By-Laws Amended January 2025
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 and entities that host, manage, produce and/or sanction equine and/or agricultural events.
The organization also strives to bring together individuals and companies that provide services and products to member groups.
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 events.
One individual shall represent the Center Member.
Section 2. – Sponsor Membership of the organization is limited to League Sponsors that pay and maintain current sponsorship packages of the League. One individual shall represent the sponsor member.
Section 3. – Affiliate Membership of the organization is available to organizations and entities that manage, produce and/or sanction equine, livestock and other agricultural shows and events. One individual shall represent the affiliate member.
Section 4. - Young Professional Membership is open to individuals between the ages of 18 and 25 working in and/or pursuing a degree in a field related to the agricultural and/or equine industry or facility management.
Section 5. Allied Membership of the organization is open to all other individuals and entities that do not meet the criteria of other membership classes, including retired members.
Membership in the association is based on the 12-month period following the date annual dues are paid to the organization.
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.
Section 2. Special Meeting – Special meetings of the Members may be called by the Board of Directors for any purpose, at any time. Notice for any special meetings shall be sent to all Members at their last known address or by electronic methods at least 30 days prior to the date of the meeting.
Section 3. Meeting Notice – Notice of the annual meeting of the organization shall be sent to all Members at their last known address or by electronic methods at least 90 days prior to the date of the meeting.
Section 4. Quorum – A quorum for an annual or special meeting shall consist of members present.
Section 5. Voting – At each meeting of the Members, every Center Member, Sponsor Member, and Affiliate Member in good standing is entitled to one (1) vote, which shall be cast in person by the designated representative of the Member. Sponsor Members and Affiliate Members are allowed to vote only on the election of the Director representing their respective Membership. Young Professionals and Allied Members are not afforded voting privileges. Voting shall be governed by parliamentary procedure according to “Robert’s Rules of Order.”
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
a. The business of the organization shall be conducted by a Board of seven (7) Directors but no more than fifteen (15) Directors, including officers. One Director may be from the Sponsor and affiliate Membership having held a consecutive membership in good standing for the past three (3) years. A Sponsor or Affiliate Member who may be elected to the Board of Directors may not occupy an officer position. All Directors shall be elected for a term of three (3) years. Elections shall be conducted at each annual meeting of the membership. The elected Directors will be responsible for electing, from within their ranks, the following Officers: Chairman, Vice-Chairman, Secretary and Treasurer, who shall serve with bond.
b. The Chairman of the Board of Directors will appoint, from within the current serving Board members, the Nominating Committee. That committee will consist of three (3) members.
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.
ii. The Nominating Committee may publish a call for candidates and eligible candidates must provide a cover letter and resume.
iii. The Nominating Committee will prepare a slate of candidates for election as Directors using the names of the individuals responding to the call for candidates, in addition to the names of individuals brought to the attention of the Nominating Committee by other means.
iv. The Nominating Committee will present the slate of candidates and their qualifications to the full Board of Directors at the last regularly scheduled Board meeting of a calendar year prior to the next year’s annual meeting and symposium. The Board will make a recommendation to the full membership on the slate of candidates via email to the membership at least five (5) days prior to the first day of the annual meeting and symposium.
v. Voting and Nominations from the floor. Voting by the membership is to occur via written ballot only. Nominations from the floor will be taken in successive order. Floor nominees may remain in the meeting during floor nominations, voting and counting. All floor nominees will be required to acquire and sign a Board Eligibility Requirement form prior to any submission of floor nominations.
Section 2. Quorum – A majority of the Directors shall constitute a quorum at any meeting.
Section 3. Vacancy – Any vacancy may be filled by a majority vote of the Board.
Section 4. Removal - Any Director may be removed from the Board due to unsatisfactory service or non-performance of duty by a majority vote of the remaining members of the Board.
Section 5. Compensation - Directors shall not receive any salary for services as a Director. The Board of Directors, under certain circumstances, may reimburse Directors for expenses incurred serving the League as a Director.
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.
Section 2. Meetings - The Board shall meet a minimum of four (4) times each year. The dates, times, and locations will be determined by the Board.
Section 3. Officer Duties
a. The Chairman shall preside over all meetings of the organization and of the Board and shall perform other duties as prescribed by the Board.
b. The Vice-Chairman shall be vested with all the duties of the Chairman in his/her absence or disability, shall be generally in charge of all committee work, and shall perform other duties as prescribed by the Board.
c. The Secretary shall keep a complete record of all meetings of the organization and the Board and shall serve all notices required by law and/or these by-laws
d. The Treasurer shall keep a complete record of all business of the organization; shall make a full report of all matters and business pertaining to his/her office to the members at the annual meeting; shall make all reports required by law; and shall perform other duties as prescribed by the Board. The Treasurer shall present a yearly financial summary at each annual meeting.
e. An Executive Staff may be appointed by the Board of Directors. The primary responsibility of the executive staff shall be to administer, implement, and bring together the member services, activities, and programs of the association for the benefit of League members as directed by the Board of Directors. The executive staff shall serve at the discretion of the Board of Directors, subject to the terms of an executed contract. The executive staff shall work closely with the Board of Directors and committee members as well as responding to the needs of the membership-at-large to bring about program results. The executive staff shall perform other duties from time to time as deemed necessary by the Board of Directors. The executive staff is a non-voting position of the Board.
