Bylaws and Standing Rules




Rule 1. Contestant Growth, Education, and Finals Appreciation Fund. A. The purpose of this fund shall be to foster growth, participation, and education CGRA members and to further the sport of Rodeo. The funds will be maintained by the CGRA Treasurer. B. Funds are collected during the year by various means for distribution according to this Rule. C. All CGRA Contestants are eligible for funds. Out of State Contestants, who are members of CGRA are also eligible so long as they had been members in good standing for at least one (1) year prior to the beginning of the Rodeo year, and are riding for CGRA. E. CGRA members who are 1st time participants in RMRR and who are riding for CGRA may have one (1) event paid from this Fund providing they apply for the funds no later than the General Membership Meeting of CGRA immediately preceding RMRR. Unused funds will be returned to the general Contestant Growth, Education, and Finals Appreciation Fund. F. Distribution of these funds for Finals Rodeo will be limited to those individual contestants who are officially invited by IGRA and have accepted the invitation by the IGRA established cut-off deadline. G. All available funds will be distributed to eligible Finals Contestants according to number of events per go round per Contestant except that 25% of said funds will be kept in reserve for the following year’s RMRR. H. The CGRA Treasurer and the Rodeo Events Chair will ensure that the appropriate funds are sent to the Finals Hosting Association along with a list showing how funds are to be distributed. Any unused funds will be returned to CGRA by the Hosting Association and will be applied to the following year’s Contestant Growth, Education, and Finals Appreciation Fund. The distribution list shall be made available to all CGRA Rodeo Contestants. I. Any exception to these rules may be appealed to the CGRA Board of Directors for final resolution. At the discretion of the affected Contestant, this appeal may be made in writing or in person, but no later than the Board meeting preceding the deadline as provided in paragraph F. Contestants wishing to appeal must make their intent known at least two weeks prior to that Board meeting so that other Contestants may have the opportunity to be notified of the appeal and be able to make their opinions known at the same meeting.

Rule 2. Gymkhana and Play Day Standing Rules A. Approval – The Board of Directors must approve dates, locations and times. B. Responsibilities 1. Rodeo and Gymkhana Events Committee a. Primary responsibility for planning, prep and set-up of Gymkhanas and play day(s). 1) Equipment a) Provide all necessary arena equipment b) Provide all necessary rodeo equipment and flags 2) Personnel: a) Provide arena crew 3) Coordinates with the Fundraising Committee for food and refreshment sales 4) Coordinates with the Entertainment Committee for people events 2. Entertainment Committee a. Coordinates with the Rodeo and Gymkhana Events Committee to organize/provide for people events b. Further supports the Rodeo and Gymkhana Events Committee by providing: 1) Announcer 2) Public address system and related electronic equipment 3) Appropriate music (optional) a) National Anthem b) CGRA Theme Song (Colorado by Up With People) c) Other music and/or entertainment 3. Recording Secretary a. Coordinates with the Rodeo and Gymkhana Events Committee to provide the following: 1) Secretary 2) Timers 3) Scorekeepers 4) Score sheet and stopwatches 5) All awards (ribbons and trophies) b. Further supports the Rodeo and Gymkhana Events Committee by: 1) Maintaining all gymkhana records for CGRA files 2) Publishing monthly results in either the newsletter or on the web site C. Gymkhana Guidelines 1. Gymkhanas are held to: a. Provide competitive training for contestants in preparation for rodeo and/or related competitions. b. Provide a structured and safe environment for novice riders and horses to learn, practice and improve skills. 2. Events: a. Standard 1) Barrel Race 2) Pole Bending 3) Flag Race b. Jackpot 1) Barrel Race 2) Pole Bending 3) Flag Race c. Novelty 1) Keyhole 2) Quad Stakes 3) Figure 8 Barrels, Flying ‘W’, Ring Toss, Mailbox, etc. 3. Entry Fees: a. $5.00 per horse/rider combination per run for Standard or Jackpot Event for CGRA Members. b. $7.00 per horse/rider combination per run for Standard or Jackpot Event for non-CGRA Members. c. $3.00 per horse/rider combination per run for Exhibition only. Exhibition runs will not count toward awards or points and must be designated at time of registration. 4. Event Classifications: a. All event classes will be run with points tallied under each of the following classifications. Classifications shall be determined by both horse and rider, meeting said qualifications. b. If necessary a judge, the Rodeo Events Chair or a designee of the Rodeo Events Chair, and a panel of two competitors appointed by the judge shall resolve any disputes pertaining to a horse or rider combination and their stated qualifications. 1) Novice – combines both Men and Women. Novice is someone who is new to a field or activity. a.) Points will be scored and tracked for the rider on a given horse/rider team. b.) A rider may have more than one scoring run per this class per gymkhana, but it shall be on different horses and the points from the different horse/rider combinations cannot be combined for year-end award consideration. c.) Defined as any horse or rider who has not competed previously in CGRA gymkhanas or who has competed but not placed in the top three of any Standard Event. d.) Once a horse or rider has competed in the Novice Event and exceeds article ‘c’, above, they will no longer be eligible for the Novice Classification as of the next calendar year. 2) Intermediate – combines both Men and Women. Intermediate is someone who is at halfway point, centermost of a field or activity. a.) Points will be scored and tracked for the rider on a given horse/rider team. b.) Defined as any horse or rider who does not fall into the Novice or Advanced Classifications. 3) Advanced – combines both Men and Women. Advanced is someone who is ahead in position, time results and ability of a field or activity. a.) Points will be scored and tracked for the rider on a given horse/rider team. b.) Defined as any horse or rider who has competed and placed in the top three, during a previous year, of any Standard Event. 5. Event Classes to be offered – both horse and rider must fall into the following qualifications to compete in Event Classes. a. Novice/Novice b. Novice/Intermediate/Advanced 1) Novice/Intermediate 2) Novice/Advanced 3) Intermediate/Intermediate 4) Intermediate/Advanced c. Advanced/Advanced D. People Events Guidelines 1. Entertainment Committee coordinates with the Rodeo and Gymkhana Events Committee to organize/provide for people events a. Coordinates with related committees to supply all necessary equipment and personnel for any people event(s) at a gymkhana or play day. b. Arrange for and secure all other required equipment and/or supplies not provided by a related committee c. Arrange for clean-up after the event(s) and the return of all equipment 2. Plan five (5) ribbon awards for the first five places (as above for horse events) 3. Entry fee is $3.00 per person per People event 4. Rules for each event will be supplied by the Entertainment Committee. 5. Participation and Placing points will be awarded for People Events as described in Article C. Gymkhana Guidelines, section 5. Point System. 6. Year-end awards may be presented to the All Around high point winner(s) for the People Events; and, may be presented to the second and third place finishers as well. E. Play Day Guidelines 1. Play Days (or Cattle Days, Buck Outs, etc.) include rough stock and/or roping stock for practicing and/or teaching roping, rough stock and/or drag events. a. Date, time, location and all associated expenses must be approved by the Board of Directors b. May be held in conjunction with a regular Gymkhana c. Must have appropriate Insurance in place 2. Pertinent responsibilities for all parties involved shall be the same as noted above in Rule 2, Section B – Responsibilities. 3. Entry fees for any gymkhana or people events shall be applied as noted in Rule 2, Article C, section 3 and Article D, section 3. Entry fees for rough stock, roping and/or drag events will be recommended by the Rodeo and Gymkhana Events Committee for approval by the Board of Directors. 4. Ribbons may be awarded for places one (1) through five (5). 5. Points will not be awarded for any rough stock, roping or drag events.

