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Gelding Incentive
Nomination Form
Reporting Form
2007 Inaugural
2007 Weanling
Sire/Dam Nomination
2008 Sustaining Form
Show Results Reporting Form
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Those who wish to
join the SmallestHorse Group in their promotion and advertising of the under
30" horses, please Print and Keep These ByLaws.
The SmallestHorse Group By-Laws are going through a complete revamp in order
to make them more user friendly.
PURPOSE OF THE SmallestHorse Group
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To promote the concept and added value of the under 30" horse
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To promote the concept that member farms are where to look for
quality under 30" horses.
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To promote, through our breed registries, viewing practices in the
show ring which give the smaller horses equal consideration with the
larger miniatures.
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To utilize membership numbers to reduce advertising costs for all
members.
BY-LAWS Of The SmallestHorse Group
SmallestHorse Group - MISSION STATEMENT
While
we acknowledge our love of all equine, what brings us together is a
special interest in Miniatures, and of these, the smallest of horses.
This group is to offer a place to come together, without prejudice, to
discuss the interests, needs, concerns and issues unique to the smallest
of miniature horses specifically those 30" and under. Our desire is to
always move toward the goal of breeding the smallest correct, balanced
horse. The perfect horse in miniature.
MEMBERSHIP:
Membership is open to any person, partnership or corporation owning or
interested in the Smallest of Miniature Horses 30" and under.
FEES:
Membership fees are $25.00 annually, from date of payment running one
full calendar year.
Fees are due annually during the month before expiration of membership
to prevent lapse in privileges.
Fees are payable to the Treasurer.
Fees may be paid through paypal at
treasurer@smallesthorse.com.
Fees may be raised according to need on an annual basis or if agreed
upon by majority vote.
Membership fees are to cover expenses of promoting the group mission,
including but not limited to group ads, fliers etc.
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All expenses to be charged to the group must be voted on by the
majority of the group. By consensus of the board of directors may spend up to $100.00 for
necessities without going to a vote of the membership.
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The Board of Directors does not assume financial responsibility for
any costs incurred by members without a vote and prior approval of the
Board of Directors
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The Miniature Horse World Ad or The Journal costs are not included in
basic membership.
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The Miniature Horse World and The Journal ad fees are based on the number of members participating. The amount will be posted on the message board and payments are to be made to the treasurer.
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Members are NOT required to support the The Miniature Horse World or The Journal ads.
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If payment is not received before deadline for the The Miniature Horse World or The Journal ad, your ad will not be published in the next issue.
PHOTOS
See photos section under membership privileges.
Termination of membership will not result in a refund!
MEMBERSHIP PRIVILEGES:
Membership grants one vote whether it be an individual, partnership or
corporation in all matters
a. PHOTOS:
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Photos in ads will be allowed according to space and rotated in turn
beginning with charter members. (Please identify all
photos with horse's registry, name, age, sex and height.)
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Photos for Group use must be approved by the photo committee. Photos
can be pasture photos, show photos or professional photos but must
be good representations of our mission and goal to be accepted
for use in Group literature and ads.
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Pictures of horses used in the World or Journal can be either
owned member's farm or have been produced by the member farm and
have the member farm's name. (Amended June, 2004)
USE OF THE PHOTO GALLERY
Only
paid members of the SmallestHorse Group can post pictures in the photo
gallery. Members must follow the rules as set forth in the
Photo Gallery Guidelines and the For Sale Gallery Guidelines.
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Charter members are those individuals supporting the group from its
inception and having sent in their membership fees before the end of March
2003.
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Members may be added at any time according to established protocols.
VOTING:
Majority Votes consist of 2/3 membership voting a majority. When less
than 2/3 of the membership vote on an issue the Board of Directors has
the choice of calling for a re-vote or making their best decision based
on those votes cast. Any member in good standing can request a vote by
filing the issue with the secretary to be voted on. This is a privilege
not to be overused.
Official votes must be sent into the Secretary to be counted, either by
regular post or by e-mail.
