North American Flags North American Saddle Mule Association
           

Standard Operating Procedures
Approved by the Board of Directors on April 1, 2006
 

Purpose and Use:
These procedures and policies shall guide the processes and decisions of the Board of Directors of the NORTH AMERICAN SADDLE MULE ASSOCIATION, Inc. and shall be in effect until such time that they are amended by an affirmative vote of a two-thirds majority in any duly called meeting of the Board of Directors where a quorum is present.

Duties of the Standing Committees

 
 

 
SOP - Amateur Committee: 
  1. Shall consist of an odd number of members to be determined by the Chair and not less than three Association members in good standing.
  2. Shall function within the scope of the By-Laws of this Association.
  3. All committee meetings shall be conducted according to Article VII of these By-Laws.
  4. Official business may not be conducted at Committee meetings unless a quorum is present.
  5. A Committee Meeting quorum shall consist of the chairman and a majority of its members present.
  6. All committee Chairmen shall submit a budget for the net fiscal year at the Annual Meeting for approval by the Board of Directors. The budgets once approved, cannot exceed the total amount set forth by more than ten percent without a majority vote of the Executive Committee. The chairperson and Vice-Chairperson of each committee shall be appointed annually by the President and a listing of all committee members shall be published in the mule publications as soon as possible after the annual meeting. The chairperson shall only vote in case of a tie.
  7. The rules contained in Robert’s Rules of Order, Seventy-fifth Anniversary Edition, or any subsequent edition, shall govern this association and its various bodies in all cases to which they are applicable and in which they are not inconsistent with the Constitution of By-Laws or Special Rules of Order of this Association.
  8. The order of business of any meeting of this Association or its various bodies shall be:
    1. Call to order
    2. Roll call of voting members
    3. Ascertainment of quorum
    4. Reading of the minutes of previous meeting & approved
    5. Report of the Secretary-Treasurer
    6. Report of Special Committees
    7. Reading of communications
    8. Old Business
    9. New Business
    10. Adjournment
  9. Shall meet at least three times a year.
  10. This Committee will receive, review and approve applicants for NASMA Amateur status adhering to the rules outlined in Section 147, E.
  11. Committee shall verify,
    1. The applicant has not shown, trained or assisted in training a horse/mule/donkey for remuneration, either directly or indirectly nor
    2. Received compensation for instructing another person riding, driving training or showing a horse/mule/donkey for five years previous to application for NASMA Amateur membership.
    3. Donkey/mule to be shown in a NASMA Amateur event is owned by the Amateur.
    4. Committee will assign Amateur numbers and Amateur Cards to eligible applicants.
    5. Committee will receive protests or complaints concerning Amateur status and turn such complaints over to the Grievance Committee for review and action.
    6. Committee will inform the Amateur about which the protest was filed the verdict of the Grievance Committee and the subsequent Board of Directors decision.
SOP - By-Laws Committee:  (A-H above apply)
  1. Shall meet at least three times a year.
  2. This Committee, chaired by the President Elect and adhering to the rules in Article VII of the NASMA By-laws, will receive, review and publish on the Official NASMA Website proposed By-law changes before submitting changes to the Board of Directors for approval.
SOP - General Show and Contest Rules Committee:  (A-H above apply)
  1. This committee has no authority to amend, change, add or rewrite any By-law of this Association.
  2. This committee will:
    1. Submit a budget to the Board of Directors;
    2. Suggest the calendar for revising the General Show and Contest Rules to the Board of Directors;
    3. Preside over the printing of the hard copy of the rule book and the publication of the rule book on the web.
    4. Adhering to the rules and procedure in Section 102 of the NASMA Official Handbook, will receive, review, and publish on the Official NASMA Website proposed Rule Changes 60 days before submitting changes to the Board of Directors for approval.
  3. Chairman
    1. Chairman will receive from members, committees and judges suggested rule changes containing:
      1. Name of submitter
      2. Existing Rule Number and Page# in current Rule Book
      3. Related rule numbers affected by this proposed rule change
      4. Recommendations for Change (Recommendation should be written as it might appear in the Rule Book)
      5. Justification for rule change
      6. Impact if rule is NOT changed
    2. Chairman will disseminate rule change submissions to committee members for review individually
    3. Chairman will call a meeting of the Committee, adhering to meeting requirements stated in the NASMA By-Laws, to review and, if needed, make suggested changes to submissions making sure the intent of the submission is not compromised and following the format of the rule book.
    4. Chairman will:
      1. Contact the submitter for any clarification of meaning or wording;
      2. if there is a re-write of the rule change submission, return the rule to the submitter
      3. or approval of language and explaining reasons for changes and requesting the submitter endorse the changes;
