expires in November, and The Championship Show Secretary position which expires in November. Note the same person may hold the Championship Show Manager and Championship Show Secretary contracts. The position of Omnibus Editor may be included in the duties of the Office Manager at the discretion of the Board of Directors. The ODS Secretary shall be responsible for placing a public notice at least 1 month in advance, 6 months for Office Manager, of these position openings. Descriptions of these positions may be obtained from the ODS Secretary. Applications and resumes shall be submitted to the ODS Secretary at least two weeks before a contract is due to expire. In addition to the above positions, contracts will be awarded to any other paid positions; such as judge, clinician, or Technical Director (TD) when ODS or any of its chapters hires an independent contractor. Sample contracts for judge, clinician & TD will be included in the ODS Handbook. Show Managers shall have the authority to sign contracts for judges, clinicians, TD, facilities or similar persons for specific activities. To prevent personal liability, all contracts should be signed "as an agent for ODS (or chapter name if applicable), by (your name), (your title)." Chapter II page 2

24 Chapter III. Rev B3.1 1/8/17 Section IV. Membership Meetings Procedure A. General Membership meeting - A meeting for General Membership shall be held annually, generally on the first Saturday of November at 10:00 AM. The meeting may be held at another date and time established by the Board of Directors for the purpose of combining with other events to minimize travel. B. Special Membership Meetings - Special meetings of the members shall be held at the call of the Board of Directors, or by the call of the members of at least five percent of ODS members in good standing by a demand signed, dated, and delivered to the ODS Secretary. Such demand by the members shall describe the purpose for the meeting. C. Notice of Membership Meetings - Notice of all membership meetings shall be given to each ODS member at the last address of record, by first class mail at least 7 days before the meeting, or by means other than first class mail at least 30 but not more than 60 days before the meeting. The notice shall include the date, time, place, and purposed of the meeting. Section V. Board of Directors Procedures A. Terms of Office Terms of Office for the Board of Directors shall commence and end at the conclusion of the Fall Board Meeting. In the event the Fall Board meeting precedes the annual General Membership meeting, the term of office will commence at the conclusion of the General Membership meeting. B. Parliamentary Procedure at State Board Meetings Unless the board votes to do otherwise, the Board meetings will be conducted under a slightly relaxed version of Robert's Rules of Order. For examples: The Chair recognizes speakers informally and they are not required to stand. An ODS member not on the Board may make a motion, but it must be seconded by a Director before it will be open for discussion. Correct working for all motions is appreciated but not required. A copy of The a-b-c's of Parliamentary Procedure is included in this Manual for reference. It is expected that Directors will bring the Handbook to meeting to refer to the enclosed materials and to make suggestions for improvement. C. Regular Board of Director Meetings Regular Board meetings will be held the in conjunction with the General Membership meeting in the fall and Quarterly (typically in January, April, and August) thereafter. Meetings are usually held on a Saturday. Additional meetings may be scheduled if necessary. There will be at least 14 days notice of a Regular or Special Board meeting. The Agenda for the meeting will be established by the ODS President. The President may request reports from Committees or project owners. Otherwise only committees or individuals who plan to request Board action will be placed on the agenda. Reports by an individual or committee must be submitted in writing. The Agenda and committee reports will be distributed to all Directors-at-Large, Regional Representatives and others designated by the Board at least two weeks before the Board meeting. Reports to be distributed with the agenda will need to be submitted to the ODS Office three weeks before the meeting. If submitted later, the report will be copied and distributed at the meeting. Chapter II page 3

25 Chapter III. Rev B3.1 1/8/17 The President shall preside at meetings of the Board of Directors. As a guideline discussion on issues will be limited to minutes, otherwise the issue will be sent back to committee. Meeting minutes shall be distributed to Directors, Regional Representatives and other attendees within three weeks of the Board meeting. The presiding ODS President sets the agenda and conducts the November Board Meeting. The new officers of the coming year will be elected and installed at the conclusion of the meeting. D. Emergency Board of Director Meetings If an emergency Board Meeting is necessary, the Directors shall be notified by phone or of the time and place of the emergency meeting. E. Special Board of Director Meetings Special meetings of the Board of Directors shall be held at the time and place to be determined by the Board of Directors. Notice of such meetings, describing the date, time, place, and purpose of the meeting, shall be delivered to each Director personally, by telephone, by mail, or by not less than fourteen (14) days prior to the meeting. F. Removal from the Board If a Regional Representative misses three (3) successive Board Meetings or if a Director-at-Large does not attend at least one full Board Meeting each year, the Director may be removed from the Board by a majority of the Directors in office at the time of the removal. G. Removal from Office A Director may be removed from office with or without cause by a majority vote of the Directors in office at the time of removal. This Director shall have at least 15 days written notice by first class or certified mail of the termination and the reason for the termination, and an opportunity for the members to be heard by the Board, orally or in writing, not less than five days before the effective date of the termination. The decision of the Board shall be final and shall not be re-viewable by any court. Section VI. Election Procedures A. General Procedures 1. Form of Votes - Voting for Directors at Large and Regional Representatives shall be by mail or by electronic means. If the voting is to be done through use of electronic means, members may request a paper ballot from the ODS Office Manager. 2. Definitions - For the purposes of ODS Elections Procedures, the following definitions shall apply: a. Mail/mailing/distribute shall mean any form of distribution, physical or electronic. b. Ballot shall mean a physical or electronic form c. Cast a ballot is cast when it is received by ODS in either a physical or an electronic form. 3. Majority Vote - A simple majority of the ballots cast will rule in election of Directors-at- Large, Regional Representatives and ODS Officers. 4. Tie Votes -Tie votes for Directors at Large and Regional Representatives shall be broken by a majority vote of the Board of Directors 5. Results - Those nominated for Director at Large and Regional Representatives positions shall receive notice of the results at least one week prior to the Annual Board Meeting. The results will be announced to the General Membership at the Annual Membership Meeting. B. Election of Directors at Large and Regional Representatives Chapter II page 4

26 Chapter III. Rev B3.1 1/8/17 1. Ballots for Director at Large The Office Manager shall prepare a ballot with the names of the candidates and their biographies and distribute it to all ODS members in good standing no less than twenty-five (25) days prior to the last date on which the ballots must be cast. 2. Election of Regional Representatives The Office Manager shall prepare ballots and distribute ballots to ODS members in good standing within the region of each nominee along with the ballot for Director at Large. 3. Counting of Ballots Electronic ballots shall be counted electronically and results reported to the Office Manager. Completed paper ballots are to be returned to the ODS Office by mail. Ballots shall remain sealed. Any ballot cast after the designated date shall be discarded. All defaced ballots shall be voided. Defaced ballots are those that are partially destroyed, illegible or otherwise unclear. All envelopes containing ballots shall have the member s name on the outside of the envelope. The Office Manager will solicit two (2) ODS members in good standing to assist with the counting of paper ballots. After the closing date of the election, the Office Manager and the two assistants shall, in the presence of each other, open and count the ballots. The ballots shall be sealed in an envelope after the counting. The outside of the envelope shall carry the date and official result of the election, as well as the signatures of those counting the ballots. The envelope shall be retained as an ODS record. C. Election of ODS Officers 1. Officers will be elected by a majority vote of Directors and Regional Representatives at the General Membership meeting. Except as noted in paragraph b), election for ODS Officers shall be by voice vote. 2. Any Board Member of Regional Representative may request a vote by secret ballot. If requested, the Office Manager shall collect the votes and along with two Regional Representatives appointed by the President shall count the votes and announce the results. 3. ODS Officer terms shall commence and end at the conclusion of the Fall Board of Directors meeting. In the even the Fall Board meeting precedes the annual General Membership meeting, the term will commence with at the conclusion of the General Membership meeting. Section VII. Budget and Finance A. General Principles 1. The ODS Board affirms that the ODS General Fund should be the over-arching parent account under which all program and show accounts fall. This provision does not address chapter accounts, only ODS central office funds and ODS-wide show and program accounts. Under the General Fund, subaccounts would be created for each show, program and event (i.e. ODS Championship Show, Youth Program, High School, etc. would each be a subaccount of the ODS General Fund). Specific purpose accounts, such as the Linda Acheson Education Fund and scholarship accounts, will be separate accounts. Chapter II page 5

27 Chapter III. Rev B3.1 1/8/17 2. All bank accounts associated with ODS, including Chapter accounts shall be registered in the name of The Oregon Dressage Society, Inc. The second line of the account name may be the Chapter name or special purpose account name. It is recommended that discussions be held with the bank to get them to accept checks made out to abbreviations of name for both the first and second line account holder name. 3. Organizers of ODS recurring events (such as shows and annual events) shall submit budgets to the Board, with expense and income categories that are consistent with the account codes used for ODS General Fund tracking and reporting. At the conclusion of such events, organizers will submit a report to the Treasurer. If a surplus of funds exists as a result of the event, the Executive Committee shall determine, whether and what amount, if any, shall be transferred into the ODS General Fund to make other ODS programs possible. The postevent reporting requirement is intended to improve the transparency of ODS finances. Sample templates for event budgeting can be obtained from the ODS Office Manager. B. Annual budget 1. The Finance committee consists or the ODS Treasurer, Office Manager, President-Elect and at least one other person selected by the Board of Directors. The Finance Committee will develop a comprehensive annual budget every year and present it to the executive committee before the end of the financial year. Program managers will play an active role in the development of budgets for programs under their direction. 2. The Executive Committee shall strive to create a transparent budgeting process that: Includes a broad array of contributors, including program planners, who are and will be responsible for carrying out the annual budget and activities Is structured with specific steps, timelines and deadlines for program budget proposals that are understandable to ODS members Conveys year-by-year comparisons of ODS annual budgets The results of which will be published on the ODS web site to increase transparency 3. The executive committee will study all aspects of the annual budget and will formally present the budget to the Board for approval at the November Board Meeting. Included in the budget will be a capital budget and multi-year plans for major maintenance and replacement of equipment. C. Requesting funds 1. A budget for any event or activity that will benefit, impact or use ODS funds needs to be submitted to the Board of Directors for approval. 2. An individual or group requesting funds must submit a written request to the executive committee. This request must list a specific dollar amount and exactly how the funds will be spent (in detail). If this request is for a loan, a pay back schedule will be submitted. A report on this funded activity will be made at each succeeding Board Meeting until it is paid back or the Board agrees to absorb the loss. 3. Any project or proposed spending impacting the Society's finances by $1000 or more (e.g. either Revenues or Expenses or $1000 or more, not a net impact of $1000) requires a submitted budget to the financial committee and approval by the executive committee. 4. The request should include a stated purpose for the use or provision of funds, the budgets (formats and templates are available from the ODS Office or the ODS Treasurer), and the expected results of the project, activity, or spending. This information should be provided to the financial committee at least 30 days prior to the proposed start of the activity. Annual recurring activities may be included in the annual budgeting process and are not required to submit an additional budget. Examples of activities covered by the procedure Chapter II page 6

28 Chapter III. Rev B3.1 1/8/17 are shows, clinics, seminars, fund-raisers, marketing activities, publishing activities, and contracts for outside services. 5. If financial conditions change significantly (e.g. by $500 or more) before the completion of the activity, a revised budget, highlighting the changes must be submitted to the financial committee. Within 30 days of completion of the project, the actual results should be submitted to the financial committee for presentation to the board and any funds remitted to the ODS office. D. Financial Reports 1. A financial result report for the previous financial year will be presented at the annual membership meeting in November. 2. The Treasurer shall require that end-of-year financial exporting, both from ODS central office and from chapters, adheres to consistent practices: All financial activity shall conform to a standardized set of accounting categories (or codes) across all program activities. Show and event expenses and income must be itemized according to the standardized codes of income and expenses. Track sources of income separately. An Excel spreadsheet with the appropriate standardized categories should be used for all shows and events. Totals for income, for example, could then easily be added up while preserving an accurate picture of sources of funds. Sponsorships and show income shall not be combined in one line item for reporting (netted out). Advertising and sponsorships shall be tracked separately (for distinction between advertising and sponsorship income, see guidelines presented at ODS Board Meeting April 24, 2010). Ensure clarity in reporting sums that Chapters transfer to ODS General Fund with what ODS receives after an event. Quarterly financial reports that are presented during ODS Board meetings shall be part of the minutes and available to ODS members. 3. Through the ODS Finance Committee, ODS shall annually review sound cash management practices such as, but not limited to: recurring costs such as credit card processing fees; fees on financial services and contracts; compliance on the type of bank accounts and account services that are appropriate for ODS; and that registry of bank accounts comply with IRS regulations. 4. The ODS President shall review the budget at least quarterly. E. ODS Dues 1. ODS Membership year coincides with that of USDF and USEF, November 1 to the following Aug 31. Dues shall be due and payable on or before November 1 of each year. ODS shall follow the practices of the USDF in determining applicability of dues depending upon renewal date. 2. As part of the annual budgeting exercise, the Financial Committee (consisting of the ODS Treasurer, Office Manager, President-Elect and another person selected by the Board, according to the ODS Policies and Procedures Manual Chapter II, Section II, paragraph I.6) shall review ODS membership dues levels each spring and recommend any change, taking into consideration the following: USDF affiliate dues subscription costs to Flying Changes costs of overhead operations funds from programs, shows and other events Chapter II page 7

29 Chapter III. Rev B3.1 1/8/17 3. Such analysis in the spring permits the gathering of needed financial information so that the Board could initially consider a proposal at the spring Board Meeting (pursuant to ODS Policies & Procedures Manual, Chapter II.F), vote on it at its subsequent meeting in August, at which a majority of two-thirds is required for passage, and allow for implementation at the end of the ODS fiscal year. 4. Any proposed change in dues shall be presented at any Board of Directors Meeting for vote at a subsequent Board of Directors meeting. At a subsequent Board of Directors Meeting a two-thirds (2/3) vote shall be required to effect the change in dues. Life members shall be exempt from the payment of dues. In order to be effective for the next membership year, the initial proposal must be made at the April meeting. F. Debts to ODS or its Chapters To maintain ODS membership in good standing, a member must have their annual dues paid in full and may not have any outstanding debts with ODS or its' chapters. Chapters may report unsatisfied debts to the ODS Office for action. See related policy under Chapter 3, Section XI. G. Contributions to ODS or its Chapters ODS is a 501(c)(3) nonprofit organization that accepts contributions. Donations are tax deductible to the fullest extent of the law. H. ODS Loans to Chapters Chapters may apply for grants or loans from ODS to cover unusual financial needs. Only those applications which specify in detail the proposed use of the funds shall be considered by the Board of Directors. Each application shall be evaluated on its own merits. If funds are provided to a Chapter, the president of that Chapter must file a written accounting of the funds. Fifty percent (50%) of the loan must be paid within one year. The balance is due the second year unless an extension is submitted to the Board of Directors and approved by a three-fourths (3/4) vote. I. Scholarship Awards The Financial Committee will review the finances of the educational fund and will submit its recommendation as to how much money should be made available for scholarships/grants for the fiscal year to the Board at the November meeting. Note: Youth Program scholarship funds are not included in this process because they have their own independent dedicated funding sources. The proposal must be submitted to the ODS Office three (3) weeks before a Board meeting so it will be sent out with the agenda. An emergency request for funds needed prior to the next Board meeting shall be submitted to the ODS office and that request will be decided by the Education Committee chair and the Executive Committee. J. Tax Considerations ODS is registered with the Internal Revenue Service as a 501(c)-3 Education non-profit organization and is therefore exempt from certain Federal and State taxes as long as all requirements are met. 1. Tax forms are to be filed with IRS in accordance with applicable law and time frame. ODS will retain a CPA to complete and submit required tax forms. 2. ODS Chapters are considered sub-entities of ODS and therefore reports revenues, expenses and assets through ODS. Requirements for Chapter financial reporting is detailed Chapter II page 8

