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

Duties of the Standing Committees

1. Shall consist of an odd number of members to be determined by the President of this Association 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.

9. Shall meet at least three times a year.
10. 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.

9. This committee has no authority to amend, change, add or rewrite any By-law of this Association.
10. 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.
11. 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
12. 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.
13. 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.
14. 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.

9. This Committee will design and develop a form for submitting protests.
10. A NASMA form for filing protests accompanied by proper documentation, should be filed the understanding of the protestor that
11. 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.
12. 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 Board of Directors 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.
13. 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

9. Shall meet at least three times a year.
10. Judges Committee will establish and publish on the Official NASMA Website criteria to be met in order to become a NASMA carded Judge. In addition, this committee will receive, review and approve applicants for NASMA judges. (Section 135) and serve as liaison to CBC.

9. Shall meet at least three times a year.
10. National Directors Nominating Committee shall provide nomination forms to members.
11. 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.
12. 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.
13. 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
14. 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.
15. 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.
16. Results of elections shall be announced no later than thirty (30) days after election.
17. 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

Approved by the Board of Directors on July 8, 2009
 

9. 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;
10. 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.

9. Shall meet at least three times a year.
10. 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.

9. This Committee will receive, review and approve applicants for VTP and establish criteria for achievement levels, awards programs to be approved by the Board of Directors. The committee will encourage promotional trail events and submit information to the Official NASMA Website for publication activities and honors.

9. Shall meet at least three times a year.
10. 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.

9. Shall meet at least three times a year.
10. 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
11. suggest the calendar for annual World Show;
12. submit a budget to the Board of Directors;
13. will obtain Board Approval for expenditures and planning of the World Show;
14. Preside over the subcommittees, planning, advertising and implementation for the World Show.
15. 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.
16. 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
 

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.

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

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

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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