Articles of Organization

Purpose of the International Miniature Appaloosa & Pintaloosa Club

To promote the concept and added value of miniature appaloosa and pintaloosa patterned horses.
To promote the concept that member farms are where to look for quality miniature appaloosa & pintaloosa colored horses.
To promote, through our breed registries, judging practices in the show ring which give the miniature appaloosa & pintaloosa horses equal consideration with all miniature horses.
To utilize membership numbers to reduce advertising costs for all members.

Articles of Organization of The International Miniature Appaloosa & Pintaloosa Club

International Miniature Appaloosa & Pintaloosa Club - MISSION STATEMENT

This club will bring together the common interests of Miniature Horse enthusiasts who share the pattern preferences recognized as appaloosa and pintaloosa. This club will offer a place for its members to come together without prejudice to discuss the interests and issues unique to the appaloosa and pintaloosa Miniature Horse. Our primary goal is to encourage the production of a correct and balanced appaloosa or pintaloosa Miniature Horse while maintaining the integrity of the breed according to published Miniature Horse standards. Members of this group will foster growth and membership in the International Miniature Appaloosa and Pintaloosa Club through promotion, recognition, advertisement and publicity of Miniature Horses visually characterized as appaloosa and pintaloosa.

MEMBERSHIP

Membership is open to any person, partnership or corporation owning or interested in Miniature Appaloosa and-or Pintaloosa horses.

Membership applications from potential members will be submitted to the Board of Directors by the IMAPC Secretary by posting the application information within the Officer's Area on the date of receipt. The IMAPC Secretary is responsible for sending an email to the Board of Director's, stating a new application has been posted for review.

The IMAPC Treasurer will additionally provide confirmation that a check or paypal has been received for membership dues, by posting this information as a reply to the member application posting.

ALL membership applications will be reviewed by the full Board of Directors. Membership will be approved or disapproved by a majority vote of the Board within 5 days of posting via email or in a Special Board Meeting called for this purpose. If the new membership application is from a prior member, or an applicant who has been denied membership in the past, this process will still be initiated and followed to completion.

If membership is approved, the IMAPC Secretary will send a welcome letter to the new member. Additionally, the new member will be added to the IMAPC Forum with full membership privileges.

If membership is not approved, the Board of Directors will jointly issue a letter to the potential member, notifying them of their non-acceptance into IMAPC. This letter will provide no additional information other than membership was not approved.

Some reasons for disapproval may include, but are not limited to:
a. known unsatisfactory business practices,
b. suspension from AMHA, AMHR or other Miniature Horse Registries.

No Board Member will discuss the Board's decision with any denied applicant. If questions are raised by the denied member, the Board will meet to appropriately define next steps to the denied applicant.

FEES

Membership fees are currently $25 annually, per farm/single membership, $50 annually for Corporate Membership, Sponsorship $100 annually, and are used to cover the expenses of promoting the club mission, and general membership webmaster fees.

The Membership year runs January through December. Membership renewal payments are due on or before November 1st for the following year, to prevent a lapse in advertising privileges for the January/February magazines, which are collected for during the last quarter.

Fees are payable to the Treasurer and may be paid by personal check or via the IMAPC PayPal account. The fee for using PayPal is currently 3% + $0.30 per transaction, so the following applies: Single membership = $ 25.00 check or $ 26.05 PayPal *** Corp. membership = $ 50.00 check or $ 51.80 PayPal *** Sponsor membership = $100.00 check or $103.30 PayPal

Membership fees may be increased according to Club needs on an annual basis by a majority vote of members in good standing.

Fees associated with paypal or any other similar service may be adjusted when necessary by a majority vote of executive board.

The IMAPC Club offers a 10 day grace period for membership dues. If the membership renewal is sent out, and the renewal payment is not received by due date a written membership renewal or a phone call will be made within the 10 days grace period, to ensure each member has received proper notification of the renewal fee due, and to determine their intent to renew.

Failure to pay by the due date, including the grace period will result in suspension and (if applicable) loss of charter status. Additionally, if a member who was suspended for lack of payment decides to rejoin and submits prior balance and new membership fee the charter status is NOT reinstated.

