Article 1: NAME AND PURPOSE:
Section 1: This organization shall be named and hereinafter known as the Ontario Small Equine Show Association. The official abbreviation shall be OSESA.a
Section 2: The OSESA shall at all times be operated and conducted as a non-profit association/club in accordance with the laws of the Province of Ontario. The objectives and purposes of the OSESA shall be as follows:
1. To sustain and grow the Miniature horse and Shetland Pony community within Ontario through promotion of breed shows and programs.
2. To promote and increase awareness of quality Miniature Horses and Shetland Ponies in Ontario.
3. To encourage high moral character, sportsmanship, horsemanship and clean living among its members.
4. To improve and develop the capabilities of the members of the Miniature Horse and Shetland Pony community, both individually and through group participation, in the breeding, raising and exhibition of quality Miniature Horses and Shetland Ponies.
Section 3: Place of Business:
The location of the OSESA shall be the entire Province of Ontario. The place of business of this organization shall be the residence of the current OSESA secretary.
All correspondence regarding the OSESA shall be directed to the current OSESA secretary.
Article 2: MEMBERSHIPS AND MEETINGS
Section 1: Membership in this Club shall be on an annual basis January 1st to December 31st.
Section 2: Any eligible person owning Miniature Horses or Shetland Ponies or interested in Miniature Horses or Shetland Ponies from any area are eligible for membership in this Club. Membership in the OSESA entitles a youth member to participate in all showing and OSESA year-end award privileges, with any AMHR or ASPC registered horse, with the exclusion of a voting right and holding of an elected position of the OSESA.
Section 3: Annual dues shall be:
1. Individual -19 years of age and older- entitled to one vote.
2. Family membership- includes husband and wife (couple) - entitled to one vote each; and their children – entitled no vote
3. Youth- 18 years of age or younger –entitled no vote
Section 3.1: Non-payment of dues shall automatically forfeit membership in the Club.
Section 4: An annual meeting must be held prior to December 31st of each year hereafter.
Section 4.1 The Secretary shall cause to be notified in writing every member in good standing, a notice stating the time and place of the annual meeting, not less than 15 days prior to the date of such meeting.
Section 5: At any meeting of the members held in accordance with the foregoing provisions as to notice, etc., a simple majority vote of the members present at any meeting of the membership shall be sufficient to approve any matter brought before the membership of action.
Section 5.1 Absentee or vote by proxy will be allowed at any meeting of the OSESA provided the proxy voter is in possession of written and signed permission from the absentee. Voting will be done by mail ballot as applicable.
Section 6: Any extra membership meetings may be called any time of year at the discretion of the executive for the purpose of transacting business.
Section 6.1: No other business but that specified in the notice, which shall state the date, time, place and purpose of the meeting and by whom called, may be transacted without the unanimous consent of all present at said meeting.
Section 7: Special meetings may be called by a member other than executive, provided proper notice, as previously stated, is sent out. A quorum at such a meeting would be three quarters of the voting membership and a majority of the executive.
Section 8: Except as stated otherwise in these by-laws, meetings shall be conducted under the rules of parliamentary procedure.
Section 9: Life membership: Life membership in the Club will not be for sale, but shall be a special award given to members who have given outstanding service to the Club.
Article 3: OFFICERS AND DIRECTORS
Section 1: The voting executive of the OSESA will consist of the following officers:
Directors (minimum of 3 and maximum of 6)
1) Any member of the executive that misses three meetings may be asked by the President to forfeit their position on said executive. The President may then appoint someone else with the approval of the voting majority of the executive.
2) The term of the first officers of the Club shall be two (2) years. Elections will take place annually thereafter with a term of office of one (1) year for all subsequent officers of the OSESA.
3) Elections shall be held at the Annual General Meeting held prior to Dec 31st.
Section 2: Duties of the Officers:
President: The President shall be the chief executive officer of the Club and shall have general supervision of the affairs of the Club, subject to the direction of the executive, and shall preside at all meetings of the members and executive. The President shall submit to the members annually at their meeting, a report of the status of the Club and of its activities during the preceding year. The President shall have such other and further duties and authority as may be prescribed elsewhere in these by-laws or from time to time by the executive.
Vice-President: The Vice-President shall, in the absence, disability, or inability of the President to act, perform the duties and exercise the powers of the President, and shall perform such duties as the President shall from time to time prescribe.
Secretary: The Secretary shall attend all meetings of the members and the executive, and shall record or cause to be recorded, all votes taken and the minutes of all proceedings in a minute book of the Club, to be kept for that purpose. The Secretary shall perform like duties for the committees when requested by such committees to do so. The Secretary shall have the principal responsibility to give or cause to be given notice of all meetings of the executive and the members, but this shall not lessen the authority of others to join to give such notice as provided by these by-laws.
