Mission & By Laws
WSHC Mission Statement
- To represent and to foster a unified equine industry of Wisconsin.
- To promote the equine through leadership, education, service and communication.
- And to take a pro-active role in the future growth and development of the equine
industry.
BY-LAWS OF THE
WISCONSIN STATE HORSE COUNCIL
Adopted August 23, 2006, Amended June 27, 2007
ARTICLE I – NAME
This organization shall be known as the “Wisconsin State Horse Council”.
ARTICLE II - EXISTENCE
This organization is to exist perpetually.
ARTICLE III – PURPOSES
- To represent and promote all aspects of the equine industry and equine recreation throughout Wisconsin.
- To actively participate in Federal, State and Local legislative issues pertinent to the Wisconsin State Horse Council’s (Council)’s purposes.
- To encourage equine events, sporting activities, youth activities, and equine programs as may compliment the interests of the membership.
- To assist in developing and perpetuating equine programs at the University of Wisconsin.
- To promote and participate with equine research.
- To inform and educate the public about the values of the equine.
- To aid in the protection and care of equines.
- To assist governmental units to establish model ordinances and regulations pertaining to the care and custody of equines within their jurisdictions.
- To aid in acquiring trail areas with adequate facilities for equestrians.
- To support equine racing and equine competition in Wisconsin.
- To support amateur and professional equine activities.
ARTICLE IV – MEMBERSHIP
Section 1: The members of the Council shall consist of persons, associations, businesses, societies or other bodies interested in the purposes of this Council. The Council shall have four classifications of membership. The membership year shall be concurrent with the fiscal year.
1. LEVEL THREE MEMBERSHIP - This membership class is available to any equine related organization or business that derives a portion of its income from the equine industry. This membership shall include but is not limited to any breed of equine, color, discipline, youth group, riding program or professional organization that maintains a not for profit status. Examples of business memberships shall include, but are not limited to, training and boarding stables, breeding facilities, farms, tack shops, equine auctioneers, equine farriers, equine veterinarians, equine feed stores, or manufactures of equine products. Each Level Three Member of this class is eligible to appoint a Director and an alternate Director to the Board of Directors. The alternate Director may vote only when the primary Director is absent.
2. LEVEL TWO MEMBERSHIP - This membership class is available to any equine related organization or business that derives a portion of its income from the equine industry. This membership shall include but is not limited to any breed of equine, color, discipline, youth group, riding program or professional organization that maintains a not for profit status. Examples of business memberships shall include, but are not limited to, training and boarding stables, breeding facilities, farms, tack shops, equine auctioneers, equine farriers, equine veterinarians, equine feed stores, or manufactures of equine products. Individual Level Two Members may not appoint a Director to the Board of Directors; however, assigned groups of ten (10) may elect a representative to the Board of Directors.
3. LEVEL ONE MEMBERSHIP - This membership class is available to any individual person whose interest is similar to those of the Council. This membership class elects Directors from the District in which they live to represent that District.
4. HONORARY MEMBERSHIP - This non-voting membership class is granted to such individuals as the Directors may from time to time direct.
5. YOUTH MEMBERSHIP - This membership is available to any youth ages 1-18 years of age who reside with a parent or guardian who is a current Level I member. This membership class does not vote and does not elect Directors from the District in which they live to represent that District. Each youth member shall forward their name, current address, phone, email, age, and name of the Level 1 paren to the office of the Wisconsin State Horse Council by September 1. (06-27-07)
Section 2: Membership fees shall be established on an annual basis for each membership classification by a majority vote of the Executive Board.
Section 3: All new applications shall be submitted to the Membership Committee to determine the legitimacy of an applicant. Following approval, the Membership Committee presents the new member to the Council. Thirty (30) days following presentation to the Council the new member is authorized to vote.
Section 4: Each Level Three Member shall forward to the Office of the Wisconsin State Horse Council the name, address, telephone number and email address of its designated Director and Alternate Director with the membership dues by September 1 of each year.
