POLO CLUB - UNIVERSITY OF WISCONSIN BY-LAWS AND STANDING RULES FOR THE SCHOOL YEAR

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1 POLO CLUB - UNIVERSITY OF WISCONSIN BY-LAWS AND STANDING RULES FOR THE SCHOOL YEAR ARTICLE I. NAME: The name of the Club shall be the POLO CLUB UNIVERSITY OF WISCONSIN, hereafter sometimes referred to as Polo Club. The principal place of business shall be Polo Club University of Wisconsin, Verona, Wisconsin It will make an annual registration application as a student organization at University of Wisconsin Madison Campus with the Office of Campus Activities and Involvement. ARTICLE II. PURPOSE: 1. The purpose of this Polo Club is promote skills, enjoyment and good sportsmanship in the game of Polo, of horses of every breed and type, by the participation at Polo matches, and by participation in other horserelated activities. In addition, the Polo Club will provide educational benefits of equine origin to members, UW-Madison students and the general public. 2. In addition, the purposes of the Polo Club shall be lawful and not in conflict with rules, policies, regulations, and standards of the University. ARTICLE III. MEMBERSHIP: A. Eligibility and Voting rights: 1. All UW-Madison full time students carrying at least 12 credit hours and who maintain a cumulative grade point average of 2.0 or better are eligible for first year membership. Applicants shall be considered Polo Club members after making application for membership, having paid their dues, is in good standing with the Polo Club and the University and accepted as a member by all Club members. Having satisfied these requirements, the applicant shall be offered membership and will be entitled to one (1) vote at all Polo Club meetings. 2. Dues will be determined at the first monthly mandatory meeting of the new school year s Fall semester and can be amended at any subsequent monthly mandatory meeting. Dues for riding members will be $325 for the Fall semester. Dues for the Spring semester are $375 for the top 3 Team members, $325 for the second 3 Team members, and $275 for all other riding club members. Non-rider dues are $ per semester. All dues are nonrefundable. Page 1 of 9

2 3. Members that fall below a 2.00 GPA maintain membership from, year to year in the Club. However, the member cannot ride in any United States Polo Association sanctioned polo match. 4. All Polo Club Members have to adhere to the rules of the USPA and Intercollegiate club requirements. B. Membership Drives and Application for membership: 1. The Polo Club will conduct membership drives by attending the freshman orientation days, by solicitation by Polo Club members on an individual basis, and taking a Polo Club horse on campus. 2. About 2 weeks after classes start in the Fall and Spring semesters, a Polo Club rush party will be held at which time Polo Club memberships will be tendered and accepted. C. Miscellaneous Provisions of membership: 1. The membership year shall be from the first day of September through the last day May. 2. The Polo Club can either by their own volition, or based on recommendations from the clubs adviser(s), do the following: a. censure a Polo Club member; b. temporally suspend members from Club activities; or c. Take appropriate action against members for violations of the Polo Club s rules or conduct that is unbecoming membership to the Polo Club or University, including dismissal from the Polo Club. Dismissal from the Polo Club can only be accomplished by a two-thirds majority vote by all the Polo Club members. 3. Officers can be removed from office in accordance with Article V, D, Team captains serve at the direction of the team s coach. 5. Polo Club members in good standing will have one vote to cast on policies brought up at meetings. A quorum vote of at least 2/3 of the members is needed for a vote with a simple majority ruling. ARTICLE IV. CLUB ADVISERS: A. Polo Club Advisers: The Polo Club believes that it must have non-club UW faculty adviser, an additional adviser from the Madison Polo Club, whose horses the Polo Club will be using, and any other advisors as needed and approved by the members, for the Polo Club to operate efficiently and without internal strife. This belief is based on the fact that the Polo Club has substantial assets and that continuity from year to year is essential for: 1. Polo Club survival 2. Safety and well-being of use of the polo horses 3. Asset protection 4. Foil an attempt by a few Polo Club members to seize control of the club and/or force their will on other members Page 2 of 9

