GIRLS BARREL RACING ASSOCIATION OF INDIANA
CONSTITUTION, BY LAWS, & GENERAL RULES
2017
NAME:
This organization shall be known as the “GIRLS BARREL RACING ASSOCIATION OF INDIANA”. (G.B.R.A. of I.)
MISSION STATEMENT:
To promote the GIRLS BARREL RACING event at horse shows, rodeos, and other public gatherings To work for the betterment of conditions and the rules governing this event. To cooperate with the Show Officials and to raise the standards of Girls Barrel Racing, thereby creating more interest in the event. To prompt comradery and encouragement for women to succeed (Rev. 11/2016)
ADMINISTRATION:
To hold an office a member must be 18 years of age by Jan.1st. (Rev. 1/2013)
PRESIDENT - Shall preside at all meetings of the G.B.R.A. of I. and the Board of Directors. She may call an emergency meeting of the Board of Directors at any time (Rev. 1/2014). A general meeting can be called at any time provided each member is given a two-week notice of the meeting. At the end of the year she will collect any and all records and file them for seven years (Rev. 1/2014). She shall only vote in the case of a tie (Rev. 1/2013)
VICE PRESIDENT – Shall perform the duties of the President should she be absent or disabled, & keep all points and entry records, with a back-up auditor, not related to her. (rev. 11/1/2014) She will turn in the points and year-end results to the President at the end of the year. She shall have one vote.
SECRETARY – Shall keep the minutes and other official reports of the G.B.R.A. of I. She shall keep all records, books, documents, and papers relating to the G.B.R.A. of I. and write the newsletters. The Secretary will keep attendance at every meeting of officers and BOD members. (Rev. 11/2015)The Secretary must also turn in all paperwork to the President at the end of the year (Rev. 1/2014). She shall have one vote.
TREASURER – Will keep records of dues and all other money received by her. (Rev. 11/1/2014) All expenses must be approved by the club and accompanied by a receipt. The Treasurer must also turn in all paperwork to the President at the end of the year (Rev. 1/2014). She shall have one vote. She shall be bonded for $4000 every year (Rev.1/2013) and before the transfer of funds or by March 1st (Rev. 11/2016).
President, Vice President, Secretary, Treasurer Membership will be paid by GBRA of I (Rev. 11/1/2014)
BOARD OF DIRECTORS – Shall consist of seven members, six of whom shall be elected by the membership. The President, if not re-elected, shall automatically become a member of the Board of Directors for one year, immediately after serving her term of office. Each board member must also take entries at shows and will handle the payback for the GBRA of I events (Rev.1/2014). Each board member shall have one vote.
SHOW COORDINATOR –She is appointed at the November meeting and will begin organizing the show schedule for the following year. She may present shows for consideration and or approval beginning at the January meeting. She will be responsible for scheduling shows and making sure all contracts are in order. She will also be responsible for getting the GBRA Annual Show showbill out to other organizations, via email or hard copy. (Rev. 11/1/2014)
AWARDS CHAIRMAN –. She shall be responsible for organizing the awards and banquet. (Rev.1/2014)
MARKETING COORDINATOR- She shall be responsible for organizing and coordinating fund raisers throughout the year. (Rev.11/2016)
PEE WEE COORDINATOR –She shall be responsible for Pee-Wee activities, fundraisers, and points. (Rev. 1/2013)
TERMS:
The Officers and Board of Directors shall assume office immediately after the elections, but not before Jan 1st(Rev. 1/2013). Five Board of Directors will hold office for 1-year terms, and two will hold office for 2-year terms (Rev.1/2014). All Directors and Officers shall attend all board meetings and open meetings. Any officer or director that has more than three absences in any term may be replaced by another member. Dismissal of this board member or officer is by vote of the Board of Directors. Re-election of a replacement will be held at an open meeting. Any vacancy, which may occur in the offices, shall be filled by the Board of Directors by vote of the majority at any meeting. Such election shall be for the remainder of the term. The secretary will keep attendance at each meeting of officers and BOD members. (Rev. 11/2015)
VOTING:
Any member may vote upon the day that dues are paid. 70% of officers and BOD must be in attendance at a meeting in order to make additions or changes in the By-Laws or General rules. BOD and officers must be present in order to vote on any subject (Rev.1/2013). By-laws and General rules can only be changed once a year and that being at the end of show season and before January 1 (Rev. 1/2014). No other additions or changes can be made at any other time of the year (Rev 1/2013).
ELECTION:
All votes shall be by paper ballot only (Rev. 1/14/2007).
A member can submit in writing her own nomination for an office to the President, if she cannot be present at the elections (Rev.1/2013). Election of officers and Board of Directors will be held at the December meeting. Nomination will come from the floor or in writing. A member may nominate themselves (1/2014).
MEMBERSHIP ELIGIBILITY:
Any girl who is interested in the purposes of this Association may become a member by paying dues to the Association, and will accept responsibility for knowing the By-Laws and General rules (Rev.1/2014). A member must be in good standings, dues paid, before a rider is able to participate in any GBRA of I events with no outstanding GBRA of I debts. (Rev. 11/2016).
