Policy & Procedure
Standing Rules
February 5, 2023
Membership and Dues
1. A Single Membership may be purchased for $20 per fiscal year.
2. A Family Membership may be purchased for $30 per fiscal year. A Family is defined as 2 (two) adults and their children under the age of 18 living in the same household.
3. Each membership is valid until December 31 of the year of purchase except that any new membership purchased after October 31 shall be considered a paid membership for the upcoming fiscal year.
4. Each Family Membership includes voting privileges for all family members over the age of 16.
5. A guest (non member) may attend 1 (one) Club event or meeting without joining the Club. The guest may be required to pay a fee to participate in the event. Any such fee shall, at a minimum, cover the costs of the guest’s participation in the event.
Finances
1. A petty cash allotment of not more than $100 may be kept on hand.
2. The expenditure of funds outside the approved budget of up to $100 per month can be approved by a simple majority of the Executive.
Meetings
1. The AGM shall be held in the final quarter of the fiscal year to review and approve any proposed amendments to the Constitution, any proposed changes to membership fees and the election of the slate of officers for the next term when their current terms expire and present the financial report for the current fiscal year.
2. During the first quarter of the new fiscal year, the Executive must present a proposed budget for the next fiscal year and a schedule of events for the year.
3. Support for local charitable activities and events may be undertaken if approved by a simple majority (50% + 1) of members at a Club meeting.
Participation in Club Events With Horses
1. Proof of $2 million of Liability Insurance must be provided by any member or guest prior to participating in Club events with their horses.
2. If such proof is provided at the start of the fiscal year and is valid for the whole of the year, it is not necessary to provide it again in that year.
3. The Executive must be notified if the Liability Insurance is canceled or invalidated for any reason.
4. All children under the age of 18 must be supervised by a responsible adult and must wear an ASTM certified helmet and hard-soled footwear with a heel of not less than 1.5 centimeters while on horseback.
5. Any horse participating in a Club event must be in obvious good health, showing no signs of illness, lameness or serious injury.
Executive
1. Nominations for election to the Executive shall be made in the fourth quarter of the fiscal year.
2. Members of the Executive may stand for re-election for up to two (2) terms.
3. Nominations for Executive positions may be taken from the floor at the AGM, provided that the prior consent of the nominee has been obtained.
4. The new Executive takes effect on January 1 of the upcoming fiscal year for a term of 2 (two) years.
5. Should an Executive member resign during their term of office, the Executive may appoint a replacement following notification to the membership.
6. Should the President cease to hold office for any reason, the Vice-President may assume the duties of the President.
Operating Language
1. The official correspondence for Club activities and meetings shall be English. 2. Should a member, however, require assistance in another language reasonable efforts should be made to accommodate the member.
Amendments
1. Any amendments to the Standing Rules may be passed by a simple majority of voters at any Club meeting at which there is a quorum.
Proposed Amendments: February 5, 2023
Membership and Dues
1. A Single Membership may be purchased for $20 per fiscal year.
2. A Family Membership may be purchased for $30 per fiscal year. A Family is defined as 2 (two) adults and their children under the age of 18 living in the same household.
3. Each membership is valid until December 31 of the year of purchase except that any new membership purchased after October 31 shall be considered a paid membership for the upcoming fiscal year.
4. Each Family Membership includes voting privileges for all family members over the age of 16.
5. A guest (non member) may attend 1 (one) Club event or meeting without joining the Club. The guest may be required to pay a fee to participate in the event. Any such fee shall, at a minimum, cover the costs of the guest’s participation in the event.
Finances
1. A petty cash allotment of not more than $100 may be kept on hand.
2. The expenditure of funds outside the approved budget of up to $100 per month can be approved by a simple majority of the Executive.
Meetings
1. The AGM shall be held in the final quarter of the fiscal year to review and approve any proposed amendments to the Constitution, any proposed changes to membership fees and the election of the slate of officers for the next term when their current terms expire and present the financial report for the current fiscal year.
2. During the first quarter of the new fiscal year, the Executive must present a proposed budget for the next fiscal year and a schedule of events for the year.
3. Support for local charitable activities and events may be undertaken if approved by a simple majority (50% + 1) of members at a Club meeting.
Participation in Club Events With Horses
1. Proof of $2 million of Liability Insurance must be provided by any member or guest prior to participating in Club events with their horses.
2. If such proof is provided at the start of the fiscal year and is valid for the whole of the year, it is not necessary to provide it again in that year.
3. The Executive must be notified if the Liability Insurance is canceled or invalidated for any reason.
4. All children under the age of 18 must be supervised by a responsible adult and must wear an ASTM certified helmet and hard-soled footwear with a heel of not less than 1.5 centimeters while on horseback.
5. Any horse participating in a Club event must be in obvious good health, showing no signs of illness, lameness or serious injury.
Executive
1. Nominations for election to the Executive shall be made in the fourth quarter of the fiscal year.
2. Members of the Executive may stand for re-election for up to two (2) terms.
3. Nominations for Executive positions may be taken from the floor at the AGM, provided that the prior consent of the nominee has been obtained.