3 without the support of their decisions from Polo Club members by failing to secure Polo Club approval at a regularly scheduled Polo Club meeting. Based on this need for non-member adult supervision, the club will select the following advisers: I. Faculty Adviser: a. Select a faculty member to serve as the Polo Club s faculty adviser and submit their name to the University. b. This faculty adviser must be approved by the club with a majority vote at a monthly Polo Club meeting. c. The Polo Club can select a replacement faculty adviser when the current adviser resigns or upon a 2/3 majority vote of all members. d. Duties of the faculty adviser are to provide consultation about the Polo Clubs affairs, attend Polo Club meetings and functions as often as possible, to certify the expenditures of the organization, to offer suggestions regarding the operations of the Polo Club, and to oversee adherence to University standards, rules, and/or policies and the club s by-laws. II. Coach: a. Select by a majority vote of the members at a monthly meeting a person to serve as Coach. b. The Polo Club can select a replacement when the current Coach resigns or upon a 2/3 majority vote of all members. c. The duties of the Coach are: 1. Serve as the Coach of the Polo Club as outlined in Article IX of these By-laws. 2. Assist in the raising of donated funds from various sources including the public, alumni, and other organizations. 3. Select team members. III. Madison Polo Club Adviser: a. It is understood that the Polo Club will use a Madison Polo Club Member s horse facility and horses off campus. In this regard, the Polo Club will contract with a this person to provide horses, practice area, and equipment for the use of the horses, a place to keep club equipment and provide transportation for horses at nominal or at no cost to the club. b. The Polo Club can select a replacement when the current adviser resigns or upon 2/3 majority vote of all members. Page 3 of 9

4 ARTICLE V. MANAGEMENT OF THE POLO CLUB: A. Daily Operations of the Polo Club: The officers will enjoy the daily operational control of the Polo Club, subject to the review of the Faculty Adviser, Coach and Madison Polo Club Adviser. The Club will abide with all policies, rules, regulations and standards of UW-Madison University including those presented in the Student Affairs Handbook, AKA Code of Student Conduct ( or its replacement). B. Meeting of the Polo Club: 1. The Polo Club will have at least one mandatory meeting each month. It is a mandatory meeting for each member. Missing more than two mandatory meetings will make the member subject to the provisions of Article III, C, Additional called meetings by the President may be made. Attendance at the called meeting is not mandatory; but, it is highly recommended. Proper notification of more than 3 days must be made. 3. Members may request a special called Club meeting by presenting a call notice to the President, in writing, stating the date, no earlier than 3 days after notice to the President, time place and purpose of the call. The call notice shall include the signatures of twenty-five percent of the Club membership at the time of the called meeting. 4. At all meetings of the Polo Club, a majority of the members must be present to constitute a quorum for voting purposes. 5. No general or specific proxies shall be honored at any Polo Club meeting. 6. All Club advisers are welcome at any Club meeting. C. Elections: 1. The officers of the Polo Club shall be elected by written ballot by the membership at the April monthly mandatory meeting. 2. The officers of the Club shall be: President, Vice President, Treasurer, Secretary, and Team Manager/Coordinator. There are no perquisites to become an officer other than as defined in the section entitled Term and criteria for office. After the election, it is the responsibility of the current officers to train the newly elected officers. 3. If during the year an officer vacancy occurs, it shall be filled by the Polo Club at the next scheduled meeting based on recommendations of the officers. D. Term and criteria for office: 1. Election of officers will be held in May of each year. 2. The term of each office will run from June 1st of each year to May 31st of the following year. Page 4 of 9

