ARIZONA HIGH
SCHOOL RODEO ASSOCIATION, INC.
Section 1. To maintain order and standards set up by the National
High School Rodeo Association and the Arizona High School Rodeo Association
among members at their functions. The Arizona High School Rodeo Association,
Inc. is organized for charitable and educational purposes.
Section 2. To promote high school rodeo on a statewide scale and
work toward this by bringing statewide recognition to this activity for
students who are under 20 at the first of the AHSRA year (September 1) and are,
or have been enrolled in the 9th, 10th, 11th,
or 12th grade the year just preceding the National Finals Rodeo the
contestant is entering, as long as they have met their grade requirements
according to the National High School Rodeo Assn. Rule Book, even if they have
graduated in the middle of the year, or have attended school on half days, they
will be eligible to compete in National High School Rodeo through the National
Championship Finals. Any student attending schools, which apply to high school
credits, is eligible for membership if he/she meets all other requirements of
his/her school.
Section 3. To promote professional conduct and good sportsmanship
at the various rodeos by setting up certain standards for which to strive.
Section
4. To keep the Western Heritage alive in America, and in
the State of Arizona.
Section 5. To promote a closer relationship among the people
interested in this activity and the organizations they represent.
(a)
To promote humane
treatment of animals.
Section 6. To increase and maintain interest of the high school
student in rodeos and other functions.
Section 7. It is the intent of the Arizona High School Rodeo
Association to encourage any student to continue in school as a regularly
enrolled student and to improve his/her education.
Section 8. To assist and work in cooperation with the National
Intercollegiate Rodeo Association, the Professional Rodeo Cowboys Association
and Canadian Rodeo Cowboys Association.
Section 9. No part of the net earnings of the corporation shall
inure to the benefit or be distributable to its members, trustees, officers or
other persons, except that the corporation shall be authorized and empowered to
pay reasonable compensation for services rendered, and to make payments
distributions in furtherance of the purposes set forth in paragraphs
2,3,4,5,6,7 and 8 hereof. No substantial part of the activities of the
corporation shall be the carrying on of propaganda or otherwise attempting to
influence legislation and the campaign on behalf of any candidate for public
office. Notwithstanding any other provisions except as provided in these
Articles, the corporation shall
not carry on any other activities not permitted to be carried on.
(a)
By a corporation exempt
from Federal Income Tax under Section 501(c) 3 for the Internal Revenue Code of
1954 (or amendments thereto).
(b)
By a corporation,
contributions to which are deductible under Sections 170 (c) 2 of the Internal
Revenue Code of 1954. (Or amendments thereto).
Section 10. In the event of the dissolution of this non-profit
corporation, any assets belonging to the Arizona High School Rodeo Association,
after paying or making provisions for the payment of all liabilities of the
corporation, will dispose of the assets of the incorporation inclusively for
charitable, educational, religious, or scientific purposes as shall at the time
qualify as an exempt organization or organizations under Section 501 (c) 3 of
the Internal Revenue Code of 1954 (or amendments thereto), as the board of this
corporation shall determine. Any such assets not so disposed of shall be
disposed of by the court of the county in which the principal office of the
corporation has been located, as said court shall determine which are organized
and operated exclusively for such purposes.
MEMBERSHIP ASSOCIATION
Section 1. The Arizona High School Rodeo Association, hereinafter
to be known as the AHSRA shall be statewide.
Section 2. The AHSRA shall be incorporated, as a not-for-profit
corporation and shall abide by the laws of
Arizona and Federal laws and regulations. The AHSRA shall have Articles of
Incorporation and By-laws consistent with the National High School Rodeo
Association constitution and their By-laws.
Section
3. DUES: There shall be two (2)
classes of memberships:
(a) STUDENT: The annual membership dues
for students shall be as set by the Board of Directors from time to time.
(b) ADULT: The annual membership dues for adults shall be
as set by the Board of Directors from time to time. Dues shall be deemed to be
contributions, and no member shall in any event acquire an ownership interest
in the corporation by virtue of payment of such dues. Dues are payable annually
at the first rodeo of the year, but may be paid any time during the year.
Members who have paid dues, and
who abide by the rules and By-laws, are members in good standing.
