THE OKLAHOMA COWGIRLS ASSOCIATION
2009 RULE BOOK
TITLE
This Association shall be known as THE OKLAHOMA COWGIRLS ASSOCIATION,
herein referred to as OCA. The OCA shall at all times be operated and conducted
as a non-profit Association in accordance with the laws of the State of
Oklahoma, providing for such rights as granted to Associations of this kind.
OBJECTIVES
The purpose of the OCA shall be to promote barrel racing, at all
levels, to anyone who enjoys the sport of barrel racing. The OCA will
strive to promote the sport, fellowship, fairness and FUN among barrel racers.
PLACE OF BUSINESS
The principal place of business shall be Tulsa, Oklahoma. Business
may be carried on at any place convenient to the members or officials, as may
be participating. Jackpots will be held within a 50 mile radius of Tulsa,
Oklahoma.
ASSOCIATION
EMBLEM
BY-LAWS
Membership is open to everyone who enjoys the sport of barrel
racing.
Annual dues become payable on January 1 or at the
year-end banquet, whichever comes first. The fiscal year will run from January 1 through
December 31.
Each member will receive a set of rules and monthly newsletter with the
current results of jackpots. Newsletters will be handed out at jackpots
and available online at www.oklahomacowgirlsassociation.com . The newsletters will be available at the jackpots after the
initial mailing at the beginning of the year. The newsletter will contain
a financial report every month.
Each month a newsletter will be available to the members at each
jackpot. Non-members may subscribe to this newsletter for a fee of $10.00
per year.
MEMBERSHIP FEES
$30.00
Single – Open 4D and 1 set of points.
$30.00
Junior (12 & Under) and 1 set of points.
$10.00
Each additional horse for points.
No Donation Fee required.
A member
can ride a nominated horse for another member for points. A junior member
must ride a junior nominated horse.
Non-members may compete, but will not be eligible for OCA year-end
awards.
While in good standing,
all members shall have equal rights, interests and responsibilities with
respect to the Association and it's property. Shall obey and be bound by
all rules of the Association and decisions or actions of the Board of Officers;
shall have the right to vote by personal attendance at membership meetings; and
shall have the right to hold office and committee assignments.
The Board of Officers may expel and/or penalize members for conduct that
is not in accordance with such rules and regulations of the Association.
MEMBERSHIP REQUIREMENTS
All members are required to pay an entry fee and attend ten (10) OCA jackpots to receive
year-end awards.
A member who enters a jackpot then needs
to scratch (ex: crippled horse) must do this throughout the season not at the
last jackpot to qualify for year-end awards.
Members may pay a $25
per jackpot fee in place of an attended jackpot or for work requirement.
Members receiving year-end awards, but cannot attend the business meeting
and banquet, must contact the President by letter and provide someone to accept
their awards in person at the banquet or their year-end awards will be
forfeited to the next qualified person in the standings. Unless there are
extenuating circumstances.
ELECTION OF
OFFICERS
The election of Officers will be by a majority vote, by either secret
ballot or a show of hands, of members present at the year-end business meeting
preceding the banquet.
BOARD OF OFFICERS
The Board of Officers will consists of:
President
Vice-President
Jackpot Secretary
Correspondence Secretary(s)
Donation Director(s)
Junior Director
Arena Director(s)
The Board of Officers will manage the
business and property of the Association.
The Board of
Officers will by majority vote make any decision regarding any problem arising
that may not be covered by the Association rule book and their decision is
final.
At meetings of the Board of Officers, the President (Vice-President if
the President is unable to attend) shall preside and conduct at all
meetings. Business shall be transacted in such order as the Board may
determine. The President shall preside at all meetings and see that the
by-laws, rules and regulations of the Association are enforced.
It will be the President's duty to notify
all Board members of meetings, which a quorum of five (5) Officers are needed to
vote on any issue. The President has the ability to call emergency
meetings at any time, as long as a quorum is present to vote or discuss
miscellaneous topics. It shall be the duty of the Board members to attend
all Board meetings and general membership meetings.
