ARTICLE I – NAME, GOALS, LOCATION:
Section 101. NAME.
The name of this Organization shall be THE IDAHO MINIATURE HORSE CLUB. It shall at all times be operated and conducted as a non-profit organization in accordance with the laws of the United States of America and of the State of Idaho providing for such organizations and by which it shall acquire all rights as granted to organizations of this kind. The official abbreviation shall be IDAMHC. The official logo shall be as shown above.
SECTION 102. GOALS.
A. To develop and promote the miniature horse.
B. To develop and promote good fellowship among other people and associations.
C. To encourage breeding, training, and exhibition of good quality miniature horses.
D. To cooperate with all equine breed registries.
B. To preserve the Health and Welfare of the Miniature Horse.
SECTION 103 PLACE OF BUSINESS.
The principle place of business of the IDAMHC shall be determined by the Executive Board of Directors. Business may be conducted or carried on within the established boundaries of the state of Idaho at any place convenient to such officials as may be participating.
ARTICLE II- MEMBERS:
SECTION 201. ELIGIBILITY:
Membership is open to all persons who are interested in the miniature horse breed, the purposes of the miniature equine breed registries, and the goals of this organization. Members in good standing are those persons who have applied for and been accepted to membership in the Organization by the Executive Board of Directors and who are not in arrears in payment of their dues.
SECTION 202. NEW MEMBERS.
Application for membership shall be in writing and shall provide the name of applicant, if a Family membership -the name of spouse and/or all dependent children under the age of 18 years to be included in the membership (date of birth of all dependent children shall be provided on the application). Any individual of such a family group may become an Individual member of the organization upon payment of the annual dues. All applications shall be accompanied by the appropriate membership fee, and is to be submitted to the Secretary.
SECTION 203. RENEWAL MEMBERSHIP:
Membership in this Organization shall be renewable annually by submitting a completed membership form and appropriate fee as set forth in these by-laws.
SECTION 204. ANNUAL DUES.
Annual dues shall be due and payable on January 1 of each year. A member whose annual dues have not been paid by January 31st shall be considered to be in arrears and shall no longer participate or be able to vote on Organization matters. Annual dues are as follows:
1. HOUSEHOLD MEMBERSHIP (family) Two adult votes. Children under 18 years have no vote.
2. INDIVIDUAL MEMBERSHIP (single adult) One adult vote. 18 years and older.
3. INDIVIDUAL YOUTH MEMBER (single youth) No vote. Under 18 years of age sponsored by an adult member and with written approval of parent or guardian):
Membership in this Organization is not transferable or assignable. Failure to make payment of annual dues shall signify termination of membership. The interest of any member in the property or monies of this Organization shall cease with the termination of his/her membership.
ARTICLE III- MEETINGS:
SECTION 301. GENERAL MEMBERSHIP MEETINGS.
Meetings of the Organization shall be held at such time and place as determined by the membership, with a minimum of six (6) meetings to be held in each calendar year.
At any meeting of the members of the Organization a vote by the majority of the members shall be required for the adoption of any measure.
An affirmative vote of two thirds of the registered members shall be required to enact, repeal or amend any By-Law or to dissolve the Organization.
Notification of each meeting will be made in the monthly newsletter.
SECTION 302. RULES OF ORDER.
This organization will govern its procedures by Roberts Rules of Order Revised as such rules may be revised from time to time insofar as such rules are not inconsistent or in conflict with these By-Laws or the applicable law.
SECTION 303. QUORUM.
A. At any IDAMHC meeting of the general membership, or duly appointed committees, held in accordance with the foregoing provisions as to notification, a majority of the voting members registered at such meeting shall constitute a quorum of all purposes.
B. At any meeting of the Executive Board of Directors, held in accordance with the foregoing provisions as to notification, the presence of a majority of the Directors then in office shall constitute a quorum to transact business.
SECTION 304. ORGANIZATION
The President, and in his/her absence, the Vice President, and in their absence any members chosen by the members present, shall call the meeting of the members to order, and shall act as chairperson of the meeting. The Secretary shall act as Secretary of all General Membership, Executive Board, and specified committee meetings, but in the absence of the Secretary, the presiding officer or chairperson may appoint any member to act in that capacity.
SECTION 305. VOTING.
In all matters governed by a vote of the members, each member 18 years of age or older and in good standing shall be entitled to one vote except a family membership entitles two votes per family, at least one of which shall be from a parent or guardian and the other from a family member eighteen (18) years of age or older.
A. Absentee or vote by proxy is not allowed in any meeting of this Organization.
B. The President, Vice President, Secretary, Treasurer, and Directors shall be elected as follows:
1. A slate of Officers and/or Board members shall be prepared at the October General Membership Meeting.
2. The President will then cause written ballots to be mailed to the voting membership, which ballot will contain the names of the nominees and the date by which the ballot must be received by the Organization in order to be counted.