Section 4. PROABATION, SUSPENSION, AND EXPULSION: Any
member, student, or adult, who makes themselves incompatible to the operation
of the program by works or deeds, may be placed on probation, suspended, or
expelled according to the direction of the current
State Board of Directors, and while in compliance with the NHSRA Rule
Book.
Probation, suspension, and expulsion can occur as a result of
a member being suspected of consuming alcoholic beverages, or taking any
illegal drugs or substances at any AHSRA event. These actions will only occur upon the review and
decision of a mandated quorum of the board of directors. If such a meeting is necessary, States
National Director will act and defend in the interest of the accused. If the States National Director is not
available, this responsibility will rest with the State President.
Section 5. MEETINGS: Meetings for the
general membership include both student and adult members in good standing.
Meetings shall be held at regular intervals and at such time and place to be
determined by the Board of Directors.
Section 6. ANNUAL MEETING: The
Annual Meeting of the general membership shall be in conjunction with the first
AHSRA rodeo for the school year (season).
(a)
ANNUAL ELECTION
MEETINGS: The Annual Election
meetings of the students and the adult officers and directors shall be held
prior to the AHSRA Finals Rodeo.
(b)
ANNUAL BOARD OF
DIRECTORS MEETINGS: the Annual Board of Directors meeting shall be following
the NHSRA Finals Rodeo, and prior to the first AHSRA rodeo of the school year
(season).
Section 7. VOTING:
(a)
STUDENTS: Each member in good standing shall be
allowed one (1) vote at general membership meetings, and for student event
directors, and student officers.
(b)
ADULTS: Each member in good standing shall be
allowed one (1) vote at general membership meetings, and for adult officers and
board members.
ARTICLE III
BOARD
OF DIRECTORS
Section 1. The Board of Directors shall include the
following:
(a)
ADULT DIRECTORS: Twenty (20) members, other than
students, shall be elected by the membership at the annual Election Meeting.
Directors must be members in good standing of the association. In addition, a
Queen Director will be elected/selected by the board of directors. This person will serve a one {1} year
term, and will have equal voting rights as the other board members.
(b)
STUDENT DIRECTORS: Five representative students are to be
chosen at each meeting from the student officers and event directors present.
Section 2. RODEO SECRETARY: A rodeo secretary will
be hired by the board of directors annually. Each applicant must submit an
application at the Annual Election Meeting to be considered by the board. The Rodeo secretary will be chosen at the AHSRA Finals
Rodeo meeting. The rodeo SecretaryÕs Salary will
be set by the Board of Directors from time to time. The rodeo secretary shall
be a non-student member of the association and an ex-officio member of the
Board of Directors, without voting privileges, for the year that he/she is on
salary. A contract between AHSRA and the chosen rodeo secretary shall be entered
into each year. The rodeo secretary shall not hold any other office or position
with the Board of Directors.
(a)
The Rodeo Secretary
shall perform all prescribed duties of the rodeo secretary in accordance with
the NHSRA rule book, to include, but not be limited to the following:
(1)
Entries
(2)
Pay off
(3)
Work Sheet
(4)
Select timers from a
board-approved list
(5)
Mail out family passes
with work sheet
(6)
Supervise stock draw
(7)
Publish results of
each event to point keepers
(8)
Maintain a checking
account of expenses required to fulfill the association responsibilities to
each rodeo, and maintain proper accounting methods.
Section 3. NOMINATIONS
AND VOTING: The president shall appoint a
nominating committee consisting of not less than three (3) current directors
who shall nominate persons to be presented to the membership for election to
the board annually. The election will be held at the Annual Election Meeting by
secret ballot. Each member in good standing (student and adult) will be allowed
on ballot. There shall be no cumulative voting.
Section 4. TERM: Ten directors shall be elected annually
at the Annual Election Meeting. The term shall be two (2) years, and each board
member shall serve not more than two (2) consecutive terms. Terms shall
commence on the first day of the month immediately following the NHSRA Finals.
Section 5. QUORUM: A majority of the board of directors
shall constitute a quorum to do business. Voting at board meetings shall be by
a majority vote cast in person or by proxy. Proxies shall be in writing,
indicate the term of the proxy and signed by the director. The proxy shall be
presented to the presiding official at the beginning of the meeting to be
qualified, and must state which director will have the authority to vote on
his/her behalf. A simple majority is required except where otherwise specified
by the By-laws.