5 3. All officers are subject to removal by the Polo Club during their elected term by 2/3 majority vote of all members. 4. To be eligible for President and Vice President, the nominees must have been a club member for at least two (2) semesters (Fall or Spring). It is the desire of the Polo Club that these two positions be either Junior or Senior members during their term. E. Duties of the Officers: 1. President shall: a. Call, conduct and preside at all meetings of the Polo Club including monthly mandatory meetings and Called meetings. b. Appoint all committee chairmen of standing and special purpose committees other than permanent chairmanships. c. Appoint representatives to: -USPA, this delegate shall be a senior in the Club and shall handle all correspondence and keep the Club timely informed in all actions with and by the USPA. d. Be an ex-officio member of all committees. e. Except for the USPA representative, is the functionary representative of the Polo Club. f. Deliver within thirty days of the end of term in office, all records and properties of the Polo Club. 2. Vice President shall: a. Attend all Polo Club meetings b. In the absence, disability or resignation of the President assume all the duties of and be vested with the authority of the President until a new President is elected. c. Deliver within thirty days of the end of term in office, all records and properties of the Polo Club. d. Work with the Team Manager/Coordinator scheduling play and games with other college teams. e. Schedule, organize and administer all club scrimmages. f. Coordinate all club administration requirements from the University. 3. Secretary shall: a. Attend and keep the minutes of all Club meetings. b. Maintain a current membership list. c. Maintain current correspondence files. d. Notify members of all Club meetings e. Brief Club on all current correspondence both sent and received. f. Deliver within thirty days of the end of the term of office, all records and properties the Club. 4. Treasurer shall: a. Attend all Club meetings. b. Receive, bank and disburse all Club funds; enter data in the Club s accounting system; and maintain the Club s bank accounts. c. Assist the Secretary in maintaining the current membership list. Page 5 of 9

6 d. Maintain records regarding all contractual arrangements of the Club. e. Prepare for each scheduled mandatory Club meeting a treasurers report showing in detail all Club receipts and disbursements. f. Deliver within thirty days of the end of the term of office, all records and properties of the Club. 5. Team Manager/Coordinator shall: a. Attend all Club meetings. b. Be the permanent chair of the team manager and coordinator with the Madison Polo Club Advisor c. Ensure the proper care of all Polo Club tack and equipment. d. Maintain a complete list of Polo Club inventory tack and equipment. e. Establish schedule for the maintenance and care of the equipment used by the Polo Club. f. At the first monthly mandatory meeting of the Fall semester, submit to the members for Club approval procedures for proper care of tack. These procedures can be amended at any meeting of the club. g. Coordinate with the Madison Polo Club horse and facility requirements and scheduling. h. Deliver within thirty days of the end of the term of office, all records and properties of the Club. 6. Vice President Administration: When elected this position shall assume the duties of the Vice Vice President relating to the job coordinating Polo Club requirements as needed by the University 7. Team Captain (s) shall be appointed by the Coach: a. There will be a Women s and Men s team captain appointed for each game. b. The team captains are charged with tending to everything necessary for play at games and tournaments. 1. In concert with the Coach, set the assignment of horses to the team riders and assignment to the opposition riders. 2. On the field, the Captain is in charge including discussions with the officials, containing their players unruly behavior or loose mount and being in charge if a Club player falls off their horse and/or is hurt. 3. Ensure that each player and horse is warmed up and that everyone has all their proper equipment, including the location of the extra mallets. 4. Asset the coach between periods as to the games analysis and mental attitude of the team players. 5. Deliver within thirty days of the end of the term of office, all records and properties of the Club. f. Give notice to all team members of practice dates and time. Page 6 of 9

7 G. Standing Committees: ( to be appointed by the President) 1. Executive Committee shall be comprised of the elected officers and all Advisers to discuss and make recommendations to the Club. This committee shall have no powers to act on behalf of the Club or in any other capacity except to make recommendations to the Club. 2. Horse Committee shall be permanently chaired by the Madison Polo Club Adviser and be responsible for the health, care and location of the use of the polo horses. In addition the committee shall be comprised of the President, Vice President and others appointed by the Chairman. Any actions concerning the use of horses must be recommended by this committee to the Club. 3. Coach s Committee shall be permanently chaired by the Coach and consist of the following members, President, Vice President, Madison Polo Club Adviser, team captains, and others appointed by the Coach. This committee will discuss all aspects of the Club s effort to include: evaluation of horses, evaluation of Club members riding ability, evaluation of each horse rider combination and developing basic polo skills and knowledge of Polo rules. 4. New Member Coordinator: This committee will educate and train all new members in the polo ways to include care of tack, care of horses, proper procedure to wrap horses with polo wraps and to tack a horse for riding. In addition, coordinator will instruct all new members on proper barn etiquette, rules, and procedures by working closely with the Madison Polo Club Adviser. It is the responsibility of this chairman to make on the spot corrections to new members. 5. Out of Town Coordinator: This job will be appointed by the President for each away game/activity of the club. It will include schedules of jobs and people to know and perform all the functions needed to use, maintain and feed horses during the outof-town trip. 6. Judicial Committee: This committee will be comprised of the elected officers. Club members may bring grievances to this committee or the committee can ask a member to address the committee for actions in violation of the club rules or actions that may be harmful to the Polo Club. H. Fiscal Matters of the Polo Club: A. No individual member of the Polo Club has any authority to incur debt, make contracts, sell Polo Club property, or make expenditures on behalf of the Polo Club. B. Any expenditure must be pre-approved and signed by both the Coach and President of the Club. The financial records of the Club will be maintained by the club treasurer. These records shall be made available to the Club for the purpose of reviewing the propriety of information. Page 7 of 9