30 Chapter III. Rev B3.1 1/8/17 in Section V, Chapter Information and Guidance. Chapters are bound by all financial requirements and policies of ODS. 3. The ODS Assistant Treasurer compiles annual Chapter Treasurer reports and submits the compiled report to the CPA by November 15 of each year. 4. ODS is not exempt from Federal and State tax for Unrelated Business Income. For example sale of merchandise such as T-shirts is considered Unrelated Business income and expense and therefore must be reported to IRS separately. Likewise, tax exempt status prohibits ODS from including a link to a commercial business on the ODS website. The prohibition applies to ODS Chapters and websites maintained by those chapters. 5. ODS cannot distribute funds to any private person or organization. Scholarships, grants, and similar instruments may be awarded provided the distribution follows established criteria, policy, and procedures. Documentation of awards to demonstrate compliance with those procedures is required. 6. Listing of commercial entities on ODS websites is considered to be endorsement of that entity therefore listing, with or without a link is prohibited. A commercial entity may be listed on a website if the entity is a legitimate sponsor of ODS. Section VIII. Choosing USDF Delegates A. The ODS Board shall elect representatives yearly to represent ODS s interests at the USDF National Convention. The number of representatives that will attend will be determined by the ODS Board. One or more alternates may also be appointed to fill any vacancy that may arise. The election of the representatives will take place at the May Board Meeting. Representatives should attend ODS Board meetings and be involved at the state or regional level. B. At the USDF Convention these representatives shall attend all regional meetings, assigned USDF committee meetings and the Board of Governors (BOG) meetings. ODS will provide a stipend to the representative as determined by the recommendation of the Financial Committee to the ODS Board. C. Representatives of ODS who are eligible to serve as General Member Organization (GMO) delegates to the USDF Board of Governors will have their names submitted to USDF by the ODS Executive Director by the deadline prescribed by USDF. D. The Office Manager must commit to attend the National USDF Convention each year as long as the Board feels it is necessary to fulfill job requirements. If required to attend, ODS shall reimburse the Office Manager for customary and necessary expenses. Section IX. Dispute Resolution Disputes and controversies between Chapters, the Board of Directors and Chapters, and within either the Board of Directors or within a Chapter, shall be submitted to arbitration by a three member panel consisting of disinterested Directors. Each side shall select one Director and the two Directors selected shall select a third Director. The panel shall follow the guidelines and procedures of ODS as outlines in the Procedure Manual and the guidelines of the American Arbitration Association in resolving the dispute. The decision of the panel shall be binding..- Section X. Committee Procedures A. General Committee procedures 1. All committee chairs will be appointed by the ODS President. Chapter II page 9

31 Chapter III. Rev B3.1 1/8/17 Committees exercising the duties of the Board of Directors must consist only of Directors. Otherwise any Director, Regional Representative or ODS member is eligible to be on any committee. 2. Ad hoc committees shall be formed as needed and disbanded when their goals is accomplished. Standing committees function on a continuous basis. 3. Committees should meet as often as necessary to conduct their business between Board Meetings. These committees should then present their reports or requests for action to the Board of Directors. Written outlines of proposals and reports are recommended and should be submitted to the ODS Office at least 3 weeks before the Board meetings for distribution with the agenda. 4. All committee members must be advised in a timely fashion of meetings. If unable to attend, members will be provided with meeting minutes. Committee business may also be conducted by telephone, conference call, or electronic communications. 5. Minutes must be kept for all committee activities. Committees shall submit minutes to the Office Manager for record keeping. Minutes can be brief, but there are a number of areas that must be covered. At a minimum, minutes should reflect the method of communication; date, time, and place of the meeting, if held; the notice given, if any; what members participated and whether a quorum was met; what items were submitted for a vote; and who voted for, against, or abstained. 6. The minutes should also include reference to any item that the ODS should be doing to fulfill its legal obligation to oversee the corporation; e.g., budgets and financial reports, personnel matters (hiring someone), investigation of "suspicious circumstances" that come to the Board's attention (possible evidence of fraud), and proper handling of conflict of interest situations. Minutes must be reviewed and approved by the committee. B. Committees Exercising Board Functions 1. Any committee that exercises any duty of the Board of Directors shall be composed of two or more Directors, elected by the Board of Directors by an affirmative vote of the Board members in office at that time. 2. A quorum at a Committee meeting exercising Board functions shall be a majority of all Committee members in office immediately before the meeting begins. If a quorum is present, action is taken by an affirmative vote of a majority of the members present. C. Establishment of Ad Hoc Committees 1. Any member of the Board of Directors may propose formation of an Ad Hoc Committee for a specific purpose. 2. A written proposal will be submitted to the Board that details mission or purpose of the committee timeline for completion of its task composition of the committee reporting requirements 3. Upon approval by the Board, the proposal will be finalized taking into consideration any amendments or changes required as a condition of approval. The approved document will be maintained as an ODS record and used as the committee management tool. 4. Establishment of the Ad Hoc Committee will be noted in the Policy and Procedures Manual with reference to the approval date, mission or objectives, and completion date. Chapter II page 10

32 Chapter III. Rev B3.1 1/8/17 5. The Board member proposing the Committee will be responsible for reporting progress of the committee to the Board. D. Specific Committee Procedures 1. Nominating Committee for Board of Directors a. The Nominating Committee for Board of Directors shall be appointed by the ODS President and announced at the Spring Board Meeting. b. At a minimum, the Nominating Committee shall consist of one current Director-at-Large who is not running for election, and one ODS member in good standing. c. The Nominating Committee shall solicit nominations for Director-at-Large and Regional Representatives from the membership and shall contact and nominate individuals for open Board positions. Nominations may be submitted to the Nominating Committee by any ODS member in good standing. In all cases, consent of the nominee must be obtained to be included on the election ballot. d. The nominating committee will consider geographic distribution and current involvement in selecting candidates e. The Nominating Committee shall submit the list of candidates for Directors-at-Large and Regional Representatives to the Board of Directors at a date specified by the Board with sufficient time to implement the Election process. f. Committee members shall be dismissed following completion of its duties for the fall elections. 2. Nominating Committee for ODS Officers a. At the Spring Board meeting the Board will select a committee, with regional representation a consideration, who are not running for office on the Board, to form at the nominating committee for ODS Officers. b. The Nominating Committee is responsible for contacting all current directors to determine interest in running for an ODS office. The four officer positions to be filled shall be the President, President-elect, Treasurer, and Secretary. c. Candidates for President and President-elect must be Directors-at-Large. d. Candidates for Secretary and Treasurer may be either a Director-at-large or a Regional Representative. e. All candidates must agree to run. f. If the committee cannot find a qualified Director-at-Large or Regional Representative willing to hold the office of Treasurer or Secretary, it may make a recommendation that a qualified ODS member be appointed to the Board as a Director to hold either of these positions. 3. Grievance Committee a. As needed, there shall be an ad hoc grievance committee appointed by the President and presided over by the President Elect. This will be a committee on protests, charges, and hearings, henceforth referred to as the Committee. All members of this committee must be disinterested parties to prevent conflict of interest. b. It shall be the duty of the Committee to hear protests and charges in any disagreements. Complaints will not be allowed before the Board if they have not first gone through the Committee. c. The Committee will investigate all complaints and report their findings to the Board. The committee shall keep minutes of its proceedings and retain any evidence that comes into its possession. Chapter II page 11

33 Chapter III. Rev B3.1 1/8/17 d. At the next Board Meeting the Grievance committee or designated chairman shall report its recommendations to the Board. The Committee minutes shall be retained in the Records of the Society. The ODS Secretary shall include the Committee s report in the Board Meeting minutes that are mailed to the Directors. These minutes are available to Society members on written request to the Office Manager. 4. Finance Committee The Finance Committee consists of the ODS Treasurer, Office Manager, President-Elect and another person selected by the Board of Directors. 5. Awards Committee The Awards Committee develops ODS Awards and Award Criteria for approval by the Board of Directors. The Committee has the overall responsibility for Horse/Rider Awards, Dressage Sport Horse Awards, Special Awards, and the Awards Banquet. Description of Awards, associated requirements, and eligibility criteria are detailed in Chapter VII and posted on the ODS website. Awards Banquet The Awards Committee selects the Chair of the Banquet and Silent Auction Subcommittees and provides overall guidance and assistance. The Banquet Subcommittee selects the date, location, and menu for the Banquet with consultation from the Office Manager. The Silent Auction subcommittee solicits donations for the silent auction, insures donations are delivered to the Banquet sight, posts the auction sheets and collects the funds. The Silent Auction Subcommittee insures that Tax Deductible receipt forms are provided to the donors. The Banquet and Silent Auction are considered to be a single event for the purposes of planning and finances. Proceeds from the Auction may help offset costs of the Banquet. Horse/Rider Awards The awards/show year shall be defined as the same as the membership year starting November 1 and ending October 31. Refer to Chapter VII for a description of Horse/Rider Awards and award eligibility criteria. The Awards Committee solicits volunteers to act as coordinators for ODS League Show and ODS Licensed Show Horse/Rider Awards. Volunteers compile horse and rider scores and determine eligibility for horse/rider awards. Through the ODS Office, the scores are posted on the ODS website and notifies members to check posting for accuracy. The Awards Committee selects engravers for horse/rider awards and orders plates. Dressage Sport Horse Awards The awards/show year shall be defined as the same as the membership year starting November 1 and ending October 31. Refer to Chapter VII for a description of Dressage Sport Horse Awards and award eligibility criteria. The Awards Committee solicits a volunteer to act as coordinator for Dressage Sport Horse Awards. Volunteers compile horse and rider scores and determine eligibility for horse/rider awards. Through the ODS Office, the scores are posted on the ODS website and notifies members to check posting for accuracy. Chapter II page 12

34 Chapter III. Rev B3.1 1/8/17 The Awards Committee selects engravers for horse/rider awards and orders plates. SPECIAL AWARDS The Awards Committee appoints the Chair of the Special Awards Sub-Committee to manage the Special Awards Program. The Chair of Special Awards may select committees to assist with the award selections. The following awards all have to be by letter(s) of recommendation submitted to the ODS Office. Dates may change depending upon the scheduling of the annual awards banquet. Due dates for nominations shall be posted on the ODS website ( The Special Awards Committee will review the nominations and the winners will be announced at the ODS Awards Dinner. Volunteer of the Year Award Chapter Newsletter Award Mary Ann Judkins Memorial Instructor Award M. Teresa Dunlap Trophy Special Recognition Award Support Person Extraordinaire Award Sportsmanship Award Connie J. Keith Memorial Trust Award President s Choice Horse Ambassador The award is selected by the ODS President and is presented at the ODS Awards Ceremony. The ODS President may solicit nominations for this award from the ODS membership. ODS Chapter Basket Merit Award This award will be determined at the ODS Awards Dinner by the Chairman of the Banquet Committee. 6. Adult Programs Committee a. As a matter of policy, ODS supports educational activities sponsored by USDF/USEF and assists in the implementation. b. Any ODS member in good standing may suggest educational activity to be sponsored by ODS. c. The Adult Programs Committee will consider ideas taking into consideration the needs and desires of the membership and make recommendations to the Board of Directors. Recommendations will include cost analysis. In general educational activities may be fee based and structured to be at least cost neutral. d. Final decisions will be on the determined by majority vote of the Board of Directors. e. The Education Committee shall review applications for the Connie J Keith Adult Amateur Camps and make recommendations to the Board of Directors. Approval will be by majority vote of the Board of Directors at the Fall Board meeting. f. Goals The Committee shall develop goals each year and present them to the Board for discussion and approval. Goals may consider: Survey and/or interview chapters and committees about current and possible future programs (what they plan to offer, schedules and costs). Survey and/or interview a diverse group within the ODS Membership about current and possible future programs. Input from the Ad-Hoc Committee for marketing/membership g. Other responsibilities Prepare proposed budgets for recommended adult programs Chapter II page 13

35 Chapter III. Rev B3.1 1/8/17 Plan the annual ODS Adult Team Show Work with ODS Office in revising/creating ODS webpages and revisions to the ODS Policy and Procedures Manual for Adult Programs. Work with ODS Office, Policies and Procedures Coordinator and ODS President in a comprehensive review of the Policy and Procedures Manual with respect to Adult Programs Assist with preparation of ODS Member surveys Review applications and make recommendations for the Connie J Keith Adult Amateur Camp Grants Work with other committees in order to plan adult education at the Fall Festival or Annual Meeting Work with the ODS Finance Committee, Treasurer and Office in establishing a transparent budgeting and financial reporting process for the committee 7. Scholarship Committee 1. The Scholarship Committee is an ad hoc committee that reviews and approves applications for the Winnie Heiney-Duncan Scholarship Fund. 2. The Scholarship Committee consists of the ODS President or appointee, the ODS Youth Program Chairman and a third member unrelated to any applicant. Winnie Heiney- Duncan will be an advisor to the committee. 8. Publications Committee Details of the procedures, goals and deadlines for the Publication Committee are contained in the Committee establishment document approved by the ODS board August 18, Nominating Committee 1. The Nominating Committee shall be appointed by the ODS President. Committee members shall be dismissed following completion of its duties for the fall elections. 2. The Nominating Committee shall submit a list of candidates for Directors at Large and Regional Representatives to the Board of Directors at a date specified by the Board with sufficient time to implement the Election process. 3. The Committee will secure agreement from nominees to be included on the election ballot. Section XI. Chapters A. Formation Chapters may be formed in order to give ODS members the opportunity to organize locally for the formation of educational activities and competitions in their local areas designed for their particular needs. B. Chapter Bylaws Chapters may establish their own bylaws which will be placed on file with ODS. Chapter bylaws may not conflict with ODS bylaws. ODS bylaws shall govern any chapter without its own bylaws on file or in any matter not addressed in the chapter s bylaws. C. Insurance 1. Chapters sponsoring Clinics or other events where horses are present are required to obtain Insurance through ODS. See Chapter V for insurance requirements and application forms. 2. Chapters are required to obtain indemnity insurance for Officers through ODS. D. Finances 1. Chapter Bank Accounts Chapter II page 14

36 Chapter III. Rev B3.1 1/8/17 When Chapters are opening bank accounts they should use the ODS Federal Tax ID # Bank accounts are to be in the name of The Oregon Dressage Society, Inc. The second line may be the chapter name. It is recommended that discussions be held with the bank to get them to accept checks made out to abbreviations of name for both the first and second line account holder name, i.e. ODS or MVC. Chapters shall keep their finances separate from the parent ODS organization accounts. All profits made by a chapter are to remain with the Chapter. 2. Chapter Financial Reporting a. Year End Reporting At the end of each financial year the chapter shall submit a complete, accurate financial report to the ODS Assistant Treasurer. The financial report form is listed in Chapter X appendices. b. Post-Show and Post-Event Reporting Post Show and Post-Event (for clinics and other educational activities) Forms are required to be submitted to ODS within 14 days of the completion of the activity. Please refer to Chapter IV Show and Other Event Information for details and reporting forms. c. Collection of W-9 forms Fee payments made to non-corporations for services rendered need to be reported to ODS with a post-show or post-event form and a W-9 for each person paid. W-9 forms must also be collected from Sole Proprietors (DBAs), Partnerships and LLCs. Corporations are exempt from the requirement. Payment may not be issued to an individual unless a completed W-9 is collected. If the individual refuses to provide a W-9, the IRS requires withholding a portion of the earnings. This requires a different set of paperwork which must be submitted to ODS, along with the withholdings, which in turn must be submitted to the IRS. E. Foreign Hires Strict legal requirements are involved in hiring of a non-us citizen for an ODS or Chapter event. The person must have a suitable VISA to work for hire in the USA. A Tourist Visa or any other non-work visa is insufficient. The person must have a US Tax ID. For these reasons, any such hire must be approved by the ODS Office or Treasurer BEFORE any agreement is made to hire that person. F. Chapter Meetings Chapters must hold at least four (4) meetings each year, one of which must be an open business meeting, in order to be recognized by ODS. G. Chapter Officers 1. Chapter officers shall be at least 18 years of age and be ODS members in good standing at the time of election and maintain membership through the term of office. 2. Chapter officers shall be elected and take office prior to November 1 each year. 3. A list of Chapter officers containing Office, name, and address shall be submitted to the ODS Office by November 15 of each year. Submission may be by the ODS Chapter Officer Report Form (see Section IV Appendices) or by providing the same information required by the form. H. Chapter Elections 1. Chapters shall notify members of their intent to hold elections at least two weeks prior to the election date. Chapter II page 15

