BY-LAWS
TO BE INCORPORATED INTO THE CHARTER OF THE MID-ATLANTIC ARABIAN HORSE ASSOCIATION

PURPOSE
MEMBERSHIP
ORGANIZATION
ELECTIONS AND VACANCIES
MEETINGS AND/OR POLICY DECISIONS
IAHA MEMBERSHIP
PROPERTY HOLDING
FISCAL YEAR
PRINCIPAL OFFICER
THE SEAL
DISSOLUTION PROCEDURES
RIGHT OF ACCESS
SUPERSESSION





PURPOSE

  • To devote the collective interest of the Mid-Atlantic Arabian Horse breeders and admirers toward the improvement of the breeding and training of Arabian horses.
  • To provide facilities for gathering together for exchanging ideas pertaining to Arabian horses.
  • To promote and manage exhibits and shows for the education of those interested.
  • To provide funds for those benevolent uses.
  • To provide funds for carrying out the purpose of this corporation.
  • To do all other such things, not denied by law, in promoting the purposes of this association as a non-profit organization.

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MEMBERSHIP

Membership is open to anyone who will promote the purpose of the Association. The Association may levy membership fees on a regular basis. Those fees necessary to IAHA and other benefits will be collected and forwarded to IAHA with annual dues.

  1. Fees/Dues
    The Association will review the dues schedule annually and collect dues according to type of membership. Any fees necessary for continuing membership in IAHA or for any scheduled membership benefit will be collected with the dues and dispersed by the Association so as to provide those promised benefits.

  2. Withdrawal or Termination of Membership
    1. Failure to pay dues is automatic loss of membership privileges.
    2. Anyone wishing to withdrawal from the Association prior to the end of the membership year may do so by writing to the membership secretary.  No dues will be  refunded.
    3. The Board of Officers/Directors may terminate membership for anyone demonstrating behavior detrimental to the purpose and/or function of the Association.  Notice of Termination must be made in writing by the Secretary to the addresses on the current membership list.   Appeal may be made directly to the President of MAAHA including a request for a private hearing with the Board of Officers/Directors.  Failure to respond to the Notice of Termination within (30) days of date of notice may result in automatic cancellation of membership.  Dues will not be refunded if termination is finalized.

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ORGANIZATION

The Association structure will consist of a Board of Officers/Directors, a committee system to manage the usual Association functions and ad-hoc committees called for specific limited tasks.

  1. Board of Officers/Directors
    The Board of Officers/Directors, elected by the membership annually for one year terms, will carry out the year-long activities necessary to support Association long term goals and other activities mandated by the membership.
    1. Officers/Directors
      1. President - The President, the Principal Executive Officer of the Association, is subject to control of the membership, generally supervises the activities of the Association, represents the Association to the rest of the community and chairs membership meetings as well as specially called meetings as appropriate. Prepares an agenda for each meeting and addresses each agenda item at the meetings. Appoints Association committee chairpersons, acts as ex-officio member of all club committees, pursues preparation of the Budget of all Association activities and submits it to the Board of Officers/Directors in a timely manner.
      2. Vice-President - The Vice-President assists the Association President and acts as President in his/her absence. Oversees and coordinates such Public Relations Committees as Show Committee, Futurity Program and High Score Program. Reports to the President and the membership regularly.
      3. Secretary - The association Secretary is the major communications officer as well as librarian of Association records and reports so they are current and accurate for future reference. Is responsible for transcribing and publishing the minutes of each meeting as well as presenting them for review at the next meeting. Oversees and coordinates such publicity/communications activities as Newsletter, Membership Directory, and Membership Committees. Sees that these committees report regularly to the membership. Reports to the President.
      4. Treasurer - The Treasurer is the Chief Financial Officer of the Association. He/she collects and distributes all club funds, keeps accurate records of Association financial transactions and provides current reports at each meeting. Is an ex-officio member and oversees the financial records of all Association activities. Sets up and promotes one method of bookkeeping for all committees which manage budgets. Manages all required State and Federal audit and tax reports. Publishes an annual financial report summarizing the financial aspects of Association activities each year. Meets regularly with the Board if Officers/Directors and reports to the President.
    2. Committees
      1. Permanent
        1. Board of Officers/Directors
        2. Nominating Committee - Develops leadership prospects among the membership. Compiles an election slate each year and oversees the election process.
          1. Three (3) members elected by membership.
          2. Identifies volunteers and talent in the membership who may be called upon for elected office or committee work.
          3. Compiles a slate for each election, verifies that each nominee is available to run and is aware of the duties of office and present that slate to the Board of Officers/Directors.
          4. Certifies the result of the election as duly and fairly carried out.
        3. Audit Committee - carries out an annual year end audit of the financial records and reports to the Board of Officers/Directors.  Audit Committee is appointed by the general membership.
      2. Other Committees
        1. Promotion/Publicity oriented committees, usually coordinated by the Vice-President, to include:
          1. Program - education or entertainment - for membership.
          2. Horse Show.
          3. High-Score and High Score Award Banquet.
          4. Futurity
        2. Finance Committee(s), reviews the expenditures of the Association and helps with the formulation of the annual budget.
        3. Membership Committee - coordinated by the Secretary, is charged with encouraging new membership and educating all members about Association privileges and procedures.
        4. Association Directory - Coordinated  by the Secretary, collects and compiles member information so the Association always has a correct roster of members.  This committee may publish a directory for member use with member cooperation.
        5. Newsletter Committee - coordinated by the Secretary, compiles and publishes notice of current events and membership news for the information of members.  Correspondent to the Arabian Horse News reports to the Secretary and assures regular flow of information to the regional publication on behalf of Association members.
        6. Ad Hoc Committees may be appointed by the Board of Officers/Directors or the President in order to support the purposes and goals of the Association.

