BY-LAWS OF THE SOUTHERN MINIATURE HORSE CONFEDERATION
BY-LAWS OF THE SOUTHERN MINIATURE HORSE CONFEDERATION
Revised October 3, 2009
ARTICLE 1- NAME,
GOALS. LOCATION:
SECTION 101. NAME.
The name of this organization shall be SOUTHERN MINIATURE HORSE CONFEDERATION.
The official abbreviation shall be SMHC. The official logo shall be
as shown above.
SECTION 102.
GOALS.
A. To develop and promote the miniature
horse.
B. To develop and promote 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.
SECTION 103. PLACE OF BUSINESS.
The principle place of business of the SMHC 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 within the
established boundaries of the states of MS, AL, LA, and GA or adjacent territory
at any place convenient to such officials as may be
participating.
SECTION 104.
No part of the net earnings or assets of the corporation shall inure in whole or
in part to the benefit of any member of the Board of Directors, officer or any
other private individual, except for compensation paid for services actually
rendered and the reimbursement of expenses. The directors and officers shall
devote no more than an insubstantial part of the corporation's activities to
attempting to influence legislation by propaganda or otherwise; directly or
indirectly participate in or intervene in (including the publishing of
distributing of statements) any political campaign on behalf of in opposition
to any candidate for public office; or have objectives or engage in activities
which would characterize the corporation as an "action" organization as defined
in Treasury Regulation L. 501 (c) (3) - 1 (c) (3). The purposes for which the
corporation is organized and operated shall be exclusively religious,
charitable, scientific, literary and educational within the meaning of 501(c)
(3) of the Internal Revenue Code of 1986. Notwithstanding any other provision in
these Articles of Incorporation, the corporation shall not carry on any
activities not permitted to be carried on by an organization exempt from federal
income tax under 501 (a) and described in 501(c) (3) of the Internal Revenue
Code of 1986. In the event of dissolution, the residual assets of the
corporation shall be turned over to one or more organizations which themselves
are exempt as organizations described in 5Ol (c) (3) and 107 (c) (2) of the
Internal Revenue Code of 1986 or corresponding sections of any prior or future
Internal Revenue Code, or to the federal, state or local government for
exclusive public
purposes.
ARTICLE II-MEMBERS:
SECTION 201. ELIGIBILITY.
Membership is open to all persons who are interested in the miniature horse
breed, the purpose of the miniature equine breed registries, and the goals of
this organization. Members in good standing are those persons who have applied
for, been referred to the organization by a current club member, and who are not
in arrears in payment of their dues. Any SMHC member, SMHC Officer, or
individual that defaults in payment, for any reason, for a period of 30 days or
more, after being notified of payment due, will be removed from office and/ or
club membership and they will no longer be allowed to take part in any SMHC
meetings or events until payment of debt and penalties are
paid.
SECTION 202. NEW MEMBERS.
Application for membership shall be 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 are to be submitted to the
Secretary.
SECTION 203. RENEWAL MEMBERSHIP.
Membership in this organization shall be renewable annually by submitting an
updated membership form if changes need to be made and the appropriate fee as
set forth in these
By-Laws.
SECTION 204. ANNUAL DUES.
Annual dues are renewal on December 1st and due by January 1st. A member whose
annual dues have not been paid by January 15th shall be considered to be in
arrears and shall no longer participate or be able to vote on organizational
matters. Annual dues are as
follows:
1. FAMILY (husband, wife, all dependent children, and grandchildren under 18
years of age): $25.00
2. INDIVIDUAL over the age of 18 years of age: $25.00
3. INDIVIDUAL YOUTH MEMBER (Youth under 18 years of age sponsored by an adult
member and with written approval of parent or guardian): $10.00- to be valid for
four years or until age 18. Membership in this organization is not transferable
or assignable. Failure to make payment of annual dues by January 15th 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 October 1st shall
automatically be considered to have paid dues for the ensuring
year.
SECTION 205. SALARIES.
There shall be no salaries for any member or officer of this
organization.
