Article I--Name, Duration, Office and Purpose
Section 1. Name
The name of this organization shall be THE NATIONAL CAPITOL EQUITATION LEAGUE (a Virginia corporation), hereinafter referred to in these Bylaws as the "NCEL".
Section 2 . Duration
The NCEL shall continue in existence until such time as it is officially disbanded.
Section 3. Office
The NCEL's mailing address shall be the same as the elected President's address, but it may use any other mailing address as the Board of Directors may, from time to time, agree upon.
Section 4. Purposes
The purposes for which the NCEL is formed are the following:
a. to develop, promote, present and govern a series of competitive round robin meets for the benefit of the individuals participating from the NCEL members' schools;
b. to adopt adequate and fair rules governing the round robin meets and enforce them for the common benefit of all NCEL members;
c. to promote and foster team spirit for the development of individual riders;
d. and to foster and encourage the art of equitation and to reward junior riders for excellence in such art.
Article II-- Membership and Dues
Section 1. Membership
Any school, stable, farm (individual, partnership, corporation or other entity) that offers to the public a regular course of instruction in equitation for junior riders is eligible for membership in the NCEL. For each team such school member has participating in the NCEL competitive round robin meets, it shall be entitled to designate an individual to represent it on the Board of Directors and such individual shall have one vote. (Rev. 9/21/08)
Section 2. Fees and Assessments
a. The Board shall, by a majority vote of it members at a regular meeting, establish an annual registration fee for each team. In addition, the Board shall establish an annual security deposit for each team. The security deposit shall be used in the event the team shall forfeit a meet to pay the team fee to the Host School and it may be applied any amount owed to NCEL by the participating school. If the security deposit is not used prior to the Finale Meet, it will be applied to the participating school's finale entry fees. The registration fee and the security deposit shall be paid prior to the first meet held during the current competition year.
b. The Board may levy a special assessment to be paid by the members. Any such special assessment shall be for the purpose of carrying out the purposes of the NCEL that cannot be undertaken and funded from current revenues. No more than one special assessment may be levied per year.
c. Any member in default in the payment of dues or of a special assessment for 60 days after said dues or special assessment is payable, shall be liable for the full dues or special assessment plus a penalty of 10% thereof, and if, after notice, such default is not corrected within a period of 30 days, the membership shall automatically cease and terminate without any action by the Board. (Rev. 2/24/08)
Section 3. Affiliates
Any corporation, organization, association, or other organized group that has as its primary purpose the development, promotion and governance of a series of competitive round robin meets for the benefit of equestrians and whose governing body has adopted a Resolution expressing the desire for the entity to become an affiliate of NCEL, may petition the NCEL Board for approval as an affiliate. Upon approval of the NCEL Board, the entity will become an affiliate of NCEL. Affiliated organizations agree to comply with and be bound by the NCEL By-laws and decisions of the Board of must pay the annual dues set from time to time by the NCEL Board but no less than $10.00 per year. An Affiliate shall be entitled to designate an individual associated with it to serve as a voting member on the NCEL Board but such person shall not be entitled to hold an NCEL elected office. (Rev. 9/30/05)
Article III-- Meetings
Section 1 . AnnualMeetings
a. An annual meeting shall be held for the purpose of electing Officers and for the consideration of such other business as may properly come before the meeting.
b. The date and place of the Annual Meeting shall be determined by the President.
Section 2. Other Meetings
The NCEL shall hold such other meetings during each year as are necessary to conduct the affairs of the NCEL. Such other meetings shall be called by the President as deemed necessary or at the request of at least three other persons entitled to vote.
Section 3. Notice
Notice of the Annual and other meetings shall be in writing and either mailed or electronically sent (email) to all members not less than 30 days prior to such meeting. (Rev. 2005)
Section 4. Quorum
At any meeting, the presence in person or by proxy of a majority of all persons entitled to vote shall constitute a quorum for all purposes except as otherwise required by these Bylaws or by applicable law.
Article IV--Officers and Members of the Board
Section 1. Board of Directors
The affairs of the NCEL shall be vested in the Board of Directors which shall consist of the officers and all other voting members.