      4. if the Committee rejects the rule change submission, contact the submitter explaining the reason for the rejection;
    5. Chairman will return endorsed rule changes to the Committee.
    6. 60 days prior to submitting changes to the Board of Directors for approval, in order to allow members to review and discuss changes with their Zone Directors, the Committee will publish on the NASMA website proposed rule changes in the exact wording and form in which they will be submitted to the Board with the following information
      1. Existing Rule Number and Page# in current Rule Book
      2. Related rule numbers affected by this proposed rule change
      3. Recommendations for Change (Recommendation should be written as it might appear in the Rule Book)
      4. Justification for rule change
      5. Impact if rule is NOT changed
  4. The General Show and Contest Rules Committee will notify the Board of Directors through the chairman 30 days prior to any meeting at which changes will be submitted for their approval which changes they will be asked to vote on.
  5. Present rule changes at Board of Directors meeting for approval.
    1. If changes are approved by the Board, Committee incorporates them into next Handbook.
    2. If changes are not approved by the Board, Committee returns them to submitters to either resubmit or let die.
  6. If the proposed rule change brought out of committee by petition as outlined in the By-Laws, the Chairperson will the read the proposed Rule Book Change in the committee report to the next Board of Directors Meeting.
    1. The Rule Book Change is thus on the floor and subject to amendment by a member of the Board of Directors.
    2. However, any amendment must be closely related to or have bearing on the Rule Book Change.
    3. The priority of any amendment will be decided by the Presiding Officer or Parliamentarian. If a motion for amendment is received and seconded, the amendment must be voted on at this time.
SOP - The Grievance Committee  (A-H above apply)
  1. This Committee will design and develop a form for submitting protests.
  2. A NASMA form for filing protests accompanied by proper documentation, should be filed the understanding of the protestor that
  3. He will not approach or call anyone else about the situation, and
    1. if any of the information is missing, the protest is null and void,
    2. There will be no re-submitting of this protest and the fee is forfeited.
    3. A check sheet of all documentation required will be included with the form, and it should be signed by the protestor before submitting it to the Grievance Committee, by certified mail, return-receipt requested.
  4. The Grievance Committee shall have sole authority to investigate possible or alleged violations of any by law, rule or regulation of the Association. The Grievance Committee will gather all needed information, the $100.00 protest fee, and substantiate the need for further investigation, and then will transfer the documentation to the Board of Directors with no names mentioned.
    1. If a member of the Grievance Committee is involved in any protest, she/he should be removed from the voting procedure;
    2. If more members of the a Grievance Committee are involved, alternate members should be appointed by the Chair to serve temporarily on the Grievance Committee.
    3. All grievances are to go to the Chairman of the Grievance Committee. The Chairman of the Grievance Committee will make the grievance anonymous before submitting it to the Grievance Committee for vote. i.e. “A” files a grievance against “B”, complete with a check list, and submits it to the Chairman of the Grievance Committee. The Chairman of the Grievance Committee confirms the checklist is complete, and the fee has been received. The Chairman of the Grievance Committee notifies “B” without naming “A” and asks for response/defense within 14 days from confirmed receipt of notification. Then the grievance and defense are submitted to the Grievance Committee for determination within 21 days of confirmed receipt.
  5. Disciplinary sessions may be called in the manner prescribed in the North American Saddle Mule Association, Inc. By-Laws and the Order of Business shall be as follows:
    1. 1. Call To Order (President)
    2. Roll Call taken to establish a quorum. (Secretary)
    3. Announcement of Closed, Special Session & Obligations of Secretary (President)
    4. Explanation of Procedure & Order of Business (Parliamentarian)
    5. Reading of Citation from Minutes (Secretary)
    6. Presentation of Citation Letter & Receipt to Chair (Secretary)
    7. Inquiry As To Council for Accused – Appoint if Needed (President)
    8. Reading of Charges & Specifications (Secretary)
    9. Plea for Each Specification & Charge (Accused)
    10. If Guilty Plea, Skip to #14, Otherwise-
    11. Statement from NASMA (Chair of the Grievance Committee)
      1. Statement from Accused
      2. NASMA Questions Accused & Witnesses & Presents Case (Chair of the Grievance Committee)
      3. Representation for the Accused Questions Witnesses & Presents Defense
      4. Debate (Board of Directors)
      5. President Puts Forth the Question, “Is Mr./Mrs/Ms XXXXX guilty of the specifications and charges brought against him?”
      6. Vote (each charge separately)
      7. If Protest Held Up by Board of Directors’ Vote
        1. Penalty Recommendations outlined in NASMA By-Laws (NASMA Chair of the Grievance Committee)
        2. Penalty Debate (Board of Directors)
        3. Vote on Penalty
      8. Verdict of the Board
      9. Adjourn
SOP - Hall of Fame Committee:  (A-H above apply)