MEMBERSHIP PRIVILEGES:

Members in good standing are granted the right to vote in any and all IMAPC activities calling for a membership vote. These activities shall include, but are not limited to: election of officers, amendments to the bylaws, polls, or any issue the Board of Directors deem necessary. All membership types are considered equal and are granted 1 vote in above said activities.

Any IMAPC Member in good standing is encouraged to volunteer and participate as a Committee member, and/or volunteer to be Chairperson on IMAPC committees.

Any member in good standing has the right and privilege to participate in IMAPC advertising, including but not limited to the AMHA, AMHR and Showcase magazines. Fees associated with said advertising are not included in the membership dues, and are to be paid according to advertising due dates and advertising rates. Failure to pay said fees in a timely manner can revoke the right and privilege to participate in advertising. (See Advertising for further clarification.

ADVERTISING

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

Additional advertising costs are not included in basic membership.

Advertising ad fees are based on the number of members participating. The amount will be posted on the message board/mass e-mails or any other form of communication deemed necessary and appropriate to reach all members and payments are to be made to the Treasurer or as indicated in communication.
Members are NOT required to support any particular medium of advertising.
If payment is not received before deadline for any particular ad, regardless of medium, your ad will not be published in that issue.
If any member is delinquent in making payment for the advertising in question, especially if not a first occurrence, that causes delays in submitting advertising, loss of funds for IMAPC, due to having ad redone etc. that member shall be reviewed for inclusion in any further advertising and asked to reimburse the Club for any extra expenditures it may have had to absorb due to the member delay.
Termination of membership will not result in a refund!

PHOTOS:

Photos in advertising will be allowed according to space and costs and will be rotated in turn beginning with charter members. (Please identify all photos with horse's registry, official name in each registry, age, and the sex )
Photos for Club use must be approved by the Ad Design 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 Club literature and ads.
Pictures of horses to be used in any advertising venue are either owned by member's farm or have been produced by the member farm and have the member farm's name with written permission of current owner provided.

USE OF THE PHOTO GALLERY- Rules will be posted on the forum.

IMAPC ORGANIZATIONAL STRUCTURE

REVISED AS OF 8-31-2008

The following job descriptions in this section have been written by the Executive Board and Board of Directors of the International Miniature Appaloosa & Pintaloosa Club.　 All revisions made　have been posted on the IMAPC Forum for Membership voting, and upon approval, following the guidelines established in these Articles of Organization, they have been added to the Articles of Organization, with their appropriate revision date.

IMAPC OFFICERS

The current Officers of the IMAPC include the following 4 positions:
President
Vice President
Secretary
Treasurer

PRESIDENT - EXECUTIVE BOARD OFFICER (ELECTED):

Keep the club going in the direction of promoting the Miniature Appaloosa and Pintaloosa patterns and the incorporation of the same to all Miniature horse types.

Ensure that the Articles of IMAPC Organization are followed during all processes and meetings of the Board.

Coordinate with all Officers and Directors of the Club, to ensure the organizational leaders are working as a team for the membership.

State date and time of regular monthly meetings, and call special meetings as appropriate.

Ensure the Membership has access to posted Board minutes and posted Treasurer's reports, being ready to answer any membership questions, in coordination with the appropriate Director or Officer.

Organize and preside over all meetings.

Appoint members of standing to open committees and Director positions, per the Articles of Organization.

Perform any other functions the Board deems necessary.

Perform all duties in a timely and professional fashion.

Act as Administrator on the IMAPC Forum, and watch for post/posters that are not suitable for the forum, editing as necessary.

VICE PRESIDENT - EXECUTIVE BOARD OFFICER (ELECTED):

Preside at meetings in absence of the President.

Will be a member of all Committees and liaison to the Executive Board for a final vote if required.

Maintain Committee names and members listings on the VP Forum, with contact information for Committee Chairs.

Summarize transcripts of the Executive Committee meetings, for approval and posting in the appropriate area.

Post President's committee nominations and/or Board nominations and appointments appropriately for the membership.

Act as Administrator on the IMAPC Forum, and watch for post/posters that are not suitable for the forum, editing as necessary.

Perform any other functions the Executive Board deems necessary.

Perform all duties in a timely and professional manner.

SECRETARY - EXECUTIVE BOARD OFFICER (ELECTED):

Receive applications from new members and provide information to Board of Directors about new person seeking Membership.

