Rules

Purpose 

The purpose of HPTR is to promote the development of horsemanship in riders of all ages and ability levels.  To encourage participation in friendly competition, celebrate the importance of family and friends coming together, to demonstrate true sportsmanship, and grow as a community.  We focus on youth participation, variety of events offered, and competitive camaraderie through horse shows, gymkhanas, barrel races, clinics, and anything equine related. 

Sportsmanship 

Competing with our family and friends is a privilege and a joy.  To keep it enjoyable for everyone, HPTR will always encourage good sportsmanship from all riders.  If a rider wins, it is of course fine.  If the rider loses, as long as they tried hard, did their best, and are having fun then it is fine as well.  Whether you have won or lost it is a great feeling to have your fellow competitors support you.  We want every one of our riders to be able to take pride in their accomplishments and those of their fellow competitors and horses.  Our events are for those who want to win fairly and not by trickery, subterfuge, or violation of the rules.  

Current Board 

Amanda Meier, President                      

Jaime Babcock, Vice President      

Emily Fickbohm, Treasurer                          

Melissa Nucci, Secretary            

Wendy Dunn, Board Member 

                       Rich Dunn, Board Member 

Bylaws 

To amend or change a bylaw or a rule a written submission on the appropriate form must be given to the Board for discussion at the next meeting.  The submitter of the proposed change/amendment must sign the form and is welcome to come to the meeting and enter the discussion about their submission.  Must be added to the agenda prior to the meeting beginning and will be included at the end of new business. Bylaws can be found on our website at www.HighPlainsTrailRiders.com. 

Waivers 

Contestant or the Parent/Guardian MUST sign a waiver for EACH rider.  Riders are not allowed to compete in any way or ride at any event without the waiver being complete and signed.  Entry forms must be signed before a contestant can compete in any of our events. 

Memberships 

1. Individual membership shall consist only of that individual member listed on the membership form.  Individual members may ride multiple horses under the same individual membership as the membership follows the rider and is not exclusive to the rider/horse team. Individual memberships are $25.00 per year; the year concludes December 31st regardless of when membership is paid, memberships will not be pro-rated for the year. If an individual member is under the age of 18, all paperwork must be signed by a parent or legal guardian.  

2. Family memberships ($50.00 per year)shall consist of a primary member (usually a Parent/Guardian or spouse of the further listed members) and their dependents and/or spouse.  Dependents and spouses listed must maintain the same physical address as the primary member, who will provide their contact information on the membership form.  All members 18 as of January 1st of the current show year will retain voting rights for any elections held. 

3. Points will only count towards year end totals if the membership is paid in full at the beginning of the show day.  The exception to this, is the first HPTR show of the year, at which memberships can be paid up through the end of the day of the show. 

Age and ability divisions 

1. For determining the contestant’s age for the entirety of the current show year, it should be the contestant’s age as of January 1st. 

2. Our age divisions are as follows: 

a. 8 and under, Peewee 

b. 9-12 years old, Juniors 

c. 13-18 years old, Seniors 

d. 19 years and over, Adults 

3.Lead line is its own class division and riders entered in this class will only compete against other riders signed up in the lead line division.  They will be placed 1st-6th based upon their times, but they will not receive any points toward overall point totals. Riders that do not place in the top 6 will be given a participation ribbon.  Lead-line riders may progress to their appropriate age divisions at any time throughout the year and begin accumulating points within their appropriate age division.  Points from lead line will not carry over into the age division.   

4.Lead-liners may only be led from the ground.  This means NO “PONYING” and NO riding double.  Gymkhana patterns will be shortened for the comfort of the individual leading the horse. There is no age limitation on the lead-line division as it is based on the ability of the rider.  Any rider that has assistance during which the person assisting, crosses the timer line will be considered lead-line. 

Entries 

1)   Fundraiser Shows 

· The price per class for show and gymkhana classes may vary depending upon the nature of the fundraiser.  Max out fees for fundraisers will apply but are dependent upon the individual event.  There is an office fee for each rider/horse team that enters the day of a show/gymkhana.  Pre-entries submitted and accepted at least two days before the event will have the office fee reduced.  Entry forms will be available online and may be emailed to HPTR at Info@HighPlainsTrailRiders.com or printed off and mailed to HPTR at: 

High Plains Trail Riders 

P.O. Box 595

Byers, CO 80103

2)   Effective January 1, of current show year 

· The price per class for show and gymkhana classes are $7.00 per class for members and $11.00 per class for nonmembers. Pre-entries submitted and accepted at least two days before the event will have the office fee waived.  Entry forms will be available online and may be emailed to HPTR at Info@HighPlainsTrailRiders.com or printed off and mailed to HPTR at: 

High Plains Trail Riders 

P.O. Box 595

Byers, CO 80103

3)   Please allow for adequate time for regular mail to be delivered and received if entries are mailed. 

