ARTICLE I: Name
The name of this organization shall be the Arkansas Horseshoe Pitchers Association, here after shall be known as the AHPA; a Charter Member of the National Horseshoe Pitchers of America.

The National Horseshoe Pitchers Association, here after shall be known as the NHPA.

 

ARTICLE II: Purpose
The purpose of the AHPA shall be to develop, foster and promote organized horseshoe pitching at the local and state level; as a recreational pastime and a competitive sport, by providing direction, organization, published material; in an effort to enhance the sport.

 

ARTICLE III: Membership

SECTION 1. Any reputable person may become a member upon payment of annual dues as designated in these bylaws. Annual dues shall also include membership into the NHPA.

 

SECTION 2. Junior and Junior Cadet Pitchers may join at a reduced fee designated in these Bylaws. Boys and Girls are eligible to compete as juniors or cadets, up to the ages specified in the RGS Book of the NHPA.

 

 

SECTION 3. Dues for adult members of the AHPA dues are five dollars ($5.00) plus the amount set for NHPA dues.

 

SECTION 4. Dues for Junior and Junior Cadet Members are AHPA dues of one dollar ($1.00) plus the amount set for NHPA dues for juniors. These dues entitle junior and cadet members to participate in all Sanctioned Tournaments/Leagues, and to League Program benefits of the NHPA.

 

SECTION 5. Membership cards will become available for purchase from the Charter Secretaries on October 1st (or upon joining), and will remain valid through December 31st of the following year.

 

SECTION 6.  An NHPA Membership card is a combined State-National card and is to be issued only through the Charter Secretary, upon payment of both Charter and National dues. Charter Secretary is required to send membership reports and dues to the NHPA Secretary/Treasurer at least once every calendar quarter.

 

SECTION 7.  AHPA membership card will be issued by the Charter Secretary as long as the member maintains legal residence as determined by the filing of federal and state tax returns, voting, and/or driver license laws. Clubs collecting NHPA dues for a non-resident member should give only a receipt, and then forward the dues and address information to the AHPA Secretary-Treasurer who will forward it to the NHPA Secretary- Treasurer; who will advise the Charter of record.

 

SECTION 8. Any member may be suspended for:

  1. Willfully violating any official Playing Rule, Requirement or Bylaw of the AHPA/NHPA.
  2. Fixing games, cheating, or any other conduct unbecoming a member.
  3. Placing a bet of monetary value on a contestant, or self, when participating in a competition.
  4. Using unsanctioned horseshoes in a tournament.
  5. Forfeiting in a tournament for an unapproved reason.

 

SECTION 9. For any of the reasons above, a member may be suspended for one year.

 

SECTION 10. No member shall be suspended until given a fair hearing before the Executive Council or a Board appointed by same.

 

SECTION 11. Members who have been suspended for one year may be reinstated after the year has elapsed by a majority vote of the AHPA Executive Council, if also approved by the NHPA Council.

 

ARTICLE IV: Executive Council

SECTION 1. Members
The AHPA Executive Council shall be made up of the officers of the AHPA.



SECTION 2.  Authority
a. The AHPA Executive Council shall have full power to conduct the business of the AHPA between annual meetings, provided such business is not contrary to the Bylaws of the AHPA.
b. The AHPA Executive Council shall define and interpret these Bylaws, and its rulings shall become official, unless overturned by members assembled at the next Annual Meeting, by a two-thirds majority vote.

 

 

SECTION  3.  Executive  Council Meetings
a. The AHPA Executive Council shall meet at the Call of the President or any three (3) members of that Council.
b. A quorum for any meeting of the Executive Council shall be three (3) members.
c. The AHPA Executive Council may conduct business by US mail, by e-mail, instant messaging or by telephone.
d. Official decisions made by the AHPA Executive Council, and that may affect the general membership, shall be made public via a Charter  News Letter by the Charter President or Charter Secretary within 3 months of said decisions.

 

ARTICLE V: Officers

SECTION 1.  The officers of the AHPA shall be:
a. President.
b. First, Second, Third, and Fourth Vice-Presidents.
c. Secretary-Treasurer.

 

SECTION  2.  Duties of officers
a.  The President shall:

  1. Be the chief executive officer of the AHPA.
  2. Preside at all meetings of the AHPA.
  3. Approve warrants for payment by being the second required signature on all checks received from the Secretary-Treasurer for payment of all accounts.
  4. Assign or change specific duties of other officers.
  5. Appoint all committees (Standing or Special), name the committee chairperson, make changes to the make-up of the committee, fill any committee vacancies, and discharge any committee, if deemed necessary for the good of the organization.
  6. Be ex-officio a member of all committees.
  7. Develop revise and maintain Standard Operating Procedures (SOPs)  guidelines. SOPs shall be made available for review by any member, upon request.
  8. Appoint, and/or discharge (with Executive Council approval) a committee; other professional person or firm deemed necessary for the good of the organization.
  9. Oversee the management of the AHPA Budget set forth by He or the Secretary-Treasurer.
  10.  Be the guardian of all by-laws and changes to the by-laws and rules; to make sure that the changes and revisions to our constitution and by-laws, are updated in this document in a timely manner and made accessible to all members at their request. 

b. The Vice Presidents shall:

  1. In their order, assume the duties of the President in the absence or disability of the President.
  2. Assist the President, when requested and assume any duties their offices may imply.
  3. Direct specific AHPA functions assigned to them by the President. These functions may include (but are not limited to): Bylaws, Rules, Sanctioned Leagues, Publicity and Promotions, and Website Management.