ARTICLE III- MEETINGS:
SECTION 301. GENERAL MEMBERSHIP MEETINGS.
A. This Organization shall have four regular meetings annually (preferably
Spring, Summer, Fall &
Winter).
B. 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 SMHC and will be held each year prior to the beginning of the regular show
season, but no later than February 28th for the purpose of installation of
Officers and/or Directors.
B. The purpose of the Fall Meeting is to hear annual written reports from all
officers and chairman and to present Year End Awards. C. The Annual Meeting of
the Board of Directors shall occur prior to the Winter General Membership
Meeting.
SECTION 303. SPECIAL MEETINGS.
A. Special General Membership meeting shall be held whenever called at the
direction of the President, majority of the Board of Directors or by the
Secretary upon written request of five 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. A report of the meeting will be published in the next "Newsletter" or mailed
to the membership.
SECTION 304. NOTIFICATION OF MEETINGS.
A. Notification of meetings shall be deemed delivered when such notice is
deposited in the US mail, included in a SMHC Newsletter or via e-mail addressed
to the members address as it appears on the records of the SMHC with postage
prepaid.
B. Notification of each General Membership Meeting shall be delivered to the
General Membership by mailing or e-mail notice stating the time, place and
agenda of such meeting to each member's last known address as it appears on the
SMHC records not less than 30 days prior to the date of each scheduled
meeting.
C. Notice of a Special General Membership Meeting shall be given by mailing or
e-mail written notice stating the time and place of such meeting to each
member's last known address as it appears on the organization's records not less
that 10 days prior to the date of such meeting and shall state the specific
matters to be considered at said meeting.
D. Notification of each meeting of the Board of Directors shall be given by mail
or email, at least (10) days prior to a meeting or by telephone at least (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 By-Laws or the applicable
law.
SECTION 306. QUORUM.
A. At any SMHC 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 in attendance 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 member 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 at 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 16 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 sixteen (16) 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 Fall
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 shall be deemed
elected.
C. A favorable vote of two-thirds of the registered voting members who submit
their voting ballots shall be required to:
a) Dissolve the organization. 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 SMHC shall be President, Vice President, Secretary,
Treasurer, and such other officers as may be authorized from time to time by the
voting membership. The Officers shall be chosen from the voting membership and
by ballot as prescribed in these By-Laws 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 meeting and shall commence official duties at the close of business
of the Winter
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 at or within 10 days of the Fall meeting
and shall cause the appointment of all remaining committee members with 30 days
following the Fall meeting. All appointments shall be published in a SMHC
newsletter.
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.
C. Secretary. The Secretary
shall:
1. Keep the minutes of all meetings of the club and the Board of
Directors.
2. Publish a report of the meetings 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 a 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 reports 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 at least two of the present club officers, one of which is the club
treasurer.
3. Provide the selected bank with a signature card authorizing check and
savings account drafts to be signed by at least 2 of the following: 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 Organization 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
SECTION 403. 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 including the signature of the
Treasurer.
SECTION 404. MAXIMUM TERMS OF OFFICE.
Terms of office shall not be limited to a maximum of two consecutive terms (full
or partial) for those Officers and/or Directors elected by the voting
membership. Any elected Officer and/or Director who have served two consecutive
terms is ineligible to be an Officer or Director for one year thereafter. No
elected Officer or Director currently in office, may be re-elected to the same
office more than once unless no other members are willing to be considered for
that office.
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 and three Directors elected from the voting
membership, the Immediate Past President if not otherwise a
Director.
B. ELECTION AND DURATION OF
TERM:
1. Directors shall be elected for a period of three years. The first year one
director shall be elected for a period of three years, 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 a
three-year
term.
2. The Immediate Past President shall serve as a Director under that title for
not to exceed two (2)
years.
3. Terms of office shall be limited to a maximum of two consecutive terms (full
or partial) for those Officers and/or Directors elected by the voting
membership. Any elected Officer and/or Director who has served two consecutive
terms is ineligible to be an Officer or Director for one year thereafter. No
elected Officer or Director currently in office, may be re-elected to the same
office more than once.