Approved by the Board of Directors on March 19, 2012

  1. Shall meet as required based on receipt of a Nomination.
  2. This Committee will establish and publish on the Official NASMA Website criteria to be met in order to be eligible for NASMA's Hall of Fame.
  3. This Committee will:
    1. Acknowledge receipt of Nomination to the submitter.
    2. Verify registration, owner membership and any statistics contained within the nomination based on the published criteria.
    3. Establish annually a cut-off date for Nominations 12 weeks prior to the Annual Meeting to allow for validation, BOD voting and the 60 day announcement.
  4. The Hall of Fame will induct a maximum of 2 mules and 2 donkeys a year.  Top 2 mules and top 2 donkeys to be determined by the BOD.  All animals submitted to the BOD will have been pre-screened for eligibility. 
  5. This Committee will maintain a list of current NASMA Hall of Fame inductees. This list will be published on the website.
  6. Eligible Nominations that were not chosen by the BOD may be submitted the following year.

 

SOP - Judges Committee:  (A-H above apply)

Approved by the Board of Directors on January 29, 2012

  1. Shall meet at least three times a year.
  2. This Committee will establish and publish on the Official NASMA Website criteria to be met in order to become a NASMA carded Judge and the forms to be filled out.
    1. Fill out Judges Application
    2. Provide References
    3. Pay Judges Application Fee
    4. Provide a full length photograph
  3. This Committee will maintain a list of current NASMA Judges in good standing with contact information. This list will be published on the website.
  4. This Committee will receive, review and act upon Judge’s Evaluations received from NASMA judges, Show Managers and NASMA exhibitors participating in the show about which the evaluation is made. These evaluations must be in writing, signed by the complainant, outline the alleged rule violation , with date and show, within 30 days of show.
    1. Positive Evaluations will be reviewed by the Chairman and placed in the Judges File.
    2. Negative Evaluations
      1. Will be reviewed by the Chairman
      2. Upon receiving three negative evaluations concerning the same complaint in one show by NASMA judges, Show Managers and NASMA exhibitors participating in the show, the Chairman will hold a Committee meeting in regard to these complaints.
      3. The Committee will review the complaints in order to determine if these complaints merit a warning.
      4. If the Committee votes these complaints merit a warning, the Chairman will contact the judge in order to remedy the situation.
      5. If the judge must receive a warning, the Chairman will provide the Board of Directors a copy of the warning and the complaints received which led to the warning.
      6. The Committee cannot make negative complaints public.
  5. This Committee will automatically review a NASMA Judge’s status every three years based on
    1. Test score of current rule book
    2. Complaints
    3. If the review determines the judge no longer meets the criteria for a NASMA Judge they may be rejected for re-certification with the approval of the Board of Directors.
SOP - Nominating Committee:  (A-H above apply)
  1. Shall meet at least three times a year.
  2. National Directors Nominating Committee shall provide nomination forms to members.
  3. The Committee shall accept nominations from the membership until February 15 of the election year and check each nomination for:
    1. To be eligible, each individual nominated shall be
      1. a bona fide resident of his representative zone,
      2. a current NASMA member in good standing for one year, and
      3. Nominated to the Committee by five constituents from his zone.
    2. There may be only one director/alternate elected per membership.
  4. The Nominating Committee shall prepare a ballot for each representative zone using qualified recommendations of the Regional Clubs, its own nominations and individual nominations accompanied by the appropriate five member's signatures.
  5. The Committee will determine election procedures to be followed and design a ballot explaining those procedures for members to participate in the election.
    1. Ballots must provide a deadline date
    2. Ballots may be returned to an independent party for counting.
    3. Ballots must explain how many vacancies to be filled are in each zone
    4. Ballots must explain cause for disqualification of returned ballots
  6. After February 15 of the elections year, the national Directors Nominating Committee shall mail the ballot of each Representative Area to all of the members of such Representative Zone.
  7. The Nominating Committee will
    1. receive ballots according to election procedures;
    2. Tabulate the votes according to the nominees receiving the highest number of votes on the ballot will be named Director(s). The individual receiving the next highest number of votes will be named Alternate.
  8. Results of elections shall be announced no later than thirty (30) days after election.
  9. The Committee will announce make and publicly announce its nominations for the Executive Committee to be elected by the Board of Directors at the next Annual Meeting 30 days before the meeting.
    1. President – to be nominated from elected Board of Directors
    2. President Elect – to be nominated from the current Executive Board
    3. Vice President – to be nominated from elected Board of Directors
    4. Treasurer – to be nominated from elected Board of Directors
SOP - Promotion Committee:  (A-H above apply)

