Mission Statement

To promote interest in the American Quarter Horse

To develop friendship and fellowship among horsemen

To exchange ideas, practices, and methods of operation for the education of the Association’s members

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American Quarter Horse Association

Texas Quarter Horse Association

Capitol Area Quarter Horse Association, Inc
Charter #690510

• Effective – January 1, 1991
• Revised – July 13, 1999
• Effective – January 1, 2000
• Revised – November 30, 2004
• Effective – January 1, 2005

Revised – September, 1990
Article I – NameSection 1: The name of this corporation is and will be “CAPITOL AREA QUARTER HORSE ASSN., INC.” hereafter referred to as the Association.

Article II – PurposeSection 1: The Association is formed for the following purpose:

1. To promote interest in the American Quarter Horse
2. To develop friendship and fellowship among horsemen
3. To exchange ideas, practices, and methods of operation for the education of the Association’s members.

Article III – Governing BodySection 1: General. The operation of the Association will be governed by an executive branch (hereafter referred to as the Board) consisting of no more than fourteen members. The composition of the Board includes a President, First Vice-President, Second Vice-President, Secretary (hereafter referred to as the Officers) and nine Board of Directors (hereafter referred to as the Directors). The Board may adopt rules for conducting the business of the Association.

Section 2: Term. Officers are to be appointed for a one-year term with the term of office to run from January 1st to December 31st. Each Director will serve a three-year term.

Section 3: Officers. The Association will have an executive committee consisting of a President, First Vice-President, Second Vice-President, Secretary and Treasurer. A member may not hold more than one office of the Association concurrently.

1. The President will preside at all meetings of the Association and the Board. The President will perform such duties as are necessary to administer the affairs of the Association and sign on behalf of the Association, any contracts or agreements, authorized by the Board. The President may appoint committees that facilitate the purpose of the Association.
2. The First Vice-President will act in the absence of the President. In the absence of both the President and the First Vice-President, a member of the Board will be selected to act temporarily on their behalf. The First Vice-President will serve as the Parliamentarian and assist the President in the administration of the Association
3. The Second Vice-President will tabulate and report the results of the annual awards program and assist the President and First Vice-President.
4. The Secretary will keep all official records of the Association and have custody of the Association’s seal. The Secretary is responsible for recording the minutes of all meetings, keeping an updated roster of the members of the Association, issuing membership cards, and publishing a monthly newsletter. The Secretary may sign (with the President) on behalf of the Association, any contracts or agreements, authorized by the Board.
5. The Treasurer has custody of all Association funds and is responsible for maintaining an inventory of Association assets. The Treasurer is responsible for submitting an operating budget to the Board. Once the Board has approved the budget, members will be notified via the January newsletter of the current year’s budget. The Treasurer assures proper accounting of Association expenditures and revenues and will make financial records available to any member upon written request. The Board may appoint a person to conduct a financial review of records at the end of each calendar year.

Section 4 Directors. The Directors consist of nine members in good standing committed to support the Association.

Section 5: Meetings. The Board will conduct regular meetings at least once per quarter, at such time and place as will be determine by them. Special meetings may be called by the President or by any (3) members of the Board. Notification of regular or special meetings must be given to all Directors at least one week in advance.

Section 6: Quorum. A majority of the Board (8 of 14) will constitute a quorum.

Section 7: Resignation. Any Officer/Director may resign at any time by giving written notice of such resignation to the Board. Any vacancy occurring prior to the regular election will be filled by a majority vote of the Board of Directors. Absence from two consecutive regular meetings will be construed as a resignation from said Board.

Article IV – Location of OfficeSection 1: The principal office of the Association will be at such place as the Board may designate or the Association may require.

Article V – MembershipSection 1: General. All persons having an interest in the American Quarter Horse are eligible for membership. Geographical area does not restrict membership in the Association.

Section 2: Types. Categories of membership include Adult, Youth, Life and/or Charter Members.