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ELECTIONS AND VACANCIES

  1. Elections
    1. Holders of elected office should have been a member of MAAHA at least one (1) year prior to taking office and should demonstrate familiarity with Association issues by attendance at membership meetings, committee work or other personal involvement in the Association.
    2. Any member accepting the responsibility of an office or chairmanship of a committee should be accountable to the membership by attending meetings to support their respective office or membership.  If unable to attend meetings, it is their responsibility to relay their respective reports and/or information to a fellow officer who is able to attend.
  2. Procedures
    1. The Nomination leadership volunteers meet and discuss with prospective candidates their interest in elective office. Nominees should become familiar with these By-Laws, the Association organization and expectations for office.
    2. A slate of prospective candidates will be presented to the membership for review and any additional nominations taken from the floor.  Every effort should be made to have two (2) candidates for each office. The nomination process will be considered closed when the amended slate is accepted by a plurality of the membership present. This final slate will be published two (2) weeks prior to actual election and proxy votes will be sent.
    3. Elections will be held at the next regular scheduled meeting.
    4. Election shall be by plurality of those present at the election meeting and those proxy votes received at the opening of the meeting.
    5. The election shall be considered official once the nomination/election committee certifies that the election process was duly and fairly carried out.
    6. Term, one(1) calendar year, January 1 through December 31
  3. Vacancies in Unexpired Terms
    1. Vacant elective positions will be filled by appointment of the Board of Officers/Directors. The exception being that the President is always succeeded by the Vice-President.
    2. Appointed positions may be filled by the President with the concurrence of the Board of Officers/Directors.
    3. Failure in the part of an official to attend three (3) membership meetings and otherwise carry out his/her duties may cause review of his/her performance in office by the Board of Officers/Directors. Adequate performance may be demonstrated by evidence that necessary reports are submitted in a timely fashion, committee attendance, or the recommendation of an officer who holds responsibility for the activity. In case of inadequate performance, the Board of Officers/Directors may declare the position vacant. A replacement may be appointed for the remainder of the term.

