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Changes for
2010 will be in red ink.
SOUTH DAKOTA QUARTER HORSE
YOUTH ASSOCIATION
BY LAWS
Revised February 2001,
November 2002, November 2004, November 2005, November 2006, November 2007,
January 2009,
January 2010
ARTICLE I:
MEMBERSHIP
A.
One may be a member of the South Dakota Quarter Horse Youth
Association if:
1.
He/she is eighteen years of age or under as of January 1st,
this age will be maintained the entire year.
2.
He/she has paid the annual dues to the SDQHYA Treasurer.
B.
It is the responsibility of
the individual to attend two
general membership meetings
and take part in specific activities i.e. requirements in fund raising
projects and fulfill all personal obligations.
Parent/Guardian of each
member must attend two general membership meetings.
ARTICLE II:
DUTIES OF OFFICERS
A. President:
The President shall be the chief executive officer of the Association and
shall have general supervision of the affairs of the Association and shall
preside at all meetings for the membership. The President shall
appoint committees of the Association, subject to the approval of the
directors and other officers. The President shall submit to the members
annually at their meeting a report of the status of the Association and of
its activities during the previous year. The President shall attend
meetings of the SDQHA. A youth advisor shall attend along with the
president. If the president is unable to attend, he/she shall appoint
a representative to serve.
B.
Vice President: The Vice President shall, in the
absence, disability, or inability of the President,
perform the duties and exercise the powers of the President and shall
perform such other duties as the president shall from time to time
prescribe. He/she shall also act as chair person of all committees or may
appoint a committee member serve in his/her seat, to see that the committee
carries out its assignments to the best of its ability.
C. Business Secretary:
He/she shall attend all meetings of the members and shall record or cause to
be recorded, all votes taken and all proceedings of the meetings. The
minutes of each meeting shall then be made available to be printed in the
designated newsletter for all absent members and the SDQHA members to read.
The secretary shall perform like duties for the committees and have the
principal responsibility to give notice of all meetings, but this shall not
lessen the authority of others to give such notice.
D. Treasurer:
This position may be held by the Secretary as well but will be under the
Adult Financial Coordinator as appointed or hired by the SDQHYA. The
youth Treasurer shall make an annual report to the membership and at
meetings through out the year as may be requested. The Adult Financial
Coordinator books shall be audited by an independent person each year after
the annual meeting. The auditor shall be determined at the annual
meeting.
E. Adult Financial
Coordinator: He/she will maintain the SDQHYA financial accounts
and will place the current youth treasurer’s and youth advisor’s names on
the account signature cards each year. He/she will submit a report to
the youth treasurer for meetings and will collect the money for memberships
and other matters. He/she will have the responsibility for an accurate
accounting of all receipts and disbursements in books belonging to the
Association as shall be necessary. He/she will make deposit of all
monies and other valuable effect in the name and to the credit of the
Association and shall render to the president the initial financial
condition of the Association.
F. Reporter:
He/she shall be responsible to report events of the SDQHYA to the
QUARTER HORSE JOURNAL and the designated newsletter for publication.
If the secretary is unable to report the minutes it will be the
responsibility of the Reporter to see that the minutes are printed in
the designated newsletter.
G. Point Secretary:
He/she shall have the responsibility of maintaining an accurate record of
all points acquired in the various classes by SDQHYA members in the official
point book of the SDQHYA. These points shall be counted through 9th
place. These points shall be kept up to date and the point book or
records will be put on display at all shows. Points acquired by every
youth must be tracked whether or not they have met all youth eligibility
requirements. He/she will notify youth advisor and awards committee
members in writing of the year end award results before the official results
will be posted. The SDQHYA may choose to have the SDQHA point
secretary maintain points for the youth results.
H.
Qualifications of Officers: A member who resides out
of state of South Dakota may be elected to an office, if they have
been a member in good standing, meeting all qualifications ie. fund raisers
and activity participation and membership dues, during the previous year of
said elections. However, an officer from out of state or any other youth
from out of state can not be funded for National representation, since they
can not officially vote as a South Dakota Quarter Horse Youth Association
member since they are from out of state.
ARTICLE III:
THE BOARD OF DIRECTORS
A.
