Bylaws of the Utah State 4-H Horse Council (Approved 9/24/2004) Revised July 2016 I. Article I. Name; Objectives; Policies 1. The name of this organization shall be: A. Utah State 4-H Horse Council 2. The Objectives of the Utah State 4-H Horse Council A. To promote an all-around horse program with emphasis on keeping youth involved in the 4-H program. B. To serve as an executive and decision making body on behalf of 4-H horse clubs throughout the state of Utah. C. To organize and support state-wide activities to educate member in the care, training and use of their horses. To aid in improving skills and enhancing the abilities of 4-H members and leaders. 1. Such activities shall include but not limited to: a) Judges Training b) Spring Clinic (may be combined with judges training) c) Clinics and seminars at Leadermete (as facilities allow) d) State English Show e) State Individual Show (Wester) f) State 2-Handed Individual Show (Western) g) State Team Show (Western) h) State Contests to include but not limited to: (1) Horse Judging (2) Public Speaking (3) Demonstrations (4) Hippology D. To provide a Book of Rules and Regulations to govern State and Regional Horse Activities 3. The basic policies of the Utah State 4-H Horse Council are: A. To provide services to all persons regardless of race, sex, color, religion, national origin or disability. B. To not interfere with individual county policies not to arbitrate disputes on county matters. II. Article II. Membership, Voting Privileges and Responsibilities 1. MEMBERSHIP A. Membership on the Utah State 4-H Horse Council shall consist of the following: 1. One (1) representative from each county in the State 2. Elected President
3. Vice President 4. Second Vice President 5. Secretary 6. Treasurer 7. Youth representatives (1 per county) are encouraged to be involved 8. Judge-at-Large 9. Judge-at-Large Assistant 10. Agent-at-Large 11. State 4-H Horse & Youth Development Specialist a) All Horse Council members must be registered as a 4-H Volunteer in their respective counties. 2. VOTING A. County Representatives 1. Each county may select one (1) representative to serve on the State 4-H Horse Council 2. County Representatives shall serve a maximum term of two years. 3. Each county is encouraged to have an adult and youth representative present at all Horse Council meetings and to confer with their County Horse Council as to how to vote on issues. 4. Member-at-large may be appointed by a majority of the State Horse Council but shall not vote unless they are a County Representative. B. Officers of the Utah State 4-H Horse Council are: President, Vice President, Second Vice President, Secretary and Treasurer. 1. President a) Interested Volunteers may apply for the President position. b) President candidates will be selected by a State Committee comprised of the following: (1) Utah State 4-H Horse & Youth Development Specialist (2) USU Extension Equine Specialist (3) Member of the Utah Horse Council (4) A non-affiliated member of the Utah State 4-H Office c) Selected Candidates will be presented for ballot vote. 2. Vice President a) Interested/Nominated Candidates will be presented for a ballot vote. 3. Second Vice President a) Interested/Nominated Candidates will be presented for a ballot vote. 4. Secretary a) Interested/Nominated Candidates will be presented for a ballot vote. 5. Treasurer a) Interested/Nominated Candidates will be presented for a ballot vote.
6. Each position will serve a two (2) year term and be up for re-election after the term is complete. 7. All positions may only serve a maximum of 4 consecutive years. 8. Election of Officers will occur at the State Individual Show (Western) meeting. 9. Officers shall hold office from January 1 st until December 31 st of the calendar year following their election or until their successors have been duly elected. 10. Officers wishing to resign prior to completion of their term of office must submit a resignation letter to the President of the Utah State 4-H Horse Council. C. Judge-at-Large 1. Interested Volunteers may apply for the Judge-at-Large position. a) Judge-at-Large candidates will be selected by a State Committee comprised of the following: (1) Utah State 4-H Horse & Youth Development Specialist (2) USU Extension Equine Specialist (3) Member of the Utah Horse Council (4) A non-affiliated member of the Utah State 4-H Office b) This committee will review applications and make recommendations of eligible and qualified individuals to the Utah 4-H Horse Council President. c) These individuals will be presented by the 4-H Horse Council President to the 4-H Horse Counting voting body to be voted in by ballot. d) Judge-at-Large will be replaced by Judge-at-Large assistant. D. Judge-at-Large Assistant 1. Interested Volunteers may apply for the Judge-at-Large Assitant position. a) Judge-at-Large Assistant candidates will be selected by a State Committee comprised of the following: (1) Utah State 4-H Horse & Youth Development Specialist (2) USU Extension Equine Specialist (3) Member of the Utah Horse Council (4) A non-affiliated member of the Utah State 4-H Office (5) Current Judge-at-Large b) This committee will review applications and make recommendations of eligible and qualified individuals to the Utah 4-H Horse Council President. c) These individuals will be presented by the 4-H Horse Council President to the 4-H Horse Counting voting body to be voted in by ballot. d) Judge-at-Large Assistant position will serve a two (2) year term with re-election every 2 years.
