Texas State Equestrian Team

Constitution of the

Texas State Equestrian Team

September 27, 2009

Preamble

This constitution shall set forth the rights and responsibilities of Texas State University’s Equestrian Team members. This document will be used for reference and guidance throughout the year, and amended as necessary, should the need arise.

Article I:  Name

The official name of this organization shall be the Texas State Equestrian Team.

Article II:  Purpose

The primary purpose of the Texas State Equestrian Team is to compete in intercollegiate horse show competitions. Through these competitions, the equestrian team provides eligible students from beginning through advanced levels with the opportunity to develop their riding skills, sportsmanship, and enrich their educational experience. The club also allows members to develop leadership skills and encourages involvement by helping to improve the University and the local community.

Article III:  Affiliations

The Texas State Equestrian Team is a club sport and is affiliated with the Intercollegiate Horse Show Association (IHSA). 

Article IV: Criteria for selecting membership

Section 1.  Membership is open to any student currently enrolled in six hours or more at Texas State University, provided they maintain GPA of 2.25 or higher.  Also, as required by Rec Sports, all members must have proof of health insurance and a government issued ID in order to join and participate.

Section 2.  All members must pay membership dues. These dues are to be paid regardless of an individual’s participation level in both club activities and competitions.

Section 3.  In order to compete in IHSA shows, all students must be enrolled in at least 12 hours in IHSA participating schools. In addition to membership dues, IHSA dues ($30 for one discipline, $40 for combined) must be paid and all IHSA paperwork turned in order to be eligible to compete. Regional dues ($5) and Zone dues ($5) must also be paid at the time of joining.

Article V:  Duties and privileges of membership 

Section 1.  Members are required to attend mandatory meetings.  If a circumstance arises where a member can not attend a team meeting that has been deemed mandatory, then the member should email the president and recording secretary by 5 p.m. the Sunday prior to scheduled meeting. In the event of an emergency, contact the president as soon as possible.

Section 2.  Members who have committed themselves to compete at a horse show are expected to attend the mandatory show meeting. If the member can not attend the scheduled meeting, they must contact the captain at least three days prior. Failure to notify the captain will result in review by Executive Board. Executive Board will determine show eligibility by a 5:2 vote. Entry fees are to be turned in to team captain by or prior to the mandatory show meeting. Members will still be required to pay for the cost of their entry fees should they fail to attend.

Section 3.  Members are required to travel with and stay in team accommodations for trip duration. Members are also required to sit in the designated team area at shows. Family and friends of team members are welcome to sit with the team. If a member can not fulfill these requirements, special approval must be granted by the Executive Board by a 5:2 vote. In order to obtain special approval, member must email request to president 7 days prior to date of departure. In the event of an emergency situation, member must contact president as soon as possible. Ruling by a 5:2 vote will still be in effect.

Section 4.  All members are required to follow team constitution and bylaws. Failure to follow these documents may result in consequences to be determined by Executive Board and faculty advisor.

Article VI: The Executive Board

Section 1.  The executive board shall consist of the following elected officers: President, Vice-President, Secretary, Treasurer, Historian, English Team Captain, and Western Team Captain.

Section 2.  Officer elections shall be held the meeting after both English and Western teams have returned from Zone/Semi-Final competitions. Newly elected officers will be in transitional state from time of election until May 1. On May 1, newly elected officers assume full responsibility of elected position

Section 4.  If a vacancy occurs in the office of President, the Vice-President shall assume the duties of president until a new president is elected. The vice-president is responsible for calling an emergency election to fill the office. All team members are eligible for office. If a current executive officer fills the position of President, an election must be held to fill their prior position.

Section 5.  If a vacancy occurs in any other office other than president, the President is responsible for calling an emergency election to fill that office. All team members are eligible for office. If a current executive officer fills the position of President, an election must be held to fill their prior position.

Section 6.  If a member feels that an officer is not fulfilling their duties, said member should bring their concerns to the attention of the president and/or faculty advisor. If an officer is not fulfilling their duties, they can be removed from office by a 3/4 vote of the team at a meeting designated by the Executive Board and faculty advisor. At said meeting, faculty advisor will lead and mediate discussion of information pertaining to said vote.