Members: The business and property of the SDQHYA
shall be managed by a
board of three officers and two board members. In accordance with the
Bylaws, the Board of Directors shall have general power to administer the
affairs of the Association, and carry out its programs and policies, and
shall act for the Association between meetings of the general membership.
Each director shall serve on at least one of the Associations standing
committees.
ARTICLE
IV: ADVISOR
A.
The members of the SDQHYA shall select an advisor beyond the age of
the membership in the youth association. This advisor shall be
selected at the annual meeting of the members. This advisor shall be
an active member of the SDQHYA and the SDQHA.
B Responsibilities:
The advisor will be responsible for serving as consultant to the
SDQHYA. The advisor shall serve on at least one of the standing
committees of the Association and provide guidance and
assistance where deemed necessary.
ARTICLE
V: MEETINGS
A.
Place of
Annual Meetings:
There shall be at least two meetings of the general
membership per year. The place of one meeting shall be the same as the
annual meeting of the SDQHA. It shall be at this meeting that
officers and directors of the Association are elected unless no
members of the executive board can attend. It will then be postponed
until a later date. There shall be general membership meeting as
voted on at
SDQHYA horse shows, excluding special events. These meetings shall be
held during the 1st
show at a time that the youth agree on
except for the B.H. Summer Circuit, when the meeting will be held during the
second day of the second show of that circuit.
Said meetings will be two east river and two west river. It is the
responsibility of the individual to attend two general membership meetings
and take part in specific activities i.e. requirements in fund raising
projects and fulfill all personal obligations. Parent/Guardian of each
member must attend two general membership meetings.
B. Special Meetings:
Special meetings of the membership may be held at any time and for any
purpose deemed necessary. The place of these meetings shall be made
known prior to the meeting.
ARTICLE VI:
STANDING COMMITTEES
A.
Membership of the following standing committees shall be determined
at the annual meeting and include one youth chairperson and one adult
advisor. These committees shall have full responsibility for each of
their areas.
1.
Youth World Show
2.
Bylaws
3.
Awards/Point Tabulations
4.
Memberships/Promotion/Social Activities
5.
Fund raising
ARTICLE VII:
FUND RAISING PROJECTS AND SPONSORSHIPS
A.
Each member shall fulfill all obligations expected of him/her as
stated in Article I of these Bylaws by the date that is preset (no
exceptions after this date). He/she shall meet the requirements set
for him/her by the fund raising committee, i.e. assistance with the youth
sponsored events, etc.
B.
In order to compete for year-end awards, each member shall be
responsible for the following number of twenty-five ($25.00) sponsorships:
1.
13 years old and under: Two sponsorship
2.
14-18 years old: Three sponsorships
These
sponsorships are due to the secretary/treasurer by April 1. Points
will not count until sponsorships are paid. Exemptions include
walk/trot participants and lead-line participants.
C.
In order to compete for year-end awards, each member must sell ten
(10) Ford Truck Raffle Tickets (or designated raffle/major fundraising
event) and turn the ticket stubs and monies in to the youth advisor by July
1st. Youth must
also sell ten (10) tickets from another major youth fund raising event
during the summer.
D. In order to compete on
the SDQHYA World Show team and/or the Congress SDQHA NYATT team, each
participating member will be responsible for three (3) additional
twenty-five ($25.00) sponsorships. These sponsorships are due by April
1st.
E.
In addition to the sponsorships listed above, each youth intending on
year-end awards
qualifying for the SDQHYA World Show team and/or the Congress NYATT
team will be required to sell at least five (5) extra Ford Raffle tickets
(or designated raffle/major fundraising event) for at total of fifteen (15)
and youth must also sell ten (10) tickets from
another major youth fund raising event during the summer. Youth
must also show in South Dakota at one (1) SDQHA show to receive
compensation. Exceptions would include classes not offered at a SDQHA
show. An award of one hundred ($100.00) will be awarded by the SDQHYA
to the seller of the highest number of Ford Raffle tickets. Exemptions
include walk/trot participants and lead-line participants.
ARTICLE
VIII: AMENDMENTS TO THE BYLAWS
A.