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.
Section 2. Checks, Drafts, Etc. - All checks, drafts, or other orders for the payment of money and all notes, bonds, or other evidence of indebtedness issued in the name of the organization shall be authorized by the Board of Directors. Any and all banking, investment or other financial accounts held by the organization shall have two (2) Board of Directors members in good standing as signatories on said accounts. Selection of these two (2) Board Members shall be made by the current Board Chairman. All encumbrances and expenditures exceeding ten thousand dollars ($10,000.00) must be approved by vote of the Board of Directors.
Section 3. Deposits - All funds of the organization shall be deposited promptly to the credit of the organization in such bank or banks as the Board may select.
Section 4. Fiscal Year - The fiscal year of the organization shall be from January 1 through December 31.
Section 5. Accounting System and Reports - The Board shall establish and maintain, in accordance with generally accepted principles of accounting, an appropriate accounting system including reports.
Section 6. Financial Review – A minimum of every two (2) fiscal years, the financial records, including the financial statements, bank statements, check registers, tax returns and any supporting documentation deemed necessary, shall be reviewed for the previous two (2) years. The Chairman of the Board shall appoint at least two (2) Board members to conduct the review. The Board may choose, at any time, to have the financial records audited by a certified public account. In such case, the above-mentioned review would not be necessary for any year being audited.
Section 7. Non-liability for Debts - No individual member shall be personally responsible for any liability of the Organization The members' private property shall be exempt from execution or liability for any debt of the Organization.
ARTICLE 9. Bylaws
Section 1. Promulgation - The Board shall have the power to promulgate such Bylaws as may seem expedient by a majority vote.
Section 2. Contradictions - Any Bylaws found to be in violation of law, or the articles of incorporation shall be void.
ARTICLE 10. Amendments
These Bylaws may be amended by a majority vote at the Annual Meeting or Special Meetings of the Center Membership, provided that a copy of such proposed amendment(s) shall have been included with the Annual Meeting or Special Meeting notice (a minimum of 30 days).
ARTICLE 11. Dissolution
In the event of the dissolution of the Organization, the principal assets of the Organization 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 2025)
POLICIES and GUIDELINES
Membership & Event Registration Data Use and Sharing Consent
By registering for membership with the League of Agricultural and Equine Centers ("League"), registering for any League-sponsored event, educational program, certification program, symposium, forum, webinar, academy, town hall, committee activity, volunteer opportunity, or related initiative, you acknowledge and agree that the information you provide may be collected, used, stored, disclosed, and processed as described in this Policy.
Information provided may include name, organization, title, mailing address, email address, telephone number(s), billing information, professional credentials, registration details, attendance records, certification participation, continuing education participation, survey responses, session selections, other information voluntarily provided by you.
Such information may be used for membership administration, event administration, registration processing, certification administration, continuing education tracking, member communications, event communications, post-event follow-up, industry research and reporting, operational administration, compliance and record keeping.
Registration Information Sharing
You acknowledge that information associated with your participation may be shared with Event presenters, event speakers, instructors, League members, event attendees, industry partners, sponsors, exhibitors, service providers supporting League operations for purposes related to event communications, educational resources, certification administration, industry information, products and services relevant to agricultural and equine facilities, professional networking opportunities. Recipients may contact you directly regarding products, services, educational offerings, sponsorship opportunities, or professional resources. You may opt out of marketing communications at any time as required by applicable law.
Privacy Policy
1. Introduction
The League of Agricultural and Equine Centers ("League," "we," "our," or "us") respects your privacy and is committed to protecting personal information collected through: Membership activities, Conferences, symposiums, Footing Academy programs, Educational programs, Certification programs, Committee participation, Volunteer activities, Websites, Online portals, Mobile platforms, Related League services.
This Privacy Policy explains how information is collected, used, disclosed, stored, and protected.
2. Information We Collect
Personal Information
We may collect name, employer/organization, title, mailing address, email address, telephone number(s), membership status, professional credentials, attendance records, certification records, continuing education participation.
Registration Information
We may collect event registrations, attendance records, session selections, program participation, survey responses, speaker interactions and certification participation.
Payment Information
We may collect billing address, transaction information, payment confirmations, payment history, limited payment card information supplied by payment processors.
The League does not store sensitive cardholder authentication data.