The Board of Officers
from time to time may create and empower other committees, standing, general or
special as deemed necessary.
ELECTIVE OFFICERS AND
DUTIES
The Board of Officers
of the OCA will consist of President, Vice-President(s), Jackpot Secretary,
Correspondence Secretary, Donation Officer(s), Junior Director(s) and Arena
Director(s).
The Arena Directors will assign the dates and arenas for the jackpots of
the upcoming year and approved by the Board. In the choice of arenas consideration
shall be given to cost, ground and location as to evenly cover the membership
area. The Board of Officers shall have the authority to pay any fee
deemed necessary in conjunction with a jackpot.
PRESIDENT:
The President shall be the chief executive officer of the Association and shall
preside at all meetings. The President shall see that the by-laws, rules
and regulations of the Association are enforced and will have final decision
authority on all rules and regulations in any dispute. Plus, the
President will have full authority and support of the Board of Officers.
It will be the President's duty to notify all Board Members of meetings and/or
the ability to call emergency meetings at any time it is called upon, as long a
quorum is present to vote or discuss miscellaneous topics. If a problem
arises and a quorum is not available, the problem will be tabled until a quorum
can be called. The President shall perform such other duties as are
necessary to the proper administration of the affairs of the Association.
Other duties will be left to the discretion of the Board.
VICE-PRESIDENT: The Vice-President
shall assist the President and fulfill the duties of the President in his/her
absence. This office will monitor, along with the President, the running
of the jackpots. Other duties will be left to the discretion of the Board.
JACKPOT SECRETARY:
The Jackpot Secretary shall have custody of the Association funds. The
Jackpot Secretary will keep accurate records of the funds and give an
accounting of such at all Board meetings and monthly in the monthly
newsletter. If the Jackpot Secretary cannot attend a jackpot function,
he/she will find a replacement, which must be approved by the President. The
Jackpot Secretary shall also keep an accurate financial record of all monies
(income and expenses) for the Association and submit to the President and
Correspondence Secretary to put in the monthly newsletter. The Jackpot
Secretary shall also keep an accurate record of the points for each class and
each month give a listing to the Correspondence Secretary to put in the monthly
newsletter. The Jackpot Secretary will also keep records on who worked at
each jackpot, to see that each member fills this requirement. Other
duties will be left to the discretion of the Board.
CORRESPONDENCE SECRETARY:
The Correspondence Secretary shall be at all of the Association
functions. The Correspondence Secretary will be responsible for
the monthly publication of the newsletter and see that our sponsors get
proper advertisement in the newsletter and at each jackpot. The
Correspondence Secretary will also send notices of general membership meetings,
take minutes of meetings and assist the Jackpot Secretary in keeping
points. Other duties will be left to the discretion of the Board.
DONATION OFFICER:
The Donation Officer will write companies to obtain donations, visit and
solicit companies in the immediate area. The Donation Officer will obtain at
least three (3) price quotes for saddles or any item of high valve and present
this to the Board of Officers for the purchasing of year-end awards. The
Donation Officer will make a proposal for the disbursement of the donations for
year-end awards and give this to the Board of Officers for approval. The
Donation Officer will see that the donations and year-end awards are delivered
to the year-end awards banquet. Each Officer may assist the Donation
Officer to obtain donations and sponsors. Other duties will be left to
the discretion of the Board.
JUNIOR DIRECTOR:
The Junior Director will be responsible for the Junior Barrels (12 &
Under). The Junior Director will see that the barrels are properly
staked, the timer in the proper place and the ground conditions are safe.
Drags will be set at 5 runs regardless to retain the safety of horse and rider.
