Article I: Name

 

This club shall be known as the ALAMO KOUNTRY KICKERS, INC.

 

Article II: Purpose

 

This club shall be a non-profit organization. The purpose of this club is to promote trail rides, horsemanship, outdoor activities, meet new people and support other non-profit agricultural organizations, as well as get together for other social events.

 

Article III: Membership

 

There will be a limit of 200 members, all categories combined.

 

Section 1. Active Membership

 

A. Must submit an application for membership, signed by three current active members, with payment of $20.00 dollars at the same time. Applicant may be rejected if not of sound standing, such as illegal or immoral activities that reflect on the club.

 

B. The minimum age for active membership is 21 years of age. A person 18 years of age but under the age of 21 years who is married to an active member may become a member.

 

C. There are no attendance requirements for an active member.

 

Section 2. Active Lifetime Membership

 

The Executive Board may nominate persons for life membership. Any three active members may nominate a member for life membership. The nominations must be submitted in the next following newsletter prior to the next scheduled business meeting. A majority vote of the members present at the next membership meeting will elect a member as a life member. A life member will have all the rights and privileges as a life member. Life members shall not be required to pay dues.

 

Section 3. Honorary membership

 

A The Executive Board may nominate persons for honorary membership. Any three active members may nominate a person for honorary membership. The nominations must be submitted in the next following newsletter prior to the next scheduled business meeting. A majority vote of the members present at the next membership meeting may elect a person as an honorary member. An honorary member will have all the rights and privileges as an active member. Honorary members may attend all club functions and shall have all other membership privileges except honorary members will have no vote on club business or in election of club officers. Honorary members are exempt from dues payment.

 

Section 4. Associate Membership

 

All persons who have signed up and paid the required fee for such trail ride will be considered associate members with no voting privileges.

 

Section 5. Junior Associate Membership

 

Minor children of members may be junior associate members. Junior associate members shall have no voting rights. Any junior associate member attending a club activity or function must be accompanied by a parent or an adult member who has written parental consent from both parents or a custodial parent of a junior associate member. The parent in possession of the child or a person who has written parental consent is totally responsible for any junior associate member while attending a club function or activity. Honorary members are exempt from dues payment.

 

Section 6. Dues

 

A. Membership dues are due by April 1^st of each year. Members who do not pay their dues by June 1^st of each year will be automatically dropped from the rolls as members and will have to join again as a new member. Dues are $20.00 a year if paid in the first six months of the dues payment period. Dues paid during the second half of the year, or beginning October 1, of each year, are $10.00. Dues for family plan members are $30.00 if paid in the first six months of the year and $15.00 if paid in the second half of the year, beginning October 1^st of each year.

 

B. A husband and wife living together may join as a family. A husband and wife living apart may not join as a family. A husband or wife is a person of the opposite gender. Each spouse must submit an individual application referencing the other spouse.

 

A family membership is entitled to two votes on all club business and election of officers.

 

Section 7. Applications

 

A. Applications for membership must be accompanied by the dues appropriate at the time the application is made. The dues appropriate at the time the application is made will be those for the period beginning on the day the application is accepted by the membership.

 

B. Applications for membership will be voted on and may be voted on at any regular meeting if submitted prior to or during the regular meeting. A vote by acclamation is required if the vote is by voice vote or show of hands. If the vote is not by acclamation, the vote must be taken by secret ballot at that time. An applicant need not be present at the meeting during which the application is voted. Attendance is preferred. A majority of those members in attendance at any meeting may elect new members, if by secret ballot.

 

C. If no meeting is scheduled the following procedure may be used for admission:

 

1. The candidate’s name and qualifications will appear in the next AKK newsletter. If no objections are raised as hereinafter stated, the candidate will automatically become a member. Any member who objects to the person proposed as a candidate shall mail their objections to the secretary within fourteen (14) days from the date of the newsletter. The person or persons making the objection must appear at the next regular membership meeting and state those objections to the membership. The membership will then vote on the application.

 

Section 8. Suspension or Expulsion from the Club

 

A. A member may be dropped from the club for gross or illegal conduct, or misconduct that would otherwise reflect on the organization. This conduct will include, without limitation, unauthorized utilization of funds or other property of the organization, other theft, murder, or being under the influence of alcohol, drugs or substances prohibited by statute.

 

"Under the Influence" as used herein means when a person’s mental processes or physical capabilities are impaired to the extent the person is a threat or danger to that person or to others.