Coordinate with Treasurer and Membership Director for the confirmation of membership fees paid, and for posting a "new member" welcome on the forum.

Coordinate with the Treasurer and Ad Coordinator on receipt of Advertising payments received for updating the Ad listing for the magazines. Archive advertising cost history provided by AD Coordinator Chairperson.

Send out membership payment and/or renewal reminders in coordination with the Treasurer. Post nominations for officers and setup and monitor polling/voting.

Announce the results of the elections on the IMAPC Forum and maintain a record of the same.

Perform any other functions the Executive Committee deems necessary.

Maintain the official roster of all members.

Take minutes of the Board meetings.

Act as Moderator on IMAPC Forum.

Perform all duties in a timely and professional manner.

TREASURER - EXECUTIVE BOARD OFFICER (ELECTED):

Track membership and coordinate with Secretary in the collection of dues. Maintain an itemized listing of pre-paid dues and membership fees.

Coordinate with Secretary and Membership Director for the confirmation of membership fees paid, and for posting a "new member" welcome on the forum, mark each farm paid when money is received for memberships on a central and coordinated membership forum listing.

Coordinate with Advertising in the collection and reporting of advertising fees collected and disbursed, maintaining a visual listing of those farms advertising, and showing payment status.

Make bank deposits.

Send out membership payment and renewal reminders in coordination with the Secretary.

Collect and submit bills for approval to the Board. Pay all bills approved within 24 hours of their approval.

Maintain accurate financials for IMAPC, providing a written Treasurers report for each Board Meetings. A Treasurer's report should include the ending balance from the last meeting, all expenses paid out that during the month with a total, all money coming in during the month with a total and the "New" ending balance for the month. This is to be done in writing each month for each meeting.

Answer member question about payments.

Prepare Financial Books for yearly outside review, and tax preparation.

Perform any other functions the Executive Committee deems necessary.

Act as Moderator on IMAPC Forum.

Perform all duties in a timely and professional manner.

IMAPC DIRECTORS

The Executive Board appoints Directors, and shall designate and appoint all committees which are necessary for the active functions of the general affairs of the Club, delegating specific powers, duties, and authority to committees that are appointed. Their term will continue unless the Director decides to RESIGN the position or if the person holding the position does not abide by the bylaws of the International Miniature Pintaloosa & Appaloosa Club. In cases of violation of rules, the Executive Board (by a majority vote) may ask for the resignation of the Director.

Directors who do not take part in the management of the Club for a period of three (3) consecutive months will automatically cease to be a member of the Board of Directors.

The current Directors of the IMAPC, include the following 5 positions:

Ad Coordination Director

Web Master Director

Membership Director

Historian Director

Incentive Program Director

AD COORDINATION DIRECTOR - Board Member (Appointed):

Answer emails regarding membership, forum problems, photo gallery problems, etc.

Add new members to member's user area so they can participate in the polls and members only features of forum.

Coordinate with the Web Master to keep the website updated.

Keep the forum updated.

Keep the membership page updated.

Help design banners for the website if necessary for members.

Look for ways to improve the website and get the word of the Miniature Appaloosa & Pintaloosa Club spread.

Help members with their avatars.

As one of the moderators, watch for post/posters that are not suitable for the forum.

Post articles/pictures from members on to the appropriate part of the site or forum.

Post accomplishments of horses and their owners.

Add amendments to the by-laws as approved.

Perform any other functions the Executive Board deems necessary.

Set up photo gallery and/or for sale gallery for new members.

Perform all duties in a timely and professional manner.

WEB MASTER DIRECTOR - Board Member (Appointed):

Keep the website updated.

Keep the forum updated.

Keep the membership page updated.

Add amendments to the by-laws as approved.

Perform all duties in a timely and professional manner.

Advise members of options for obtaining advertising banners by recommending graphic designers.

Is invited to all Board meetings as a seated Director, however is not required to participate in Board meetings unless notified that the website/forum or other computer work will be a topic of discussion.

MEMBERSHIP DIRECTOR - Board Member (Appointed):

Coordinate with the Treasurer and Secretary, upon receipt of information of a new member joining IMAPC, send a Welcoming letter to the new members, and an IMAPC General Pamphlet, plus Program pamphlet's (i.e. Incentive Pamphlet(s)) and announce them on the forum.

