This link allows you to view and print the By-Laws with the IMHC logo. Bylaws 2021
The Bylaws
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 IMHC. The official logo shall be as shown above.
SECTION 102. GOALS.
A. To develop and promote the miniature horse and pony (ponies 46” and under as
allowed by ASPC and ASPR.)
B. To develop and promote good fellowship among other people and associations.
C. To encourage and welcome any new member and miniature/pony in any discipline
(shows, parades, therapy, etc.)
D. To educate/encourage breeding, training, and exhibition of good quality miniature
horses and ponies that meet the breed standard.
E. To cooperate with all equine breed registries.
F. To preserve the Health and Welfare of the Miniature Horse.
SECTION 103 PLACE OF BUSINESS.
The business address of the IMHC shall be determined by the Executive Board of
Directors. Any business conducted shall comply with or carried on shall comply with the
established legal boundaries of the State of Idaho.
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
paying for a family membership, the name of spouse and/or all dependent children under
the age of 18 years (as of January 1) are to be included in the membership (date of
birth of all dependent children shall be provided on the application.) Any member 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 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 by 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 not be recognized as a current member until dues are paid. 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.
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, insofar as such
rules are consistent or in conflict with these By-Laws or any applicable law.
SECTION 303. QUORUM.
A. At any IMHC 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 Executive Board
of 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 his/her 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. A virtual
attendee has full voting rights.
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 IMHC 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 which 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.
8. Approve proposed budgets for all club activities.
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. (see Article XI –
Disciplinary Action)
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 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. (Descriptions of these committees can be
found in the following sections).
A. Fun 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. Year End Awards
J. Year End Banquet Committee (i.e. Christmas Party)
K. Youth Committee (three (3) People)
1. Adult Leader
2. Youth Representative
L. VSC (Vital Statistics Committee)
SECTION 802 GENERAL PROCEDURE.
A. The Executive Board will, keep a written record of each of the committees or other
appointed positions. This written record will list the committees to be filled.
B. The Executive Board will make the appointments for various assignments from 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 report their activity and/or suggestions at the next
general meeting.
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, when applicable.
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.
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 BALLOT COUNTING COMMITTEE.
The Ballot Counting Committee, consisting of three (3) people, will tabulate the ballots
received to determine the individual that is elected. The tabulation election results may
be requested by any member following elections. The ballot counting committee will be
chosen at the November meeting and will consist of at least two current members, in
good standing, and are not on the ballot.
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 distribute
to all paid members. Members not paying their annual dues by January 31st of each
year shall be removed from the Communications list.
B. The publicity shall be to promote the Idaho Miniature Horse Club and miniature horses
and ponies through publications and public relations activities.
SECTION 807. SHOW COMMITTEE.
Plan the IMHC open show. Duties include choosing the date and location, creating the
showbill, coordinating volunteers (gate person for each arena, scribes, ring stewards,
trail resetters, etc.), hiring judges and paid show staff (show secretary, show manager,
etc.)
SECTION 808. YEAR END BANQUET COMMITTEE.
Plan the IMHC year-end banquet. Duties include choosing date and location, menu,
cost, and any planned activities. Duties of this committee do not include the year end
awards.
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. 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. (see
Section 503, Grievance)