Voting can be done via the Polling Section on the Message Board.
All members may vote and the majority will be determined by the number
of members exercising their right to vote. Amended June, 2004
DEFINITION OF MEMBERS, OFFICERS, EXECUTIVE COMMITTEE
AND BOARD OF DIRECTORS:
This
section amended January 1, 2007.
MEMBER:
A member of the SmallestHorse Group is an
individual, farm, business or corporation that has joined the SmallestHorse Group and is current on annual dues.
OFFICERS:
The officers of the SmallestHorse Group
consist of the President, the Vice President, the Secretary and the Treasurer.
EXECUTIVE COMMITTEE:
The executive committee
consists of the officers of the SmallestHorse Group, the Advertising Director
and the Web Master.
ADVISORY COMMITTEE:
The advisory committee
consists of the committee heads that are appointed by the president of the
SmallestHorse Group.
BOARD OF DIRECTORS:
The Board of Directors
consists of the Executive Committee and the Advisory Committee Chairpersons.
TERMS OF
OFFICERS
The terms of the President. Vice President
and Secretary shall
be for 2 years. There are no term limits for these officers.
The terms of the Treasurer shall be for 4
years. There are no term limits for this office.
TERMS OF ADVERTISING DIRECTOR AND WEB MASTER
The term of the advertising director and web master is
perpetual. The advertising director and/or web master may be removed by the
Board of Directors if they fail to perform their duties as set forth in the
by-laws.
TERMS OF THE
ADVISORY COMMITTEE
The advisory committee is appointed by the president of
the SmallestHorse Group. The president at his/her discretion may appoint a new
member to serve as committee heads at the beginning of his/her term or at the
beginning of the second year of his/her term.
REMOVAL OF
BOARD OF DIRECTORS BEFORE THE END OF TERM
Any member of the Board of Directors may resign from
his/her office before the end of his/her term. At that time, the president will
call a special election to nominate and vote on the officer that resigns. In
the situation that a committee leader resigns, the president may at that time
appoint another member to take the committee leader’s position.
The Board of Directors is expected to accept and fulfill
the duties of their office and represent the SmallestHorse Group in an ethnical
manner. A complaint from any member can be filed with the secretary of the
SmallestHorse Group. The president will call a meeting of the Board of
Directors. If the Board of Directors find that a member of the Board of
Directors is not doing his/her job or is misrepresenting the SmallestHorse
Group, a meeting will be called to discuss the situation. If a majority of the
Board of Directors decides that the officer is NOT following the rules
and regulations of the SmallestHorse Group, they will be given written notice by
the secretary asking them to resign from office. If they do not resign, they
will be notified by mail or email that they have been released of their
position.
ELECTIONS
Regular elections will be held every two years.
The election of treasurer will be every four years. In October, the secretary
will ask for nominations for officers from the general membership. The
nominations can be made on the SmallestHorse Group message board.
In November, the nominations will be placed on the voting
poll on the message board. Voting will end on November 30th. Voting
will be open to all members in good standing of the SmallestHorse Group. The
incoming president should have his/her appointments for Committee Chair Persons
(Advisory Committee) announced on the message board in December. The new Board
of Directors will take office on January 1st of the following year.
EXECUTIVE COMMITTEE:
The
Executive Committee are responsible for managing the affairs and assets
of the SmallestHorse Group as well as establishing new ways to promote
the Smallest Horses.
Officers will be elected on an annual basis
OFFICER AND COMMITTEE JOB DESCRIPTIONS
The
following job descriptions have been written and approved by the 2005
Executive Committee of the SmallestHorse
Group on
November 7, 2005. The Executive Committee
is made up of the president, vice president,
secretary, treasurer, marketing director and web master director.