Section 6. MEETINGS: Regular meetings of the Board of
Directors shall be called by the president on ten (20)
days notice to each director either personally by mail, telephone,
telegraph, facsimile, or email and shall be held at such time and place as is specified in the notice thereof. The
Board of Directors shall meet a minimum of four (4) times a year either in
person or by telephone conference call.
(a) SPECIAL MEETING: Special meetingÕs, of the Board of DirectorÕs may be called
by the president or two (2) Board Members with a forty-eight (48) hour notice
either personally, by telephone, telegraph, facsimile or
email. Notice shall include the purpose of the emergency meeting. Agenda
shall be limited to the nature of the emergency for which the meeting was
called. Special meetings shall be called by the president in like manner and
notice upon written request of a majority of the Board of Directors.
Section 7. DUTIES:
The Board of Directors shall:
(a)
Transact the general
business of the association.
(b)
Establish major
administrative policies governing the affairs of the association.
(c)
Provide for the
maintence of an office for such work of the officers and committeeÕs as may be
deemed necessary and expedient.
(d)
Provide for the proper
care of materials, equipment and funds of the association, for the payment of
legitimate expenses, and for the annual auditing of all books by an accredited
CPA.
(e)
Act upon application
for, or suspension from membership in this association.
(f)
Have the power to fill
vacancies on the Board of Directors. In the event a director misses two (2)
unexcused scheduled meetings he/she may be replaced.
(g)
Have the authority to
hire the rodeo secretary and CPA.
(h)
Serve on at least one
standing or special committee.
Section 8. VACANCIES: Vacancies shall be filled by a majority
vote of the remaining Board of Directors then in office, though less than a
quorum, or by a sole remaining director. The director filling a vacancy shall
complete the remaining term.
Section 9. NATIONAL
DIRECTOR: One (1) National Director will be nominated by the AHSRA to
serve on the National Board of Directors. Nominations for the National Director
will be made at the Annual Election Meeting of the year in which the term of
the National Director expires. The nominee must be an adult member in good
standing of the association. The AHSRA Board of Directors will certify, by way
of an election by the Board of Directors a nominee for the National Director of
the association to the secretary of the National Association in accordance with
the NHSRA rule book. The initial term of the National Director shall be for one
(1) year and seceding terms shall be for five (5) years. When term has expired
by virtue of resignation, expulsion, or death, the National Director will be
elected by a majority vote of the Board of Directors of the association. The
director filling a vacancy shall complete the remaining term.
(a)
AHSRA shall be
responsible for their National DirectorÕs legitimate expenses approved by the
Board of Directors while attending national meetings. A maximum expense limit
will be set annually by the Board.
(b)
The National
DirectorÕs duties on the state level shall include, but are not limited to,
acting as a coordinator in all state sanctioned rodeos and serving on the
Executive Board. Any flagrant abuse of the rules of the NHSRA or the AHSRA will
be brought to the attention of the National Director. The AHSRA is encouraged
to resolve all problems at the state level. If a problem cannot be resolved
with the National Director, and the problem prevents the rodeo from being held,
an emergency conference may be held with the AHSRA president or designee. At
such a conference, an AHSRA designee and the National Director shall be
present. Executive action may be required and a contestant or State/Province
may be disqualified. It is in the best interest of the rodeo, contestants and
spectators to resolve problems as soon as possible, and to continue with the
performance. Judges, arena directors and board members should cooperate with
National Director in all matters, except as noted above. The decision reached
by the National Director shall remain final unless reversed by the National
Executive Committee, whose action will come before the National Board at the
next regular meeting.
(c)
The National Director
shall serve as an ex-officio member of the Board of Directors with voting
privileges.
ARTICLE IV
ADULT OFFICERS
Section 1. The adult officers of the AHSRA shall be president,
vice-president, association secretary, and treasurer and shall be held by
non-student members in good standing with the association. The nominees for
president and vice-president must have served at least one (1) year as a board
member prior to nomination, however, the association secretary and treasurer
can be elected by the Board of Directors and voted upon by the general
membership in good standing at the Annual Election Meeting.