4)   All entry fees must be paid prior to the beginning of the classes entered; no points will be given in any classes where fees are not paid.  Board decisions on entry fees are final.  Contestants must be entered into the class at least 15 minutes before the beginning of the class.  

5)   Rider/horse team may only enter EACH class once per day and may not compete against themselves. A rider may enter as a separate rider/horse team with a different horse and compete in same class as restrictions of how class is judged and performed allow. 

6)   The office will be closed 9:45 am-10:00 am to deal with the necessary business of beginning the show.  Please be thoughtful of the office staff, ALL OF WHOM ARE VOLUNTEERS, that are trying their best to move the show smoothly along. 

Refunds and Returned Checks 

1. No refunds will be made after the normal conclusion of the gymkhana.  Should the gymkhana be cancelled or have a conclusion that is not normal due to weather or unforeseen circumstances, the contestants may request refunds for all classes not run or shows that were cancelled if they have already paid all entry fees.  Office fees are nonrefundable.  Contestants that paid the max out fee will be refunded the prorated per class fee based on the appropriate max out fee. If a rider pre-entered and is unable to attend the show then the fees will be rolled over to the next attended show. 

2. Any member that has a non-sufficient funds check (NSF), will not be able to participate until those charges are paid in full, including any bank charges (NSF Fees and any other associated fees).  They must then pay cash only for the remaining shows/events for that fiscal year. 

Rider/Horse Teams 

Points at HPTR events are accumulated on individual rider/horse teams.  Riders are not confined to riding only one horse, but the points will not apply to the previous rider/horse team, it would be considered a separate entry.  Should there be circumstances where the horse in the rider/horse team becomes unable to compete further, then another horse may be designated as the new horse in that rider/horse team.  Acceptable circumstances for substitution of the original horse are: injury, illness, safety concerns for horse or rider, or death.  Unacceptable circumstances for substitution of the original horse are breeding or sale.  A vet note is required in all instances of substitution of original horse for any of the above listed acceptable circumstances.  Board reserves the right to approve “same-day” substitutions for horses that become suddenly lame, ill, present a safety concern for horses or riders, or death.  Once a horse is “permanently” substituted for the original horse, the whole process starts over again. 

*We understand the difficulty of young riders (Peewees) Starting and adjusting to new horses. This will be the only age group the board will allow changes due to animal health or child’s needs to change horses around. Board will have overall and final approval of peewee changing horses.

General Tack/Equipment or Attire 

All tack/equipment and attire must be in relatively clean and good working order.  Contestants are encouraged to wear appropriate equine helmets, but they are not a requirement for every discipline.  No contestant will be penalized for wearing protective headgear in ANY class or discipline. Individual disciplines will have requirements and restrictions on tack/equipment and attire.  Please refer to the individual sections on disciplines for further discipline or event specific information regarding restrictions on tack/equipment and attire.If you have a question about allowed tack or if something is allowed, it is the responsibility of the contestant to ask prior to the beginning of the class. 

Safety and Animal Treatment 

1. There is to be no use of hotshots, buzzers, or further pain inducing “gimmicks” in any of the classes or events of HPTR, or on the grounds of any event hosted by HPTR.  Spurs, crops, and other equipment may be specified for use in descriptions of allowed tack/equipment of individual disciplines and events.  Any treatment that is deemed inhumane is prohibited.  Inhumane shall be measured as that which a reasonable person, informed and experienced in general accepted equine training and exhibition procedures, would determine to be cruel and abusive. 

2. The Board maintains the right and responsibility of excusing a horse showing lameness or illness.  The decisions of the Board in these instances are final.  Contestants with horses that have an obvious and chronic impediment to mobility are encouraged to have a vet’s note stating that the horse is not in pain and is capable of being humanely ridden or used for an expressed purpose.  Judges decisions on whether an animal is in condition to show are final. 