37 Chapter III. Rev B3.1 1/8/17 2. Voting for Chapter Officers may be by mail or by electronic means. If the voting is to be done through use of electronic means, members may request a paper ballot.. 3. Definitions - For the purposes of ODS Elections Procedures, the following definitions shall apply: a. Mail/mailing/distribute shall mean any form of distribution, physical or electronic. b. Ballot shall mean a physical or electronic form c. Cast a ballot is cast when it is received by the Chapter in either a physical or an electronic form. 4. Majority Vote - A simple majority of the ballots cast will rule in election of Chapter Officers. I. Approved Events Chapters are permitted to put on approved shows in cooperation with other riding clubs, stables, or organizations, subject to ODS approval. J. ODS Loans to Chapters Chapters may apply for grants or loans from ODS to cover unusual financial needs. Only those applications which specify in detail the proposed use of the funds shall be considered by the Board of Directors. Each application shall be evaluated on its own merits. If funds are provided to a Chapter, the president of that Chapter must file a written accounting of the funds. Fifty percent (50%) of the loan must be paid within one year. The balance is due the second year unless an extension is submitted to the Board of Directors and approved by a three-fourths (3/4) vote. K. Chapter Dissolution A Chapter may be disbanded by decision of either the Chapter or the ODS Board of Directors. Revision notes: The ODS President may recommend the Board disband a chapter for any activity or action which threatens ODS non-profit status, failure to maintain active membership, failure to maintain required insurance, failure to submit required annual or post-activity financial reports or other required reports in a timely manner, or otherwise fail to act in the best interest of the Oregon Dressage Society. A two-thirds majority vote of the Board of Directors shall be required for disbandment. ODS shall notify the President of the Chapter of its decision. The decision to disband by a Chapter requires a majority vote, a quorum being present, at a final Chapter meeting. The Chapter shall provide written notification to ODS within 30 days of its decision to disband. Disposition of remaining Chapter funds and assets is covered by Oregon law for non-profit organizations. Disposition of funds and assets must be made within 30 days in accordance with a plan approved by the ODS Board of Directors. Chapter funds may be distributed within ODS such as the ODS education fund, ODS general fund, or another Chapter s treasury. Funds may not be used for a final party or otherwise be distributed to chapter members. The Chapter shall notify ODS and provide a final accounting of disposition of all chapter assets within 60 days dissolution. (i) Combined nominations of regional reps and Directors at large into paragraph 3. Renumbered remaining paragraphs. 7/22/10 b) Incorporated comments by Joyce Stride. 9/19/10 Chapter II page 16

38 Chapter III. Rev B3.1 1/8/17 c) Incorporated proposal for electronic voting 9/19/2010 d) Revision A release for publication 10/10/10 e) Revision B incorporates changes approved at 2011 ODS retreat revised time for distribution of minutes to 3 weeks to be consistent with Sec. Duties. Amended procedures for election of ODS representatives to USDF added Finance Committee membership. Added new descriptions of Awards committee and procedures. Added reference to Chapter VII for award details. Changed Connie Keith Applications to be reviewed at Fall rather than Nov meeting Revised Scholarship committee to include membership and specify Winnie Heiney Fund Chapter dissolution. Added mechanism for Board to disband a chapter. f) Revision C draft 1 Incorporated changes to Paragraph F proposed by the Financial Review committee and approved at the Nov 4, 2011 Board meeting. Inserted terms of office for Board Members and Officers per motion made at 11/4/11 Board meeting. Editorial revision to Dues to ODS and Chapters. Added reference to Bounced check policy in Chapter III. 7. Revision C draft 2. Editorial and format corrections 3/15/12 Amended specification of bank account names to be The Oregon Dressage Society, Inc. Updated references. Reformatted. 8. Revision C final. 4/28/11 9. Revision C1. 8/25/12. Corrected errors in paragraph numbering. 10. Revision C2. 10/31/12. Revised Section XI to correct paragraph numbering, Clarify election procedures to be consistent with ODS procedures for electronic balloting, Revised Financial reporting to address post event reporting, collection of W-9 forms, and foreign hires. 11. Revision D draft Renumbered section X and revised, to include establishment of Ad Hoc committees. Change Education Committee to Adult Programs Committee and incorporated additional paragraphs 6 and 7 re: goals and other responsibilities to be compatible with Chapter II Adult Programs. Add new Paragraph 8 Publications Committee to Section X as approved 8/18/12 Board Meeting. 12/20/ Revision D. Revisions in draft 1 approved ODS Board teleconference 1/23/13. Added Dressage Sport Horse Awards to description of Awards discussed in the 1/23/13 conference call. 1/24/ Revision D1. draft 1. Amended to change Nominating committee from an Ad Hoc to a standing committee as directed by March 2013 Board telemeeting. Add new paragraph Nominating Committee to Section X. Remove duplicative first sentence to existing Section VI. B. 14. Revision D1. draft 1 approved at Board telemeeting 4/10/ Revision D2. Spelling corrections 1/14/ Revision E. Amends Section XI Chapters, Paragraph K. chapter Dissolution to clarify conditions for dissolution of chapters and distribution of chapter assets as approved by Board 2/1/15. Amends Section X. Paragraph D.1 to change selection of the nominating committee from the Board to the President. Change proposed, approved and implemented at the May 13, 2015 meeting. 7/25/15 Chapter II page 17

39 Chapter III. Rev B3 11/8/14 Chapter III ODS Policies Any policy enacted prior to this Manual is superseded and shall be considered void. Section I. Privacy ODS considers the privacy of its membership to be extremely important. ODS will not provide its membership lists to any person or organization with the following exceptions: Memberships lists will be provided to organizations necessary in order to carry out the programs of ODS, notably individual ODS Chapters, USDF, USEF, and Flying Changes magazine. Annual membership list to ODS Business members upon request. ODS publishes a Membership roster each year for the benefit of its members. Members will have the opportunity to opt out of the publication. Section II. Broadcast s Chapters are eligible to promote and communicate Chapter information via the ODS Broadcast system. This policy is established for the purposes of: Ensuring that s provide relevant information to members and so are valued and not annoying or considered spam. Preserving the integrity of the ODS educational mission and 501(c)(3) status. Policy: Broadcast s may be sent to the members to inform them of upcoming events such as chapter or ODS-sponsored shows, chapter or ODS-sponsored clinics or symposiums, or of USDF approved programs. s may be sent requesting volunteers for any of the above activities. s may be sent as a service to a related or affiliated organization such as USDF Region 6 and its GMOs, or California Dressage Society. s from individual members to the general membership may not be sent if they resemble a classified ad. These requests should be directed to the ODS website. s that are commercial in nature (stables, services, products) except for products or services available directly from ODS should not be sent, with the following exception: ODS Business members may send 4 s per calendar year that describe the product or services of that Business Member. Section III. Board of Directors attendance at meetings policy All State Board Directors, both Directors-at-Large and Region Representatives have duties outlined in the Oregon Statues. The laws expect Directors to act in accordance with certain standards of conduct. Directors take on both a duty of care and duty of loyalty to the corporation. Directors/Regions Representatives are expected to attend all Board Meetings. Directors/Representatives are responsible for contacting the ODS President-Elect, at least 7 days in advance, to confirm their attendance. If a Region Representative cannot attend, he/she will need to inform the Office if an alternate will be attending. It is expected that if Chapter III page 1

40 Chapter III. Rev B3.1 1/8/17 an alternate plans to attend, he/she will be versed on Board procedures, current projects and issues. The ODS Secretary will send a notice by certified mail to Directors/Representatives after missing two meetings within one term year informing them that if they miss three Board Meetings, they are no longer in compliance with ODS Bylaws. When a Director misses three successive Board Meetings, they will be notified by certified mail that they may be removed from the Board by a majority vote. The ODS Secretary is responsible for checking the attendance and sending notices. Section IV. Conflict of Interest Policy This policy applies to all Directors-at-Large and Regional Representatives (herein designated as Directors) serving on the Board of Directors and to ODS members appearing before the ODS Board of Directors or ODS Chapter. A conflict of interest exists if a Director or member stands to benefit personally by a decision of the Board of Directors, General Membership, or Chapter. A personal benefit means that the member or the Director, or someone in the Director s immediate family, or the Director s business; will profit or gain influence by the decision. Notice by Director-If a matter comes before the Board of Directors or a committee of the Board, for which a Director has a conflict, the interested Director shall notify the Board of Directors of the material facts and the Director s interest. The Director(s) with a conflict shall not vote on the matter and the conflict shall be recorded in the minutes. The matter shall pass only by a majority affirmative vote of all the disinterested Directors of the Board in office at that time. The majority must be more than one Director. Notice by Member - If a matter comes before the Board of Directors or the membership for discussion, any member recognized to talk during the discussion that has a conflict of interest, shall, prior to speaking on the matter; disclose the member s conflict of interest in the matter. Application to Chapters - If a matter comes before a Chapter for discussion and vote for which a member has a conflict, the member shall notify those at the meeting of the conflict and the conflict shall be recorded in the minutes. The matter shall pass only with a majority vote of the disinterested members casting votes. Section V. ODS Owned Show Omnibus Policy All ODS owned shows shall pay Omnibus fees from proceeds. Fees will not be paid with ODS general funds. (est. Apr 2008) Section VI. ODS Owned Show Cancellation Policy In the event that an ODS sponsored/hosted event must be cancelled for reasons related to loss of facility, weather, equine disease outbreak, or other natural causes, the amount of the loss ODS will sustain is divided by the number of entries. The dollar amount will be deducted from the refunds for each entry or participant. This policy may be superseded by a written refund policy for a specific event. An event includes shows, clinics, banquets, symposia or similar activities. (est. Aug 2007, revised Oct 2014) Chapter III page 2

41 Chapter III. Rev B3.1 1/8/17 Section VII. Directors and Officers Indemnification Insurance The ODS shall purchase and maintain indemnification insurance for its directors, regional representatives, officers and appointed committee chairs at both the state and chapter level. ODS Chapters shall be billed for and are required to pay for the cost attributed to the chapter. (Adopted Jan 07) ODS staff shall solicit competitive bids for the liability and D&O insurance policies regularly (i.e., biannually for policies that have a two-year time horizon) and present those bids to the Executive Committee. The Executive Committee shall evaluate insurance policies regularly and vote to select the insurance carrier upon renewal dates. Section VIII. Library Policy ODS will maintain a library of video materials available to all ODS members in good standing. ODS will allocate $150 per year for purchase of new materials for the library. Any additional amounts must be approved by the board of directors. Borrowing Costs: There will be no cost to borrow materials from the ODS Library. ODS shall cover the cost of the shipment to the member; the member shall be responsible the return shipping fees. Borrowing Period. The lending period shall be 4 weeks from the lending date. Materials may be renewed for one additional lending period provided no other member has requested the material. Deposits: A deposit for materials is required 1) The deposit shall be in the form of a check made out to Oregon Dressage Society in the amount of $75 per video borrowed 2) Except as noted in item 3) deposit checks will be destroyed or returned based on the following: a. Upon return of the video borrowed, if no renewal or alternate video is requested by member, the Librarian shall shred or otherwise destroy the member s deposit check(s) b. If members wish to have their check(s) returned to them rather than being shredded, they must provide SASE at the time they place the initial deposit with the Librarian. 3) Upon request of the borrower the librarian may keep the deposit check on file for a period of 1 calendar year to cover the deposit requirement for subsequent lending. The Librarian shall review deposit checks monthly and dispose of any inactive deposit checks greater than 1 year old in accordance with item 2). Deposit Forfeiture: 1) In the event that a member does not return a video borrowed within 4 weeks of the initial postmarked date, the Librarian will contact the member reminding them of the past due borrowed item. a. If the member does not respond to the Librarian s query in regards to the missing video within 10 days the deposit will be forwarded to the ODS Office for processing. b. Members may be given the option of replacing lost or destroyed items with an exact replica. Chapter III page 3

42 Chapter III. Rev B3.1 1/8/17 2) If a deposit check is not sufficient to cover the balance of the replacement cost, the member will be billed; see Chapter 2, Section VI, Paragraph F for details on handling debts to ODS. If a deposit check is not honored by the member s bank, see Chapter III, Section XII. Policy for Bounced Checks. Section IX. Use of ODS Web News page by non-ods Organizations ODS will allow other horse related non-profit organizations to post news items on the New Web page provided that the posting is a horse related activity which would be of interest to ODS membership. Groups wishing to post news items must submit a request for approval by the Board of Directors. Advertising or similar material is not to be considered as news. Section X. Membership Renewals by Phone (adopted 4/2009) Due to large numbers of requests to renew memberships by phone immediately before shows, the Board of Directors established a policy for telephone renewal requests. 11. Only new memberships would be allowed by phone. 12. A $10.00 charge would be applied for renewals/rush orders taken over the phone. Section XI. Bounced Check Policy (established 9/19/10, amended 1/8/17)) This policy shall be applied for all situations in which a check is returned to ODS for insufficient funds. It is ODS Policy to seek reimbursement for any bank fees applied to ODS associated with returned checks. The following procedure shall be applied. A. On the first return of the check, attempt to run it through the bank again. B. If the check is returned a second time, bill the writer for the amount of the check and either the fee stated in a prize list or a default fee of $ C. If the bill is not paid, send another bill registered mail with return receipt. D. If the bill is still not paid, the matter is brought to the ODS Board of Directors with a recommendation to list the status to member not in good standing, thereby revoking membership benefits including participation in awards program and right to vote. E. If the check was written for entry fees at a show, show management has the discretion to pursue small claims. Section XII. Sponsorships and Advertising (established 9/19/10) It is the policy of ODS to comply with all 501c(3) non profit organization requirements related to sponsorships and advertisements. To insure compliance, the following guidance shall be followed for all ODS activities. Sponsorship Guidelines for Oregon Dressage Society Sponsorship vs. Advertising Chapter III page 4

43 Chapter III. Rev B3.1 1/8/17 An act of associating with another organization or cause by underwriting costs of operations or activities Identification of sponsor does not differentiate or favor any organization, its products or services Statements of sponsorship are not comparative (i.e., The best car manufacturer in the USA ) Nothing is expected in return, other than neutral recognition of support Sponsorship may not go to the private benefit of any nonprofit officer (remuneration) No political or religious association permitted If sponsorship goes to a 501(c)(3) organization, tax deductible in whole or in part Advertising An impersonal form of communication about ideas, goods or services that is paid for by an identified party Seeks to promote an organization, product features and benefits, and services through persuasion Aims to achieve sales and communications objectives through brand awareness and image Attempts to influence feelings toward a brand A business expense Income from advertising is taxable business income Guidelines for ODS Sponsorship 1. Sponsors provide important assistance to the Oregon Dressage Society in its mission to promote, educate and further the art of dressage. For that primary benefit, sponsors may be acknowledged and thanked in ODS printed programs, at shows, and on the ODS web site. 2. Sponsors may not seek to promote products or services, conduct fund raisers or promote sales. A sponsor s principal objective is association with the Oregon Dressage Society s mission and activities. 3. No comparative or competitive statements are allowed that may construe preference of any for-profit entity over another. ODS reserves the right to review and approve all submitted copy and images. 4. Depending on the level of sponsorship, sponsor benefits may include but not be limited to: signage, complimentary table and/or tickets, event program ad, on-site booth, and public address announcement at a show. 5. ODS will provide a letter acknowledging receipt of sponsorship but attach no market value to the gift. Guidelines for Advertising in ODS Publications 1. Whether in a show program, annual publication or on the ODS web site, advertisers pay a fee to communicate a marketing objective. The advertiser has discretion over the content of the message. 2. Income from advertising in ODS publications must be accounted for separately from sponsorship income. Advertising income is taxable. 3. ODS reserves the right to accept or reject an organization s advertising due to the nature of the business entity, its target market, or appropriateness of the message. Chapter III page 5

44 Chapter III. Rev B3.1 1/8/17 Section XIII. Protective Headgear Policy (established , amended ) It is mandatory to wear protective headgear at ODS clinics, schooling and league shows and any riding event hosted by our chapters/committees. The only exception is per FEI rules, which apply only at FEI Licensed Shows. From the time horses are admitted to the event grounds, anyone mounted on a horse at any time must wear protective headgear as defined by the USEF Rule DR120 and otherwise in compliance with USEF Rule GR801. Protective headgear is defined as a riding helmet which meets or exceeds ASTM (American Society for Testing and Materials)/SEI (Safety Equipment Institute) standards for equestrian use and carries the SEI tag. The harness must be secured and properly fitted. Any rider violating this rule at any time must immediately be prohibited from further riding until such headgear is properly in place. Section XIV. Contracts: (established 11/4/11) The Board shall define a policy for executing contracts on behalf of ODS. Section XV. Membership dues refund (established 11/4/11) Membership dues paid to ODS either during or prior to the start of the membership year are not refundable after the start of the applicable membership year. Section XVI. Non-Discrimination Policy (established Oct 2014) ODS administration, programs, and services are offered without discrimination on the basis of race, color, religion, gender, national origin, ancestry, age, disability, medical condition, genetic information, veteran status, marital status, pregnancy, gender expression, gender identity, sexual orientation, or any other characteristic protected by federal, state or local law, regulation, or ordinance. Revision History: 1. Created 4/22/10 2. Incorporated comments by Joyce Stride 9/19/10 3. Incorporated Bounced Check Policy. 9/19/10 4. Incorporated Sponsorship/advertising guidelines 9/19/10 5. Revision A for publication 10/10/10 6. Revision B. Amended Section VII with the insertion of paragraph 2. Part of the Financial Review committee recommendations approved at ODS Board meeting 11/4/2011. Added Section XIII. Approved at ODS Board meeting 11/4/11 Added Section XIV per ODS Board meeting. 2/6/11 Added Section XV per ODS Board meeting 11/4/11 Revised section VIII, Library Policy, to clarify handling of deposits. 7. Finals revision for publication 4/28/11 8. revision B1. 8/25/12. Corrected errors in paragraph numbering. 9. Revision B2. Amended Section XIII Protective headgear to be compatible with new USEF rules. Approved by Board Mar 20, Revision B3. Revised Section VI. Refund policy to include equine disease. Board approved Aug 2014 Added new section XVI, Non-discrimination policy. Draft 10/14/ Revision B3 final. Board approved Oct Amended section XI to update the fees associated with returned checks to be sufficient to recover costs. 1/8/17 Chapter III page 6

