Constitution and By-Laws

Constitution and By-Laws of the Western Pennsylvania
Horseshoe Pitchers’ Association, Inc.

Preamble

In as much as the sport of horseshoe pitching affords the opportunity to promote a concentrated and direct effort from which all participants can obtain a healthier environment leading to a competitive sport suitable to all persons, we, the horseshoe pitchers of Pennsylvania, in order to promote and foster this sport, and to assist and help conduct events of a state wide interest, do hereby establish the following Constitution and By-Laws for the Western Pennsylvania Horseshoe Pitchers’ Association, Inc.

Constitution

Article I – Name

The name of the Association shall be the “Western Pennsylvania Horseshoe Pitchers’ Association, Inc.”, hereinafter referred to as “The Association”.

Article II – Purpose

The purpose of this Association shall be to promote and foster the sport of horseshoe pitching throughout the state of Pennsylvania.

Article III – Membership

The requirements of membership shall be set out in the By-Laws.

Article IV – Affiliation

Section 1

This association operates under a charter assigned by the National Horseshoe Pitchers’ Association, referred to as the N.H.P.A.

Section 2

The rules of the N.H.P.A. will govern all matters not specified in the constitution and By-Laws of this association.

Article V – Officers

Section 1

The officers of the Association shall consist of President, Vice-President and Secretary-Treasurer.

Section 2

These officers are to be elected bi-annually by a majority ballot vote of all voting members and shall hold office until and including the regular annual meeting of the Association held on odd numbered years.

Section 3

The method of nomination, election, and related details shall be set out in the By-Laws.

Article VI – Representatives

Section 1

Representatives shall be elected from the membership to serve on the Executive Council (explained in Article IX).

Section 2

They shall be elected bi-annually by a majority ballot vote of all voting members and shall hold office until and including the regular annual meeting of the Association held on the next even numbered year.

Section 3

The number of Representatives, method of nomination, election, and other related details shall be set out in the By-Laws

Article VII – Duties of the Officers

President – The duties of the President shall be to preside at all meetings and to administer the business of the Association, to pass on any obligations, and to handle other duties that may come to his attention in promoting the best interest of the Association, and to co-sign all warrants.

Vice-President – The Vice President shall have the same duties as the President, but shall assume them only in the absence of the President. Specific details of duties shall be set out in the By-Laws.

Secretary-Treasurer – The duties for the Secretary-Treasurer shall be to keep accurate minutes, act as custodian of all funds of the Association, co-sign all warrants for Association expenditures, keep financial records of Association funds, and attend to correspondence and any other duties which may come to his attention as necessary to promote the best interests of the Association. Specific details of duties shall be set out in the By-Laws.

Article VIII – Duties of the Representatives

These Representatives shall serve on the Executive Council and shall represent various geographic sections throughout the state. They shall serve and assist the officers of the Association in such matters as to promote the best interest of the Association.

Article IX – Executive Council

The elected officers and representatives shall constitute the Executive Council. It shall act on behalf of the Association as specified in the Constitution and By-Laws.

Article X – Committees

The President shall appoint committees as he decides they are necessary.

Article XI – By-Laws

Section 1

The Association may adopt By-Laws when approved by a majority of the members in good standing present at the regular annual meeting.

Section 2

The requirements to amend and/or adopt will be set up in the By-Laws

Article XII – Meetings

Section 1

The regular annual meeting of the Association members shall be held at the site of the State Tournament. The President will notify members of the time and place of the regular annual meeting when the State Tournament is held in the East. Meeting should be away from pitching times. President and State Tournament committee should choose the time the meeting is to be held. The meeting will last until all Association business is concluded.

Section 2

The President may call other meetings by notifying all members in good standing of the time, place, and purpose of the meeting at least two weeks before the meeting.

Section 3

No changes in the Constitution and/or By-Laws will be considered unless a minimum of 10 members are present and voting.

