Membership shall be open to all interested parties. Voting members shall retain voting privileges as follows: Family Membership - 2 adult votes. Children under 18 will not vote unless they have an Individual Membership. No proxy voting will be permitted. Individual Membership - 1 vote. No non-voting memberships. Membership shall conduct themselves according to the rules of good sportsmanship, moral character and shall act in accordance with conduct which is conducive toward good feelings on the part of all members. Any member who shall not conduct himself in such manner, or who shall commit acts which cause embarrassment or injury to the club shall be liable for removal from the club upon a two-thirds vote of the membership in attendance when vote is called.

A. Executive committee and membership meetings shall be held minimally every quarter. Executive committee meetings may be held in tandem with membership meetings. Executive committee members shall be notified either by the newsletter, email or telephone. Members shall be notified of membership meetings via the newsletter. When possible, meetings shall be held in conjunction with actual trail activities. Meetings of the executive board shall be called by the President. In order for any action to be taken by the executive committee, a simple majority of all the members must be present.

B. Executive Committee Communications and Voting*
The executive committee may have discussions; make motions and vote on proposals via email or telephone.  Once a motion is proposed and seconded by a member of the executive committee, a vote may be taken.  The secretary will be notified via electronic means and the proposal and vote shall be recorded in the club records and entered into the following scheduled meeting minutes. All correspondence between executive board members shall be treated as confidential.

A*. Executive Committee - Approve all disbursements of the club. Approve Chairman of standing committees as appointed by the President. Set policy of club and act as final authority in any business or act of the club. Name a successor to fill the unexpired term of any presiding officer who shall quit his post for any reason. Any member who shall not attend three consecutive meetings without just cause shall be removed and a successor elected by the committee to fill out the unexpired portion of his term.

B*. President - Preside over all meetings. Appoint standing committee chairmen (with advice and consent of Executive Committee). Act as official club representative to the public. Although the first regular meeting at which he presides is not until January, the new President may call an Executive Committee meeting any time after his election in December to organize his committees and to conduct necessary club business. The outgoing President shall be chairman of the entire December meeting.

C. Vice-President - Preside at meetings when the President is absent. Serve as ex-officio chairman of Advertising/Public Relations Committee.

D. Secretary - Keep accurate records of all meetings; handle all official club correspondence; and act as ex-officio chairman of Membership Committee. Shall prepare ballots and a list of membership for election at Annual Meetings.

E. Treasurer - Maintain accurate financial records; make all necessary disbursements as authorized by the Executive Committee; and shall prepare Annual financial reports as required.

* Article III Sections a) and b) amended June of 2008 by membership vote.

ARTICLE IV - Committees*

Standing Committees shall be as follows:

A. Membership - Duties: Contact all prospective members encouraging them to join, maintain accurate mailing lists of all members as well as phone numbers; notify members who shall be delinquent in his dues or other membership responsibilities. Shall accept dues at annual meeting and other meetings to relieve Secretary's workload.

B. Advertising/Public Relations - Duties: Contact area clubs; newspapers; breed associations, etc., to enlighten them as to this club's activities in such periodicals as authorized by the Executive Committee. Act as a clearing-house to disseminate information on other area rides to members and other parties requesting same. Maintain a newsletter or such other informative periodical for the purpose of notifying members of up-coming meetings and other activities.

C. Program - Duties: Determine date and place of upcoming meetings and present to Executive Committee at least two (2) months prior to such upcoming meetings. Present programs when actual trail activities are not possible.

D. Pleasure Ride - Duties: Handle all details of pleasure rides to be sponsored by the Club, and co-ordinate with program chairman.

E. Rules & Parliamentarian - Duties: Consider any proposed Amendments to Constitution or By-Laws to be placed in final form for consideration by the entire membership. Any such proposed Amendment shall be considered by the membership no more than three (3) months after it is presented to the Rules Committee. Chairman of the Rules Committee shall act as Parliamentarian at all meetings.

F. Hospitality - Duties: Provide or arrange for refreshments at meetings when necessary. Attend guest book at all meetings.

Dues shall be established as follows and shall be due and payable as of February 1 of each year. Members with dues 45 days past due shall become inactive. A) Voting: Family $25.00; Individual $20.00. For new members only, any membership paid after September 1 shall be paid up until December 31st of the following year.

*Article IV and V amended June of 2008 by membership vote

In all questions of proper procedure, this club shall abide by the rules set forth in Robert's Rules of Order.

The by-laws may be amended by a two-thirds vote of membership in attendance. Notice of Proposed Amendments shall be given such membership by mail and orally at least two (2) months before such Amendment is considered for Adoption.