These Bylaws may be changed or revised at any annual meeting of ten
or more youth by a three-fourths vote. If there are less than ten
youth present, a seven-eighths vote is required by those present.
Bylaws can only be changed at the annual meeting. The amendments will
become effective immediately after approval.
SOUTH
DAKOTA QUARTER HORSE ASSOCIATION
POLICY
SHEET
Revised February 2001,
November 2002, November 2004,November 2005,
November 2006, November
2007, January 2009,
January 2010
I.
STANDARD OPERATING PROCEDURES
A.
A copy of the Bylaws and Policy Sheet will be printed in the
designated newsletter annually, displayed as part of our Youth pages on the
SDQHYA website and a copy of the New Member Guide will be sent to all
members with their new membership cards.
B.
Yearly dues shall be twenty ($20) dollars due for the first youth
member of one family and ten ($10) dollars due for each subsequent family
youth member after that.
II.
QUALIFICATION FOR THE SDQHYA WORLD SHOW
A.
The first requirement to qualify for the Youth World team is
residency by the youth or their parent in South Dakota. The second
qualification is to fulfill all requirements listed in Article VII of the
SDQHYA Bylaws.
B.
Must be a member of both SDQHYA and AQHYA by April 1st.
Dues must be postmarked by this date. First year members if joining
after the April 1st deadline must fulfill all requirements within
14 days of joining SDQHYA.
C.
Points toward Youth World Show qualifications will accumulate from
January 1 through June 30th. Points are to be compiled on
all shows within this qualifying period approved by SDQHA and on one
horse-one youth per event. No points acquired by the youth will count
until
membership
and sponsorships are paid.
D.
Entry fees and stall charges written out to SDQHYA must be paid by
each youth that is planning to exhibit and must accompany the entry blank
sent to the youth advisor per AQHA request. This also includes cattle
charges. The youth advisor will then mail all entries and one (1)
SDQHYA check to AQHA per AQHA request.
E.
It is the responsibility of each youth to notify the advisor who then
notifies the World Show committee of the classes they wish to enter.
The Youth Advisor will contact those who have state qualified.
F.
The sum paid to each youth for Youth World show by the SDQHYA will be
based on the availability of funds and determined as per the World/NYATT
guidelines for payout (Youth Advisor has copy of guidelines). This
payment, upon approval of the majority of the Youth board, will be made
available to each participating youth after the World Show.
Compensation will only be made to those youth who have met all fundraiser
requirements, have shown at SDQHA shows and show in the class that they
qualified in at the Youth World show.
G.
The SDQHYA may send four
members to compete in each class at the Youth World Show Finals.
1.
Halter:
Members of the
Youth World Team competing in halter will be selected as follows:
A.
The four
high point
horses in each age group in both Youth Mares and Youth Geldings will be
given first choice followed by successive point earners in their respective
age groups from SDQHA approved shows.
B.
Should all slots not be filled, second choice will be given to those
horses exhibited in adult halter classes, which are also eligible for Youth
halter classes.
C.
If all slots are not filled by the above process, requests will be
taken by the Youth World committee for those classes not filled.
Selection will then be made on a first served basis
and will include hardship cases.
2.
Performance:
Members of the
Youth World Team competing in Performance classes will be selected as
follows:
A.
The four
high point
horses in each performance event will be selected according to the SDQHYA
point system from SDQHA approved shows used for awards i.e. points earned
equal number in class exhibitor beats plus one point.
B.
Performance classes split by age i.e. Showmanship, Western Pleasure,
Western Horsemanship which are split 13 and under and 14-18, will be
combined to form a “Youth World Qualifying Class” following the separate
judging of both age groups in that class. You must show in your age
group to be eligible for the Youth World Qualifying class and ride the same
horse in both classes. There will be no additional cost for the
qualifying class; however, you must complete an entry card for office
records. In any class not split by age that are used for qualifying
points, the qualifying points will be tabulated by the number of QUALIFYING
entries in the class, not the total number of entries. Novice classes
do not count towards Youth World Show qualification.
C.
The youth advisors assigned to the Youth World Committee will, with
the assistance of the youth point secretary, calculate the final point
standings.
D.