Section 4

“Roberts Rules of Order”, revised and reading as follows, will govern the order of conduct of all meetings:

1. Reading of the minutes of the previous meeting

2. Approval, addition, or correction of the minutes

3. Reading of the financial report

4. Report for officer, boards, and standing committees.

5. Report of special committees.

6. Memorandum of the President

7. Unfinished business

8. New business

9. Report of good and welfare work

10. Report results of Election and Installation of new Officers

11. Adjournment

Article XIII – Amendments

Section 1
This Constitution may be amended by a minimum of two-thirds affirmative vote by all voting members present at the regular annual meeting.

Section 2

Any proposed Constitutional amendment can only be considered as stated in Article XXI

End of Constitution

By-Laws

Article XIV – Membership

Section 1

Any reputable person, regardless of race, sex, creed, color or pitching ability that has his/her principal residence in Pennsylvania may become a member of the Western Pennsylvania Horseshoe Pitchers Association, Inc., upon payment of the dues of the Association plus those of the National Pitchers’ Association (hereafter referred to as N.H.P.A.).

Section 2

The Association dues may be ratified or changed at the regular annual meetings. If no such action is taken, the dues shall remain the same as the preceding year.

Section 3

Annual Association dues are $20.00 for adult tournament players, $15 for adult non-tournament players and $8 for juniors

Section 4

Each member in good standing shall be entitled to one vote in the affairs of the Association at any meeting of the members. Junior members may vote but are not permitted to hold office in the Association.

Section 5

A member in good standing must be accorded all rights and privileges extended by affiliated clubs and Associations.

Section 6

A member may be suspended for:

a. Non-payment of dues or fees

b. Willfully violating the Constitution or By-Laws of the Association

c. By participating in the tournament under an assumed name, being guilty of fraud, fixing games, or conduct unbecoming a member.

d. For directly or indirectly betting on a contestant or self, when entered in the competition.

e. For consistently violating the rules and standards set up by the N.H.P.A. and the Association.

For all but the first violation (a), a member may be suspended for a period of one year. Members suspended for non-payment of dues and fees shall be reinstated upon such payment of dues and fees. No members shall be suspended until given a fair trial before the Executive Council.

Article XV – Representatives

Section 1

The general membership shall be represented on the Executive Council by one representative nominated by each of the charter’s recognized clubs and also one representative at large for the members not belonging to a recognized club in the charter. The size of the council depends on the number of recognized clubs holding sanctioned tournaments within the association’s geographical boundaries of Western Pennsylvania. The chosen club representatives must be WPHPA members.

Section 2

The female membership shall be represented on council by a minimum of one member of that sex.

Section 3

If for some reason the required representatives cannot be nominated by the charter clubs, the President shall appoint other members to represent those clubs in order to meet the requirements of the by-laws.

Article XVI – Executive Council

Section 1

The Executive Council is an administrative – judicial body empowered to act on all matters not specified in the Constitution and By-Laws.

Section 2

The President shall act as chairman. All necessary meetings shall be called by the President.

Section 3

More than half of the Council’s members present shall be necessary for quorum.

Section 4

Each member of the Council shall have one vote, and the majority shall rule. Ties will be broken by the President’s decision.

Section 5

In matters that the President shall decide are urgent enough for immediate action, the President shall poll the Council by mail or phone without having a formal meeting. In this situation, all members of the Council must be notified.

Section 6

The Executive Council shall also be the judicial body and shall define and interpret the Constitution and By-Laws. Technical points shall be submitted in writing for decisions, and the ruling declared official.

Section 7

Should any member of the Council (with the exception of the President) not be able to fulfill his responsibilities due to death, resignation, suspension, or movement to out the state residence, his position shall be filled by an appointee (preferably nominated by the club they represent) for the duration of the term by the President.

Section 8

Minutes shall be kept of all meeting by the Secretary-Treasurer and are to be made available upon demand by any member of the Association.