Rule 3. CGRA/Wayne Jakino – Educational Scholarship Guidelines These guidelines are developed to aid the Colorado Gay Rodeo Association with the awarding of scholarship funds out of the CGRA/Wayne Jakino – Educational Scholarship Fund. A. A minimum of $1,000 must be maintained in the fund. B. Preference may be given to members of CGRA but anyone may apply. C. The committee will actively solicit applications beginning in February with a May 1st deadline. Applications for the scholarship funds shall be submitted by U.S. Mail, postmarked no later than May 1st. D. The Scholarship Selection Committee should be made up of the Special Committee Chair appointed by the President, the Treasurer, the Community Outreach Chair, the Public Relations (PR) Chair and anyone else designated by the President. E. Applicant may apply as many times as they wish, but will not be given preferential consideration in the selection process.. F. Applicants must be attending an institution of higher or professional education based in the State of Colorado (e.g. University of Colorado, Metro State College, University of Denver, Regis University, Community College of Aurora, etc.) Applicant may also be taking courses via the internet (on-line) or in other correspondence fashion, as long as the institution is based in Colorado and appropriately accredited. G. Scholarship award amount shall be determined by the committee based on the applicant’s application, essay, and financial requirement. Committee is reminded not to discriminate based on age, sex, race, national origin, religion, marital status, or personal bias. H. The Selection Committee may award as many or as few scholarships as they see fit, providing the necessary funds are available. If the fund is $1,000 or less no Scholarships will be awarded that year. I. Criteria for selection should be based on, but not limited to: 1. Demonstrated sincerity for learning 2. Persuasiveness of application and other required documents (letters, essays, references, etc) 3. Personal letters of reference 4. Current Grade point average 5. Demonstrated financial need J. Scholarship will be awarded for tuition, books and/or student fees only. Monies from the scholarship may not be applied to such items as room and board or other ancillary expenses that may relate to the higher education experience. Checks shall be made payable to the recipient and the institution only. K. Applicant is not limited to any specific field of study. Awards should be based on the strength and need of the applicants alone.