Aid new members in getting their banner information to the appropriate people, explaining the coordination process between the Ad Coordinator and Web Master for the posting of the information.

Let new members know they will receive their login name and password to the forum, and encourage them to participate on the forum.

Peruse-scout magazines, other forums and websites etc. for appaloosa-pintaloosa breeders and issue invitations to join our club.

Perform Liaison functions with the various miniature horse clubs as the Executive Board deems appropriate.

Perform any other functions the Executive Board deems necessary.

Act as Moderator on IMAPC Forum.

Perform all duties in a timely and professional manner.

HISTORIAN DIRECTOR - Board Member (Appointed):

Maintain a historical archive of the club and its members, in both electronic and hardcopy form, including, but not being limited to IMAPC Programs, pamphlets, newsletters, Incentive Programs, and other IMAPC promotional materials, as well as any other media write-ups of Club Functions or relating to IMAPC members.

Maintain a historical archive,in both electronic and hardcopy form, of any and all minutes of meetings of the Executive Board as provided by the Secretary of IMAPC.

Provide miniature horse historical research support functions for members.

Obtain estimates for any proposed expenditures relating to projects the Historian is undertaking, for submission to the Board for approval--prior to the expenditure. The Board will then vote on the expense and the funding of said expense.

Coordinate with Web Master to upload Historical Files to web site for future Historian usage. This is to be done a minimum of every other month.

Perform any other functions the Executive Board deems necessary.

INCENTIVE PROGRAM DIRECTOR - pending:

IMAPC EXECUTIVE BOARD

IMAPC shall be managed by the Executive Board which shall have all the powers, duties, and authority permitted by the articles of IMAPC, bylaws and rules, and any applicable law. The Executive Board is responsible for managing the affairs and assets of the International Miniature Appaloosa & Pintaloosa Club. The design of the Executive Board is to have an odd number of members, thereby excluding the opportunity for a deadlock in voting.

The IMAPC Executive Board consists of the following 5 positions:
President
Vice President
Secretary
Treasurer
1 appointed Director

IMAPC BOARD

The design of the IMAPC Board is to have an odd number of members, thereby excluding the opportunity for a deadlock in voting.

An IMAPC Board Meeting consists of the following 9 member positions:
President
Vice President
Secretary
Treasurer
Web Master Director
Ad & Web Coordination Director
Membership Director
Historian Director
Incentive Program Director

Order of business at all meetings will generally follow the current edition of Robert's Rules of Order unless specified differently in the articles of bylaws and rules of IMAPC.

IMAPC BOARD MEETING QUORUM

In order for any Board Meeting to conduct business, a "quorum" must be present. A "QUORUM" consists of the following Board members:

1. The President OR Vice President (Officer)
2. The Secretary OR Treasurer (Officer)
3. 1 Director (Director)

An Officer from each of categories 1 and 2 plus 1 Director--or a minimum of 3 must be present for the purpose of conducing business for IMAPC.

GOVERNING RULES FOR HOLDING POSITIONS IN IMAPC

No one person may hold more than one Club management position. Each person has an area of responsibility, yet does have a requirement to coordinate with other positions, i.e. check with treasurer for payments, etc.

The President shall preside over all Meetings of the Club. He/She shall act as Chief Executive Officer of the Club. See Job Description.

The Vice President shall have the power and exercise the duties of the President in case of the President’s absence and have other powers and perform such other duties as may be prescribed for him/her by the President. See Job Description.

The Secretary shall keep accurate minutes of all meetings of the Club and send a brief summary each month to the Newsletter Editor. He/She shall keep an accurate record of all Members on file and check periodically with the Membership/Hospitality Chairman. See Job Description

The Treasurer, being subject to the General Board of Directors, shall collect and receive all money due or received by the Club and receipt whereof. He/She shall deposit same immediately in the bank designated by the General Board of Directors. Payment of other bills shall be dispersed as ordered by the Board of Directors requiring receipt of proper invoices for such disbursements.

The financial books of IMAPC shall at all times be open for inspection and the Treasurer shall report to the Club the condition of them at each meeting and submit a written treasurer’s report to the President. At the discretion of the President and the Board of directors an audit of the account by a Committee appointed by the Board may be called for. Additionally, the Treasurer shall be responsible for the timely filing of the Club’s tax return for the period of the Treasurer’s term. See Job Description.