A drag will be made before the class. The Junior Director shall give the
Jackpot Secretary the measurements of the pattern before the class starts in
case a stake is lost. The Junior Director will also see that all
members in this event are of proper age. Eligibility for the Junior
Barrels (12 & Under) is January 1 of the current year. The Junior
Director will keep the Jackpot Secretary notified of any person who is not
eligible to compete at each jackpot. The Junior Director will be
responsible to investigate the eligibility (according to OCA rules) on a person
if requested or if there is any kind of probable cause. Other duties will
be left to the discretion of the Board.
ARENA DIRECTOR:
The Arena Director will see that each jackpot site has been verified and
that someone is responsible for contacting the jackpot site to see that the
ground and everything is in order prior to the jackpot. The Arena
Director will be responsible for the timer, stakes, and speaker system.
The Arena Director will see that the barrels are properly staked. The
timer in the proper place and the ground conditions are safe.
Drags will be set at 5 runs regardless to retain the safety of horse and
rider. A drag will be made at the beginning of the class. The Arena
Director shall give the Jackpot Secretary the measurements of the pattern
before the class starts in case a stake is lost. The Arena Director will
see that the above equipment is ready before each jackpot, and in their
possession at the end of each jackpot. Other duties will be left to the
discretion of the Board.
GENERAL RULES
There will be a $3.00 timer charge and a $2.00 per person per jackpot
charge. These charges are in addition to the entry fee for each class and
will not be figured in the payoffs.
Example: 4D Entry Fee $20.00
Timer Charge $3.00
Office
Charge (per jackpot) $2.00
$25.00
Before Exhibition costs are $4.00 or 3/$10.00. There will be a $3.00
timer charge for after exhibition runs.
If a member must make a re-run due to timer failure, any penalties
incurred in the first run will not be carried over to the second run. The
member or non-member DOES NOT have the option of riding a different horse on
the re-run.
All dogs are to be kept on a leash, at all times.
No horse will be
allowed in the arena after the jackpot has started, even during a drag.
However, a horse maybe assisted into the alleyway, but not into the arena to
start the run.
If a General Membership meeting is called at the time of a scheduled
barrel race, for any reason, it must be held at the starting time of the
jackpot to give everyone time to arrive on the premises. This will
allow everyone to have a vote on the issue.
If a timer should fail completely or if the jackpot is rained out in the middle
of a point jackpot, the winners will receive payout and the remaining
non-runners will be reimbursed their entry fee(s) and the jackpot will be
considered a non-point jackpot. The jackpot will then be rescheduled on
the next available Rain Date listed on the schedule.
There will be no
re-runs for tack failure in any event.
If a member is unsure about a jackpot or meeting, it is up to that member
to call a Board Member to get the information. However, regarding any
schedule change or a rain out an officer will try to notify all members, but it
is still the responsibility of each member to reach a Board Member.
If a stake is lost or pulled up the pattern will be re-staked using the
measurements the Director gave the Jackpot Secretary.
OCA Officers and Associates will not be held liable for accidents or
theft during all OCA functions.
Members may be disqualified for any of the following
reasons:
a. Cheating or
attempting to cheat in any way.
b. Misconduct.
c. Working horse on barrel
pattern after the ground has been worked.
d. Use of drugs
(personal or on animal) and/or alcohol
EVENTS
OCA Division Classes will consist of and ran in this order:
Junior 3D (12
& Under as of January 1 of the current year) – whole, whole split
Open 4D - 1/2,
1/2, whole split
All classes will draw
for positions.
Event and Entry Fee ($5.00 timer/arena fee included):
Junior 3D
(12 &
Under) $15.00
Open
4D
$25.00
Equal payoff and last
place of payoff will payback a minimum of entry fee.
PAYOFF SYSTEM
For the Junior 3D
jackpot the number of places and amount paid will be as follows: # of
riders x $10 divided by 3 x the percentage. Points awarded
will start with 25 through 1 and any time not receiving a NT will receive at
least 1 point.
