Article I: Membership
Section 1. The membership dues shall be $25.00 per year for individuals and $35.00 per year for families. Dues apply to the calendar year, except those paid by new members after October 1 shall be applied to the next year.
Section 2. Members must be 12 years of age to vote in any election.
Section 3. Every member by the acceptance of a membership card agrees to the provisions of this Constitution and By-Laws.
Section 4. All riding under the auspices of the Association shall be done at the risk of each member. Each member agrees to waive any cause of action which he may have against this Association or any member or members on account of any injuries he may receive during such rides, or during any activity of this Association, whether or not such injuries were occasioned by negligence.
Section 5. Honorary membership may be awarded to friends of the Helena Trail Riders, which includes all privileges of membership except voting right.
Section 6. Life memberships may be awarded at the discretion of the board, with all privileges of a paid member, to any member at least 50 years of age who has been a participating voting member for 25 years.
Article II: Meetings
Section 1. The annual meeting of this Association shall be on the third Wednesday of January of each year. Regular meetings shall be on the third Wednesday of each month.
Section 2. Fifteen members shall constitute a quorum for the transaction of business at any regular or special meeting.
Section 3. Notice shall be given to the membership of all meetings.
Section 4. Special meetings may be called at any time by the President or upon written request signed by 10 members.
Section 5. Robert’s Rules of Order shall govern the proceedings of all meetings of the organization and its constituent parts.
Article III: Officers
Section 1. The elected officers of this Association shall be a President and Vice President. The President shall appoint a Secretary-Treasurer, subject to the approval of the Board of Directors.
Section 2. There shall be a Board of Directors consisting of nine (9) members: President, Vice President, Secretary-Treasurer, and six (6) Directors. Five members shall constitute a quorum.
Section 3. All officers, except the Secretary-Treasurer, shall be elected by a majority vote, and the directors shall be elected by a plurality vote of the voting members in attendance at the annual meeting. The term of office for the President and Vice President shall be the next year following the date of election.
Section 4. The Secretary-Treasurer shall be paid at a rate to be determined by the Board of Directors. The Secretary-Treasurer shall serve at the discretion of the board and may be removed from office at any time by a majority vote of the Board of Directors.
Section 5. Three Directors shall be elected every year to serve a two-year term of office.
Section 6. Any vacancy or vacancies in any office or in the Board of Directors shall be filled by election by the Board of Directors for the balance of the term.
Section 7. No more than two members of an immediate family may serve on the Board of Directors at any time.
Section 8. To be eligible for the office of President or Vice President, a person must have been a member of the Association for the two preceding years.
Section 9. Any officer or director who misses two (2) consecutive board and/or membership meetings without an excuse acceptable to the Board of Directors shall be automatically removed from the office.
Section 10. Any member may not hold any elective office in the Helena Trail Riders while holding any elective office in any other saddle club due to a conflict of interest. This does not apply to membership in breed associations, drill teams, roping clubs rodeo clubs or Back Country Horseman.
Article IV: Duties of Officers
Section 1. It shall be the duty of the president to preside at all meetings of the Association and of the Board of Directors, and to exercise executive control over the affairs of said Association, and to call special meetings of the Association and the Board of Directors and to perform all other duties pertaining to such office. He/she shall be ex-officio member of all committees. The President shall designate the duties of the directors annually.
Section 2. The Vice President shall assist the President when called upon to do so, and his/her absence, shall be vested with all the powers and duties of the President.
Section 3. The Secretary-Treasurer shall keep a record of all director and membership meetings. He/She shall have custody of all books, papers, any records, and other property of the Association collected. He/She shall perform such other duties as pertain to such office.
Section 4. All officers of this Association shall serve without compensation with the exception of the Secretary-Treasurer, who shall be paid at the discretion of the Board of Directors.
Section 5. The Secretary-Treasurer, who shall be bonded, shall deposit all money in a bank designated by the Directors. The Secretary-Treasurer shall keep a record of all receipts and disbursements in their proper accounts and shall furnish a written report of the state of the finances as required by the Board of Directors and he/she shall call upon the Board for an audit of the books once a year.
Section 6. The Secretary-Treasurer will report each month to the Board and to the membership, all income and expenditures.
Section 7. The Secretary-Treasurer, or any appointed representative, shall be responsible for the receipts each day at all fund raising activities, and all proceeds above the change required for the following day’s activities, shall be dropped in the night deposit box immediately after the close of business.
Article V: Authority of the Association
Section 1. The supreme power and authority shall be lodged in this Association in meeting assembled. The Board of Directors shall conform to the wishes and instructions of the Association.
