Chapter 9 ­ By Laws (Sample)

(School Name)
(City, State)

(Your Club Name) POLO CLUB BYLAWS

Article I. Preamble

Section A. The organization, _________ Polo Club, shall exist for the purpose of promoting equestrian activities, particularly with reference to arranging polo matches and polo practices for members and guests.

Section B. It is the intent of this organization to abide by pertinent State, University, ASI, and United States Polo Association regulations.

Article II. Purpose

Section A. The purpose of this organization is to:
1. Promote intercollegiate polo.
2. Promote interest in horses as related to polo.
3. Promote horsemanship, leadership, and teamwork in a competitive form.

Article III. Identification

Section A. The name of this organization shall be_______________________.

Section B. The organization shall be affiliated with the College of (Agriculture?-Recreation?).

Section C. The organization shall be affiliated with the United States Polo Association (USPA).

Article IV. Membership

Section A. Membership is open to all students, faculty, or staff of (Your School Name, City)

Section B. Membership shall be classified as follows:
1. Active
2. Associate (Social)
3. Honorary
4. Alumni

Section C. Active members may be registered students. Only active members may vote, debate, hold office, or represent the organization.

Section D. Associate membership shall be open to all faculty, staff, and graduate members.

Section E. Honorary members shall be bestowed by a two-thirds vote by the active membership upon citizens of the community who have assisted in promoting the (School Name and City). Honorary membership shall not exceed 10% of the active membership.

Section F. Alumni shall consist of any graduate of (School name and City, State)

Section G. There shall be no discrimination on the basis of race, sex, religion, national origin, or sexual preference.

Section H. This organization shall comply with the United States Polo Association regulations regarding safety and sportsmanlike conduct.

Section I. This organization or any of its members shall not conspire to commit any act, which causes bodily danger, physical, or emotional harm to any member of the campus community.

Article V. Officers

Section A. All officers shall have a minimum of a 2.0 (School Name) cumulative GPA at their time of nomination and during their term in office.

Section B. Officers shall consist of President, Vice President, Secretary, Treasurer, (Dept.) Council Representative/Publicity, and Horse Manager. These shall constitute the Executive Committee.

Section C. The duties of the officers shall be as follows:

1. The President shall:
a. Preside at all meetings.
b. Coordinate all active business of the (Club Name) Polo Club.
c. Preside over the Executive Committee.
d. Be the delegate to the USPA.
e. Prepare paperwork to turn over to next-year's President.

2. The Vice President shall:
a. Assume all duties of the President in his absence, inability, or inactivity to carry out his duties.
b. Be responsible for updating the club roster of all active members.
c. Preside over special committees.
d. Prepare paperwork to turn over to next year's Vice-President.

3. The Secretary shall:
a. Regularly furnish any tournament news or club events that might be published in the USPA monthly newsletter.
b. Keep minutes of regularly scheduled club meetings and executive meetings.
c. Submit a year-end-report to the (Name Location) within two weeks after elections.
d. Prepare paperwork to turn over to next year's Secretary.

4. The Treasurer shall:
a. Take care of all bills, accounts, and any money brought into the club.
b. Be in charge of end of the year non-profit organization forms.
c. Prepare paperwork to turn over to next year's Treasurer.

5. The (Department) Council Representative/Publicity shall:
a. Take an active part in the (Department) Council and attend all (Department) Council general meetings.
b. Report to the (Name) Polo Club on the (Department) Council Meetings.
c. Make campus and community aware of (Name) Polo Club events.
d. Prepare paperwork to turn over to next year's (Department) Council Representative/Publicity.

6. The Horse Manager shall:
a. Be responsible for maintaining the horses.
b. Coordinate appropriate veterinary and farrier care of the horses.
c. Care for the equipment and tack for the horses.
d. Preside over the Horse Committee.
e. Prepare paperwork to turn over to next year's Horse Manager.
e. Maintain feeding plans and schedules.