4. The new Executive takes effect on January 1 of the upcoming fiscal year for a term of 2 (two) years.
5. Should an Executive member resign during their term of office, the Executive may appoint a replacement following notification to the membership.
6. Should the President cease to hold office for any reason, the Vice-President may assume the duties of the President.
Operating Language
1. The official correspondence for Club activities and meetings shall be English. 2. Should a member, however, require assistance in another language reasonable efforts should be made to accommodate the member.
Amendments
1. Any amendments to the Standing Rules may be passed by a simple majority of voters at any Club meeting at which there is a quorum.
Proposed Amendments: February 5, 2023
Constitution
February 5, 2023
Article 1 - Name
1. The name of the club shall be The Eastern Ontario Horses of Course Club, herein referred to as the Club.
Article 2 - Purposes
1. The primary purpose of the Club shall be to stimulate interest in and appreciation of horses of all types and breeds by providing equine related educational and social opportunities for Club members.
2. As a secondary purpose, the Club may, from time to time, choose to support local charities, charitable activities or local events.
3. The Club shall carry out its activities without purpose of gain for its members.
4. Any profits generated by the Club shall be used solely to promote its purposes.
Article 3 - Membership and Dues
1. Membership in the Club is open to any person who does not contravene any criteria outlined in this Constitution or the Standing Rules.
2. In accepting a membership the prospective member agrees to abide by this Constitution and the Standing Rules. 3. A member in good standing is any person who has paid their dues, has not had their membership revoked or suspended or who has not submitted a written resignation to the Club.
4. Only members in good standing, and who have attained the age of 18 are entitled to hold office and make or second motions.
5. Membership dues, as specified in the Standing Rules, shall be reviewed annually by the Executive and any proposed changes must be presented to the membership at the Annual General Meeting (AGM) for approval.
6. The membership shall, by simple majority vote (50% + 1) of the membership, have the right to either suspend a member’s privileges entirely or in part for such period as they deem appropriate or to revoke a membership if, in their opinion, that member’s conduct is detrimental to the reputation or interest of the Club or the member fails to abide by this Constitution or the Standing Rules.
7. An expelled member shall not be entitled to a rebate of annual dues.
Article 4 - Finances
1. The fiscal year shall be from January 1 to December 31.
2. All income of the Club must be used for the purposes of the Club.
3. A minimum of 2 (two) signatures of duly designated members is required to sign any cheques issued on behalf of the Club.
4. An annual budget shall be prepared for approval by the membership.
5. Any member may review the financial status of the Club by providing a written request to the Treasurer and copied to the President.
Article 5 - Meetings
1. At any meeting, except Executive or committee meetings, a quorum is achieved when there are 10 voting members present at the meeting.
2. At any Executive meeting, a quorum is achieved when a simple majority (50% + 1) of the members of the Executive attend.
3. All meetings will be conducted in as relaxed and informal a manner as possible while still maintaining order.
4. An AGM will be held once each fiscal year.
5. Decisions on matters raised at the AGM and any others outlined in the Standing Rules will be made by the membership attending any Club meeting through a motion, seconded and carried through a show of hands, except in cases where a request is made, a closed ballot can be used.
6. A simple majority (50% + 1) of members attending the meeting is required to carry a motion.
7. Should a situation arise that warrants it, the President may call special meetings either of the Executive or the membership. Prior notice of such meetings and the reasons for calling the meeting shall be given to the membership.
8. At any meeting members may vote through a proxy provided that the information is provided, in writing and duly signed, to a member of the Executive in advance of voting.
Article 6 - Committees
1. Standing or special committees may be created as needed to promote the purposes of the Club.
2. The membership must approve committee projects and budgets prior to all undertakings. Any expenditures outside the approved budget must be approved by the Executive.
Article 7 - Participation in Club Events With Horses
1. Members must provide proof of adequate Liability Insurance before participating in Club events involving their horses.
2. All children participating with horses must wear a helmet which meets recognized safety standards for use on horseback and hard soled footwear with a heel of no less than 1.5 centimeters.
3. Any horse participating in a Club event must be in obvious good health and meet any other requirements set out in the Standing Rules.
Article 8 - Executive
1. Members of the Executive must be members in good standing. The Executive of the Club shall consist of the Immediate Past-President, President, Vice-President, Treasurer, Secretary and 2 (two) Directors at large.
2. The Past-President is not generally a voting member of the Executive. Nevertheless, should a vote by the Executive result in a tie, the Past President shall have the deciding vote.
3. The term of office for each elected executive officer shall be for a period of two years.
Article 9 - Amendments
1. Any proposals for amending the Constitution must be submitted in writing to the secretary at least 45 days in advance of the Annual General Meeting with notice of the proposed amendments given in writing to the membership at least 30 days prior to the Annual General Meeting.
Article 10 - Parliamentary Authority
1. Robert’s Rules of Order, Newly Revised, shall be the parliamentary authority for all matters not in conflict with the Constitution and the Standing Rules including the resolution of any disputes.
Article 11 - Disbandment or Reorganization
1. In the event of disbandment or reorganization of the Club, a notice of motion must be presented and the motion considered at a special general meeting called for that purpose.