e) Individuals may serve a maximum of four (4) consecutive years as Judge-at-Large Assistant. E. Agent-at-Large 1. Appointed by the State 4-H Horse & Youth Development Specialist 2. State 4-H Horse & Youth Development Specialist will establish a twoyear rotation schedule for agents from the various Regions throughout the State. a) A rotation will be such that an agent will serve as Agent-at-Large the year prior to and the first year their Region hosts the State Individual Show (Wester). This will allow for greater continuity and training of Agents and 4-H leaders. F. State 4-H Horse & Youth Development Specialist 1. Shall serve as a permanent member of the Utah State 4-H Horse Council. 3. VOTING PRIVLEDGES A. Each county shall have one (1) vote B. President shall vote only when needed to break a tie. C. Vice President, Second Vice President, Secretary, and Treasurer shall have no vote unless representing their region. D. Agent-at-Large shall have no vote E. Extension Agents shall have no vote unless representing their county Horse Council. (Proposed change) F. State 4-H Horse & Youth Development Specialist shall vote only when needed to break a tie. G. Members-at-Large shall have no vote unless requested to represent their county. H. A quorum shall consist of a simple majority of council members. In a situation where there is an emergency and there is not a quorum in attendant, the president may declare a quorum if no member present dissents. I. A simple majority of counties present at meeting is required to pass a motion. (Proposed change) 1. Changes to the Council s Bylaws or Horsemanship Contest Rules require a _ vote of counties present at the meeting. (Proposed change) 4. RESPONSIBILTIES GENERAL A. Communication 1. Member will attend all Horse Council meetings. If unable to attend they shall send a proxy or replacement. 2. Each member will assist with the communication of pertinent information to 4-H leaders through the State and their Extension Agent. 3. The State Horse Council will establish an event rotation schedule, State Individual Horse Show and 2-Handed Horse Show host rotation schedule and ensure it is communicated to 4-H leaders and their Extension Agent prior to starting the new year. (Remove team show rotation, proposed change) B. Book of Rules and Regulations
1. State Horse Council Members are the stewards of the Utah State 4-H Horse Show Rule Book 2. Changes (up-dating, editing, etc.) will occur only at the direction of the President following a _ vote. 3. This rule book will be published after final review and approval by the President or their designee C. Leadermete 1. Provide direction and assistance to the Annual Leadermete Committee regarding workshops that will benefit the leaders of 4-H horse organizations throughout the State. D. Spring Clinic and Judges Training 1. Organize and conduct the Spring Clinic and Judges Training. 2. Arrange a time and place (traditionally the last Saturday of April). 3. Arrange for clinic instructors and assistants E. State 4-H Horse Contest 1. Coordinate with the State 4-H Horse & Youth Development Specialist regarding events that relate to the horse program. 2. Aid in providing judges and chairpersons for Horse Judging, Public Speaking, Demonstrations, Horse Bowl and Hippology Contests. (Proposed change) F. State Team Show 1. Establish a schedule for participating counties to host the State Team Show/Fun Day. (Proposed Change) 2. Notify the counties and their Extension Agents annually regarding the schedule. This will facilitate more effective communication as they prepare for future shows. (Proposed change) 3. Provide guidelines for awards and prizes G. State Individual Horse Show 1. Schedule the date of the show 2. Maintain a schedule of when the various regions will host the State Individual Horse Show and notify the Regions and their Extension Agents annually regarding the schedule. a) This will facilitate more effective communication between Regions as they prepare for future shows. 3. Facilitate the transfer of information from host region to host region to ensure a smooth and consistent transition. 4. Provide Prize and Ribbon Guidelines. 5. Provide and correct tests. 6. Provide judges. 7. Serve as the Grievance Committee. H. State Two-Handed Training Horse Show 1. Schedule the date of the show 2. Maintain a schedule of when the various regions will host the show and notify the regions and their Extension Agents annually regarding the schedule.
