THE NORTHWEST MINIATURE HORSE CLUB BYLAWS
(Revised as of February 5, 2006)
ARTICLE 1 -NAME, GOALS, LOCATION:
SECTION 101 - NAME
The name of this organization shall be NORTHWEST 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 Washington providing for such organizations and by which it shall acquire all rights as granted to organizations of this kind. The official abbreviation shall be NWMHC. 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.
E. To preserve the health and welfare of the miniature horse.
SECTION 103 - PLACE OF BUSINESS
The principal place of business of the NWMHC shall be determined by the Board of Directors. Its members, officers or directors may be residents of any state or adjacent territory. Business may be conducted or carried on with the established boundaries of the states of Oregon, Washington, Idaho, Montana and Alaska 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 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, name of spouse all dependent children, and any grandchildren 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 are to be submitted to the Club Administrator.
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 Bylaws.
SECTION 204 - ANNUAL DUES.
Annual dues shall be due and payable on or before January 15th of each year. After January 15th, a person is considered to be in arrears and will not be eligible to vote on Club matters until payment is received by the Club Administrator. Annual dues are as follows:
1. MEMBERSHIP - $35.00
Two or fewer adults living at the same permanent address and their dependent children who are less than 18 years of age and that may or may not live at that permanent address. Grandchildren under the age of 18 are also eligible.
2. INDIVIDUAL YOUTH MEMBER - $10.00
Youth 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. A new member joining the organization after the Club's regular show season shall automatically be considered to have paid dues for the ensuing year.
SECTION 205 – SALARIES
No Officer or member of the Board of Directors shall receive any compensation for fulfilling hs/her position as an Officer/Director of the NWMHC.
SECTOPM 206 – DESIGNATED FUNDS.
The total cash assets of the NWMHC shall be maintained at an amount equal to or greater than the total designated funds.
ARTICLE III – MEETINGS:
SECTION 301. - GENERAL MEMBERSHIP MEETING.
A. This organization shall meet once each Winter and Fall. Date and place of meetings to be determined by the membership.
B. The Fall meeting shall be held in each year as soon after the regular show season as practical.
C. The Winter meeting shall be held each year prior to the beginning of the regular show season, but not later than February 28th.
D. All members may have a voice and participate at all meetings.
SECTION 302. - ANNUAL MEETING
A. The Winter General Membership Meeting shall be the official Annual Meeting of the NWMHC and will be held each year prior to the beginning of the regular show season, but not later than February 28th for the purpose of installation of Officers and/or Directors.
B. The purpose of the Fall General Membership Meeting is to hear annual written reports from all Officers and Chairpersons and to present year-end awards.
SECTION 303 - SPECIAL MEETINGS
A. Special General Membership meetings shall be held whenever called at the direction of the President, a majority of the Board of Directors or by the Secretary upon written request of five (5) members in good standing. Any Special Meeting of the members shall have all powers of a General Membership Meeting but may consider or pass on only those matters specified in the notice of Special Meeting.
B. Special Meetings of the Board of Directors shall be held whenever called at the direction of the President or by a majority of the then members of the Board of Directors.
C. A report of the meeting will be published in the next NEWS and posted on the NWMHC website.
SECTION 304 - NOTIFICATION OF MEETINGS.
Notification of meetings shall be deemed delivered when such notice is sent by U.S. Mail, e-mail or published in the NEWS.
A. Notification of each General Membership Meeting shall be delivered to the General Membership by U. S. Mail or e-mail and published in the NEWS not less than thirty (30) days prior to the meeting date. Such notice shall include the time, place and agenda.
B. Notice of a Special Meeting shall be given by U. S. Mail or e-mail not less that ten (10) days prior to the date of such meeting and shall state the specific matters to be considered at said meeting.
C. Notification of each meeting of the Board of Directors shall be given by U. S. Mail or email at least ten (10) days prior to a meeting or by telephone at least one (1) day prior to a telephone conference.
SECTION 305 - 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 Bylaws or the applicable law.
SECTION 306 - QUORUM.
A. At any NWMHC 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 for all purposes.
B. At any meeting of the 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 307 - 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, Board of Directors, 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 308 - VOTING.