Section 9

Any member in good standing that wished to have their name placed on the ballot for any of the state offices, must have submitted their name to the Secretary Treasurer in writing for the office they wish to run for prior to the start of the annual state meeting in which the election is to be held. This shall include all incumbent officers and club reps. Offices include: President, Vice-President, Secretary-Treasurer, Club Representatives from each of the charter’s recognized clubs and also one Representative at Large (for members not belonging to a recognized club).

Article XVII – Sanctioned Tournaments

Section 1 – General Rules

a. Requests for State and NHPA sanctions shall be made through the Secretary-Treasurer of the Association. The usual requirements shall be that all members of sanctioned classes belong to the State and NHPA Associations and that the event adheres to the requirements set up by the State and NHPA.

b. NHPA rules will govern all events that are sanctioned by the Association, with the exception of those stated in the Constitution and By-Laws of the Association.

c. All tournaments conducted in the State shall collect via the tournament director, a tax payable to the Secretary-Treasurer of the Association for the purpose of providing support for the State Tournament and promoting the Association. This tax shall be $2.00 per person per tournament and shall remain in effect until changed at the regular annual meeting. The tax does not apply for Junior members entering at a reduced entry fee.

d. All Contestants in any sanctioned event shall be members in good standing of the Association or another state Association.

e. Pitchers must have shirts with their name and hometown neatly displayed on the back.

f. Contestants must enter with an average of their three highest ringer percentages in all sanctioned tournament they pitched in the preceding 12 months of entry deadline. Alternately an NHPA Sanctioned Club or League Average may be used if it covers 400 or more shoes pitched.

g. First place will be determined by a ladder type singe game play-off. All other positions shall be determined by ringer percentage.

h. A minimum $10.00 entry fee for adult players (no minimum for juniors) and a $1.00 score-keeping fee from each contestant per game is required.

i. As a courtesy, all members are allowed to drop-out of one sanctioned tournament per year without penalty because of health problems and still receive credit for the tournament as long as half of the scheduled games have been completed. A legitimate reason must be provided to the tournament director and the final decision to give credit for the tournament will be made by the tournament director of that event. No other credits for incomplete tournaments will be awarded once a member has used up this one-time annual allowance.

i. Any rule changes shall be approved at the annual state meeting.

Section 2 – State Championship Tournament

a. The site of the State Horseshoe Tournament shall be decided by the members at the regular annual meeting from sealed-monetary bids submitted to the Association. To host the State Tournament, a club must have a minimum of 13-lighted courts. The facilities and staff will be adequate.

b. A minimum of $50.00 can only be accepted from any bidders. If said bidder does not receive the bid to host the State Tournament, the bid money will be returned to losing bidder or bidders. Bidder who received bid to host the State Tournament – bid money goes to Association. No bids will be considered unless the following conditions are met:

1. The facilities and staff will be adequate

2. Guarantee a minimum of $1500.00 cash prize fund plus awards

c. The President will have the responsibility of placing the tournament, if no such bids are presented.

d. The tournament committee will consist of the executive council of the Association, along with no more than 6 members of the Host Club. The President of the Association shall represent the Association by being responsible for the conduct and administration of the State Tournament.

e. The tournament committee shall submit to the President a detailed tournament program in writing listing anticipated prize money distribution, conduct of classes, awards distribution, and anticipated general costs of the tournament. These records shall be made public at the annual meeting.

f. Adult contestants must reside in Pennsylvania and must have pitched in a minimum of 3 NHPA Sanctioned Tournaments in the preceding 12 months prior to the entry deadline for the PA State Tournament. Two of these required tournaments must be OUTDOOR tournaments held in PENNSYLVANIA. Junior contestants must reside in Pennsylvania and must have pitched in a minimum of 1 NHPA Sanctioned Tournaments in the preceding 12 months prior to the entry deadline for the PA State Tournament. An NHPA Sanctioned League can replace any one of the tournaments required provided that 400 or more shoes have been pitched in that league prior to the entry deadline for the PA State Tournament.