3. The nominee or nominees, as the case may be, receiving the highest number of votes cast shall be deemed elected.
C. A favorable vote of two thirds of the registered voting members at a General Membership Meeting or Special Meeting shall be required to: a) Enact, repeal or amend a By-Law; or b) Dissolve the existing horse organization (Distribution of the club’s funds will be donated to a charity of the club’s choice). Proposals to enact, repeal or amend a By-Law or dissolve the organization may be proposed at any regular meeting, or may be proposed in writing, providing a copy is mailed to each member postmarked at least 30 days prior to regular meetings.
D. A majority of votes cast shall be necessary to the adoption of any other measure.
ARTICLE IV – OFFICERS AND DUTIES:
SECTION 401. OFFICERS.
The officers of the IDAMHC shall consist of a President, Vice-President, Secretary and Treasurer. The Secretary-Treasurer position may be held by one person or may be split into two positions. The officers shall manage the affairs and assets of the Organization.
Officers shall be nominated from those members in good standing at the October meeting and voted on at the November meeting. Candidate(s) for President or Vice President may be entitled to an elective vote following a two year period of active membership in the club. Each officer shall at all times during his/her term in office be a member in good standing and shall at all times act in the best interest of the Organization. Officers shall be elected for a term of one (1) year. Newly appointed officers will take office, January 1st of the following new year.
SECTION 402. DUTIES.
A. PRESIDENT. The President shall preside at all meetings of the membership and all meetings of the Executive Board of Directors, and shall perform all duties incident to this office.
B. VICE PRESIDENT. In the absence of the President, the Vice President shall have the powers and shall perform the duties of the President and such other duties as may be prescribed by the Executive Board of Directors.
C. SECRETARY. The Secretary shall:
1. Keep the minutes of all meetings of the club and the Executive Board of Directors.
2. Publish a report of the meetings and will be included in next edition of Newsletter.
3. Report at the next scheduled meeting the activities and proceedings of each previous meeting.
4. Maintain Club files of all minutes and report these minutes at Club meetings. Send a copy of minutes to the membership with monthly newsletter.
D. TREASURER. The Treasurer shall:
1. Receive all money belonging to the organization.
2. Deposit all Organization money in a bank checking and/or savings account selected by the Executive Board of Directors.
3. Provide the selected bank with a signature card authorizing check and savings account drafts to be signed by the President, Vice President, Secretary or Treasurer.
4. Maintain an accounting record of receipts and disbursements as directed by the Executive Board.
5. Disburse the Organizations funds as ordered by the Executive Board.
6. Maintain a logically ordered file of vouchers and/or receipts for such disbursements.
7. Assist the Audit Committee with the annual audit of the accounting records.
ARTICLE V – EXECUTIVE BOARD Of DIRECTORS
SECTION 501. DIRECTORS.
There shall be an Executive Board of Directors consisting of the President, Vice President, Secretary, Treasurer and two Directors elected from the voting membership, and the Immediate Past President.
B. ELECTION AND DURATION OF TERM:
1. Directors shall be elected for a period of two years. The first year one director shall be elected for a period of two years, and one director shall be elected for a period of one year. Each succeeding year one director shall be elected for two year term.
2. The Immediate Past President shall serve as a Director under that title for not to exceed two (2) years.
SECTION 502 DUTIES
The general supervision and direction of affairs of the Organization shall be vested in the Executive Board of Directors and they shall audit all bills against the Organization, may fill any and all vacancies which may occur among the officers between annual meetings; and carry on all business and other activities of the Organization subject to general membership knowledge.
SECTION 503. GRIEVANCE.
Any Director shall accept a grievance that is submitted in writing and will make a diligent attempt to settle same. If attempts are unsatisfactory, the Director receiving the written grievance will present the written grievance and his written report detailing his attempt to settle the issue at an Executive Board of Director�s meeting for final disposition. The person submitting the grievance has the right to attend and be heard at above Executive Board of Directors meeting considering resolution of the matter. Disposition shall be completed within 30 days of receipt of the original written grievance.
SECTION 504. CONTRACTS.
Written contracts pertaining to club business, shall be executed on behalf of the Organization by the President, Vice President, or such other person authorized by the Executive Board of Directors.
SECTION 505. COMMITTEES
The Executive Board of Directors shall have the power to appoint committees as they deem necessary to carry on the work of the Organization. All committee members shall be members in good standing of the Organization. The President shall be an x-officio member of all committees. Standing Committees shall be determined and enacted as the growth of the Organization dictates.
ARTICLE VI – RESIGNATION AND VACANCIES:
A. In case of any vacancy in the Executive Board of Directors by death, resignation, disqualification, increase in number or other case, a majority of the remaining Directors shall appoint a qualified successor to serve the balance of the term to be filled.
ARTICLE VII – LIABILITIES:
SECTION 7901. PERSONAL LIABILITIES.
Officers, Directors and Members shall not be personally liable for the debts, liabilities or other obligations of the Organization.
