By-Laws and Policies
By-Laws Amended (Jan 2022)
BY-LAWS OF LEAGUE OF AGRICULTURAL AND EQUINE CENTERS, INC.
ARTICLE 1. Name
The name of this organization shall be the League of Agricultural and Equine Centers.
ARTICLE 2. Purpose
The purpose of this organization is to serve as a communications network, to provide educational and professional development opportunities, and to promote higher professional standards to and among the management and staff of facilities that host equine and agricultural events.
ARTICLE 3. Membership
Section 1. – Center Membership of the organization is available to facilities with the capacity of hosting sanctioned and non-sanctioned agricultural and equine multiple day events.
ARTICLE 4. Meetings, Quorum, and Vote
Section 1. Annual Meeting – The organization shall hold an annual meeting and symposium of the members for the election of Directors and for the transaction of such other business as may properly come before the membership. The place and time of the annual meeting shall be determined by the Board of Directors.
ARTICLE 5. Dues
Membership, without stock, shall be subject to the payment of annual dues set by the Board of Directors.
ARTICLE 6. Board of Directors
Section 1. Directors
i. The Nominating Committee will identify candidates to fill each open position and/or expired term among Directors at the time of the annual meeting.
Section 2. Quorum – A majority of the Directors shall constitute a quorum at any meeting.
ARTICLE 7. Duties of Directors
Section 1. Management of Business - The Board shall be responsible for general supervision and control of the business affairs of the organization. It shall make all necessary rules and regulations consistent with law, the articles of incorporation, or these Bylaws for the management of the organization. It shall be the duty of the Board to properly record all business transactions.
ARTICLE 8. Financial Matters
Section 1. Contracts - Except as otherwise provided in these Bylaws, the Board may authorize any officer or officers, agent or agents to enter into any contract or execute and deliver any instrument in the name and on behalf of the organizations and such authority may be general or confined to specific business. No debts shall be contracted against the organization and such authority may be general or confined to specific business. Contracts or Memorandums of Understanding that commit the organization financially or to the performance of any services must be approved by vote of the Board of Directors.
ARTICLE 9. Bylaws
Section 1. Promulgation - The Board shall have the power to promulgate such Bylaws as may seem expedient by a majority vote.
ARTICLE 10. Amendments
These Bylaws may be amended by a majority vote at the Annual Meeting of the Center Membership, provided that a copy of such proposed amendment(s) shall have been included with the Annual Meeting notice (a minimum of 90 days).
ARTICLE 11. Dissolution
In the event of the dissolution of the Corporation, the principal assets of the Corporation will, after payment of all debts and expenses, be transferred to another tax exempt organization, or to the United States of America, as the Board of Directors shall determine.
ARTICLE 12. Indemnification
This organization shall, to the full extent permitted by law, indemnify any Director or Officer against expenses including attorney's fees, judgments, fines, and amounts paid in settlement reasonably incurred in the defense of any action, suit, or proceeding, civil or criminal, in which he/she is made a party by reason of being or having been such Director or Officer of this organization, except in matters in which it is finally adjudged in such action, suit, or proceeding that he/she is liable for negligence or willful misconduct in the performance of his/her corporate duties.
ARTICLE 13. Headings
The headings used in these Bylaws are for the convenience of reference only and are not intended in any way to define or describe the scope or intent of any provision of these Bylaws.
Amended (January 2022)
POLICIES and GUIDELINES
We protect the information our members share with us when they submit a membership application, membership renewal, or any other application or registration for League programs and services. Access to this information is limited to other League members and League staff who need access to do their job. On occasion, authorized third-party agents may also need access to some of this information. For example, if we need to ship something to a member, we must share the member’s name and address with a shipping company. We only provide third-party agents with the minimum amount of information needed to complete the requested service or transaction. We do not otherwise share this type of information with third parties.
