Bylaws

As amended in June 2014

ARTICLE I

The name of this corporation shall be the Quicksilver Endurance Riders, Inc., a non-profit corporation.

ARTICLE II

The purpose for which this corporation is formed is to promote endurance riding, horsemanship and sportsmanship.

ARTICLE III

Quicksilver Endurance Riders, Inc. shall have a corporate seal having on its circumference the words: “Quicksilver Endurance Riders, Inc, incorporated on the 13th day of February, 1979.

ARTICLE IV
MEMBERS

Section 1. Senior Membership
One aged 16 years and over. Senior member has full membership privileges.

Section 2. Junior Membership
One who is under 16 years of age. A junior member has all privileges of membership except voting, holding office or committee chairmanship.

Section 3. Family Membership
Family members residing in the same household.

Section 4. Membership Application
Application for new membership shall be presented to the membership committee chairperson along with appropriate dues.

Section 5. Dues
The amount of the membership dues shall be fixed yearly by the Board of Directors.

Section 6. Membership Term
Membership shall run from January 1st to December 31st. Membership prior to July 1st, dues shall be the full amount. After July 1st, dues shall be ½ the annual amount. All dues are payable on January 1st and delinquent as of March 31st of each year.

Section 7. Termination
Membership shall be terminated by:
(a) Resignation: Any member may resign from the club upon written notice to the Secretary.
(b) Automatic Termination: Failure to pay dues in the allotted time period will result in automatic termination.
(c) Other Termination: By a 2/3 vote of a quorum, as defined in Article VI, Section 3, by secret ballot at a general membership meeting. A statement of cause will be presented to the members by the Board of Directors at least thirty (30) days prior to the meeting.

ARTICLE V
OFFICERS

Section 1. The officers of this club shall be President, Vice-President, Secretary, Treasurer and three (3) Directors. These officers shall perform the duties prescribed by these Bylaws and by the parliamentary authority adopted by the club. The term of office shall be one calendar year.

Section 2.
The positions of President, Vice-President, Secretary and Treasurer shall be chosen by and shall serve at the pleasure of the Board. These Officers shall be elected at the first meeting of the Board.


Section 3.
No more than two members of the same family, living in the same household, may serve on the Board of Directors at the same time.
No officer of the corporation may serve for more than three consecutive terms.

ARTICLE VI
GENERAL MEMBERSHIP MEETING

Section 1. The regular meeting of the club shall be held on the third Wednesday of each month unless otherwise ordered by the Board of Directors.

Section 2.
Special meetings of the club may be called by the President or by the Board of Directors, or upon the written request of five voting members of the club. The purpose of the meeting shall be stated in the call and no other business may be transacted. At least five days notice shall be given except in cases of emergency.

Section 3.
Ten percent (10%) of the voting members shall constitute a quorum. No business may be conducted without a quorum being present except calls for a recess or adjournment.

ARTICLE VII
THE BOARD OF DIRECTORS

Section 1.
The officers of the club shall constitute the Board of Directors. Each Director shall be elected for a term of one calendar year.

Section 2.
The Board of Directors shall have general supervision of the affairs of the club between its business meetings, fix the hour and place of the meetings, make recommendations to the club, and shall perform such other duties as are specified in these By-Laws. The Board shall be subject to the orders of the club and none of its actions shall conflict with these orders.

Section 3.
Unless otherwise ordered by the Board, regular meetings of the Board shall be held on a day designated by the Board. Special meetings of the Board may be called by the President or shall be called upon the request of three members of the Board.

Section 4.
The Board of Directors shall have the power to acquire, possess, and dispose of the property of the club and to hold the same in trust for the use and benefit of the members of the club under their direction and approval. Neither purchase, nor sale of property, nor any expenditure of more than $500 shall be entered into without the affirmative vote of the majority of the members present and voting at a general membership meeting. A voting membership quorum is required for this action.

Section 5.
Five (5) members of the Board shall constitute a quorum in and of the Board of Directors. No business may be conducted without a quorum being present except calls for a recess or adjournment.

Section 6.
If the Board has been informed that an officer will be unable to attend at least two meetings of the Board, the board may appoint a substitute. If an officer misses two consecutive meetings, the board may, by a 2/3 vote, declare the position vacant. A special election shall be called for the next general meeting. This must be stated in the call to the meeting.

Section 7.
A member or members of the Board of Directors may be removed for cause by a vote of 2/3 of the Board members present and voting at any regular Board meeting, including the annual meeting, or any Board meeting by special notice as herein provided.
a) At least ten (10) days written notice must first be given to the Board member stating the cause for which that member is proposed to be removed with sufficient clarity to satisfactorily identify the cause or causes. The notice must include the time, date and place of the meeting of the Board of Directors at which the matter of the proposed removal will be considered by a Board vote.
b) The Board member or members shall have the right to be present at the Board meeting and that member or those members and the representative or representatives thereof to present their views and position. The Board may, in the event it is believed to be in the best interests of the corporation and the interested parties, grant a continuance or continuances and such further hearing or hearings as may be requested by any interested party in its sole discretion.
c) Removal of a member from the Board of Directors shall not deprive that member or his/her family of membership in the club.