3. For the safety of all animals please use biosecurity measures while away from home or barn.  Do not share water buckets, use fly spray as appropriate, and keep ill horses at home.  Horses must be kept at a walk when outside arena or warm up areas.  Keep horses out of and a minimum of 10 feet away from all designated non-horse areas such as, but not limited to, bleachers, announcer’s stand, concessions area, judge’s chairs, vendor’s booths, office areas, playgrounds, parking lots, and any other areas designated upon for individual events. Horses with a history of, or a tendency toward kicking ANYTHING, should have a very visible red ribbon tied in their tail for the purpose of warning others of the potential increased danger of being around that horse.  Owners of horses that may kick should maintain safe parking distances from other trailers and areas where there may be increased traffic of any kind.  Unmanageable, unruly, or otherwise deemed dangerous horses may be disqualified by a decision of the Board.  Any concerns regarding dangerous horses should be brought to a Board member.  Stallions are not to be ridden by anyone under the age of 18 and there is a zero tolerance for behavior that may be deemed unsafe.  Should someone want to ride a stallion at a HPTR event, that person must take added precautions as necessary to ensure the safety and protection of all other riders and horses.  EVERY owner always assumes liability and responsibility for the actions of their horse(s) in all manner of situations. No horses or spectators shall stand within 10 feet of the entrance or exit gates.  Do not sit or stand on the fence and do not allow children to sit or stand on the fence. No one should reach through the fence into the arena at any time while horses are in the arena. 

4. There is to be no strapping of contestants to the saddle or the horse in any way unless medically necessary.  If a contestant is an individual with a disability, as defined as the Americans with Disabilities Act, an equipment modification that is reasonable and necessary to afford access to HPTR events may be allowed.  The Board will have final decision on if an equipment modification is allowed.  The Board shall consider if the equipment modification is: 

Reasonable – whether it is safe for the horse, safe for the rider, and safe for fellow contestants 

Necessary – contestant needs this modification to have access to HPTR events 

Alters event – modification must not alter the event or classes which contestant is participating in a fundamental way that would be an unacceptable advantage against other competitors or impedes another competitor’s ability to compete 

5. Dogs are always to be on a secured leash of no more than 6 feet.  No barking or aggressive behavior is allowed or tolerated.  All dog owners are always solely responsible for their dogs and assume all liability related to their dogs. 

6. Tents, shade, canopies, and all other manner of “pop-ups” shall be securely anchored to the ground at the liability of the person(s) setting up such structures. 

Tack Changes 

1. Changing of tack between classes for horses being used by multiple riders will be considered on a case by case bases and is at the discretion of the judge.  

2. It is recommended that if a tack change is needed between back to back classes that you bring all necessary items to an appropriate area near the gate to allow for the show to continue with minimal delay.    

Points, Awards, Tie Breakers 

Class Points 

1. Points are awarded per class placing 1st-6th. Points are not to exceed six (6) for first place.   Placings of 1st-6th will receive flat ribbons that correspond to their placing in that class. Disqualifications will receive a zero (0) for points but the DQ will not take away from the potential points for that class based on total number of contestants participating.  A “participation credit” of a zero (0) is given to every contestant that did not place in the top 6 of the class. Points will start out at 6 and continue down to 1starting with 6 for first place. No matter amount of contestants in class.

2. Daily High Points - To qualify for individual discipline daily high points Gymkhana High Point, you must have participated in the majority or half (whichever is greater) of the classes offered to the discipline.

4. Year End High Points - To qualify for YEAR-END individual high points in Gymkhana, the rider/horse team must have qualified for daily high points in Gymkhana in the majority or half (whichever is greater) of the shows for the year.  Rider must be a member of HPTR in good standing as set forth by the bylaws, all fees must be paid and up to date, and volunteer hours must be completed prior to the last scheduled show.  Only the points that qualified for the daily High Points can count toward the year-end High Points.  

6. Volunteer Hours – Volunteer hours are required for end of the year qualifications and are based on the membership type.  Individual memberships must complete 8 hours of volunteer time to qualify for end of the year awards.  Family memberships must complete a total of 16 hours for those listed on the membership to qualify for end of the year awards. Hours must be completed prior to the last scheduled show.  You must sign in with the show office when volunteering for your hours to be counted. 

7. Tie Breakers - In all instances of a tie for awards, both daily and year-end, the rider/horse team with the most first placings will win the tie breaker.  If the tie remains then it will go to second places, followed by thirds, continuing through the rest of the places until the tie is broken. Only placings that qualified points for high points will be considered.  For example, if the riders are tied for Western High Point, only the placings in Western count for finding the average. If this does not solve the tie, then it goes to whomever has the highest average across the placings with non-placing or disqualification in a class being assigned a number value based on the class weight. 

Typical show 

· Office will open at 9am 

· Office will close 9:45-10:00 am  

· 10:00 am Gymkhana Satrts

· Gymkhana Awards after Gymkhana  

**ALL RIDERS OF EACH DISCIPLINE MUST BE ENTERED INTO THEIR CHOSEN CLASSES IN THAT DISCIPLINE 15 MINS BEFORE THE BEGINNING OF THAT SPECIFIC DISCIPLINE. 