Technical Information
We may automatically collect IP address, browser type, device information, operating system, referring URLs, website usage information, cookies, analytics data.
3. How We Use Information
The League may use information to process memberships/registrations, administer events, administer certifications, deliver continuing education credits, issue certificates, process payments, provide customer service, conduct surveys, improve services, maintain membership records, manage volunteer and committee activities, communicate League news and initiatives, comply with legal obligations, protect League rights and operations.
4. Information Sharing and Disclosure
The League does not sell personal information. We may disclose information to:
Sponsors and Industry Partners
Registration information may be shared with approved sponsors, exhibitors, and industry partners consistent with the consent provided during registration.
Members and Participants
Information may be shared among participants for networking, educational, and professional engagement purposes.
Service Providers
Information may be shared with vendors providing payment processing, registration services, CRM systems, association management software, certification platforms, email distribution services, survey platforms, website hosting, data management, analytics services.
Such providers are contractually obligated to maintain appropriate confidentiality and security protections.
Legal Compliance
Information may be disclosed when required to comply with law, respond to subpoenas, respond to legal process, protect League interests, protect member safety, prevent fraud.
5. Payment Processing and PCI Compliance
The League may accept payments for membership dues, event registrations, certification fees, sponsorships, donations, merchandise, educational programs. Payment transactions are processed through third-party payment processors utilizing industry-standard security measures.
The League does not store full payment card numbers, CVV/CVC codes, PIN numbers, magnetic stripe data, sensitive authentication data
Payment processors utilized by the League are expected to maintain compliance with the Payment Card Industry Data Security Standard ("PCI DSS") and applicable payment security requirements.
Payment information transmitted electronically is protected through encryption technologies including Secure Socket Layer (SSL) and/or Transport Layer Security (TLS).
The League receives only information reasonably necessary to administer and reconcile transactions.
6. Cookies and Tracking Technologies
The League may use cookies, analytics tools, session identifiers and similar technologies to improve website performance, analyze usage, enhance functionality, and improve member experience.
7. Data Security
The League maintains administrative, technical, and physical safeguards designed to protect personal information.
Safeguards may include access controls, authentication procedures, encryption technologies, secure transmission methods, vendor oversight, data retention controls, employee or contractor confidentiality obligations. No method of transmission or storage can be guaranteed to be completely secure.
8. Your Rights and Choices
Subject to applicable law, individuals may access personal information, correct inaccurate information, request deletion of information, update membership record, withdraw marketing consent, request information regarding data use. Requests may be submitted using the contact information provided below.
9. Data Retention
Information is retained only for as long as reasonably necessary to fulfill operational purposes, maintain membership records, verify certifications, comply with legal requirements, maintain historical organizational records, resolve disputes
10. Third-Party Websites
League websites, communications, and materials may contain links to third-party websites. The League is not responsible for the privacy practices of third-party sites.
11. Children's Privacy
League programs are intended primarily for adults and professional participants. The League does not knowingly collect personal information from children under the age of 13.
12. Policy Updates
The League reserves the right to modify this Policy at any time. Updated versions will be posted with a revised effective date. Continued participation following publication constitutes acceptance of the revised Policy.
13. Contact Information
League of Agricultural and Equine Centers
P.O. Box 5537
Aiken, South Carolina 29803
Email: LeagueAEC@gmail.com
Phone: 803-400-6978
Member Publication Policy
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 will be at the prevailing rate via the League office 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. The League 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.
Board Ex-Officio Members
The immediate past Chairman of the Board shall be an ex-officio member of the Board. In the circumstance that the past Chairman is still serving in the capacity as a fully vested member of the Board, the previous past Chairman shall remain in that position. The ex-officio past Chairman may not vote unless the bylaws allow for that right. He/she will be afforded the same rights as other Board members, including debate and making formal motions. The ex-officio past Chairman must have served a minimum of one (1) full (year) term as Chairman of the Board to then serve in this capacity. The duties of the Ex-officio Chairman shall be determined by the current elected Board Chairman.
The League Board of Directors, by a majority vote, may designate an individual to serve on the League Board as an ex-officio member not to exceed a term of one (1) year. He/she may chair a League standing Committee or a Special Projects Task Force.
Board of Directors – Commitment to Serve
Each member of the Board of Directors elected or appointed to serve The League is expected to satisfy the following expectations for the duration of his/her elected term.
- Attend via conference call all regularly scheduled and special meetings of the Board of Directors.
- Attend the League Symposium.
- Attend the annual Summer Board meetings.
- Serve as a League Committee Chair, Vice Chair, Committee Board liaison or other service as directed by the Chairman of the Board.
- Support League programs, events and activities utilizing his/her resources, contacts and industry knowledge.
- Personally recruit at least two new League members and/or sponsors during the term in office.
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 Aiken, SC 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 start date for the applicable League event.
League Initiatives
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.
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