Approved by the Board of Directors on July 8, 2009
 

  1. In order to attract new members and recognition of the goals of NASMA, the purpose of the Promotion Committee is
    1. to increase the recognition of NASMA and further the recognition of the NASMA as the North American and international resource for information about the use of mules and donkeys in the areas of equine ownership, competition and leisure activities;
    2. to carry on a continuing and sustainable program of advertising and promotional activities designed to make known the advantages of NASMA membership to those enthusiasts in the areas of equine ownership, competition and leisure activities;
  2. The duties of the Promotion Committee shall be the general promotion and publicity for the Association in the effort to attract new members including the following:
    1. The Committee shall determine priorities and develop and maintain a marketing plan; shall propose a budget to spend its annual allocation of funds that will best accomplish the goals of the marketing plan; and shall be responsible for the implementation of projects.
    2. The Committee shall publicize the Association and its news through the media including newspapers, radio, cable, television and the web.
    3. The Committee shall prepare radio and television spot announcements and assure that these are distributed to the appropriate individuals and radio or television stations.
    4. The Committee shall develop posters or publicity materials and distribute information for maximum exposure of the Association.
    5. The Committee shall generally publicize the Association, membership and events.
SOP - Scholarship Committee:  (A-H above apply)
  1. Shall meet at least three times a year.
  2. This Committee will
    1. Receive, review and approve applicants for NASMA for the annual award of two $500 scholarships to NASMA seniors in high school who have met the criteria and will be continuing their education,
    2. Recommend the names of the candidates to receive the scholarships to the Board of Directors 30 days prior to the Meeting at which they will approve the award of the scholarships
    3. To submit to the Official NASMA Website for publication the names of the scholarship recipients, the school they will be attending with a short Bio of their activities and honors.
SOP – Show Sanctioning Committee: (A-H above apply)