In all matters governed by a vote of the members, each member eighteen (18) years of age or older and in standing shall be entitled to one vote except a family membership entitles a maximum of two votes per family.
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 candidates shall be prepared by the Nominating/Elections Committee no later than October 1st.
2. In the event there is only one candidate for each of the positions, a ballot will not be mailed and the President shall declare the three candidates are duly elected for the specified term of office. His announcement will be made by the President through the NWMHC e-mail and/or Website on or before January 25.
3. If there is more than one candidate for any of the positions, a ballot may be included in the November/December
issue of the NEWS along with a short biographical sketch provided by each candidate. If a biographical sketch is not received prior to the stated deadline, the name will be included on the ballot without the sketch. Each submission shall not exceed 400 words. If the data submitted exceeds that limitation, it will be within the duties of the Club Administrator to edit the material in order to bring it within compliance.
4. Ballots shall be returned to the Club Administrator on or before January 15. The Nominating/Elections Committee
will tabulate the ballots and the President will notify the membership of the results on or before January 25 through the Club e-mail and website.
5. The candidate(s) 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 Bylaw or (b) Dissolve the organization. Proposals to enact, repeal or amend a Bylaw or dissolve the organization my be proposed at any Regular Meeting, or may be proposed in writing, providing a copy is provided each member at least thirty (30) days prior to Regular Meetings. The notification may be by U. S. Mail or e-mail and publication in the NEWS.
D. A majority of votes cast shall be necessary to the adoption of any other measures.
ARTICLE IV - OFFICERS AND DUTIES:
SECTION 401 - OFFICERS.
The Officers of the NWMHC shall be President, Vice President, Secretary, Treasurer, Club Administrator and such other Officers as may be authorized from time to time by the voting membership, except for the Club Administrator who will be appointed for a three (3)-year term by the President under advisement of the Board of Directors. Officers will be elected on a rotation basis with President and Secretary elected at the same time and Vice President, and Treasurer elected the following year. The Officers shall be chosen from the voting membership and by ballot as prescribed in these Bylaws for a term of two (2) years or until the election and qualification of their successor by the voting membership. All Officers of the organization shall be installed before the close of business at the Winter General Membership Meeting and shall commence official duties at the close of business of the Winter General Membership Meeting. The new Officers will be expected to attend the Board of Directors Meeting prior to the Winter General Membership Meeting.
SECTION 402 - DUTIES.
A. PRESIDENT. The President shall preside at all meetings of the membership and all meetings of the Board of Directors, and shall perform all duties incident to this office. The President shall have the power to appoint such committees as deemed necessary for the advancement of the Club. The President shall appoint all Chairpersons of standing committees and shall also appoint a member from the Board of Directors to oversee and act as a liaison between the standing committees, any subcommittees, and the Board of Directors at or within ten (10) days of the Fall Meeting and shall cause the appointment of all remaining committee members within thirty (30) days following the Fall Meeting. All appointments shall be published in the next regular NEWS.
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 Board of Directors. The Vice President shall preside over the Show Committee (see Section 808)
C. SECRETARY. The Secretary shall:
1. Keep the minutes of all meetings of the NWMHC and the Board of Directors.
2. Publish a report of the meeting in a timely fashion such that they will be included in the next edition of the Newsletter or be mailed to the membership within one month after the meeting has been held.
3. Report at the next scheduled meeting the activities and proceedings of each previous meeting.
4. Maintain Club files of all minutes and report of various committee activities and supply copies to the general membership upon request of that member at the cost of reproduction and postage.
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 Board of Directors.
3. Provide the selected bank with a signature card authorizing checks 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 Board of Directors.
5. Disburse the organizations funds as ordered by the Board of Directors.
6. Maintain a logically ordered file of vouchers and/or receipts for such disbursements.
7. Be prepared to present the current financial situation of the organization at each General, Special or Board meeting and as necessary at committee meetings.
8. Make a detailed annual report upon the financial state of affairs of the organization.
9. Assist the Audit Committee with the annual audit of the accounting records.
10. Maintain a cumulative record of the receipts and expenditures in funds that are designated for specific purposes and carry over from year to year; i.e., Youth, Futurity. The appropriate committee chairperson shall be apprised of such on a quarterly basis.
