Project Leaders

4-H Manual

For

Horse/Pony

Project Leaders

Jackson County, MI

Edition – 2012

ARTICLE I.………….…… Organization.……………….ii

ARTICLE II..……… Membership Qualification.……….ii

ARTICLE III.…………….….. Meetings.………………...ii

ARTICLE IV……… Offices, Election & Duties….…….iii

ARTICLE V.…………. Quorum & Voting…………….. iv

ARTICLE VI……... Committees & Appointments…….. v

ARTICLE VII.……………..Amendments…………….… v

ARTICLE VIII …………Policies & Procedures……….. vi

WEBSITE

http://www.jacksoncounty4hhorsecouncil.com

THE JACKSON COUNTY 4H HORSE COUNCIL

CONSTITUTION

Adopted 2004

ARTICLE I

Organization

Section A: The name of this organization shall be The Jackson County 4H Horse Council.

Section B: The purpose of this organization is to further the work of Michigan State University Extension in the 4H Horse and Pony project area to provide young people valuable learning experiences and an appreciation of horse, ponies and other equine.

Section C: The Jackson County 4H Horse Council will exist under the Jackson County 4H Council and the MSU Extensions policies and guidelines.

ARTICLE II

Membership Qualifications

Section A: All 4H Horse project leaders, members and the parents or legal guardians of members, who are properly registered in 4H through the Jackson County MSU Extension are members of this council.

ARTICLE III

Meetings

Section A: The fiscal year of this Council shall start the first day in October and end the last day in September.

Section B: The regular meeting of the Council shall be the second Monday of each month with the exception of August; which will be held the first Monday after fair.

Section C. Order of Business:

Call to order
Pledges
Introductions
Presentation and Acceptance/Denial of Secretary’s Report
Presentation and Acceptance/Denial of Treasurer’s Report, Presenting of Bills
Old/Unfinished Business
Committee Reports
New Business & Additions to the Agenda
Communications

Club Reports
4H Council Report
4H Youth Council Report
Other

Section D: The rules contained in Roberts Rules of Order shall govern the Jackson County 4H Horse Council in all cases to which they are applicable, and in which they are not inconsistent with the Constitution and By-Laws of the Horse Council. Meetings shall run according to Roberts Rules of Order. The condensed version of Roberts Rules of Order is available through the MSU Extension Office.

Section E. Officers, leaders, and teen leaders are expected to attend. If unable to attend, a representative from their club should be in attendance.

ARTICLE IV

Officers, Election & Duties

Section A: Officers of the Jackson County 4H Horse Council shall be the Co-Project Superintendents, Secretary and Treasurer.

Section B: In order to be eligible for an office, a horse council member must have attended at least half of the meetings during the previous year. Unless agreed upon by a two-thirds (2/3) vote of the voting members present during the meeting at which nominations are taken.

Section C: Request for nominations for officers will be taken at the September meeting with elections held at the October meeting. Terms of office will be for 2 years with one Co-project superintendent and the treasurer being elected in even years and the other co-project superintendent and the secretary being elected in the odd years.

Nominations for co-project superintendents shall not be from the same club, serving at the same time.
All officers will have a maximum of three (3) full consecutive terms each of the perspective positions, with a one (1) year gap before they can be eligible to hold the same position.

Section D: Co-Project Superintendents

The Co-Project Superintendents shall be the presiding officers. They shall call for volunteers or may appoint volunteers to be committee chairs, oversee committees and shall be considered the official representatives of the Council whenever needed in that capacity. The Co-Project Superintendents shall be empowered to sign all checks for disbursement of money.

iii

Secretary

The Secretary shall keep a record of the minutes of all meetings, answer correspondence, may mail notices and may take roll. A copy of the minutes shall be sent to the Extension 4H Youth Educator at the MSU Extension Office within seven (7) days and will be available upon request. Minutes will also be available at each meeting. The Secretary is also responsible for preparing and submitting to the Extension office any amendments and/or additions to the 4H Horse & Pony Project Leaders Manual.

Treasurer

The Treasurer shall keep a record of receipts and expenditures and shall be empowered to sign all checks for disbursements of money for this Council. All checks shall have two signatures. In addition the Treasurer will collect and take charge of all monies, produce receipts to donors, give a financial report and have copies available at the monthly meetings of this Council, the Treasurer shall present the books to the audit committee for review in November. The audit committee shall consist of three of the following: minimum of one Officer, one Horse Project Leader and a MSU Extension staff member. The audit committee shall report at the December meeting. The Treasurer is required to submit a record of all receipts and bank statements and to also provide an annual financial report to the Jackson County Extension Office (no later than December 1) in accordance with the policy set forth by the MSU 4H Youth Programs.