Grievances 

All grievances must be submitted in writing with a $25.00 fee to the Chair of whichever discipline the grievance occurred during.  Grievances must be submitted within 15 minutes of the occurrence.  At least three members of the Board will be called to the office to deliberate and decide on the grievance.  Should the Board rule in favor of the grievance, the $25 fee will be returned.  Should the Board rule against the grievance, the $25 fee will be forfeited. 

Show Office 

1. Only authorized personnel will be allowed inside the show office 

2. Office workers are volunteers and ask that if you did not hear your placing when it was announced to wait until all results are posted at the conclusion of each discipline to collect your ribbon or find out your time in timed events.   

HPTR Board 

The HPTR Board reserves the right to disqualify or remove a contestant or member in any or ALL of their classes for disrespect of the rules, disregard for safety, unsportsmanlike conduct, inhumane treatment of an animal, malicious mischief, vandalism, intoxication, being under the influence of drugs, abusive behavior towards a person or animal, or any other act that would negatively impact the HPTR, the HPTR Board, or HPTR members.  Disqualifications or removals by the Board in these circumstances will result in forfeit of all related entry fees, points, and awards. The HPTR Board have the right and responsibility, for the reputation of HPTR, to suspend the rights of the contestant or member to participate in the remainder of the event during which the violation occurred and can decide to further suspend the contestant or member from future shows for such a period as judged appropriate.  It is the discretion of HPTR to report instances of abuse, either toward a person or an animal, to the proper authorities. 

Board decisions are final.  

Riders will have 1 minute to enter arena for ALL Classes.  

Once the gate is closed you will not be allowed to enter and will be considered a scratch, 

No refund will be given for scratches.  

General Gymkhana Rules 

Gymkhana Horse Equipment 

1. Horses must be shown in a saddle, pad, girth/cinch and bridle.   

2. Halters only allowed if in the lead line class.   

3. Bareback riding not allowed. 

Gymkhana Rider Attire 

1. Participants must wear shirts (long sleeve or t-shirt), long pants and boots with heels.   

2. Shirts cannot show mid drift, tank tops and low-cut shirts are prohibited  

Gymkhana Disqualifications 

1. Each rider has 1 minute from the time their name is called to enter the arena.  Failure to do so will result in disqualification. 

2. Unsportsmanlike conduct can also result in disqualification. 

3. Re-rides will be offered in the event of a timer malfunction or if deemed necessary by the Board 

4. Each horse must enter/exit the arena in a safe controlled manner. No run in run out!

5. Any breaking of the timer line that is not an intentional beginning or conclusion of the pattern will result in a disqualification.  This includes preparing/circling the horse to begin the pattern and after completion of the pattern while stopping the horse. 

6. HPTR Board has the discretion to dismiss a horse from any class at any time due to being uncontrollable, dangerous, or a safety concern to themselves or others.  This dismissal may be for the class or the day on a case-by-case basis.  

7. No horse/rider team may run in the same class twice in the same show. 

Gymkhana Classes 

Cloverleaf Barrels, Poles, Keyhole, Flags, Fun Event (named day of event and posted at office in AM) 

Lead-Line Participants may only be led from the ground.  This means no “Ponying.” 

Cloverleaf barrels 

1. There will be 30ft from the start line (timers) to the 1st and 2nd barrels, 75ft between the 1st and 2nd barrels and 90ft between barrels 2 and 3 and 1 and 3.  Barrels will be set a minimum of 20ft from the arena panels. 

2. Riders can either start with a right 1st barrel and 2 left barrels or a left 1st barrel and 2 right barrels. 

3. There will be a 5 second penalty for each barrel knocked over.  

4. Riders are allowed to try to pick up the barrel before it falls while still in motion. 

5. Disqualifications:  

o Crossing the timers before completing the pattern, or breaking the timer barrier 

o A broken pattern. 

Flag race 

1. The course will be setup in the same manner of the cloverleaf barrels minus 3rd 2. Two buckets of equal size will be placed on top of barrels 1 and 3 and will be filled beans, oats, sand, or arena dirt.  

2. The participant will start on either the left or right side of the arena and will pick up the flag at barrel 1, ride behind the pole at 2 and place the flag in barrel 3 and cross the finish line/timers.   

3. Disqualifications: 

o If a barrel or bucket is knocked over. 

o Dropping the flag. 

o Hitting the horse with the flag. 

o Circling a barrel or pole. 

o Crossing the finish line/timers before completing the pattern. 

o A flag that does not stay in the bucket until the rider passes the finish line. 

