Horse Council By-Laws

Approved 1/14/2025

ARTICLE I – NAME AND PURPOSE

Section 1

The official name of this non-profit organization shall be:
Weber County 4-H Horse Council

Section 2

The principal place of business of the Weber County 4-H Horse Council shall be:
Utah State University Extension Building, Weber County
1181 N Fairgrounds Drive, Ogden, UT 84404

Section 3

The purpose of this organization shall be to serve as an executive and decision-making body on behalf of the Weber County 4-H Horse program. The objectives of the Weber County Horse Council shall be to establish a partnership among the volunteers, 4-H youth, parents and the Weber County community that will bring about a spirit of unity and cooperation in our 4-H program. To teach life skills  and leadership to the youth. To give volunteer support to USU Weber County Extension office as deemed beneficial, to foster and support 4-H youth programs within Weber County that will promote the highest advantages in education and physical, mental, and social well-being. To provide financial assistance to support the objectives listed above.

Section 4

The Weber County 4-H Horse Council will work closely with Weber County Extension Service to produce a positive youth development experience. The Weber County 4-H Horse Council provides programs and services to all persons and does not discriminate or tolerate discrimination including harassment based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.

ARTICLE II – MEMBERSHIP

Section 1

Members of the Weber County 4-H Horse Council must be registered as a volunteer or leader in a Weber County 4-H Horse project

Section 2

All members must abide by the rules and regulations

Section 3

All dues must be paid in full and up-to-date

ARTICLE III – ELECTIONS OF ADULT OFFICERS

Section 1

The election of officers shall be held annually.  Elections will occur at the January Horse Council Meeting.

Section 2

Nominations for officers will be taken from the floor at the meeting or by proxy letter received by either the President or committee member. Nominations for officers shall be accepted from present council members, club leaders, or parents of a club member.

Section 3

The following officers shall be elected annually: President, Vice President, Secretary, Treasurer, Youth Representative, and County Representative

Section 4

Officers shall hold office until their successors have been duly elected. The term shall begin the first day in February.

Section 5

Officers may succeed themselves if re-elected. Limited to 2 consecutive terms.

ARTICLE IV – DUTIES OF OFFICERS

President

  1. Presides/conducts as the executive officer over all council meetings
  2. Check on meeting arrangements and set the agenda one week prior to meetings
  3. Enforce the by-laws, rules, and regulations
  4. Conduct business as approved, within the scope of the by-laws and carry out various other duties as required
  5. Ensure all of the general responsibilities of the Weber County 4-H Horse Council are fulfilled
  6. The President is responsible for direction any established committee

Vice President

  1. Take over duties of President in his/her absence or when called upon
  2. Complete any assignments given by the President
  3. Help oversee committees

Secretary

  1. Have a copy of the By-Laws and Horse Project Rules with him/her at all functions
  2. Take minutes and keep records of attendance at all meetings
  3. Within one week of approval of minutes, send to 4-H staff assistant to email members
  4. Inform members of upcoming meetings and events

Treasurer

  1. Will provide financial information to committee
  2. Collect finance information from 4-H office

Youth Representative

  1. Attend, and represent at 4-H Horse Youth at Weber County 4-H Horse Council meetings
  2. Attend, represent and vote at 4-H Horse Youth at State 4-H Horse Council meetings

County Representative Serving on the State Council

  1. Attend Weber County 4-H Horse Council meetings
  2. Attend all State 4-H Horse Council meetings, take minutes and report to Weber County
  3. Assist with activities as requested

Past President

  1. Recommend programs and activities to the members of the council for their consideration and approval
  2. Assist President with duties

The efficient and proper execution of horse shows falls under the purview of the Horse Council Adult Officers.

ARTICLE V – STANDING COMMITTEE

Section 1

Committees will serve a term limit with rotating membership, overlapping terms and promoting training. Committees will be voted on in the February meeting. All committees will have three members.