Section 2. The adult officers of the association shall perform
the duties usually performed by such officers, together with such duties as
shall be prescribed by the By-laws of the association.
(a)
PRESIDENT: The president shall be the chairman of
the Board of Directors and an ex-officio member of all committees. In addition
he/she shall be authorized to do the following:
(1)
To preside over all
association meetings
(2)
To appoint all
committees
(3)
To call special
meetings
(4)
To coordinate
association efforts with officers and members.
(5)
To select judges from
a list approved by the majority of the Board of Directors.
(6)
To schedule and
negotiate all rodeo contracts.
(b)
VICE-PRESIDENT: In the absence of the president, the
vice-president shall assume the duties of the president. In the event of a
vacancy occurring in the office of the president, the vice-president shall
serve as president until the next annual election of officers. A new
vice-president will be elected by the Board of Directors from the remaining
adult board members at eh next regular or special meeting called for this
purpose.
(c)
ASSOCIATION STATE SECRETARY: The
state secretary or designee shall keep complete minutes of all meetings of the
association. A copy of the minutes shall be preserved with all documents of the
association. The Association State Secretary shall be responsible for, but not
limited to the following:
(1)
Collect funds from
dues, fines, sponsorship, and scholarship money, etc., and may disperse money,
as needed, with an accounting for both to the treasurer.
(2)
Issue membership
certificates to all members in good standing.
(3)
Maintain in effect the
necessary rodeo liability insurance.
(4)
Maintain insurance and
emergency medical release forms for all contestants during each rodeo.
(5)
Compile rodeo results
to be published.
(6)
Transcribe minutes of
all meetings and submit to the Board of Directors within thirty (30) days.
(7)
File all
correspondence and forms as required by the National High School Rodeo
Association.
(8)
Obtain official
approval for all AHSRA activities from the National High School Rodeo
Association.
(9)
Submit a calendar of
events for publication.
(10)
Keep an accounting of
all national team points and year-end all-around and event points.
(11)
Work with other
officers in accordance with the direction of the president and/or Board of
Directors, and /or National Director.
(12)
May request that the
president appoint assistant secretaries to aid in prescribed duties.
(d)
TREASURER: The treasurer shall collect, receive,
and deposit in the bank such funds of the association as designated by the
Board of Directors. In addition the treasurer shall:
(1)
Keep a membership
roster of student and adult members in good standing.
(2)
Provide such reports,
financial, etc., after each rodeo to the board of directors within 30 days and
to be available for inspection at each rodeo.
(3)
Keep a financial
record of the associationÕs business and provide a report at each board
meeting.
(4)
Provide such reports
as to make an annual audit possible by an accredited CPA.
(5)
Prepare and submit
annual reports to the Arizona Corporation Commission and the Internal Revenue
Service.
(6)
This
position will be required to be bonded.
Section 3. TERMS: The
terms of office of all officers elected at the annual election meeting shall
commence immediately following the National High School Finals Rodeo and shall
serve a one (1) year term, or until a subsequent officer is elected.
Section 4. REMOVAL: Any
officer, elected or appointed, may be removed from office by the Board of
Directors at any regular or special meeting called for this purpose by a
majority vote of the entire Board of Directors whenever, in its judgment, the
best interests of the association would be served thereby.
Section 5: VACANCIES: A
vacancy in any office, because of resignation, removal, disqualification, or
otherwise, may be filled by a majority vote of the Board of Directors still in
office, though less than a quorum, for the remaining portion of the term.
ARTICLE V
STUDENT
OFFICERS, EVENT DIRECTORS AND MEMBERS
Section 1. All AHSRA contestants shall be members of the
National High School Rodeo Association.
Section 2. The student members shall elect a president,
vice-president, secretary and treasurer and
event directors to consist of two (2) directors for each event to preside over
the activities of the contestants during their tem.
Section 3. In addition, the Queen shall serve as the single
director for the Queen Contest Event during the year of her reign.
Section 4. Procedure for election of officers shall conform to
RobertÕs Rules of Order on parliamentary procedure. (STATED in ARTICLE VII, SECTION 5)
Section 5. The election of student officers and event directors
shall coincide with the election of the adult board of directors at the Annual
Meeting.
