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By-laws of
The Idaho Miniature Horse Club
(Revised
October 25, 2005)
(Also available in PDF format - Click Here)
ARTICLE I
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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, “INDIVIDUAL
MEMBER”. 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.
FEE: $20.00
2. INDIVIDUAL MEMBERSHIP (single
adult) One
adult vote. 18 years and older.
FEE: $10.00
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):
FEE: $5.00
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. ORGANIZATIONThe
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
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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.
A. COMPOSITION:
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
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