ARTICLE VIII
ELECTIONS

Section 1.
No later than September 10, a nomination/election committee of three members shall be appointed by the Board of Directors, not more than one of whom shall be a member of the Board of Directors. The President shall not be a member of this committee. It shall be the duty of this committee to nominate candidates for the offices to be filled. The report of the nominating committee shall be included in the October newsletter. Additional nominations from the membership shall be permitted. All nominations must be received by the election committee by October 30th.

Section 2.
If more than seven Directors are nominated, they shall be elected by written ballot. The nominating/election committee will prepare ballots which shall be mailed to each voting member in good standing by November 15th. The ballots must be returned to the committee prior to December 10th.

ARTICLE IX
CLUB PROPERTIES

Section 1.
All records, correspondence and materials are the sole property of the Quicksilver Endurance Riders, Inc.

Section 2.
Any person not returning such records shall be liable for the costs of hiring professional assistance to reclaim or reconstruct said records.

ARTICLE X
AMENDMENT OF THE BY-LAWS

These By-Laws may be amended at any meeting of the club by a 2/3 vote of a membership quorum, provided that the amendment has been submitted in writing at the previous meeting and has been published in the newsletter, mailed or emailed with the call to the meeting. The maker and seconder must be identified.

ARTICLE XI
PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Roberts Rules of Order, Newly Revised, shall govern the club in all cases, which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the club may adopt.

ARTICLE XII
DISSOLUTION PROCEDURES

Section 1.
A ¾ vote of a membership quorum is required for dissolution of this club.

Section 2.
Whenever member approval is required for removal of a director, amending articles of incorporation or dissolution, the vote must be unanimous by those entitled to vote unless the notice of the meeting stated the general nature of the proposal. (This may not be varied in By-Laws or articles. See California Corporations Code, Sec. 9411.).

Section 3.
In case of dissolution, the assets of the club will be distributed to the University of California at Davis, School of Veterinary Medicine.

SPECIAL RULES

Section 1.
At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
Call to Order
Minutes of Previous Meeting
Correspondence
Report of Treasurer
Committee Reports
Unfinished Business
New Business
Programs
Announcements
Adjournment

Section 2.
At meetings of the Board, the order of business, unless otherwise directed by a majority of those present and voting, shall be as follows:
Call to Order
Minutes of Previous Meeting
Correspondence
Report of Treasurer
Committee Reports
Unfinished Business
New Business
Announcements
Adjournment

STANDING COMMITTEES

Section 1. Membership
The membership chairperson shall be appointed by the President. It shall be the duty of the chairperson to be responsible for all matters pertaining to membership according to these By-Laws.

Section 2. Program
The program chairperson shall be appointed by the President. This chairperson shall plan programs for the monthly meetings and inform the newsletter editor so the general membership may be notified.

Section 3. Goodwill
The goodwill chairperson shall be appointed by the President. This chairperson shall act on behalf of the club in matters of serious illness, bereavements of members and any special events of importance to individual members.

Section 4. Technical
The technical committee shall be appointed by the President. This committee will be responsible for the club’s website and making sure all information is updated. The chairperson of the newsletter committee shall be a member of this committee.

Section 5. Trails
The trails chairperson shall be appointed by the President. The trails chairperson shall be responsible for keeping the club members informed of developments pertaining to trails.
The chairperson shall act as the club's representative at political meetings, city council meetings, county board of supervisors’ meetings, or any other meetings pertaining to trails, which may be of interest to the club.

Section 6. Spring Ride
Prospective candidates for ride manager must submit an application in writing to the board. The application is to include a brief outline stating ideas on how the ride is to be planned and managed. The ride committee shall be given various responsibilities to follow through on up to and during the time of the ride as deemed necessary by the ride manager. The ride manager must report to the board at each monthly board meeting on the progress of ride plans. A ride budget must be submitted to the board to be approved and then submitted to the general membership.

Section 7. Fall Ride
Prospective candidates for ride manager must submit an application in writing to the board. The application is to include a brief outline stating ideas on how the ride is to be planned and managed. The ride committee shall be given various responsibilities to follow through on up to and during the time of the ride as deemed necessary by the ride manager. The ride manager must report to the board at each monthly board meeting on the progress of ride plans. A ride budget must be submitted to the board to be approved and then submitted to the general membership.

Section 8. Newsletter
The Quicksilver Endurance Riders, Inc. shall have an official publication with the name of Quicksilver Quips. The Quicksilver Quips shall be distributed on or about the first of each month.