Section 6. In the case of a vacancy of an event director due to
death, resignation, or expulsion, the vacancy shall be appointed by the student
president for the balance of the term. A vacancy of an office will be elected
by the remaining student directors.
Section 7. The student officers and event directors shall
attend all Board of Directors meetings and perform such other duties the adult
officers may direct. Each event director shall serve on at least one (1) of the
standing committees. If student officers or event directors miss (2) unexcused
scheduled board meeting, they may be replaced by the majority vote of the
remaining student officers and directors, at which meeting a duly constituted
quorum is present.
Section 8: Student officers and event directors shall also
collect and receive information and request changes in the conduct of all state
sanctioned rodeos and provide these request to the adult association officers.
Section 9: TERMS: The
student officers and event directors shall serve a one (1) year term to
commence on the first day of the month following the National High School
Finals Rodeo.
Section 10: Each student director
shall serve on at least one (1) standing or special committees.
ARTICLE VI
EXECUTIVE BOARD
Section 1. The Executive Board shall consist of ten (10)
members, which shall include:
(a)
ADULT DIRECTORS: The adult directors serving on the
Executive Board shall be the officers of the association and the National
Director.
(b)
STUDENT DIRECTORS: The student directors serving on the
Executive Board shall be the student president, two (2) girls event directors,
one (1) rough stock rider event director, and one (1) timed event director
(boy). These directors are to be elected by the student officers and event
directors annually by the student officers and directors at the Annual Election
Meeting.
Section 2. MEETINGS: The
Executive Board shall meet at the request of the president or any other two
Executive Board members for the purpose of conducting any emergency business of
the association in which there is insufficient time to call a meeting of a full
Board of Directors. (NOTE: The grievance committee is authorized to decide
issues pertaining to event rules and clarifications at rodeos).
(a)
AT RODEOS: These meetings may be called to conduct
emergency business of the association on fifteen (15) minutes notice at AHSRA rodeos at such time that each
member (if in attendance) be notified personally. If a quorum of the Executive
Board is not in attendance, then a committee of not less than three (3)
members, appointed by the president will decides the issue.
(b)
At times other than at
AHSRA rodeos, the meeting may be called on a 24-hour notice to each Executive
Board member. These decisions may be made by a telephone, facsimile, or email poll made by the president.
Section 3. QUOROM: A
quorum of the Executive Board shall be not less than six (6) members.
Section 4. POWERS: Any
business transacted by the Executive Board shall be ratified by a majority of
the Board of Directors at its next meeting.
ARTICLE VII
MEETINGS
Section 1. MEETINGS:
Meetings of the general membership shall include both student and adult
members in good standing. Meetings shall be held at regular intervals at such
time and place to be determined by the membership.
(a)
ANNUAL ELECTION
MEETINGS: The Annual Election meetings of the students and the adult officers
and directors shall be held prior to the AHSRA Finals Rodeos.
(b)
ANNUAL BOARD OF
DIRECTORS MEETINGS: The Annual
Board of Directors meeting shall be held following the NHSRA Finals Rodeo, and
prior to the first AHSRA rodeo of the school year (season). The Annual Board of
Directors meeting shall be held either in person or by telephone conference
call.
Section 2. NOTICE OF MEETINGS: Notice of meetings shall be given as follows:
(a)
Notice of Annual
Election meeting shall be given in the rodeo day sheet prior to the rodeo where
it will be held.
(b)
Notice of the annual
Board of Directors Meeting shall be given by the State Association secretary at
the least twenty (20) days and not more than
(60) days before the Annual meeting, and notice of any amendments to the
By-laws will be included in said notice.
Section 3. The order of business at each meeting shall be fixed
at the beginning of the meeting and shall include, among other things:
(a)
Roll call of director
(b)
Address of the
president
(c)
Minutes of the
previous meeting
(d)
Reports of officers
(e)
Reports of standing
committees
(f)
Reports of special
committees
(g)
Reports of board
directors, student officers, and directors.
(h)
Misc. business, old
and new.
Section 4. All meetings and elections will be conducted under
RobertÕs Rules of Order.