45 Chapter IV. Rev C2 2/12/14 Chapter IV Show and Activity Information Section I. General Information A. ODS supports four types of shows and competitions. Practice or Schooling shows are intended to introduce the rider and horse to various dressage competition tests and to allow show management to train judges, scribes, test scorers, show secretaries, show managers, gate stewards, stable management, etc. These shows are not approved by ODS or other organizations and scores do not count towards year end rider and horse awards sponsored by ODS, USEF or USDF. League shows are ODS approved shows intended to prepare the horse and rider for USEF/USDF/licensed shows and to provide a second tier level of competition. These shows also provide judging experiences for USDF L program graduates. ODS maintains a recognition program for these shows with scores counting towards ODS awards and qualifications for the annual League Show Championship. These shows are not licensed by USDF/USEF and therefore do not count towards award and championship programs sponsored by USDF/USEF. USEF/USDF licensed and ODS Approved shows are the top tier competitions with scores and qualifications towards USEF/USDF/ODS horse and rider award programs, ODS Championships and USDF Regional Championships. Dressage Sport Horse Breeding shows are USEF/USDF/ODS licensed shows intended to promote Sport Horse breeding by offering a venue to show. The ODS Regional Show Omnibus includes detailed requirements and rules for those competitions as well as entry instructions and forms. The sections that follow provide instructions for ODS show approvals, listing in the ODS Regional Omnibus, reporting requirements, show evaluation forms, and guidance for conducting shows. Liability insurance requirements are discussed in Chapter V. Shows managed by ODS are described in Chapter VI. B. ODS sponsored Clinics and other Educational Activities ODS periodically sponsors a variety of educational activities including clinics, Judges training, instructor training. Generally these activities have opportunities for both riders and auditors. Activities normally include a nominal fee basis based on recovery of costs. These activities may frequently be established on relatively short timeframes. Members are made aware of the availability through use of the ODS website, broadcast ings, and announcements in the Flying Changes Magazine. C. ODS supports Chapters in the conduct of clinics and other horse related activities. Chapters conducting such activities do not require ODS approval. However, ODS insurance is required for Chapter IV page 1

46 Chapter IV. Rev C2 2/12/14 those Chapter sponsored activities. Refer to the Chapter V, Liability Insurance for detailed information. Chapters may include clinics and activities on the ODS website clinics calendar. Contact the ODS office ( for details. ODS provides funds for up to three camps in a year for adult amateurs though the Connie J. Keith Fund. Please refer to Chapter VII and the ODS website for details and applications. Section II. Show Approval ODS approval is required for ODS league shows and USDF/USEF Licensed shows when results are to be applied for year-end awards and/or establishing eligibility to year end ODS Championships. For USEF/USDF Licensed Breed Shows (Friesian, Arabian, Morgan, etc.), ODS approval is applicable to the Dressage Section of the show. ODS does not approve individual classes. In order to receive approval, ODS Approval Standards must be met. The ODS Approval Standards are included as Appendix 2 of this Chapter and on the ODS website. Show approval applications should be made well in advance. Requests for approval must be made on current Show Approval Forms and should be submitted at least 6 weeks prior to the show on applicable show approval forms. An example is included in Section VII, form 1 of this chapter. The most current version of the show approval application is maintained on the ODS website ( Requests may be able to be accepted 4 weeks in advance for an additional fee and if staff time for processing permits. Requests submitted less than four weeks prior to the show must include the late fee. Current Show Application fees are posted on the ODS website. Note that a late fee is charged for applications submitted less than four weeks prior to show. The Judges names should be included in the application whenever possible. The judge must be approved by USDF, USEF or FEI depending on the level of the show. League shows may use USDF L graduates. If the judge must be initially listed as TBA, show management is required to notify the ODS office of the judges name at least two weeks prior to the show. For USDF/USEF licensed shows, the application must include the classification level and USEF/USDF license numbers. Proof of Liability Insurance with ODS named as additional Insured is required to be provided to the ODS Office at least two weeks prior to the show. ODS will notify the applicant of approval and provide an ID number which shall be included in the prize list and with the submission of show results. An example of the show approval letter is included in Section VIII of this Chapter as Appendix 5. Refer to the ODS website ( for the most current detailed information regarding the Show Approval Application Form, guidelines, submission deadlines, and fees. Chapter IV page 2

47 Chapter IV. Rev C2 2/12/14 Section III. Post-Show Reporting Requirements A. Post Show Reporting Requirements are applicable all ODS Approved shows including USEF/USDF Licensed shows and League shows. B. Post Show Reports must be submitted to the ODS Office within 14 days of the last day of competition. The Post Show Report must be for the current year and is available either on the ODS Website (Show Management Page) or by request from the ODS Office. The complete Post Show Report includes ODS Show Report of Fees form, any Competitor Evaluation forms collected by show management, membership applications (with payment), copies of incident forms or accident forms. ODS Chapters must also submit W-9 forms for any individuals receiving remuneration for services rendered. Refer to the ODS website show management page ( for the most current form. A sample form is provided in Section VII, form 5. C. ODS Approved League Show score reporting Show results are required to be submitted to ODS, within 14 days of completion of the show. Results must be submitted electronically using the example format posted on the ODS website. Instructions for filing included in Section VIII, Appendix 5. Please check the ODS website for the most current version. D. USEF/USDF Licensed Show score reporting Follow reporting procedures defined by USEF/USDF. Separate reporting to ODS is not required. Failure to comply with Post-Show Reporting Requirements may result in fines, penalties, or both.. Section IV. Post Activity Reporting for ODS Activities A. Post Activity Reporting requirements are applicable to ALL ODS Approved activities including clinics and education events. B. Post Activity Reports must be submitted to the ODS Office within 14 days of the last day of the activity. The Post Activity Report must be for the current year and is available either on the ODS Website or by request from the ODS Office. A sample report form is provided in Section VII. C. The complete Post Activity Report includes membership applications (with payment), copies any of incident or accident forms and copies of W-9 forms for any individuals receiving remuneration for services rendered. D. If a chapter pays a fee to an individual or partnership for services rendered or rent paid, that individual must complete and sign a W-9 The easiest way to accomplish this is to send the W-9 out with the contract and have both signed at the same time. The organizer must then submit this completed, signed, W-9 form with the amount paid for services with the Post Activity Report If the individual refuses to sign the W-9, do not pay any fees for services without contacting the ODS Office. When in doubt, get a W-9 signed! This may include Facility Owners, Judges, TDs, Announcers, etc. Contact the ODS Office, the ODS Treasurer or the ODS Assistant Treasurer for details. Failure to comply with Post-Show Reporting Requirements may result in fines, penalties, or both. Chapter IV page 3

48 Chapter IV. Rev C2 2/12/14 Section V. ODS OMNIBUS The ODS Regional Omnibus provides a comprehensive listing of practice, schooling, League and USDF/USEF licensed competitions including prize lists, show requirements, and applications. The Omnibus is color coded and sectioned according to the type of show. Each section is arranged by show date to be user friendly and contains detailed Prize List Specifications. A copy of the Omnibus is provided to all ODS Members in good standing as of December 31 of the applicable show year. Applications for inclusion of shows in the Omnibus is typically midsummer for the following competition year in order that the Omnibus can be formatted, printed, and distributed early in the subsequent competition year. Show Contacts will receive Omnibus information by approximately 30 days before the deadline for submission of Omnibus forms. The information will include: General Show Information "Insurance / Show Approval / Omnibus" contract form Show Specification forms to prepare the prize list for the Omnibus Current Omnibus fees are posted on the ODS Website. Late fees also apply for submission after required due dates. Refer to the ODS website ( for the most current detailed information regarding the Omnibus guidelines, submission deadlines, fees and application form. A sample copy of that information and application form is included in Section VII of this Chapter. It is recommended that show approval applications (see Section II) and insurance applications (see Chapter V) be submitted at the same time. Reasonable cost advertising is available for the Omnibus. Refer to the ODS website for the most current advertising rates and deadlines. A sample page is included in the forms Section of this Chapter. Section VI. Forms: 1. Show Approval Application Form 2. Omnibus show listing application form (See Appendix 1) 3. Omnibus advertising Form 4. W-9 Request for Taxpayer ID Number & Certification Form 5. ODS Post-Show Report of Fees 6. ODS League Shows Evaluation Form 7. ODS General Activity or Educational Event Reporting Form Section VII. Appendices ODS Regional Omnibus Information and Form 10. Show Standards for ODS Approved Shows (being updated) 11. ODS show approval letter (sample copy)(being updated) 12. Certificate of Liability Insurance (sample copy) 13. League Show Results Reporting Instructions Chapter IV page 4

49 Chapter IV. Rev C2 2/12/ Facility rental agreement questionnaire (Sample copy) 15. Show Officials sample contract (awaiting update) 16. Manager and Secretary contracts (Sample copy) Revision History: 1. Complete revision 4/22/10 2. Revision A release for publication 10/10/10 3. Revision A1. Corrected format error. 2/1/12 4. Revision B. draft 1Updated Show approval standards approved at Board meeting 2/6/12 3/15/12 Revised language recommended by Show Committee Update forms and appendices Revise post show and post activity reporting requirements Add Post activity report form Add language for participation fees Move all Omnibus info to end Draft 2 format by adding Section Incorporated Corinne comments 3/18/12 5. Revision C for publication 4/28/12 6. Revision C1. Amended Section II to clarify applicability to breed shows and USEF ruling on fee collection. 11/1/12 7. Revision c2 draft 1 minor corrections. Remove ref to regional championships and ODS approval of judges from Sec. II. Change award to participation fees. Insert Forms 1, 5 and 6 & Appendix 1. 0/30/13 8. Revision C2 draft 2. Remove requirement for participation fee from Section II. 1/14/14 9. Revision C2 final. Approved at ODS Board meeting 2/2/14 Chapter IV page 5

50 Chapter IV. Rev C2 2/12/14 Form 1 Chapter IV page 6

51 Chapter IV. Rev C2 2/12/14 Chapter IV page 7

52 Chapter IV. Rev C2 2/12/14 Form 3 Chapter IV page 8

53 Chapter IV. Rev C2 2/12/14 Chapter IV page 9

54 Chapter IV. Rev C2 2/12/14 Form 4 Chapter IV page 10

55 Chapter IV. Rev C2 2/12/14 Form 5 Established in 1971, The Oregon Dressage Society, an affiliate of the United States Dressage Federation, exists to educate, promote and inspire its members and the general public through programs, publications and competitions, in a way that enhances the image of Dressage and promotes the welfare of the horse. Competition Name: 2012 ODS POST SHOW REPORT OF FEES Competition Date: ODS Approval #: Person filling out form name, phone #: This form must be submitted within 14 days after the final day of the ODS approved competition or penalties may be assessed. Send this form with check or money order payable to ODS along with the complete report of results* to: Oregon Dressage Society ~ 880 NE 25th Ave, Ste ~ Hillsboro, OR *If you results, please do not mail a hard copy unless requested by the Office or Awards Volunteers. ODS Awards Fee total # of rides/dshb goes x $1.00 = Membership Application Fees Total $ Received = ODS Education Fund Contribution Total $ Received = Grand Total of Fees Received = Subtract total paid by competitors to ODS (personal checks) = _( )_ Chapter IV page 11

56 Chapter IV. Rev C2 2/12/14 Total amount owed by show to ODS = Notes/comments about this show is there anything to brag about? Did a volunteer go above and beyond for you and you would like to recognize him/her? Did your show management experience unforeseen challenges? Were you able to overcome them? Have any complaints? Competition Name: Accidents & Incidents: Yes* No Accident occurred at show Yes** No Incident occurred at show Attn. ODS Chapters/Committees: please be sure that the official ODS Accident Report form has been filled out and filed with the ODS Office for any accidents or incidents. Accident involves injury to horse or person. Incident includes anytime a person is involuntarily unseated, etc. In the case of an accident, we have 24 hours to Memberships Collected at Show: Yes No Membership applications have already been sent to ODS Office Yes No Membership applications are enclosed with this form If show was an ODS Approved League Show: Yes No ODS League Show Evaluation Forms were available and accessible to all Yes No ODS League Show Evaluation Forms have already been sent to ODS Office Yes No ODS League Show Evaluation Forms are enclosed with this form For ODS Chapters and Committees only: Payments to Officials and Staff: Yes No We paid officials at this show Yes No We paid staff at this show Because the ODS financial committee prepares and files taxes on behalf of all ODS (including all committees and chapters), it is tremendously helpful if you list all officials you have paid a fee to, with details of the payments made. Taxable income generally does not include expenses reimbursed, so please assist our volunteers on the financial committee by providing us the following information: Name of Official or Staff Person: Fee Paid: Reimbursed Expenses Paid: Was a W-9 collected and sent to the ODS Office? Yes No Yes No Yes No Yes No Yes No Chapter IV page 12

57 Chapter IV. Rev C2 2/12/14 Yes Yes No No Office use space: Chapter IV page 13

58 Chapter IV. Rev C2 2/12/14 Form 6 Established in 1971, The Oregon Dressage Society, an affiliate of the United States Dressage Federation, exists to educate, promote and inspire its members and the general public through programs, publications and competitions, in a way that enhances the image of Dressage and promotes the welfare of the horse. ODS LEAGUE SHOW EVALUATION FORM Please return this form to the ODS office within 30 days of the show. Both positive and negative comments are encouraged in order that the ODS show committee can improve the overall League show program. If you would like to be contacted by ODS in regards to this evaluation form, please be sure to include your name and phone number on this form. Name of Competition: Date: I attended as (please check one): Rider Owner Trainer Coach Judge Spectator Other: Why did you choose to attend? What was best about the show? Why? What improvements would you make? Were there any violations of ODS League show regulations? No Yes If yes, please describe: Chapter IV page 14

59 Chapter IV. Rev C2 2/12/14 If yes was it reported to show management? No Yes If yes was it resolved? No Yes How? Further Comments: Check this box if you would like to be contacted by a member of the ODS Shows Committee and/or by the ODS Office Name: or phone number: Chapter IV page 15

60 Chapter IV. Rev C2 2/12/14 Form 7 Chapter IV page 16

61 Chapter IV. Rev C2 2/12/14 Chapter IV page 17

62 Chapter IV. Rev C2 2/12/14 Appendix 1. Chapter IV page 18

63 Chapter IV. Rev C2 2/12/14 Chapter IV page 19

64 Chapter IV. Rev C2 2/12/14 Chapter IV page 20

65 Chapter IV. Rev C2 2/12/14 Chapter IV page 21

66 Chapter IV. Rev C2 2/12/14 Chapter IV page 22

67 Chapter IV. Rev C2 2/12/14 Chapter IV page 23

68 Chapter IV. Rev C2 2/12/14 Being revised Appendix 2. Show Standards for ODS Approved Shows Chapter IV page 24

69 Chapter IV. Rev C2 2/12/14 Being revised Appendix 3. ODS Show Approval Letter Chapter IV page 25

70 Chapter IV. Rev C2 2/12/14 Appendix 4. Certificate of Insurance (sample) Chapter IV page 26

71 Chapter IV. Rev C2 2/12/14 Chapter IV page 27

72 Chapter IV. Rev C2 2/12/14 Appendix 5. League Show Results Reporting Instructions Oregon Dressage Society AWARDS COMMITTEE PO Box 959 Hillsboro, OR Phone Fax We are pleased to announce that effective immediately, ODS will accept dressage show results electronically. Shows that e-file their results will be entered into a drawing to receive a free basic listing in the 2006 ODS Regional Omnibus. We've tried to make the electronic filing procedure as easy as possible, using the USDF e-filing specifications* as our guide. If you have questions or suggestions for improvement, please contact the ODS Office. * The USDF Electronic Results Submission Standard may be downloaded from Shows offering DSHB classes: please continue to submit results for this division in hard copy. Getting the results to us Dressage results may be submitted as an attachment or on a 3.5" diskette (formatted for PC, not Mac.) your file (see File Format, below) as an attachment to results@oregondressage.com or mail it to the ODS office at the address above, attention "show results." Send a separate or diskette for each show. In the subject line of the , or on the label of the diskette, include the show name and ODS ID number and the word "results." In the body of your , or on a note with your diskette, please include the name, phone number and address of someone we can contact if we have questions. Remember, results must be e-filed and fees postmarked within two weeks after the show. File Format Name your file ODS####.xxx (ODSL####.xxx for League shows), where "####" is the competition number assigned by ODS, and "xxx" is the file extension, such as.txt or.xls. Chapter IV page 28