Article VI: Authority of Board of Directors
Section 1. The Board of Directors shall be responsible to the Association for the sound fiscal management of the organization. The Board of Directors may authorize any project up to a cost of $500.00. The Director-in-charge of a project may authorize an expenditure up to a cost of $100.00.
Article VII: Committees
Section 1. No later than the October meeting the President shall appoint, with the approval of the Board of Directors, a nominating committee consisting of three (3) members. The committee shall prepare a ballot consisting of not more than two members for each office to be filled.
Section 2. At the September meeting, the President shall appoint, with the approval of the Board of Directors, an inventory committee consisting of three (3) members. The inventory shall be completed by the Annual Meeting.
Section 3. The President shall appoint such other special committees as may be desired.
Section 4. Each Director shall appoint such committees deemed necessary to carry out the activities under his direction.
Section 5. The publicity committee shall see that suitable publicity is given to the activities of the Association, including the program had a various meetings, the work of the various committees, as well as all other matters of publicity concerning the activities of this Association which might be interesting and valuable to the public at-large.
Article VIII: Finance
Section 1. No member has the authority to commit all or part of this organization to any venture, involving money or manpower, without having first placed the matter before the Board of Directors. The proposal must be in writing and include a budget.
Section 2. Within 30 days after the completion date of a project or activity the director-in-charge shall require his project chairman to submit to the Treasurer a complete written financial statement showing:
Section 3. Expenditures unforeseen and additional to those budgeted must also be approved by the Board of in emergency by the President or Vice President in advance.
Section 4. Unauthorized expenditures include those not budgeted for or otherwise approved as herein provided and may include expenses acquired but not listed on the financial statement. Unauthorized expenditures shall be charges to the member responsible who shall automatically be suspended from membership until he has reimbursed the organization or the establishment involved.
Section 5. Directors or chairman shall make charges in the name of Helena Trail Riders. Charge slips must be signed and the purpose of the charge noted.
Section 6. On projects involving considerable and rapid exchange of money, the chairman shall appoint a representative who will be responsible for the funds involved in the project and report directly to the Secretary-Treasurer and chairman.
Article IX: Property
Section 1. The Clubhouse may be used by members or other groups after obtaining permission for such use from the President and/or the Board of Directors. If the Clubhouse is used by an outside group, a Trail Rider member must be present. All persons using the Clubhouse are responsible for cleaning it up, removing all garbage and any damages that might occur or any properties that might be removed. The Clubhouse cannot be used for fundraisers by other groups.
Section 1. The Board of Directors shall develop and keep on file for all members’ reference and new officers and directors:
Section 2. The Board of Directors shall develop and review annually, guidelines for the conduct and administration of Association O-Mok-Sees, trail rides, drill teams and other activities of concern to the Association membership. Such guidelines, or parts thereof, will be appropriately publicized for the benefit of members.
Article XI: Club Delegate
Section 1. That the delegate to represent the Helena Trail Riders at the M.S.C.A. Convention be elected by a majority vote of the voting members present at the annual meeting.
Article XII: By-Law Changes
Section 1. These By-Laws may be amended at any regular meeting of the Association by a two-thirds vote of the voting members in attendance provided, however, that notice of such proposed amendment or amendments shall be given to such Association by publication to all members and also at the regular meeting preceding the submission of such proposed amendment.
Helena Trail Riders Policy Manual
Article I: Policy
Section 1. Policy of this organization may be amended by the general membership or Board of Directors at any regular or special meeting by majority vote of those present.
Article II: Administration
Section 1. Organization
B. Vice President
1. Concessions Stand
1. Pony Tales (must be delegated)
2. All Ways and Means affairs
1. Social Director
d). Sunshine Club
2. Buildings and Maintenance Director
b). clubroom, concessions, west arena
3. Trail Ride Director
4. O-Mok-See Director
5. Public Relations Director
c). membership drive
d). bulletin boards
Article III: Projects
Section 1. Except where time is a factor, no member shall move for acceptance of a project before the membership until he has placed it before the Board of Directors.
Article IV: O-Mok-See
Section 1. All contestants in any Point O-Mok-See must have a current member ship in a saddle club
Section 2. All O-Mok-Sees are to be run as close as possible in accordance with the Montana Saddle Clubs Association rule book.
Section 3. The American flag shall be displayed at all events.
Section 4. All members of the Helena Trail Riders are eligible to compete for the club in the M.S.C.A. State Championship O-Mok-See held every Labor Day weekend.