Approved by the Board of Directors on July 10, 2012

  1. Shall meet at least three times a year.
  2. Will adhere to the rules and procedure in Section 113 of the NASMA Official Handbook,
  3. Will receive Show Sanction Applications, review and approve NASMA recognized shows.
  4. Withholding approval of regional club-sponsored shows will be in accordance with rules outlined in this rule book.
  5. Before sanctioning a show as NASMA approved, the Committee will ascertain compliance with the following requirements:
    1. CHECK LIST: The Chair will provide the Show Management seeking sanction with the Show Sanction Check List in order to facilitate the approval of the show.  Here is a copy of the Checklist.
    2. NASMA FEE: The Chair will inform Show Managers they must collect a NASMA fee forward to the NASMA office in order for show results processed, unless waived by the Board of Directors. (excluding miniatures and hybrids)
      1. $2 per every mule and donkey, not to exceed $10, entered in any NASMA Single Judged Show.
      2. $3.00 per mule and donkey, not to exceed $15.00 for NASMA Multiple Judged Shows.
    3. APPROVAL OF CLASS LIST: The Committee will not be grant approval of a show until a list of classes in scheduled order for such is show is received by the NASMA. Once the list is submitted, the list of classes can be amended up to 30 days prior to the show by written notification to NASMA.
    4. MILEAGE BETWEEN SHOWS: The Committee will approve on the same dates as another NASMA approved show if the two are not located within 250 highway miles of each other, with the exception of state, regional and county fairs, and major livestock shows which may be on the same as another approved show despite proximity.
    5. JUDGES: Only NASMA approved judges may be hired to judge NASMA approved shows. The list of NASMA Approved Judges can be found on the NASMA website.
    6. DATES: Show applications are approved based upon the number of the weekend, not upon the date.
    7. CANCELLATIONS: Show Management who cancel their shows dates must notify the NASMA Performance Division Immediately so that date can be made available to another sponsor.
    8. GOVERNING RULES: The Committee will monitor the adherence of the Show Manage to rules as set out in the NASMA rule book shall be used at all approved shows, unless otherwise approved by the Board of Directors of NASMA.
      1. The schedule of classes and premium published for any NASMA approved show shall state "Rules in accordance with The North American Saddle Mule Association Rule Book".
      2. At NASMA approved shows; an exhibitor must only be required to participate in classes outlined in this book in order to be eligible for any show High Point.
      3. Any classes popular in that region of the country, but not outlined in this rule book may be offered, but cannot count toward overall high point tabulations for that show or for NASMA points.
    9. PREMIUM LISTS: Show Sanction will not be awarded until the Show Management submits a Premium List adhering to these rules:
      1. The name of the show or contest may not include words referring to other breeds, except donkeys, and/or type of horse. The words "Champion" and "Championship" must be prefaced with the name of the specific show (i.e. "State Fair of Texas Champion") in order to identify that this is a local Championship. No individual or organization may use the words "NASMA World", "NASMA National", NASMA Mulearma" or "NASMA International" Champion" without written permission of NASMA.
      2. Premium lists and entry forms should be printed in order to insure uniformity. All shows must abide by the entry fees listed on their premium unless late fees are suspended.
      3. If money prizes offered, the fixed amount of each prize shall be state in the premium list. Special prizes do not have to appear on the premium list but is it recommended because it enhances the attractiveness of the show or contest. The show committee is not required to award any existing un-won awards.
      4. The premium list must contain:
        1. A list of officers of the show or contest and the names of the NASMA Officials.
        2. The exact location of the show must be specified and the date or dates to be held; also,
        3. The closing date of entries and the exact date and time of judging.
        4. The premium list must clearly state those classes counting toward All-Around and High Point Awards. At NASMA approved shows; an exhibitor must only be required to participate in classes outlined in this book in order to be eligible for any show High Point. Any classes popular in that region of the country, but not outlined in this rule book may be offered, but cannot count toward overall high point tabulations for that show or for NASMA points.
    10. TABULATING HIGH POINTS
      1. It is not mandatory for an All-around Mule to be made at an approved show; however, if such an award is designated, the following scoring system shall be used to determine the winner.
      2. Mules/donkeys placing in the top six of the class will be given a point for each mule placing below them plus one point not to exceed six points for first place.
  6. After ascertaining the Show Management meets the requirements, the Chairman will notify Show Management if their show or contest is sanctioned/approved or what fact(s) need to be rectified so that the show or contest may be recognized. If a certain class is not recognized, it may not prohibit the recognition of the remaining classes.
  7. The Committee has the right to deny sanction to any show reapplying if that show has not followed these requirements.
SOP - Versatility Trail Program Committee:  (A-H above apply)
 
