B. The primary objectives and purpose of the Association shall be:
1. To promote morale and high esprit de corps among past, present, and future members of the 1st Squadron, 4th United States Cavalry ("Quarter Horse")(Also known as "Quarter Cav" by many cavalrymen).
2. To perpetuate the history and traditions of the Quarter Horse.
3. To provide a mechanism whereby former Quarter Horse members can maintain contact with each other and with the active unit(s) of the Quarter Horse.
1. The business activities of the Association shall be conducted by the Board of Directors. Those eligible to serve on the Board of Directors include all individuals who at any time honorably served or are serving in units assigned or attached to, or in support of, any Troop of the 1st Squadron, 4th Cavalry, or its predecessors, at any time since its organization, including "D" Troop (Air) and C Trp, 16th Cav that remained in Vietnam when the 1st Infantry Division returned to CONUS.
2. The Association shall hold an annual meeting of the membership in each calendar year to elect the Board of Directors (President, Vice-President, Secretary, and Treasurer) for the upcoming year and to conduct the business of the Association. The Board of Directors shall fix the time and place of the annual meeting. This meeting may be held jointly with the Annual Reunion of the Society of the First Infantry Division.
1. ACTIVE MEMBERS. All individuals who at any time honorably served or are serving in units assigned or attached to, or in support of, any Troop of the 1st Squadron, 4th Cavalry, or its predecessors, at any time since its organization (except those excluded by any other section). This includes members of "D" Troop (Air) and C-16th Cav (Air) that remained in Vietnam when the 1st Infantry Division returned to CONUS, shall be eligible for active membership in the Association. Active Members each have one vote on matters addressed at Association Meetings.
2. FAMILY MEMBERS. Widows and children of deceased 1st Squadron, 4th Cavalry Troopers are eligible to become Active Members. (Non-Voting Member)
3. HONORARY MEMBERS. (Non-Voting Member) The Board of Directors of the Association shall have the right to elect Honorary Members not otherwise eligible for membership. Parents of 1st Squadron, 4th Cavalry Troopers killed in action or otherwise deceased may apply to become Lifetime Honorary Members (without dues). 1st Squadron, 4th Cavalry Troopers who have been diagnosed with any terminal illness will be honored with Lifetime Honorary Membership (without dues, and retains voting rights). Tangible proof of terminal illness may be submitted by the trooper, his family, or his friends.
4. FRIENDS OF THE QUARTER HORSE. The Board of Directors of the Association shall have the right to approve the membership of any individual, organization or business interested in perpetuating the proud history of the 1st Squadron, 4th Cavalry and its units. (Non-Voting Member)
5. LIFE MEMBERSHIPS. Any person qualified to be an ACTIVE MEMBER WILL Automatically have LIFE MEMBERSHIP in the Association. Upon paying initial $10.00 initiation fee.
B. EXCEPTION TO MEMBERSHIP. No individual who has been dishonorably separated from the armed forces of the United States or any of its allies shall be eligible for Association membership.
C. APPROVAL. Membership in the Association is subject to approval by the Board of Directors.
1. Annual Meeting. The Association shall hold an annual meeting of the membership in each calendar year. The Board of Directors shall fix the time and place of the annual meeting. This meeting may be held jointly with the annual Big Red One ("BRO") Society Reunion during any year that a BRO Society Reunion occurs.
2. Special Meetings. Special meetings of the Association membership may be called by the President who shall fix the time and place of such meetings. Special membership meetings shall be restricted to the specific matters for which they were called, and may be called by either a majority of the Board of Directors or one-tenth (1/10) of the voting membership by petition to the Board of Directors.
3. Notice, Agenda, Attendance, Voting. At any Association membership meeting, a simple majority of the attending members shall constitute a quorum, except when a proposal is considered to amend the Constitution or Bylaws, or to remove elected members of the Board of Directors where a quorum shall consist of a majority of the entire Association Membership. Where a quorum is present, matters shall be decided by a majority vote of the voting members present. The Board of Directors shall provide Notice of all Association membership meetings at least sixty (60) days prior to the meeting. Matters to be brought before the Association for a decision shall be included on an Agenda and forwarded by the Board of Directors, with the Notice, at least thirty (30) days prior to a membership meeting, to each voting member, at his or her last known street or e-mail address. Members wishing to have a matter placed on the Agenda must submit the matter to the Board of Directors at least forty-five (45) days prior to the meeting. When the matter is an amendment to the Constitution or Bylaws, it must be submitted in the exact wording being proposed.
