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Harmony Kingdom

Bylaws
Adopted 12/1/1999
Amendment 2/29/2000
Amendments 4/11/2008

 

 
HK House of Peers

HK HOUSE OF PEERS - BYLAWS

 

HK HOUSE OF PEERS

BYLAWS

As Amended April 11, 2008

 

ARTICLE I – NAME AND STRUCTURE

The name of this organization shall be "HK House of Peers," hereinafter referred to as "HOP." It shall be a non-profit organization founded by authorized independent Harmony Kingdom Collector Clubs, hereinafter referred to as "Member Clubs." The voting members of HOP shall consist of representatives, known as delegates, from each of the member clubs.

HOP is independent of Harmony Ball Company, and PGF, Ltd., hereinafter collectively referred to as "the Company," and the Royal Watch, but is endorsed by these entities in a mutual effort to promote Harmony Kingdom collectibles and encourage participation in the independent member clubs.

 

ARTICLE II – PURPOSE

The Member Clubs have certain shared values that guide the actions of HOP. They are: (1) The spirit of collecting stays alive by encouraging communication between the Company and collectors; (2) All Harmony Kingdom collectors’ ideas are valuable and worthy of being shared among other collectors and with the Company; (3) Collector Clubs are an integral part of the continued success of a collectible line; 4) Collectors and the Company alike should treat each other with dignity and respect; and (5) We promote harmony within the collecting community and share that harmony with society as a whole through charitable works.

The purpose of HOP shall be to: (1) Insure communication among Member Clubs and assist in the coordination of multi-club activities; (2) Sponsor collector activities at the national or international level; (3) Serve as liaison between the Company and Member Clubs; (4) Coordinate charitable activities on a national or international level, and (5) Review applications submitted by independent Harmony Kingdom clubs and make recommendations to the Company within the guidelines established for authorized independent club status.

 

ARTICLE III – MEMBERSHIP

Section 1 – Membership. Membership in HOP is open to all authorized independent Harmony Kingdom collector clubs.

Section 2 – Delegates. Each Member Club shall select one primary HOP delegate and one alternate HOP delegate. To facilitate decision making and information flow, at least one delegate from each Member Club shall be an officer or a member of their Board of Directors. Furthermore, due to the distances involved and the necessity to keep apprised of developments as they occur, all HOP delegates and alternates must be available via e-mail and have Internet access. A delegate and the alternate may not be from the same household. It is recommended that a HOP delegate or a proxy delegate attend the Annual Meeting.

Section 3 – Use of Personal Information.From time to time it becomes necessary to announce thanks or congratulate a delegate for participation in HOP activities, or to provide contact information for HOP related purposes. Therefore, unless denied in writing by the delegate, permission is hereby granted to HOP to use said delegate’s name and contact information in HOP or the Company publications, including the Company or HOP Web sites. Information received from clubs about the club, their officers or delegates is needed to perform HOP functions. With the submission of information to HOP, the club hereby grants HOP permission to use said information as it relates to HOP activities. Personal information on HOP delegates will not be released outside the organization for any other purpose without the delegate’s permission.

Section 4 – Term of Office. The term of office for each clubs’ delegates shall be established by the Member Club. Member clubs are required to immediately notify HOP of any delegate changes.

Section 5 – Duties.

Section 5.1 – Primary Delegate.The duties of a primary HOP delegate is to represent the interests of the Member Club with HOP activities and to act in the best interests of Harmony Kingdom collectors as a whole. Accomplishing this may involve: attending meetings either in person or electronically; disseminating information provided by HOP to Club Members; responding to requests from HOP for information about the Member Club; and participating in HOP decision making processes. The primary delegate is authorized to vote on any HOP matter on behalf of the Member Club.

Section 5.2 – Alternate Delegate.The duty of an alternate delegate is to represent the Member Club in the absence of the primary delegate. An alternate delegate is authorized to vote on HOP matters only in the absence of the primary delegate.

Section 6 – Removal of delegates.