  1. Shall meet at least three times a year.
  2. This Committee will
    1. Submit a budget to the Board of Directors.
    2. Supervise the collection, verification and awarding of participants’ Log In of the hours spent riding or driving a Saddle Mule/Donkey.
    3. A period of one month will be required for verification of accrued hours and presentation of awards.
    4. Execute the rules of participation in the VTP
      • To enroll in the VTP, a participant must be a member of NASMA and must remain an active member for the duration of time in which you are trying to record hours toward a recognition level.
      • Participant must pay a one-time enrollment fee of $20 per rider.
      • Participant must ride or drive a mule/hinny/donkey. You do not have to own the mule/hinny.
      • Participant must keep an accurate record of the time (one hour for each hour actually spent riding or driving) in your official NASMA VTP log.
      • Endurance riders may compute their miles at 4 miles per hour (4:1 ratio).
      • NASMA VTP offers bonus hours to members who log time on a national trail, as recognized by the Canadian or U.S. National Parks Service (state or provincial parks are not included.) For every hour you spending riding or driving on a trail in a U.S. or Canadian National Park, you may earn double hours. In other words, if participant spend one hour riding or driving in a national park, you may log two hours for your time.
      • Participants may record time for any activity other than showing in which you participate in leisure riding or driving on the trail or participation in endurance and/or competitive trials.
      • NASMA VTP will recognize your riding or driving participation. Achievements will then be recognized with awards at specified hours and Certificates. There is no time limit during which you must achieve these hours, however, participant must maintain membership in NASMA.
    5. Provide a Certificate of Participation to participants upon completion of the Levels of Achievement for the following
      • 50 hours
      • 100 hours
      • 250 hours
      • 500 hours
      • 750 hours
      •  1000 hours
      •  1,250 hours
      • 1,500 hours
      • 1,750 hours
      • 2,000 hours
      • 5,000 hours
    6. Determine additional recognition in addition to the Certificate if so desired.
  3. Chairman will submit names of participant s and achievements to NASMA for publication on the NASMA website, NASMA Official Facebook presence and any other radio, TV or magazine media deemed appropriate.

 

