Club Bylaws
NORTHEAST FJORD HORSE ASSOCIATION BY-LAWS
AS AMENDED JULY 19, 2008
ARTICLE I – NAME
The name of this organization shall be the Northeast Fjord Horse Association and it shall be a non-profit organization. No part of the net income or profit of the organization will be distributable to its members, directors, or officers. The organization will hereinafter be referred to as the “club”.
ARTICLE II – OBJECTIVES AND PURPOSES
Section 1. Foster and advance the Norwegian Fjord horse, hereafter referred to as the Fjord, in its traditional role as an outstanding all-purpose breed suitable in both temperament and conformation for riding, driving and draft work.
Section 2. Respect this unique conformation, character, and temperament and strive to both maintain and enhance it.
Section 3. Promote, encourage, and stimulate popular interest in the Fjord horse through meetings, exhibitions, shows, fairs, clinics, seminars, educational programs, and publicity.
ARTICLE III – MEMBERSHIP
Section 1. Membership shall be open to anyone interested in the Fjord horse who agrees with and supports the purpose of the Club as set forth in the by-laws. Members can be any age, but must be 18 or older to vote.
Section 2. Members shall pay annual dues as determined by the Board of Directors. They are payable upon joining the Club and thereafter on January 1st. All paid single memberships are entitled to one vote. All paid family/farm memberships are entitled to 2 votes.
Section 3. As of March 1 of each year, a delinquent (unpaid dues or outstanding funds due) member will no longer be considered a member.
Section 4. The Membership Chair will keep an up-to-date accurate membership list and ensure that the Secretary also has an up-to-date and accurate list.
Section 5. Dues paid by new or former members after November 1 will become effective immediately and will be carried through the following calendar year.
ARTICLE IV – OFFICERS
Section 1. Officers shall consist of a President, a Vice-President, a Secretary, and a Treasurer.
Section 2. The term of office for all officers shall be one (1) year and all officers may serve more than one term. Newly elected officers take their office on Jan 1.
Section 3. In case of any vacated office, the President shall appoint a successor to fill the unexpired term.
Section 4. The officers shall be elected by mailed ballot.
ARTICLE V – DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the club, and of the Executive Board of Directors. The President shall fill by appointment, any vacated office or standing committee chairs. He/She shall appoint any special committee chairs necessary, however only three (3) of these will be on the Executive Board of Directors. The President will also nominate three (3) members for the nominating committee, or delegate this to the secretary.
Section 2. The Vice President shall perform the duties of the President in his/her absence or inability to serve, and shall succeed if the office of President is vacated. The Vice President is responsible for maintaining and reporting the club’s inventory account and location of same and presenting the inventory report at club meetings. In addition to the report being presented at the annual meeting, the report will be published in the first newsletter of the new year.
Section 3. The Secretary shall keep a record of all meetings of the club and the Executive Board of Directors. The Secretary or his/her designate will attend to all club correspondence and notify members of meeting dates. He/She will serve on the Membership Committee and coordinate with the Membership Chair to keep an up-to-date and accurate membership list.
Section 4. The Treasurer shall collect and disburse all monies in accordance with the vote of the club and/ or its standing committees. He/She shall keep a detailed account of all money received and disbursed giving a detailed report at each club or board meeting. He/She shall present a yearly financial statement at the annual meeting. This statement must be approved by the Executive Board of Directors. In addition to the report being presented at the annual meeting, the report will be published in the first newsletter of the new year. He/She shall also serve on the budget committee if one exists.
ARTICLE VI – MEETINGS
Section 1. Regular meetings will be held at the request of the President or the Executive Board of Directors.
Section 2. The Annual Meeting shall be held as soon as possible after January 1.
Section 3. All members in good standing, i.e. not delinquent as in ARTICLE III, Section 3 , are eligible to vote, in accordance with Article III, Section 2.
Section 4. Special meetings may be called by the President or upon written request to the Secretary by five (5) Club members in good standing. Said special meeting must be convened by the President within one month, with the Secretary mailing notification to all members.
Section 5. Meetings of the Executive Board of Directors will be held when deemed necessary by the Executive Board of Directors or by the President.
ARTICLE VII – EXECUTIVE BOARD OF DIRECTORS
Section 1. The Executive Board of Directors shall consist of all officers and five (5) at-large directors, at least one of whom will be the immediate past President. The term for the at-large directors is one (1) year.
Section 2. Duties of the Board. The Board of Directors is responsible for approving club policy and all expenditures not included in the approved annual budget.