Section 5: Each Level Two Member shall forward to the Office of the Wisconsin State Horse Council the name, address, telephone number and email address of its designated contact person with the membership dues by September 1 of each year.
Section 6: Each Level One member shall forward to the Office of the Wisconsin State Horse Council his/her name, address, telephone number and email address with his/her membership dues by September 1 of each year.
Section 7: All individuals selected to serve as a Director or Alternate Director must sign the Code of Conduct prior to assuming the Directorship.
Section 8: An Alternate Director cannot also hold a voting Directorship.
Section 9: The Executive Board shall be responsible for assigning Level Two members to groups for the election of a Director to the Board of Directors.
Section 10: Membership is not denied to any person because of race, color or creed.
Section 11: All previous Directors at Large as of August 23, 2006, known as "Transitional Directors", shall remain Directors at Large until the individual either resigns, changes status/level, or is removed by the WSHC Board of Directors. (06-27-07)
ARTICLE V – MANAGEMENT
Except for the right of Level Three Members, Level Two Members and Level One Members to appoint or elect Directors as provided in Article IV Of these by-laws, no individual member shall be entitled to vote on any matter with which the Council is concerned, the management of the Council being vested solely in its Board of Directors and Executive Board.
Section 1: BOARD OF DIRECTORS - Initially, the Board of Directors is composed of the following:
1. Ten (10) District members, two from each district. Initially there are five districts throughout the State of Wisconsin as shown in Appendix “A”.
2. Unlimited number of members from the Level Three Memberships.
3. Unlimited number of members from the Level Two Memberships.
4. Other persons (organizations, agencies, etc.) invited to serve as advisors to the Board of Directors are the following.
A. University of Wisconsin - Madison, Extension Horse Specialist.
B. University of Wisconsin - Madison, School of Veterinary Medicine.
C. University of Wisconsin - River Falls Equine Program
D. Wisconsin Department of Agriculture, Trade and Consumer Protection
E. Wisconsin Department of Natural Resources
5. The Board of Directors shall meet quarterly and participate in, or decide on the following issues:
A. Annual review and approval of the operating budget.
B. Annual election of members to the Executive Board.
C Annual election of members to the Midwest Horse Fair Board.
D. Annual election of members to the WSHC Foundation Board.
E. Annual election of members to the Budget and Finance committee. (06-27-07)
F. Quarterly reports from the committees.
G. Bring forth to the Executive Board, issues of concern or items requiring action.
H. Set the direction and goals for the next 1, 5 and 10 years.
I. In the event the Districts are unable to elect or find Directors, those positions shall be chosen at-large by the Executive Board.
6. Initially, during this restructuring, Transitional Directors shall be the Group, Business and Individual Member Directors, current as of June 30, 2006. Transitional Directors will annually be assigned Level Two Members to represent.
7. The Board of Directors will have quarterly meetings, each being held in the Districts in a rotational order assigned by the Board of Directors. All Wisconsin State Horse Council members are invited to attend the quarterly meetings.
Section 2: EXECUTIVE BOARD - The Board of Directors elects the Executive Board except for the district representatives at the Annual Meeting. The eleven (11) member Executive Board is composed of the following:
- Five (5) District Representative, one (1) from each District. This number is subject to change based on the number of Districts.
- Two (2) members at large from the Board of Directors.
- Three (3) elected officers, The President, Vice President and Secretary. These officers are elected by the Board of Directors, from the Board of Directors.
- One (1) Past President. Initially the Past President will be the last President under the old by-laws.
- To be eligible to be elected to one of the five (5) elected positions on the Executive Board, the candidate must have been on the Board of Directors for a minimum of twelve (12) consecutive months immediately prior to election.
- The Executive Board in office at the time these by-laws are enacted will remain in office until the new Executive Board is elected and takes office in compliance with these by-laws.
