Siena Equestrian Team Constitution Preamble: The Siena College Equestrian Team recognizes that many students wish to learn how to ride a horse or continue to develop their riding skills and equine knowledge. Therefore, an Equestrian Team has been established in order to help fulfill these students requests. Article 1: Name The name of the club shall be The Siena Equestrian Team. Article 2: Purpose 1. To give students of Siena College the opportunity of learning how to ride horses or to further their riding skills/knowledge. 2. The Siena Equestrian Team will provide services such as: a. Professional instruction in the art of hunt seat equitation b. The opportunity to represent Siena College by competing in a sportsmanlike manner at intercollegiate horse shows. Article 3: Composition 1. There will be a Senior Captain, a Junior Captain, a Treasurer, a Secretary, a Fundraiser Chairperson, and Social Media Chairperson. They will be voted in for their ability to perform the duties required of them. 2. The team has come to an agreement that it shall use Dutch Manor Stables for English riding instruction. 3. The Captains and Treasurer will decide how much lesson fees will be based on the budget. Article 4: Voting Procedures 1. The club has the right to vote for all club officers. 2. The current coach may make suggestions as to Team Captains, but the club has final say. 3. Individuals wishing to run for any elected office must give a short speech describing the commitment and skills they will bring to the team. 4. One new captain will be elected every year to serve a two-year term. The captains hold staggered terms. 5. The Executive officers (Treasurer, Fundraising Chair, Social Media Chair, Secretary, Junior and Senior Captains) will each serve one-year term with no term limit. 6. Voting will be done with written ballots. 7. A non-member of the team must be present to count these ballots. 8. Ballots will be read out loud to entire club, and those elected will be announced immediately. 9. A person must win by majority vote. a. However, if there is only one candidate who fulfills the requirements there must be an option to vote none of the above. b. If the single candidate does not receive the majority vote, a secondary election must be held. i. In the event that this occurs concerning the Team Captain, the ballot will be open to underclassman and the original candidate. 10. At least 2/3 of the club must be present in order for voting to take place.
11. Voting will take place at a meeting in the first half of the second semester. Article 5: Membership Requirements 1. Membership is open to all members of the Siena College Community. 2. Each member of the Equestrian Team cannot miss more than two regularly scheduled meetings within a semester without a valid excuse. Mandatory Meetings will be held at the beginning and end of the semester. Other meetings throughout the semester will be scheduled as needed. (Based upon different functions of the club such as lesson due collections, information on upcoming events and fundraising, ect.) 3. Valid excuses for missing meetings must be approved by officers, unless extenuating circumstances apply. 4. Any persons that misses two mandatory meeting without a valid excuse will lose a lesson. 5. Active show team members must take at least three lessons per month to be eligible to participate in shows. 6. Club members who do not take the majority of their lessons must pay the difference back to the club. 7. Community service is encouraged. Opportunities on/off campus will be offered throughout the semester. Article 6: Club Officer and Captain Requirements 1. To run for Club office one must be a member of the Siena Equestrian Team for at least two semesters upon taking office. 2. To run for Captain a member must be a sophomore with at least two full semesters on the team upon taking office. 3. If there is no one eligible, or no one eligible that wishes to hold these positions, members that have been on the team for one full year (at time of taking office) may run. 4. Each officer and Captain will keep detailed records of all transactions to be passed to next elected officers/captains. 5. Club officers will meet once a month to discuss upcoming events, horse shows, and meetings. 6. Officers may only hold one office at a time. 7. If an officer or captain becomes aware that they will no longer be able to perform appointed duties they must notify the club. a. If a captain will be unable to perform duties the Show Team and Coach will work together to appoint a temporary Captain. Article 7: Captain Requirements. 1. Captains must be members of the show team. 2. Captains are considered club officers. 3. Captains are in charge of facilitating and conducting meetings 4. In charge of appointing any subcommittees that may be needed throughout the course of the year. 5. Oversee that other club officers are fulfilling their duties. 6. Represent the club at all outside meetings. 7. Organize monthly meetings with other club officers.