 

 

c. The Secretary-Treasurer shall:

  1. Be custodian of all funds, property, records and other AHPA-owned assets.
  2. Keep records of all monies received and disbursed, provide a yearly written or reading of the statement of same to the Executive Council and AHPA Members attending the  Annual Meeting.
  3. Pay all bills for routine supplies and all special purchases that have been approved by the Executive Council.
  4. Maintain and publish to the membership a annual pitching schedule.
  5. Be the primary mail out let for all executive and standing committees.
  6. Be custodian of any money monies donated to the Publicity and Promotion Committee and distribute them as deemed necessary by the committee chairperson.

 

SECTION 3.  Time and Expense Reimbursement
Individuals mentioned in the positions below shall receive an annual stipend to defray the expenses of using their home, utilities, equipment and time; The AHPA Secretary-Treasurer shall receive $.50 per adult member pitching in any Sanction tournament within the Charter.

The AHPA Statistician shall receive the said same amount as the Secretary-Treasurer.

  1. The AHPA President shall receive a reimbursement of his or her NHPA World Tournament Entry dues; but only if he / she serves as Charter Delegate Chairman and attends the National Convention of the NHPA.
  2. In the event that the AHPA President does not attend or elects not to be Charter Delegate Chairman; the Charter Secretary may serve in his or her stead, and receive the benefit of having their world entry dues reimbursed.
  3. Each AHPA Vice-President shall receive reimbursement of any expense; approved by Charter President, occurred in the performance of their assigned duties.

 

 

SECTION 4.  Eligibility of officers
  a. All officers shall be AHPA members in good standing (dues paid and not under       suspension).
  b. At least one officer shall be a woman, and, similarly, at least one officer shall be a man;            no junior may be an officer.

 

SECTION 5.  Candidates for AHPA office must announce or be nominated for candidacy in writing to the AHPA Secretary-Treasurer before the pitching schedules are mailed out for the  AHPA State Tournament.

 

SECTION 6. Terms of office  

a. All officers shall serve a two-year term. 

b. The President, the First, and Third Vice Presidents shall be elected in odd numbered   years.
c. The Second and Fourth Vice President and the Secretary-Treasurer shall be elected in even numbered years.
d. Newly-elected officers shall officially take office on January 1st of the year following their election.

e. The Charter Statistician shall be appointed by the Carter President and serve at his or her discretion. 

 

SECTION 7. Removal from office
a. Any officer may be removed from office upon failure to perform the duties of the office or for any reason that brings discredit to the AHPA or NHPA
b. Removal from office shall be by a majority vote of the Executive Council members.

 

SECTION 8. Vacancies in office
Any vacancies in office except that of President shall be filled within thirty (30) days, by the President, and with a majority approval of the Executive Council.

 

SECTION 9. Records and property held by officers

During the last thirty days of their term, all outgoing officers or committee chairpersons shall deliver to their successors in office all records and property of the AHPA that is in their possession.

 

ARTICLE VI: Standing Committees

 

SECTION 1. The Standing Committees of the AHPA shall be: Hall of Fame, Promotion and Publicity and Medical Exemption.

 

a. Hall of Fame Committee; to use the approved guidelines of the AHPA, to determine members eligibility for the Hall of Fame and then nominate them for induction.

b. Promotion and Publicity Committee shall coordinate with secretary/treasurer and all clubs and try to promote and publicize all happenings and events in the AHPA.

c. Medical Review Committee to approve; with AHPA/NHPA Guidelines, physical handicapped members applying for short distance eligibility.

 

 

ARTICLE VII:  Meetings

SECTION 1. Annual Meeting
The annual AHPA meeting is where the business of the organization is undertaken. The location of the annual State Tournament shall be place for this meeting. The meeting will be typically held after pitching concludes on Sunday of the State Tournament; it is open to all current members of the AHPA and spectators.

a. The charter president shall preside over the said meeting; with the revised edition of Roberts Rules of Order being followed.

b. Only AHPA current members will be permitted to vote on any matter.

c. Any rule or bylaw addition or change must pass by a two-thirds majority of voting members present.

d. Any rule or bylaw proposals submitted for consideration of approval by a current member must be sent to the secretary-treasurer of publication to the members before the Annual Meeting; usually when the pitching schedule is mailed out.

e. The Executive Council reserves the right, at their discretion, to cancel discussion or voting on any rule or by-law proposal listed in d.

f. New rules or changes can only be voted on in even numbered years.

g. By-laws submitted by members can only be voted on in odd numbered years.

h. The Executive Council reserves the right to submit any rule or by-law (new or change), they feel needs immediate consideration by the membership, regardless of rule d., f. or g.

