BY-LAWS OF MIDWEST DISTANCE DRIVING ASSOCIATION INC 

ARTICLE I - ORGANIZATION 

Section 1. NAME 

The name of the organization shall be Midwest Distance Driving Association, Inc. 

Section 2. PURPOSE 

The purpose of this organization is to educate members and the general public regarding proper procedures, safety measures and recreational values of competitive horse driving, and to provide opportunities for such educational and recreational experiences. 

Section 3. MEMBERSHIP 

Membership shall be open to any person who shares an interest in the purpose of the organization and who pays the annual membership dues to this organization. Membership categories are (1) Family, (2) Individuals over 18 years old, and (3) Juniors under 18 years old. 

Section 4. VOTING 

Each individual member shall be entitled to cast one vote. Each family shall cast no more than two votes. No one under 18 years of age shall be entitled to vote. 

Section 5. ANNUAL MEMBERSHIP MEETING.  

An annual meeting for the general membership shall be held each year. The annual meeting shall be held during the month of February November (Amended Nov 11, 2006) with the exact time and place being fixed by the Board of Directors and notice thereof communicated to each member at least 2 weeks before said meeting.  

Section 6. OTHER MEETINGS 

Special general membership meetings can be called by the Board of Directors and notice thereof communicated to each member at least 1 week before said meeting. Committee meetings shall be called any time at the pleasure of the Committee Chair who has been appointed by the President. 

Section 6. QUORUM. 

A majority of the members attending the annual membership meeting or special meeting shall constitute a quorum. A majority of members of a committee meeting, or a majority of the members at a meeting of the Board of Directors shall constitute a quorum. 

Section 7. PARLIAMENTARY AUTHORITY 

The current edition of the Roberts Rules of Order shall be the final source of authority in all questions of parliamentary procedures. 

ARTICLE II - BOARD OF DIRECTORS 

Section 1. COMPOSITION 

The Board of Directors shall be comprised of 7 to 9 voting members, all elected from the general membership. These shall include the President, Vice-president, Secretary, Treasurer, UMECRA Liaison, one or two Members at Large, and Historian. The immediate Past President shall also serve on the Board of Directors beginning with the term of office of the next President. The term of the Board members shall be for one year. Members of the Board of Directors may serve consecutive terms of office.  

 

Section 2. NOMINATIONS 

The President whose term is nearing an end shall select one member to serve with him or her on the Nominating Committee. Nominations shall be accepted from the beginning of the new year until one day prior to the annual membership meeting and shall be presented to the membership at the annual meeting. Members may nominate other members or themselves to the Nominating Committee or at the Annual Meeting during the election process. Members of the Board of Directors may be re-nominated for consecutive terms of office.  

Section 3. ELECTIONS 

At the Annual Membership Meeting, the President shall call upon a member who has not been nominated to the Board of Directors to conduct the meeting during the election of new officers. The newly elected Board of Directors shall immediately assume their positions. 

Section 4. BOARD RESPONSIBILITIES 

The governing and policy-making responsibilities of the organization shall be vested in the Board of Directors which shall control its property, be responsible for its finances, and direct its affairs. Any action by a committee or the Board of Directors that will bind the organization to a long-term contract (greater than one month) or a financial burden greater than $300 must by ratified by the general membership be approved by 2/3 of the Board of Directors (Amended Nov 11, 2006). 

Section 5. VACANCIES 

A member of the Board of Directors who is absent from (3) consecutive regular meetings of the Board of Directors may be, at the option of the Board of Directors, dropped from membership on the Board of Directors. Vacancies on the Board of Directors shall be filled by a majority vote of the Board of directors for the remainder of the term of the vacated position. 

Section 6. BOARD OF DIRECTORS MEETINGS 

The Board of Directors shall meet at such times and places as may be determined by the Board of Directors. The Board may also conduct meetings via telephone conference calls and communicate business and policy decisions through email. 

ARTICLE III - OFFICERS 

Section 1. DUTIES OF OFFICERS 

1. President. The president shall serve as the Executive head of the organization and shall call and preside at all meetings of the membership and Board of Directors and shall prepare the agendas. The President shall facilitate the forming of committees and appoint committee chairs. The President is responsible for facilitating driving events or appointing committees to facilitate driving events. The President is also responsible for the notification of the date, time and place of the next Board of Directors and general membership meetings.

2. Vice-President. The Vice President shall exercise the powers and authority and perform the duties of the President in the absence or disability of the President. The Vice-President shall also serve as Program Director and is responsible for facilitating any Distance Driving Clinics sponsored by the organization.

3. Secretary. The Secretary is responsible for the minutes of the Board of Directors and General Membership meetings, which shall be made available to the general membership. The Secretary is also responsible for facilitating publicity regarding distance driving and the organization.

4. Treasurer. The Treasurer shall collect all dues and pay all bills as directed by the Board of Directors. The Treasurer shall be responsible for the safeguarding of all funds received by the Midwest Distance Driving Association, Inc. The Treasurer shall prepare financial reports of revenues and expenditures for presentation at Board Meetings and at the Annual Meeting.

5. Past President. The immediate Past President shall automatically become the Past President and serve until the President is not re-elected at an annual meeting and at which time, that person becomes the next Past President. If the immediate Past President declines to serve as Past President, the President may appoint any former officer of the Board of Directors to serve. The Past President shall be a member of the Board of Directors and assist in providing continuity.

6. Historian. The Historian preserves a history of activities of the organization including facilitating the taking of photographs and the preservation and organized display of such photographs, and facilitating the updating and maintenance of the organization’s website.

7. Members at Large. Members at Large may serve as Committee Chairpersons, assist other officers in their duties, and bring concerns of members to the Board’s attention.

ARTICLE IV - COMMITTEES 

Section 1. APPOINTMENT 

The President shall facilitate the forming of committees and shall appoint chairpersons. 

Section 2. RESPONSIBILITY 

Committees responsible for drives or other events and activities shall present a financial report and evaluation to the Board of Directors within one month after the time of the event or activity.  

ARTICLE V - FINANCES 

Section 1. FUNDS 

All money paid to the organization shall be placed in a general operating fund unless required by law or directed by the Board of Directors to be held in a segregated account.  

Section 2. DISBURSEMENTS 

The Treasurer or designee who also serves on the Board of Directors shall be authorized to make disbursements from the account after the expense item has been approved by the President or Vice-President. 

Section 3. MEMBERSHIP DUES 

The Board of Directors may establish membership dues. Money received for membership dues received after November 1^st may be considered next year’s dues. 

ARTICLE VI - AMENDMENTS 

Section 1. REVISIONS 

The By-Laws may be amended or altered by a majority of the members at any regular or special membership meeting, providing notice of the meeting includes the proposals for amendment or alteration. Any proposed amendment or alteration shall be submitted to the Board of Directors at least 7 days before the meeting at which they are to be acted upon.