3. Facilitate the transfer of information from host region to host region to ensure a smooth and consistent transition. 4. Provide prize and ribbon guidelines 5. Provide and correct tests. 6. Provide judges. 7. Serve as the Grievance Committee. I. State English Show 1. Maintain a list of the current English 4-H Leaders 2. Coordinate with the English 4-H leaders regarding the State English Show Date. 3. Assist with the English Show as requested by the leaders. J. Committees 1. Committees may be formed, with approval of the State Horse Council, to accomplish the above responsibilities. 2. Committee Chairpersons are under the direction of the President. 3. Individuals will be invited to serve on the various committees by the committee chairperson with approval from the State Horse Council. (9/21/01 approved) 5. RESPONSIBILITIES - OFFICERS & COUNTY REPRESENTATIVES A. President 1. The President shall be the executive officer of the Utah State 4-H Horse Council and presides over all State Horse Council Meetings. 2. The President shall lead the Utah State 4-H Horse Council into avenues and actions that reflect positively and progressively upon the Council. 3. The President shall conduct business, as is approved by the members or as is in the best interest of the Utah State 4-H Council, within the scope of the bylaws and carry out various other duties as required. 4. The President is responsible for ensuring that all of the General Responsibilities of the State Horse Council are fulfilled. 5. The President is responsible for directing any established committees. 6. The President is accountable for the State Horse Council Funds. B. Vice President 1. The Vice President shall conduct meetings in the absence of the President and shall assist the President as may be required. 2. In case of a prolonged absence or disability of the President, the Vice President will discharge the duties of the President until the President is able to resume his/her duties. C. Second Vice President 1. The Second Vice President shall conduct meetings in the absence of the President and the Vice President, and shall assist the President as may be required. 2. In case of a prolonged absence or disability of the President or Vice President, the Second Vice President will discharge the duties of the President until the President or Vice President is able to resume his/her duties
D. Secretary 1. The Secretary shall keep the minutes of the proceedings of all official State Horse Council meetings, be in charge of the general correspondence, take charge of all documents relating to the bylaws and compile and keep any other records required for the State Horse Council. 2. The Secretary shall keep council minutes and proceedings in chronological order and in a fashion that can be easily transferred to future Secretaries. 3. The Secretary will also notify State Horse Council members of all meetings. 4. The Secretary shall submit all meeting minutes to the President for review and approval prior to mailing to the State Horse Council members. Meeting minutes should be mailed out to council members within a timely manner. 5. The Secretary shall compile proposed Bylaw and Rule Book changes, submitted by county Representatives, for distribution at the State Individual Show meeting. 6. The Secretary will also compile agenda items provided by the council members, for distribution at State Horse Council meetings E. Treasurer 1. The Treasurer is responsible for the financial records of the State Horse Council, complete all necessary reports, receive all monies, pay all bills, report on the current state of funds and provide a detailed annual report 2. The Treasurer is responsible to keep the approved signature list current for the state Horse Councils Checking/Savings Account. F. County Representatives (proposed changes from Regional to County Representatives) 1. County Representatives will act as liaisons to their individual county and convey all pertinent information to 4-H leaders in their county. 2. County Representatives will assist in accomplishing the General Responsibilities listed above. 3. County Representatives should provide draft versions of proposed Bylaw and/or State Rule Book Changes to the Council Secretary prior to the State Contest meeting. This will allow review by the counties preparing to vote at the State Individual Show council meeting. 4. County Representatives are responsible for gathering proposed Bylaw changes, State Rule Book changes, and/or agenda items for the State Individual Show meeting from their associated county leaders and submitting them to the Secretary of the State Horse Council prior to September 1 st. Submissions must be written. G. Judge-at-Large 1. Responsible to coordinate with the State 4-H Horse Council Officers to ensure an effective Spring Clinic/Judges Training.