Poles 

1. The distance from the timers to first pole and in between poles will be 21 feet.  There is a total of 6 poles. 

2. Riders cross the timers and ride up one side (left or right) of the poles and pass all 6, then turn around the 6th pole and weave in and out of the poles. Once the 1st pole is reached they will turn it and weave in and out of the poles until they reach the 6th pole again and will turn around the 6th pole again to end up on the opposite side they entered on, they will then move back to cross the timers. 

3. A 5 second penalty will be given for each pole that is knocked down. 

4. Disqualifications:  

o A broken pattern  

o Crossing the finish line/timers before completing the pattern. 

Keyhole 

1. Two poles placed 80 feet from the start/finish line to form the entry point of the keyhole. The key hole will consist of (4) poles, placed 4 feet apart in width and 10 feet apart in length.  

2. Participants must ride through the poles. The horse’s hindquarters must pass the two end poles and the participant then turns or reverses the direction of their horse without breaking the pattern, and races back through all four poles to cross the finish line. 

3. Disqualifications: 

o Knocking down any poles 

o Failing to have the horse’s hind quarters pass the 2 end poles 

o Crossing the timer/finish line before completing the pattern. 

Fun Event

Will be posted at the beginning of the day of Gymkhana. 

Disqualifications:

· Breaking Pattern

· Knocking over ANY part of pattern/equipment down

Jackpot 4D Barrel Races 

Penalties or Disqualification: 

1. Under no circumstances will HPTR allow or tolerate using abusive or intemperate language or attempting to threaten, bribe, influence or harass any contestant, arena help or office personnel. 

2. HPTR also will not tolerate any sort of animal abuse or excessive whipping on any horse.  

3. Sportsmanship and good horsemanship highly encouraged. 

4. Alcohol and/or drug use, or being under the influence of either is prohibited. 

5. If a contestant knocks down a barrel or breaks the pattern they will receive a NO Time. 

6. Crossing the timer line in any way that is not intended to start or stop the time, including while preparing or circling prior to beginning the pattern AND after completion of the pattern, will result in a disqualification. 

Competition Rules: 

1. HPTR will host timed barrel races using three identical barrels. They may be metal or plastic. 

2.  Depending on location we will set a standard pattern of 90 feet between first and second barrel and 105 feet from the first and second to third barrel. 

· The first two barrels must be a minimum of 15 feet off the side fence. 

· A minimum of 30 feet between the third barrel and the back fence. 

· A minimum of 30 feet between the time line and the first barrel.  

3. The start/finish line and the barrel positions should be permanently marked and must remain the same throughout the entire event. 

4. The starting gate or gates must remain the same throughout the entire event. A contestant may request that the gate be closed after they enter the arena. 

5. Any barrel moved during a run will be reset before another runner. 

6. Any time a contestant crosses the starting line, time will begin or stop. 

7. In the event of a failed timer the contestant will have the choice of a re-run or refund for the run that the timer failed. 

8. A contestant will be disqualified for running out of turn. It is the contestant's responsibility to know his/her draw position. 

9. Contestant will be given three name calls before they are turned out. In this case no refund is allowed. 

10. Entries will close before the first contestant runs. 

11. A contestant may grab the barrel if hit, provided the barrel has not completely hit the ground. 

12. No horse/rider team may run in the same class twice.  A horse may be run by a different rider in the same class.  

13. HPTR Members that Volunteer at the Event will receive Volunteer Hours toward Year-End Awards Qualification.  

Ground  

1. We will do our utmost best to produce great ground. Safety of horses and riders our first priority. 

2. We will rake every five runners. Preferably with a tractor and ground groomer. Hand raking is accepted. 

Payouts: 

1. A minimum of 75% of entry fees will be paid back. With 25% going back to HPTR. 100% of added money will go back to the pot. 

2. We will run a 4D Jackpot with half second splits. 

3. All money will be paid out after race has completed. 

4. Money will not be paid to anyone who knocks down a barrel. 

5. If no riders qualify in a division as monies to be paid, the money which is unaccounted for shall be rolled to the next race or back to HPTR. 