Article VII – Election of Officers and Directors

Election of Officers and Directors for the upcoming year will be held at the annual meeting in December each year, in accordance with the procedures set forth in Article VIII of the By-Laws of the Club. A simple majority vote of those members voting will elect.

The President, with the advice and consent of the Executive Committee, will appoint a nominating committee to serve a one year term.  The nominating committee will solicit nominations via the newsletter, by email, and at meetings.  Nominees must confirm their acceptance in writing by mailing or emailing the nominating committee.  The Committee will present a partial slate of officer and director nominees at the December meeting. The proposed partial slate will be published in the November newsletter.

The Secretary will mail an absentee ballot to every voting member 30 days prior to the December meeting. Those who cannot attend must return their ballot to the Secretary no later than the day preceding the December meeting. Each mail-in ballot will be marked with the membership number so it can be checked against the Secretary’s records. All ballots received will be recorded and tallied before the meeting.  As members arrive at the meeting, the list will be checked to determine if they have voted absentee.  If so, their absentee votes will be subtracted from the tally.  Each voting member will then be given a blank ballot.

When the election is opened, candidates may also be nominated from the floor. Each nominee will be  given two minutes to speak if they so choose. After nominations are closed, a written ballot will be taken and tallied with the mail-in votes for that office and the winner will be announced before going on to the next office.

Updates 5 June 2010 revised voting procedures during annual elections voted by the OETRA membership in June 2010; 21 January 2009, includes revisions voted by the OETRA membership in September 2009, September 1976, August 1979, March 1981, November 1983, December 1991 (dues increase to $20/Family, $15/Individual), and August 1994 (created office of Treasurer effective January 1995). August 2007 - dues increased to $20 individual and $25 family.

CONSTITUTION

Article 1 – Name

The name of this club shall be:

THE OKLAHOMA EQUESTRIAN TRAIL RIDERS ASSOCIATION, INC.

Article II – Object

The purpose of this club shall be to promote all phases of trail riding as a family activity, and to educate the public as to the care and conditioning of the horse for trail activities.

Article III – Membership

Membership shall be open to all persons interested in trail riding. Classes of membership shall be as follows:

1)       Family

2)       Individual

Article IV – Officers

1. Executive Committee – Composed of four presiding officers and five Directors, who shall have been members in good standing for one full year when they are elected. The immediate Past President is automatically a member of the Executive Committee for one year following his presidency.
2. Presiding Officers
   1. President – Elected annually by the majority of members voting. Should such person be unable to fulfill his term, the Vice-President shall fill the unexpired portion of said term.
   2. Vice President – Elected annually by the majority of members voting. Should such person be unable to fulfill his term or should he be required to fill the unexpired term of the President, a successor shall be named by a majority vote of the Executive Committee to fulfill the unexpired term of Vice-President.
   3. Secretary - Elected annually by the majority of members voting. Should such person be unable to fulfill his term, a successor shall be named by a majority vote of the Executive Committee to fulfill such term.
   4. Treasurer - Elected annually by the majority of members voting. Should such person be unable to fulfill his term, a successor shall be named by a majority vote of the Executive Committee to fulfill such term.
3. Directors – Four elected for two year terms by a majority of members voting and one Director who is the newsletter editor. At the annual election of Officers, should a current Director be elected to the presiding office, another director will be elected by the membership to fulfill the unexpired term of one year.
4. Standing Committees – Chairman named by President with advice and consent of Executive Committee. Members to serve voluntarily.
   1. Membership
   2. Advertising/Public Relations
   3. Program
   4. Pleasure Ride
   5. Rules & Parliamentarian
   6. Hospitality

Article V – Meetings

Meetings shall be held minimally every quarter. Executive committee meetings may be held in tandem with membership meetings. Where applicable, meetings shall be held in conjunction with actual trail activities. One annual meeting shall be held each December for the Election of Officers to take office the following January. Only members may cast votes in any election.

Article VI – Amendments

This Constitution may be amended by a two-thirds vote of members present when a vote is called. Notice of Proposed Amendments shall be given such membership by mail and orally at least two months before such Amendment is considered for adoption.

Article VII – Election of Officers and Directors

Election of Officers and Directors for the upcoming year will be held at the annual meeting in December each year, in accordance with the procedures set forth in Article VIII of the By-Laws of the Club. A simple majority vote of those members voting will elect.

Reprint dated 21 January 2009, includes revisions voted by the OETRA membership in September 2008, September 1976, August 1979, March 1981, November 1983, December 1991 and August 1994 (created office of Treasurer effective January 1995).

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