PRESIDENT:
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Keep the group going in the right direction of promoting the 30” and under miniature
horse
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State date and time of regular monthly meetings
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Call Special Meetings when needed
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Organize and preside over all meetings
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Appoint members of standing and special committees
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Perform any other functions the Executive Committee deems necessary
VICE PRESIDENT:
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Preside at meetings in absence of the President
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Will be the Chairperson of the Advisory Committees and then report to the Executive Committee for a final vote
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Perform any other functions the Executive Committee deems necessary
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Be next in-line for President of the SmallestHorse Group
SECRETARY:
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Keep minutes of the Executive Committee meetings
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Maintain a roster of all paid members
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Be the receiving of members that are ill or have experienced tragedy in the family and send a card or the appropriate item to the family.
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Keep minutes at all committee meetings
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Post nominations for officers on the General Forum and announce that the elections will be on the polling Forum
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Announce the results of the elections on the General Forum
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Post President’s committee nominations and chairman of the sub-categories.
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Keep a hard copy of the By-Laws
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Perform any other functions the Executive Committee deems necessary
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Produce a monthly or bi-monthly newsletter from SHG
TREASURER:
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Track membership and collect dues
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Keep track of pre-paid dues and membership fees
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Receive applications from new members and post information on forum when membership is paid
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Figure cost of ads – World only paid by check, World only paid by paypal, Journal only paid by check, Journal only if paid by paypal, Both if paid by check and both if paid by
paypal.
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List on forum what each advertising member owes.
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Track payments of ads and collect payments though checks and paypal. Make bank deposits. Mark each farm paid when money is received
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Send out ad payment and renewal reminders
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Forward member list to the advertising director for each new ad of the World and Journal
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Send checks to advertising manager for new ads in World and Journal
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Keep an up-to-date email list of paid members
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Reimburse and pay bills for SHG that are approved by the Executive Committee
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Keep financials for the SHG
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Answer member question about payments
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Send out mass email when new Magazines’ costs are
posted
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Perform any other functions the Executive Committee deems necessary
DIRECTORS:
The
directors of the SmallestHorse Group have
very specific jobs to be done. These positions were appointed by
the President and their term will continue unless the director decides
to no longer hold the position or if the person holding the position
does not abide by the by-laws of the
SmallestHorse Group. In case of violation of rules, the
Officers may ask for the resignation of the Director. Because of
the special skills required for the Directors’ positions the president
will ask for volunteers and the officers will make a decision on the
selection of the new director.
MARKETING DIRECTOR:
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Responsible for announcing the theme for the upcoming magazines. The themes will come from the advertising committee and will be posted by the advertising directors.
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Send in the World and Journal Ads in proper format by the new dates
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Be in charge of producing new literature and hand-outs for advertising
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Seek out new ideas for advertising to present to the Executive Committee
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Be the holding place for the left over brochures and fliers
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Notify the members through the forum where advertising materials is stored
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Make sure that literature is distributed to National, World and other shows and activities in a timely fashion.
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Keep a tab for reimbursement to be submitted to the treasurer and approved by the Executive Committee.
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Perform any other functions the Executive Committee deems necessary
WEB MASTER DIRECTOR:
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Answer emails regarding membership, forum problems, photo gallery problems, etc
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Add new members to members' user group so they can participate in the polls
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Keep the website updated
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Keep the forum updated
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Keep the membership page updated
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Help design banners for the website
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Look for ways to improve the website and get the word of the SmallestHorse group out there
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Watch dog over forum for unwanted visitors
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Help members with their avatars
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As one of the moderators, watch for post that are not suitable for SHG forum
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Post articles from members on to the information part of the site
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Post accomplishments of 30” and under horses and their
owners
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Add amendments to the by-laws as approved
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Perform any other functions the Executive Committee deems necessary
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Set up photo gallery and for sale gallery for new members
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Get the SOE forms on line to be filled out
ADVISORY COMMITTEES:
ADVISORY COMMITTEE should be made up of members in good standing and
each should have input into what the committees are doing. Each
committee will have a chairperson; however the chairperson of the
Advertising Committee will be the Marketing Director. Members
and Officers may serve on more than one committee. Final
decisions will be made by the Executive Committee. The Executive
Committee will give serious consideration to the recommendations made
by the Advisory Committee. More committees may be added as the
Executive Committee feel necessary.
