Policies & Bylaws

SOUTH DAKOTA QUARTER HORSE ASSOCIATION POLICY

Revised January 07, 2017 (latest revisions in bold)

STANDARD OPERATING PROCEDURES

1. A copy of the Bylaws and Policy Sheet will be sent to each new member and a copy of the Bylaw and Policy Sheet will be sent to each member when changes occur. Anyone may obtain a copy of the Bylaws and Policy Sheet by contacting the SDQHA Secretary.

2. Membership Dues shall be as follows:

FULL MEMBERSHIP - $35.00 (All rights and privileges).There will only be one fee for membership and that will be $35.00 and will include the newsletter and directory, voting privileges, and show points to count for awards.
Dues statements will be sent to each member annually, and to each youth member completing their final year, at the time of the Annual Membership Meeting.
Dues paid after the State Fair, or September 1, whichever is earlier, will apply to the following year as well as to the remainder of the current year.
Memberships may be family or individual or a corporation or business. A family membership will receive two votes.

3. A complete list of show dates will be published in the SDQHA Official Publication or Directory each February or March, to help avoid duplication of show dates.

4. Salaries- Salaried positions will employ independent contractors.

The SDQHA Board of Directors will contract salaried positions (Directory Editor, Association Secretary, Point Secretary, Futurity Secretary) by independent bids commencing 30 days following the annual meeting.

5. The Vice President may seek professional assistance in order to implement the annual audit of the Treasurer’s books, at reasonable monetary expense. There shall be a yearly letter on file, signed by the Audit Committee Chairperson and all committee members, stating whether or not the financial statements accurately represent the financial position of the organization. The yearly letter is to be filed by April 1st of the following calendar year. There shall be a mandatory external, independent audit at least every three years, commencing in 2004.

6. Any and all complaints and/or concerns shall be expressed in writing and submitted to the Board of Directors for their consideration.

7. It shall be the responsibility of the SDQHA Secretary to remind the various committees and/or people and/or Board of Directors of necessary functions, duties, policies, etc.

8. This Policy Sheet may be changed at any regular meeting of the Board of Directors or the general membership.

GRIEVANCES

1. Inappropriate, abusive or obscene language or behavior directed at any member, committee member, director or officer of the SDQHA shall be strictly prohibited and shall be cause for immediate disciplinary action as defined under ARTICLE II. Section 4 of the SDQHA Bylaws.

ANNUAL MEMBERSHIP MEETING

1. The date of the Annual Membership Meeting shall be determined by a vote of the Board of Directors, early enough in the year to allow time for adequate planning.

2. Reports of the National Directors will be given at the Annual Business Meeting.

3. Bids received pertaining to the meeting shall be reviewed by the Board of Directors at a board meeting.

4. The location for the annual meeting will be determined by the Board of Directors.

SELECTION OF NATIONAL DIRECTOR NOMINEE

1. Any member seeking a National Director position shall submit to the National Director Selection Committee appointed by the President, a copy of the official AQHA National Director application form together with any additional written comments, at least two months prior to the upcoming Annual Membership Meeting.

2. Each National Director candidate shall have the opportunity to address the membership at the Annual Membership Meeting.

3. In order to be eligible to vote, SDQHA membership dues must be paid prior to September 30 of the year in which the current Membership Meeting is being held.

4. SDQHA members eligible for voting in a National Director election must be present at the Annual Meeting in order for their vote to count. There shall be no mail-in and/or absentee ballots.

5. All eligible ballots cast at the Annual Meeting will then be opened and counted by the present National Directors.

8. The National Director candidate receiving the majority of the eligible votes cast shall win the election.

VOTING PROCEDURE FOR DETERMINING A MAJORITY WINNER

1. The voting body shall cast their ballots.

2. Ballots are counted and the candidate receiving the majority shall be declared the winner.

3. If no majority is received by any one candidate, then the two candidates receiving the most ballots will participate in a final election and the one receiving the majority will be declared the winner.

4. If there is a tie in ballots cast in the initial election so it is impossible to select only two candidates for a final ballot, there will be a run-off election to select candidates for the final election. The candidate with the most ballots will then be in the final vote.