Section 6.1 –Delegates may be removed from the position of delegate at any time by the Member Club in accordance with the Bylaws of that club.

Section 6.2 – If a delegate fails to perform their duties as specified above, HOP may request that the Member Club select another delegate to represent their best interests.

 

ARTICLE IV – OFFICERS

Section 1 – Officers.There shall be five (5) elected officers, which shall comprise the Board. The elected officers shall be: 1) President; 2) Vice President; 3) Secretary; 4) Treasurer; and 5) Member-at-Large.

Section 2 – Election of Officers.

Section 2.1 – Nominations. Prior to each Annual Meeting, a Nominating Committee shall be selected by the Board to provide a slate of officers for the expiring terms. The slate will be submitted to the delegates 30 days prior to the Annual Meeting. At the Annual Meeting of HOP, the delegates shall elect officers to serve for the respective terms. Nominees must be a delegate (primary or alternate) of their Member Club. Only one delegate of a Member Club can be an officer at the same time.

Section 2.2 – Elections. Voting shall be by voice vote unless the delegates agree to a written, mail, or electronic ballot. Officers shall be considered duly elected by a simple majority vote of the members voting. In the event of a tie, the delegates shall vote again. In the event of a tie after the second vote, the winner will be determined by the flip of a coin.

Section 2.3 – Term of Office. Officers shall serve for a term of two (2) years or until their successors are elected and installed. In order to ensure that there is continuity on the Board, the terms will be staggered so that no more than three officers will be elected in any one year. To accomplish this the President, Secretary, and Member-at-Large are elected in one year and the Vice President and Treasurer are elected the following year.

Section 2.4Vacancies.A vacancy in any office shall be filled by appointment of the Board for the remainder of the fiscal year, unless more than one delegate in good standing volunteers for the position. In which case selection will be made by a simple majority of voting delegates. If the vacancy will be longer than one fiscal year, the position shall be included in the next election process and the term shall be one year. Should a HOP officer cease to be the Member Club’s delegate to HOP, the HOP office will be considered vacant.

Section 3 – Duties of the Board.

Section 3.1 – Meetings.The Board shall meet prior to the Annual Meeting of HOP, and at other times as necessary, or as called by the President, or by three (3) officers of the Board, to discuss any pending business. Three (3) officers present at a meeting shall constitute a quorum for voting. Meetings may be conducted in person or via electronic means (e.g. telephone conference or via the Internet).

Section 3.2Finances. The Board shall approve an operating budget annually, which shall be available to Member Clubs. Payment of bills over one hundred U.S. Dollars ($100.00), which are not within the approved budget, must have prior approval by the Board.

Section 3.3 – Removal From Office.The Board, by vote at a meeting with a quorum present, shall have the power to remove a Board member from office for continued or frequent non-performance of their duties as specified in the bylaws and / or for any malfeasance or misfeasance in office.

Section 3.4 – Appointed Positions. The Board shall have the authority to create and dissolve special committees or positions as necessary, such as but not limited to: Webmaster, Charity Coordinator or Special Event Coordinator. Any collector, including HOP officers, may hold these positions. These appointed positions may vote on specific issues at the discretion of the Board.

Section 3.5Dissolution.In the event of dissolution, all outstanding bills shall be paid. Assets remaining shall be donated to a 501(c)(3) charitable tax-exempt organization as recognized by the Internal Revenue Service and selected by the HOP delegates. The delegates shall be notified of the final disbursement of funds.

Section 4 – Duties of the Officers.

Section 4.1 – President:It shall be the duty of the President to preside at all HOP and Board meetings. The president may vote at Board meetings. In the event of a tie, a second ballot shall be cast. In the event of a tie on the second ballot, the President will cast the deciding vote. The President shall serve as the liaison between HOP and the Company.

Section 4.2 – Vice President:In the absence of the President, the Vice President shall fulfill all duties and responsibilities of the President as indicated in Section 4.1 of this article. The Vice President shall perform such other duties as specified by the Board.