Any three (3) members may present charges to the Executive Board. The Executive Board may bring charges against any member.

 

B. The Executive Board may, on majority vote, suspend any member from club functions or activities pending the result of the decision of the members of the organization after the members are advised of the charges and the member or members involved are given an opportunity to respond.

 

C. The charges will be published, giving the names of the persons bringing the charges and the name of the accused in the next published newsletter of the organization prior to the next regularly scheduled or special general meeting. A special meeting may be called by the Executive Board if the Executive Board considers the charges serious enough to cause a disruption of the organization or a reflection upon the organization that would be detrimental to the reputation or the continued existence of the organization.

 

C. All members will be advised of the charges in the newsletter prior to the next meeting.

 

D. Voting, by secret ballot, will be held at the next regularly scheduled meeting or special general meeting.

 

E. If two-thirds (2/3) of the active members at the succeeding meeting, regular or special, vote to suspend or expel the member against whom charges have been preferred, that member will be suspended or expelled.

 

Article IV: Membership Meetings

 

Section 1. General Meetings

 

Membership meetings will be held in each month other than the months during which a trail ride or a portion of a trail ride or club function occurs. The time and place will be designated by the Executive Board.

 

Members will be given notice by a newsletter published and dated at least five (5) days prior to the meeting.

 

Notice of meetings during which a vote on changes to the Articles of Incorporation, bylaws or any other item of governance must be mailed ten (10) days or more prior to the date set for the meeting.

 

Any member or members who host a meeting and furnishes food may be reimbursed up to $50.00 by the club to help defray expenses for hosting the meeting, including the provision of an entree (meat dish) served or provided by the host.

 

Section 2. Emergency or Called Meetings

 

The Executive Board may call emergency or called meetings. The Executive Board must call an emergency or called meeting if requested in writing by ten (10) or more members. Members will be given not less than seven (7) days advance notice of any called or emergency meeting, if given by mail, which includes e-mail or facsimile transmission. Notice by telephone, fax or electronic transmission may be given to a member not less than five (5) days prior to an emergency or called meeting. Notice of any emergency or called meeting given by regular mail must be mailed not less than seven (7) days in advance.

 

Section 3. Quorum

 

Ten percent (10%) of the active members shall constitute a quorum at any meeting of the organization if:

(A) The president or vice-president and one other elected officer is present.

 

(B) If the president or vice-president and one other elected officer is not present, three (3) other elected officers, one of whom must be the immediate past president or trail boss, must be present.

 

Article V: Officers

 

The elected officers of Alamo Kountry Kickers, Inc., shall be: President, Vice-President, Secretary, Treasurer, and Trail Boss.

 

The Immediate Past President shall continue to serve as an officer of the organization for the ensuing year, or until a new Immediate Past President is eligible.

 

Appointed officers shall be a Sergeant-at-Arms, Quartermaster and Parliamentarian. The appointed officers will be appointed by the President each year.

 

Section 1. Eligibility

 

A. Must be an active member in good standing for at least twelve (12) months prior to holding an elected office and have paid their dues for the ensuing year during which they plan to serve.

 

B. Any persons who live together married or not, are eligible to hold an elected office at any one time with the EXCEPTION of the office of Treasurer. Only one person of two, who live together, married or not, may hold this office at any one time.

 

C. Individuals may not be considered so long as they hold an officer position in another trail ride club.

 

Section 2. Election of Officers

 

A. The election and appointment of officers will be conducted and made at the annual meeting of the members in March of each year.

 

B. A nominating committee shall be appointed by the president not later than the last regular meeting of the organization during any calendar year. The nominating committee will select a person or persons to be proposed to the membership to be elected as officers at the annual meeting of the members.

 

At the annual meeting of the members, nominations may be made by any member.

 

Any member desiring to be nominated for an office may contact the nominating committee and have their name submitted as part of the nominating committee report.

C. If more than one member is nominated for an office, voting will be by written ballot. In the case of nomination of one person for an officer position, a motion for election by acclamation may be voted upon. That person will then be considered elected..

 

D. A majority vote of the active members present at the annual meeting will be required for election to an office.

 

Section 3. Term of Office

 

A. No member elected to the office of president or vice-president may serve in the same elected office for more than three (3) consecutive years. All other officers may serve consecutive terms until they resign, are replaced by election or removed from office.

 

1. After a lapse of one (1) year, a member may again be elected to the office previously held, subject to the same restriction upon the subsequent election.