5. In each vote the voting body will only be instructed to please vote for the individual that would best represent them. They will not be told if the election is a final election or run-off election.

6. Example voting scenarios with more than two candidates, assuming 100 votes cast, requiring 51 ballots for majority:

Three candidate scenario:

Initial vote

Candidate

Number of Votes

Run-off Vote

Candidate

Number of Votes

Final Vote

Candidate

Number of Votes

dropped

*Candidate Number 1 has won the election.

Four candidate scenario:

Initial vote

Candidate

Number of Votes

Run-off Vote

Candidate

Number of Votes

dropped

Final Vote

Candidate

Number of Votes

dropped

*Candidate Number 1 has won the election.

HANDLING OF ASSOCIATION MONIES

1. All Association funds not needed for operating expenses shall be kept in interest bearing savings accounts and/or certificates of deposit. The balance shall be kept in an interest bearing checking account.

2. Interest earned by the Futurity portion of the Association funds will be credited to the Futurity fund.

3. The Treasurer is required to maintain an itemized ledger for all SDQHA savings, banking and investment accounts to be reported out at BOD meetings

ELECTION OF DIRECTORS

1. An incumbent director is automatically nominated for re-election.

2. The Nominating Committee shall submit a slate consisting of at least one name for each vacant position.

3. National Directors will be nominated on a rotating basis every third year.

DONATIONS

1. Donations for organizations outside the SDQHA shall be at the discretion of the Board of Directors.

SDQHA OFFICIAL PUBLICATION

1. The SDQHA Official Publication advertising rates will be determined by the SDQHA Official Publication Editor and approved by the Board of Directors.

2. The SDQHA will assume the cost of maintaining the bulk mailing permit used in Association mailings, from the general fund.

3. Seven dollars of any membership is allocated to the SDQHA Official Publication and shall be transferred from the SDQHA general fund to the SDQHA Official Publication fund.

4. The Youth (SDQHYA) members may obtain the SDQHA Official Publication by paying a $7.00 subscription fee to the SDQHA Official Publication fund.

5. If the SDQHA Official Publication Editor is unsuccessful in collecting the required fees for publication of show bills, the SDQHA Secretary will write a letter to that show secretary requesting payment. If the Secretary is unsuccessful, show approval for the following year will be withheld and the SDQHA will reimburse the SDQHA Official Publication fund.

6. The SDQHA Official Publication Editor shall be hired as an independent contractor, by the Board of Directors.

SHOW POLICIES

1. The SDQHA show approval form must be filed with the SDQHA Secretary at least 60 days prior to the show date.

2. The intent of the Board is to not approve two state shows on the same date.

3. All shows must publish a show bill in the SDQHA Official Publication at least 30 days prior to the date of the show.

4. Shows seeking SDQHA approval will pay $85 to SDQHA. The SDQHA will publish the show’s bill in the Official SDQHA Publication prior to the show. Individual and special events will pay $50 to SDQHA for SDQHA event approval.

5. The show secretary shall request and pay for the Official AQHA results to be sent to the SDQHA Point Secretary.

6. It shall be the responsibility of the show management to notify the SDQHA Point Secretary of any changes in show results made by AQHA as soon as the show management receives notification from AQHA.

AWARDS

1. The SDQHA will provide monies toward the SDQHA Open, SDQHA Amateur, SDQHA Select Amateur, SDQHA Novice Amateur, and SDQHYA All-Around and Reserve All-Around awards as the budget shall allow and the Board deems equitable.

2. Winners of the awards mentioned in #2 above shall be allowed to receive cash corresponding to the value of individual class awards won, to be combined with the All-Around or Reserve All-Around Awards in order to obtain an award of greater value.

3. Awards will be given to the first and second place novice classes.

4. Jr. and Sr. Reining will receive awards as one class until numbers justify a change.

5. The SDQHA Board of Directors will choose an adult and youth sportsmanship award recipient annually. A nomination form for these awards will be published in the SDQHA Official Publication.

6. Award sponsors will receive appropriate recognition.

7. The Point Secretary shall be employed as an independent contractor by the Board of Directors.

8. The cut-off date for counting points toward year-end awards shall be September 30 of the current show season.

9. SDQHA Producer of the Year Award

A. Criteria

(1) Must own and breed at least 5 mares every year; bred to an AQHA stallion.