SOP - Youth Committee:  (A-H above apply)
  1. Shall meet at least three times a year.
  2. This Committee will
    1. Receive, review and approve applicants for NASMA Youth Association and
    2. Implement the development of By-laws for NASMA Youth as the governing body of youth activities in NASMA and
    3. Create events advancing the ideals of NASMA including good mulemanship, donkeymanship, and good sportsmanship in competition, trail riding and family activities.
SOP  The World Show Committee  (A-H above apply)
  1. Shall meet at least three times a year.
  2. The order of business of any meeting of this Association or its various bodies shall be:
    1. Call to order
    2. Roll call of voting members
    3. Ascertainment of quorum
    4. Reading of the minutes of previous meeting & approved
    5. Report of the Secretary-Treasurer
    6. Report of Special Committees
    7. Reading of communications
    8. Old Business
    9. New Business
    10. Adjournment
  3. suggest the calendar for annual World Show;
  4. submit a budget to the Board of Directors;
  5. will obtain Board Approval for expenditures and planning of the World Show;
  6. Preside over the subcommittees, planning, advertising and implementation for the World Show.
  7. Chairman
    1. Enlist Subcommittee Chairmen
    2. Schedule and preside over meetings for Subcommittee chairmen.
    3. Oversee work of Subcommittees
    4. Approve expenditures of Subcommittees based on proposed budget
    5. Coordinate Subcommittees suggestions, timelines, etc.
    6. Secure Show Secretary
    7. Provide Board of Directors with a full financial report of expenses and profits at the close of the World Show.
  8. Subcommittees which report directly to the World Show Chairman, must include but are not limited to:
    1. Location Subcommittee
      1. Provide World Show Chairman with details and budget
      2. Site
      3. Stalls
      4. Accommodations
        1. Hotels
        2. Camping
        3. Parking
      5. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    2. Sponsors Subcommittee
      1. Levels of Sponsorship
      2. Contact and secure sponsors
      3. Provide sponsor information for advertising
      4. Plan recognition for sponsors at the World Show
      5. Provide written and web site appreciation for sponsors after the World Show.
      6. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    3. Judges Subcommittee
      1. Provide World Show Chairman with details and budget
      2. Work with Judge’s Committee on recommendations for judges for World Show;
      3. Contact and provide contracts for hiring NASMA judges for the World Show
      4. Make arrangements for judges according to contract obligations
        1. Accommodations
        2. Transportation
        3. Hospitality room at the World Show
      5. Provide written and web site appreciation for Judges after the World Show.
      6. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    4. Exhibitor Hospitality Subcommittee
      1. Provide World Show Chairman with details and budget
      2. Make arrangements for exhibitor party
      3. Secure and provide information about local business, restaurants and services.
      4. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    5. Class Scheduling Subcommittee
      1. Establish class schedule for World Show
      2. Provide information to Show Secretary
      3. Acquire necessary equipment for and/or committees to
        1. Trail
        2. Coon Jump
        3. English jumping
        4. Driving
        5. Cattle
        6. Ranch Riding
        7. Dressage
        8. Gymkhana
        9. Other
      4. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    6. Advertising Subcommittee
      1. Provide World Show Chairman with details and budget
      2. Provide pre-event advertising for the World Show for publications, web site and local news agencies.
      3. Provide, if possible, web results and/or web coverage during the show
      4. Contact local news agencies to encourage local coverage
      5. Provide post-event information for publications, web site and local news agencies.
      6. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    7. Awards Subcommittee
      1. Establish award levels and divisions
      2. Provide World Show Chairman with details and budget for awards
      3. Provide award information for advertising prior to the show
      4. Plan recognition for award donors at the World Show
      5. Provide written and web site appreciation for award donors after the World Show.
      6. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
    8. Show Secretary
      1. Will be hired and sign a contract provided by the Chairman of the World Show.
      2. Will provide computerized program for managing World Show entries, fees paid and monies paid out.
      3. Will design forms and receive entries for World Show
        1. Only accept entries with NASMA ID numbers for NASMA World Show classes.
        2. Only accept entries with NASMA Amateur ID numbers for Amateur classes.
        3. Only accept entries with NASMA Youth ID numbers for Youth classes.
        4. Will assign entry numbers
        5. Will assign stalls
      4. Will operate and staff a Show Office at the World Show which will
        1. Answer exhibitor questions
        2. Collect any delinquent fees
        3. Provide exhibitor packets
        4. Open stalls
        5. Provide patterns for various classes
        6. Will compute pay backs and provide checks for exhibitors within four hours of the close of the last class of the World Show.
      5. Will provide a full financial statement containing as detailed account of all fees collected and monies paid out to the World Show Chairman.
 

ELECTIONS
Accomplished through the management of the National Nominating Committee
 

SOP - Board of Directors
  1. National Directors Nominating Committee shall provide nomination forms to members.
  2. The Committee shall accept nominations from the membership until February 15 of the election year and check each nomination for:
    1. To be eligible, each individual nominated shall be
      1. a bona fide resident of his representative zone,
      2. a current NASMA member in good standing for one year, and
      3. Nominated to the Committee by five constituents from his zone.
    2. There may be only one director/alternate elected per membership.
  3. The Nominating Committee shall prepare a ballot for each representative zone using qualified recommendations of the Regional Clubs, its own nominations and individual nominations accompanied by the appropriate five member's signatures.
  4. The Committee will determine election procedures to be followed and design a ballot explaining those procedures for members to participate in the election.
    1. Ballots must provide a deadline date
    2. Ballots may be returned to an independent party for counting.
    3. Ballots must explain how many vacancies to be filled are in each zone
    4. Ballots must explain cause for disqualification of returned ballots
  5. After February 15 of the elections year, the national Directors Nominating Committee shall mail the ballot of each Representative Area to all of the members of such Representative Zone.
  6. The Nominating Committee will
    1. Receive ballots according to election procedures;
    2. Tabulate the votes according to the nominees receiving the highest number of votes on the ballot will be named Director(s). The individual receiving the next highest number of votes will be named Alternate.
  7. Results of elections shall be announced no later than thirty (30) days after election.
SOP - Executive Committee:
  1. The National Nominating Committee shall, after the election of the Directors but before May 1st, announce their recommendations for National Officers and the Executive Committee 30 days prior to the Annual Meeting after establishing eligibility of the nominees.
    1. All nominees must be members of the Board of Directors
    2. No officer or member of the Executive Committee has served on the Executive Board in excess of five consecutive years.
    3. President Elect nominee comes from the previous year’s Executive Committee.
  2. The National Nominating Committee will present its slate for National Officers and the Executive Committee at the Annual Board of Directors Meeting for approval by majority vote of a quorum is present.