3D FORMAT
Number of Entries
PLACES
|
1 - 14 |
15 - 30 |
31 - 59 |
60 - 75 |
76 - 91 |
92 - 107 |
108 - 123 |
124 - 140 |
1ST
|
100% |
60% |
50% |
40% |
30% |
28% |
26% |
24% |
2ND
|
|
40% |
30% |
30% |
25% |
22% |
20% |
18% |
|
3RD |
|
|
20% |
20% |
20% |
18% |
15% |
15% |
|
4TH |
|
|
|
10% |
15% |
14% |
12% |
12% |
|
5TH |
|
|
|
|
10% |
10% |
10% |
10% |
|
6TH |
|
|
|
|
|
8% |
9% |
8% |
|
7TH |
|
|
|
|
|
|
8% |
7% |
|
8TH |
|
|
|
|
|
|
|
6% |
For the Open 4D jackpot the
number of places and amount paid will be as follows: # of riders x $20
divided by 4 x the percentage. Points awarded will start with 50
through 1 and any time not receiving a NT will receive at least 1 point.
4D FORMAT
Number of Entries
PLACES
|
1 - 13 |
14 - 26 |
27 - 53 |
54 - 80 |
81 - 107 |
108 - 134 |
135 - 161 |
162+ |
1ST
|
100% |
60% |
50% |
40% |
30% |
28% |
26% |
24% |
2ND
|
|
40% |
30% |
30% |
25% |
22% |
20% |
18% |
|
3RD |
|
|
20% |
20% |
20% |
18% |
15% |
15% |
|
4TH |
|
|
|
10% |
15% |
14% |
12% |
12% |
|
5TH |
|
|
|
|
10% |
10% |
10% |
10% |
|
6TH |
|
|
|
|
|
8% |
9% |
8% |
|
7TH |
|
|
|
|
|
|
8% |
7% |
|
8TH |
|
|
|
|
|
|
|
6% |
AWARDS
& POINT SYSTEM
The calendar fiscal year
for the OCA points is from November 1 through November 1 of the following year.
Points will be counted only after dues, additional horse fees and any prior obligations
are paid.
When a jackpot is
involved with the Better Barrel Races (BBR) a change in payout will take place.
It would change the equal payout to 35%, 30%, 20% and 15% for those jackpots
only. Each run would also have to pay an extra dollar
office charge at all BBR approved jackpots.
In all
jackpots, points will be given only to members. Non-members will not be
considered. Points will stay in the payoff “D” of the jackpot.
Fastest member’s time in the “D” will earn 50 points. Second fastest
member’s time will earn 49 points, etc.
Any jackpot held at the
Tulsa Livestock Arena, Claremore Exposition Center or any other that is deemed
necessary by the board will have an additional $5.00 per person barn fee.
Saddles will be
awarded to the Open 4D Champion in each division. Reserve Champion
buckles will be awarded in each division of the Open 4D. If the Junior
(12 & Under) class supports itself only then will a saddle and Reserve
buckle be given in each division. Otherwise donations would need to be
used to purchase saddles and buckles.
Equal number of places
awarded to each division, which will be determined by the number of members
along with the decision of the directors mid-way through the season. (After the
8th jackpot)
A member must sell raffle tickets OR do a fundraiser for each set of awards. (i.e., four horses nominated = minimum of four books of tickets).
If a
member nominates two horses and receives two sets of awards, they can
substitute an award for the jacket not received for the second set of prizes.
Every member who completes all requirements will receive a jacket at year’s end. These jackets were voted on and will be NICE jackets and 1 per person, not per set of awards. This was voted on and won unanimously at the 2007 awards banquet.
To receive year-end awards, the rider must have a membership and fulfill
all required duties. In the event of a tie in a division, the tie will be
broken by:
1. The amount of money won in the
division
2. Number of runs made
3. Choice of a coin toss or run off.
EVENT RULES
There will be at least two (2) people keeping time. A Junior (12
& Under) will not be allowed work in the office or alone in the arena as a
work requirement.