6. 4-D Payout Format 

Number of Entries 

Places ........ 1-12 ......... 13-20 ......... 21-40 .......... 41-80 ...... 81-120 

1st ............... 100% ........... 60% ........... 50% ............ 40% ......... 30% 

2nd ..................................... 40% ........... 30% ............ 30% ......... 25% 

3rd ............................................................ 20% ............ 20% ......... 20% 

4th ................................................................................... 10% ......... 15% 

5th ...................................................................................................... 10% 

Definitions:  From here forward the following terms will have the defined meaning 

· HPTR – High Plains Trail Riders 

· Member in good standing – A member who has paid yearly membership, all entry fees and are not pending any disciplinary action  

· Voting Privileges – Member in good standing for a minimum of (90) days 

· Executive Board –President, Vice President, Secretary Treasurer. 

· Board of Directors – Members elected by the general membership to represent them on the board.  

· Board – Refers to the Executive Board and the Board of Directors together 

Bylaws of the High Plains Trail Riders 

Article I:  Name and Purpose 

Section I:This nonprofit organization, incorporated in the State of Colorado, shall be the High Plains Trail Riders (HPTR).  

Section II:The purpose of HPTR is to promote the development of horsemanship and enjoyment of horses in all riders of all ages and ability levels.  To encourage participation in friendly competition and celebrate the importance of family and friends coming together to demonstrate true sportsmanship in equine events. To facilitate the pleasure of being with other equine enthusiasts and growing as a community with a focus on youth participation, increased variety of offered events, and competitive camaraderie. 

Article II:  Membership 

Section I:Members of HPTR shall be admitted, retained, suspended and expelled in accordance with such rules and regulations as the Board may, from time to time adopt. 

Section II:There shall be two (2) classes of membership, Individual and Family, open to all persons who subscribe to the aims of the HPTR, abide by HPTR rules, regulations, moral code, and assist in the furthering of its purpose.  Each individual member shall have one vote, each Family membership shall have one vote for each member, eighteen (18) and over.  Individuals listed on a family membership must be dependents of the primary member(s) and maintain the same physical address as the primary member(s).  

Section III:A member in good standing is defined as any person who has paid their membership (individual or family), have paid all appropriate entry fees in full, retain voting rights and are not pending any disciplinary actions.  Member(s) must be in good standing in order to retain voting privileges.    

Section IV:The Board shall set the yearly membership costs no later than January of each year. 

Section V:An annual meeting of the members shall be held at such time and place as may be fixed by the Board. At such annual meeting, Members shall install Directors for the ensuing year. Notice of the Annual Meeting, including date, time, place, and agenda shall be published in the HPTR publications and on the HPTR website as least 20 days prior to the meeting. 

Section VI:Morals Clause –Members shall not commit any act or do anything which might reasonably be considered: to be criminal, immoral, deceptive, scandalous or obscene; or to injure, tarnish, damage or otherwise negatively affect the reputation and goodwill associated with the HPTR, its Officers, Board, Members and/or Guests.  Mistreatment of animals will not be tolerated and may be grounds for revocation of membership. 

Section VII:All members must complete the volunteer hours required of their membership type. Individual memberships must complete 16 volunteer hours.  Family memberships must complete a total of 30 hours. You must sign in with the office when you work.  You may choose to apply your volunteer hours to another membership which must be designated on the day worked. In addition, all members must attend at least two (2) meetings prior to October 1st of each year to qualify for year-end awards. Additional hours may be completed in lieu of meetings. 

Section VIII: Points will only count towards end of the year totals if the membership is paid in full at the beginning of the show.  The exception to this is the first HPTR show of the year, at which memberships can be paid up through the end of the day of the show. 

Article III:  Executive Board 

Section I:The executive board of HPTR shall consist of a President, Vice President, Secretary, and Treasurer. Each member of the executive board shall hold their position until their successor is duly elected and qualified. Each term is a two-year term. The Executive Board is responsible for filing all required tax papers as needed. All Executive Board officers shall enforce the bylaws, rules and regulations set forth by HPTR. All members of the Executive Board and the Board of Directors shall serve without compensation. The Executive Board may, following due consideration, replace any member of the Board that is not fulfilling the duties of their position or has missed more than 3 board meetings. 

The term limit for each individual position on the Executive Board is two (2) consecutive terms.  For the start-up terms beginning October 2018 President and Treasurer terms will be three (3) years.   

Section II:PRESIDENT - The President shall preside over all meetings, whether general membership, board, special, or emergency in nature.  The President is the executive officer of HPTR and shall have general supervision over the business and work of the club.  The President shall vote only in the event of a tie. The President will vote by secret ballot in the election of officers, only if the number of possible votes is an even number without their vote. The President shall have the power to appoint committees as may be deemed necessary and shall perform all usual duties of this office. 

Section III:VICE PRESIDENT – The Vice President shall assist the President in the action of their duties and shall act for the President in their absence or inability to perform their duties.  The Vice President shall assume the role of President should the President be unable to complete their term for any reason. 