E. CLUB ADMINISTRATOR. The Club Administrator shall:
1. Oversee and maintain club records.
2. Collect membership revenue.
3. Prepare and formulate forms, Breeders List, and the WORLD club ad and also report information received to the Board of Directors and membership.
4. Prepare and distribute packets to inquiries from members, prospective members or the general public about the miniature horse, the NWMHC and/or shows.
ARTICLE V - BOARD OF DIRECTORS
SECTION 501 - DIRECTORS.
A. COMPOSITION:
There shall be a Board of Directors consisting of the President, Vice President, Secretary, Treasurer, Club Administrator and three (3) Directors elected from the voting membership.
B. ELECTION AND DURATION OF TERM:
1. Directors shall be elected for a period of three (3) years. The first year one (1) director shall be elected for a period of three (3) years, one (1) director shall be elected for a period of two (2) years and one (1) director shall be elected for a period of one (1) year. Each succeeding year one (1) director shall be elected for a three (3) - year term.
C. HONORARY DIRECTORS:
In order to assure the best interests of all members is considered by the Board of Directors, one (1) State or Province representative will be chosen from any State:
1. Not represented by a duly elected director and,
2. Has a minimum of five (5) members.
A family membership shall be considered one member for the purpose of this count. The President shall cause the appointment of each State or Province representative and/or vacated State or Province representative's term within two (2) months of the time the State reaches the five (5)-member minimum or the position has been vacated.
It shall be the duty of each State or Province representative to lobby to the interests of the members with the specified State at all Board of Directors Meetings.
SECTION 502. - DUTIES:
The general supervision and direction of affairs of the organization shall be vested in the 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.
A. Any and all of the Board of Directors shall oversee and act as a liaison between any committees and sub-committees as assigned to them by the President.
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/her written report detailing his/her attempt to settle the issue at a Board of Director's Meeting for final disposition. The person submitting the grievance has the right to attend and be heard at above Board of Directors Meeting considering resolution of the matter. Disposition shall be completed within thirty (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 Board of Directors.
SECTION 505 - TELEPHONE MEETINGS
The Board of Directors may conduct any Board meeting by telephone as provided by law.
SECTION 506 - ATTENDANCE.
Any Director or Officer who does not attend a minimum of 50% of the Board of Directors Meetings (including conference Calls) from Winter Meeting to Winter Meeting shall be subject to removal from office by a majority vote of the Board of Directors.
SECTION 507 - RECALL.
Directors, including Officers, may be recalled by a two-thirds majority vote of the voting members registered at a General or Special Membership Meeting.
ARTICLE VI - RESIGNATION AND VACANCIES:
A. In case of any vacancy in the Board of Directors by death, resignation, disqualification, increase in number or other cause, a majority of the remaining Directors shall appoint a qualified successor to serve the balance of the term to be filled.
B. In case of any vacancy in the Officers of the organization by death, resignation, disqualification, increase in number or other cause, a majority of the remaining Directors shall appoint a qualified successor to serve the balance of the term of the office being filled.
ARTICLE VII - LIABILITIES:
SECTION 701 - 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. Audit
B. Bylaws
C. Nominating/Elections
D. Finance
E. Futurity
F. Gelding Incentive
G. NWMHC NEWS
H Publicity
I. Ribbons & Trophies / Year-End Banquet
J. Rules & Regulations
K. Show
L Website
M. Welfare
N. Winter Meeting
O. Year-End Awards
P. Youth
SECTION 802 - GENERAL PROCEDURE.
A. The President will, by letter in the NEWS solicit all members for volunteers 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 President will make the appointments for various assignments from among those who volunteer for the given assignment. If there are no volunteers, the President will make the assignment from available members among the membership.
C. All committee appointments will be published in the NEWS for the information of such 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 Board of Directors.
F These committees shall submit a tentative budget for the ensuing year to the Board of Directors prior to the Winter Meeting.
SECTION 803 - AUDIT COMMITTEE.
The Audit Committee shall consist of three (3) members. It shall be the duty of the Audit Committee to properly audit the books and records of the Treasurer annually or at the request of the 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 - NWMHC NEWS COMMITTEE.
The Editor will be responsible for publishing the organization NEWS within guidelines provided by the Board of Directors. This person will be responsible for compiling all news and seeing that the paper is written and mailed promptly to all members and subscribers in good standing.
