Constitution and By-Laws

Chesley Saddle Club Constitution

Revised & Effective February 14, 2016 Updated October 2017

Item 1. Name of Organization: Chesley Saddle Club

Philosophy: A Social activity to promote better horsemanship in the Club and community.

Item 2. Memberships;

(a) Single (21 and over)

(b) Family-Up to SIX immediate family members, not including any over the age of 21. (The latter must then join as Single).

(c) Honorary Life-Are to be left to the discretion of the executive, to a maximum of 3 p.a.

(d) Eligibility: Any person willing to work for or at Club Functions and/or on Club Committees.

(e) Voting Membership: To be at least 16 years of age, with paid membership for the current year or an Honorary Life Member.

Fees: to be set by the executive.

Due January 1st-expiring December 31. If not paid by March 1st, club mailings will cease.

Membership Privileges:

The opportunity to register first for any Club event. 1 Day or 2 to 3-day trail rides are free to members- non-members are charged $5 insurance fee.

The annual 5-day ride is limited to members only. Anyone wishing to participate in this event must apply for membership before the event takes place and if accepted, may then register for the 5-day ride.

Item 3. Officers

(a) Available Offices:


Vice President



(b) Term of Office: Two Year, to change December 31st. Nominations an election to be held at the annual meeting. Maximum term of office-Two consecutive terms.

(c) Each voting member (with paid membership for the current year) may nominate ONLY ONE person for each office.


President-To chair meetings, to act as club spokesman, to co-ordinate club activities through committee chairmen.

Past President-To advise the executive when necessary, to stand in as President in the event both President and Vice-President are absent.

Vice-President-To substitute for the President when required, to arrange Executive meetings as required, with a minimum of one p.a., to assist the President

Secretary-To take minutes of each club meeting and send out a newsletter following each club meeting, to take care of club correspondence, to maintain a book of minutes to be signed by the secretary and the president. Mainly to advise re: to health and status of any member and to arrange for delivery of any goodwill package or cards. Then to submit receipts to the treasurer for reimbursement.

Treasurer-To receive all club monies, issue receipts (if required), pay all club authorized expenses, maintain a record of all expenses and income and provide a Treasurers Report and Bank Balance for each meeting. To maintain a list of current members and supply the secretary with a copy.


(a) Cheques-must be signed by both the President and the Treasurer or the Secretary and the Treasurer

(b) If the club folds, all equipment and money will be put on hold. The disposal of equipment to be decided by the membership at a meeting called for this express purpose. All monies to be given to a charity(s) of the club`s choice.

(c) All decisions concerning the spending of club money will be left to the discretion of at least 3 members of the executive up to a maximum of $250. If any one item is to cost in excess of $1000 a general membership vote is to be held.


(a) To be nominated and elected at the annual meeting.

(b) Each committee to elect its own chairman who is responsible for maintaining an active committee. The chairman to report to the club and the Executive.

(c) Any member who misses 3 consecutive meetings may be replaced. Each instance to be judged by the committee chairman on an individual basis. (Note: It is wise to keep in mind when electing the Executive and committee members that-all will be within reasonable distance from each other permitting convenient phone, fax calls if possible and travel time to meetings. Also, that ability, experience and compatibility is maintained as necessary to continue the viability of the club.)


(a) Meetings to be held as required (minimum 4 per year).

(b) Annual meeting for nomination and election of officers.

(c) There must be at least seven members and the Chairman present in order to constitute a regular meeting at which decisions can be made.

(d) Any business shall be made as a motion from the floor, seconded and then discussed. A vote will be taken on it. If the second amendment fails, then return to the original motion and vote on it.

(e) Agenda:

-Call to Order

-Record of Attendance

-Minutes of Previous Meeting

-Business Arising from the Minutes

-Treasurer`s Report


-Committee Reports

-New Business


– (Arrange date and place of next meeting)


(g) No issue to be voted on twice during one year



Revised and Effective-January 29, 2005 Updated Oct 2017

  1. Any horse or rider whose conduct is unacceptable, can and will be asked to leave the event by the Chairman or delegate of the appropriate committee.
  2. Two stallions per day may be allowed on trail rides and must be in an area where they will not disturb other campers. They must be kept in the trailer during the night. Stallions at other club functions at the discretion of the organizing committee or host. Stallions must be under the control of a responsible adult at all times.
  3. Next meeting date to be set at current meeting.

(a) Trail–Ten Members

To organize, co-ordinate and recommend fees for rides. One member to be a representative on the Property Committee. To have five trails on the five-day ride, each with its own guide. That guide will be responsible for getting a crew together to cut and clean their own trail. There will be one coordinator and the trail committee will report to the coordinator. This will start with the five-day ride in 1998.

(b) Food–Four Members

To organize food for all Club functions. One member to be a representative on the Property Committee.

(a) All committees to report to the Club.

(b) Committees may delegate responsibilities to members as required.

(c) Any committee member who cannot perform his or her duties will be responsible for finding a replacement.

(d) Committee members are to serve a two-year term. If it is necessary to resign their position before completion of this term, nominations will be called and if necessary an election held to fill the remaining portion of their term.

  1. Copy of the Club Constitution & By-Laws to Members

(a) Every member is to receive a copy of the above at the beginning of each year with their (First) News Letter.

Note: Re. 1. Event may also mean Club Membership.

Chairman or delegate may also mean-The President & the Executive.

Note: Re.4 (b). Co-ordinator-The intention of this new position is a reservist, and to act only if & when requested by the Chairman. No other responsibility or authority is placed upon the coordinator.

Note: Re. Constitution Item 5(b) Committee Chairman:

Has complete responsibility and authority to request any assistance or to deny any that is not required.

Any problems to be brought before the Executive for final action if and when this becomes necessary.

The Chesley Saddle Club was formed in 1971 by a few horse lovers in that area to work together as a group to give more meaning to horse ownership and to organize some social activities, such as Horse Shows, Clinics and Trail Rides.

Since then the Club has expanded, mainly due to a few dedicated members and the increased interest in Trail Riding, permitting all the family, young and old, to ride together as the pace on these rides is never more than at a walk. The Food Committee was organized to feed on the 5 Day Ride and at other club activities, thanks to more dedicated members.

The Show Committee was discontinued a few years ago due to lack of interest but the Trail Rides have taken over and once more mainly due to a few dedicated members who spend considerable time and energy each year checking and clearing trails, more time obtaining permission from land owners, then marking and clearing begins, adding to the enjoyment of everyone.

We encourage members to join on these trail clearing activities, it can be good fun as well as hard work and long days in the saddle, then you can appreciate the actual trail ride when it takes place knowing that you had a hand in it. Check with the Trail Committee, offer your help and ask to be notified when the work begins. Often it means a week-end camping and you own cooking, but who knows, you might even enjoy that as well after a long day working and riding.

The general membership is now spread around the Province. We are happy to have you as a member and hope you will join in for the overall enjoyment of every member.