OUT OF STATE:
Girls from out of state are welcome to join this Association. (Rev. 11/2016)
NON-MEMBER:
Any girl may run in GBRA classes for a non-member cost of $10.00 per day/per person plus entry fees. Pee-Wee may run for a non-member cost of $5.00 per day/per person plus entry fees (Rev. 1/2014). All non-member fees will go back into the GBRA of I treasury. (Rev. 11/1/2014)
DUES:
Dues are forty dollars $40.00 per person for GBRA of I members (Rev. 11/2015) Dues for GBRA of I pee wees is $20.00 per person for members 10 years of age and younger by January 1(Rev. 1/2014).
POINT SYSTEM:
Points will count from April 1st until October 31st (Rev. 12/4/10). (Rev. 11/2016) Each member must pay her dues to the Association before any points will count (Rev. 1/2014).
Points will be assigned as follows:
1st. Place – 10 points 4th Place – 7 points 7th Place - 4 points
2nd Place – 9 points 5th Place – 6 points 8th Place - 3 points
3rd Place – 8 points 6th Place – 5 points 9th Place - 2 points
10th Place - 1 point
Points will be awarded to the top ten riders in each of the 3 divisions of the GBRA barrel & pole classes on a 10,9,8,7,6,5,4,3,2,1 basis (Rev. 1/2014). Divisions will be determined by one-second intervals. In case of a tie, the prize money and points will be combined and split equally (Rev. 1/2014).
1st Division – Fastest time and the next nine contestants comprise this division.
2nd Division – Fastest time + one second – top ten places
3rdDivision – Fastest time + two seconds – top ten places
We will have a double point show at our annual GBRA of I money making show. This will determined by vote each year and will be contingent on the date being in the first half of our show season (Rev. 11/2016).
Members may ride more than one horse in both GBRA 3-D Barrels and GBRA 3-D Poles. If a member places on more than one horse, points will count only towards the highest placing horse in that division. Points accumulate on the rider only, not the horse/rider combination. The same horse may not be ridden twice in the same class (Rev. 1/2014).
Should fewer than ten riders place in a class or division, points will be awarded beginning with ten points for 1st place (Rev. 1/2014).
In all classes, points are awarded to the rider. Thus, members may compete and place on any horse during the season. Members may also accumulate points in any division throughout the season.
A member may be moved up in the 3-D barrels and poles, if a member has placed more than once in the top ten places. Member(s) placing more than once in the same division will receive moneys but will only receive points on the fastest run and other member(s) will be moved up to fill all 10 positions if possible.
In the event that the placings are misfigured or it is determined that points were given to the wrong contestant(s), the points and money will be refigured and given to the proper contestant(s).
Points will be posted on the website after being doubled checked . (Rev. 11/2015)
PRIZE MONEY:
A minimum of 80% of all entry fees is to be jackpotted in both the GBRA 3-D Poles and GBRA 3-D Barrels.
The total purse of the 3-D Barrels and Poles will be divided 50% to the 1st Division, 30% to the 2nd Division, and 20% to the 3rd Division.
The 1st Division will pay the top four places – 40%, 30%, 20%, and 10%
The 2nd Division will pay the top four places – 40%, 30%, 20%, and 10%
The 3rd Division will pay the top four places – 40%, 30%, 20%, and 10%
(Rev. 2005)
In the event that there are not any riders placing in a division that division money will be split 60-40 between the other two divisions, with the 60% going to the highest division (Rev. 11/2012)
Should any of these divisions be unable to place riders for these paid places, the prize money will be divided equally amongst the riders placing in that division (Rev. 2014). In case of a tie, prize money and points will be combined and split equally (Rev. 2014).
In the event that the prize money is misfigured or it is determined that it was given to the wrong contestant(s), it will be required that the prize money be returned to the Treasurer so that it may be refigured and redistributed. The contestant(s) will not be able to participate in any GBRA classes until the money is returned.
Any payback that is left at the end of the year will be posted in the November newsletter and it will be the rider’s responsibility to contact the Treasurer and get their money. (Rev. 11/1/2014) If any money is not picked up by January 1st, it will go back in the treasury (Rev. 11/2016).
BANQUET:
- The treasury will take 10% of the total awards money to help defray the cost per person for the banquet (Rev. 1/2013).
- The treasury will pay for the award dinners of corporate sponsors plus one guest, auctioneer plus one guest, and photographer plus one guest.
YEAR END AWARDS:
The payout of the year end awards is as follows:
1st- Saddle 6th- 11%
2nd-buckle and 16%7th-10%
3rd-14%8th-9%
4th-13%9th-8%
5th-12%10th-7%
Barrel and Pole money will be divided by percentage per given year. All other monies are divided 50/50 (Rev. 2015)
The treasury will spend $50.00 on the President’s gift.