Article VII: Duties of the Executive Board

Duties of Executive Officers shall be to:
- Attend Sport Club officer meetings, team officer meetings, and regularly scheduled team meetings

- Provide for the well being and organization of the team

- Maintain communication among each other, the advisor(s) and all members

PRESIDENT:

·      Call and preside over all team meetings

·      Prepare agenda prior to each team meeting

·      Check team’s email account regularly and forward emails as needed to appropriate officer

·      Act as a liaison between team and IHSA and forward emails as needed to appropriate officer

·      In the event that team captain can not attend show, fill duties of team captain at show

·      Handle all matters pertaining to general welfare of team not otherwise designated

·      Delegate responsibilities as deemed necessary

·      Ensure that all officers are performing their duties

·      Promote excellence, coordination, organization, and communication among officers

·      Ensure advisor is informed of team events

·      Work closely with newly elected President during transitional period

·      Assist with the training of all new officers

·      Attend the mandatory Sport Club Officer Orientation at beginning of fall semester

·      Attend all president’s meetings

·      Fill out and turn in travel forms, which includes coordinating hotels, gas cards, and vehicles

VICE-PRESIDENT:

·      Work closely with President in managing the team and promoting excellence

·      Assume powers and responsibilities of President upon his/her absence

·      Organize fund raising efforts and work closely with Treasurer to ensure events’ success

·      Coordinate volunteer activities

·      Attend the mandatory Sport Club Officer Orientation at beginning of fall semester

SECRETARY:

·      Keep team files conveniently arranged so officers will be able to take full advantage of all available information

·      Keep a permanent record of all team proceedings

·      Prepare membership roster at beginning of each semester and give a copy to each officer

·      Keep record of attendance at all team functions

·      Email current points to all members every Monday on which a regularly scheduled team meeting is held and upon request by team members

·      Keep current list of team members points within the club

TREASURER:

·      Keep track of all financial matters associated with the team

·      In cooperation with the other officers, formulate yearly budget for the team

·      Collect dues from team members, as well as IHSA fees for those eligible, and provide officers with an updated list of paid members

·      Report financial status of team at every meeting

·      Pay bills incurred by the team

·      Keep detailed record of every financial transaction of the team and provide President and Vice-President with updated copy each month.

·      Attend the mandatory Sport Club Officer Orientation at beginning of fall semester

HISTORIAN:

·      Ensure pictures are taken at all team events

·      Serve as or appoint position of photographer

·      Prepare scrapbook of all team activities and functions

·      Arrange social events and team building activities

·      Maintain and update the team website

o   Keep photos updated

o   Update competition results and team points

o   Keep team activities up to date

·      Coordinate yearly team photo

TEAM CAPTAINS:

·      Work closely with coach to maintain scheduled team practices

·      Prepare teammates for competitions by holding mandatory pre-show meetings, ensuring that teammates have proper riding attire, answering any questions that teammates might have about the shows, and explaining expectations for team conduct at shows

·      Keep a binder with riders info, points, show results, IHSA rulebook, and forms

·      Record and manage riders IHSA points/placing at each show and know each riders points going into shows so that we know when riders qualify for regionals

·      Record and manage team points and standings at each show

·      Attend all shows, attend the coaches meeting with our coach, and assist our coach while at shows

·      Turn in entries for IHSA shows

·      If coach can not attend show, fulfill coaches duties at coaches meetings and paperwork needs

·      Report to President who is going to each show, and report back with results no more than two days after returning from trip. Results should also be sent to Sport Clubs.

·      Plan trips to shows by printing driving directions and researching hotel accommodations (the President will book the hotel)

·      Pick up and return gas cards and vehicles as coordinated by president

·      Responsible for checking in and out of hotel for the team

·      Collect show entry fees from all teammates prior to leaving for shows and turn in all entry fees at the show

·      During trips, the captain is responsible for using the gas cards, and must keep all receipts to be turned in to the Sport Club office no later than two days after returning from trip

·      Maintain good relations with coach

·      Work closely with newly elected Captain during transitional period

·      Work with Recording Secretary to maintain current team point standing

·      Attend the Sport Club Officer Council meetings

Article XI:  Ratification and Amendments

Section 1.  Proposed amendments to the constitution must be presented in writing, tabled for one week, and discussed and voted upon anonymously at the next consecutive meeting. 

Section 2.  A two thirds (2/3) vote of the members in attendance shall be required for the passage of any amendment.

Section 3.  The Executive Board is responsible for upholding the organizational rules and policies set forth in this constitution.