2. Serves as the Chairperson for the State 4-H Horse Judging Contest Committee. 3. Available upon request to administer and approve the Western Riding Test for individuals wishing to obtain the State Master Horseman Rank. 4. Serve on the Grievance Committee H. Judge-at-Large Assistant 1. Learn and understand all interpretations of rule books. 2. Shadow the Judge-at-Large in Show experiences and decisions. 3. Serve with the Judge-at-Large on the Grievance Committee 4. Understand all proposed rule changes 5. Learn all processes in administering the state test 6. Communicate with State 4-H Office about maintenance of the Utah 4-H Judges list 7. Available to replace/fill in for Judge-at-Large in case of absence I. Agent-at-Large 1. Serve a two-year term that includes the year prior to and the first year their Region hosts the State Individual Show (Western). 2. Assist county Representatives and State 4-H Horse Council in hosting shows and leader training. 3. Responsible to know and understand the objectives of the 4-H Horse Program and assists the State 4-H Horse Council in safeguarding the 4-H program J. State 4-H Horse & Youth Development Specialist 1. Serve as liaison to County Extension Agents and State 4-H Horse Council President. 2. Provide continued guidance and direction to the State 4-H Horse Council. 3. Coordinate updates and publishing of the Utah State 4-H Horse Show Rule Book. 4. Coordinate the update and publishing and/or acquisition of 4-H horse project manuals and material. III. Article III. Meetings 1. The Utah State 4-H Horse Council Meetings shall be held at the following designed events or dates. Additional meetings or teleconferences may be held as deemed necessary. (Update to indicate only 3 meetings annually) A. Leadermete 1. Introduce new officers. 2. Discuss show and activities schedule. 3. Address concerns of State Individual and State Team Show hosts. 4. Finalize plans for Spring Clinic/Judges Training 5. Finalize plans for State Contests B. State 4-H Contest (Traditionally held last week of July) 1. Review any problems with the Contest 2. Nominate officer candidates 3. Check progress on State Individual Show
4. Distribute and discuss draft proposed Bylaw and State Rule Book changes C. State Individual Show (traditionally held after the judged event on Friday) 1. Review State Show 2. Elect officers for next year. Nominations can be received up to the time for voting on each office. 3. Vote on the proposed rules and Bylaw changes 4. Determine Event Rotation 5. Announce State Individual Show host region 6. Announce State Team Show host county 7. Designation of county s Representative for the following year 2. The purpose of the Utah State 4-H Horse Council meetings shall be primarily business. 3. A quorum shall consist of a simple majority of Horse Council members present at the meeting. In a situation where there is an emergency, the President may declare a quorum if no member present opposes. 4. The agenda for the Utah State 4-H Horse Council shall be: A. Call to order by the presiding officer. B. Introduction of new members or guests present. C. Review of prior meeting s minutes D. Committee reports E. Old business, if any. F. New business, if any G. Adjourn. 5. All Utah State Horse Council meetings shall be governed by Robert s Rules of Order. 6. All Utah State 4-H Horse Council meetings are open to all members of the 4-H program A. They are welcome to address the Council, make suggestions, file complaints or simply listen. IV. Article IV. Financing 1. The Utah State 4-H Horse Council will establish a savings/checking account in accordance with all applicable laws and regulations. 2. Funding for the Utah State 4-H Horse Council will come from registration at the State Horse Show, the State Department of Agriculture Horse Program budget, sponsor and/or donation from the Region hosting the State Individual Show and donations from other sources. (9/21/01 approved) 3. Monies will be spent primarily on communication (e.g., mailings, phone calls, etc.) within the Utah State 4-H Horse Council. 4. Funding of activities other than those specified in 3 above will require approval by _ of the Utah State 4-H Horse Council. 5. The Utah State 4-H Horse Council will establish the State Horse Show awards budgets and provide the equivalent funding to the organization hosting the State Show. (9/21/01 approved) V. Article V. Miscellaneous 1. Amendments
A. These bylaws may be amended, repealed or altered in whole or in part by a majority vote at the State Individual Show council meeting. 2. Complaints against Utah State 4-H Horse Council Members A. If a formal written complaint is made against a Utah State 4-H Horse Council member, the Utah State 4-H Horse Council shall decide if and what action should be taken against such person.