Section IV:SECRETARY – The Secretary is responsible for keeping a record of the minutes of all meetings and shall report all minutes of previous meetings at the following meeting.  The Secretary will compose minutes of each meeting and send them to all members electronically within one week of each meeting.  The Secretary will take attendance of each meeting, to be recorded in the minutes and confirm the presence of a quorum. The Secretary is responsible for ensuring that all notices are given in compliance with bylaws or as required by law.  The Secretary shall keep a record of minutes from meetings of HPTR for a period of the proceeding 5 years. The Secretary shall keep a record of all points throughout the year and shall make updated points available to all members within one week of all shows.  All standings postings shall be the responsibility of the Secretary and shall be done within one week of the related event conclusion.  

Section V:TREASURER – The Treasurer shall be responsible for all incoming and outgoing funds related to club activities and events.  The Treasurer shall give a Treasurer’s Report at each board meeting, to include an itemized list of all income and expenses.  This report shall be added to the minutes of the meeting for the record.  The Treasurer will handle all monies associated with HPTR and shall ensure that all monies are deposited in a bank designated by the Executive Board. The Treasurer may approve expenditures up to $200, any expenditures over $200 must be approved by a quorum of the Board.  All checks shall be signed by the Treasurer and countersigned by another Executive Board member.  The Treasurer shall deliver all funds and records to their successor at the end of their term. A comprehensive review of funds shall be performed every year after all events for the year are completed. 

Section VI:VACANCIES – Any vacancies, except the President, shall be filled by appointment by the Board.  Appointment shall take place at the next general membership meeting.  If the Vice President is unable to step in for a vacancy in the Presidency, then the Treasurer will assume the duties of the President until a special election can be arranged.  If the Treasurer is unable to fill the position, then it will be assumed by the Secretary until the special election can be arranged. 

Section VII:The Executive Board are required to work at each HPTR event unless excused by the President.  For their work each Director will earn 16 volunteer hours, they may use the volunteer hours for themselves or any immediate family member listed on the membership for year-end awards qualifications. Each Director/Officer must attend at least one half of all HPTR events.   

Article IV:  Board of Directors 

Section I:The Board of Directors shall manage the normal business affairs of HPTR.  

Section II: There shall be no less than three (3) Board of Directors and no more than ten (10).  The available number of directors elected will be at the descension of the current years Board and determined before nominations for the preceding year.    

Section III:Three Board Members will have a designated title of English Chair, Western Chair or Gymkhana Chair and ideally will not be a current member of the Executive Board.  Each Chair will be responsible for the planning of those disciplines to include but not limited to classes/events offered, set up and daily planning.   

Section IV:The Board of Directors shall be elected for two-year terms.  For the 2018-2019 start-up year the English Chair, Western Chair and Gymkhana Chair will serve a two (2) year term and any other member(s) designated to the Board of Directors will serve a one (1) year term.  Thereafter all Board of Directors elections will be for two-year terms. 

Section V:Board of Directors are required to work at each HPTR event unless you have been excused by the President.  For their work each Director will earn 16 volunteer hours, they may use the volunteer hours for themselves or any immediate family member listed on the membership for year end awards qualifications. Each Director/Officer must attend at least one half of all HPTR events.   

Section VI:Junior Representative may be appointed/elected by the Board.  Junior Representatives must be member(s), 13-18 years old and will have no voting privileges.  

Article V: Elections 

Section I:Nominations for the positions of President, Vice President, Secretary, Treasurer, English Chair, Western Chair, and Gymkhana Chair shall take place at the October meeting.  Elections are to be concluded at the meeting prior to the Annual Members Meeting.  The new board will be installed at the Annual Members Meeting.    

Section II:Any member in good standing (as described in Article II) may be nominated or volunteer for any of the available positions.  All nominations and persons who volunteer for positions may be reviewed by Board and declined for positions should they be deemed unqualified, undesirable, or unfit for the office being considered. 

Section III:Any positions where the nominations or volunteers are running unopposed shall be filled with the nominated member or volunteering member without a need to vote.  Should a vote be necessary, the Board will send out ballots to all listed members who have their dues and fees up to date.  These ballots will be sent with a return envelope, affixed with appropriate postage, to the address listed on the membership form.  Ballots will be sent out within one week following the nominations at the October meeting.  All ballots must be returned to HPTR on a date to be determined by the board but no less then two weeks prior to the Annual Members Meeting. 