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MEETINGS AND/OR POLICY DECISIONS

  1. Policy decisions ultimately rest with the membership.  However, Board of Officers/Directors may act on policy issues until the concurrence of the membership can be obtained at a regular membership meeting.
  2. Regularly scheduled membership meetings will be published in advance and held when and where announced.
  3. Decisions will be made by simple poll of those voting members present at the general membership meeting, plurality rules. Proxy votes will be counted if received by the time of the meeting. In the event of an absolute tie, the Association President may vote.
  4. Special membership meetings may be called by the Association President and two(2) members of the Board of Officers/Directors, but not binding policy decisions can be made unless all members have at least forty-eight (48) hours notice of the meeting.
  5. Committee meetings will be published in advance and are open to general membership input.  Decisions will be voted on by the committee, plurality rules. Committee will make all final decisions public at next scheduled general meeting.
  6. These By-Laws may be amended by:
    1. Any member of MAAHA may suggest a By-Law change by submitting a written proposal at a membership meeting for discussion.
    2. If passed in final form or in principle by members present, the proposal should be reviewed by the Board of Officers/Directors for comment or endorsement then sent to the general membership for consideration for voting at the next meeting.
    3. The change becomes approved by plurality of members present at the properly scheduled meeting and proxy votes taken at that meeting.
    4. The Board of Officers/Directors will edit the By-0Laws to include approved changes.
    5. The revised By-Laws, dated accordingly, will be made available to the membership.

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IAHA MEMBERSHIP

MAAHA is a member club of the International Arabian Horse Association.  Delegates to IAHA, elected annually by MAAHA membership, coordinate communications between MAAHA and IAHA.

  1. Duties of Delegate(s)
    1. IAHA Delegate(s) - Maintains regular contact with IAHA to convey MAAHA concerns and to receive information on issues and benefits to MAAHA members.
    2. Region 15 Delegate - Helps publicize regional meetings and encourages MAAHA members to attend meetings. Promotes MAAHA interests at regional meetings and reports contents of meetings to MAAHA.
    3. IAHA Convention
      Delegate(s) - Attends the convention, including assigned committee meetings. Makes themselves conversant with issues and resolutions to be presented at the convention. Prepares resolutions to be presented by MAAHA and defends it at the convention. Carries MAAHA opinions and issues and resolutions to the convention. Educates MAAHA members on the outcome of issues and resolutions after the convention.
  2. Term
    One (1) year.
  3. Expenses
    MAAHA will pay some or all actual convention expenses as funds permit. Upon nomination, prospective delegates should have a clear commitment from the Board of Officers/Directors as to the allowance for travel expenses available each year. Acceptance of the nomination includes a commitment to attend all relevant meetings and acceptance of the travel budget for the year.

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PROPERTY HOLDING

  1. All fund bank accounts must be opened by two(2) officers, usually the President and the Association Treasurer. Either officer may dispense and deposit funds.
  2. The Association Treasurer oversees the bookkeeping and reports at each regular meeting on the status of all funds and accounts.
  3. There will be one Treasury and bank account for all Association funds. All money coming into the Association must be made payable to MAAHA and directed to the Treasurer. Association funds will be dispersed by the Treasurer according to the budget line item and then only upon presentation of a voucher.  Any expenses which exceed the budget for that activity will be paid only upon approval by the Board of Officers/Directors.

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FISCAL YEAR

  1. The financial operating year will be considered from August 1 through July 31.  All treasury bookkeeping, committee records an d reports would be closed effective July 31, and made available for audit.
  2. Elected office and committee terms will be considered from January 1 through December 31.

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PRINCIPAL OFFICER

The Association Secretary will be considered the Principal Correspondent and his/her residence will be considered the Principal Office, unless this residence is outside the State of New Jersey. In that case, the President, Vice-President or Treasurer (in that order) will be named Principal Agent and that residence will be Principal Residence.

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THE SEAL

The Corporate Seal is kept by the Association Secretary and used for official correspondence.

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DISSOLUTION PROCEDURES

  1. Whether to dissolve, and the methods whereby it is done, will be decided by a plurality vote of the membership present, provided all members have been informed by Certified Return Receipt Mail thirty (30) days prior to the meeting as to the purpose of the meeting.
  2. All holdings will be sold and cash proceeds donated to a non-profit horse medical research foundation in the United States.

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RIGHT OF ACCESS

All members shall have access to and may request a current copy of these by-laws from the Secretary.

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SUPERSESSION

These By-Laws supersede any and all By-Laws and resolution in effect.

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By-Laws last amended 7/11/98