ARTICLE I:
Name and Purpose
The name of the club shall be the WESTERN CANADIAN MINIATURE HORSE CLUB.
The Western Canadian Miniature Horse Club (WCMHC), formed in November 1985, is associated with the American Miniature Horse Association (AMHA) and the American Miniature Horse Registry (AMHR).
This shall be accomplished through coordination of AMHA and AMHR sanctioned and non-sanctioned miniature horse shows, the use of the media, club newsletters, sponsorship, exhibits, showing and judges' clinics, demonstrations, socials, and whatever other methods that may from time to time be selected by the Board of Directors.
The Club is a non-profit organization.
Memberships shall be open to all persons with an interest in the Miniature Horse Breed, as long as that person
Club Members do not need to own a horse, and do not need to reside within Western Canada.
There shall be three types of club memberships:
Fees shall be set so that a Family membership may be purchased for an amount less than or equal to the cost of two Single memberships. Family memberships will be in the name of one family member with a second voting name listed and the other family names provided for roster purposes.
Youth memberships are at reduced rate as set by the Board of Directors, and allow for the collection of Club Points, but receive no newsletter. In the calendar year following a youth's 19th birthday, a Single membership must be purchased.
Membership fees are for a calendar year.
A Single membership shall have one vote at any regular or special meeting of the general membership. A Family membership shall have two votes at any regular or special meeting of the general membership. Youth memberships shall be non-voting. There shall be no proxy votes.
Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary.
Any member, upon a majority vote of members in good standing present at any duly called Special Membership meeting, may be expelled from membership for any cause which the society may deem reasonable.
Management of the Western Canadian Miniature Horse Club shall be vested in a Board of Directors. Since the Board of Directors has been elected by the Membership, they have been empowered to make decisions on behalf of the membership. However, changes to the By-Laws require ratification by the Membership.
The Board of Directors shall consist of five officers: four officers elected from the general membership in good standing: President, Vice President, Secretary, and Treasurer, plus the Past-President. All nominees for the Board of Directors must be members in good standing in the Club for at least six months prior to the election at the Annual General Meeting. The Board of Directors will also be known as the Executive.
It is the responsibility of each Director to develop and maintain the Procedure Manual for their portfolio. Each manual will be reviewed and approved by the Board of Directors before the annual general meeting.
The President shall serve for a period of one year, to a maximum of two consecutive years as President. The President then becomes Past-President. They would be eligible for re-election to the position after two years out of office.
The Vice-President, Secretary, and Treasurer positions may be re-elected each year.
Wherever possible, the two-year term of the Executive will be staggered.
Any Director, upon a majority vote of members in good standing present at any duly called membership meeting, may be asked to step down for any cause which the society may deem reasonable.
Meetings of the Board of Directors shall be held at least quarterly at a time and place designated by the President and agreed upon by the Board of Directors. In lieu of a physical meeting, a conference call or internet meeting may be used.
Special meetings of the Board of Directors may be called by the President at any time. When a special meeting is called, the President shall set the time and place for the meeting and notify each Director at least seven days prior to the event. In lieu of a physical meeting, a conference call or internet meeting may be used.
Four of the five Board of Directors shall constitute a quorum for any regular or special meeting called in accordance with these
bylaws.
The books, accounts, and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the society.
The books and records of the society may be inspected by any member of the society at the Annual Meeting or at anytime upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
The Board of Directors shall establish committees as deemed necessary. It is the responsibility of the committee leaders to develop and maintain the Procedure Manuals for these committees. Each manual will be reviewed and approved by the Board of Directors on an annual basis before the annual general meeting.
The President shall be the chief executive officer of the club.
He or she will preside at all meetings of the club's general membership and of its Board of Directors,
shall appoint all committee chairpersons with the approval of the Board of Directors, and
carry out those other responsibilities assigned by these bylaws and by the Board of Directors.
He or she shall serve as the non-voting chairperson of the Nominating Committee.
The office of Vice President shall be the second highest elected position in the club. During the absence or temporary incapacity of the President, he or she shall perform the duties and have the powers of the President. The Vice President shall be the chairperson of the Membership Committee, be responsible for the club roster, ensuring it is kept current. Records will be maintained for at least seven (7) years.
The Secretary shall record and keep all the minutes of the Board of Directors and general membership meetings.
The Secretary will send minutes of meetings to the Newsletter Editor for publication, or mailed out to the membership as deemed necessary by the Board of Directors. The Secretary shall be the central contact point for Club correspondence. The Secretary will be the custodian of the seal of the WCMHC, and only the Secretary has the right to use the seal. Records will be maintained for at least seven (7) years.