2. An affirmative vote of two-thirds of the remaining members shall be required to carry the motion.
3. Upon disbandment all liabilities and obligations shall be discharged, or adequate provisions made. Any remaining funds that are in the treasury at the time shall be given to a non-profit charity as determined by the majority of the remaining membership.
Approved at the Club AGM on October 27, 2022
Article 1 - Name
1. The name of the club shall be The Eastern Ontario Horses of Course Club, herein referred to as the Club.
Article 2 - Purposes
1. The primary purpose of the Club shall be to stimulate interest in and appreciation of horses of all types and breeds by providing equine related educational and social opportunities for Club members.
2. As a secondary purpose, the Club may, from time to time, choose to support local charities, charitable activities or local events.
3. The Club shall carry out its activities without purpose of gain for its members.
4. Any profits generated by the Club shall be used solely to promote its purposes.
Article 3 - Membership and Dues
1. Membership in the Club is open to any person who does not contravene any criteria outlined in this Constitution or the Standing Rules.
2. In accepting a membership the prospective member agrees to abide by this Constitution and the Standing Rules. 3. A member in good standing is any person who has paid their dues, has not had their membership revoked or suspended or who has not submitted a written resignation to the Club.
4. Only members in good standing, and who have attained the age of 18 are entitled to hold office and make or second motions.
5. Membership dues, as specified in the Standing Rules, shall be reviewed annually by the Executive and any proposed changes must be presented to the membership at the Annual General Meeting (AGM) for approval.
6. The membership shall, by simple majority vote (50% + 1) of the membership, have the right to either suspend a member’s privileges entirely or in part for such period as they deem appropriate or to revoke a membership if, in their opinion, that member’s conduct is detrimental to the reputation or interest of the Club or the member fails to abide by this Constitution or the Standing Rules.
7. An expelled member shall not be entitled to a rebate of annual dues.
Article 4 - Finances
1. The fiscal year shall be from January 1 to December 31.
2. All income of the Club must be used for the purposes of the Club.
3. A minimum of 2 (two) signatures of duly designated members is required to sign any cheques issued on behalf of the Club.
4. An annual budget shall be prepared for approval by the membership.
5. Any member may review the financial status of the Club by providing a written request to the Treasurer and copied to the President.
Article 5 - Meetings
1. At any meeting, except Executive or committee meetings, a quorum is achieved when there are 10 voting members present at the meeting.
2. At any Executive meeting, a quorum is achieved when a simple majority (50% + 1) of the members of the Executive attend.
3. All meetings will be conducted in as relaxed and informal a manner as possible while still maintaining order.
4. An AGM will be held once each fiscal year.
5. Decisions on matters raised at the AGM and any others outlined in the Standing Rules will be made by the membership attending any Club meeting through a motion, seconded and carried through a show of hands, except in cases where a request is made, a closed ballot can be used.
6. A simple majority (50% + 1) of members attending the meeting is required to carry a motion.
7. Should a situation arise that warrants it, the President may call special meetings either of the Executive or the membership. Prior notice of such meetings and the reasons for calling the meeting shall be given to the membership.
8. At any meeting members may vote through a proxy provided that the information is provided, in writing and duly signed, to a member of the Executive in advance of voting.
Article 6 - Committees
1. Standing or special committees may be created as needed to promote the purposes of the Club.
2. The membership must approve committee projects and budgets prior to all undertakings. Any expenditures outside the approved budget must be approved by the Executive.
Article 7 - Participation in Club Events With Horses
1. Members must provide proof of adequate Liability Insurance before participating in Club events involving their horses.
2. All children participating with horses must wear a helmet which meets recognized safety standards for use on horseback and hard soled footwear with a heel of no less than 1.5 centimeters.
3. Any horse participating in a Club event must be in obvious good health and meet any other requirements set out in the Standing Rules.
Article 8 - Executive
1. Members of the Executive must be members in good standing. The Executive of the Club shall consist of the Immediate Past-President, President, Vice-President, Treasurer, Secretary and 2 (two) Directors at large.
2. The Past-President is not generally a voting member of the Executive. Nevertheless, should a vote by the Executive result in a tie, the Past President shall have the deciding vote.
3. The term of office for each elected executive officer shall be for a period of two years.
Article 9 - Amendments
1. Any proposals for amending the Constitution must be submitted in writing to the secretary at least 45 days in advance of the Annual General Meeting with notice of the proposed amendments given in writing to the membership at least 30 days prior to the Annual General Meeting.
Article 10 - Parliamentary Authority
1. Robert’s Rules of Order, Newly Revised, shall be the parliamentary authority for all matters not in conflict with the Constitution and the Standing Rules including the resolution of any disputes.
Article 11 - Disbandment or Reorganization
1. In the event of disbandment or reorganization of the Club, a notice of motion must be presented and the motion considered at a special general meeting called for that purpose.
2. An affirmative vote of two-thirds of the remaining members shall be required to carry the motion.
3. Upon disbandment all liabilities and obligations shall be discharged, or adequate provisions made. Any remaining funds that are in the treasury at the time shall be given to a non-profit charity as determined by the majority of the remaining membership.
Approved at the Club AGM on October 27, 2022