ARTICLE V

Quorum and Voting

Section A: Representation by half of the clubs at any meeting of the Council shall constitute a quorum for the transaction of any business.

Section B In order to be eligible to vote, a club must have been in attendance a minimum of six (6) meetings of this council during the previous twelve (12) months. Each properly registered member of eligible clubs shall have one vote.

Section C A council member from new clubs must attend a minimum of three (3) meetings. After three (3) meetings attendance quota has been reached all properly registered members of the new club shall have one vote.

1. Previous council members who form a new club must meet the requirements in section B of this article to be eligible to vote.

ARTICLE VI

Committees and Appointments

Section A: The Co-Project Superintendents shall call for volunteers or may appoint from the Council to be committee chairs and committee members, and shall be ex-officio members of all committees.

Section B: Suggested standing committees:

Audit/Budget

Rose City

Hippology

State Horse Jamboree (Horse Judging, Hippology and Horse Bowl Teams)

Achievement

Clinic

Mini-Clinic

Benefit Show

Speed Show

Tack Sale

Fair, Horse Game Day

Fair

Royalty

Volunteer Hours

Camp Clean Up

Policies and Procedures

Technology

Special Needs/Disability Awareness

Sponsor

Section C: Special committees can be called for by the co-superintendents as needed and shall call for volunteers or may appoint as stated in Section A of this article.

ARTICLE VII

Amendments

Section A: The constitution and by-laws shall be evaluated for review by the presiding officers on an annual basis 30 days prior to November 1st of each calendar year. A committee shall be appointed if needed to consider any changes to the current constitution and by-laws. Proposed changes shall be presented at the next regularly scheduled Horse Council Meeting with voting action occurring at the subsequent scheduled Horse Council Meeting. All proposed changes should be voted on by the January meeting.

Section B: The constitution voting action passes by a two-thirds (2/3) of the voting members present.

Section C: The by-law voting action passes by a majority vote of the voting members present.

ARTICLE VIII

Policies and Procedures

Section A: Mandatory Statue Rose City

1) All 4-H horse/horseless families will provide two (2) workers for one (1) entire Rose City Show of their choice.

a) Information will be available on the Horse Council Web site http://www.jacksoncounty4hhorsecouncil.com early in the year.

b) The form will be sent with an explanation on the horse council requirement for members and their family.

c) The form will have 1st, 2nd, 3rd, 4th, and 5th choice option and the family will be able to sign up to work whatever show best fits their family needs. Preference would be given in order received. The workers will be divided equally among all 5 shows. Upon signing this form the family acknowledges responsibility and consequences as set forth in this article.

2) Leaders will be required to take charge of the Rose City horse show that they chose to work.

Their responsibilities:

a) Know how to set up computers

b) Pick up computer(s) from committee chair for assigned show.

c) Contact all workers for that show or have a meeting for the workers to assign jobs and responsibilities.

d) Make sure all workers know they are required to start and clean up at the end of the show day. Many hands make light work.

e) Notify the Rose City chairperson and the co-superintendents of families not completing their responsibilities.

f) MUST return computer, all horse show paperwork, and list of families who have fulfilled their Rose City obligation to the chairperson within 5 days.

Consequences:

Be fined $100, which MUST be paid within 30 days. Failure to pay will result in the 4-H member‘s exclusion from the 4-H Horse program for one (1) year from December 1 to November 30 of the following year.

Section B: Mandatory Statue Achievement

All 4-H horse/horseless families must sign up to work Achievement.

a) Working a minimum of one time slot of day assigned.

b) If your child shows both days, then one time slot for each day may be necessary.

Consequences:

Section C: Mandatory Statue Sponsor Donations

1) All 4-H horse/horseless members must sell at least $30 in sponsor donations with a maximum of $90 for families with 3 or more members for the 4-H Horse Program and Rose City Shows. This is another way we are supporting the 4-H Horse Program.

a) If you go the extra mile $50 in donations will get you one (1) division at achievement free. $100 will get you two (2) divisions free, and $150 will get you all three divisions free. After that any moneys over $150 you will earn 10% towards Rose City Bucks to use during the current Rose City Shows.