The Treasurer shall receive and disburse the funds of the club including membership dues under the direction of the Board of Directors, and as voted on by the membership. He or she shall present a financial report to the Board of Directors at each regular meeting and to the membership at the Annual Membership Meeting, as well as for publication in the Newsletter on a semi-annual basis. He or she shall also prepare and submit a proposed budget to the Board of Directors prior to the Annual Membership Meeting. The budget will be developed from proposals made by each of the Committees. An outgoing Treasurer must close off and balance to the last bank statement before transferring to the incoming Treasurer. Records will be maintained for at least seven (7) years.
The Past-President provides additional continuity between fiscal years. The Past-President will be the central contact for the Committees, and will offer advice and consultation as requested.
With the exception of the President, vacancies in any elected office may be appointed from the Membership by the Board of Directors. The President's position will be filled by the Vice President, with the Vice President's position being filled from the Membership as above. Any successor, so chosen, shall serve for the remaining term of his or her predecessor.
Unless authorized at any meeting and after notice for same shall have been given, no officer or member of the association shall receive any remuneration for his/her services.
The annual election of officers will proceed as follows:
The term of office of Committee members shall coincide with the term of the elected members of the Board of Directors. Committee members may serve on one or more Committees, if desired. The Committee shall review the existing Bylaws for rules for their Committee, and prepare any proposed changes for the Bylaw Committee. Committees can request a budget in advance of the annual meeting via the Treasurer. This budget may be approved by the Board of Directors at the Annual Meeting.
The Parlimentarian Committee will appoint other persons to serve on the committee to be ratified by the Board of Directors. The committee shall be responsible for ensuring the Club follows the "Revised Robert's Rules of Order".
The Vice President shall be the chairperson of the Membership Committee. He or she will appoint other persons to serve on the committee to be ratified by the Board of Directors. The committee shall be responsible for solicitation of new members. The membership list will be maintained by this Committee, and will be published semi-annually in the Newsletter.
The Show Committee will communicate with the management of the various shows to ensure that procedures are being done according to WCMHC standards. The committee will make suggestions regarding the show: classes that should be added, rules for particular classes, etc. They will provide guidance, as some show organizers are not familiar with a Miniature Horse Show. The committee will report back to the club on the status of these shows.
The chairperson of the Bylaws Committee shall be appointed by the President with approval of the Board of Directors. He or she will appoint other persons to serve on the committee to be ratified by the Board of Directors. The Bylaws Committee shall review the existing Bylaws and prepare any proposed changes to present to the Board of Directors for approval prior to submitting to the general membership. Changes to the by-laws will be voted on by the Membership at the annual general meeting.
The chairperson of the Sportsmanship Committee shall be appointed by the Board of Directors. He or she will appoint other persons to serve on the committee as ratified by the Board of Directors. The Sportsmanship Committee shall oversee and coordinate the awarding of the Youth and Adult Sportsmanship Trophies.
The chairperson of the Youth Development Committee shall be appointed by the Board of Directors. He or she will appoint other persons to serve on the committee as ratified by the Board of Directors. The Youth Development Committee shall oversee and coordinate all Youth activities and functions hosted by WCMHC. The chairperson of the Youth Development Committee shall act as liaison with the AMHA and AMHR for all AMHA and AMHR Youth activities.
The Newsletter Editor shall be appointed by the Board of Directors annually and shall produce four newsletters annually. The Newsletter Editor will have a float for use in production of the newsletter. This float will be maintained by submitting bills and cheques to the Treasurer after each edition of the newsletter. The Treasurer will then issue a cheque to return the float to the balance agreed upon at the annual general meeting. At the end of the Editor's term, the Editor shall return the float to the Treasurer.
The chairperson of the Fundraising Committee shall be appointed by the Board of Directors. He or she will appoint other persons to serve on the committee as ratified by the Board of Directors. This committee will organize and conduct all fundraising activities for WCMHC.
For the purpose of carrying out its objectives, the Club may borrow or raise or secure the payment of money in such manner as it thinks appropriate, but this power shall be exercised only under the authority of the membership at an annual general meeting.
The chairperson of the Points Committee shall be appointed by the Board of Directors. He or she will appoint other persons to serve on the committee as ratified by the Board of Directors. This committee will gather, tabulate, and record all scores for WCMHC Sanctioned Shows. This committee will see to the maintenance of the club perpetual trophies and arrange for the annual keeper trophies for each winner. This committee will also oversee all changes, additions, deletions, and updates to the WCMHC Points Rules. Changes to these rules will be governed as per changes to the ByLaws.
Note that existing perpetual trophies were donated with the understanding that they are to promote the AMHA Standard of Perfection. This does not in any way prevent a separate set of trophies and sponsors being obtained for non-AMHA Sanctioned shows and AMHR shows.
