Revised March 2013
The name of this Council shall be the Union County 4-H Council. This group shall function as a sub-committee of the Union County 4-H Advisory Council, which is the parent group. The purpose of the Union County 4-H Horse Council is:
To create an awareness of the opportunities which are available to the youth through 4-H Horse Project Work.
To promote participation in the 4-H Horse Program by youth and adults.
To keep members and their parents informed about the rules, policies, opportunities, etc., which affect the operations of the local clubs.
To make recommendations regarding situations that arise at authorized 4-H Shows and Junior Fair Shows.
To clarify rules, policies, and procedures which are in effect.
To suggest necessary rules and regulations uniform in Union County.
To be considered a “horse club”, the main focus of that club will be “horses”. The advisors and members of that club must abide by the Uniform Rules for the Union County 4-H Horse Program, the State Uniform Rules for 4-H Horse Shows and Union County 4-H Horse Council’s Constitution. Participation in the Union County 4-H Horse Council by as least one advisor of any horse club is highly recommended for the benefit of their members.
To carry a “horse project”, you must belong to a 4-H club whose main focus is “horses”, where the advisors and members of that club abide by the Uniform Rules for 4-H Horse Program, the State Uniform Rules for 4-H Horse Shows and Union County 4-H Horse Council’s Constitution.
The adult volunteers, who are recognized to be members in good standing by the Union County Extension Service as 4-H Horse Club Advisors, and Members At Large, will become members of the Union County 4-H Horse Council. These persons shall remain members of the Union County 4-H Horse Council provided they are recognized advisors and members at large within the Union County 4-H Horse Clubs and remain in good standing within those clubs. Adult volunteers are considered members in good standing if they meet the requirements of the Union County 4-H Council and 4-H Horse Council attendance of training and meetings and serves on committees.
There will be 2 show stewards elected each year, including the elected President who will act as Lead Steward in addition to the duties of President. The duties of the show steward will be to make sure of all rules and regulations of that show are followed. They must have with them at every show (1) State 4-H Rule Book, (2) Uniform Rules of Union County and any organization rules as furnished by the group sanctioning the show (ex: ICPHA, OWHA, etc.). Show stewards will hear any and all protests the day of the show and rule on that protest according to the rules and regulations of that particular show. Each steward must exercise a vote. No tie is acceptable. In the event a show steward should resign before fulfillment of the term of office, the Horse Council shall elect, by majority vote at a regular meeting, a person to complete the term.
There will be 3 point secretaries responsible for running the entry booth and keep points and records for the P.A.S show, Jr. Fair show, Versatility, High Point and Team Tournament. They are also responsible for the horse project identification cards and to verify project entries. They collect the fair stall deposits(checks only) and return the checks at the end of the fair and verify participation by members in the Skill-a-thon for fair premiums. There will be one point secretary assigned to each barn responsible for collecting and returning stall deposits. The 1st assistant point secretary will be elected annually at our regular September meeting. At that time, the point secretary will resign. The assistant and 1st assistant point secretaries will then move up in position; with the former assistant point secretary becoming the point secretary. The Committee will then elect a person, by majority vote at a regular meeting, to fill the 1st assistant point secretary position.
The officers to be elected annually at our regular September meeting shall be as follow:
President: The duties of the President shall be to preside over all meetings and act as the lead Show Steward. The President will also have the power to appoint all committee chairs.
Vice President: The Vice President shall perform all duties of the President when he or she is unavailable. He or she will act as Co-Chairman of all committees. If the President resigns or cannot fulfill their term of office, the Vice President shall assume all presidential responsibilities until the next annual election.
Recording Secretary: The duties of the Recording Secretary are to take the minutes of each meeting and handle all correspondence. The Recording Secretary will send e-mails to advisors and members at large that will include the meeting minutes and agenda. He or she will record the attendance at all meetings and will confirm that all advisors and members at large have met the training requirements and remain members in good standing.
Treasurer: The Treasurer shall serve a 2 year term. The election of this office will be held September of the even year (ex: 2004). Financial year for the Union County Horse Council is from January 1 to December 31. Yearly financial reports are due at the January meeting. The budget for the next financial year is due at the December meeting. He or she will handle all monies and financial transactions and give a monthly accounting of all transactions. Monies may not be allocated for any reason without a majority vote of the Horse Council. The Treasurer will have an internal audit with the Union County Extension Service each year on the even years (ex: 2006). They will have an outside audit at the expense of the Horse Council on the odd years (ex: 2005). The Treasurer is responsible for the bank accounts and the Tax I.D. information.
The duties of the Committee Chairs will be to appoint members to their committee, notify all members of their committee of any meetings, etc and have the authority to sign off on contracts, etc. per the guidelines given by the Horse Council by majority vote at a regular meeting. All committee members and chairs must be a recognized horse advisor or member at large in good standing within the Union County 4-H Horse Clubs.
The Union County 4-H Horse Council will meet the second Thursday of every month. If necessary, a special meeting may be called by the Executive Officers with proper notification being provided to all members of the Committee. When an emergency meeting is called, the head organizational advisor from each club will be notified. It will be the responsibility of the head advisor to notify all other advisors of their club of the emergency meeting.
The Union County 4-H Horse Council shall govern all State Fair Qualifying Shows, 4-H Sponsored Shows and the Union County Junior Fair. A FFA representative, if available, shall work with the Horse Council in planning and conducting all horse events held in conjunction with the Union County Junior Fair.
Business will be conducted at each meeting with a majority vote of those in attendance and those votes received in written form. Major policy decisions will be made by a majority of those in attendance, including votes in written form. Parliamentary Procedures will be used as a guideline unless in conflict with the Union County 4-H Horse Council Constitution.
Any additions and amendments to the Constitution may be made by a majority vote of membership in attendance or in written form at any regular 4-H Horse Council meeting from September through March.
Only 4-H Horse Club advisors, FFA advisor and Members At Large have voting privileges at any Horse Council meeting.
All Members At Large are approved by the majority of the vote by the 4-H Horse Council between September and March. Members At Large may be removed by the majority vote of the Horse Council if found not to be members in good standing by the April meeting. Members At Large must complete the advisors application and attend an advisor’s training program approved by OSU Extension Service and remain in good standing. Newly elected Members At Large, including new horse club advisors, that haven’t been horse club advisors in previous years must meet with the Union County Extension Educator for the entire advisor process.
The Union County 4-H Horse Council shall use the State system of Performance Against the Standard (P.A.S) to qualify State Fair Representatives