The pattern is made up of three (3) 55-gallon drums. The contestant
will do a cloverleaf pattern around the barrels. The time will begin when
the horse crosses the timer light. Time will end when the horse completes
the pattern and returns across the timer light. The contestant may start
either to the left or to the right.
Knocking over a barrel shall carry a “no time”. Disqualification
consists of turning a barrel twice or making more than the three turns of the
cloverleaf pattern or crossing the finish line prior to completion of run.
Any of these actions will result in a "no time". In other
words, the rider must always be in a forward motion to qualify as a good
pattern.
The course must be measured exactly and the pattern will be staked, if
possible. The barrels will be set in accordance with the measurements of
the arena, but not to exceed 90' x 105’with a 60’ score line and 15' from the
fence. The starting line should be sufficient to properly start and
stop. The Director of the class shall give the Jackpot Secretary the length
of the pattern before the class starts in case a stake is lost. The
Director of the class will see that the barrels are properly staked, the timer
in the proper place and the ground conditions are safe. Drags will be set
at 5 runs regardless to retain the safety of horse and rider. A drag will
be made at the beginning of each class.
MEMBERSHIP
& ADDITIONAL HORSE FEE RULES
When you pay your
membership dues you are entitled to points on yourself. You can ride any horse
to receive these points. However, if you ride more than one horse at a jackpot,
you must state on the entry form which horse will receive membership points PRIOR
to the jackpot. A member can also pay a $10.00 nomination fee for each
additional horse to receive points and year-end awards on that horse(s)
only. A nominated horse must compete in 10
jackpots to receive awards.
Points will not be
counted until membership dues, additional horse fees and any prior obligations
are paid.
If an additional horse fee
has been paid and the horse is sold during its competition year, the points
will go with the horse. The horse may continue to compete if the new owner is,
or becomes a member and can fulfill all requirements to receive year-end awards
(this includes fees paid, work requirements, etc.).
PENALTIES AND
VIOLATIONS
Board of Officers will be responsible for taking any
grievance. If possible, the grievance will be taken care of on the
spot. If not, the Officers will make a decision at a special meeting.
The meeting will take place no more than five (5) days after the incident and a
decision will be made and given to the member. The member(s) involved has
the right to be present at this meeting.
No member shall
refuse any reasonable request to assist the association, its officers,
committees, or sponsors in the proper conduct of the affair of the OCA.
There will
be a $5.00 fine for any exhibition over 60 seconds which must be paid before
competition run is made.
DISCIPLINARY PROCEDURE:
Any member may be disciplined, fined, suspended, expelled or denied any or all
privileges of the Association. Whenever satisfactory evidence can be
given to the Board of Officers that a member has knowingly and willfully
violated any pertinent rule of the Association. All contestants are
required to read the rules carefully. FAILURE TO UNDERSTAND WILL NOT BE
ACCEPTED AS AN EXCUSE.
After a rule has been questioned by a member and the President makes the
decision to abide by the written rule, under NO CIRCUMSTANCE will the President
or any Director be verbally threatened or abused in any way. The
President’s decision will be final. The member has the right to
withdraw their membership (any fees that have been paid will not be
returned) at anytime.
Violations of the pertinent rules of this Association shall be divided into two
categories:
MINOR VIOLATIONS
Minor violations are those hereafter listed. A violation of any of these
rules may result in a fine not less than $10.00 and not more than $50.00 per
violation. A decision as to the minor violation shall be based upon the
written statements from the complaining party and their witnesses and a similar
statement by the member complained of and their witnesses. A decision
shall be made by the Board of Officers upon said written documents without
hearing by the parties involved.
Minor violations shall be dealt with by the
Board of Officers. A contestant cannot be flagged out for any minor
violations.
Minor Rule Violations: Any member who is subject to a written complaint for a
Minor Rule Violation will receive a form letter from the Correspondence
Secretary notifying them of the alleged violation within 30 days of said
violation. Member must then submit the money for the fine within the 30
days. The fine will be increased $5.00 for each month thereafter until
paid. There will be a 60-day time limit on filing minor violations.