- The number of Directors on the Executive Board may change to coincide with the number of Districts.
Section 3: EXECUTIVE BOARD RESPONSIBILITIES -
- The Executive Board is responsible for the daily operation of the Wisconsin State Horse Council as determined by the framework of the operating budget. It is expected that this Board will have monthly meetings. This Board will provide minutes of those open meetings within (3) weeks to all members of the Board of Directors. Approved minutes of all open Executive Board meetings since the last WSHC Board of Directors meeting will be provided at the following general meeting. (06-27-07)
- This Board will enforce the Code of Conduct.
- This Board is Responsible for enforcing these By-laws and issuing reprimands.
- All records of the Executive Board are to be maintained in the corporate offices.
Section 4: OFFICERS -
- The officers are President, Vice-President, and Secretary. Their term of office shall be for two years, with a two-term maximum. They may be reelected following a one term absence from that office.
- The officers are elected at the Annual Meeting by a majority vote of the Board of Directors.
Section 5: MEMBERS AT LARGE -
- The two (2) Members at Large are elected at the Annual Meeting by the Board of Directors to a two (2) year terms.
- One replacement Member at Large is elected each year.
- Initially one Member at Large will be elected to a one year term.
- This term of office shall be for two years, with a two-term maximum. They may be re-elected following a one year absence from that position.
Section 6: PAST PRESIDENT - The former president serves in this position until the current president leaves office and fills the Past President position. In the event the current president leaves the Council, the past president remains on the Executive Board until replaced by a retiring president. If the Past President leaves the Board of Directors, the position remains vacant.
Section 7: The District representatives are elected prior to the Annual Meeting by the Level One Members of the District they are to represent, for two (2) year terms and may be re-elected without limit. (06-27-07)
Section 8: Any committee, committee members, group(s) or individuals requesting funds may not vote on resolutions or motions to approve those funds if the requested funds are above the approved budget.
Section 9: All votes in open sessions, other than elections, will be by roll call. Each quarter the results, including how each Director voted, will be published in the Council’s Newsletter.
Section 10: Votes cast in closed sessions may be by ballot.
Section 11: Code of Conduct - In all issues involving conduct of Council members, the Code of Conduct shall be the governing document. Amendments to the Code of Conduct can be made by the general Board of Directors at the quarterly meetings by simple majority. (06-27-07)
ARTICLE VI - DUTIES OF THE OFFICERS
Officers of the Council shall be responsible for conducting all meetings of the Executive Board and the Board of Directors.
Section 1: The EXECUTIVE BOARD PRESIDENT shall be the principal officer of the council. In general shall perform all duties incident to the office and other duties that may be prescribed by either the Executive Board or the Board of Directors. This officer’s voting privileges are for tie breaking purposes only.
Section 2: The VICE-PRESIDENT shall perform such duties that may be assigned or delegated by the President. The Vice-President shall perform the duties of the President during the absence of the President or a vacancy in the Office of President. The Vice President shall supervise all employees of the Council, other than Midwest Horse Fair employees. The Executive Board may assign this supervisory responsibility to another member of the Executive Board.
Section 3: The SECRETARY shall keep the minutes of the Executive Board, ensure that all notices are given in accordance with the provision of these by-laws or as otherwise required. The Secretary shall in general perform all duties incident to the office of Secretary.
- The Administrative Assistant employed by the Council may serve as the recording secretary and take minutes of all open meetings of the Executive Board and the Board of Directors. The Secretary is responsible for the accuracies of the minutes and archiving the minutes.
- The Secretary shall take minutes of all closed meetings.
- The Secretary shall take minutes in the absence of the Administrative Assistant.
Section 4: The TREASURER is appointed to a two-year term by a majority vote of the Executive Board.
- There is no limit to the number of terms for this office.
- The Treasurer is a nonvoting member of the Executive Board.
