Montana Horse Club By-Laws

Official By-Laws

ARTICLE I

Sec. 1 Name

This organization shall be known as the Montana Horse Club, a pending 501(c)3 nonprofit organization that is maintained by dues, and revenue resulting from club activities and gifts.

Sec. 2 Authority

a. These By-laws are the rules and regulations governing the Montana Horse Club.

b. The affairs, activities and business of the club shall be conducted in the manner hereinafter described.

c. It shall be a condition of membership that every member be governed by these By-laws in the conduct of all affairs, activities and business of the Montana Horse Club, also known as MHC.

Sec. 3 Purposes

a. Encourage and promote equine-related activities, including the exchange of knowledge, experience or

common interests, and to provide social interaction for members.

b. Use available club funds to assist in the purchase of equine related items for use by club members on a loan basis, to include: saddles, tack, harness, horse powered vehicles, trailers, farrier tools, tack repair tools, and other items.

ARTICLE II

Meetings, Elections and Voting

Notice of regular business meetings of the club shall be in writing via the newsletter and may indicate the nature of the business to be transacted at the meeting. The newsletter shall be distributed to members no later than 10 days prior to the next business meeting.
The business of the meetings of the club not herein specifically provided for shall follow Brigitte's Rules of Order.
A Nominating Committee shall be formed to present a slate of candidates to serve as the Board of Directors (officers, newsletter editor and two additional Board members) for the following year. The names of the Nominating Committee shall be published in the newsletter. Any member may nominate themselves or any other member. The slate of nominations will be published no later than the November newsletter for the members’ vote. Election results shall be announced prior to year end.
For voting purposes, a quorum of 15% of the club membership is required. The majority vote rules unless otherwise stipulated in these By-laws. The following forms are acceptable: written ballot including proxy, telephone, e-mail, or show of hands. Only votes from identified voters will be accepted. All votes will be kept confidential.

ARTICLE III

Sec. 1 Officers and Their Duties

The Officers of the club shall be President, Vice President, Secretary and Treasurer, elected by the membership. Each Officer is a member of the Board of Directors.
The President shall preside at all meetings of the club. He or she shall act as Chairman of the Board of Directors and as executive head of the club in enforcing the provisions of these By-laws. The President shall perform all the duties customary to the office.
The Vice President shall report to the President and shall, in the absence or disability of the President, perform all the duties of the President. The Vice President shall also be responsible for regular meeting sites and programs.
The Secretary shall record minutes of business and board meetings and provide them to the Newsletter Editor by the newsletter deadline. The Secretary shall also keep such records and files as may be required for a period of five years.
The Treasurer shall receive, collect and deposit in the name of Montana Horse Club all monies in a financial institution as designated by the Board of Directors. He or she shall pay all bills and expenses incurred by the club. The Treasurer shall provide a monthly financial report to the Newsletter Editor by the newsletter deadline. He or she shall maintain books, records, ledgers, statements and reports of the financial condition of the club, including assets and liabilities, disbursements of its funds, and a dues list for a period of five years.
An officer may be removed from office by a unanimous vote of the other members of the Board of Directors and ratification by a two thirds vote of the members present at the next general meeting or at a special meeting of the club called for that purpose, at which a quorum must be present.

Sec. 2 Board of Directors

The Board of Directors of this club shall consist of the officers, the newsletter editor, and two other elected members.
The Board’s duties will consist of the formation of policies and plans to further the best interests of the Club. The Board shall have the power to transact business of the club between regular monthly meetings.
The Board shall have the authority to appoint committees, designate agents, conduct audits, establish budgets and authorize club expenditures. Voting on Board issues requires a quorum of six, and must be unanimous. The Board’s authority cannot exceed $200 per item. If a unanimous decision is not reached, the proposal shall be presented to the club membership for a vote. The Board shall conduct all business in a manner prescribed in these By-laws.
In the event of the death or resignation of a member of the Board, the Nominating Committee will present for a vote at the club’s next meeting one or more qualified member as a replacement of said person to serve the unexpired term of the vacated position on the Board.
A member of the Board may be removed from office by a unanimous vote of the other members of the Board. This vote must be ratified by a two thirds vote of the members present at the next general meeting or at a special meeting of the club called for that purpose, at which a quorum must be present.

Sec. 3 Membership

The club shall be composed of an unlimited number of members.
Membership shall be given upon payment of stipulated annual dues.
Annual dues for each member shall be an amount determined from time to time by a vote of the club. Dues are payable in advance of the membership year and are to be due on the first of February. Dues paid between November 1 and February 1 will be considered paid for the following year.
Membership shall automatically terminate for members whose dues remain unpaid after March first of any year. No member shall remain in membership privileges unless all obligations due and payable to the club at the end of its fiscal year are satisfied.
Each single membership entitles to that member, regardless of age, one vote in club affairs and in the election of officers.
A family/group membership consists of no more than two adults living at the same address and their offspring under age twenty-one (21) and/or elderly parents living with their adult offspring. Only family/group members 21 and over can cast a vote.
Special membership privileges may be accorded to any person or persons by unanimous vote of the Board.
Only members are eligible to receive club subsidized benefits. Non-members wishing to participate in ‘club only’ events will need to join the MHC prior to the day of the event. Guests at club subsidized events must pay a fee that will be stated in the notification materials of that event. Members are eligible for discount at club sponsored public fund raising events.
Any member may terminate his/her membership at any time by resignation in writing, delivered via standard mail or email. Dues will not be refunded.
Members who, by any act or omission of any act, bring discredit or disfavor upon this club or who willfully violate these By-laws, or in any way by their actions prove harmful to the club, the objects, purposes and policies of the club or the members therein, shall be subject to expulsion from the club. This requires a unanimous vote of the Board and ratification by a two-thirds vote of the members present at the next general meeting of the club called for that purpose, at which a quorum must be present.

ARTICLE IV

Other Club Positions

a. Newsletter: The Newsletter Editor shall prepare a monthly published newsletter covering business and activities of the club. The newsletter shall be distributed to club members via email and the MHC website no later than 10 days prior to the next business meeting. If you do not receive your newsletter in your email box, please access the website.

b. Webmaster: The Webmaster shall maintain the club’s website and update it in a timely manner.

c. Special Events: The Special Events Managers shall plan and implement suitable events and activities in order to further the purposes and/or financial needs of the club. The event manager is responsible for forwarding equipment from the event to the next event manager.

d. Ride and Drive Manager: The Ride and Drive Manager shall plan and implement monthly rides/drives for club members only.

e. Public Relations/Advertising: The PR/Advertising Manager shall receive and disburse to appropriate media and publications, information regarding MHC events and members’ accomplishments.

f. Sunshine: The Sunshine Manager shall send suitable notes/cards/flowers/gifts on behalf of the club.

g. Equipment: The Equipment Manager shall maintain an inventory including locations of all club equipment.

ARTICLE V

Dissolution of the Club

Should the Montana Horse Club be dissolved, any funds in the treasury or other property owned by the club shall be donated to another horse related 501(c)3 organization(s), to be voted on at the final business meeting.

ARTICLE VI

Amendment of the By-laws

a. These By-laws may be revised, amended, altered and adopted or repealed by a two thirds quorum vote of the membership.

b. These entire By-laws shall be reviewed periodically at intervals not to exceed five years, by a committee appointed by the Board of Directors for this purpose. Suggestions from members to the committee must be made in writing and submitted in a timely matter.

Last revised: August 10, 2006

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