Treasurer: The Treasurer shall have the responsibility for the safekeeping of the funds and securities of the Club, and shall keep or cause to be kept, a full and accurate account of all receipts and disbursements in books belonging to the Club. The Treasurer shall keep, or cause to be kept, all other books of account and shall deposit or cause to be deposited, all monies and other valuable effects in the name and to the credit of the Club in such depositories as may be designated by the executive. The Treasurer shall co-ordinate the collection of the dues of members and shall disburse, or cause to be disbursed, the funds of the Club and may be ordered to authorize generally by an executive, whenever requested, an account of all transactions as Treasurer and of those under the Treasurer’s jurisdiction. In addition, the Treasurer shall make an annual report to the membership.
Past President: The Past President shall serve as historian of the Club and shall have and perform such other duties, authorities and responsibilities as may be prescribed from time to time by the executive or President. This position shall be an honorary one year non-voting term.
Directors: Shall manage the business of the OSESA in accordance with this Constitution and the best interests of the Miniature Horse and Shetland Pony breeds and OSESA membership.
Section 3: All officers and directors shall be residents of the Province of Ontario and members in good standing of the OSESA during the term of holding office and at the time of their nomination and election.
Section 4: Attendance of a majority of the executive will constitute a quorum for the purpose of business.
ARTICLE 4: EXECUTIVE MEETINGS
Section 1: The President shall call a meeting of the executive whenever pending business warrants it or upon the request of two (2) members of the executive. Meeting dates must never exceed three (3) months separation.
Section 2: The Secretary shall give ten (10) days notice of every meeting to all Executive, but such notice may be waived by any member.
ARTICLE 5: AMENDMENTS
Section 1: Amendments to the Constitution
This constitution may be amended:
Sub-section 1: At annual meetings by a vote of three quarters majority vote, provided that notice of the proposed amendment has been given in writing to the Secretary of the executive committee, who in turn, must include said amendment in the meeting notice.
Sub-section 2: At special meetings by a majority vote of a quorum. For this purpose a quorum shall be considered to be three quarters of the full members of the Club in good standing.
Sub-section 3: Signatures: Any proposed amendment shall require the signature of one member in good standing and shall be seconded at the time of the special or annual meeting.
Sub-section 4: Amendments to the By-laws: The by-laws may be amended by a majority vote at an annual or special meeting of the Club.
ARTICLE 6: COMMITTEES AND CHAIRPERSONS
Section 1: Committee Chairmen shall be appointed by the Club President with the approval of the Executive. A committee must consist of three people.
Section 2: Standing Committees:
5) Horse shows
6) Banquet and End of Year Awards meeting
9) NewsletterSection 3: Duties and Functions:
1) Reports: The Chairman of each committee shall submit a report to the executive committee at least one month prior to the annual meeting.
2) Sub-committee: Chairmen of committees may appoint such sub-committees as are deemed necessary to implement the work of the committee.
3) Committee Assignments: The club executive shall determine the assignment, definition, scope, preparation and deadlines for all committees.
4) Budgets: The chairman of each committee shall scrutinize and recommend various budgets and expenditures that may be submitted to the executive for approval in the name of his or her committee. Budgets will be submitted in writing for the executive by each committee at the December executive meeting.
ARTICLE 7: DISCIPLINE:
Section 1: Disciplinary action to any member shall be taken by the executive as laid out in Section 3 Part 9 Page 49 of the American Shetland Pony Club (ASPC)/American Miniature Horse Registry (AMHR) rule book, with regard to all the rules of due process. The Executive will assume the position outlined being assumed by the ASPC/AMHR Hearing committee.
Section 2: This action will be evoked by the breaking of OSESA or ASPC/AMHR rules or actions causing a bad reflection on this Club or the Miniature Horse or Shetland Pony breed.
Section 3: Anyone suspended by AMHR/ASPC is automatically suspended by OSESA.
Section 4: A suspension list shall be created and published to handle disciplinary action of OSESA members.
ARTICLE 8: INDEMNIFICATION
Section 1: Each officer, director and committee member of the OSESA shall be indemnified by the OSESA against all costs, expenses and liabilities reasonably to which he/she may be made a party by reason of his/her being or having been a director, officer or committee member of the Club, except in relation to matters which shall have been occasioned by the wilful misconduct or dishonesty of such officer, director or committee member. The foregoing right of indemnification shall cover amounts paid in settlements of any such action, suit or proceeding when such settlements appear to be in the interest of right to which such officer, director or committee member may be entitled as a matter of law.
ARTICLE 9: DISSOLUTION
Section 1: Upon dissolution of the corporation, the Board of Directors, shall, after paying or making provisions for the payment of all the liabilities of the corporation, dispose of the assets of the corporation exclusively for the purposes of the corporation such manner, or to such organization or organizations organized and operated exclusively for agricultural purposes as shall at the time qualify as exempt organization or organizations under the Revenue Canada Act, as the Board of Directors shall determine. The American Shetland Pony Club/American Miniature Horse Registry of Morton, IL is to be given first consideration.