- The Treasurer must be bonded. The bonding fee is to be paid by the Council.
- The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Council as directed by the Budget and Finance Committee.
- The Treasurer will maintain an account for each District.
- The Treasurer must present a reconciled statement of accounts at each meeting of the Board of Directors and Executive Board.
Section 5: Any officer, elected or appointed by the Board of Directors, may be removed by a majority vote of the Board of Directors. Any such removal shall be without prejudice to the contract rights, if any, of the person so removed.
Section 6: Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by appointment by the Board of Directors for the unexpired portion of the term.
ARTICLE VII – MEETINGS
Section 1: The ANNUAL MEETING of the Board of Directors -
- The March meeting of each year will be the annual meeting and will be known as “THE ANNUAL MEETING AND CONVENTION”.
- The annual meeting shall be for the purpose of elections and any other business deemed appropriate.
- Each Committee will have a booth at the Annual Meeting and Convention to provide the members with the purpose, accomplishment and goals of the committee.
- The first annual meeting shall be held within one year of the adoption of these by-laws. The Council’s membership must be notified of the date and location of the annual meeting one year in advance of the annual meeting.
Section 2: REGULAR MEETINGS of the Board of Directors are quarterly (four times per year including the annual meeting) and shall rotate between Districts in an order determined by the Board of Directors at the annual meeting.
- Notice of these meeting shall include location, date, time and a tentative agenda.
- Notice shall be sent to each Director fourteen (14) days before the meeting.
- The annual budget will be approved at the June meeting.
Section 3: SPECIAL MEETINGS of the Board of Directors shall be held whenever called by the Executive Board, or two or more members of the Board of Directors. Notice of such meeting shall include date, time and place of the Special Meeting and shall be sent to each Board of Directors member at least fourteen (14) days before the date of the meeting.
Section 4 : A quorum for an annual, regular or special Board of Directors meeting shall consist of 12 Directors and an additional six (6) members of the Executive Board.
Section 5: A quorum for an Executive Board meeting shall consist of eight (8) members of the Executive Board.
ARTICLE VIII - COMMITTEES, BOARDS & EVENTS
Section 1: COMMITTEES - Except as provided for in Article VIII, Sections 3 and 4, the Executive Board appoints
the members of new committees. Announcements of these appointments shall occur at the annual meeting.
- Committee members annually elect the committee chair subject to approved performance evaluation by the president. The term is for one year, to run concurrently with the fiscal year, and may be consecutive without limit.
- Committee Chairs of standing committees may add or remove members with the approval of a majority of that committee’s members.
- Committee chairs must be members of the Wisconsin State Horse Council and must sign the Code of Conduct.
- All committees are accountable to the Executive Board.
Section 2: Each committee presents its goals and plans to the Board of Directors at the first quarterly meeting of the fiscal year and presents a progress report at each quarterly meeting thereafter.
Section 3: Midwest Horse Fair Board - The Midwest Horse Fair Board of Directors (MHF Board) is responsible for, and manages, all aspects of the Midwest Horse Fair.
- The MHF Board will consist of six elected members, three of which must be current members of the Wisconsin State Horse Council, and three elected from the Board of Directors of the Wisconsin State Horse Council, serving a three-year terms and one member, elected by and from the Executive Board of the Wisconsin State Horse Council serving a one-year term.
- Two additional board members may be elected to one-year terms by the MHF Board. These two members are to be selected from the community, are not on the Board of Directors and may or may not be members of the Council.
- All members of the Midwest Horse Fair Board must attend a minimum of two meetings per year of the Wisconsin State Horse Council Board of Directors.
- The Chair of the Midwest Horse Fair Board shall be elected by a majority of the members of the Midwest Horse Fair Board.
- To qualify for the chair position the individual must be a current member of the Midwest Horse Fair Board and have served a minimum of two (2) years as a member of the MHF Board.