If the first four
qualifiers are unable to compete at the
Youth World, then the next placed youth will be asked, and so on, until all
event participants have been given the opportunity.
E.
If a class has not been held prior to team selection, youth
interested in competing in those classes will make a request to the Youth
World committee. Permission will be granted on a first come, first
served basis.
F.
A youth may qualify in unlimited performance events. Halter
classes are not considered performance classes but showmanship is.
G.
It is the Youth Advisor’s responsibility to get the ”Qualifying
Classes” results from the show secretary after the designated qualifying
shows.
3.
Youth World
Judging Team:
A.
Must be a SDQHYA and AQHYA member by April 1st.
This means dues and sponsorships must be received or postmarked by this date
unless you are a first time member to SDQHYA, then they must be received
within 14 days of joining SDQHYA.
B.
An adult coach must be willing to work with the team for the team to
exist. The youth team advisor will organize the qualifying rules and
practices. It would be preferable for team members to consist of
members from around the state.
C.
Participation in the team picture is required.
D.
If the judging team’s adult advisor presents an organized plan for
the judging team by the annual youth meeting previous to the Youth World
Show they wish to participate in, the SDQHYA will work with them on funding.
If not, funding responsibilities will be left entirely to the judging team
groups.
E.
Hardship clause: If a youth from another state would like to be
considered to represent South Dakota as a state qualifier on the SDQHYA
World show team they must complete the Hardship Application completed and
approved by their Youth Advisor, the SDQHYA Advisor along with AQHYA and by
the AQHYA deadline, the year of the show. This Hardship application
only applies to the World show team, it is not necessary for membership on
the Congress team. (Youth Advisor has copies of Hardship Application).
III.
QUALIFICATION FOR CONGRESS NYATT
A.
The first requirement to qualify for the National Youth Activity Team
Tournament (NYATT) is residency by the youth or their parents/legal guardian
in South Dakota or an adjacent state. The second is assistance with
the youth sponsored fund-raising projects including sponsorships.
B.
Must be a member of both SDQHYA and AQHYA by April 1st.
C.
Points towards NYATT qualification will accumulate from January 1st
through July 31st. Points are compiled from three-fourths
of these shows on a one horse, one rider basis per event. There will
be no “Congress Qualifying” classes. For classes split by age, the
14-18 youth will receive first option for the NYATT slot.
D.
The sum paid to each youth for NYATT by the SDQHYA will be based on
the availability of funds and determined as per the World/NYATT guidelines
for pay-out (Youth Advisor has copy of guidelines). This payment, upon
approval of the majority of the Youth board, will be made available to each
participating youth after the NYATT competition. Compensation will only be
made to those youth who have met all fundraiser/sponsorship requirements,
have shown at SDQHA approved shows and have shown in the class that they
qualified in at the NYATT competition.
IV.
YEAR END AWARDS
A.
Requirements for Eligibility:
1.
All youth exhibitors must be current members of the SDQHYA and AQHYA
to be eligible for year-end awards.
2.
All listed individual owners on the horse’s registration papers must
be current members of the SDQHYA or SDQHA.
3.
Membership must be purchased and sponsorships received prior to
having points count toward year-end awards.
4.
Points will be computed on a one horse, one rider basis.
5.
The youth must have placed 1/4 the times the class was offered AND
have a minimum of 5 points in that class at SDQHA approved shows to qualify
for year-end awards. For classes offered less than 18 times in a year,
the youth must have placed a minimum of ½ the times the class was offered
AND have a minimum of the number of times the class was offered ie. if
the class is offered twice the youth must have placed at least twice with no
minimum points in that class at SDQHA approved shows to qualify for year-end
awards. Year end awards for classes offered less than 18 times a year will
receive adjusted amounts for awards.
Each Youth must sell ten
Ford Raffle Tickets (IE or other designated fund rasier) Youth must also
sell ten (10) tickets from another major youth fund raising event during the
summer.
6.
Parent/Guardian
of each member must attend two general membership meetings.
B.
Awards Offered:
1.
Halter and Performance Classes: High Point and Reserve High Point for
each class in Youth and Novice Youth Divisions. All Around and
Reserve All Around in Youth. High Point and Reserve High Point in
Novice Youth.
