AMERICAN SADDLEBRED ASSOCIATION OF WISCONSIN The American Saddlebred Association of Wisconsin, hereafter referred to as ASAW, is incorporated under Chapter 180 of the Wisconsin Statutes. Persons interested in referring to Articles of Incorporation may contact the ASAW Secretary.

 

BYLAWS ARTICLE I - OBJECT The object of ASAW is to create, promote and maintain interest in American Saddlebred horses and horse shows, and to work together for the mutual advantages of all who are interested in horses, and to promote the humane treatment of horses.

 

ARTICLE II - FISCAL YEAR The ASAW Fiscal Year shall be from January 1st through December 31st.

 

ARTICLE III - MEMBERSHIP

Section 1. Dues and Definitions. Dues rates shall be set by the Board as required to maintain a fiscally solvent organization. The Definition of Memberships shall be Limited to Individual, Family, Farm and Corporate Memberships. A Family or Farm Membership shall be limited to only the immediate members of (and horses owned by) one family (as defined by the Internal Revenue Service as legally entitled to file a joint or head-of-household income tax return). This includes children age 17 and under (as of December 1st). A corporate membership shall be limited to a legally chartered corporation including owners of the corporation’s stock and those horses shown under their corporate business name. Each membership shall identify one responsible person (voting member of family, farm, or corporation) as its Designated Agent to represent his/her family, farm or corporate group in all matters pertaining to ASAW membership interests and obligations.

Section 2. Nomination of Horses, Ponies and Equitation Riders for Season Trophy Awards. Season Trophies shall be awarded only to ASAW members and to horses and ponies owned and nominated by ASAW members. The fee for nominating horses, ponies, and equitation riders for a Season Trophy shall be set by the Board as it deems prudent. Points earned by a contender prior to payment of membership dues and nomination fees for that year shall not be counted toward ASAW Season Trophy Awards. All dues and fees must be in the hands of the ASAW Treasurer or postmarked prior to showing for point credit toward Season Trophy Awards. Horses and Ponies must be shown as nominated.

 

ARTICLE IV - BOARD OF DIRECTORS

Section 1. Number and Term of Directors. The ASAW Board of Directors shall consist of no more than eighteen (18) and no less than twelve (12) members, plus (for one year) the immediate Past President if his/her term has expired. Only ASAW members in good standing shall be allowed to serve on the Board. The term for each Director shall be three (3) years. he Membership shall elect six (6) Directors each year to fill the offices of those Directors whose term shall expire. A new Board shall consist of six (6) Directors for each unexpired three (3), two (2), and one (1) year terms, plus the immediate Past President if his/her term has expired.

Section 2. Officers of the Board. Each new Board shall meet following the election to elect the President, Vice-President, Secretary and Treasurer to serve as Officers for the coming year. Any two offices may be held by the same member if said offices do not conflict.

Section 3. Assumption of Positions and Responsibilities. A new Board and its duly elected Officers shall assume responsibility for administration of ASAW affairs immediately following election.

