Collecting Unpaid Fees
In the event that a Regional Club sponsors an APHA-approved show, the Association may assist the club with collections if the club has first made every attempt to collect on its own. The procedure for collecting bad debts is simple. If an individual fails to pay or gives a worthless check to a Regional Club for entry fees, stall fees, office charges, stock charges or any other fees or charges, including bank charges for returned checks, the club must mail two (2) dated, written notices attempting to collect the money (at least 21 days apart) one of which must be sent by certified mail, to all parties connected with that entry; including, but not limited to the exhibitor and owner.
If the club receives no response from those who owe the money, they may write to the APHA Regional Club Manager and request the APHA’s assistance in collecting the money owed. The letter should provide the name and last known addresses of those individuals APHA is being requested to contact, the dates and locations of the show(s), and the total amount the club is requesting APHA to collect, including bank charges, if applicable. Along with the letter, the club should send a copy of both collection notices mailed to the delinquent exhibitor, including the envelopes, if returned.
If the problem is an uncollected check, then the club should include acopy of the check, both front and back. The Regional Club Manager will then have a certified letter sent to the exhibitor requesting immediate payment. The exhibitor will have 21 days to respond. If the exhibitor pays the fees, the money is forwarded to the club. If, after the 21-day period, the exhibitor has still not paid the fees, he or she will be suspended from and denied all privileges of the Association until the debt is paid.
Handling Club Disputes
If any dispute arises between a Regional Club and its members, the solution must be found within the club. The American Paint Horse Association has jurisdiction only when APHA rules are violated. The Association cannot serve as an arbitrator. Solutions should be arbitrated by the club’s by-laws and constitution. In the event that there is no solution in existing laws, then the club officers should take the appropriate steps to amend the by-laws accordingly. Robert’s Rules of Order should be followed at all times. Clubs in constant, unresolved disputes could jeopardize their charter.