73 Chapter IV. Rev C2 2/12/14 The file extension will depend on what the file format is. We can accept results as an Excel spreadsheet (.xls) or as tab- or comma-separated data (.tab or.txt or.csv or.dat). Warning: if you have used quotation marks within your data fields, you will not be able to use the comma-delimited format. Data must be submitted with fields in the order listed on the next page. All fields listed must be included in your report, even if they do not contain data. A header record (field names used in the report) is optional. Please send all scores earned in all classes. We'll pick out what we need for awards. The data fields (columns, if reporting on a spreadsheet) ODS competition ID number League shows will start with an L. Rider ODS Number From entry form Rider First Name As it appears on ODS card Rider Last Name As it appears on ODS card Horse Name As it appears on entry form Class Number May be alphanumeric Class Title Name of class as listed in prize list Judge at C First Name Judge at C Last Name Placing Percentage score Decimal. Do not include % sign. Chapter IV page 29

74 Chapter IV. Rev C2 2/12/14 Level USDF Test Use USDF Ride Level* values here or: Intro Training 1st 1st Level Freestyle 2nd 2nd Level Freestyle 3rd 3rd Level Freestyle 4th 4th Level Freestyle FEI-Jr FEI-YR PSG YR PSG Freestyle Int. 1 Int. 1 Freestyle Int. 2 GP GP Freestyle GPS Pas de Deux Quadrille If none of these describe your class, use: Other Use USDF Test* values here if you used USDF Ride Level values in the previous field. Otherwise, leave blank. * The USDF Electronic Results Submission Standard may be downloaded from Chapter IV page 30

75 Chapter IV. Rev C2 2/12/14 Being revised Appendix 6. Facility rental agreement questionnaire (sample) Chapter IV page 31

76 Chapter IV. Rev C2 2/12/14 Being revised. Appendix 7. Show Officials Sample Contract Chapter IV page 32

77 Chapter IV. Rev C2 2/12/14 Being revised Appendix 8. Manager and Secretary Contracts (sample) Chapter IV page 33

78 Chapter V. Rev A3 9/28/13 Chapter V Liability Insurance All ODS sponsored events which will have horses present must obtain ODS liability insurance. There is sometimes confusion about the concept of ODS sponsored events. ODS Chapters, Committees and the State Organization can sponsor activities. Shows approved by ODS but sponsored by organizations other than ODS or an ODS chapter CANNOT be covered by this insurance. ODS insurance is standard liability coverage. The insurance will defend if suit is brought against an ODS sponsored event, activity, and/or conduct. Principle features of the ODS Liability Insurance are outlined in Appendix 4. Examples of the Insurance Application form are provided as an Appendicles to this Chapter. The most current form and appropriate form is available for download from the ODS website ( If the Insurance Application is for a show, it should be submitted at the same time as the Show Approval Application Form. How to Obtain the Insurance Application Form: Download the most current and appropriate ODS Insurance Form from the ODS Website ( Alternatively, you can contact the ODS office for additional forms to be faxed, ed or mailed to you. Application Submission: 1. Advanced submission Complete the insurance application form and submit it, along with applicable fees, to the ODS Office with payment at least six weeks in advance of your event. The main ODS liability insurance policy renewal date is November 15 for events to be covered the following year. Ideally applications for all events to be covered the following year are submitted to ODS and can be included with the renewal. In those situations in which the event is planned after November 15, if the completed contract and insurance fees are received by the ODS Office at least 6 weeks prior to the event, insurance coverage will be granted. If you must have the certificate well in advance of the event, ODS must be notified of the due date for your certificate and insurance must be applied for well in advance. 2. Last Minute Requests: One of the most common problems is last minute requests for certificates or additional insured. This problem is normally innocent; often the Chapter or Committee fails to delegate responsibility or follow up on obtaining insurance coverage for an event until their facility reminds them that they have not yet Chapter V page 1

79 Chapter V. Rev A3 9/28/13 received a certificate. Or, the facility being used forgets to mention the need for an additional insured until it is far too late. If your event is within 4 weeks, please call the ODS office before you submit your application. If your event is within 4 weeks of receipt of your application, there is a $20.00 rush fee; if your event is within 2 weeks of receipt of your application, there is a $40.00 rush fee. If your event is within 48 hours, you must CALL the ODS Office to ensure an insurance certificate can be obtained or you will have to cancel the event. The ODS Office weekend emergency number is listed below. Completing the Application Form: Your application is a LEGAL DOCUMENT and needs to be treated as such. In the case of an accident or lawsuit, please be sure that information turned in about your event was included in full on your application. Incomplete forms are subject to return or additional office fees. Please only include ONE event and ONE facility per form. Please contact the ODS Office if this is unclear or if you have questions about how many forms your chapter needs to be submitting. Example: Your chapter is hosting a three day single-approval show. That is considered to be one event and one insurance application form required. Example 2: Your chapter is hosting a show, a clinic and a trail ride, all on the same weekend. Those are considered separate events and a separate insurance application form must be submitted for each. Example 3: Your chapter is hosting a show, a clinic and a trail ride, all on different weekends, but at the same facility. Those are considered to be separate events and a separate an application form is required for each. Example 4: Your chapter runs clinics or rides every single weekend at the same facility with the same clinician. Each of the events is considered to be separate and a separate insurance application form is required for each date. Helpful hint: Fill out the required information on the bottom portion of the form and photocopy. Insert the date on the photocopy. Example 5: Your chapter runs monthly clinics with the same clinician but splits the clinician s time between three facilities. Each clinic is considered to be a separate event and a separate insurance application form is required for each date. If you are filling out multiple forms and find it too much writing to fill out contact information on every form, consider using the ODS active pdf form or an address label. The insurance application form is faxed to the insurance agent, so writing on file is not acceptable in lieu of a mailing or street address, etc. In addition, the ODS Office will address envelopes to mail certificates based on your application form; incorrect or incomplete addresses will result in certificates not successfully reaching your facility/entity designated. Name of Organizer is the name of the person that would be contacted with questions about this event, not necessarily the person filling out the form. This is the person who will be listed on the ODS website as the official contact for this event. If the person filling out the form (able Chapter V page 2

80 Chapter V. Rev A3 9/28/13 to answer questions about the form) is different, then please enclose a note indicating where the ODS Office or Insurance Agent can direct questions about the form. See Additional Insured below about more specifics about facilities. Other entities that may require a copy of our insurance certificate include USEF, USDF, etc. Please be specific in your request. Please do not write on the back of a form if you have additional information, please enclose a separate sheet of paper. Additional Insured (commonly referred to as Facility Insurance): If your facility requires a certificate, it must be listed as additionally insured, and a fee of $25 per location per calendar year is required. If the additional insured is wholly a ODS Member, there is no annual fee due, just the form (see examples below to answer questions about Additional Insured / ODS member fee exclusion). The ODS office will be able to tell you if another chapter has already paid the insurance fee for that facility. The additional insured coverage insures the property owner (private or public) against lawsuits with the same coverage as ODS receives. Please be sure that the application lists the legal property owner, not just the DBA (i.e. write John & Jane Smith DBA Oregon Stables). Example: Molly Johnson, ODS #5000, is the legal landowner therefore there is no additional fee. However, if the legal landowner (i.e. name on the deed or title of the property) is Molly and Jack Johnson where Molly is an ODS Member but Jack is not, the annual facility ( additional insured )fee will be due. Fees: It is mandatory that fees are paid using a Chapter or Committee check and that the check arrives with the application. ODS cannot accept personal checks for chapter or committee insurance fees. Fees for ODS insurance are associated with both facilities and events. The fee for Additional Insured is on a per calendar year per facility basis. The additional insured fee is applicable to facilities or sanctioning organizations that wish to be listed as additionally insured as described above. If the facility is wholly owned by an ODS member, the additional insured fee is not applicable. Call the ODS Office at if you are unsure if this facility has already had the fee paid for the year. Refer to the ODS website for current fees. Chapter V page 3

81 Chapter V. Rev A3 9/28/13 General Show Insurance fee is a per event day basis and includes one day for set up and one for take down. Insurance fees may change annually. The most current fee is maintained on the ODS website. A fee for Clinic Insurance is assessed on a per day basis if non-members are participating in any way (including auditing, handling horses in holding area, grooming, conducting clinics, etc.). There is no daily fee if 100% of clinic participation is limited to ODS Members, including spectators and the clinician. The most current fee is maintained on the ODS website. Other events such as parades, trail rides, etc may be subject to different fees. Please contact the ODS Office if you have questions. ALL applications must submit a $10 office processing fee. This fee offsets the cost to administer ODS Insurance and helps keep the ODS annual dues from increasing. The ODS Office Manager spends time and money on postage/office supplies obtaining your event insurance, processes your application, communicates with the Insurance Agent, posts events to the ODS Website, photocopies/mails certificates and files paperwork in the archives. The Insurance Certificate: The designated official contact person, the designated facility and any other designated additional certificate holders will be sent a certificate. If a certificate is applied for within 48 hours, we do our best to deliver certificates. Overnight postage/shipping fees may apply if no fax or is available. Protect our Coverage: Insurance in the horse business is getting harder to come by and more expensive than ever before. There are only a few companies that write this kind of coverage. To protect our ability to continue with coverage, please make sure you are as hazard-free as possible. Have representatives such as management and committee members read the ODS insurance policy packet on the ODS Website and be familiar with the forms and responsibilities. All participants must sign a release of liability. If you do not have a release, you can download a general form from the ODS Show/Clinic Management page on the ODS Website or request that a form be mailed/faxed/ ed to you by the ODS Office. Institute basic safety procedures, including but not limited to the following: Consider a no dogs rule; if dogs must be present, require them to be leashed without any exception Keep spectator traffic away from the horse traffic (in gates, etc.) Have adequate and safe parking Have adequate and safe stabling Have adequate and safe spectator facilities Post the Inherent Risk Sign to limit liability Protective Headgear Policy (see ODS Policies & Procedures Manual, Chapter III, XV) It is mandatory to wear protective headgear at ODS clinics, schooling and league shows Chapter V page 4

82 Chapter V. Rev A3 9/28/13 and any events hosted by our chapters/committees. The only exception is per USEF rules, which apply only at FEI Licensed Shows. From the time horses are admitted to the event grounds, anyone mounted on a horse at any time must wear protective headgear as defined by the USEF Rule DR120 and otherwise in compliance with USEF Rule GR801. Protective headgear is defined as a riding helmet which meets or exceeds ASTM (American Society for Testing and Materials)/SEI (Safety Equipment Institute) standards for equestrian use and carries the SEI tag. The harness must be secured and properly fitted. Any rider violating this rule at any time must immediately be prohibited from further riding until such headgear is properly in place. (Established , amended 4/1/13) Consider designating a safety chairperson for events ODS members only events need to be truly restricted to members (including clinician, videographers, photographer, etc, etc); a current ODS member list can be found on the ODS Show & Clinic Management page of the ODS Website or can be requested in advance if another format is desired Require that all independent contractors (including concessionaires on the show grounds) furnish the show/clinic/event management with a Certificate of Insurance as evidence that Public Liability Insurance, Auto and Worker s Compensation Insurance is in force during the show. Show management will want to be named as Additional Insured on their policy (i.e. naming Oregon Dressage Society, Inc., its Directors, Officers and Agents as additional insured) Enforce the USDF/ODS rule which does not allow any person on foot in the warm up arena. Reporting Incidents and Accidents Any incident or accident which could reasonably result in an injury or may become or is known will become a claim or suit must be reported immediately to ODS by submitting the accident report form. A rider being bucked off during an event is considered to be an incident that could reasonably result in an injury and therefore must be reported to ODS. ODS will in turn submit the report to the insurance company. The organizer of the activity (and in addition, the show manager if the accident occurs during a show) is responsible for submitting this report. Any incident that he/she has knowledge of must be reported within one week of the date of the incident or accident. If the organizer becomes aware of an incident or accident after completion the ODS event, the organizer must then submit an accident report form to the ODS office within one week of becoming aware of it. If the accident results in a personal injury, the occurrence must be phoned in to the ODS Office immediately (emergency weekend phone number is below) and in turn the ODS office is required to notify the insurance company within 24 hours. Accident reports should be submitted to: ODS Office PO Box 959 Chapter V page 5

83 Chapter V. Rev A3 9/28/13 Hillsboro, OR (weekend emergency number) FAX Please mark the report form for records only unless you are positive a claim may be filed or suit will be brought. A sample of the Accident/Incident Report Form is included in the Forms portion of this Chapter. Forms are on the ODS Website (on the Show & Clinic Manager page) and may be downloaded. Forms are included in the insurance information for all shows who receive ODS Insurance. Additional report forms can be requested from the ODS Office at any time. Failure to submit a report in a timely fashion could result in the insurance company canceling ODS s insurance policy. We ask that all ODS members see that these guidelines are followed. Appendices 1. ODS Insurance Application Form (sample) 2. Insurance Accident/Incident Form 3. Certificate of Liability Insurance (sample copy) 4. Principle Features of ODS Liability Insurance Appendix Policy 1 Chapter V page 6

84 Chapter V. Rev A3 9/28/ ODS Chapter and Committee Insurance Application This form is for events held between January 1, 2014 and December 31, Because the insurance rates will not established until the renewal date (1/1/14), the rates published on this form are an estimate. Any differences in rates will be invoiced and must be paid. EVERY TIME a Chapter/Committee/Board sponsors an event involving horses, an insurance form must be filled out and submitted. Instructions and more information can be found on the ODS Website: Please contact the ODS Office if you have any questions (503) or office@oregondressage.com. Chapter V page 7

85 Chapter V. Rev A3 9/28/ ODS Chapter& Committee Insurance Application Mail: Oregon Dressage Society, PO Box 959, Hillsboro, OR or Fax: (503) Type of Chapter Activity: Practice Show ODSLeague Show USDF/USEF/ODS Show Clinic Other: Date of Competition or Activity: Opening Date: Closing Date: Name of Competition or Activity: Name of ODS Chapter or CommitteeSponsoring Activity: Due: 6 weeks before activity ODS Members Only Event? Members Only Event. Yes NoIf yes, applicant must reviewthe website or Handbook and understand the conditions of an ODS Name and Rating of Judge or Clinician: ODS Member Number: Name of Organizer: ODS Member Number: Check this box if contact info has changed recently Daytime Phone: Legal Name of Property Owner: Name of Show Grounds or Facility: Address of Show Grounds or Facility: City, State, Zip of Show Grounds or Facility: address for Show Facility: Additional Insured aka Facility Insurance is $25.00 per calendar year per facility. Call the ODS Office at if you are unsure if this facility has already had the fee paid for the year. Does this facility want to be named as additional insured? This is the only way to receive a written certificate Yes No Has this facility received an insurance certificate from ODS this year? Yes No Does this event require proof of insurance for USEF? Yes NoLicense Number: Does this event require proof of insurance for USDF? Yes No License Number: orprogram/attention: Do any other entities require proof of insurance? Yes No Name & Address of Other Certificates Required: Chapter V page 8