(2) Prove that they use them; measure of productivity like showing, ranch horse, rodeo,

salability, etc.

(3) What are they giving back to the quarter horse industry? (Production sale, 4-H, rodeo, youth).

(4) Must be nominated by someone else (member or non-member of SDQHA).

(5) Nominee must be a member of SDQHA.

B. Incentive for Ranch producers to attend the annual meeting

(1) Ranch producer that brings a friend gets free membership and meal.

C. Producer Committee

(1) Chairman would be made public however the committee would be picked by the

chairman and would be kept private.

D. Venues where SDQHA can announce the Producer of the Year

(1) 20X Extreme Rodeo, SDHSRA Finals, BHSS & CSF Horse Sales, Brookings, Etc.

DIRECTORY

1. The Directory Editor shall be hired by the Board of Directors as an independent contractor.

2. Collection of Non-Payment:

A. The SDQHA Secretary shall write a letter to the delinquent advertiser requiring the account to be paid in full within 90 days.

B. If the account still remains delinquent after 90 days, the SDQHA membership shall be suspended and appropriate action shall be taken by the Board of Directors.

SDQHA AFFILIATE MVP

In voting for the MVP, each youth SDQHYA membership, individual SDQHA membership, and SDQHA business membership shall have one vote. Each family SDQHA membership shall have 1 or 2 votes dependant on the membership status.

SOUTH DAKOTA QUARTER HORSE ASSOCIATION

POINT SYSTEM

REQUIREMENTS FOR ELIGIBILITY:

1. All show exhibitors must be current members of the SDQHA to be eligible for

year-end awards.

2. All listed individual owners on the horse’s registration papers must be current

members of the South Dakota Quarter Horse Association. If owner listed is a company or partnership, said company or partnership must have a current South Dakota Quarter Horse Association membership. For leased horses, the owner of record and the lessee must have SDQHA memberships and all SDQHA points will be attributed to the recorded lessee.

3. Membership(s) must be purchased prior to event or within a 7 day grace period after the end of an event to have points count toward year end awards. The SDQHA Secretary will provide the show manager at each show a current membership list and it is the responsibility of each individual to verify that dues have been received by the association for themselves and/or their exhibitor for subsequent points to count. If an individual does not receive a membership card in a timely manner, they should contact the secretary. Absence from the current membership list and absence of possession of a membership card shall be conclusive proof that membership dues have not been received

4. The horse must place in one-third (1/3) of the number of times the class was

offered and have a minimum of ten points to qualify for Awards.

5. If the horse changes ownership during the year, previous points will not transfer to the new owner but will be counted separately for both owners.

6. In Amateur, Select Amateur, and Novice Amateur divisions, the points will be computed on a one horse/one rider basis. If a horse is shown by multiple exhibitors, the points will be computed separately even if both exhibitors are listed owners.

AWARDS OFFERED:

1. Open Division

A. Halter Classes: High Point and Reserve High Point to each age group

within their respective sexes, including broodmares and group classes. Weanlings must be South Dakota owned at the time of foaling.

B. Performance Classes: High Point and Reserve High Point for each class.

Awards will be offered in Junior and Senior Divisions for classes where Junior and Senior Divisions are offered.

C. All-Around Champion and Reserve Champion All-Around.

D. High Point and Reserve High Point Performance Horse – to be awarded

only when there are no qualified entries for the All-Around and Reserve All-Around Awards.

E. State Champion Award.

2. Amateur Division

Halter Classes: High Point and Reserve High Point to each Junior and Senior age group within their respective sexes, including broodmares and group classes.Weanlings must be South Dakota owned at the time of foaling.
Performance Classes:High Point and Reserve High Point for each class.
All-Around Champion and Reserve Champion
High Point and Reserve High Point Amateur Performance Horse to be given only when there are no qualified entries for the All-Around and Reserve All-Around Awards.

3. Novice Amateur Division

Performance Classes:High Point and Reserve High Point for each class.
High Point Novice Amateur and Reserve High Point Novice Amateur.