2.
High Point and Reserve High Point in Walk-Trot and Lead-Line.
3.
Rookie of the year 13 and Under and Rookie of the Year 14-18 if
qualified.
4.
If funding is available, awards will be offered through 5th
place.
C.
Halter-Performance Class High Point
1.
State points will be awarded to entries according to the number of
placings awarded by the AQHA Judge in each class, with a maximum of 9
placings per SDQHYA Bylaws. Example: If a judge placed nine horses in
the class, state points would be awarded through 9th place.
2.
State points will be calculated based on the total number of horses
in the class. Example: If there are 12 horses in the class, 1st
place would receive 12 points; 2nd place would receive 11 points;
etc., though 9th place.
D.
All-Around and Reserve All-Around Awards
1.
All-Around and Reserve All-Around Youth awards will be calculated
using
All-Around points, with the maximum number of points awarded per class being
nine (9). Example: In a class of more than 9 entries, first place
would receive 9 points, second place would receive 8 points, etc.
2.
A minimum of 5
All-Around points in Halter AND a minimum of 10 All-Around points in
two different categories, as defined in the AQHA Rule Book, are required for
an entry to qualify for these awards.
3.
Upon meeting minimum requirements, the entry accumulating the highest
total All-Around points in all categories will be the Youth All-Around.
The entry accumulating the second highest total will be the Reserve
All-Around.
4.
Lead-Line nor Walk-Trot classes do not accumulate points towards
All-Around and Reserve All-Around awards.
E.
Novice Youth Awards
1.
All-Around and Reserve All-Around Novice Youth awards will be
calculated using
All-Around Novice points, with the maximum number of points awarded per
class being nine (9). Example: In a class of more than 9 entries,
first place would receive 9 points, second place would receive 8 points,
etc.
2.
Year-end awards for Novice Youth will be given in one age category,
18 years and under using the Youth system stated above for calculation.
3.
High Point Novice Youth will be the horse/rider with the most total
points in Novice Youth classes. The second highest point earning pair
will be named Reserve High Point Novice Youth.
4.
The SDQHYA has traditionally given an award to the Novice Youth All
Around and the Novice Youth Reserve All Around.
F.
Awards Committee
1.
The Awards Committee will review point totals from the point
secretary to determine which year-end awards will be given and to whom.
The Awards Committee will select items or cash awards that would be
appropriate and within the SDQHYA budget. The majority of the board
members must approve any variance from this approach.
G.
Other Awards
1.
The SDQHA has traditionally given the High Point All-Around award to
the Senior Girl and the High Point All-Around Senior Boy. The SDQHA
also donates $100 to the All Around Youth award.
2.
The SDQHYA has
traditionally given an overall
High Point award
to the Junior Girl and Boy (ages 13 and under).
3.
Novice points are not calculated into the High Point Junior or Senior
Awards or 13 &U and 14-18 classes or use in All-Arounds in those divisions.
V.
ROOKIE
OF THE YEAR AWARD
The SDQHYA shall recognize two
“Rookie of the Year” designations from South Dakota youth, one for the 13
and under age group and one for the 14-18 age group.
1.To be eligible for the award, the youth cannot have earned any AQHA or
SDQHA points (in youth or open) or fraction of a point on any horse before
January 1 of the calendar year. The youth may have been a member in
previous years, but to receive this award this must be the first year to
earn any points in 13 and under, 14-18 or Open. No points will be used
from Lead-Line or Walk-Trot.
2.A minimum of 35 state points must have been accumulated. Points will
count in both halter and performance classes.
3.The award will be on the one-horse/one-rider basis during the current show
season at SDQHYA approved shows. Therefore, points gained on more than
one horse cannot be pooled together for a combined total.
4.Novice points earned previously or during the rookie year do not count
against eligibility or towards tabulation for the Rookie of the Year award.
VI.
REVISION OF POLICY SHEET
This policy sheet may be
changed or revised at any annual or special meeting of ten or more youth by
a three-fourths vote. If there are less than ten youth present, a
seven-eighths vote is required of those present. The amendments will
become effective immediately.
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