ARTICLE VIII – STANDING COMMITTEES:
SECTION 801. STANDING COMMITTEES.
A. Activities Committee i.e. parades, rides, potlucks
B. Audit Committee (three (3) people)
C. By-Laws Committee (three (3) people)
D. Clinics Committee
E. Horse Expo Committee
F. Nominating Committee (three (3) people)
G. Newsletter Editor and Publicity
H. Show Committee
I. Trophies and Ribbons
2. Year End Awards
3. Show points
I. Year End Banquet Committee (i.e. Christmas Party)
J. Youth Committee (three (3) People)
1. Adult Leader
2. Youth Representative
SECTION 802 GENERAL PROCEDURE.
A. The Executive Board will, by letter or Newsletter, solicit all members for volunteer to each of the committees or other appointed positions. This letter will list the committees to be filled and ask the interested members to respond back to the President of their desire.
B. The Executive Board will make the appointments for various assignments from among those who volunteer for the given assignment. If there are no volunteers, the Executive Board will make the assignment from available members among the membership.
C. All committee appointments will be published in the Newsletter for the information of club members.
D. All committees are required to keep minutes and correspondence of all meetings, submitting copies to the Club Secretary for the Club files.
E. Once appointed, a committee chairperson or other position appointee may only be removed by a majority vote of the Executive Board of Directors.
F. These committees shall submit a tentative budget for the ensuing year to the Executive Board prior to the March meeting.
SECTION 803. AUDIT COMMITTEE.
The Audit Committee shall consist of three members. It shall be the duty of the Audit Committee to properly audit the books and record of the Treasurer annually or at the request of the Executive Board of Directors. The Audit Committee shall certify with their signatures in the books that the books and records were found correct. The committee shall audit the records of all committees and shall perform such other duties, as may be incidental to their office.
SECTION 804. NOMINATING COMMITTEE.
The Executive Board shall appoint three members who will comprise the Nominating Committee. They shall be responsible for ascertaining the eligibility of members for all officers and for submitting a slate of at least one qualified candidate for each office at the Fall (October) General Membership Meeting.
The nominating committee shall be responsible for providing each voting member a ballot containing the final slate of officers and specific instructions for returning the ballot to the Secretary prior to the November Meeting, except when the following conditions exist:
1. The only office being filled is a Director according to Article V., SECTION 501, B. 1. (Last Sentence) and:
2. Only one (1) nominee has been placed on the final slate of nominees at the November General Membership Meeting. If both of these conditions exist, the President shall accept the final slate of one (1) nominee and shall declare that the nominee is duly elected for the specified term of office to begin at the expiration of the current Director’s term. This announcement must be made before the conclusion of the November General Membership Meeting.
SECTION 805 ELECTIONS COMMITTEE.
The Elections Committee consisting of three (3) people will then tabulate the ballots received to determine the individual that is elected. The tabulation election results may be requested by any member following elections.
SECTION 806. NEWSLETTER AND PUBLICITY.
A. The Editor will be responsible for publishing the organization Newsletter within guideline provided by the Executive Board of Directors. Compile all news and mail to all paid members. Members not paying their annual dues by January 31st of each year shall be removed from the mailing list.
B. The publicity shall be to promote the Idaho Miniature Horse Club and miniature horses through publications and public relations activities.
SECTION 807. SHOW COMMITTEE.
Will add later
SECTION 808. YEAR END BANQUET COMMITTEE.
Will add later
SECTION 809. YOUTH COMMITTEE.
Will add later
SECTION 810. BY-LAWS COMMITTEE.
Shall have a working knowledge of the Club By-Laws and shall alert the President and Directors of potential By-Law problem areas developing due to internal or external dynamics of the Club activities. Shall present proposed By- Law revisions for consideration at General Membership Meetings.
ARTICLE IX – FUNDS
The funds of the Organization shall be managed by the Treasurer. All funds and payments will be approved by the Executive Board of Directors and will require two (2) signatures. A petty cash fund of $50 will be given to the Secretary for club supplies. An itemized statement must accompany the receipts and be submitted annually and/or when there is a need for additional funds. The members shall determine the fees and charges for all items not expressly stated in these By-laws.
ARTICLE X – GENERAL RULES & REGULATIONS
The members shall approve general rules and regulations, which shall govern the members and the Organization, on all matters not contained in these Bylaws.
ARTICLE XI- DISCIPLINARY ACTION
Grievance action may be taken in the event that a club member’s activities are determined to be contrary to the positive mission of the Organization, which is to promote the miniature horse while providing the highest standard of health and safety for our horses as well as creating a family atmosphere that all members can enjoy. The decision for disciplinary action proceedings would require a majority vote of the club members at a regular meeting. The person or persons involved will then be given an opportunity to present their side at a special meeting of the Executive Board of Directors, who will make the final decision so as to rectify the situation. This decision could result in temporary or permanent suspension from the organization, as deemed necessary