4. Proxy Attendance and Voting. Voting Members may attend Membership Meetings in person or by proxy. Proxies shall be distributed with Notices of Meetings and Meeting Agendas. A procedure may be used for e-mail proxy voting for those members able to do so. All others will be mailed a proxy form. Members who cannot attend in person may do so by appointing another voting member to attend in their stead by executing a Proxy, which must be declared by the Proxy Holder prior to the beginning of a membership meeting. A Proxy Holder may vote his or her conscience on all General Matters for all proxies which he or she holds. Proxy forms shall be turned in prior to the beginning of each membership meeting for counting of Limited Proxy votes. Limited Proxy votes are restricted to amendments to the Constitution and Bylaws of the Association. Limited Proxy items must be presented on the proxy form in the exact wording being recommended for an up or down vote. Proxy Holders must vote on Limited Proxy items as specifically directed by the member for which the Proxy is held. A Member may revoke his or her Proxy at any time and a Proxy is valid only for the meeting for which it is given and any reconvening after an adjournment. In no event is a Proxy valid for more than ninety (90) days from the date of the original meeting for which it was given.
B. Board of Directors Meetings. A quorum of the Board of Directors shall exist when a majority of its voting members is assembled in person after notice has been provided to all members by mail, or acknowledged e-mail, at least 10 days prior to the meeting. Assembly in person shall include the use of telephone conference calls, or e-mail that has been received and acknowledged by all Board of Directors members in attendance. Proxy voting by the Board of Directors shall not be authorized.
C. Parliamentary Procedure. All meetings of the Association or the Board of Directors shall be conducted in conformity with the Parliamentary Procedures established in Roberts Rules of Order.
D. Minutes. Written minutes shall be kept as a permanent record, available for review upon demand by all members, for all meetings of the Board of Directors or Association Membership meetings .
E. Financial Records. Financial records and receipts will be maintained as permanent records of the Association, and shall be available for review upon demand by all members. (See Treasurer duties.)
1. President. Association Officer and Chief Executive Officer of the Board of Directors. It shall be the duty of the President to oversee all activities of the Association and the functions of the Board of Directors and its Committees, as necessary, for the proper conduct of the business affairs of the Association. The President may fill vacancies within the Board of Directors by appointment, which will serve until the next Annual Membership meeting. (One (1) Vote)
2. Vice-President. Association Officer and Member of the Board of Directors. In the absence of a President, or in the event of his inability or refusal to act, the Vice-President shall perform the duties of the President. (One (1) Vote)
3. EXECUTIVE TRUSTEES. The Executive Trustees shall consist of distinguished former Officers and Enlisted members of the Quarter Horse who are willing to provide assistance, when needed, to the Board of Directors to resolve problem areas and serve in a protocol capacity when required. (Non-voting Board of Directors members)
4. SECRETARY. Association Officer and Member of the Board of Directors. The Secretary shall keep, or cause to be kept, the administrative files and records of the Organization, prepare all official correspondence of the Organization, and prepare a semi-annual newsletter with input from Steering Committee members, members, and non-political information of an important nature of interest to all members, and Certificates for the Association. The Secretary shall require necessary proof of any potential member applying in the event there is no existing evidence that person was a former Trooper or is a present Trooper of the Quarter Horse. In the event there is a challenge to the validity of any person's membership, the Secretary will collect the necessary information to be considered by the Board of Directors for retention or denial of continued membership. The same person can hold both the positions of Secretary and Treasurer, but if so, shall have only one vote. (One (1) Vote)
5. TREASURER. Association Officer and Member of the Board of Directors. The Treasurer shall keep, or cause to be kept, the financial records and receipts, as a permanent record of the Association, and shall provide the Historian with copies of any documents required for the historical files. The Treasurer will be responsible to see that any required audits of financial records are timely and properly executed and will provide the Board of Directors with requested financial documents and reports necessary for conduct of the business of the Association. The Treasurer shall nominate to the Board of Directors sufficient Assistant Treasurers to function under his or her supervision, guidance, and control to keep appropriate accounting records of all activities and functions sponsored by the Association. The Treasurer shall present an annual Budget Proposal, and intermediate proposals as needed, to the Board of Directors, and shall insure that there is no deficit spending by the Association and no spending beyond what is approved in the association budget. The same person can hold both the positions of Secretary and Treasurer, but if so, shall have only one vote. (One (1) Vote.)