BY LAW AMENDMENTS

 
SOP - By-Law Amendments
  1. The President Elect shall be the Chair of the By Law Committee responsible for amending the By Laws of the Association.
  2. To be eligible for consideration by the Board of Directors, a proposed amendment to NASMA by-laws shall be filed in writing in the office of the President Elect at least 60 days prior to the meeting of the Board of Directors at which time the proposed amendment is to be considered.
  3. The By Laws Committee will
    1. Review the proposed amendment and its justification
    2. Determine if the proposed amendment is legal and does not conflict with any other sections of the By Laws.
    3. Rewrite the amendment in the proper wording without changing the intent of the submitter.
  4. The President Elect shall promptly send the proposed draft to each individual eligible to vote (Directors and Directors at Large) at a meeting of Directors.
  5. The President Elect will present the proposed amendment at the next Board of Directors Meeting for approval by majority vote of a quorum is present.

RECALL

SOP - Recall
  1. One or more Directors file of an affidavit with the Executive Secretary stating the name of the Director or officer sought to be removed.
  2. Petition forms shall be provided to any Director requesting same following the filing of an affidavit by one or more Directors with the Executive Secretary stating the name of the Director or officer sought to be removed.
  3. A recall petition(s) demanding the removal any officer shall be submitted to the Executive Secretary of the Association.
  4. Such recall petition(s) shall be signed by at least twenty-five percent (25%) of the current members of the Board of Directors.
  5. The Executive Secretary shall record the name of the director to whom petition forms were issued, the date of such issuance and the number of forms issued, certifying on each form the date and the name of the director to whom it was issued.
  6. All forms comprising a recall petition shall be
    1. Assembled and filled with the Executive Secretary within forty-five (45) days of the affidavit filing required in Section 2, above.
    2. The signature of the petitioners shall be properly notarized.
  7. In the event that the required number of properly verified signatures to said recall petition are not received by the Executive Secretary within forty-five (45) days of the affidavit filing required in Section 2, above, the Executive Secretary shall notify those directors having filed petitions that the recall petition was insufficient and that said insufficiency does not prejudice the filing of a new affidavit for the same purpose.
  8. Not more than five (5) days following determination by the Executive Secretary that the petition(s) received are insufficient, he/she shall notify in writing the officer whose removal is sought by such action.
    1. This notice shall be delivered in hand
    2. Or shall be delivered by certified mail.
  9. If said officer does not render his resignation within seven (7) days of receipt of such notice,
    1. The Executive Secretary shall within fifteen (15) days of the aforesaid determination, direct and conduct an election by mail ballot of the Directors of the Association.
    2. The aforesaid ballots shall conform to the following requirements:
      1. With respect to each person whose removal is sought, the question shall be submitted, "Shall ___________________ be removed from the office of _____________ by recall?"
      2. Immediately following each such question shall be printed in the ballot the two (2) propositions in the order set forth:
        1. For the recall of (name of person) and
        2. Against the recall of (name of person).
        3. Immediately to the left of the proposition shall be placed a square in which the Director by making a cross mark (X), may vote for either such propositions.
    3. Said balloting must be completed and returned to the Executive Secretary no less than fifteen (15) days after direction of same.
  10.  Should a majority of votes cast at a recall election be against the removal of the officer named on the ballot,
    1. Such officer shall continue in office for the remainder of his term, subject to recall as before.
    2. However, no recall petition shall be filed against an officer within ninety (90) days after such recall petition has failed to remove him/her.
  11. If a majority of the votes cast at a recall election be for the removal, he/she shall be deemed removed from office
 
 
 

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