- The term of office for the Midwest Horse Fair Chair shall be for one year to coincide with the fiscal year of the Wisconsin State Horse Council.
- All employees of the Midwest Horse Fair shall report either directly or indirectly to the Chair of the MHF Board.
Section 4: Budget and Finance Committee -
- The Budget and Finance Committee will consist of five (5) members of the Wisconsin State Horse Council Board of Directors. The Wisconsin State Horse Council President and Treasurer will be non-voting members of this committee.
- Initially members will be appointed by the Wisconsin State Horse Council President. Two members will stand for election at the normal election time in 2007 and the remaining three will stand for election at the normal election time in 2008. Starting in 2007 each member will serve a two year term and will serve for only two consecutive terms. In the event of a vacancy on this committee because of death, resignation, removal, disqualification, or otherwise, it will be filled by appointment by the Board of Directors for the unexpired portion of the term. (06-27-07)
- The responsibilities of this committee shall be but not limited to the following:
A. Review current finances and create a financial plan for the future of the Wisconsin State Horse Council.
B. Hire audit accounting firm.
C. Hire tax preparation and accounting advisor firm.
D. Prepare Wisconsin State Horse Council annual budget.
ARTICLE IX - TERMINATION & RESIGNATION
Section 1: Termination of Members and/or Directors -
- An individual member, including Level Three and Level Two members, a Director representing Level One members, or a Transitional Director may be removed from the Council or as a Director by two thirds (2/3) of the votes cast by the Directors present at any meeting held in accordance with the provisions of this Article.
- Three (3) reprimands of one (1) individual will cause a termination hearing of that individual, where a simple majority is sufficient to terminate the membership or Directorship. The case against the individual must be presented by the Executive Board within 30 days of the third reprimand.
Section 2: Notification shall be sent to those involved, at least fourteen (14) days prior to the hearing and shall include the charge(s) against the individual.
- Notification shall include date, time and place of hearing, and set forth the charge(s) for possible expulsion.
- Directors representing Level Three Memberships may be removed as above; however, the organization must be notified in accordance with this Article. The organization has the prerogative to remove and/or replace the Director with no further action being taken by the Council.
- The charged individual shall be given opportunity to show cause why termination is not justified.
Section 3: Cause for removal shall include but not be limited to:
- Failure to attend three consecutive quarterly meetings without an excused absence. An excused absence may be obtained from the president, secretary or notification of the office staff of the Council prior to the meeting being called to order.
- Violation of the Code of Conduct.
Section 4: The charged Director shall be given the opportunity to resign without prejudice.
Section 5: The Executive Board will conduct this hearing in a closed session.
Section 6: All vacancies, except for Level Three Membership Directors, will be filled by appointment by the Executive Board. This temporary appointment will last for the duration of the current fiscal year. Those candidates for appointments will come from the constituency they represent.
Section 7: It is the responsibility of the Level Three memberships to fill vacancies of their Directors.
Section 8: Any Director, officer, or Committee Chair may resign at any time, by notifying the President or the Secretary in writing. Such resignation shall take effect at the time specified in the resignation not to exceed 30 days.
Section 9: Any Director removed from the Council by a vote of the WSHC Board of Directors will not be accepted as a Director at any level or as part of any entity of the WSHC for a minimum of five (5) years. (06-27-07)
ARTICLE X – AMENDMENTS
These by-laws may be amended by a majority vote of the Board of Directors attending the annual meeting, provided notice of such amendments shall be given 30 days in advance of the annual meeting.
ARTICLE XI - ROBERT’S RULES OF ORDER
Robert’s Rules of Order shall serve only as a guideline for conduct of business at all meetings of this organization.
ARTICLE XII - ABSENTEE BALLOTS
Section 1: Absentee ballots will be accepted for all pre-published motions. Changing a motion cancels an absentee ballot.
Section 2: Absentee ballots will be accepted for all elections.
Section 3: Absentee Ballots will not be accepted for the termination of a director, officer, committee chair or a member.