At the end of the season, the high-point rider in each class and division will be determined. A saddle will be awarded to each of the three division champions in the barrels and poles. Each champion will be allowed $600 for a saddle. Division champions have the option to receive a saddle or $600 in other awards (Rev. 1/2013).
Belt buckles will be awarded to the reserve champion in each division of the barrels and poles. Reserve champion will be allowed up to $150.00 for a buckle or a choice of $100.00 credit (Rev. 11/2015).
Awards will be given to the top ten places in each division of the 3-D Barrels and 3-D Poles. All Pee Wee Barrel Racers will receive year end awards. The GBRA of I will purchase the peewee Champion and Reserve Champion buckles. $100 for the Champion and $100 for the Reserve Champion or a choice of $100.00 credit (Rev. 11/2016)
In the event of a tie for year-end awards in barrels or poles, the girl winning the most money shall receive the higher placing.
The All-Around Champion shall be determined by the girl having the most points in first division barrels and poles combined. The treasury will spend $150.00 for the All Around Champion buckle.
All the annual awards will be given out the night of the Annual Banquet. Any member owing the club money will not receive her awards until the outstanding money is paid to the Association Treasurer.
Entry certificates may be transferred in the same given year. They must be endorsed by the person who is awarded the certificate for the transfer to be valid. Certificates cannot be carried over to next year’s season (Rev. 11/2016).
To Honor the Dedicated GBRA Past and Present Members Target Race
$50 set aside for this class to be added to the GBRA Annual Show. Must be a GBRA member in order to run this class and it will be run on a horse/rider combination. (Rev. 11/1/2014)
SPONSORS:
- The sponsor form will be evaluated at our November meeting. (Rev. 11/1/2014) Any changes will be made at that time and will become effective for the following year. The forms will be available on our website for members to print out.
- Members shall obtain sponsor credits through cash, check, or product donations.
- For every $200.00 in cash/check sponsorships, a member shall receive a $50.00 credit to be used for entries or an item of their choice. Receipts must be provided to the treasurer before any reimbursement checks are distributed.
- If product donations are acquired, reimbursement shall be as follows:
- Product donations shall be figured at half retail value. For every $200.00 in product donations (calculated at half retail value), a member shall receive a $50.00 credit. Same as listed above.
- Product donations will be distributed through auctions, silent auctions, or raffles to help in raising money for the club.
- Any “sample” products obtained will not receive credit. Products must have a retail value.
- The board shall be in charge of determining the value of product donations if it is suspect that the retail value has been inflated.
- Members must raise enough cash sponsorships to cover their product donation credits.
Example: Member acquires $1200.00 in product donations. The calculated retail value divided in half is $600.00. For every $200.00 that member will receive a $50.00 credit. $600.00 divided by $200.00 is 3. The member in this case would earn $50.00 X 3= $150.00 to be used as stated above.
Therefore, the member must have raised at least $150.00 in cash or check sponsors to cover this reimbursement.
- Members are not limited to the amount of credit they may obtain, but will only be reimbursed for the amount of cash they have to cover it.
- Members will be given credit for all sponsorship monies received regardless of where it is designated.
SHOWS:
Approved shows must be conducted in accordance with the rules established by this Association, and the members must be able to receive a two-week notice from an officer or the Secretary for the show to be approved. All members must work to promote shows and furnish the Show Coordinator with names of horse show officials so that she may contact them. All complaints or concerns should be taken to the President of GBRA, not the show committee.
For a show to be approved by the GBRA of I, a written or verbal request must be made to the GBRA show coordinator. The show coordinator will then forward a GBRA contract to the show committee and upon the return of the contract and estimated show bill will discuss the proposed dates with the club members (Rev. 1/2014). The Board of Directors and Officers will then vote on its approval. (Rev. 11/1/2014) GBRA will not approve a show if it occurs on the same date as the NBHA-IBRA state shows (Rev. 1/2013). A show committee must agree to add a minimum of $25.00 to the GBRA 3-D Barrels and $25.00 to the GBRA 3-D Poles per day. The show committee will be reimbursed 50 cents per rider in each of these two classes per day. There must also be a Pee Wee barrel class.
The GBRA of I commits to one club per show date. Shows will be voted on with consideration to the signed contract, show bill, arena & ground conditions, parking, other facilities and membership preference. Shows may be tabled for further consideration or additional information. Once a show is voted down it cannot be re-presented unless major changes to the show are presented (Rev. 1/2013). If a show is voted in and it gets rained out or cancelled the new date will automatically be approved unless it is in conflict with another already approved show, NBHA-IBRA state shows, or it is a free weekend (Rev. 1/2014).
Approval may be given to shows held between the dates of April 1st- October 31st of that show season (Rev.12/4/10). No shows can be approved after July 1st of that show season (Rev. 1/2014). One weekend of every month is left open during the show season (Rev. 12/10/11). If a weekend is split between two months it will be decided at the time of approval which month that weekend will count for.
Any shows that are approved by the GBRA of I can be 50 miles outside of the Indiana state line.