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 representation and/or vacated state or
province representative’s term with two (2) months of the time and 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 within the specified state, at all Board of Director 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.
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 a Board of Directors
meeting for final disposition. The person and/or his representative club member
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 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 for emergency conditions.
SECTION 506. ATTENDANCE.
Any Director or Officer who does not attend a minimum of 50% of the Association
meetings (including conference calls) from Winter meeting to Winter meeting
shall be subject to removal from office by a majority vote of the members in
attendance at the meeting.
SECTION 507. RECALL.
Directors including Officers may be recalled by a two-thirds majority mail vote
of the 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 if less than one year. Term to be filled more than one year a
special mail ballot must be taken.
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 if less than one year. Term to be filled
more than one year a special mail ballot must be taken.
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. (As required)
A. Audit
Committee
B. Newsletter
Committee
C. Nominating Committee
D. Elections
Committee
E. Publicity
Committee
F. Show
Committee
G. Trophies and Ribbons Committee
H. Year End Awards
Committee
I. Show Points
Committee
J. Year End Banquet
Committee
K. Youth
Committee
L. By-Laws Committee
SECTION 802. GENERAL PROCEDURE.
A. The President will, by letter/ Newsletter, 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 for 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 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 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 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. NEWSLETTER COMMITTEE.
The Editor will be responsible for publishing the organization Newsletter 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 properly
to all members and subscribers in good
standing.
SECTION 805. NOMINATING COMMITTEE.
The President 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 General Membership Meeting. The final slate of
nominees shall include nominees from the floor by the voting membership and/or
by written nomination received before the meeting by the Chairman of the
Nominating Committee from a member in good standing and approved by the nominee
at the Fall 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 Winter 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
Winter General Membership Meeting. If both of the above conditions exists, 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 Winter General Membership
Meeting.
SECTION 806. ELECTIONS COMMITTEE.
The Elections Committee consisting of three (3) people will then tabulate the
ballots received to determine the individual that is elected. The tabulated
election results may be requested by any member following
elections.
SECTION 807. PUBLICITY COMMITTEE.
The duties of this committee shall be to promote the Southern Miniature Horse
Confederation club and miniature horses through publications and public
relations activities.
SECTION 808. SHOW COMMITTEE.
The Show Committee shall consist of four members appointed by the President and
the Vice President who will preside over all activities of the committee. At
least one 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 Southern Miniature Horse Confederation club 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 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. Preparing 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 SMHC Secretary an up to date mailing
list of all potential exhibitors.
F. Select show managers who will become members of the committee
until show duties are completed and have equal say in the operation of their
respective horse shows.
G. Shall examine and prepare rules for each proposed futurity. Shall be
charged with the duty of collecting all nominating and sustaining fees as
provided in the rules, and securing all trophies and ribbons to be presented in
conjunction with said futurity.
SECTION 809. TROPHIES AND RIBBONS COMMITTEE.
Shall research price and availability of trophies and ribbons from available
suppliers, and cause purchase or contribution of necessary ribbons and trophies.
Shall be responsible for the purchase of all year
awards.
SECTION 810. YEAR END AWARDS COMMITTEE.
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 preparation of all year end
awards.
SECTION 811. SHOW POINTS COMMITTEE.
Shall be responsible for compiling and tabulating points on all horses eligible
for 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.
SECTlON812. YEAR END BANQUET COMMITTEE.
Shall be responsible for planning, organization, making reservations for
facilities and notifying members of the Year End Banquet.
SECTION 813. YOUTH COMMITTEE.
Shall provide a hearing ear for the Member Youth. Shall provide guidelines for
the youth as needed. Shall offer help on how to show and how to dress for show.
Shall provide leadership in proper conduct. Shall represent the interest of the
Club Youth at all shows and
meetings.
SECTION 814. BY-LAWS COMMITTEE.
Shall have a working knowledge of the Club By-Laws and shall alert the President
and Directors of potential By-Laws 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. Must have a
favorable vote of two-thirds of voting membership by mail ballot that have been
submitted for all changes to club By-Laws.
THE END