SECTION 805. NOMINATING/ ELECTIONS (SECTION
The President shall appoint three members who will comprise the Nominating/Elections Committee. They shall be responsible for ascertaining the eligibility of members for all offices and for submitting a slate of at least one qualified candidate for each office.
The Nominating/Elections Committee and Club Administrator 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 Club Office. :
The Nominating/Elections Committee will then tabulate the ballots received to determine the individual(s) elected. The tabulated election results may be requested by any member following elections.
SECTION 806 - PUBLICITY COMMITTEE.
The duties of this committee shall be to promote the NWMHC and miniature horses through publications and public relations activities.
SECTION 807 - SHOW COMMITTEE.
The Show Committee shall consist of four (4) or more members appointed by the President and the Vice President who will preside over all activities of the Committee. At least one (1) appointed member must have served on the previous year's Committee. This Committee shall be responsible for the development and over-all operation of all NWMHC shows approved by the Board of Directors.
The Show Committee shall have the authority and power to appoint additional individuals needed to prepare and conduct the slate of shows approved by the Board of Directors. These individuals should be interested volunteers.
The Committee shall present for approval an initial report of all planned activities, to the Board of Directors by mid -November preceding each show season. They shall also present for approval and be controlled by the approved detailed budget for each proposed show. The Committee shall be charged with the following duties:
A. Acquiring, within budget constraints, arenas for all shows.
B. Researching and maintaining an up-to-date list of all qualified judges, stewards, ringmasters, and announcers.
C. Preparation of a list of AMHA required and Club optional classes for each show.
D. Preparation of up-to-date guidelines for show managers, including a list of the duties of all show officials.
E. Maintain with the assistance of the NWMHC Administrator an up-to-date mailing list of all potential exhibitors.
F. Select Show Coordinators who will become members of this Committee until show duties are completed and have equal say in the operation of their respective horse shows.
SECTION 808 – RIBBONS & TROPHIES COMMITTEE. . .
Shall research price and availability of trophies and ribbons from available suppliers, and cause purchase of necessary ribbons and trophies.
SECTION 809 – YEAR- END AWARDS COMMITI'EE.
Shall be responsible for providing a year-end awards program with award categories based on classes to be offered during the ensuing show season. Shall be responsible for the purchase of all year-end awards. Shall be responsible for tabulating points on all horses eligible and competing for year-end awards. Shall maintain for each show season a point earned record for each horse eligible and competing for year-end awards.
SECTION 810. YEAR- END BANQUET COMMITTEE.
Shall be responsible for planning, organizing, making reservation for facilities and notifying members of the Year-End Banquet.
SECTION 811 - YOUTH COMMITTEE.
Shall encourage participation in Club activities by the Youth members and develop programs specifically for this group; i.e., scholarships, clinics/seminars/social activities, fund-raising ventures and education.
Shall be responsible for administering all NWMHC Futurities; i.e., recommending g guidelines, collecting fees and maintaining records of those foals nominated and sustained, and keeping membership apprised of deadlines.
SECTION 813 – GELDING INCENTIVE
Shall be responsible for collecting monies for the Gelding Incentive Fund and keeping list of all sponsors.
Shall be responsible for maintaining an up-to-date file on the current NWMHC Rules and Regulations and recommending proposed changes as necessary.
Shall update the NWMHC Website with current information as provided by NWMHC Officials
Shall be made aware of situations involving the neglect/abuse of miniature horses and taking whatever action is appropriate.
Shall make arrangements for the facility and coordinate the social activities for the meeting.
SECTION 818- BYLAWS COMMITI'EE.
Shall have a working knowledge of the NWMHC Bylaws and shall alert the President and Directors of potential Bylaw problem areas developing due to internal or external dynamics of the Club activities. Shall present proposed Bylaw revisions for consideration at General Membership Meetings.
SECTION 819 - FINANCE COMMITTEE.
Shall be instructed by the President to review any major change to revenue flow by the NWMHC. This request could occur prior to, after or during any General Membership Meeting. Shall be responsible for preparing budgets and financial reports and submit these to membership prior to General Membership Meetings.
Copyright 2007
The Northwest Miniature Horse Club