Section 3. Board Voting Process – When a decision needs to be made, the president will call for a vote from the board and give a timeframe to respond. Not all discussions are a vote. If a board member needs a decision from the board, he/she will make a motion and if another board member seconds the motion, the president will call for a vote. Approval is based on a majority of board members. All board votes shall be archived and included in the minutes of the next club meeting.
ARTICLE VIII – NOMINATION AND ELECTION OF OFFICERS
Section 1. The nominating committee shall consist of three (3) members in good standing appointed by the president, or the president may delegate this to the secretary and shall be accomplished by at least July 1. The nomination of all officers, and directors, shall be coordinated by the Secretary. Nominations will be accepted from the membership at large. Nominations are due to the Secretary no later than September 1.
Section 2. The nominating committee, and / or the Secretary, shall prepare a slate of candidates no later than September 30, after securing consent from all nominees. This slate will be sent to the membership in the form of mailed ballots.
Section 3. Ballots must be returned to the Secretary no later than November 15 to be considered valid and be counted.
Section 4. The Secretary shall inform the officers and board of directors of the election results no later than December 1.
Section 5. A simple majority of votes will determine the officers and directors elected.
ARTICLE IX – COMMITTEES
Section 1. Committees shall be created or deactivated by the board of directors, as needed.
Section 2. The standing committees may be:
a. Horse Show Committee
b. Ways and Means Committee
c. Publicity Committee
d. Hospitality Committee
e. Activities and Exhibitions Committee
f. Membership Committee
g. Show Program Committee
ARTICLE X – REVISION OF BY-LAWS
Section 1. These by-laws may be revised by a 2/3 vote of the members present at a meeting convened expressly for this purpose or 2/3 of the members returning ballots when the process uses mailed ballots.
Section 2. The proposed changes must be submitted in writing to every member at least 30 days prior to the meeting at which the vote will be taken, or when the ballots are mailed, the member has 30 days to return the ballot.
Section 3. The Article or Section in question must appear as it now stands and in its proposed new wording so that an accurate comparison may be made.
Section 4. The decision to submit for a vote by the membership a revision of a part of these by-laws, or a bylaw replacement, must be approved by the Executive Board of Directors, acting either on their own or on a suggestion.
AS AMENDED JULY 19, 2008
ARTICLE I – NAME
The name of this organization shall be the Northeast Fjord Horse Association and it shall be a non-profit organization. No part of the net income or profit of the organization will be distributable to its members, directors, or officers. The organization will hereinafter be referred to as the “club”.
ARTICLE II – OBJECTIVES AND PURPOSES
Section 1. Foster and advance the Norwegian Fjord horse, hereafter referred to as the Fjord, in its traditional role as an outstanding all-purpose breed suitable in both temperament and conformation for riding, driving and draft work.
Section 2. Respect this unique conformation, character, and temperament and strive to both maintain and enhance it.
Section 3. Promote, encourage, and stimulate popular interest in the Fjord horse through meetings, exhibitions, shows, fairs, clinics, seminars, educational programs, and publicity.
ARTICLE III – MEMBERSHIP
Section 1. Membership shall be open to anyone interested in the Fjord horse who agrees with and supports the purpose of the Club as set forth in the by-laws. Members can be any age, but must be 18 or older to vote.
Section 2. Members shall pay annual dues as determined by the Board of Directors. They are payable upon joining the Club and thereafter on January 1st. All paid single memberships are entitled to one vote. All paid family/farm memberships are entitled to 2 votes.
Section 3. As of March 1 of each year, a delinquent (unpaid dues or outstanding funds due) member will no longer be considered a member.
Section 4. The Membership Chair will keep an up-to-date accurate membership list and ensure that the Secretary also has an up-to-date and accurate list.
Section 5. Dues paid by new or former members after November 1 will become effective immediately and will be carried through the following calendar year.
ARTICLE IV – OFFICERS
Section 1. Officers shall consist of a President, a Vice-President, a Secretary, and a Treasurer.
Section 2. The term of office for all officers shall be one (1) year and all officers may serve more than one term. Newly elected officers take their office on Jan 1.
Section 3. In case of any vacated office, the President shall appoint a successor to fill the unexpired term.
Section 4. The officers shall be elected by mailed ballot.