Section 2. Officers
The Officers of the NCEL shall consist of a President, a Vice President, a Recording Secretary, a Corresponding Secretary, and a Treasurer. Any person serving as a regular Board member of the NCEL is qualified to hold and one of these offices. (Effective date: Just prior to the 2009 Annual Meeting. Rev. 9/2/08)
Section 3. Term of Office of Officers
a. Each Officer shall be elected at the annual meeting for a one-year term. Newly elected officers are installed at the conclusion of the Awards Banquet. Officers shall be eligible to serve up to four consecutive terms and each respective term shall commence immediately upon conclusion of the Annual Meeting at which such Officer is elected and end upon conclusion of the Annual Meeting after the election of a successor, or earlier upon resignation or removal as herein provided.
Section 4. Nomination and Election of Officers
The nomination of persons for officers shall be conducted at the conclusion of the regular business at each annual meeting. Election of each Officer of the NCEL shall be by a majority of those casting votes on each ballot.
Section 5. Vacancies
Any vacancy occurring because of death, resignation, or other disability of any Officer may be filled by appointment. Such appointment shall be upon the decision of a majority of the Board members or if a majority of the Board members so resolves, by election at a special meeting called for that purpose, or by mail vote. Any Officer appointed or specially elected to fill a vacancy shall hold such office for the un-expired term of his predecessor in office.
Article V--Duties of the Officers and Board
Section 1. President
The President shall preside at all meetings of the NCEL. The President shall be the Chief Executive Officer of the NCEL and shall have general and active responsibility for the business of the NCEL. The President shall be an ex-officio member of all committees and shall have responsibility for performing all of the general duties relevant to the business of the NCEL. (rev. 3/2001)
Section 2. Vice President
The Vice President shall serve in the Presidents absence and shall carry out such other duties as may be delegated by the President. (rev. 3/2001)
Section 3. Corresponding Secretary
The Corresponding Secretary shall give all notices required by law, resolution or these Bylaws, shall be responsible for maintaining the membership records of all members of the NCEL, shall prepare and file minutes of all Board and Committee meetings and shall have such other duties as are specified in these Bylaws, delegated by the Board, or provided by civil law. Committee and Board minutes shall be filed in the Committee's Office where they shall be available for inspection by any member of the Committee.
Section 4. Recording Secretary
The Recording Secretary shall be responsible for obtaining team rosters, tracking all points in both the A and B Leagues and insuring that members receive timely updated copies of same, establishing the class lists for both the A and the B Finale Meets, working with the Executive Committee to establish the competition year schedule and seeing that all members receive that information.
Section 5. Treasurer
The Treasurer shall have the responsibility for the custody and safekeeping of all funds and securities of the NCEL, shall have charge of their collection, receipt and disbursement, shall receive and have authority to sign receipt for all money paid to the NCEL and shall deposit the same in the name of and to the credit of the NCEL. The Treasurer shall disburse for its account the funds of the NCEL in such manner as the Board may authorize or require. The Treasurer shall endorse all checks, drafts, orders, certificates or deposits and other obligations payable to the NCEL, and shall accept drafts, or other instruments which may be drawn on the NCEL. The Treasurer shall keep full and accurate accounts of the transactions in books belonging to the NCEL, and shall render to the NCEL at the annual meeting or whenever it may desire, an account of all such transactions and of the financial condition of the NCEL. The Treasurer shall be responsible for ordering all ribbons to be awarded at each of the NCEL competitions and at the awards banquet and shall have in general, such other powers and perform such other duties as are incident to the office of the Treasurer or as may be prescribed by the Board or by civil law.
Section 1. Executive Committee
There shall be established an Executive Committee Board consisting of all of the officers of the NCEL and the immediate past President. The Executive Committee is empowered to act for the whole Board on any necessary business which may arise during a specified period not to exceed four months or between regular meetings of the Board and which cannot be postponed until a regular or special meeting is called. A quorum of the Executive Committee shall consist of a majority of its members. Unanimous agreement of the members of the Executive Committee present is necessary to take valid and binding action. Minutes summarizing any binding action taken shall be taken and kept with all other Board minutes and copies thereof shall be promptly furnished to all Members of the Board. (rev. 3/2001)
Section 2. Awards Committee
The President shall appoint an awards Committee consisting of no less than two Board members and such other members as are deemed appropriate. The Awards Committee shall be responsible for planning the Annual Awards Banquet and for securing all trophies and other year-end awards.