Periodically, we send information to our members via email and mail. These mailings will be limited to information about League business, programs and services and may include information about League sponsors. We do not share, sell or rent our mailing list or membership list, except as may be required to facilitate League mailings, such as using an authorized email provider to send out a League e-newsletter. Our members will have access to our membership list, including contact information, and we ask our members to treat this information as confidential and use it only for League business purposes. Any member who abuses the privilege of access to League information may have their membership revoked.
From time to time, we may gather information from our members for the purpose of providing them with useful data for their businesses. This data may include sensitive business information, such as salary ranges for employees. When we gather such information, we will keep individual responses confidential. Access to individual responses will be limited to those staff members whose job it is to collect and aggregate the data. We may aggregate all members’ responses into a single data set, remove all potentially identifying details, and then make the aggregated data available to our members for use in their businesses. We may also share this aggregated data with third parties for business purposes, such as soliciting new League members or working with other organizations to achieve common business goals.
From time to time, we may gather credit card information from our members for the purpose of payment for League membership or services. We will maintain this information in hard copy form in League offices, and access to such information will be limited to League staff who need access to do their job. Credit card information submitted for online payments will not be stored by the League office.
We may respond to subpoenas, court orders, or legal process. We also may choose to establish or exercise our legal rights or defend against legal claims. We may collect and possibly share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of the terms and conditions of our website, or as otherwise required by law.
We may process or store members’ information in U.S. databases. However, we will not retain members’ information longer than is necessary for the purposes for which it was collected.
All updates to this policy will be posted here. Last update: August, 2015.
This policy governs non-commercial publication of events, career opportunities, facility news and industry news alerts which may be published in League newsletters, on the League’s website, social media pages, included in special mailings and/or registration package inserts for League sponsored programs.
Listing is free to League members in good standing (paid in full on all accounts.) Listing for ALL non-members is $125 per piece. Listing or publication will be for a maximum of 30 days on the website and one issue annually in the newsletter.
The listing or publication shall not exceed 100 words. Executive staff reserves the right to condense/edit submission to conform to space limitations.
Waiver of fees and/or size of member/non-member publications may be approved by a majority vote of the League Board of Directors.
Annual Conference Symposium Host Site Recommended Guidelines
1. The Executive Staff shall have a host facility in place at the time the request is submitted to the League Board of Directors for consideration.
2. The Executive Staff will handle the following arrangements for the Symposium:
a. Selection of the host hotel. The host hotel must be a full-service hotel property with an in-house restaurant, catering services, fitness facility, business center, internet capacity, AV services, onsite parking, on-line room reservation capabilities, concierge services and laundry services.
Hotel property must have a minimum of two (2) meeting rooms, each with a capacity of 150 seated theatre style or classroom style, open area for cocktail reception, and seated meal function. There must also be a separate board room set for up to twelve (12) people available all Symposium days.
Hotel must have a separate room or foyer adjoining the meeting space to accommodate 8’ x 10’ trade show booths or 6’ display table spaces up to twenty (20) in total or a suitable space in the meeting rooms.
Hotel must be located within sixty (60) minutes of a regional or international airport. Preference will be given to hotels that have airport shuttle service and are able to provide a hospitality suite or area.
b. The Executive Staff will present a recommended Symposium agenda to the League Board of Directors at the six (6) month window prior to the conference. That agenda shall include: detail on meeting requirements, meal requirements, suggested speakers, social/hospitality functions, and sponsors exclusive to the Annual Symposium.
c. The Executive Staff will submit to the League Board of Directors a Symposium Budget at three (3) month intervals leading up to the Symposium dates.
d. The Host Facility and/or Executive Staff suggested options:
i. Secure sponsors for meals/hospitality functions, meeting room charges, facility tour fees, attendee gifts and transportation.
ii. Provide welcome gift for attendees.
iii. Secure the hotel Symposium room rate guarantee three (3) days on both sides of the Symposium dates.
iv. Secure at least two (2) equine facility tours during the dates of the Symposium.
v. Secure a facility to host League equipment sponsor demos to take place during the Symposium dates. Facility should have a competition quality equestrian dirt show arena.
e. It is recommended the Host Facility sponsor a reception or evening dinner and provide staff to assist Executive Staff with all aspects of the Annual Symposium from advance publicity through the conclusion of the event.