Section 4: Absentee ballots will be counted as long as the amendment is unchanged from the published written notice.
Section 5 : Proxy votes will be prohibited unless specifically approved for a single event by a majority of the Council for specific application.
ARTICLE XIII – DISTRICTS
Section 1: District boundaries will coincide with county boundaries.
Section 2: District boundaries may be adjusted to equalize populations.
Section 3: Populations shall be based on the number of individual, business and group members.
Section 4: Initially the State will be divided into five districts. See Appendix “A”.
District 1: Ashland, Barron, Bayfield, Burnett, Chippewa, Douglas, Dunn, Eau Claire, Iron, Pepin, Pierce, Polk, Price, Rusk, Sawyer, St Croix, Taylor, and Washburn.
District 2: Florence, Forest, Langlade, Lincoln, Marathon, Marinette, Menominee, Oconto, Oneida Shawano, and Vilas.
District 3: Brown, Calumet, Dodge, Door, Fond du Lac, Green Lake, Kewaunee, Manitowoc, Outagamie, Ozaukee, Sheboygan, Washington, Waupaca, Waushara, and Winnebago.
District 4: Dane, Grant, Green, Iowa, Jefferson, Kenosha, Lafayette, Milwaukee, Racine, Rock, Walworth, and Waukesha.
District 5: Adams, Buffalo, Clark, Columbia, Crawford, Jackson, Juneau, La Crosse, Marquette, Monroe, Portage, Richland, Sauk, Trempealeau, Vernon, and Wood.
Section 5: District Organization. To be eligible to be a District representative, the person must be current with his/her Wisconsin State Horse Council Level One Membership, and have been elected by his/her district as the representative.
- Each District will elect two representatives to the Board of Directors to serve two (2) year terms. The first year one Director will be elected to a one (1) year term.
- Each District will elect one representative to the Executive Board to serve a one (1) year term at the District meeting preceeding the Annual WSHC Meeting. (06-27-07)
- Each District will elect a president, a vice-president, and a secretary.
- Each District will elect officers for the coming year at least forty-five (45) days prior to the Annual Meeting and Convention. Each District shall forward to the Office of the Wisconsin State Horse Council the name, address, telephone number and email address of each elected officer within five (5) working days of being elected.
- All officers take office on the first day of July following the election.
- District committees will be subcommittees of statewide committees, e.g., Trails Committee.
- Each District may sponsor events in its own district. The district may request funding from the Board of Directors in the annual budget.
- All District records, including minutes of meetings, will be forwarded to the Office of the Wisconsin State Horse Council to be kept on file at the Council’s headquarters.
ARTICLE XIV - WSHC FOUNDATION
As the sole member of the WSHC Foundation, it shall be the duty of the Executive Board to monitor the operations of the WSHC Foundation.
Section 1: It shall be the responsibility of the Wisconsin State Horse Council Executive Board to ensure that the Foundation operates in accordance with the Foundation’s By-laws.
Section 2: Fifty percent of the members of the Foundation Board of Directors plus one additional member of the Foundation Board of Directors shall be elected by the Council.
- One member to the Foundation Board of Directors shall be appointed by the Midwest Horse Fair Board from the Midwest Horse Fair Board, and one member shall be appointed by the Executive Board from the Executive Board.
a. The Director appointed by the Midwest Horse Fair Board shall serve a term of one year.
b. The Director appointed by the Executive Board shall serve a term of one year.
- Each additional member to the Foundation Board of Directors appointed by the Council shall be elected at large from Directors of the Council and serve four (4) year terms. (06-27-07)
Section 3: The WSHC Equine Foundation is required to present the WSHC Board of Directors with an audited Financial Statement at the second quarter meeting of the WSHC Board of Directors. (06-27-07)
APPENDIX A - DISTRICTS OF THE WISCONSIN STATE HORSE COUNCIL
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