Consequences:

1) You will be required to pay a $30 fee for failing to sell your sponsor donations. This amount will be due on May 1st.

2) Failure to comply with above consequence paying the $30 fee means the 4-H member will be excluded from any 4-H Sponsored Horse/Horseless program activity for the rest of the current year and from the 4-H Horse program for one (1) year from December 1 to November 30 of the following year until you pay the $30 owed for the prior year.

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BY-LAWS

Table of Contents

Horse Council Calendar…………………………………………3

4-H Horse and Pony Membership……………………….………6

Achievement……………………………………………………..9

Awards…………………………………………………………..14

Benefit Show…………………………………………………….15

Clinic…………………………………………………………….16

Clinic (Mini)……………………………………………………..17

Fair……………………………………………………………….18

Hippology………………………………………………………..20

Horse Royalty……………………………………………………22

Rose City Horse Show Circuit…………………………………...24

Sponsor Donations……………………………………………….26

State 4-H Horse Show Delegate Selection Process……………...27

Tack Sale…………………………………………………………30

Tractor……………………………………………………………31

Volunteer Hours………………………………………………….32

HORSE COUNCIL CALENDAR

SUBJECT TO CHANGE

Month / Tasks To Be Done At Monthly Meeting / Check Off List
January / · HC ~ Set camp cleanup dates.
· HC ~ Rose City, Benefit Show and Achievement show bills offered for approval.
· HC/CC Set budget for clinic, mini-clinic and spring clean up.
· CC/HC ~ Sign up volunteers to assist with Hippology test.
· Need to vote for Policies and Procedures changes if not done before now.
February / · HC ~ Remind leaders to encourage families to sign up to work a Rose City show and Achievement as soon as form are available on line.
· L ~ Remind families that working a Rose City show and Achievement is a requirement.
· HC ~ Leaders choose shows to work.
· S ~ Turn in dates for events to secretary for postcard mailing.
· S ~ Mail postcard with dates for year’s events.
March / · L ~ Encourage members to return Clinic registrations and to attend the event.
· L ~ Encourage members to participate in spring clean up at Camp McGregor.
· HC/L ~ Remind families to get Coggins test.
April / · HC/L ~ Remind all members that Horse and Pony Project Registration forms, copy of current negative Coggins report and State Show applications MUST be submitted to Project Superintendent NO LATER THAN May 1st to be eligible to attend state show and/or fair. (Mailed forms MUST be postmarked no later than April 20).
· HC/L ~ If members 12 years old and younger with less than 3 years in the Horse and Pony project want to be considered for special permission to attend Fair if stalls are available, the leader MUST submit a letter to the Project Superintendent PRIOR to May 1st. The Horse Council will vote on applications at the May Meeting.
· L ~ Remind members that they are expected to attend Achievement in June.
· L ~ Remind families that it is a requirement to work at a Rose City Show and Achievement.
May / · CC/HC ~ Sign up volunteers to assist with Achievement.
· L ~ Encourage members to return their Achievement entries early. A leader's signature is required. Please check for accuracy.
· L ~ Remind members to get fair entries in.
June / · HC ~ Ring I members MUST ask for approval of special circumstances to ride in Ring II for achievement.
· L ~ Attend achievement to encourage your members.
· L ~ Remind members who are planning on attending fair to fill out fair survey that will be available at announcer's booth at Achievement. The survey is expected to be turned in by end of Achievement.
July / · HC ~ Ring I members MUST ask for approval of special circumstances to ride in Ring II for Fair.
August / · Jackson County Fair
· L ~ Fair evaluation meeting at 3PM on Friday of Fair Week.
· Horse Council meeting Monday after fair.
· L ~ County Award nominations are due.
September / · HC ~ Budget approval for Rose City Awards Banquet.
· HC ~ Nomination of new officers.
October / · HC ~ Election of new officers.
· HC ~ Set all show dates.
· HC ~ Set date and call for committee for financial audit.
November / · CC ~ Clinic surveys in online.
· L ~ Encourage members to return clinic surveys so that classes will reflect their interests.
· HC/CC ~ Set budget for tack sale.
December / · HC/CC ~ Suggestions for mini-clinic, clinic, Rose City Show bill, Achievement and Benefit show bill are submitted.
· HC/CC ~ Set Budgets for Rose City, Benefit Show and Achievement.
· L ~ Remind members that Hippology questions are available online.
· L ~ Encourage members to take the Hippology Test.
· CC ~ Report on financial audit.

HC ~ Horse Council