Article VI:  Meetings 

Section I:A regular meeting of the Board shall be held monthly.  The meeting time and place may be changed at the direction of the President and/or the Board.  Notice of such changes shall be electronically mailed to the membership no later than ten (10) days before the meeting is scheduled.   There will be one Annual Members Meeting to be held at the conclusion of all yearly events for the purpose of installing a new Board and year-end awards. 

Section II:Special meeting of the General Membership may be called by the President or by a majority vote of the Board or by no less than one-fourth (1/4) of the General Membership having voting rights.  Notifications of the special meeting(s) will be emailed and will be sent to the membership no later than (10) days before the meeting.  The purpose(s), time(s), and place(s) of the special meeting(s) shall be enclosed in the notice. 

Section II:In the event of a “bonafide” emergency, notifications of the time, place and date of any General Membership meeting, regular or special, or any Board meeting, regular or special, may be made by the most expedient mode of communication available and may take place when a quorum is available.  Minutes of the emergency meeting will be electronically sent to the membership within 48 hours.   

Section III:  The rules contained in the current edition of Roberts Rules of Order, Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules or order the HPTR may adopt.  

Only items on the Agenda will be discussed at meetings.  Members may request additional items be added to the agenda and must be submitted to the President prior to the start of the meeting.  Additional agenda items may be tabled to a later meeting if they require further discussion.  

Article VII: Quorum 

Section I:A quorum at all meetings shall consist of the President (Vice President in the absence of the President), and 3 other Board members.  At least one of the other Board members must be a member of the Executive Board (Vice President, Secretary, or Treasurer).  

Article VIII:  Committees 

Section I:The Board, from time to time, may create and empower committees, general or special.  A committee shall have only those powers specifically granted to it by the Board.  At the time a committee is established by the Board, the Board shall define its responsibilities in writing.  In designating powers and responsibilities to committees, the Board shall not entrust any committee with any of the powers and duties specific to the Board. 

Section II:All Committees are open to the general membership and must be chaired by at least one Board Member. 

Article IX:  Contracts and Banking 

Section I:Checks written to cover expenditures of HPTR shall require the signature of the Treasurer and be countersigned by one other member of the Executive Board.  Should the Treasurer be unable to sign the check, they may designate one other member of the Executive Board to sign the check in their place on an individual instance basis. 

Section II:Any debit card or electronic payments and expenditures must have accompanying written proof of approval by Treasurer and one other member of the Executive Board.  Expenditures over $200 still require approval by a quorum of the Board.     

Section III:The Treasurer may approve spending of up to $200 on the behalf of the club.  Any amount over $200 must be approved by a quorum of the Board. 

Article X:  Disciplinary 

Section I:There shall be an Executive Committee consisting of the President, Vice-President, Secretary and Treasurer.  This committee shall serve as the hearing committee for all disciplinary action.  All decisions the Executive Committee makes in regard to Disciplinary Actions shall be presented to the Board and require a two-thirds (2/3) vote to pass.  

Section II:Association with HPTR or any member who shall at any time conduct himself or herself in such a manner. Whether through personal misconduct, violations of the moral’s clause and/or failure to pay assessments, may be considered no longer desirable.  The Board by 2/3 vote may suspend or expel a member with or without cause after an appropriate hearing.  His or her reinstatement may be prohibited for a period as may be determined by the Board.  Any member suspended or expelled shall receive written notice of such action by certified mail within ten (10) days of such action.   

Section III: Any member expelled from HPTR shall have the right to appeal his or her disqualification by informing the Board, by certified mail, of his or her intentions within ten (10) days of receipt of notification.  The appeal will be made to the Board at the next regular meeting following proper notification of intent.  A majority of the Board present at said meeting shall have the authority to reinstate the suspended or expelled member.   

Section IV:Any member that has a non-sufficient funds check (NSF), will not be able to participate until those charges are paid in full, including any bank charges (NSF Fees and any other associated fees).  They must then pay cash only for the remaining shows/events for that fiscal year.  

Article XI:  Amendments 

Section I:These by-laws may be amended at any monthly board meeting, provided a quorum is present.  The proposed amendment must be written and submitted on the proper form to the President prior to the beginning of the meeting. At such time designated by the agenda the amendment will be read to the attendance of the meeting.  If the amendment allows, the amendment may be tabled for discussion at the following meeting to allow for adequate discussion and consideration. The amendment must designate the author(s) of the amendment to be accepted. If approved, the amendment will become effective immediately.  These bylaws and amendments, including rules and regulations, shall supersede all previous bylaws and amendments.  Amendments are to be recorded in the bylaws with a notation of the date the amendment made.