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THE following are the SDQHYA Bylaws and Policy changes as
reviewed and worked on in 2010 by the Bylaws and Policy Committee. These
will be presented at the annual meeting for approval. Please read them
careful and be ready to vote on them at the meeting. All changes are placed
in red. If you have any questions please contact the youth advisor prior to
the meeting .
SOUTH DAKOTA QUARTER HORSE
YOUTH ASSOCIATION
BY LAWS
Revised February 2001, November
2002, November 2004, November 2005,
November 2006, November 2007,
January 2009, January
2011
ARTICLE I: MEMBERSHIP
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.
responsibility
of the individual to attend two general membership meetings and take part in
specific activities i.e. It is the 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.
Vice
President will be President the
following year.
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
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
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.
B.
In accordance with the Bylaws, the
Board of Directors officers
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 officer 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 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.
These meetings will be set at the previous meeting.
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 sponsorships
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.
designated
number of raffle tickets set at the annual meeting.
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 qualifying for the SDQHYA World Show team and/or the
Congress NYATT team will be required to sell at least
five (5)
15 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 YOUTH ASSOCIATION
POLICY SHEET
Revised February 2001, November
2002, November 2004,November 2005,
November 2006, November 2007,
January 2010, January
2011
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.
will
be available from the Advisor.
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.
Membership cards will be
distributed accordingly.
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 (10) Ford Truck Raffle tickets.
6.
Youth must also
sell ten (10) tickets from another major youth
fund raising event during the summer.
designated number of raffle
tickets that will be set at annual
meeting.
7.
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
High Point
All Around Youth award.
2.
The SDQHYA has traditionally given an
overall
High Point award to the
Junior Girl and Boy
Youth (ages 13 and
under).
3.
Novice points are not calculated into the High Point Junior or Senior
Awards.
V.
ROOKIE
OF THE YEAR AWARD
W.
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.
X.
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.
Y.
A minimum of 35 state points must have been accumulated. Points will
count in both halter and performance classes.
Z.
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.
AA.
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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