Rule 4. CGRA Competitive Dance Committee This is a special committee. The chairperson of this committee is appointed by the President. This committee is open to all CGRA members. This committee shall: A. Meet regularly as determined by the Committee Chair, the Board of Directors, or the President. Produce a competitive dance program for CGRA which complies with the IGRA Dance Competition General Rules, except Section 3, Awards, which shall be determined by the Board of Directors of CGRA.

Rule 5. Records Retention and Disposition Section 1. General Requirements. A. CGRA needs to retain certain records beyond current user needs, according to regulatory, legal, financial, and operational requirements. Whether a record is in paper or electronic format does not determine its value or retention period; its content is the key factor. B. Records referenced in this schedule include paper and electronic format. C. When a record is no longer needed or required, it should be disposed of properly in order to ensure that it truly is no longer recoverable. Section 2. The following are examples of CGRA records which at various times need retention and later destruction as deemed appropriate by the CGRA Executive Board who will publish such direction and update annually at the first Board of Directors meeting of the year. A. Accident reports and claims. B. All financial records. C. All tax records. D. Articles of Incorporation, charter, bylaws, standing rules, and minutes. E. Audit reports. F. Bylaws and charter. G. Contracts, mortgages, notes, and leases (expired). H. Copyright, trademark, and patent registrations. I. Correspondence (administrative). J. Correspondence (general). K. Donations. L. Grants (funded). M. Insurance records, accident reports, and claims. N. Mission statements and strategic plans. O. Training manuals. Section 3. Categorizing Information. A. Because the above list is not all–inclusive, CGRA may need to determine whether a particular item is considered a record and thus, subject to a records retention and disposition schedule. Some of the characteristics of a record are: 1. Contains legal or regulatory compliance information. 2. Evidences a transaction. 3. Identifies participants in business activities or who had knowledge of an event. 4. Proves a business–related event or activity occurred or did not occur. B. It may be useful when making retention decisions to sort records into three categories: enduring value, limited value, and no value. Section 4. Electronic Record Keeping. A. The terms online, near–line, and off–line retention are unique to electronic records and refer to the type of storage media, not to the length of time the information in a particular record should be retained. CGRA’s managers should collaborate to determine which type of storage is appropriate for each category of record. They should set up calendar reminders to migrate data from older media at regular intervals to be sure the records remain viable for the required period of time. Section 5. Record Destruction. A. When a record is no longer required to be kept, it should be properly destroyed and the destruction should be documented. Deleting data and emptying the “recycle” folder or “trash” bin from electronic storage media such as CDs, hard drives, tapes, etc. does not permanently destroy the information. Some printers and photocopiers with document memory capability may require data cleaning also before sale or disposal. B. If data is not sensitive or private, simply overwriting the information may be adequate. C. If computers and media are going to be reused or decommissioned, they must be properly cleaned in order to prevent unauthorized retrieval and use of information, especially if that data includes privacy or security–related material such as personnel records or financial data. Section 6. Certificate of Destruction. A. The Secretary must annually present to the Board of Directors a report on documents to be destroyed and the mode used to destroy them. The board must review the report and vote on the destruction of listed documents. When the Secretary has completed the destruction of documents, they must follow up to the board with a report on destruction to include the listed documents, date destroyed, and mode including any third–party involved.

Rule 6. Conflict of Interest Policy Section 1. The purpose of this policy is to protect CGRA’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director. This policy is intended to supplement, but not replace, any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Section 2. Definitions. A. Interested Person. Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. B. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: 1. An ownership or investment interest in any entity with which CGRA has a transaction or arrangement, 2. A compensation arrangement with CGRA or with any entity or individual with which CGRA has a transaction or arrangement, or 3. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which CGRA is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. Section 3. Procedures. A. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement. B. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists. C. Procedures for Addressing the Conflict of Interest. 1. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. 2. The chairperson of the governing board or committee may, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. 3. After exercising due diligence, the governing board or committee shall determine whether CGRA can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. 4. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in CGRA's best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement. D. Violations of the Conflicts of Interest Policy. 1. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. 2. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain the following. A. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board's or committee's decision as to whether a conflict of interest in fact existed. B. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Section 5. Compensation. A. A voting member of the governing board or voting member of any committee who receives compensation, directly or indirectly, from CGRA for services is precluded from voting on matters pertaining to that member's compensation. B. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from CGRA, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Section 6. Annual Statements. Each director, principal officer, and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person: A. Has received a copy of CGRA’s conflicts of interest policy, B. Has read and understands this policy, C. Has agreed to comply with this policy, and D. Understands CGRA is a nonprofit which must engage primarily in activities which accomplish one or more of its purposes. Section 7. Periodic Reviews. To ensure CGRA operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its status, periodic reviews shall be conducted by the Board of Directors.

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