Section 4. Resignation from Board. A Director may resign at any time by filing a written resignation with the Secretary. Resignation from membership in ASAW by a Director shall be automatically accepted as resignation from the Board. Section 5. Vacancies in the Board. Vacancies in the Board may be filled by a majority vote of the remaining Board members. New appointees shall serve the balance of the term vacated. Section 6. Executive Committee. The President shall, with the approval of the Board, select an Executive Committee of not less than three (3) nor more five (5) Directors to act for the Board when necessary and inconvenient for the entire Board to meet. The President and Secretary shall be members of the Executive Committee. Minutes shall be taken at each Executive Committee meeting and the Board shall be informed of the decisions made within ten (10) days. Executive Committee decisions shall be subject to review and approval of the Board. ARTICLE V. - ELECTION OF BOARD OF DIRECTORS Section 1. Nomination Committee. The President shall appoint a Nominating Committee of three (3) Directors. The Nominating Committee shall be approved by a majority vote of the members of the Board of Directors present at its March meeting. Section 2. Eligibility of Nominees. All nominees considered for election as Directors shall be current members in good standing with ASAW. Section 3. Nomination Committee Nominees. At the October meeting of the Board, the Nominating Committee shall present its slate, having obtained the consent of each nominee. The Secretary, on behalf of the Nominating Committee, shall notify all voting 2 | P a g e members of the slate via email within ten (10) days, along with a call for nominations from the general membership. Section 4. Voters Eligibility. Each Membership shall have one vote. For Individual, Family, Farm and Corporate memberships, the Designated Voter shall be sent the official ballot. To be eligible to vote, dues for the current year must be paid. Section 5. General Membership Nominations. Nominations for up to three (3) Directors will be accepted from the general membership. A nomination form shall be available on the ASAW website. All nominees must meet the requirements outlined in Section 2. Nominations can be submitted via USPS or e-mail, and must be received by 12:00 midnight on November 15th. Section 6. Ballot Committee. If additional nominations are made, the President shall appoint a Ballot Committee to supervise the election process. The Ballot Committee shall consist of one member of the Board and two members at large. At the November Board meeting, the President shall present the Ballot Committee appointees who must be approved by a majority of those Board members present. Section 7. Balloting the Membership. The President and Secretary shall prepare electronic ballots containing the names of nominees arranged alphabetically. Ballots must be sent electronically to the membership by November 20th. Electronic ballots may be printed and mailed to the Secretary. The Nominating Committee shall compare nominees against the current membership roster for eligibility. Biographies of candidates may be posted on the ASAW website. All electronic and paper ballots must be received by the Secretary by midnight December 5th. The results of the election shall be announced at the December Board meeting. The Directors’ terms shall begin on January 1. ARTICLE VI - DUTIES OF BOARD OFFICERS Section 1. President. The President shall preside at all meetings of the Board and shall have general supervision of all ASAW affairs. The President shall appoint all standing Committees and a Chairperson for each committee. The President shall appoint two (2) Directors to make an annual audit of all ASAW financial transactions including ASAW horse shows and report its findings to the Board at its February meeting. Section 2. Vice President. The Vice President shall assume and discharge the duties of the President in the event of his/her absence. Section 3. Secretary. The Secretary shall give seven (7) days’ notice of all regular meetings of the Board to each Director, take minutes of all Board meetings, and keep all correspondence and records of ASAW. The names of the current Board of Directors shall be updated on the website and published on ASAW social media by January 30th of each year. Section 4. Treasurer. The Treasurer shall be responsible for all monies of ASAW, collect all dues and fees, pay all bills, and keep an itemized record in a permanent file of all ASAW receipts and expenditures. 3 | P a g e Section 5. Executive Secretary. The Board of Directors, at its discretion, shall have the ability to appoint an Executive Secretary who will be under the supervision and direction of the Secretary of the Board. This position is a non/director - non/officer position. ARTICLE VII - MEETINGS Section 1. Annual Meetings. The annual meeting of the Association shall be held each year on such day and at such time and place as the Board may designate. Section 2. Special Business Meetings. Special Business Meetings of the General Membership may be called by a majority vote of the Board or by 50% petition of ASAW voting members. Section 3. Board Meetings. Regular Board of Directors meetings shall be held on call of the President. Special Board of Directors meetings may be called by the President, or by a majority vote of the Directors or ASAW Membership if advance notice of at least three (3) days is given each Director. Meetings of the Board may be held at any time and place by consent and presence of the Directors. Section 4. Awards Meetings. Season Trophies shall be awarded each year at the Annual Meeting or at a special ASAW event as shall be decided by the majority vote of the Board. ARTICLE VIII - QUORUMS Section 1. General Membership Meetings. Voting members present at any regular Membership meeting shall constitute a quorum. Section 2. Board Meetings. The presence of a simple majority of the current number of occupied Director positions at a Board meeting shall constitute a quorum. ARTICLE IX - RULES AND BYLAWS Section 1. Rules adopted by Board. ASAW Rules adopted by a majority Directors’ vote shall be binding upon the membership. Any Rules put forth by the Board of Directors majority vote may be amended or rescinded by a majority vote of the eligible voting members present at any regular or special General Membership meeting. Voting may be done via electronic ballot. Section 2. Amendments. These rules may be amended or repealed or changed at any meeting of the Board prior to February 1st of the year in which they are to take effect. Section 3. Changes in Bylaws. ASAW Bylaws amended by a majority vote of the Board of Directors shall be approved by a majority quorum vote of the Membership before adoption and incorporation into the ASAW Rule Book. 4 | P a g e Section 4. Notification of Changes and Revisions. The Secretary and Technology Committee shall post all rule changes and amended Bylaws on the ASAW website within 30 days of adoption. It is recommended that those changes be noted on all ASAW social media.