Section D. Nominations for the Executive Committee shall be accepted from the floor prior to and including the election meeting.
Section E. Elections shall be conducted as follows:

1. The election of officers shall be directly after nominations and within two (2) months before the end of the (Starting Period) Quarter.
2. Elections shall be by secret ballot and by simple majority procedures. In the case of no majority, there will be run-offs between the top two candidates at the same meeting. In the case of no majority the second time, the President and advisors will vote.
3. 50% of the active members must vote in all elections.

Section F. The term of all officers shall begin in the (Starting Period) Quarter and extend for one year until new officers are elected in the following spring.

Article VI. Meetings

Section A. The (Name) Polo Club shall meet at least twice each month during each (period) quarter of the academic year for various functions called by the Executive Committee.

Section B. Roberts' Rules of Order shall be referred to for all parliamentary procedures not covered by these bylaws.

Section C. A majority of the Executive Committee and/or two-thirds majority of the active membership present at the meeting must approve all club functions.

Section D. Special meetings may be called by the President or two-thirds of the active membership.

Section E. Quorums for general meetings shall be 20% of the active membership. Executive Committee quorums shall consist of 75% of the executive members. Committee quorums shall consist of 75% of the members of that committee. Without a quorum, business (voting and finance) may not be acted upon.

Article VII. Committees

Section A. The following committees shall exist for carrying out or accomplishing the purposes of the (Name) Polo Club as mentioned in Article II.
1. The Executive Committee shall be in charge of the overall organization and its functions and planning. It shall consist of the (Name) Polo Club officers.
2. The Sponsorship Committee shall be in charge of fundraising activities and soliciting sponsorships.
3. The Horse Committee shall be in charge of maintaining the horses and related equipment.
4. The President may appoint special committees as the need arises.

Article VIII. Finances

Section A. Funds must be administered through the ASI account service and within ASI policies and procedures.

Section B. Funds shall be in the form of:
1. Contributions by the members of any of the activities.
2. Payment for any fundraising projects.
3. Membership dues:
a. Dues shall be $__ per month exempting the shorter school terms of (Months ­ if any) September, December, and June.
b. Member fees may be raised due to unforeseen factors.
4. Donations or sponsorships from any member of the public.
5.
Section C. Funds may be expended by the President and/or the Treasurer.

Section D. All expenditures are subject to approval by the Executive Committee and/or two-thirds of the members present at the next general meeting.

Article IX. Standing Rules

Section A. Team membership eligibility shall be selected by participation in club activities, practices, and ability.

Section B. Team Captain and Co-Captain shall be selected between (Months) May and June for the following year.

Section C. Team members must have a minimum cumulative GPA of 2.0.

Section D. All outstanding bills and debts to (Name) Polo Club must be paid prior to eligibility.

Article X. Insurance

Section A. Each participant is required to purchase a student health insurance plan providing for complete coverage of the student for both practice sessions and games or participants will be covered by an alternate insurance program.

Section B. The advisor and the officers of the club as well as the ASI shall be assured to this coverage prior to practice and participation.

Section C. Assumption of responsibility statements are to be obtained from every contestant. The statement is to be signed also by the parent or guardian if the participant is under18 years of age.

Submitted by Megan Towle

Table of Contents| Forward | Chapter 1: Getting Started | Chapter 2: Contacts | Chapter 3: Fund Raising & Help | Chapter 4: Mentoring Coordinator | Chapter 5: Marketing ProgramChapter 6: Safety Around Horses | Chapter 7: Riding Preparations | Chapter 8: Code of Conduct | Chapter 9: Sample By Laws | Chapter 10: Summer Horse Lease | Chapter 11: CoChair-Member Duties | Chapter 12: CoChair - Team Duties | Chapter 13: Public Relations Chair | Chapter 14: Horse Manager Duties | Chapter 15: Horse Donation Program |Attachment Sample -Handbook By Sue Sally Hale