 

 

SECTION 2. Voting


a. Voting shall be by written ballot; if in the event a tie vote another written ballot vote will be held.
b. The President shall appoint a committee of no more than three (3) members (two of whom may be Executive Council members) to act as tellers, and who shall count the votes immediately after the polls are closed. The voting results shall be brought before the assembly (or posted) as soon as possible. When counting the votes for AHPA Executive Council candidates, no teller can be related to any candidate.

c.AHPA President.  May speak at the Annual Meeting, but cannot vote on any matters except for the State Tournament site; if it is a tie vote.

 

SECTION 3. All AHPA Bylaws and Rules amendments or revisions that are passed at the Annual Meeting shall become effective on January 1 of the following year, unless otherwise specified.

 

SECTION 4. Special Meetings
a. A special meeting may be called by the President when approved by the Executive Council.
b. All Members must be notified of this Special Meeting in writing, at least thirty (30) days before the meeting, and be informed of the reason(s) for the meeting.
c. No business except that specified in the notice may be included on this meeting agenda.

 

SECTION 5. Quorum
A quorum for any meeting shall be at least 51% of the Executive Council or 75% of current members of the AHPA.

 

 

ARTICLE VIII: State Tournaments

SECTION 1. A city, organization or club desiring to hold the AHPA State Tournament shall place its bid in the hands of the Charter President by December 31st. of the prior year in which the tournament is to be held. The NHPA President shall open all bids inform the Executive Council ,by phone, email , u.s. mail or text messaging of the content of each bid; then the executive council will vote on which bid to accept, the Charter President will only vote in case of a tie in the voting.

  1. The facilities available for conducting the tournament are stated.
  2. A minimum bid of $1000 in cash or approved in kind purchasing for tournament expense such as trophies.
  3. A minimum of twenty (20) regulation clay courts are required at the proposed site.

SECTION 2. Bidders who are awarded the State Tournament must make ready the courts for tournament play and maintain the courts during the tournament.

SECTION 3 . The Executive Council will be the State Tournament Directors. The State Secretary-Treasurer shall determine the amount of prize money to awarded if any. The State Statistician will be in charge of score keeping and recording of all stats related to the tournament.

SECTION 4 . The host organization shall be responsible for purchasing the Trophy’s for the tournament; the amount to be approved by the Executive Council, payment for said awards will be from charter funds or other means of procuring them; approved by Executive Council.

SECTION 5 . The dead line for Entering the AHPA State Tournament shall be July 31st. of said year, with the exception of the President or Secretary/Treasurer reserves the right to extend the dead line at their discretion.    

 

SECTION 6. The entering percentage used for members in setting up singles classes; shall also be used for the setting up of the doubles classes.

 

SECTION 7. Qualifying for the State Tournament shall be from August 1st. through July 31st. and require at least three (3) sanctioned events (tournaments); one of said events may sanctioned league average of at least 400 shoes; only one qualifying event may be from the state tournament of the previous year (singles or doubles.); New members and any members needed to complete a class ; may qualify at the charter president’s discretion .Junior or Cadet pitchers do not have to qualify for state play but must have a verifiable ringer percentage for classing ; they must enter the tournament before the dead line.

 

SECTION  8. (CO-ED State Tournament)

     Should a club or organization desire to host a co-ed state tournament; all bylaws usedfor state tournaments shall be followed; with the right to supersede any of these bylaws belong to the Executive Council, for any purpose they deem necessary to help make the tournament a success.

 

 

SECTION 10.All rights are given to the host club or organization as to vending rights  or venders at the state tournament ; approval of what vendors can sell must be approved by the  Executive Council.

 

ARTICLE IX: Sanctioned Tournaments

SECTION 1. The Executive Council reserves the right limit the amount of sanctioned tournaments that can be held one season by each club or organizations. This is only a safe guard to protect smaller clubs should the need become evident.

SECTION 2. The entry fee for said sanctioned tournaments shall be set by their tournament directors; with the exception of junior and cadet pitchers, charter bylaws have set their entry fees at $1.00 for all sanctioned tournaments held in the AHPA.

SECTION 3. A sanctioning fee of $2.00 per adult entrant into any sanctioned tournament in the AHPA shall be collected and sent to the secretary-treasurer as soon as tournament is over.

SECTION 4. Sanctioning fees received for tournaments held in the AHPA will be distributed by the Secretary/Treasurer in the following manner, $1.00 will be split between the Secretary/Treasurer and the State Statistician for their service to the AHPA Membership and $1.00 will be split between the AHPA General Fund and the AHPA State Tournament prize fund.

SECTION 5.    Forfeits: The NHPA Rules and Bylaws shall govern as the rule for forfeits in all sanctioned tournament play in our charter.

SECTION 6.  Sanctioned tournament play will be at the discretion of the tournament director of said tournament; as long as it does not violate any rules or bylaws set forth by the NHPA or AHPA.

 

 

 

ARTICILE X.: Donations

SECTION 1.  All donations made to the AHPA; unless otherwise stipulated, shall belong to the Publicity and Promotion Committee to be used at their discretion.

SECTION 2.  The Secretary/Treasurer shall be the custodian of all donated funds and shall keep records of all intake and dispersions of said funds.

revised 8/18/2016