6. STAFF JUDGE ADVOCATE (SJA). Association Officer and Member of the Board of Directors. General Counsel of the Board of Directors. This position must be filled by an Attorney. Provide legal advice to the Board of Directors as to the activities of the Association. (Non-voting Board of Directors member appointed by the Board of Directors )
7. PARLIAMENTARIAN. Provides advice and consultation to the Board of Directors and other committees and members of the Association as to correct Parliamentary Procedure during the conduct of Association Meetings. (Non-voting Board of Directors member appointed by the President)
8. SERGEANT-AT-ARMS. Maintains order at meetings of the Association Membership by providing protection from annoyance by non-members at a meeting or removal from a meeting of an offender causing an unreasonable disturbance as determined by the President. (Non-voting Board of Directors member appointed by the Board of Directors.)
B. STANDING COMMITTEES OF THE BOARD OF DIRECTORS (Non-voting)
1. HISTORIAN. The Historian shall maintain all documents of a historical nature involving the Quarter Horse Association and will research the files for details as needed. (Committee member appointed by the Board of Directors.)
2. RESEARCH TEAM. The Research Team shall conduct research to reconstruct the unit's Vietnam experience from archival sources and other authentic accountings of the history of the Quarter Horse. The Team shall be headed by a Team Leader who will be nominated by members of the Research Team and appointed by the Board of Directors. The Team Leader will recommend to the Treasurer an Assistant Treasurer of the Association (Research Team) for appointment by the Board of Directors as described in the section on Association Treasurer. The Team Leader will appoint an Archivist (WebMaster) to maintain an archives web site (http://quarterhorsecav.org) and temporarily store Squadron documents and donated memorabilia (prior to 17 March 2017) in anticipation of establishing a permanent site for them.
3. TROOP REPRESENTATIVES. Troop Representatives will maintain rosters of their units, attempt to contact former troopers and invite them to become members. Contacts can be accomplished via regular mail, e-mail, or telephone. Contacts made will be reported to the secretary and WebMaster. Former troopers who indicate they do not want to become members or participate will not be re-contacted but will be encouraged to contact the Association should they change their mind later on. (Committee member appointed by the Board of Directors.)
4. WebMaster. The WebMaster will maintain the Quarter Horse Web Pages and advise all members who communicated using computers of updates on the website and within the Organization. (Committee member appointed by the Board of Directors.)
5. COUNSELORS. As determined necessary by the Board of Directors including Agent Orange and Veterans Administration, etc. committees. (Committee members appointed by the Board of Directors.)
6. MEMBERSHIP COMMITTEE. The Membership Committee will continually attempt to contact troopers who have served with the Quarter Horse using leads from any source. The Membership Committee will consist of a Chairman appointed by the Board of Directors and volunteers from each of the Troops.
7. SILVER ROSE COMMITTEE. The Silver Rose Committee is created to bring honor and recognition to the 1st Squadron, 4th Cavalry troopers who Contact or die from any of the diseases caused by exposure to Agent Orange defoliant. The Committee will consist of a Chairman appointed by the Board of Directors and volunteers selected by the Chairman as necessary.
1. Special Fund Raising Activities. The Board of Directors shall appoint a Project Coordinator and an Assistant Treasurer to administer any project involved with Special Funds. In addition, for projects involving the Research Team, the Research Team Treasurer will participate as a member of the Project Team. Special Funds are funds that are derived from Donations, Fund Raisers and Grants, which are obtained within the guidelines of Publication 557 (Rev Nov 1999) of the Department of Treasury, Internal Revenue Service.
2. Accounting. Accounting ledgers shall be kept for all monetary transactions and an Annual Calendar Year Report including a financial statement shall be provided to the Board of Directors. No special fund raising activity shall be conducted which jeopardizes the Association's ability to retain a Non-Profit status.
B. Resignation. Should any member voluntarily resign his membership or default in the payment of dues, he shall forfeit all privileges of membership and no refund of dues will be paid.