ARTICLE V – DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the club, and of the Executive Board of Directors. The President shall fill by appointment, any vacated office or standing committee chairs. He/She shall appoint any special committee chairs necessary, however only three (3) of these will be on the Executive Board of Directors. The President will also nominate three (3) members for the nominating committee, or delegate this to the secretary.
Section 2. The Vice President shall perform the duties of the President in his/her absence or inability to serve, and shall succeed if the office of President is vacated. The Vice President is responsible for maintaining and reporting the club’s inventory account and location of same and presenting the inventory report at club meetings. In addition to the report being presented at the annual meeting, the report will be published in the first newsletter of the new year.
Section 3. The Secretary shall keep a record of all meetings of the club and the Executive Board of Directors. The Secretary or his/her designate will attend to all club correspondence and notify members of meeting dates. He/She will serve on the Membership Committee and coordinate with the Membership Chair to keep an up-to-date and accurate membership list.
Section 4. The Treasurer shall collect and disburse all monies in accordance with the vote of the club and/ or its standing committees. He/She shall keep a detailed account of all money received and disbursed giving a detailed report at each club or board meeting. He/She shall present a yearly financial statement at the annual meeting. This statement must be approved by the Executive Board of Directors. In addition to the report being presented at the annual meeting, the report will be published in the first newsletter of the new year. He/She shall also serve on the budget committee if one exists.
ARTICLE VI – MEETINGS
Section 1. Regular meetings will be held at the request of the President or the Executive Board of Directors.
Section 2. The Annual Meeting shall be held as soon as possible after January 1.
Section 3. All members in good standing, i.e. not delinquent as in ARTICLE III, Section 3 , are eligible to vote, in accordance with Article III, Section 2.
Section 4. Special meetings may be called by the President or upon written request to the Secretary by five (5) Club members in good standing. Said special meeting must be convened by the President within one month, with the Secretary mailing notification to all members.
Section 5. Meetings of the Executive Board of Directors will be held when deemed necessary by the Executive Board of Directors or by the President.
ARTICLE VII – EXECUTIVE BOARD OF DIRECTORS
Section 1. The Executive Board of Directors shall consist of all officers and five (5) at-large directors, at least one of whom will be the immediate past President. The term for the at-large directors is one (1) year.
Section 2. Duties of the Board. The Board of Directors is responsible for approving club policy and all expenditures not included in the approved annual budget.
Section 3. Board Voting Process – When a decision needs to be made, the president will call for a vote from the board and give a timeframe to respond. Not all discussions are a vote. If a board member needs a decision from the board, he/she will make a motion and if another board member seconds the motion, the president will call for a vote. Approval is based on a majority of board members. All board votes shall be archived and included in the minutes of the next club meeting.
ARTICLE VIII – NOMINATION AND ELECTION OF OFFICERS
Section 1. The nominating committee shall consist of three (3) members in good standing appointed by the president, or the president may delegate this to the secretary and shall be accomplished by at least July 1. The nomination of all officers, and directors, shall be coordinated by the Secretary. Nominations will be accepted from the membership at large. Nominations are due to the Secretary no later than September 1.
Section 2. The nominating committee, and / or the Secretary, shall prepare a slate of candidates no later than September 30, after securing consent from all nominees. This slate will be sent to the membership in the form of mailed ballots.
Section 3. Ballots must be returned to the Secretary no later than November 15 to be considered valid and be counted.
Section 4. The Secretary shall inform the officers and board of directors of the election results no later than December 1.
Section 5. A simple majority of votes will determine the officers and directors elected.
ARTICLE IX – COMMITTEES
Section 1. Committees shall be created or deactivated by the board of directors, as needed.
Section 2. The standing committees may be:
a. Horse Show Committee
b. Ways and Means Committee
c. Publicity Committee
d. Hospitality Committee
e. Activities and Exhibitions Committee
f. Membership Committee
g. Show Program Committee
ARTICLE X – REVISION OF BY-LAWS
Section 1. These by-laws may be revised by a 2/3 vote of the members present at a meeting convened expressly for this purpose or 2/3 of the members returning ballots when the process uses mailed ballots.
Section 2. The proposed changes must be submitted in writing to every member at least 30 days prior to the meeting at which the vote will be taken, or when the ballots are mailed, the member has 30 days to return the ballot.
Section 3. The Article or Section in question must appear as it now stands and in its proposed new wording so that an accurate comparison may be made.
Section 4. The decision to submit for a vote by the membership a revision of a part of these by-laws, or a bylaw replacement, must be approved by the Executive Board of Directors, acting either on their own or on a suggestion.