The League Footing Academy Site Recommended Guidelines
1. The Executive Staff will present to the League Board of Directors a facility’s request to host the Academy.
2. The Host Facility is responsible for the following arrangements:
a. Secure, at no fee, a minimum of one indoor or covered all-weather facility for up to three consecutive days. Facility must be within sixty minutes of an airport (regional or international).
b. Facility to provide support equipment for The League Footing Academy: water truck for competition ring, adequate lighting, restrooms and one meeting room with a capacity of fifty guests and basic AV services.
c. Secure a host hotel. Hotel should be a full service property with in-house restaurant, catering capability, fitness facility, a business center, meeting space, on-site parking and complimentary airport shuttle service.
d. Hotel should be within thirty minutes of host facility.
e. Host Facility shall greet Academy attendees and assist with on-site registration.
f. Host Facility shall be responsible for any and all additional expenses incurred such as marketing, advertising, evening meals.
3. Host Facility added options:
a. Provide or arrange with the host hotel shuttle service each Academy day to and from the host facility.
b. Provide attendee lunches each Academy class day.
c. Provide a welcome reception for Academy attendees.
d. Welcome gift for all attendees.
Annual Conference Symposium and The League Footing Academy- Host Site Employee Regulations
The Host Facility for the League Annual Symposium and The League Footing Academy may allocate up to three (3) employees with a “waived” registration fee. These registrations will not include additional costs (CEU credits, travel, meals outside of Symposium or Academy, or activities scheduled prior to or post conference/academy). Any additional costs for facility employees will be assumed by the individual or facility of employment.
Eligibility Requirements for Nomination and Service on the League Board of Directors for Center Members
Eligibility Requirements for Nomination and Service on the League Board of Directors for Allied Members
Board Ex-Officio Members
Board of Directors – Commitment to Serve
Each member of the Board of Directors elected to serve The League of Agricultural and Equine Centers is expected to fulfill the following expectations for the duration of his/her elected term.
The League Executive Staff shall consist of an Executive Administrator.
Under the authority from the Chairman of the Board of Directors and the Board of Directors of the League, normal expenditures incurred during the day to day management of the League and League offices are hereby authorized for payment in an amount up to $5,000.00. This authorization includes one-time expenditures of up to $5,000.00. This authority is granted to the League Executive Administrator. Any payment to the League Executive Administrator will be made by a Board Officer.
Any exceptions to the policy must be approved by the League Board of Directors by vote.
Refund of Registration Fees
This policy governs the refund of registration fees for League sponsored events, including but not limited to: Annual Symposium, The League Footing Academy and other League events.
All cancellations must be received in writing by the League office in Dripping Springs, Texas to be processed. The request may be done via US Postal Service or League office email. The request shall include the attendee’s name, email address, membership status and amount paid. The League is not responsible for delayed mail or incorrectly addressed correspondence. Refunds will be issued within sixty (60) days after the League event.
Full refunds of League event registration fees paid, less a $75.00 administrative fee, will be granted until twenty (20) days prior to the first day of the League event. Cancellation requests received after that date will be granted at 50%. There will be no refund request honored within 72 hours of the League event start date.
The League maintains a presence on social media in an effort to enhance communication methods. The goal is to inform those interested in the activities of the League and its members. Members are encouraged to submit facility news, events and activities and industry news alerts to the League’s Executive Staff for posting. The League’s Executive Staff reserves the right to accept, reject or edit any submissions for posting.
The League welcomes everyone’s comments and opinions. However, comments that are inappropriate, offensive, factually incorrect or violent in nature may be removed from any of the League’s social media sites by site administrators.
Any initiative or program sponsored by or in the name of the League of Agricultural and Equine Centers shall be approved by the League Board of Directors and shall have appropriate signed Memorandums of Understanding, Performance Agreements and/or contracts that detail all parties’ obligations and responsibilities. These will be initiated under the auspices of the League Board of Directors and the Board Chairman.