C. Social Activities. When approved by the Board of Directors, social activities hosted by the Association will be financed by charging each attending member a pro rata share of any cost not covered by Association funds.
A. The activities of the Association shall be professional and social in nature, and will be determined by the membership, subject to the approval of the Board of Directors. Activities may be planned to include spouses and guests, and may, at the discretion of the Board of Directors, be subsidized by the Association.
B. The Association shall publish a newsletter and mail it to all members. The Board of Directors shall determine the content and frequency.
B. The Association, in order to achieve its objectives and purposes, can seek to raise funds for operation, to purchase property/supples, and sponsor military and social events. Licensing, certification, or registration with State and local public agencies may be required to engage in fund raising activities. These fund raising activities will be conducted in accordance with State and local laws and regulations, as well as any Army Regulations and/or installation requirements that may apply.
C. Historical Files. The Association will maintain a historical file consisting of, but not limited to, the following records:
1. The Constitution and By-Laws, and minutes of any meetings. 2. Adoption and Amendment. Record of approval(s) of the Constitution and Bylaws when adopted, with amendments and revisions. 3. Rosters. Roster of current members. 4. Financial Records. Financial records, including current bank statement(s), canceled checks, and receipts.
D. Audit. The Association fund and all Special Funds will be audited a minimum of once yearly or as determined necessary by the Board of Directors.
E. Dissolution. The Association may be dissolved at any time by a majority vote of its active members. In the event the Association is dissolved, each member of the Association shall be responsible for the immediate payment of their pro rata share of the Association's liabilities, limited to the amount of any unexpended portion of their current and paid annual dues. The disposition of residual assets, after payment of all of the debts of the Association, if any at the time of dissolution, shall be determined by the membership, subject to the approval of the Board of Directors. In the event there is no membership in the Association at the time of dissolution, any remaining funds shall be donated to the "Association of the United States Army".
B. This Amendment to the Constitution of the 1st Squadron, 4th Cavalry Association was approved by a majority of the Active Membership this date, 25 June 2016, and is effective immediately.
Robert Corbin & Joe Dabney ____________________________ ____________________________ Signed: President, Signed: Secretary Quarter Horse Association Quarter Horse Association Dated: _________________ Dated: _________________
B. All Others (see special membership categories): $5.00 Initiation Fee.
C. The Board of Directors may, by resolution, accept an honorary member or fix an amount of donation, which would qualify an individual, group or corporation as a sponsor of Quarter Horse activities or events.
1. Standing Budgets. The following Board or Committee positions will have a minimum annual budget set aside for items essential to their position as follows:
President: $100.00 Secretary: $350.00 Historian: $ 50.00 Vice-President: $100.00 Treasurer: $150.00
1. Ledgers. Each Board or Committee allocated a standing budget amount, or other Board or Committee members allocated a budget amount by the Board of Directors, if they expend funds, will maintain a ledger indicating at a minimum, the dates, items purchased and total amounts spent. 2. Allocation and Reimbursement. Board and Committee members will be reimbursed upon submission to the Treasurer, receipts or vouchers indicating the amount due them. Should a Board or Committee member reach the maximum allocated, the Board of Directors will consider approval for further funds. 3. Benevolent Fund. The Board of Directors shall allocate a specific amount annually to be used solely as a fund to procure sympathy cards and sprays of flowers to be sent to the funeral of any Quarter Horse trooper who dies. The card and flowers will be sent in the name of "The Membership of the 1st Squadron, 4th Cavalry Association." The Board of Directors will decide which Board Member will administer this fund. 4. Postal Fund. The Board of Directors shall budget annually a specific amount to be used for reimbursement of postal fees. Board Members and Committee Chairmen will submit receipts to the Treasurer for reimbursement from this fund. 5. Telephone Call Reimbursement. Board and Committee members may submit documentation to the Board of Directors for reimbursement of telephone calls made for Association business. When possible, advanced approval should be obtained prior to beginning projects that will require long distance calling.