2. A member who has previously served in one office may be elected to a different office for a subsequent term.

 

B. Officers shall take office effective on the election date and their term shall end on election date the following year.

 

Section 4. Vacancies

 

In the event of a vacancy in the office of president, the vice-president shall succeed to the office of president.

 

An election for the office of vice-president, or any other elective office becoming vacant, shall be held at the next regular meeting of the organization. Voting for the respective offices shall be in accordance with these by-laws.

 

Section 5. Removal

 

Any officer elected or appointed may be removed whenever in its judgment the best interest of the organization would be served thereby.

 

In order for an officer to be removed from office for gross or illegal misconduct at an organization function, or dereliction of duties, that would reflect on the corporation or keep the corporation from functioning, but not restricted to that only, three (3) members must present the charges in writing to the Board of Directors.

 

The Executive Board may suspend any officer from all duties, pending the outcome of the organization’s decision, if four (4) or more officers agree on this action.

 

All members will be advised of the charges in the newsletter prior to the next meeting. Voting by secret ballot will be held at the next regularly scheduled, or next special general meeting. A two-thirds (2/3) majority vote of the members attending the next meeting will be necessary to remove the officer from office.

 

Section 6. Duties of the Officers

 

The President shall be the principal executive officer of the corporation and shall in general supervise and control all of the business and affairs of the organization. He or she shall preside at all meetings of the members and of the Executive Board. He or she may sign, with the secretary or any other proper officer of the corporation authorized by the Executive Board, any deeds, mortgages, bonds, contracts, checks or other instruments which the Executive Board has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Executive Board or by these by-laws or by statute to some other officer or agent of the corporation; and in general he or she shall perform all duties incident to the office of President and such other duties as may be prescribed by the Executive Board from time to time.

 

The President shall yield the chair to the Vice-President if the person then holding the office of President has been nominated for re-election and other candidates have been nominated for the same office. If the Vice-President is not present, then the secretary will preside during the time of the election for the office of president.

 

The Executive Board may instruct the President who will act in accordance therewith on the location and storage of the properties of the organization.

 

The President is responsible for all organization mailings and will be furnished all or copies of all incoming correspondence received by the secretary or any other member.

 

B. Vice-President

 

In the absence of the President or in the event of his or her inability or refusal to act, the Vice-President shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions upon the President. The Vice-President shall perform such other duties as from time to time may be assigned to him or her by the President or the Executive Board.

 

The Vice-President is responsible for all social activities including welcoming of new members at the initial meeting, trail ride or social events attended by new members. The Vice-President is in charge of the food committee, band selection, and price setting for each social function. The Vice-President will publish the cost and charges for social events in the newsletter. The Vice-President will have no responsibility for the costs for trail rides which are the responsibility of the trail boss.

 

C. Treasurer

If required by the Executive Board, the Treasurer shall furnish, at the cost of the club, a bond for the faithful discharge of his or her duties in such and with such surety or sureties as the Executive Board shall determine. The Treasurer shall have charge and custody of and be responsible for moneys due and payable to the corporation from any source whatsoever, and shall deposit all such moneys in the name of the corporation in such banks and trust companies or other depositories as shall be selected by the Executive Board; and, in general, perform all the duties as from time to time may be assigned to him or her by the President or the Executive Board.

 

The Treasurer shall publish in advance of each regularly scheduled meeting, a full, detailed, accurate record of all financial transactions of the organization and shall make a comprehensive annual report at the annual meeting.

 

Any one of the following may sign checks drawn on the account or accounts of the organization: president, vice-president, secretary, treasurer or the trail boss. The president and the secretary will be responsible to prepare such corporate resolutions as may be required by any depository or the organization.

 

Any disbursements of organization funds exceeding $100.00 which is not a regularly recurring expense item must have the prior approval of the Executive Board.

 

The Treasurer is responsible to receive, collect and deposit all annual dues and other income of the organization.

 

The records of the Treasurer shall be available for inspection by any officer, the Executive Board, or on prior request, by any ten (10) active members of the organization.

 

The Treasurer shall provide the financial records of the organization within ten (10) days after the election of a successor Treasurer.

 

The Treasurer shall provide the financial records of the organization on request to the Executive Board or to the audit committee.

 

The Treasurer shall regularly provide invoices and receipts for dues, renewals of dues payments, and to members for any other charges, at regular meetings or by mail.