Section 3. Standing and Other Committees
The President may, from time to time, create standing committees. Each Committee must be chaired by a member of the Board but may be comprised of other persons associated with the NCEL. The President may appoint the Chairs of all standing committees and may dissolve committees which he/she has established. Additional "ad hoc committees" may be appointed by the President to assist him/her in the performance of his/her duties. Each committee shall bear such name, have such powers, perform such duties, and serve for such term, not inconsistent with any applicable rule of law and these Bylaws. The Board may delegate power and authorities to committees by action duly recorded in Board minutes.
Section 1. Complaints and Protests
Any complaint or protest at a meet shall be made to the coach of the host school who shall then request a conference of all coaches present out of the hearing of team participants. After hearing the complaint or protest, the coaches shall attempt to reach a consensus decision. If no decision shall be reached, the matter shall be taken to the Judge whose decision shall be final. An appeal of any decision made under this section may be made within fifteen days by writing to the NCEL President within fifteen days. The appeal will then be heard at the next NCEL Board meeting and its decision will be final.
Section 1. Notices
To the extent permitted by law and except as these Bylaws expressly provide otherwise, any notice required to be given to any Officer or member (whether pursuant to the provisions of any law, or of these Bylaws or otherwise) may be given in writing by mail, by depositing the same in an official mail receptacle of the United States Postal Service in a postage-paid sealed envelope addressed to such Officer or member at such address as appears in the records of the NCEL, and such notice shall be deemed to be given at the time when the same shall be mailed. Notice to Officers may also be given by telephone.
Section 2. Waivers
Whenever any notice is required to be given pursuant to the provisions of any law or by these Bylaws, or otherwise, a waiver thereof in writing signed at any time (whether before or after the time stated therein) by the person or persons entitled to said notice shall be equivalent to said notice.
Article IX--Mail Vote
Section 1. Mail Votes
Any issue which in the judgment of the Board should be put to a vote may be voted upon at the annual meeting or any special meeting. In addition, issues may be voted upon by a mail ballot, electronic mail, or a combination of both, sent to all of those entitled to a vote; provided that in each case, at least 51 percent of the Members shall cast ballots.
Article X--Bonds, Notes, and Other Obligations
Section 1. Checks, Draft, etc.
All checks, draft, and orders for payment of money shall be signed in the name of the NCEL and shall be countersigned by such Officers as the Board shall from time to time designate for that purpose. A record shall be kept by the Treasurer showing in different columns the dates, amounts, and times when all such obligations are due.
Article XI--Amendments, Repeal of Bylaws
Section 1. Amendment to or Repeal of Bylaw Provisions
These Bylaws may be amended or repealed by a two-thirds or greater majority of the persons voting at an Annual or Special Meeting of the NCEL.
Section 2. Effective Date of Amendment
Any amendment to or repeal of these Bylaws so approved shall take effect upon adjournment of the NCEL Meeting at which it is approved.
Article XII - Dissolution.
Section 1. Vote for Dissolution.
NCEL may be dissolved by a an affirmative vote of two-thirds of all of the members of the Board at any meeting called for the purpose of considering that matter. (2/25/05)
Section 2. Distribution of Assets Upon Dissolution.
After an affirmative vote to dissolve NCEL, all assets remaining after the affairs of the organization are ended shall be distributed in such amounts as are determined by a majority vote of the Board to equine/equestrian-related organizations that have been granted tax exempt status under 501(c ) of the Internal Revenue Code.
Article XIII--Parliamentary Procedure
Section 1. Parliamentary Procedure
All matters not covered by these Bylaws and all meetings of the Committee and the Board shall be conducted in accordance with the parliamentary procedure as contained in the latest edition of Roberts Rules of Order.