86 Chapter V. Rev A3 9/28/13 Fees: Chapter Check Enclosed -or- Charge my Chapter Visa/MasterCard Exp Date: / General Show Insurance (for ODS or chapter for up to 100 participants) $51 x days $ General Clinic Insurance (for ODS or chapter for up to 100 participants)$43 x days $ ODS Member Only Clinic Insurance (for ODS or chapter for up to 100 participants) $ No Charge Additional Insured (*No fee for USDF/USEF)$25.00 per year X certificates $ Application Office Processing Fee: (required on allapplications) $ Rush Fee ($20 if application is accepted, and event is within 4 weeks, $40 if event is within 2 weeks ) $ Total $ Organizer has read the ODS Handbook chapter on insurance and/or reviewed the ODS Website insurance page and understands the rules and conditions of chapter/committee use of ODS insurance. Electronic signature or written signature accepted. X Date: Office Use Only : Amount Pd Dates: Received Faxed to BB Date Pd to BB Payment processed Dates Ins. Certificate sent to: Organizer Facility Add l Insured USDF USEF Chapter V page 9

87 Chapter V. Rev A3 9/28/13 Appendix 2 Please print neatly! This form is a legal document which will be faxed and needs to be legible! Page 1 of 2 ACCIDENT/INCIDENT REPORT FORM Policy No.: SL Blue Bridle Insurance Agency for Oregon Dressage Society, Inc. INSURED NAME AND ADDRESS: NOTICE: if an injury results in medical treatment, event Oregon Dressage Society, Inc management is REQUIRED to call the ODS Office C/O Corinne Stonier, Executive Director Emergency Number IMMEDIATELY (503) PO Box 959 Hillsboro OR to report and get further instructions. Thank you. Incident Report no medical harm, no intervention; example: simple unseating Accident Report medical treatment or intervention required Unsure of type of Report PERSON SUBMITTING FORM: EVENT: DATE OF ACCIDENT: TIME OF ACCIDENT: AM / PM LOCATION OF ACCIDENT (Include City & State): ATTACH A SEPARATE PAPER DESCRIBING DESCRIBE THE ACCIDENT AND THE APPARENT CAUSE IN AS MUCH DETAIL AS POSSIBLE. BE SURE TO ACCURATELY DESCRIBE ANY INJURIES OR DAMAGES. HUMAN INJURY NAME OF INJURED PARTY: AGE: Is this person an ODS Member Yes No IF A MINOR, NAME OF PARENT/GUARDIAN: ADDRESS: PHONE NO.: DID INJURED PARTY REFUSE TREATMENT AT THE SCENE? (YES / NO) IF YES, MEDICAL PROFESSIONAL WHO ATTENDED: DID INJURED PARTY REFUSE AMBULANCE TRANSPORTATION TO A HOSPITAL? (YES / NO) NAME OF HOSPITAL (IF TRANSPORTED): EQUINE INJURY NAME OF HORSE: AGE: OWNER: ADDRESS: PHONE NO.: Was the Rider the same as the owner? Yes No Is the owner an ODS Member Yes No DID OWNER REFUSE TREATMENT FOR THE ANIMAL AT THE SCENE? (YES / NO) IF NO, MEDICAL PROFESSIONAL WHO ATTENDED: Chapter V page 10

88 Chapter V. Rev A3 9/28/13 ODS / Blue Bridle Insurance Agency - ACCIDENT REPORT FORM Page 2 of 2 PROPERTY DAMAGE ESTIMATE AMOUNT OF PROPERTY DAMAGE: $ DESCRIBE THE DAMAGED PROPERTY: POLICE/FIRE DEPT. WHO RESPONDED: NAME OF OWNER: PHONE NO. ADDRESS: IF THE ACCIDENT WAS HORSE RELATED, PROVIDE THE FOLLOWING INFORMATION: NAME OF HORSE: AGE OF HORSE: NAME OF OWNER: PHONE NO.: ADDRESS: USE OF HORSE (School Horse, Show Horse, etc.): INDICATE HORSE S EXPERIENCE IN THIS USE OR ACTIVITY: USUAL TEMPERMENT OF HORSE: PHYSICAL PROBLEMS OF HORSE/ RIDER THAT MAY HAVE CONTRIBUTED TO ACCIDENT: DID THE INJURED PERSON RIDE THIS HORSE BEFORE? (YES / NO) IF YES, HOW OFTEN : WITNESSES PRESENT: (PROVIDE NAMES, ADDRESSES AND PHONE NUMBERS) 1) 2) Attach the witnesses written accounts of the accident. YOUR SIGNATURE: DATE: ATTACH A COPY OF THE SIGNED RELEASE FORM and ENTRY FORM (if applicable) and transmit to ODS Office Forms must be RECEIVED within 48 hours of any incident; within 12 hours of any accident - office@oregondressage.com or FAX: (503) Mail hard copy to the office after electronic transmission: PO Box 959 Hillsboro OR Chapter V page 11

89 Chapter V. Rev A3 9/28/13 Appendix 3 Certificate of Liability Insurance Chapter V page 12

90 Chapter V. Rev A3 9/28/13 Appendix 4 Principle Features of ODS Liability Insurance Policy This appendix provides an outline of the principal features of the ODS Liability Insurance program. This outline highlights the program and is for informational purposes only. The terms and conditions of the insurance policy forms and endorsements control all coverage afforded under the program and coverage questions should be referred to the policy. Refer to the ODS website insurance page for the most recent information. Principal Coverages - Commercial Liability Coverage - Bodily Injury and Property Damage. Medical Payments - $5,000. Limits. For bodily injury to non-members due to an accident on premises the club owns or rents arising out of club operations, regardless of fault. Products/Completed Work - The Company pays all sums which an insured becomes legally obligated to pay as damages due to bodily injury or property damage arising out of the products hazard to which this insurance applies. ( Products is simply defined as goods or products sold, handled, distributed or disposed of by the insured.) Fire Legal Liability - $50,000. Limit. The company pays for property damage to buildings which you rent from another if the damage is caused by fire which the insured is legally liable. Personal and Advertising Injury Liability - Coverage for which an insured becomes legally obligated to pay as damages to which this insurance applies and arises out of the conduct of the insured s activities. Personal and Advertising injury means injury (other than bodily injury) that arises out of offenses, i.e. oral or written slander or libel or violating a person s right of privacy. Advertising injury also includes misappropriation of advertising ideas and infringement of copyright, title, slogan trademark or trade name. Incidental Contractual Liability - coverage for bodily injury or property damage liability which is assumed under a contract or agreement for lease of premises. Host Liquor Liability - is included unless you are in the business of manufacturing, distributing, selling or serving alcoholic beverages. Exclusions Include - Bodily Injury or Property Damage: Liability which is assumed under a contract or an agreement Arising out of the ownership, operation, use of an auto, aircraft or mobile equipment Arising out of the discharge, dispersal, release or escape of pollutants Participants in hunts, rodeo-type events, racing, vaulting and polo Cross Liability - bodily injury, property damage (or personal injury) to an insured Property Damage to property in the care, custody or control of an insured Chapter V page 13

91 Chapter V. Rev A3 9/28/13 Injury to or destruction of owned, hired or borrowed ponies or horses, trailers, tack or other equipment which is in the care, custody or control of an insured. Note: horses, tack and related equipment are usually in the care of the owners/trainers, not in the Care, custody or control of the club/organization sponsoring the event. The Horse Show Insurance Plan This appendix provides an outline of the principal features of the ODS Horse Show Insurance program which is purchased on a daily basis (i.e. coverage is only available for those dates declared and bound by our agent). This outline highlights the program and is for informational purposes only. The terms and conditions of the insurance policy forms and endorsements control all coverage afforded under the program and coverage questions should be referred to the policy. Refer to the ODS website insurance page for the most recent information. The Club Program, providing coverage for horse shows organized by the individual clubs, includes the following coverage and conditions: Additional Insured: The Horse Show Organization, The Individual Committee Members, Officials, Judges, Premises Owners, and Course Designers but only while acting at the direction of and within the scope of their duties for the insured club. Premium: Premium charge is based on the actual number of show or event days, not including one day prior for show preparation and one day follow for dismantling. If the public is allowed onto the premises, an additional public event day must be declared. Event Days: The Company requires prior notification of all public event days. At time of application, member clubs are asked to report all events that are scheduled, including tentative dates, and locations. Additional days can be added throughout the year. Four weeks prior notice to the agent is advisable for endorsements to be issued and Certificates of Insurance to be provided (upon request). Insurable interest of individuals/entities (relationship to the insured/event) must be identified when applying for additional insured coverage. Important: The insured must require that all independent contractors (including concessionaires on the show grounds) furnish the insured with a Certificate of Insurance as evidence that Public Liability Insurance, Auto and Worker s Compensation Insurance is in force during the show. In most cases, your organization will want to be named as Additional Insured on their policy Chapter V page 14

92 Chapter V. Rev A3 9/28/13 Please Note: Medical payments coverage is provided (regardless of fault) for all participants provided the insured has secured a release from each entrant and the accident form is turned in properly. Revision History: 1. Complete revision 4/22/10 2. Incorporated editorial comments by Joyce Stride 9/19/10 3. Added Appendix 4, Outline of Principle Features of the ODS Liability Insurance Program 10/7/10 4. Revision A release for publication 10/10/10; 5. Revision A1 insertion of 2012 forms 2/2/ Revision A2 update of fees; correction of language in Additional Insured area; added accidently omitted helmet policy in Protect our Coverage section 2/10/12 7. Revision A3 draft 1. Inserted 2014 Insurance application form (Appendix 1), revised head gear policy to be the same as Chapter III, corrected ODS mailing address. 9/17/13 8. Revision A3 dft 2. Updated Accident report form to 2013 version (Appendix 2) 9. Rev A3 final. Changes reviewed by Corinne. for publication 9/28/13 Chapter V page 15

93 Chapter VI. Rev C 1/7/17 Chapter VI. ODS Sponsored Shows Section I. Oregon Dressage Society Championship & Open Shows These shows are USEF/USDF Licensed and are ODS Approved and are presented consecutively in the fall of each year. To participate in the ODS Championship Show, qualifying scores must be earned at USEF/USDF Licensed ODS Approved Shows. Qualifying scores depend upon the rider division and test level and are listed in the Championship Show Prize List published in the ODS Omnibus and posted on line on the ODS website ( Competition Management is the Oregon Dressage Society, Inc. ODS Futurity Classes are offered at the ODS Championship Show. Those interested in showing must make a nomination and pay nomination and futurity fees prior to competition. ODS Futurity rules can be found in the ODS Championship Show Prize List in the ODS Omnibus. Section II. Dressage for the Ages An ODS Approved League Show with Open, Adult Amateur (AA), Junior/Young Rider (Jr/Yr), and High School divisions. Dressage for the Ages is a High School Dressage Team Fundraiser for College Scholarships. Competition Management is the ODS Youth Program. Section III. ODS Adult Team Dressage Competition An ODS Approved League Show. The competition includes both open individual classes and team classes for adults (a competitor is an adult from the beginning of the competition year in which he or she reaches the age of 22). A team consists of four members, at least three of which must meet the USEF definition of an amateur. A team member is a horse/rider combination. Competition Management is the Oregon Dressage Society, Inc. Section IV. ODS League Championship & Open Show An ODS Approved League Show scheduled in the spring of each year. To participate in the ODS League Championship Show, qualifying scores must be earned at ODS Approved League Shows. Qualifying scores depend upon the rider division and test level and are listed in the ODS League Championship Show Prize List published in the ODS Omnibus and posted on line on the ODS website ( Competition Management is the Oregon Dressage Society, Inc. Section V. USDF/ODS Junior/Young Rider Team Dressage Championships An ODS Approved League Show. The competition includes both open individual classes and team classes for Junior and Young riders (a competitor may compete as a Young Rider (YR) Chapter VI page 1

94 Chapter VI. Rev C 1/7/17 until the end of the calendar year in which he or she reaches the age of 21). Competition Management is the Oregon Dressage Society, Inc., ODS Youth Program. Section VI. ODS High School Dressage Championships The ODS High School Dressage Championships may be held either as an individual event or as a category of another ODS Approved League Show. Championships will be conducted in accordance with High School Team Guidelines posted on line on the ODS website ( Competition Management is the Oregon Dressage Society, Inc., ODS Youth Program. Section VII. ODS Breeders Showcase I & II These shows are USEF/USDF Licensed and are ODS Approved. The ODS Breeders Showcase I & II are offered to promote Sport Horse breeding by offering a venue to show. These shows are organized and presented by the ODS Sport Horse Breeders Committee. Competition Management is the Oregon Dressage Society, Inc., Sport Horse Breeders Committee. Revision History: 1. Complete revision Update Futurity and Breeder information 10/1/10 3. Revision A release for publication 10/10/10 4. Rev B. Revised by the Show Committee. reformatted. Changed competition management to ODS. 4/28/12 5. RevB1. Deleted League Show Championship and Open show. Discontinued in /14/14 6. Rev C -reinstated League Show Championship and Open show for Approved at retreat /7/ Chapter VI page 2

95 Chapter VII. Rev F6 9/10/16 Chapter VII. Awards, Scholarships, Grants Section I. Responsibility A. The Finance Committee shall review all funds dedicated to awards, scholarships or grants and determine which are/should be ODS-managed funds, and which funds are essentially private but benefit ODS members. Determine, for each fund: (1) where the money comes from; (2) how the funds are administered; (3) who benefits from these funds; (4) does or should ODS control these funds? If derived from monies collected from ODS Sponsored events or direct contributions through ODS or otherwise pass through ODS, these funds are to be considered ODS Managed funds. If derived from a private donation, held separate and apart from and do not pass through ODS, the fund will not be considered to be an ODS Managed fund. Whether or not ODS determines the recipient of the award is not relevant to the determination if the fund is to be ODS managed, but is relevant to other management and reporting requirements. A current list of funds associated with awards, grants and scholarships along with the determination of management is contained in Appendix 1. B. ODS has reporting responsibility for ODS Controlled funds and administrative responsibilities for awards made with those funds. The ODS Committee charged with administering the Award, Grant or Scholarship is responsible for: Preparing the required reports for Awards, Grants or Scholarships associated with ODS Managed funds and submitting them to the Treasurer in accordance with established procedures. Establishing transparent criteria and procedures for the awarding of any ODS Award, Grant, or Scholarship for which ODS determines the recipient regardless of the source of funding. The criteria shall be presented to and approved by the ODS Board of Directors. Awards, grants and scholarships made in ODS name only and for which ODS does not manage the funds nor determine the recipient, no reporting or administrative procedures are required. Section II. Dedicated Funds Special Purpose Funds: Any fund established for a specific purpose shall have, as part of its originating documentation and authorization, a statement of purpose, a Chapter VII page 1

96 Chapter VII. Rev F6 9/10/16 defined mechanism for funding stability, fund raising strategy, transparent operational guidelines, and clear methodology for the award of funds. Fund Management: The ODS Board shall appoint fund managers who shall develop online and printed materials that identify the fund and give it an image. Fund raising materials shall be developed to communicate the fund s purpose, scope of support, opportunities for donors, and explanation of how awards are made. In marketing the fund, managers shall consider offering multiple options for donors to support ODS special purpose funds. For example, at a certain level of donation, an award would carry the donor s name or honoraria would be created in recognition of support at a given level. Opportunities for pledged giving, an important means of non-profit support, shall be coordinated with membership renewal efforts. Software packages exist that could facilitate tracking of pledged gifts and follow-up. Section III. Sustainability of ODS Awards Program A. The Awards Committee shall monitor the cost of awards with the goal that expenses are not greater than the combined sum of participation fees and sponsorships. Volunteer and staff time utilized will be included in this review. The Committee shall recommend adjustments to fees and expenses as necessary to achieve this goal. B. The Awards Committee (pursuant to ODS Policies and Procedures Manual Chapter II, Section II.I.7) shall seek sponsorships for awards. C. The Awards Committee or its designee shall report the status of the awards program of the preceding year at the ODS Summer meeting. Section IV. Horse/Rider awards ODS Horse/Rider Awards fall within the responsibility of the Awards Committee. A. ODS Horse/Rider Awards for USEF/USDF Licensed and ODS Approved Shows 1. Award description A small brass plate with scalloped edges will be awarded to each ODS member in good standing who earns a score of 60% or better at Training Level or above in ODS approved USEF/USDF licensed shows in a single show season. Plates will be awarded for Dressage Rider Tests (DRT) at Training, First and Second levels and for FEI Jr/YR tests. One plate for Freestyle Rides, one plate for Quadrille Rides, and one plate for Pas de Deux rides will also be awarded if scores earned are 60% or better in ODS approved USEF/USDF licensed shows in a single show season. Plates are engraved with the horse s name, level of competition and number of 60% or better scores in that show season. Chapter VII page 2