Section 4.3 – Secretary:It shall be the duty of the Secretary to keep a full and accurate record of the minutes of all General and Board meetings. The Secretary shall submit written minutes to the Board for approval. The Secretary shall maintain copies of HOP correspondence. The Secretary shall maintain current records of all clubs’ details including, but not limited to, the addresses and other contact information for Member Club Officers and Delegates, club and donation addresses, meeting and location information, and any other information which may be used on HOP Club Web pages. To assist in the authorization of new clubs and facilitate the gathering of forms and details needed to submit an application to the Company for authorized independent club approval.

Section 4.4 – Treasurer:It shall be the duty of the Treasurer to keep a full and accurate record of all monetary transactions of HOP. The Treasurer shall receive all funds and deposit them in HOP’s bank account. The Treasurer shall disburse funds at the direction of the Board. The President is authorized to sign checks in the absence of the Treasurer. The Treasurer shall prepare a current financial report for each Board meeting and a final report for the Board within 30 days of the end of the fiscal year for the Board’s approval. The Board may request that a non-Board member perform an audit. The Treasurer shall prepare a budget for the next fiscal year by April 1st of each year, presenting it to the Board for review. The Board shall secure budget approval at the Annual Meeting. Upon approval, the budget will be distributed to voting delegates.

Section 4.5 – Member-at-Large:A Member-at-Large shall serve on the Board. The Member-at-Large shall from time to time perform duties as specified by the Board.

Section 4.6 – It shall be the duty of the officers to attend all General and Board Meetings, either in person or electronically. Should an officer be unable to attend a meeting, the officer shall ensure that his or her duties (e.g., reports, etc.) are presented by another officer. All officers shall submit receipts to the Treasurer for reimbursement of all approved expenses.

 

ARTICLE V – MEETINGS

Section 1 – There shall be an Annual Meeting of HOP delegates in conjunction with an annual event. If no collector event is held, then the Board shall schedule an Annual Meeting at a place and time convenient to the delegates. Additional meetings may be scheduled at the discretion of the Board as needed. Meetings may be conducted in person or via electronic means (e.g. telephone conference or the Internet).

Section 2 –The Board shall call a Special Meeting upon the written request of five (5) delegates. A Special Meeting can be held in person or electronically. Notice of a Special Meeting conducted electronically and the business to be transacted must be given to all delegates at least five (5) days prior to the meeting ("Proper Notice"). If the meeting will be held in person, notice must be given at least twenty-one (21) days prior to the meeting ("Proper Notice"). Only business for which the Special Meeting was called may be transacted.

Section 3 –At any Annual, General, or Special Meeting, after Proper Notice to the delegates, the voting delegates attending, either in person or electronically, shall constitute a quorum.  If the meeting is held completely electronically, two-thirds (2/3) of the voting delegates shall constitute a quorum.

 

ARTICLE VI – GENERAL

Section 1 –The fiscal year of the organization shall be from July 1 through June 30.

Section 2 –HOP officers, delegates, and collectors appointed to committees or positions where they represent HOP, may not accept gifts from any company or organization that would result in the appearance of a conflict of interest. The Board shall determine in advance if under special circumstances and in the best interest of HOP an exception shall be granted.

 

ARTICLE VII – BYLAWS

Section 1 –These Bylaws may be amended by a two-thirds (2/3) majority vote of the delegates.  Proposed Bylaw amendments shall be provided to all voting delegates at least thirty days (30) prior to voting.  Absentee ballots shall be permitted.

Section 2 –Inclusion of the rules contained in the current edition of "Roberts Rules of Order, Newly Revised" shall govern in all cases to which they are applicable and as long as they are not inconsistent with these Bylaws.

Section 3 –The delegates of HOP ratified these Bylaws on December 1, 1999; they became effective immediately. All amendments become effective immediately upon approval by the delegates.

 

___________________________________
Leanna Barron, President HK House of Peers

HK House of Peers - Member Club
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