4. Select Amateur Division

Performance Classes:High Point and Reserve High Point for each class.
Champion All-Around and Reserve Champion All-Around.
High Point and Reserve High Point Amateur Performance Horse to be given only when there are no qualified entries for the All-Around and Reserve All-Around Awards.

CALCULATION OF STATE POINTS:

1. Halter-Performance Class High Point

State Points will be awarded to entries according to the number of placings awarded by the AQHA Judge in each class with a maximum of 9 placings.Example:If a judge placed eight horses in a class, state points would be awarded through 8th place.
State points will be calculated based on the total number of horses in the class.Example:If there are 12 horses in a class, 1st place would receive 12 points; 2nd place would receive 11 points; etc. through 9th place.
Halter points will be kept in the class(es) shown.

2. All-Around and Reserve All-Around Awards – Open, Amateur, and Select

Amateur

All-Around and Reserve All-Around awards will be calculated using ALL-AROUND points, with the maximum number of points awarded per class being nine (9), i.e., in a class of more than 9 entries, first place would receive 9 points, second place would receive 8, etc.
A minimum of 10 All-Around points at halter and a minimum of 10 ALL-AROUND points in two different categories, as defined in the AQHA Rule Book, is required for an entry to qualify for these awards.
Upon meeting minimum requirements the entry accumulating the highest total ALL-AROUND points in all categories will be the ALL-AROUND CHAMPION.The entry accumulating the second highest total will be the Reserve All-Around.
Regarding All Around awards in the Select Amateur Division, halter points will be earned in the Amateur classes and performance points in the Select Amateur classes.A Select Amateur can enter the corresponding Amateur class and his or her state points will count toward the SDQHA Select Amateur event.The Select Amateur will designate upon his/her membership form in which division he/she is competing for points.
Amateurs must designate on their membership application if they are going for Amateur division awards or Amateur Select division awards.

3. Performance Horse Awards

High Point and Reserve High Point Performance Horse Awards will be given when qualifications have not been met for the All-Around and Reserve All-Around awards.
A minimum of 10 All-Around points in two different categories as defined in the AQHA Rule Book, is required to qualify for these awards.Halter points should not be included.
Upon meeting minimum requirements the entry accumulating the highest total ALL-AROUND points in all categories will be the High Point Performance Champion.The entry accumulating the second highest total will be the Reserve High Point Performance Champion.

4. State Champion Awards

To be a STATE CHAMPION, one must have a minimum of 30 points at halter and 30 points in one performance category, 20 points in the second performance category and 10 points in a third performance category, for a total of 90 points minimum.Points must be earned in one division, such as Open Division or Amateur/Select Amateur Division.Novice division does not apply to these awards because they have no halter.
Points must be accumulated in one show year.
This award may be awarded to a qualified horse more than one time.

5. High Point Novice Amateur and Reserve High Point Novice Amateur

High Point and Reserve High Point awards will be calculated using the total number of State Points earned.
The horse/exhibitor pair must have placed in one-third of shows held and have accumulated a minimum of 10 points in each of two AQHA performance categories.
The horse/rider combination with the most points will be named High Point Novice Amateur.The second highest point earning combination will be named Reserve High Point Novice Amateur.

Our competition is open to the world and will follow AQHA rules for horse eligibility except where stated in these policy sheets.

SOUTH DAKOTA QUARTER HORSE ASSOCIATION

FUTURITY RULES & CLASSES

(2003 Futurity)

1. Owners and exhibitors must be current members of the South Dakota Quarter Horse Association. The $25.00 membership fee must be included with the first entry payment by separate check to SDQHA unless current membership has already been paid. Membership must comply with the SDQHA Policy Sheet concerning Showing. You must be a member of the SDQHA but need not be a resident of South Dakota.

2. All Futurity entries must be mailed to the Futurity Secretary at: Linda Johnson, 19610 US Hwy 85, Belle Fourche, SD 57717, and membership, if applicable, to same address.

3. All weanling entries must include with the FIRST ENTRY PAYMENT, names and AQHA numbers of the Sire and Dam, and a completed breeder’s certificate.

4. All other entries must include a copy of the AQHA Registration Papers with the FIRST ENTRY PAYMENT or the entry will not be processed.