97 Chapter VII. Rev F6 9/10/16 A personalized wall plaque is available for purchase for mounting the Plates. Members are responsible for checking the ODS website for accuracy before plates are engraved. Participants are not required to submit award report forms in order to be eligible for rider awards. 2. Eligibility requirements: a. Awards must be earned at USDF/USDF Licensed and ODS approved competitions during the current membership year. b. Scores from ODS League shows and Practice shows do not count. Only scores earned from current USDF, USEF or FEI tests will apply towards awards. Scores obtained in Opportunity Classes will be excluded. c. Riders must be a current member of ODS in good standing at the time the score was earned in order to be eligible to receive ODS awards. The rider need not be the owner of the horse. d. Duplicate plates are available for owners of award winning horses if all other participation and eligibility requirements are met. 3. Method of calculation ODS Horse/Rider awards are calculated based upon scores reported for USEF/USDF licensed and ODS Approved Shows for the membership year (Nov 1 -Oct 31). Score data will be posted on the ODS website. ODS will notify membership of the posting of the scores via broadcast , social media and announcements published in Flying Changes magazine. Any corrections to awards due to incorrect data will be made only at the expense of the requester. 4. Award Program Participation a. Participation in the ODS Licensed show program is optional. A fee of $10 per award plate is applicable to participants in order to cover the cost of the program. b. Application Forms for award plates may be made at any time up to 30 days after the scores are posted on the ODS web site. Applications submitted after 30 days will be assessed a $5.00 processing fee. c. It is the responsibility of the rider to review the scores and notify ODS of any errors or omissions. The application form shall include either verification that posted information is correct or alternatively, the opportunity to provide any necessary corrections. Correction of errors on award plates will be made only at the expense of the applicant. d. The application form and fee are to be submitted to the address stipulated on the form. Chapter VII page 3

98 Chapter VII. Rev F6 9/10/16 B. ODS Horse/Rider Awards for ODS Approved League Shows 1. Award Description A small brass plate with rounded edges will be awarded to each ODS member in good standing who earns a score of 60% or better at Introductory, Training, First, or Second Level at ODS approved League shows in a single show season. Plates will be awarded for Dressage Rider Tests (DRT) at Training, First and Second levels. One plate for Freestyle Rides, one plate for Quadrille Rides, and one plate for Pas de Deux rides will also be awarded if scores earned are 60% or better at ODS approved League shows in a single show season. Plates are engraved with the horse s name, level of competition and number of 60% or better scores in that show season. A personalized wall plaque is available for purchase for mounting the plates. Members are responsible for checking the ODS website for award accuracy before plates are engraved. Competitors are not required to submit award report forms in order to be eligible for rider awards. 2. Eligibility requirements: a. Awards must be earned at ODS League approved competitions during the current membership year. Scores from USDF/USEF/ODS licensed shows and Practice shows do not count. b. Only scores earned from current USDF or USEF tests will apply towards awards. c. Riders must be a current member of ODS in good standing at the time the score was earned in order to be eligible to receive ODS awards. The rider need not be the owner of the horse. Duplicate plates for owners of award winning horses are available for a fee of $10.00 if all other eligibility requirements are met. 3. Method of calculation ODS Horse/Rider awards are calculated based upon scores reported for ODS Approved Shows for the membership year (Nov 1 -Oct 31). Score data will be posted on the ODS website. ODS will notify membership of the posting of the scores via broadcast , social media and announcements published in Flying Changes magazine. Any corrections to awards due to incorrect data will be made only at the expense of the requester Chapter VII page 4

99 Chapter VII. Rev F6 9/10/16 4. Award Program Participation ODS shall assess a participation fee of $1.00 per ride down the centerline at all ODS Approved League Shows. The fees are dedicated to funding the ODS horse/rider awards. C. League Show High Point Awards (LSHPA): League Show Highpoint Awards are for horse/rider combinations posting the highest score at ODS Approved League Shows. 1. League Show High Point Awards will be awarded in the following divisions: Adult Amateur (as defined by USEF GR1306) Open Junior/Young Rider 2. A small brass plate engraved with the horse s name and award level and division will be awarded to each Champion and Reserve Champion at the following levels for each division. Award plates are sponsored by Jill Giri, DMV. USDF Introductory Level USEF Training Level USEF First Level USEF Second Level USDF Musical Freestyle Training-Second level USDF Pas De Deux Introductory-Second level USDF Quadrille Introductory-Second Level 3. Method of Calculation of LSHPA LSHPA are calculated from based on scores reported for ODS Approved Shows for the membership year (Nov 1 -Oct 31). The highest score of the year for any test in the applicable level will determine the awards. 4. Eligibility requirements The eligibility requirements for ODS League show horse/rider awards are applicable. 5. Submission of Scores Submission of scores is not required. D. Excalibur Freestyle Award: A plaque or trophy is awarded to the horse/rider combination with the highest average of their three highest scores earned for USDF First Level through 4th level or FEI Musical Freestyles earned at USDF/USEF Licensed and ODS Approved competitions. Earned scores need not all be at the same level. This trophy was created by the Portland Area Chapter of ODS in recognition of "Excalibur" and Mary Ann Judkins for their outstanding freestyle presentations. Excalibur was Chapter VII page 5

100 Chapter VII. Rev F6 9/10/16 owned, trained, and shown by Mary Ann Judkins. In the early 2000's the perpetual trophy was auctioned off and the proceeds dedicated to the ODS Education Fund. The winner is to be determined from scores reported to USDF. Awards determination cannot generally be determined in time to be presented at the annual Awards Banquet. The award is now sponsored by the North Willamette Valley Chapter. Section V. Dressage Sport Horse Breeder Awards ODS DSHB Awards fall within the responsibility of the Awards Committee Dressage Sport Horse Breeder Awards are sponsored by Diane Nauman, Hardenberg Farms. A small engraved brass plate with square edges will be awarded annually to each ODS member in good standing owning a horse that has the highest average in the DSHB In-hand classes and Materiale classes earned at ODS approved USEF/USDF Licensed competitions. Engraving will include the name of the horse, the class name, the averaged score and the horse s parentage. Members are responsible for checking the ODS website for accuracy before plates are engraved. A personalized wall plaque is available for purchase for mounting the plates. The plates will be awarded for the following classes: In-Hand Classes Current calendar year fillies Current calendar year colts and geldings Yearling fillies Yearling colts and geldings Two-year-old fillies Two-year-old colts and geldings Three-year-old fillies Three-year-old colts and gelding Materiale Classes Three-to-five year old fillies or mares Three-to-five year old colts/geldings Eligibility Requirements 1. Scores must be earned by horses owned by ODS members in good standing during the ODS membership year (November 1 st to October 31 st ). Handlers need not be ODS members. Owners need not apply for these Awards. 2. At least two scores from two different competitions are required. Average scores will be calculated from USDF data. The ODS Champion for the year will be the horse with highest average score. Chapter VII page 6

101 Chapter VII. Rev F6 9/10/16 Section VI. Special Awards A. General Procedures Special Awards are presented in conjunction with the Annual ODS Awards Banquet. With the exception of the Volunteer of the Year and Chapter Newsletter, all other nominations must be submitted to the ODS office at least 30 days prior to the Annual Awards Banquet in order to be considered. As the due dates may vary from year to year, the deadlines will be posted on the ODS web site ( and broadcast ed to members before that due date. Volunteer of the Year and Chapter Newsletter nominations must be submitted no later than August 1 st of the membership year in order that they may submitted to USDF by August 30 for consideration for Region 6 Awards. All nominees must be ODS members as of February 1 of the current membership year, with the exception of the Support Person Extraordinaire. Except as noted in the discussion of individual awards, award recipients are determined by a committee appointed annually by the Special Awards Chair. Historically, the Committee consists of four members, plus Chair, comprised of one ODS Board member, and three members from two or more Chapters, general membership or others. Committee members need not be ODS members. Recipients are determined on merit of nominee, not number of nomination letters submitted for any one individual. Committee members vote independently and votes tabulated by Committee Chair. Committee members are not informed of results. Ties are broken by the Chair or by input from other ODS Board member votes, if needed. Sponsors of Special Awards will be noted on the award plaques where applicable. B. Special Award Sponsors 1. The Awards Committee will identify sponsors for each of the special awards. 2. Sponsors shall be recognized in the description of the award published in this manual and the ODS web site. The sponsor s name will be engraved on the Award Plaque where applicable. 3. Sponsors will be invited to assist with the presentation of the award at the Annual Awards Banquet. 4. The awards will be purchased and engraved by the Special Awards Committee. The sponsor will be provided with an invoice from ODS to cover the total cost of the award. Chapter VII page 7

102 Chapter VII. Rev F6 9/10/16 5. ODS encourages sponsors to provide the recipient with an additional gift, traditionally valued between $35 and $50. The additional gift is not mandatory. C. Special Award Descriptions 1. Volunteer of the Year The purpose of this award is to recognize a special volunteer who has done outstanding service for ODS as a volunteer. Nominations are in the form of a letter describing this person's contributions. The nomination must be received by the ODS Office no later than August 1. The winner of this award will automatically be submitted to USDF as a nomination for USDF Region 6 Group Member Organization (GMO) Volunteer of the Year award. The Volunteer of the Year Award is sponsored by the Pacific Trail Chapter. 2. Chapter Newsletter Award The Oregon Dressage Society would like to recognize outstanding efforts to write, produce and publish newsletters. The Chapter Newsletter Award is sponsored by the Central Oregon Chapter. Any ODS chapter in good standing with ODS may submit its own newsletter for the contest. A newsletter published as part of a magazine is not eligible for nomination. All newsletters nominated must have been published and circulated during the current year. It is the responsibility of the Chapter to select one entry for competition, and to provide 3 original copies of that entry. Entries are to be mailed to the Oregon Dressage Society office. The newsletter will be judged on: Service to readers Quality of content Quality and attractiveness of the layout Clarity of writing and editing 3. Presidents Choice Ambassador Horse of the Year The recipient is selected by the President of ODS. Nominations are welcomed but may or may not be considered. The award is presented to the horse that has best represented dressage in Oregon and beyond, thru competition or demonstrations. This horse is not necessarily at the highest levels but demonstrates the attributes that make him or her a "Goodwill Ambassador". The Award is sponsored by the Twin Rivers Chapter. Chapter VII page 8

103 Chapter VII. Rev F6 9/10/16 4. ODS Chapter Merit Award A cash award for the ODS chapter which provides the best gift basket to the ODS Annual Auction will be given each year at the Awards Dinner. The winner of this award is the basket earning the highest bid in conjunction with the ODS Auction. 5. Connie J. Keith Memorial Trust Award: This award is a lifetime guaranteed quartz movement clock and plaque that shall not cost more than $ The Award is currently sponsored by long time friend Patricia Stodola. a. Requirements of Eligibility: Adult Amateur owner-rider, 35 years of age or older at the beginning of the ODS awards year, with a minimum of two ODS Championship Show qualifying scores at Training Level, First Level, or Second Level, from a minimum of two separate judges at USEF/USDF/ODS recognized shows during the competition year on any number of his/her own horse(s). b. Eligibility Limitations: Any recipient who previously received this award at any of the designated levels shall not be eligible receive the award at that same level. That person shall be eligible to receive the award at a higher level in subsequent competition years. Recipients shall not be eligible if any of the qualifying scores were received while exhibiting a non-owned horse, including but not limited to any leased or borrowed horse. c. Application: to apply, competitors must submit a copy of their U.S. Equestrian Federation amateur card or signed declaration of amateur status, a copy of their ODS membership card, and a copy of the front of their qualifying tests to the ODS office. Recipients will be chosen from those qualifying by a drawing. 6. Sportsmanship Award This Award is sponsored by Tory Kelly, Equine Video Productions. The purpose of this award is to recognize an individual who displays a positive and supportive outlook toward fellow competitors and show management. Nominations are in the form of a letter describing why the nominee deserves an award. The Special Awards Chair shall appoint a committee to review letters of recommendation and select the recipient. 7. Support Person Extraordinaire This Award is sponsored by the Chehalem Mountain Chapter. The purpose of this award is to recognize those who work hard behind the scenes helping our competitors ride and show. To be considered they must not receive any pay for their work. Nominations are in the form of a letter describing why the nominee deserves the award. Chapter VII page 9

104 Chapter VII. Rev F6 9/10/16 The Special Awards Chair shall appoint a committee to review letters of recommendation and select the recipient. 8. M. Teresa Dunlap Trophy This award, originally a perpetual traveling trophy donated by Oregon State University and Crescent Valley Equestrian Center, was first presented in 1988 in memory of Teresa Dunlap. Teresa was a longtime boarder CVEC, a strong promoter and supporter of dressage who, unfortunately, succumbed to cancer at an early age. It is awarded at the ODS Award Banquet to the person who has done the most to further dressage in Oregon in both the last year and in previous years. The Trophy is sponsored by the Mid Valley Chapter. Nominations for this award are in the form of a letter to the ODS Office which describes a person s contributions to dressage in Oregon. Nominations are accepted from any ODS member or group. The Special Awards Chair shall appoint a committee made up of previous recipients of the Award which makes the selection of the recipient. The Recipient may only receive this award once in a lifetime. 9. Mary Ann Judkins Memorial Instructor Award This award for an outstanding instructor is given each year in memory of Mary Ann Judkins. Mary Ann was a competitor, instructor, and ODS judge who succumbed to cancer at an early age. The award is sponsored by the State of Jefferson Chapter. Nominations are in the form of a letter of recommendation submitted to ODS. Evaluation Criteria: The nominee should: a. be a current ODS member, b. be supportive of the students and efforts regardless of goals, c. have broad variety of experience in training students at different levels, d. be continuing their own education in dressage, e. be involved locally and/or statewide in the horse community, f. attend and support students in their competitions, g. give expert advice on suitable horses for the student, h. have prominence in the area of instruction, Chapter VII page 10

105 Chapter VII. Rev F6 9/10/16 i. retain students over a period of years, and j. show leadership in the dressage community. The Special Awards Chair shall appoint a committee to review letters of recommendation and select the recipient. 10. Nate Asby Inspirational Award The Nate Asby Inspirational Award will be given to an ODS member who by their example of overcoming an obstacle in their life such as a physical or mental disability, financial setback, or life changing event inspires others with their determination to do their best no matter the circumstances. Section VI. Scholarships/Grants The Barbara Page Memorial Fund The scholarship was established to honor her memory and approach to life, by assisting a young rider in furthering his or her education in the art of dressage. Barbara strove for excellence in everything she did. She always said that it was the process of working towards something that was important, and that if one worked through the process with integrity, the goal would be realized. The award is made to the high percent winner of Division D, Training level test 2 and 3, at the USDF/ODS Junior/Young Rider Team Dressage Championships because the correctly schooled training level horse is the foundation for everything to come. By recognizing achievement here, we are recognizing a rider who has already committed to the process and is ready to move on. The winner of this scholarship will receive $ to be paid toward clinic rides. The money will be paid directly to the clinician or instructor, payment must be arranged through the ODS Director of Youth Programs. The scholarship must be used before the next years USDF/ODS Jr/YR Team Dressage Championship Show. Past recipients are not eligible. PONY POWER SCHOLARSHIP AWARD Joyce and Laura Stride have established a scholarship in memory of Bahas Amiable Ali, who died at age 34 in September of Ali began his career with the Stride family in 1972 as Laura s first mount, and since, has carried many young riders through the ranks of 4-H and JR/YR shows. He helped his young riders glean the glory of medallions, hi points and year-end awards. He gave them the confidence to graduate to a full sized-horse. He was famous for unseating the unwary rider - his version of the Wake-up call. This scholarship opportunity is open to riders at the USDF/ODS Junior/Young Rider Team Dressage Championships mounted on ponies. (USEF definition of a pony: not to exceed 14.2 h) Chapter VII page 11