ARTICLE VIII
COMMITTEES
Section 1. STANDING
COMMITTEES:
(a)
Each committee shall
consist of at least three (3) members of the association who shall be appointed
by the president. The committee chair must be a member of the board of
directors. If five (5) or more board members dissent on the appointments to
said committee, then a referendum shall be conducted.
(b)
The association shall
have the following standing committees:
1.
By-laws
2.
Fund Raising
a.
Calendars
b.
Association
Sponsored Events
3.
Public Relations and Media
4.
Scholarships
and Grants
5.
Year End Awards
6.
Queen
a.
Queen
Contest
7.
Nominating/Election
8.
State Finals
Rodeo Committee
9.
National
Finals Rodeo Committee
10.
Grievance Committee
(Subject to change at each rodeo)
11.
Cowboy Prom
Section 2. SPECIAL
COMMITTEES: Other committees not having and exercising authority of the
Board of Directors in the management of the association may be designated by
the president. Any member thereof may be removed by the person persons,
authorized to appoint such member, whenever, in their judgment, the best
interests of the association shall be served by such removal.
(a)
GRIEVANCE
COMMITTEE: A grievance committee
to decide issues pertaining to event rules and any other rodeo related
questions should be implemented from time to time. Decisions made by such committee
shall not conflict with the NHSRA or AHSRA rules, and shall be subject to
review by the Board of Directors.
ARTICLE IX
CONTRACTS,
CHECKS, DEPOSITS, AND GIFTS
Section 1. CONTRACTS: The
Board of Directors will may
authorize specific any
officers, agent or agents of the association, in addition to the officers so
authorized by these By-laws, to enter into any contract or execute and deliver
any instrument in the name and on behalf of the corporation, and such authority
may be general or may be confined to specific instances. The board of
directors have voted to authorize the sitting President and Vice President to
entry into contractual agreements representing this association.
Section 2. CHECKS,
DRAFTS, OR ORDERS: All checks, drafts or orders for the
payment of money, notes, or other evidence of indebtedness issued in the name
of the association, shall be signed by the treasurer or secretary of the
association. In the event that the amount of the check will exceed one
thousand dollars, {$1,000.00}, the check will require both the treasurers and
secretaryÕs signature. In addition
to this, the state treasurer will be bonded for all activities associated with
this AHSRA. Any expense incurred
as a result of this action, will be that of the association. The requirement for two signatures for
any checks written over $1000.00 will only be waived, in the event that the
State Secretary is submitting national dues and fees and any annual
SPI/Insurance dues, and will be documented as such.
Section 3. DEPOSITS: All
funds of the association shall be deposited to the credit of the association in
such banks, trust companies or other depositories as the Board of Directors may
select.
Section 4. GIFTS: The Board of Directors may accept, on behalf of the corporation, any contribution, gift, bequest or devise for any purpose of the association.
ARITCLE X
STATE FINALS
CONTEST
Section 1. The Arizona High School Rodeo Association, Inc. will
conduct a State/Province Championship Rodeo each year. The Championship High
School Rodeo will qualify contestants in the first four places in each event.
Ties for the fourth (4th) position will be eligible to enter that
event. (As described in the NHSRA rule book).
ARTICLE XI
AMENDMENTS
Section 1. These By-laws may be amended at the regular and/or
special meeting of the Board of Directors. There shall be written notice,
including the proposed alteration or repeal, contained in the notice of such
meeting within thirty (30) days prior to the meeting. These By-laws may be
amended by a two-thirds (2/3) vote of the board members present, at which
meeting a duly constituted quorum is present.
ARTICLE XII
GENERAL
Section 1. The rules contained in the current edition of
RobertÕs Rules of Order Newly Revised shall govern the association at all
meeting to which they are applicable and in which they are not inconsistent
with these By-laws and any special rules of order the association may adopt.
Section 2. The Board of Directors shall designate the Statutory
Agent from time to time.
Section 3. Exhibits or amendments to the
By-laws may be attached from time to time by a majority vote of the Board of
Directors.
EXHIBITS:
Standing Rules
ACCEPTANCE OF BY-LAWS:
I certify that the foregoing By-laws of Arizona High School Rodeo Association, Inc. consisting of (10) ages were adopted at the meeting of the Board of Directors held on ________________day of ____________, 20___________.
Legal review was completed by _______________________________________on _________________.
President Date
State Secretary Date