8 ARTICLE VI. HORSES: A. The Club will lease horses. B. In accordance with Article IV, the Polo Club shall work with the Madison Polo Club Advisor to learn more about the operational control of polo horses. C. The Madison Polo Club Advisor and the Coach have final authority on all day to day horse matters. D. There shall be a chain of command with regards to horse matters. All members are responsible for proper care and safety of the polo horses. The chain of command shall be as follows: 1 Madison Polo Club Adviser 2 Coach 3 President 4 Team Manager/Coordinator 5 More Senior Members ARTICLE VII: MEMBER S DUTIES: A. Follow all Polo Club rules and University policies, rules, regulations, and standards of the University. B. Report to the Madison Polo Club Adviser all damage done or found on the property used by the Polo Club. C. Report to the Madison Polo Club Adviser and coach any injury etc. to a horse. D. Attend all scheduled Club meetings, one a month, and if possible all called meetings. E. To avoid damage to property used by the Polo Club. F. To keep themselves physically fit for the game of Polo. G. To assist in the care and conditioning of the horses. H. To clean tack if not every time it is used, at least once a week. J. New members must attend all new member functions scheduled by the New Member Coordinator. K. To attend and assist with making ready all horses and tack for all scrimmages and games played with other Universities, home and away. L. When traveling, all members must stay with the horses. In case of problems on the road, all members may be needed. Page 8 of 9

9 ARTICLE VIII. RIDING AND PLAYING RULES: A. These rules do not cover all aspects of the game. They can and should be augmented by the Team Manager/Coordinator, Team Captain and/or Coach when needed. B. USPA rules are in effect at all times when mounted on a polo horse or while playing, practicing or exercising polo horses C. Before any horse is ridden, the horse must be groomed. D. After a horse is ridden, it must be groomed and if needed washed. E. Helmets are to be worn whenever mounted on a horse, no exceptions. F. All members not playing in a game shall be the grooms for the horses that are in the game. G. No alcoholic beverages are to be consumed on the polo facility s property or on trips to and from out of town games. H. All members are responsible to attend all Club Polo related meetings including practices. If you cannot attend, you must notify the Team Captain. ARTICLE IX. COACHING: A. Purpose of selecting a Coach: a. The main trust will be to bring forward the concept of using the coaching concept for the Polo Club and to foster team play. b. Develop a team of individuals working for the common good of the Polo Club. c. Create organization to the Team. B. Guidelines that the Club expects from the Coach including the council: a. Selecting players for positions and team membership. b. Developing basic knowledge of the rules and their value c. Developing concepts about position play and team play. d. Develop team play and strategy e. Set practice formats for both individual and team skills f. Develop game strategy g. Setting the line-up on the day of the game. h. Preparing schedules for horse conditioning. ARTICLE X. AMENDMENTS TO THE BYLAWS A. Amending these Bylaws. Changes in the bylaws will be presented at the next mandatory meeting and will be discussed at that meeting. A vote will then take place at the next mandatory club meeting and a vote will be taken. Students will have a vote and it will be necessary for a quorum of 2/3 of the voting members. A simple majority will put the amendments into place. Page 9 of 9