  1. Awards Committee: Preside over Weber County 4-H Horse Awards night, collect scores for all divisions, tests and organization ranks, create awards script. Please see Article X, Section 3 for list of awards to be provided. Positions are appointed and will serve a 3-year term.
  2. Judges Committee: Compile a list of judges for approval, coordinate shows and approved judges with the 4-H office, and assign ring stewards. Positions are appointed and will serve a 1-year term.
  3. Test/Pattern Committee: Decide on the approved tests/patterns to be used at each show. Test/patterns must be delivered to 4-H office a minimum of two (2) weeks before the show. Ensure all needed equipment will be available. Solicit volunteers to assist with the show events i.e. timers, gates, rakers, water, etc. to assist with show events. Positions are appointed and will serve a 2-year term.
  4. Register/Points Committee: Works under the direction of the Weber County 4-H Program Coordinator. Assist in correcting tests, check score sheets, record points, post scores. Positions are appointed and will serve a 2-year term.
  5. English Committee: Positions are appointed and will serve a 2-year term. Plan meetings, workshops, trail rides, shows and any other form of building up the English Program.
  6. Fiesta Sponsor Superintendent: Identify, secure, and recognize sponsors for the Fiesta 4-H Horse show. Positions are appointed and will serve a 1-year term. Only one superintendent will be appointed.
  7. Grievance Committee: Made up of Council members who attend the show. Once vote per club attending the show.
    1. All grievances must be submitted in writing with $25 cash within 30 minutes of disputed issue
    2. Committee members may not vote on any grievance that he/she initiated or involves a member of their club.
    3. A committee member may ask to be removed from a decision if they feel a conflict of interest may be involved.
    4. No judged event placing will be altered except by the judge
    5. No cameras, video, camcorders will be accepted to substantiate a grievance.
    6. The grievance committee shall hear both parties, and decide the outcome of the grievance at each show, if possible.
    7. The decision of the Grievance Committee is final
    8. Grievance committee members will be familiar with Weber County Horse Project Rules and By-Laws and have a copy of each with them at the show. They will help interpret all the rules and regulations.

ARTICLE VI – MEETINGS

Section 1

Meetings shall be held on a regular basis as determined by the officers.

Section 2

In case of a change of regular meeting, all members shall be notified by e-mail or text message at least five (5) days prior to the regular meeting.

Section 3

Special meetings may be called by the officers for a just and reasonable cause to discuss and act on business which cannot wait for the next regular special meeting.

Section 4

The January meeting will be the regularly scheduled meeting where Weber County Horse By-Laws will be discussed and updated.

Section 5

The March meeting will be the regularly scheduled meeting where the upcoming shows will be planned. 

Section 6

The November meeting will be the regularly scheduled meeting where the Weber County Horse Project Rules will be discussed and updated as appropriate.

Section 7

The February meeting will be the regularly scheduled meeting where the Committees will be voted on.

ARTICLE VII – VOTING, QUORUM

Section 1

Each registered Weber County 4-H Horse Club is entitled to one (1) vote

Section 2

Each registered Weber County 4-H Horse Project family is entitled to one (1) vote

Section 3

Each elected officer is entitled to one (1) vote

Section 4

The County 4-H Horse Program Coordinator is entitled to one (1) vote

Section 5

Only one (1) vote is allowed per individual

Section 6

The President will only vote in the event of a tie

Section 7

When a voting member is not able to attend, a proxy may be selected in their stead. The proxy must be announced and accepted by the council prior to any voting.

Section 8

Simple majority of eligible voting clubs shall constitute a quorum

Section 9

All voting decisions must be in harmony with Utah State University’s policies and procedures and 4-H rules and standards

Section 10

Horse Council holds the authority to determine which topics are suitable for a family vote.

ARTICLE VIII – AMENDMENTS TO THE BY-LAWS

Section 1

By-Laws may be amended by two-thirds (2/3) vote of the members present at the annual January meeting.

Section 2

By- Laws may also be amended when necessary at regular council meetings if all voting members are notified in writing of the proposed change at least fifteen (15) days prior to the meeting. (Failure to do so will result in an invalid vote)

Section 3

No By-Laws may be amended by telephone or proxy votes.

Section 4

The President will vote only in the event of a tie.

ARTICLE IX – COUNTY RULES MEETING

Section 1

Weber County Horse Project Rules may be changed by two-thirds (2/3) vote of the members present at the meeting.

Section 2

Weber County Horse Project Rules may be changed at the November Rules Meeting without prior written notice. Rules may be changed when necessary at regular council meetings if all council members are notified in writing of the proposed change at least fifteen (15) days prior to the meeting.

Section 3

No Weber County Horse Project Rules may be changed by telephone or proxy votes.

ARTICLE X – EXTRAS

Section 1

Leaders and all Committee members are required to be registered with the 4-H Office

Section 2

All By-Laws and Horse Project Rules must follow 4-H rules and standards

Section 3

The following Awards have been approved to be provided by the Awards Committee at Horse Awards:

  • 1st Year Pins and awards
  • Award for highest cumulative test score: Junior, Intermediate, Senior
  • Award for Horseless Contests
    • Demonstration
    • Team Demonstration
    • Public Speaking
    • Hippology
    • Judging
    • Horse Bowl
  • Awards for State Classic Contests Participants
  • Awards for top scoring English participants
    • Division awards as laid out in the English Horse Rule Book
  • Awards for Two-Handed
  • Awards for In-Handed
  • Award for Working Ranch Horse
  • Awards for Region Team
  • Awards for State Show Participants
  • Rank Advancement Awards
  • High Point Awards
  • Grand Champion Overall Awards
  • Senior Recognitions
  • Kris Clark Sportsmanship Buckle
  • Volunteer Recognitions