The chairperson of the Web and Internet Committee shall be appointed by the Board of Directors. He or she will appoint other persons to serve on the committee as ratified by the Board of Directors. This committee will evaluate and monitor the Club's home page. The home page will be updated at least quarterly. It may contain show announcements and show results. Content should pertain to WCMHC information, and not be specific to a particular farm. Links to member home pages are encouraged. Advertising space on the home page can be sold, if agreed to by the Board of Directors on a case-by-case basis.
The Public Relations, Promotions, and Marketing Committee representatives shall be appointed by the Board of Directors annually and shall represent the club at all events within their region. Representatives are responsible for promotion of the Miniature Horse Breed within their area.
Any event or show being organized under the club name must obtain approval at an annual general meeting, with the exception of parades under the Club banner or trail rides or small events where no funds are involved. No one person can stage an event in the name of the Club and obligate the Club to any expense not approved by the membership at an annual general meeting.
The Insurance Committee shall be appointed by the Board of Directors annually and shall research and report back on the insurance coverage that the club has, and make recommendations for improvements where necessary.
Other committees, as deemed necessary by the Board of Directors, may be established, or the existing committees may be consolidated, modified, and/or deleted by the Board of Directors at any annual meeting.
The calendar year for the club shall commence on the first day of January and end the thirty-first day of December. Membership dues are for a calendar year.
The fiscal year for the Club shall be from January 1 to December 31.
The Treasurer shall submit to the members at the Annual General Meeting a proposed budget of anticipated expenditures approved by the Board of Directors for the new fiscal year. It may be reviewed and is subject to revision at any regular or special meeting of the Board of Directors called and conducted in accordance with these Bylaws.
No member of the Board of Directors and/or any club member and/or any paid employee on behalf of the club shall obligate the club in excess of the approved budget.
If during the year the need for additional funding arises for a Committee, a motion must be made to the Board of Directors, and voted upon at the next Board of Directors meeting. If the motion is turned down, it may be presented at the next annual meeting as part of the annual budgeting process.
Each committee is responsible for proposing a list of activities for the following year, along with a budget. The Committee leader, in conjunction with the Past-President and Treasurer, prepare a reasonable budget, which is the proposed to Board of Directors, and to the membership at the Annual General meeting.
An Annual General Meeting shall be held during the last quarter of each fiscal year, usually in October at least 10 days after the AMHA National Show ends. The membership shall receive written notice (usually through the Newsletter) at least ten days prior to the meeting. The notice may include the proposed agenda, a slate of candidates for election, and a list of motions (if any). However, these may be distributed at the meeting due to mailing costs.
Special membership meetings may be called by the President, a majority of the Board of Directors, or through written petition to the Board of Directors by at least one third of the current members. In each case, the membership shall receive notice from the Secretary (usually through the Newsletter) at least ten days prior to the meeting stating the purpose for the meeting along with the date, time, and place.
One hundred percent of the members present at any duly called membership meeting shall constitute a quorum. However, for meetings called by petition, at least two-thirds of the petitioning members must be present.
Motions to be considered at any membership meeting must be circulated to the Board members in writing at least 10 days prior to the meeting. The request must identify: the proposed motion; why the motion is being proposed; the implications of this motion; the areas impacted (committee, public, etc); and indicate that the impacted areas have been contacted.
This process allows each Board member to carefully consider the implications of the proposed motion. It also assures Board members that those impacted by the motion have been consulted.
If the motion is turned down by the Board, it may be presented at the next annual meeting for voting by the membership.
All meetings and club business will be conducted in a manner that follows the guidelines established in "Revised Robert's Rules of Order" except when in specific conflict with these Bylaws.
Proposed amendments to the Bylaws shall be written and mailed to the membership or included in a Newsletter,
discussed at the annual general membership meeting, and voted on. The proposed amendment shall be approved by 3/4 of the attending membership by a special resolution as defined in Section 1(d) of the Societies Act.
| Position | Responsibility | |
| President | Christine Tilleman, Airdrie, Alberta | president@wcmhc.ca |
| Vice-President | Marj Brown, Waskatenau, Alberta | vice-president@wcmhc.ca |
| Treasurer | Erin Bricker, Blackie, Alberta | treasurer@wcmhc.ca |
| Secretary | Sonja Marinoske, Ardosson, Alberta | secretary@wcmhc.ca |
| Point Calculations | Charlene Gale, Cochrane, Alberta | points@wcmhc.ca |
| Newsletter | Cindy Hunter, Strathmore, Alberta | newsletter@wcmhc.ca |
| Website | John MacDonald, Shaunavon, Saskatchewan | webmaster@wcmhc.ca |
For more information, please contact the Western Canadian Miniature Horse Club
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