A member shall not submit their fine to anyone other than Jackpot Secretary and
should not submit a fine until they receive a notice from the Correspondence
Secretary.
Insufficient Checks: WILL NOT BE
TOLERATED. If an insufficient check is given, points will
not count until the check has cleared or repaid in cash. Any member who
has a check returned to the Jackpot Secretary will be fined $25.00 for the
first offense. Cash will then be accepted from this person, for any fees
paid to the OCA thereafter, as long as they hold a membership.
Working
your horse on the pattern after the stakes or barrels has been set. If
rule is violated, rider could be subject to forfeiting points received at that
jackpot.
Any
member who willfully causes trouble inside or outside the ranks of the OCA by
excessively complaining, willfully causing disturbances, or unnecessarily
aggravating the Officers, judges, or committees. This includes failure to
observe any of the major rules.
Five (5) or more
violations of any of the aforementioned over a three (3) year period may result
in a major violation.
The decision and action of such Board of
Officers shall be final and binding upon all parties, subject only to an appeal
to the Board of Officers. Such appeal shall be made by delivering to the
Correspondence Secretary within 20 days of the Board of Officers decision, a
notice that the approved party desires an appeal. The appealing party
will be responsible for the cost incurred in obtaining a witness on their
behalf and to ensure the payment of such costs.
MAJOR VIOLATIONS
Major violations are those hereinafter listed. Whenever anyone shall be
accused of any major violations, they shall be given not less that 30 days
notice of appointed time. A place for hearing such accusations by the
Board of Officers at which time they shall have an opportunity in person or by
counsel (licensed attorney only) to be heard and to present
evidence in their own behalf and to hear and
refute evidence offered against them.
All evidence in a major case will be in person or by written deposition with the
aggrieved party having the right of cross-examination.
There is a 30-day time limit on filing a major violations.
The accusing party must have at least one witness.
Any member
found guilty of using alcohol or drugs in any quantity while competing in an
OCA event or under influence of alcohol or drugs in the arena or grounds.
Any member who willfully by an act, whether by commission or omission, the
result of which is to place the competitor in a favored position over other
contestants.
Any person having a relationship with an OCA
competitor, whether related or not, complaining to or interfering with the
management, director, committee or judge on behalf of their competitor makes
said competitor responsible and liable to this subjection.
Any person having a relationship with an OCA
competitor, whether related or not, commits or assists in any act by commission
or omission. The result of which, is to place the OCA competing member in
a favored position, makes said competitor responsible and liable to this
subjection.
Attempting to fix, threaten, bribe,
influence or harass any official or committee or move markers at any time
between opening and closing times of events.
Accusing or making statements detrimental to
the OCA officials or committee.
Cheating or misusing OCA rules.
Abuse of horse
in view of public. Such accusations must be supported in writing by at
least two persons, the complaining party and one witness.
The Board of
Officers shall have the authority to suspend for a period not to exceed one
year. Fine in an amount not less than $50.00 and not to exceed $150.00
for first offense, or both. Expel any member, whenever it shall have been
established by satisfactory evidence that such contestant or committee member
has knowingly and willfully violated
After a date a person has been denied the
privileges of the Association they shall not be allowed to compete or
participate in any contest approved by the OCA.
AMENDMENTS
Any rule change(s)
addressed by a member(s) will be made in writing and presented to the Board of
Officers. Any rule change(s) will be placed on the agenda to be voted on
at the year-end banquet. Change(s), addition(s), deletion(s) may amend
the rules and regulations, or repeal by a majority vote of the paid membership
attending the year-end banquet or at a General Membership called by the
President. Notice will be given to the members of the proposed change(s)
at least ten (10) days prior to the meeting if a General Membership meeting is
called and held at the time of a scheduled barrel race. For any reason, it
must be held at the starting time of the jackpot to give everyone time to
arrive on the premises. This will allow everyone to have a vote on
the issue(s).