5. Non-Pro Entries must include a copy of the current AQHA Amateur or AQHA Youth Card with the FIRST ENTRY PAYMENT. Non-Pro entries will be amateur and youth with an entry in the non-pro classes.

6. Social Security Number or Taxpayer ID number of the person receiving payback must be listed on the entry form with the FIRST ENTRY PAYMENT or they will not be processed.

7. All AQHA rules will prevail. Weanlings must be eligible for registration with the AQHA and all other horses must be registered with the AQHA.

8. NO SUBSTITUTIONS OR REFUNDS WILL BE ALLOWED.

9. Late payments begin the day after the payment is due. (Determined by the postmark). Late payments shall consist of the original payment due plus fifty cents (.50) per day up to an amount equal to double the total class entry.

10. Al horses must be shown each day of the Futurity to be eligible for prize money.

11. A tie breaker judge will be chosen by lot prior to the beginning of the first

Futurity Class and announced.

12. All horses must be entered in their respective AQHA Class in the Central States Fair Show.

13. Death: Any owner of an entry who reports the entry deceased and furnishes the Futurity Secretary a signed veterinarian death certificate postmarked no later than seven days after the death of the entry will be allowed to participate in that Futurity class the following year. All payments paid on that entry will carry over to the following year with the exception of additional money due if there is a payment increase. If death occurs within 14 days of the futurity Show Date, the death must be reported to the Futurity Secretary by telephone and signed death certificate presented to her within seven (7) days thereafter. All notification must take place prior to the Central States Fair Show Dates. Credit of payments toward the following year in any other Futurity Class where death may occur will be determined by the Futurity Committee. Failure to follow these rules will result in forfeiture of entry fees.

14. Ten Percent (10%) of all entry monies will be withheld toward Futurity Expenses.

15. Classes with less than three (3) paid-up entries (an entry being defined as a horse whose documentation and payments are complete before the Futurity) will not be judged and all Futurity entry fees will be returned except late fees, which will be retained. If three paid-up entries are in before the futurity date and paid-up, but only one or two entries show, the class will still be judged and prize money awarded.

16. Paybacks will be based on the number of entries:

3 Entries 1 Place paid

4 to 5 Entries 2 Places paid

6 to 8 Entries 3 Places paid

9 to 11 Entries 4 Places paid

12 to 14 Entries 5 Places paid

15+ Entries 6 Places paid

17. Payback checks will be mailed within 30 days.

18. BAD CHECK POLICY: In the event of a back check, the entry is cancelled and no money will be refunded.

19. NO ENTRIES WILL BE ACCEPTED AFTER the date of July 15. Any payments made after July 1 on existing entries must be made by bank draft or cashiers check. (No check will be accepted after July 1).

20. A person may submit as many entries as they wish. Horses do not have to be exhibited by the owner (Except in the case of Non-Pro Entries, which must be shown according to AQHA requirements for amateurs and youth). However, each entry must be shown by the same exhibitor under all three judges. The exhibitor and the owner must have a membership in the SDQHA.

21. Weanling classes will be divided into two divisions: Colts and Fillies; and then with classes of 10 or more entries, sub-divided into two more divisions according to the date of foaling: A. Early Division B. Late Division (Odd weanlings, if any, will be added to the late division).

SOUTH DAKOTA LATE BORN HALTER FUTURITY – Born on or after May 1, 2003

1. Rules 1-21 Futurity Rules apply. Owners and exhibitors must be current members of the SDQHA, but need not be residents of South Dakota. This class in intended as a non-pro division and the exhibitor must have an AQHA Amateur card or youth card, but because of the age of the foals will show with the open division classes wherein the foals are divided in age divisions late and early. This means the foal must be shown in the corresponding open foal classes.

2. All foals must be born on or after May 1, 2003 and a copy of the Breeders Certificate must be included with the first entry payment. We encourage ranches and production breeders to enter this class.

3. Entries in the Late Born class may enter in any other SDQHA Futurity Class that they are eligible for as long as all the rules are followed for that class.

4. Enter as:

Late Born Colts (stallions)
Late Born Fillies

Entry Fee:

June 1 - $25.00 July 1 - $25.00 Total Entry - $50.00

Late Payment July 15 = $75.00 – Entries Close July 15.