8. At the first meeting of the academic year the captain will be in charge of any and all Siena College required forms. 9. Based on meeting attendance records the Captains have the ability to institute attendance penalties, such as loss of lessons. 10. In charge of planning events for the entire club such as lunch and community service. 11. Must be able to fill in for any club officer (Treasurer, Secretary, and Fundraising Chair) that is not able to fulfill their duties at any particular time. 12. Captains will report on show results and IHSA news at meetings. 13. Work closely with current coach of the show team. 14. Are in charge of entries for all shows and any other required forms for showing. 15. Work closely with Treasurer to request money needed for shows and expenses such as travel. 16. Must attend all required outside meetings. (Outside meetings include any meeting or event required by Siena College Student Senate. These meetings include, but are not limited to: Club Trainings, etc.) 17. Work with all officers on Derby Party and any other fundraising event. 18. Captains must work with Stable and students to coordinate lesson scheduling. 19. Captain must appoint a show team member as Point Keeper per season to keep track of individual show points. 20. Captains must be able to coordinate transportation and all travel accommodations. Article 8: Secretary Requirements 1. Secretary may be any member of the club if they fulfill officer requirements. 2. Keeps a complete and accurate account of all proceedings of all meetings. a. Attendance b. Minutes (notes) i. Number present ii. Record all business transacted, including motions, and a record of all votes c. Final reports 3. Types agendas for all meetings to be passed out to all members of the club. 4. Writes any documents such as letters, emails, requests, and invitations. 5. In charge of website maintenance and all social media platforms. 6. Works closely with club leaders to keep all members well informed of all club business. 7. Secretary is responsible for documentation of IHSA points which must be updated after each show. Article 9: Treasurer Requirements 1. Treasurer can be any member of the club that fulfills officer requirements. 2. Is in charge of keeping records of the club s money. 3. Must record all financial transactions. 4. Keep accounts up to date. 5. Handles all withdrawals and deposits dealing with club money. 6. Will attend all budget and outside meetings with the Captains.
a. Outside meetings include any meeting or event required by Siena College Student Senate. These meetings include, but are not limited to: Club Trainings, etc. 7. Will report on budget at every meeting (officer meeting and regular meetings). 8. Will handle any withdrawals and deposits dealing with Fundraising and Showing. Article 10: Fundraiser Chairperson 1. Fundraiser Chairperson can be any member that fulfills officer requirements. 2. All fundraisers must be approved by a majority of club members. 3. At least one fundraiser must be completed per semester. 4. They will handle all the contracts and communication between the team and the fundraising corporations. 5. Will handle all the logistics of the fundraisers (delivery of packages and team member pick up schedule). 6. Must have fundraisers approved by the officers. Article 11: Social Media Chairperson 1. Social Media Chairperson can be any member that fulfills officer requirements. 2. All Social Media posts must be approved by a majority of club officers. 3. They will handle all the social media outlets the team holds. 4. They will promote all team and club events such as shows, fundraisers, and student activity opportunities. Article 12: Impeachment, Resignation, and Removal 1. 2/3 of the membership or the Coach must sign a petition for impeachment. 2. One week will be given for the impeached party to develop an argument to the issue. a. Impeached officers will present this argument to the club. b. Impeached captains will present this argument to the other captain, officers, coach, and show team. 3. 2/3 vote will remove an officer or captain a. The club will vote to remove the Officer. b. The show team and coach will vote to remove Captain. 4. In the case of impeachment or resignation, a new election will be held at the following meeting to determine the replacement. a. If necessary the coach will play a role in appointing the new captain in the event of an impeachment. Article 13: By-Laws 1.The by-laws shall be amended only by a majority vote of present club members in good standing. Article 14: Procedure for Constitutional Amendment 1. An amendment shall be admitted and signed by a minimum of three members in good standing and one officer. 2. Amendments shall be submitted two weeks prior to voting on said amendment.
3. An amendment must be approved by a majority of all club members in good standing. Article 15: Dissolution 1. The club can only be dissolved through a unanimous decision of all club members in good standing, upon recommendation of the advisor. Article 16: Ratification 1. This constitution is effective upon ratification of a majority vote of club members and approval of the Siena College Student Senate. 2. All amended constitutions must be submitted to the Siena College Student Senate for Ratification. Article 17: Effective Date 1. This constitution was ratified by its members on 15 March 2016. 2. This constitution was approved by the Siena College Student Senate in Spring 2016. Article 18: Renewal Date 1. This constitution must be reevaluated every 3 years, as in accordance with the Siena College Student Senate rules and regulations. 2. The Siena College Student Senate must re-approve this constitution on Any amendment to this constitution must be ratified by a 2/3 majority of club members with the approval of the student senate.