 

The Treasurer will deposit all funds received for trail ride reservations or during a trail ride within give (5) working days after the completion of that program.

 

The Treasurer will deposit all financial contributions to the organization and give receipts for those financial contributions and any non-financial contributions to the donor five (5) working days after receipt.

 

The Treasurer will remit all invoices to vendors or service providers for any organization expenditures, accruals or other expenses within ten (10) days of a trail ride.

 

The Treasurer will furnish a report of the income derived and expenses incurred from a trail ride or other event by the 15^th day following the completion of the trail ride or event to the Executive Board.

 

The Treasurer will reimburse individuals for items of expenditure for which receipts or other evidence of expenditure are furnished to the Treasurer as submitted by the Trail Boss in the case of a trail ride or any club officer in the case of other events.

 

All disbursements made by the Treasurer will be by check or by cash for which a receipt is taken and incorporated into the financial records of the organization.

 

The Treasurer must secure a receipt from the payee for all expenditures.

 

D. Secretary

 

The Secretary will keep the records of the organization including the minutes of all meetings, correspondence, newsletters and records of business transactions which the Secretary will record.

 

The Secretary will transcribe and provide the signed minutes to the president for review within five (5) business days after each meeting.

 

The Secretary will be responsible for all organization correspondence and will assist with providing material for press releases.

 

The Secretary will perform such other duties as may be assigned by the Executive Board.

 

The Secretary will provide membership application forms and compile and provide a complete membership list for all members.

 

The Secretary will maintain a current telephone number list of all members of the organization on a current basis, posting changes not less than quarterly.

 

E. Immediate Past President

 

The immediate past president shall be a voting member of the Executive Board during the ensuing year following the completion of the term last served..

 

F. Trail Boss

 

The Trail Boss shall select assistant trail bosses, scouts and other assistants necessary within the discretion of the Trail Boss.

The Trail Boss has total responsibility for each trail ride, including without limitation, location, route, schedules, safety, fees, etc.

 

The Trail Boss will write the flyer for each trail ride and furnish the same for transmittal.

 

The Trail Boss will coordinate the dates and places for trail rides with the President and in accordance with the club calendar.

 

The Trail Boss will coordinate with Vice President with reference to costs of the social and food activities at trail rides and will determine the rates, within the discretion of the Trail Boss, to be charged for each ride.

 

The Trail Boss will determine persons who are eligible for participation in any trail ride on a gratis basis, including those persons who may be provided with free meals or complimentary registrations for the ride. Only those persons designated by the Trail Boss will be accorded courtesies.

 

The Trail Boss has the ultimate authority to include or exclude any person as a rider or driver from any trail ride. The Trail Boss shall receive reports from his appointed assistants, determine the justness of any complaint against any person, and take such action as he deems reasonable and pertinent to the circumstances found to exist or to have existed.

 

G. Sergeant at Arms

 

The Sergeant at Arms is appointed by the President.

 

The duties of the Sergeant at Arms include to provide for an orderly procedure and process during all meetings.

 

H. Queen Coordinator

 

The Queen Coordinator must be an active female club member at least 21 years of age. The Queen Coordinator must be available to assist the queen candidates and advise them of their responsibilities as queen, if elected. The Queen Coordinator shall assist queen and princess candidates and advise them of their responsibilities as queen and princess.

 

The Queen Coordinator shall assist in the arrangements for the queen’s and princess’ participation in activities throughout the year.

 

The Queen Coordinator shall make recommendations to the Executive Board for the selection of the queen and princess for each year.

 

I. Quartermaster

The Quartermaster will maintain the inventory of the property of the club, provide a copy of the inventory on not less than an annual basis to the Executive Board.

 

The Quartermaster will be directly responsible to the President.

 

J. Parliamentarian

 

The Parliamentarian shall be familiar with Roberts Rules of Order.

 

The Parliamentarian will be thoroughly conversant with the provisions of the by-laws and Articles of Incorporation of the organization.

 

The Parliamentarian will rule on parliamentary procedure questions including points or order and procedures for voting, and any other questions appropriate to the office of interpretation of the by-laws and Roberts Rules of Order.

 

ROYALTY

 

The club will have a queen, princesses, and a mascot or mascots.

 

Queen and Princesses:

 

1. She shall be selected for one year for the executive board prior to September of each year.

2. She shall represent AKK and Kerr Country Trail Ride until the selection of her successor the following year.

3. She must be single, never married, without children, an active member or junior associate member and have the unqualified support of her parents and/or guardians.