106 Chapter VII. Rev F6 9/10/16 Riders need to register their intent to participate at the show office, and write an essay about PONY POWER, describing what makes a pony special. The sponsor of the award, or designee, reads the essays, makes the selection and notifies show management of the recipient. The winner will receive a prize at the Awards ceremony plus two clinic rides with Ernst Herrmann, or other instructor of the rider s choice - not to exceed $ Arrangements for moneys to be paid directly to the clinician or instructor must be made through the award sponsor, and must be used before next year s USDF/ODS Jr/YR Team Dressage Championship show. Past recipients are not eligible. Winnie Heiney-Duncan Scholarship Fund Developed to honor and support long time and well respected ODS member Winnie- Heiney-Duncan, this scholarship seeks to further develop the education of Jr/YR s within the Society. This scholarship strives to promote and encourage values that Winnie personifies, such as kindness, commitment, character, dedication, ethics, quality treatment of horses, education of humans and equines, and fairness. One scholarship per Membership year in the amount of $100 to a qualified Jr/YR may be awarded. Scholarship funds may be applied to various equine related educational opportunities such as clinics, symposiums, lessons, competitions, and/or travel. Multiple person awards may be considered in situations of Jr/YR team competition applications. Criteria: 1. Must be a member of ODS 2. All application letters must be typed. 3. Considerations to be given to need, and educational value. Preference will be given to those who commit/promise to add something back to the Society, through education to other juniors/young riders or articles written in Flying Changes. Applications must be submitted to the ODS Office at least 14 days prior to any ODS Board meeting. Each application will be evaluated without regard to prior award. Scholarships will be awarded on the merit of the proposal. The ODS Scholarship Committee shall review the applications and make recommendations for approval to the ODS Board of Directors. All deliberations and applications of the committee will be absolutely confidential. The Board of Directors shall decide the application by majority vote. Chapter VII page 12

107 Chapter VII. Rev F6 9/10/16 ODS Connie Keith Adult Amateur Camp Grant Connie J. Keith Adult Amateur Camp Grant funds of $1000 are available for no more than 3 adult amateur camps per year. The grant must be used to reduce the cost to participants. Any profit of more than $200 must be returned to ODS and deposited in the ODS Education Fund. To be eligible for these funds the camp must meet these requirements and conditions specified below. Requirements: 1. Participants must be adult amateur members of ODS. 2. The camp must be designed as a residential program that must last not less than 3 days. 3. The camp must be sponsored by an ODS Chapter. 4. Camps must be at least 150 miles apart and/or the dates for multiple camps held in any one of the ODS Regions (North, Central, South, East) must be at least 2 months apart. 5. Two camps may not have the same organizer in the same year. 6. The camp organizer must apply for ODS insurance coverage and agree to run the camp following all current insurance procedures. Application: 1. The camp organizer must complete and submit the ODS Keith Adult Camp Application Form. The application form is provided in the Connie J Keith Adult Amateur Camp Grant Information and Application Packet (see Appendix 3 or the ODS web site). Among other things the application includes intended dates, location, instructors, and the procedure for choosing participants. The camp organizer must make sure that the proposed instructors are US Citizens or have the proper documentation to work in the US. If the instructor is not a US Citizen, proof of proper documentation must be submitted with the application 2. If there are requests for ODS approval for more than three camps, first consideration will be given to having one camp in each region. 3. The ODS Adult Programs Committee shall review the applications and make recommendations for approval or denial to the ODS Board of Directors. The Board shall approve or deny the recommendation by majority vote at the Fall Board Meeting. If no requests are made for funds at the Fall Meeting, requests may be submitted at a later date and will be considered at the next scheduled ODS Board Meeting. 4. Applicants shall be advised of the approval/denial by letter. Any conditions of approval shall be stated in the letter. 5. Once a camp is approved by ODS, approval will not be withdrawn in order to gain a more regional balance. 6. Any change to dates, location or planned program must be approved by ODS. Chapter VII page 13

108 Chapter VII. Rev F6 9/10/16 7. ODS approval must be obtained prior to advertising the camp. Post Camp Reporting: 1. Within fourteen (14) days after the conclusion of the camp, a report is to be sent to the ODS Office. The ODS office will distribute the report to the Board, the ODS Adult Programs Committee Chairperson, and the Connie J Keith Trustee (Barbara Tuohino Funk). 2. The report must contain: The ODS Post Activity Report (see Chapter IV. Section IV.) A listing of all participants along with ODS member number Signed ODS General liability release for all participants, Instructors and volunteers An outline of camp activities and schedule Evaluation forms from the participants, instructors, organizers and attendees, and a report on the facility. Each evaluation should address camp content, instructor effectiveness, and suitability of the facility/venue. Sample evaluations forms are available from the ODS Office. Disbursal of funds: 1. The ODS Adult Programs Committee will review the report and recommend approval or denial to the ODS Board. 2. Upon approval by the ODS Board, the Trustee will authorize disbursement of funds from the Connie J. Keith Trust to ODS to reimburse event organizers in a timely manner. NOTE: This typically happens in at the Fall Quarterly Board/General Membership Meeting. 3. The $1000 must be used to reduce the cost to the campers. Any profit of more than $200 will be returned to the ODS Education Fund. Linda Acheson Education Fund: The ODS Education fund was established in 1998 and was renamed the Linda Acheson ODS Education Fund in 2004 as a memorial to Linda Acheson, former ODS President, Treasurer, and L Education Program graduate. Linda was an advocate of rider and instructor education. She organized the first ODS certified instructor program and supported the ODS L Education program, and judged many schooling shows. Linda established the fund during her tenure as president. Her intent was to create a specific account where the earnings could be used to finance educational events and programs in whole, or part, for the benefit of ODS members. The education fund has received numerous contributions in honor of her memory. An annual benefit show has been the main source of subsequent monies. The Linda Acheson Education Fund is not a restricted fund in the sense of an endowment, however the ODS Board of Directors agreed in principle that the funds were dedicated to the educational mission Linda intended. The goal is to raise Chapter VII page 14

109 Chapter VII. Rev F6 9/10/16 additional monies through fundraisers or bequests/gifts to reach a point where the income from the fund be used to sponsor educational programs. Linda estimated, and the Board of Directors subsequently adopted that the principal of the fund reach and be maintained at $50,000. At the point the income from the fund may be utilized for educational activities. The Board of Directors will establish an advisory panel to select projects or programs to support. ODS Interscholastic Merit Scholarship Sponsored by ODS Youth Programs Purpose/Objective: An annual award to recognize and reward well-rounded ODS high school dressage youth members who personify the ODS High School Code of conduct, and have been accepted to enroll as a freshman at a college or university. Eligibility: 1. Only current ODS High School Dressage team members in good standing who have been members of ODS and have participated in the High School Dressage program at least two years at the time of application may apply. The term Participate is defined as: Entered in a show, volunteered or obtained sponsorships for scholarship fundraisers. 2. Applications will be available on the ODS website by January 1 st of the year for the scholarship award year. 3. The deadline for submission of applications is April 1 st of the scholarship year. 4. The scholarship application must be self-initiated by the student. Teacher or parent nominations will not be accepted, and applicants are expected to complete the application process without outside assistance. Rules: 1. A completed application must be submitted by the student to the ODS Office and must include any attachments to the application. The application must be USPS postmarked on or before April 1 st. 2. References (as described below under Award Criteria) must also be received, USPS postmarked on or before April 1 st, in order for an application to be complete. 3. Scholarships will be awarded on the basis of the Award Criteria outlined below. 4. The decision of the Scholarship Selection Committee is final. 5. The winner(s) will be notified on or before June 1 st of the year of application. 6. Awards are not refundable or transferable to another student or another school. Winners who do not enroll in their named college or university by the end of the scholarship award year will forfeit the award. 7. Students who withdraw or are dismissed from high school prior to graduation will forfeit the award. Chapter VII page 15

110 Chapter VII. Rev F6 9/10/16 8. Previous years winners are not eligible to re-apply for the award and the scholarship is not renewable. Award Criteria: Student characteristics: 35% 1. Role model, leadership, school and community service. (15%) a. Applicants should list experiences in leadership, school and community service, and service as a role model in the school or in the community at large. b. The hours, quality, number of years and variety of service will be considered. c. Applicants are encouraged to list examples of leadership and community service while in high school. d. Students should submit examples of how they demonstrate the values listed in the ODS High School Student Code of Conduct, and have worked in dressage-related activities. 2. Active involvement in extracurricular activities (visual or performing arts, sports, hobbies, school clubs, church and community organizations) in and out of school. (20%) a. Students should include awards and years of participation. b. It is not necessary to include a resume. c. Students should mention special talents and interests. d. Participation in at least one sport other than dressage is considered; however, it is not necessary to have played a competitive sport, and it is not necessary to have participated in another sports program in high school. e. Dressage-related experience and activities should be included. Academic characteristics: 30% 1. The scholarship is merit-based rather than need-based. 2. Academic performance in high school will be considered and a high school transcript must be submitted. The transcript must be provided directly from the high school, and sent directly to the ODS office prior to the deadline for receipt of applications. 3. Applicants should include information on academic awards, participation in special academic programs or competitions, or particular academic talents. Essay: 20% 1. An essay of 250 words or less must be submitted with the application. The topic shall be Describe the person who has had the greatest impact on your life and explain that influence or on a topic to be determined by the Selection Committee. 2. The essay must be typewritten and double-spaced. 3. The essay must be solely the work of the entrant. 4. Consideration will be given to originality, clarity of expression, grammar, spelling and punctuation. In addition, essays will be evaluated on both style and content. Chapter VII page 16

111 Chapter VII. Rev F6 9/10/16 References: 15% 1. At least two references, one from a high school faculty member, and another from a dressage trainer or instructor must be submitted by the application deadline. 2. Recommendations should address the scholarship award criteria and must be submitted separately from the student s application, directly to the ODS office. Award(s): 1. Cash awards will be presented each academic year by ODS to the winner(s) chosen by the Scholarship Selection Committee. 2. ODS will send a check to the school, not directly to the winning student(s), for the total amount of the scholarship. 3. The award payment will be made during the award year upon proof of enrollment. 4. Students receiving other financial aid or scholarships are eligible for this Scholarship. 5. The Scholarship Selection Committee will name winners in each award year based upon proceeds earned from a show sponsored by the High School Dressage Teams and/or other fund raising efforts. 6. Scholarship winners will receive award certificates to be presented during the State High School Dressage Championship dinner or the ODS Annual Awards Banquet if a Championship show is not held. Eligibility Confirmation: 1. ODS requires confirmation of acceptance and intention to enroll in a college or university prior to announcement of scholarship recipients. 2. ODS requires confirmation of enrollment in a college or university prior to award payment. 3. Applicants should send confirmation of their acceptance and intention to enroll in a college or university, USPS postmarked on or before May 10 th, if this information was not included in their initial application. Scholarship Selection Committee: 1. The Scholarship Selection Committee will be composed of three to five ODS members to include members of the ODS Youth Committee, and ODS Executive Board. 2. The Committee will be selected and announced each year prior to the acceptance of applications for the next scholarship award year. 3. Members of the Committee are ineligible to write recommendations for student applicants for that year. 4. Parents of applicants are not eligible to serve on the Scholarship Selection Committee. Section VII: Forms 1. ODS Licensed Show Horse/Rider Award Application Chapter VII page 17

112 Chapter VII. Rev F6 9/10/16 Section VIII: Appendices 1. Award, Grant, and Scholarship fund management determinations 2. Connie J Keith Adult Amateur Camp Grant Information and Application Packet Revision History: 1. Chapter created 2/11/10 2. Incorporated editorial comments by Joyce Stride 9/19/10 3. Added narrative description of the Linda Acheson Educational Fund 9/29/10 4. Revision A released for publication 10/10/10 5. Revision B. Delete ODS Awards, Scholarship, and grants fall within the purview of the ODS Awards Committee. Reason: Responsible group varies and is clarified in text. Update Horse/Rider award description to that approved at Fall 2010 Board meeting Barbara Page Fund. Changed test 3 and 4 to test 2 and 3 due to USEF 2011 tests Winnie Heiney-Duncan Scholarship Fund to responsibility of ODS Scholarship Committee. Connie Keith Adult Amateur Camp Grant to responsibility of Education Committee. Consistent with Part II. Added Board Approval at fall meeting. Update special awards to include name of sponsors on Special Awards as approved at Fall 2010 Board meeting Clarified Excalibur freestyle award winner to be determined by Awards Committee and presented at Banquet. Editorial revision to Linda Acheson Educational Fund description 6. Revision C Inserted new section I, Responsibility in response to amended proposal passed at Board meeting 11/4/11. Inserted new Section II sustainability and new Section III Dedicated Funds as part of Financial Review committee proposals approved at Board meeting 11/4/2011. Insert new Appendix I listing existing funds and management determinations resulting from Financial Review Committee. Inserted ODS Scholastic Merit scholarship which had been inadvertently omitted in previous versions. Inserted DSHB award description. 7. Revision D draft 1. Revised format. Inserted section for Special Awards Sponsors. Revised M. Teresa Dunlap and Mary Ann Judkins descriptions. Removed Connie Keith Adult Camp from table in Appendix 1 pending further procedural review as directed by ODS Board 2/6/12 8. Revision D draft 2 editorial comments provided by Joyce Stride for Excalibur award, Chapter merit award, Pony power, Linda Acheson Fund 9. Revision D final. 4/28/ Revision E.Revised Section II to add new paragraph 1 for Participation fees. Change new paragraph 2 to replace centerline with participation. Revise Appendix I to reflect Connie Keith Grants are to be considered ODS Managed funds. Revised Winnie Heiney Fund description to change submission date by changing summer meeting to any meeting. Added Central Oregon Chapter as sponsor of Chapter Newsletter Award. Added North Willamette Valley chapter as sponsor for the Excalibur Freestyle Award. All changes approved at 8/18/12 Board meeting. 11. Revision E1. Added State of Jefferson Chapter as sponsor for Mary Ann Judkins Memorial Instructor award and Patricia Stodola as sponsor of the Connie Keith Award. Corrected USDF to USEF in Section II.1. Expanded description of Connie Keith Memorial Trust Award. 11/1/ Revision E1 draft 3. Added Mid Valley Chapter as sponsor for Teresa Dunlap Award. Revised description of Excalibur award to clarify applicability and requirements. 1/15/ Revision F. Revision E1 draft3 approved by ODS Board 1/23/13 teleconference. 1/24/ Revision F1 draft 1 adds language related to posting of scores and responsibility for review. Discussed at Spring Board meeting. 7/31/ Revision F1 draft 2 reverses order of sections II and III language (not content) of newly reordered Section III from recommendation to requirement format. Draft 3 Amends format and requirements for post event reporting for Connie Keith Grants. 16. Rev F1 final. Incorporates changes from draft 3. Board approval of during Oct 9 telemeeting. 17. Revision F2 draft1. Incorporates US Citizen Documentation requirements for Connie Keith grants as discussed at fall board meeting. Revised info packet and application Appendix Rev F2 draft 2. Incorporates change to DSHB and Horse/rider awards and League Show champions awards 19. Rev F2 Draft 3. Adds report form for League Show Championship awards. 1/27/ Rev f2 final. Proposed changes approved by Board 2/2/14. 2/12/ Rev F3. Draft 1: Includes addition of League Show High Point brass plates. Approved by Board Mar 17, /25/ Rev F3 draft 2: adds Licensed show application form. Amend language to be more consistent with website. 10/25/ Rev F3 final. Confirmed language for League show high point plates at ODS telecom meeting 11/12/14. 11/16/14 Chapter VII page 18

113 Chapter VII. Rev F6 9/10/ Rev F5. Add Tory Kelly as sponsor for Sportsmanship Award. Revise wording at request of sponsor to drop adverse conditions or situation Revise LSHPA award form for 2015 and beyond. Revise Licensed show award form to include FEI JR/YR tests and IA and IB. Add awards for USDF Rider tests, levels training, first and second. Incorporate 2015 League Show High Point Award application. 5/22/ Rev F6 draft 1. Add Nate Asby Inspirational award 26. Rev F6 draft 2. Change method of determination of LSHPA. Delete requirement for application, ribbons, and presentation at awards program as approved by Board Feb 2016 retreat. Maintains funding with participation fees. Clarified Newsletter award to submit 3 copies of the single entry. 9/10/ Rev F6 Final 9/10/16 Chapter VII page 19

114 Chapter VII. Rev F6 9/10/16 Form 1. ODS Licensed Show Horse/Rider Award Application Chapter VII page 20

115 Chapter VII. Rev F6 9/10/16 Appendix I. Award, Grant, and Scholarship fund management determinations Fund purpose Source Funds Pass though ODS? Linda Acheson Education Fund Connie J. Keith Adult Private Donation Amateur Camp Grant though trustee Winnie Heiney-Duncan Scholarship Fund Recipient determined by ODS? ODS Managed? Donation to ODS yes yes yes yes yes Yes Private donation yes yes yes Pony Power Scholarship fund Private no no no Barbara Page Memorial Fund Private no yes no ODS Scholastic Merit Scholarship ODS Youth Program yes yes yes Chapter VII page 21

116 Chapter VII. Rev F6 9/10/16 Appendix 2. Chapter VII page 22

117 Chapter VII. Rev F6 9/10/16 Chapter VII page 23

118 Chapter VII. Rev F6 9/10/16 Chapter VII page 24