EXPENDITURES

All expenses to be charged to the club must be voted on by the majority of the club members in good standing at the time of voting. By consensus of the board of directors, IMAPC may spend up to $150.00 without going to a vote of the membership. In the event a majority of the paid club members in good standing do not act to vote, the Executive Board may make the final decision on expenditures.

The Board of Directors may approve payment for all ads that exceed this amount in which members have paid their share to be advertised in, including the cost of designing the magazine advertisements.

Members submitting costs for reimbursement, must meet the guideline that the costs must be related to the betterment of the club.

All reimbursement requests must be submitted to the Treasurer, who will bring it to the attention of the Board of Directors. All reimbursement requests and/or submission of expenses must have the actual receipt when submitted, no hand written messages of what was spent.

A receipt must have the following in order to be considered for reimbursement:

1. Name of Vendor/Merchant
2. Address of Vendor/Merchant
3. Date of Purchase
4. Item purchased or service provided
5. Cost of item
6. If Sales tax, the amount on the receipt
7. Purpose of the expense
8. Who initiated the expense - who spent the money
9. Who approved the expense
10. The name and address of the person being reimbursed

Should there be an urgency for the reimbursement, a Special Meeting may be called for Board approval of such a reimbursement. If there is no urgency, the reimbursement will be brought to the Board's attention and approval, at their next, regularly scheduled meeting. The only exception to this process will be the Web Master billings, which will be paid upon receipt, funds permitting.

Payments, unless otherwise noted, shall be via our bank's online bill payment program, with checks that are sent out on the 5th business day after they are processed with payment authorization.

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.

ELECTIONS

Should it be determined that the Club is in a crisis situation, as determined by vote by the Executive Board, the President can declare an emergency. The full Board of directors then has the power to appoint a (position)-protem to either serve out the remaining term or until an election can be held, the time frame to be determined by the full Board.

When the Board fills an empty position, determining that the position is being filled as an "interim" position, regular elections are held at the expected time to coordinate with the termination of the office that had been vacated. The member selected and appointed by the Board to fill the Interim position, will be included in the selection of nominees.

If the Board "appointed nominee" is elected, then their term of office begins with their interim apointment date. This allows for continued staggering of positions, never leaving IMAPC with the possibility of seating an entire new set of Officers.

TERMS OF OFFICE

President 2 years, Vice-President 2 years, Secretary 2 years, Treasurer 4 years. Officers may serve for more than two consecutive terms. Officers will be elected as needed and in cases of resignation, with normal nominating and voting procedures by members in good standing.

The term of office for any officer will be staggered, thereby never leaving IMAPC with the possibility of seating an entire new set of Officers.

ELECTIONS

Any member in good standing, having been a member for a period of one (1) year, may seek an Officer position. Nominations may be posted either on the open forum, and/or sent to the Secretary.

Nominations for individuals to fill the soon to be vacated office(s) will be performed for a period of 15 days, beginning 60 days from the expiration date of the Officer’s term.

The final list of Nominees will be posted by the office of the Secretary, 45 days prior to the expiration date of the Officer’s term.

Open voting, by members in good standing, will be on the open forum via a poll set up for that purpose.

Upon election, the incumbent Officer will transition their office and duties to the newly elected Officer. However, special elections may be held as directed by the Board of Directors to help fill unexpected vacancies.

VOTING

IMAPC has set the minimum number of membership votes needed to be considered a "Majority" vote, to be a minimum of 2/3 of the membership in good standing at the time a vote is taken.

In cases where less than 2/3 of the membership participates in a vote, the Executive Board is given the right to call for a "re-vote" on the issue or making their best decision based on those votes cast..

Voting may be done by "poll" on the forum, an offsite voting/polling program, by paper ballot or email. The type of voting will be determined at the discretion of the Executive Board.

Any IMAPC member in good standing may present an issue, asking that a vote be taken to consider the direction the club should take.

1. The issue must be presented in written format to the Executive Board.
2. Should the Executive Board decide there is a valid issue for the club, they may take it to the full Board for discussion and the determination for the need for a vote to resolve the issue.
3. Should a vote be determined necessary, the above voting rules will be followed.

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