1. HONORARY COLONEL. Certification as an "Honorary Colonel of the Quarter Horse". Can either be nominated by Troopers of the Association or awarded by the Board of Directors of the Quarter Horse Association to highly deserving individuals. 2. HONORARY SERGEANT MAJOR. Certification as an "Honorary Sergeant Major of the Quarter Horse" can be nominated by Troopers of the Association or awarded by the Board of Directors fo the 1st Squadron, 4th Cavalry Association to a deserving individual. 3. HONORARY TROOPER. Certification as an "Honorary Trooper" can be bestowed upon anyone who has been nominated for acts and deeds deserving of recognition and which bring credit and honor to himself and the Quarter Horse. An example is a Soldier who has fought alongside the Quarter Horse in battle and distinguished himself in the manner of a "Trooper". The Board of Directors will review each nomination and approve or disapprove it. If approved, the individual will be presented an appropriate Certificate and Membership Card. 4. FRIEND OF THE QUARTER HORSE. The Board of Directors may award certification as a "Friend of the Quarter Horse" to anyone by nomination by any member. Relatives of a deceased Trooper or friends/helpers of disabled troopers are in this category. This may also be used as a means of recognizing an individual or an organization contributing its time or donations to the Association. 1. GOLDEN SPUR. The Golden Spur may be awarded to anyone, but the recommendation must be initiated by an enlisted trooper or ex-enlisted trooper. A committee of enlisted or ex-enlisted troopers elected by the enlisted or ex-enlisted members of the Association shall create the design of the Golden Spur Award, and serve as the approval committee, and maintain record keeping regarding the award. 2. DISTINGUISHED TROOPER AWARD. This award may be awarded to any trooper who has distinguished himself or herself over a period of time accomplishing or working on a project or activity which reflects greatly upon his or her achievements and the Association. The trooper must be nominated by a member and justification submitted to the Board of Directors for consideration of approval.
ARTICLE VII. ADOPTION AND AMENDMENTS
B. These Bylaws have been amended/adopted/approved by a majority vote of members present at a meeting held on 25 June 2016.
Robert Corbin & Joe Dabney ______________________________ _________________________________ Signed: President, Quarter Horse Assn. Signed: Secretary, Quarter Horse Assn. Dated: ____________________ Dated: ____________________
PRESIDENT: Robert Corbin Phone: (573) 655-3328 E-mail:
V-PRESIDENT:Terry Empey Phone: (515) 669-0329 E-mail: email@example.com
TRUSTEES: Tom Fife: Phone: (425) 746-5345 E-mail: firstname.lastname@example.org
SECRETARY: Joe Dabney Phone: (870) 269-8849 E-mail: email@example.com
TREASURER: Richard Guerine Phone: (XXX) XXX-XXXX E-Mail: firstname.lastname@example.org
PARLIAMENTARIAN: Unknown E-mail: unknown.org
STAFF JUDGE ADVOCATE (SJA): Unknown E-mail: unknown.org
SERGEANT-AT-ARMS: Alan Benoit E-mail: Trooper67@4thCavAssoc.org
HISTORIAN: Feb 68 to May 70 - Carl "Skip" Bell E-mail: email@example.com
D Troop and C/16 - Unknown E-mail: Unknown
RESEARCH TEAM LEADER: Carl (Skip) Bell E-mail: firstname.lastname@example.org
IST RECKON Trp:George Koch Phone:(610) 970-8690 E-mail: email@example.com
HQ TROOP REPS:Unknown E-mail: unknown.org
A TROOP REPS: Steve Determann Phone: (707) 426-6578 E-mail:
Bill Bowker E-mail: Ward59b@aol.com
George Heim E-mail: George_Heim@output.net
B TROOP REPS: Kerry Schoolik Phone:
(407) 282-4017 E-mail: firstname.lastname@example.org
Frank Maughan E-Mail: Applace@juno.com
C TROOP REPS:Alan Benoit Phone:(660) 525-4752 E-Mail:
Bob Bartruff Phone: (801) 586-0237 E-mail: email@example.com
Frank Maughan E-mail: Applace@juno.com
Corkey Varney E-mail: firstname.lastname@example.org
Joe Birindelli E-mail: email@example.com
D TROOP/CI6 REP:Dave Fesmire Phone: (707) 274-8272
WebMasterS: Alan Benoit E-mail:
AGENT ORANGE: Gary Chenett E-mail: fuzzyfrog@2fords,net
CO-VA COUNSELORS: Sandy Avera E-mail: Sahm11@msn.net Donna Mims E-mail: Doc_mims@hotmail.com
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