Section 5. HTR High Point awards shall be based on total points from the following:
(1) One point show from each club in the district
(2) District Two High Point Show
(3) M.S.C.A. Championship Show
To be eligible to receive the HTR Point award contestants must represent the Helena Trail Riders exclusively throughout the O-Mok-See season and must compete in three out of the five scheduled shows. (Passed March 2001)
(1) Only HTR members are allowed the use of the West Arena during the designated days.
(2) No drinking or alcoholic beverages will be tolerated in the arena.
(3) Properties used for practice must be returned to storage building in the same condition they were found, if not, notify the O-Mok-See Director.
(4) The O-Mok-See Director will be responsible for enforcing these rules.
Article V: Trail Rides
Section 1. Whether it is a four-hour ride or an overnight ride, be sure the chairman, or trail boss, is familiar with the trail and knows if the ride will be on public or private land. Get permission from landowners before crossing property.
Section 2. On overnight rides all plans, including the cost, should be announced at least a month ahead of the ride.
Section 3. Because overnight rides require the use of Helena Trail Riders equipment, such as the propane grill, cooking utensils, portable toilets, etc., all such rides should be priced to be self-supporting.
Section 4. To encourage membership, there should be an additional charge for all non-members on overnight rides. The extra charge should be $15.00.
Section 5. Every ride should have a Trail Boss and his, or her, decisions on what trail to use and when to stop and when to go, should be honored. And all Trail Rides should have a drag rider to make sure no one gets lost or left behind, to pick up any articles that might be dropped on the trail and to make sure all gates that should be closed are closed.
Section 6. Absolutely no smoking or drinking on the trail. This will be enforced by the Trail Boss.
Section 7. No stallions or dogs allowed on the trail.
Section 8. On all overnight rides where special trips or extra mileage is required to haul duffel or supplies and equipment, the ride should be priced to include money for mileage for those making the extra trips.
Section 9. A $5.00 one-day membership fee will be charged any non-member who goes on a trail ride and they will sign a waiver.
Section 10. All riders on a trail ride will sign a liability waiver before each ride.
Section 11. A tail-gate safety briefing will be held immediately before all trail rides, discussing safety hazards unique to that particular ride, and all pertinent Sections in Article V: Trail Rides. The group will be quizzed by the Trail Boss for any rider that has special needs for horse and/or rider.
Section 12. The trail ride will not start until all riders are safely mounted and ready to go.
Section 13. The trail ride will progress only as fast as the slowest rider. The Trail Boss will enforce this Section by controlling the pace of the ride.
Section 14. All riders will stay behind the Trail Boss, unless specifically asked by the Trail Boss to go ahead for a specific reason.
Section 15. Riders will not be allowed to lope their horses around and through other trail riders. Loping horses may be allowed at breaks if it can be done safely without causing undue stress on other horses and riders. The Trail Boss will make this decision.
Section 16. All trail riders will hold their horses and not move from gates until the gate opener is safely mounted and ready to go. This applies at any time a rider must dismount for any reason.
Section 17. A quick stop will be made after a short distance into the ride to see if all riders are accounted for and that all are OK and safe to proceed. If a rider must return for any reason, at least one rider will accompany him back.
Section 18. If your horse is a kicker, be sure to flag its tail with red or hunter orange ribbon.
Section 19. Do not bring a sick horse on a trail ride. If your horse develops a cough or starts to show signs of possibly having some other transmittable disease during the ride, have him drink downstream or after others have finished.
Section 20. Be prepared for adverse weather and for other unforeseen circumstances. Take the necessary equipment and supplies with you.
Section 21. It is each riderís responsibility to bring his own snacks, lunch, and water to drink. Some rides can be long and water is not always available.
Section 22. It is each riderís responsibility to provide for their own safety and to help others as needed. It is everyoneís business to look out for the safety of each other and our horses.
Section 23. Loose horses will not be allowed at any time at the trail head, at lunch stops, at breaks, or on overnight rides.
Section 24. Abusing stock will not be tolerated. Anyone abusing an animal at the trail head will be asked to immediately leave. The Trail Boss will be responsible for stopping anyone from abusing an animal during a ride, and they will be told they are not welcome on future trail rides.
Article VI: Social Activities
Section 1. The Internal Director performs the duties of the Helena Trail Riders (Host or Hostess).
Section 2. This includes refreshments at the meeting and the organization of several dinners (food, decorations, etc.).
April: Annual Spring Clean-up Pancake Breakfast/Barbecue
Summer: Ice Cream Social
October: Halloween Dinner (Costume Party)
December: Christmas Dinner and Award Ceremony (with Santa)
Section 3. Sunshine cards should be sent to any member who is ill when director becomes aware of it.
Section 1. Whenever the clubhouse is used for an event other than a Trail Rider event, the member in charge should leave the clubhouse in the same condition they found it.