g. The championship men’s class shall consist of the top 16 entries in that division, playing a 16 player round robin over two days. The class size for all other division’s championship classes will be determined by the tournament director, advised by the tournament committee as needed, and will be based on the number of entries per division, with the intention and obligation of making those divisions as fair as possible for all participants. Players in all other lower classes in each division shall be seeded by their previously established ringer percentage. The tournament will be conducted in a round robin fashion, with each contestant required to compete with every other contestant in their class. Subsequent classes shall be added to each division to accommodate all entries.

h. Games won and lost shall determine the position of the players. The winner of this division shall be crowned the “Pennsylvania Horseshoe Pitching Champion” and the association shall recognize no other player as said Champion.

Section 3 – Indoor State Tournament

a. We will also hold an Indoor Championship at one of the indoor clubs yearly. All classes will be mixed and the tournament will have one championship class. The winner of this class will be the PA Indoor State Champion. (The outdoor state champions are considered State Champions, and the indoor champion will be recognized as simply Indoor State Champion.)

b. Adult contestants must reside in Pennsylvania and must have pitched in a minimum of 3 NHPA Sanctioned Tournaments in the preceding 12 months prior to the entry deadline for the PA State Indoor Tournament. Two of these required tournaments must be INDOOR tournaments held in PENNSYLVANIA. Junior contestants must reside in Pennsylvania and must have pitched in a minimum of 1 NHPA Sanctioned Tournaments in the preceding 12 months prior to the entry deadline for the PA State Indoor Tournament. An NHPA Sanctioned League can replace any one of the tournaments required provided that 400 or more shoes have been pitched in that league prior to the entry deadline for the PA State Tournament.

Article XVIII – Specific Duties of the Vice President

Section 1

He shall coordinate all tournament directors of the charter clubs.

Section 2

Hold Tournament Directors meeting yearly to formulate next years schedule, etc.

Article XIX – Specific Duties of the Secretary-Treasurer

Section 1

He shall handle all business associated with the NHPA including NHPA cards for new members, annual membership renewals, tournament sanction certificates, awards and jackets for future State champions and the administration of the annual Ed Blum Award.

Section 2
Expose events through the Association Newsletter and the NHPA. The Pitcher’s Pulse will be the official newsletter of the Association. There will be a minimum of two issues of The Pitcher’s Pulse annually, to be printed and dispersed in approximately early April and early September prior to the start of the next season. Each club is to submit an article about their club for print in The Pitcher’s Pulse.

Section 3

He shall handle, or direct, all statewide newspaper publicity for the State.

Section 4

He shall submit a written financial report of the fiscal year (October 1 thru September 30) to all Association clubs and Executive council members.

Section 5

He shall have the authority to designate agents such that the above responsibilities are faithfully discharged.

Article XX - Specific Duties of State Statistician

Section 1

State Statistician shall keep all records of all reports from each tournament held in the Association, and report same to Nat Stats (NHPA). He shall also keep accurate records of State Point Challenge and Ed Blum Memorial Awards programs in the Association, so that the awards can be presented at the State Meeting.

Article XXI – Annual Stipends

Section 1

The President shall receive $75.00, the Vice-President shall receive $75.00, the Secretary-Treasurer shall receive $2.00 per member, and the State Statistician shall receive $75.00. All executive council members shall receive mileage to and from the site of the state tournament. Mileage to be paid at the IRS rate for the current year.

Section 2

The stipends can only be changed by the members at a regular annual meeting.

Article XXII – Amendment Procedure

Section 1

Constitutional and/or By-Law amendments.

a. Any member in good standing may propose additions or changes either in writing or at the annual membership meeting.

b. Proposed changes must be seconded and passed by a majority of voting members at the meeting.

c. Amendments may be made to a proposed change when approved by the membership prior to the vote on the original proposed change.

End of By-Laws

Last updated 6/24/06