4. She will not be required to pay for any AKK function during her year as a queen.

5. She will not be a member of the executive board.

6. She shall be between the ages of 16 and 20 years of age.

7. She must comply with all San Antonio Livestock Exposition guidelines and requirements. The more stringent requirement of either organization shall control.

 

Sweetheart:

 

1. Shall be selected by the executive board by November of each year.

2. Shall be an adult, an active member and have made outstanding contributions to AKK.

3. She will not be a member of the executive board.

Mascot:

 

1. Will be elected by the Executive Board. No more than three (3) mascots will be elected in any one year.

2. Must be a minor between the ages of 7 and 12 years of age whose parents are members.

 

Article VI: Executive Board

 

Section 1. Composition

 

The Executive Board shall be comprised of the president, vice-president, secretary, treasurer, trail boss and immediate past president.

 

No person shall hold more than one elective office at the same time.

 

Section 2. Authority

 

The Executive Board shall have control of the affairs, funds and properties of the organization. The Executive Board shall set policies for guidance of the respective officers, committees of the organization, and shall have such other duties and responsibilities as set out elsewhere in these by-laws.

 

Section 3. Quorum

 

Four (4) members of the Executive Board shall be a quorum. A vote of the majority of the members of the Executive Board present at any meeting shall prevail.

 

Section 4. Meetings

 

The Executive Board shall meet at least quarterly.

 

Other meetings of the Executive Board may be held when called by the president. Any three (3) Executive Board members may call a special meeting. Notices of the meetings may be provided by mail, electronic communication including telephone, e-mail, facsimile, or by other written communication including by the newsletter. Notice should be given at least five (5) days in advance. The members of the Executive Board may waive all notice and meet when necessary. Any notice of the meeting should provide an agenda of items to be considered at the meeting. In the instance of a proposed by-laws or rules change to be considered and recommended to the membership, five (5) days notice must be given.

 

Active members may attend any Executive Board meeting without the right to participate.

 

Section 5. Removal from Office

 

(A) The members or other members of the Executive Board or any three (3) members may bring charges against any officer. The charges must be in writing and a copy furnished to the person charged. Grounds for removal from office are gross or illegal conduct or neglect or dereliction of the duties of the office. Any conduct that will reflect on the club or hinder or inhibit the functioning of the organization shall be grounds for removal from office. The grounds for expulsion from membership shall constitute grounds for removal from office.

 

(B) The Executive Board may suspend any person holding an office from office pending the determination of the charges provided and the majority vote of the membership present at any regular membership meeting or any special meeting called for the purpose of determining the removal of an officer from the office and/or expulsion from the organization.

 

( C) The membership shall be advised of the charges and any response by the officer charged in the newsletter published prior to the next meeting, regular or special.

 

(D) The determination of the charges brought against an officer shall be by secret ballot at the meeting at which the charges are presented to the membership.

 

(E) A vote by two-thirds (2/3) of the active members in attendance at any meeting during which a determination of the right to hold office by any person is required to remove a person from office.

 

 

Article VII: Committees

 

The president shall designate such committees and make appointments to such committees as determined by the president or as directed by the Executive Board.

 

Article VIII. Auditing

 

The financial records of the organization shall be audited annually by a committee elected by the membership at the annual meeting. The committee shall be comprised of three (3) non-office holding active members. The audit committee shall report the results of the audit at the regular meeting held next after the annual meeting.

 

Article IX: Fiscal Year

 

The fiscal year shall be from April 1 to March 31.

 

Article X: Parliamentary Authority

 

The then current Robert’s Rules of Order as revised shall govern in all questions of parliamentary procedure. In a case where Robert’s Rules of Order, newly revised, then in existence, is inconsistent with the provisions of these by-laws, these by-laws shall govern.

 

Article XI: Amendments

 

These by-laws may be amended or repealed and new by-laws may be adopted by affirmative vote of two-thirds (2/3) of the active members present at an annual meeting or at any meeting of the organization subject to the following provision.

 

An exact, full text of any proposed amendment must be mailed to the active members according to the records of the secretary at least ten (10) days prior to the next regularly scheduled meeting.

 

The proposed amendment to these by-laws shall then be read to the membership then in attendance. Any proposed amendment shall be discussed at that meeting.

 

A final vote of any proposed amendment to the by-laws shall then be taken at the next regular meeting of the active members

 

SIGNED ON December 13, 2003