The Newsletter shall contain:
(a) Board meeting date, time, place and address;
(b) General meeting date, time, place and address;
(c) Upcoming ride dates and other events;
(d) Candidates nominated for office and election results;
(e) Any other information, articles and stories of interest to the membership.
(f) Financial reports and minutes of the club.

Section 9. Awards
The awards committee chairperson shall be appointed by the President. The committee's duties and responsibilities shall include:
1. Tabulating points for the year-end awards.
2. Putting on the awards banquet, including procuring the awards.
3. Yearbook and/or calendar, if any.

Points shall be tabulated according to the current AERC ride record with the following exceptions:
1. All endurance rides, including limited distance, will be counted for full mileage points;
2. There will be no top ten points counted for rides of less than 50 miles.
3. Ride and Tie mileage will be counted as a separate category;
4. Crew mileage will be counted as a separate category;
5. It shall be the rider's responsibility to notify the awards committee of their points.

The Eleanor Norton Award shall be chosen as follows:
This award, given in the memory of Eleanor Norton, is a sportsmanship award, given to the club member that exemplifies the meaning of the word “sportsmanship.”

The committee shall consist of the most current recipient of the Eleanor Norton Award and two general members, not serving on the Board. They shall be elected by the membership at the general meeting three months prior to the awards banquet.

Any nominations and recommendations for a possible recipient must be submitted in writing to any or all of the committee members by email or by telephone, along with the accompanying reasons as to why a particular candidate is to be chosen.

The committee is to carefully and diligently consider any and all recommendations and reach a final decision in time to meet the yearbook/calendar deadlines, or, if there is no yearbook/calendar, one month prior to the awards banquet.

An Eleanor Norton Award does not have to be given each year but is only given when the committee feels that there is a suitable candidate.

The Horse of the Year shall be chosen as follows:
The Quicksilver Horse of the Year Award shall be given to one horse owned and/or ridden by a current Quicksilver member. This award shall be separate from the Hall of Fame award. Horse of the Year shall demonstrate outstanding achievement in a single ride season in one or more of the following categories:

1. Outstanding performance at high profile endurance rides.
2. Outstanding accumulative record for the year (high mileage, numerous wins, numerous best conditions or top tens)
3. Outstanding performance in a single ride season by multiple offspring of a broodmare or stallion.
4. Any horse able to overcome adverse conditions (orphaned, serious illness or injury – not race related --, etc.) and able to begin or continue an endurance career.
A committee shall consist of the most current recipient and two members chosen by him/her. The committee shall review nominations submitted by the membership and select an individual that best deserves to be named as Quicksilver Horse of the Year. If no horses are nominated by the membership, the committee may select a recipient for the award.

The Hall of Fame Rider shall be chosen as follows:
The committee shall consist of the most current recipient and two members chosen by him/her.

Any nominations and recommendations for a possible recipient must be submitted in writing to any or all of the committee members by email or by telephone, along with the accompanying reasons as to why a particular candidate is to be chosen.

The committee is to carefully and diligently consider any and all recommendations and reach a final decision in time to meet the yearbook/calendar deadlines, or, if there is no yearbook/calendar, one month prior to the awards banquet.

The award does not have to be given each year but is only given when the committee feels that there is a suitable candidate.

The Hall of Fame Horse shall be chosen as follows:
The award shall be given to one horse owned and/or ridden by a current Quicksilver member each year separate from the Horse of the Year Award.
The committee shall consist of the most current recipient and two members chosen by him/her.

Any nominations and recommendations for a possible recipient must be submitted to any or all the committee members in writing, by email or by telephone, along with the accompanying reasons as to why a particular candidate is to be chosen.

The committee is to carefully and diligently consider any and all recommendations and reach a final decision in time to meet the yearbook/calendar deadlines, or, if there is no yearbook/calendar, one month prior to the awards banquet.

The award does not have to be given each year but is only given when the committee feels that there is a suitable candidate.

Section 10. New Member Committee

The New Member Committee shall consist of three or more club membersin good standing and shall be appointed by the President. The chairperson shall be decided by the committee members.

The Membership chairperson shall contact the New Member Committee chairperson each time a new member joins the club. The New Member Committee chairperson shall contact one committee member to reach out to the new member.

The New Member Committee member shall:
1. contact the new member by phone or e-mail to welcome new members to the club (discussion points can include but are not limited to: endurance experience, benefits of being a member, invite them to go riding, find out their endurance goals, etc.)
2. introduce them to other club members,
3. invite to each of the upcoming events and activities held by the club throughout the year,
4. write a paragraph or two for the Quips, introducing them to the club. Include a picture if possible.

At the awards banquet, a small gift with the Quicksilver logo will be given to the new member.

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