SOUTH DAKOTA OPEN HALTER FUTURITY

1. Rules 1-21 apply. The entry must also be shown in the applicable class in the Central States Fair Show for both days of the Futurity.

2. Open Halter Futurity Classes may be shown by professional, youth, amateur, all of which must have a current SDQHA membership.

3. Enter as:

01. Weanling Colts (Stallions)

02. Weanling Geldings

03. Weanling Fillies

04. Yearling Stallions

05. Yearling Mares

06. Yearling Geldings

4. Open Payment Schedule – Entries close July 15

First payment May 15 = $25.00 Second payment June 15 = $25.00 Total = $50.00

Or one time payment on May 15 of $70.00 or pay on July 15 = $150.00

SOUTH DAKOTA OPEN PERFORMANCE FUTURITY

1. Rules 1-21 apply. All AQHA rules will apply to the futurity classes in regard to Junior Horses and all entries must participate in the corresponding Central States Fair classes.

2. Performance Futurity Classes:

07. Two (2) Year Old Snaffle Bit Western Pleasure

08. All Age Open Pleasure Maturity – open to horses 6 and over; riders can be

youth, pro and amateur, but must be entered in senior pleasure class at the Fair.

09. Jr. Reining (open to horses five years old and under) must be entered in the corresponding show class.

010. Jr. Pleasure Futurity (open to horses five years old and under). Must be entered in the corresponding show class an can be ridden by youth, pro or amateur.

011. Jr. Trail (open to horses five years old and under). Must be entered in the corresponding show class and can be ridden by a youth, pro or amateur.

012. Yearling Lounge Line Class – Must be entered in the corresponding show class and can be shown by a pro or amateur.

3. Open Performance payment will be:

First payment May 15=$50.00 Second payment June 15=$50.00 Total payment=$100.00

One time payment May 15 = $95.00

Late payment by July 15 = $200.00

SOUTH DAKOTA NON-PRO FUTURITY DIVISION HALTER AND PERFORMANCE

1. Futurity Rules 1-21 apply. Non-Pro entries must be entered in the appropriate amateur classes to compete and have an amateur card for the halter division but must be entered in the corresponding performance events of the fair (see below). Non-Pro entries must have either an amateur card or youth card. Amateurs only will show in the halter division.

2. Non-Pro Halter Classes:

NP-1 Weanling Stallions–Enter in the 2 & Under Amateur Stallion class of Fair

NP-2 Weanling Fillies – Enter in the 2 & Under Amateur Mares class of Fair

NP-3 Weanling Geldings-Enter in the 2 & Under Amateur Geldings class of Fair

***These weanlings will be awarded separately from the yearlings and two year olds in the class per our records, so you will not be showing in the futurity against those ages, but must show in the division anyway.

NP-4 Yearling Mares-Enter in the 2 & Under Amateur Mares class of Fair

NP-5 Yearling Geldings-Enter in the 2 & Under Amateur Geldings class of Fair

NP-6 Yearling Stallions-Enter in the 2 & Under Amateur Stallions class of Fair

***These yearlings will be awarded separately from the two-year olds and weanlings in this class per our records, so you will not be against those ages, but must show in the amateur division anyway.

3. Non-Pro Performance Classes:

NP-7 Non-Pro Jr. Pleasure – Enter in the Open Junior Pleasure class

NP-8 Non-Pro Two Year Old Snaffle Bit Pleasure–Enter in Open Two Year Old

Pleasure

NP-9 Non-Pro Junior Trail – Enter in Open Junior Trail

NP-10 Non-Pro Junior Reining – Enter in the Open Junior Reining

4. Payment Schedule, all Non-Pro Performance:

First payment May 15=$50.00 Second payment June 15=$50.00 Total=$100.00

One time payment May 15 = $95.00

Late payment July 15 = $200.00

5. Payment Schedule, all Non-Pro Halter:

First payment May 15=$25.00 Second payment June 15=$50.00 Total=$75.00

One time payment May 15 = $70.00

Late payment July 1 = $150.00

See the SDQHA website at for details, or contact Secretary/Treasurer, Victoria Cuka, at