Any membership in good standing is invited to volunteer for
chairperson or a committee member of any of the committees.
AMHA/AMHR LIASON
The AMHA/AMHR LIASON must be someone that is up-to-date on the current
rules and regulations and able to represent the
SmallestHorse Group and other miniature owners in a dignified
and professional manner.
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Responsible for gathering information about the needs and changes that we need to take an active participation.
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Compose rule changes in the appropriate format to present to the correct organization.
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Suggested rule changes or enforcement – measurement – electronic
mail
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Perform any other functions the Executive Committee deems necessary
WELCOMING COMMITTEE
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Send the welcoming letter to the new members that are announced on the forum
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Watch the new sign-ups on the forum and send them an email thanking them for signing up, notifying of membership benefits, and invite them to join in on the discussion of the 30” and under
horse.
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Perform any other functions the Executive Committee deems necessary
ACTIVITIES COMMITTEE
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Clarify the SOE – decide on a beginning and ending
date
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Help to get an on-line form to complete so that it can be emailed
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Brainstorm about some contests to be held on the forum and rewards for the winners – example first foal of 2006….Possible have a horse of the month (like
equisite and then let the high points be horse of the year)
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Start the planning process of a SmallestHorse Group meeting or show
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Perform any other functions the Executive Committee deems necessary
AMENDMENTS:
We may amend at any time by posting amended terms to our site.
All amended terms become effective 30 days after posting.
PENALTIES:
Fair business practices are to be maintained by all members at all
times, any person that fails to comply may be suspended or expelled from
the SmallestHorse Group.
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Charges of Misconduct - Procedure:
Any party in interest may file with the Secretary, upon information and
belief charges of misconduct against any other member, including but not
limited to officers and committee members. Prepare a plain and concise
statement specifying the alleged acts of misconduct or misrepresentation
of another and file with the secretary. The Secretary shall refer copies
of said statement, together with any other pertinent information to the
Board who shall act as Ethics and Hearing Committee with the exception
of charges of misconduct against a Board member. In this case the Board
shall select an Ethics and Hearing Committee of other members in good
standing exclusive of the Board, of at least three members.
Before any action shall be taken against the party accused, he/she shall
be furnished with a concise statement of the charges, together with a
notice that he/she file a written answer thereto within 15 days, or in
default thereof, said charges may be taken as true. The Ethics and
Hearing Committee shall report its finding and recommendations to the
board of Directors, who shall, by a majority vote, censure or suspend
any member, officer or other person. Should the Ethics and Hearing
Committee recommend expelling, the Board of Directors shall then ask the
Secretary to give notice to all members of the time and arrangement of a
vote. A two thirds vote of all members entitled to vote is required for
expulsion. See vote paragraph for exceptions
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Grounds for Penalties. If
the Board of Directors of the SmallestHorse Group, finds that any person
has failed to comply with any of these Rules and Regulations or has been
guilty of any misconduct or misrepresentation which in any manner
involved the purpose or good name of the Group, such person may be
expelled or suspended from membership.
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Restoration of Membership.
The Board of Directors may restore to good standing as a member, any
person previously deprived of the privileges of the membership by reason
of expulsion, suspension, or otherwise, upon compliance with the
requirements imposed by said Board.
2006 SHG OFFICERS
PRESIDENT: Tony Cunningham
160 County Road 13685
Paris, TX 75462-3805
903-784-3363
TLCminis@neto.com
2005 SHG OFFICERS
Executive Director: Charlotte Lupton
6804 Acorn Drive
Oklahoma City, OK 73151
405-771-3996
lupton@swbell.net
2004 SHG OFFICERS
Executive Director: Charlotte Lupton
6804 Acorn Drive
Oklahoma City, OK 73151
405-771-3996
lupton@swbell.net
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