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BYLAWS AND POLICY SHEETS SOUTH DAKOTA QUARTER HORSE YOUTH ASSOCIATION BY LAWS Revised February 2001, November 2002, November 2004, November 2005, November 2006, November 2007ARTICLE I: MEMBERSHIP One may be a member of the South Dakota Quarter Horse Youth Association if: He/she is eighteen years of age or under as of January 1st, this age will be maintained the entire year. He/she has paid the annual dues to the SDQHYA Treasurer. 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
He/she shall also act as chairperson of all committees or may appoint a committee member to 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 throughout 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. 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 The members of the SDQHYA shall select an advisor beyond the age of the membership n 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 meetings at voted on 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. The 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 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. Youth World Show Bylaws Awards/Point Tabulations Memberships/Promotion/Social Activities Fund raising ARTICLE VII: FUND RAISING PROJECTS AND SPONSORSHIPS 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. In order to compete for year-end awards, each member shall be responsible for the following number of twenty-five ($25.00) sponsorships: 13 years old and under: one sponsorship 14-18 years old: two 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. 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. 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
ARTICLE VIII: AMENDMENTS TO THE BYLAWS 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 YOUTH ASSOCIATION POLICY SHEET Revised February 2001, November 2002, November 2004,November 2005, November 2006, November 2007STANDARD OPERATING PROCEDURES 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. 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. QUALIFICATION FOR THE SDQHYA WORLD SHOW 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. 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. 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 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. 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. 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. The SDQHYA may send four members to compete in each class at the Youth World Show Finals. Halter: Members of the Youth World Team competing in halter will be selected as follows: The four 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. 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.Performance: Members of the Youth World Team competing in Performance classes will be selected as follows: 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.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. The youth advisors assigned to the Youth World Committee will, with the assistance of the youth point secretary, calculate the final point standings. 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.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. A youth may qualify in unlimited performance events. Halter classes are not considered performance classes but showmanship is. It is the Youth Advisor’s responsibility to get the "Qualifying Classes" results from the show secretary after the designated qualifying shows. Youth World Judging Team: 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. 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. Participation in the team picture is required. 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. 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). QUALIFICATION FOR CONGRESS NYATT 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. Must be a member of both SDQHYA and AQHYA by April 1st. 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. 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. YEAR END AWARDS Requirements for Eligibility: All youth exhibitors must be current members of the SDQHYA and AQHYA to be eligible for year-end awards. All listed individual owners on the horse’s registration papers must be current members of the SDQHYA or SDQHA. Membership must be purchased and sponsorships received prior to having points count toward year-end awards. Points will be computed on a one horse, one rider basis. The youth must have placed 1/3 the times the class was offered AND have a minimum of 10 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 5 points in that class at SDQHA approved shows to qualify for year-end awards. Each youth must sell ten (10) Ford Truck Raffle tickets. Youth must also sell ten (10) tickets from another major youth fund raising event during the summer. Parent/Guardian of each member must attend two general membership meetings. Awards Offered: 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. High Point and Reserve High Point in Walk-Trot and Lead-Line. Rookie of the year 13 and Under and Rookie of the Year 14-18 if qualified. If funding is available, awards will be offered through 5th place. Halter-Performance Class High Point 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. 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. All-Around and Reserve All-Around Awards 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. 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. 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. Lead-Line nor Walk-Trot classes do not accumulate points towards All-Around and Reserve All-Around awards. Novice Youth Awards 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. 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. 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. The SDQHYA has traditionally given an award to the Novice Youth All Around and the Novice Youth Reserve All Around. Awards Committee 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. Other Awards 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. The SDQHYA has traditionally given an overall High Point award to the Junior Girl and Boy (ages 13 and under). Novice points are not calculated into the High Point Junior or Senior Awards. 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. 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. A minimum of 35 state points must have been accumulated. Points will count in both halter and performance classes. 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. 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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