1. Youth membership is available for member’s 18 years and younger. The age of an individual on January 1 will be maintained throughout the year. The duration of youth membership is one calendar year (January 1 – December 31) and is nontransferable.
2. Adult membership is for individuals over 18 years of age with duration of one calendar year. Adult members in good standing have voting privileges. The duration of adult membership is one calendar year (January 1 – December 31) and is nontransferable
3. Life membership has the same privileges as the Adult membership and does not expire.
4. Charter membership has the same privileges as the Adult membership and does not expire and is attributed to members who founded the Association.

Section 3: Voting. Voting privileges are reserved for Adult, Life and Charter members only. Those designated with voting privileges are entitled to one vote.

Section 4: Dues. The Board will determine membership dues at the fourth quarterly membership meeting for the following calendar year. Dues not paid by March 1 (of the current year) automatically terminate membership in the Association and all rights and privileges thereof.

Article VI – Membership & Special MeetingsSection 1: General. A quarterly membership meeting is generally held the second Tuesday in January, April, July and October of each calendar year, but may be scheduled at a time deemed appropriate by the Board. Special meetings may be called by the President, a majority of the Board, or by twenty voting members.

Section 2: Location. The Board will determine the location of all meetings.

Section 3: Notice. Written notification of membership or special meetings must be given to all members at least one week in advance.

Section 4: Quorum. A quorum is established at a membership or special meeting if a majority of the Board of Directors and 20 members with voting authority are in attendance. Any business requiring votes must be approved by a majority of voting members present.

Article VII – CommitteesSection 1: The President will appoint a Chairperson to each committee subject to the confirmation by the Board. The Board will authorize and define the powers and the duties of all committees. The purpose of the committees is to make recommendations to the Board and to carry on such activities as delegated to them by the Board. At committee meetings a majority will constitute a quorum. Should the Chairperson resign, it will be the duty of the Chairperson to appoint a replacement subject to Board approval.

Article VIII – ElectionsSection 1: General. Adult, Life or Charter members in good standing are eligible to serve on the Board. No more than one-third (1/3) of the Board will be elected at any one time.

Section 2: Process. On or before September 15, the Nominating Committee, consisting of the three Directors and two members-at-large appointed by the President subject to the confirmation by the Board, will submit a list of the recommended nominees to the Board. No member’s name will be placed on the ballot for election unless that individual has indicated a willingness to serve. On or before September 20, the Secretary must prepare printed ballots listing the names of the candidates and mail (or email) ballots to all members in good standing of the Association. (The ballot may also be distributed via the October newsletter.) The completed ballots should be returned to the Association’s Secretary before the October membership meeting.

Section 3: Outcome. At the October membership meeting, ballots will be made available for those members with voting privileges that did not already submit a ballot. Two members of the Nomination Committee will then tally the ballots received by mail and at the meeting. The election of President, First Vice President, Second Vice President, Secretary, Treasurer and vacant Director positions for the upcoming calendar year will be conducted by majority vote. The election results will be sent to all members via the November newsletter.

Article IX – By-lawsSection 1: These By-laws may be amended at any membership meeting provided that:

1. They have been submitted in writing.
2. The Board and by-laws committee (if applicable) has sufficient time to study them and send written copies to all members.
3. There will be no changes in the by-laws voted upon in the meeting in which they were introduced.
4. Proposed by-laws or amendments must be held over to the next stated meeting or to a special meeting called for action thereon. The notice of the meeting must be sent to every member of the Association.
5. The changes will require two-thirds majority vote of members present who have voting authority.

Article X – Parliamentary AuthoritySection 1: All questions regarding procedures will be determined according to the latest edition of Robert’s Rules of Order.

Article XI – DissolutionSection 1: In the event of dissolution of the Association, the current Board will liquidate and satisfy all liabilities and donate the remaining assets to an non-profit equine research organization and/or Texas A & M University Equine Research Department and/or the AQHA Scholarship Fund and/or any 501 © horse related organization.