HK HOUSE OF PEERS
- INDEPENDENT CLUB GUIDELINES
Harmony Kingdom
Authorized Independent Club Guidelines
Revised:
March 17, 2009
This is an agreement between Harmony
Kingdom and a Harmony Kingdom Independent Club (hereinafter referred to as Club)
regarding
Harmony Kingdom Authorized Independent Club status.
The HK House of Peers (hereinafter
referred to as HOP) will process all Club applications and in turn will submit
completed applications to Harmony Kingdom for final authorization.
Harmony Kingdom and HOP requires certain
guidelines and rules be followed for each Club to maintain 'authorized' status.
An independent Club must adhere to the following rules and guidelines:
- The Club should have
a positive purpose based upon Harmony Kingdom. The sharing of
information about Harmony Kingdom, charitable work and fun social
events are three primary focuses for each Club.
- The Club shall
maintain a minimum Club membership of
twenty-five (25) members.
- The Club should
conform to geographical, population and
club membership criteria set by Harmony Kingdom. These are based on
the following rules:
- Clubs
should be collector run and not exclusively for customers of a
single dealer;
- Whenever
geographically feasible, potential Club members are encouraged
to join an existing Club rather than forming a new Club. It is
our intent to consolidate Club membership to maximize the size
of each Club;
- Clubs
should not be formed only to take advantage of Harmony Kingdom
special offerings.
- The club shall have
five people in the club appointed / elected for the following
positions (may coincide with or be separate from officers):
- Communications
Coordinator - responsible for newsletters / flyers and
electronic correspondence with the Club members;
- Membership
Coordinator - responsible for the membership database;
- meeting
/ Event Coordinator - responsible for organizing activities;
- Charity
Coordinator - responsible for charitable activities of the Club;
- Helping
Hands Coordinator - responsible for assisting as needed.
Harmony Kingdom
retail store owners or their management staff, HK independent
sales representatives, or Harmony Ball Company / PGF, Ltd. employees
or their subsidiaries cannot hold office or be a delegate in any
club. The intent is not to exclude store sales clerks.
- The Club should
hold at least four group meetings / activities a year (not
virtual). This may include group meetings / activities held jointly
with other Clubs.
- The Club shall adopt
a mission statement with the intent to follow this as a framework
for Club management. This will provide a guiding influence for the
functioning of the Club.
- The Club shall
support one or more charities, providing the opportunity to share a
harmonious relationship with Club members and the community at
large. Your charity may be local, regional or national.
- The Club should
submit a copy of each issue of your newsletter (if applicable) /
flyers or membership correspondence to:
HARMONY BALL COMPANY
MARKETING DEPARTMENT
232 NEILSTON ST
COLUMBUS OH 43215-2636
The intent is to share knowledge of Club activities with Harmony
Ball Company.
- The Club should
abide by all Harmony Kingdom trademark and copyright rules.
Copyright specifics are sent under separate cover with your
authorization. All material is subject to approval by Harmony
Kingdom. Submit all copyright requests to:
HARMONY BALL COMPANY
MARKETING DEPARTMENT
232 NEILSTON ST
COLUMBUS OH 43215-2636
- The Club shall
maintain a version of Microsoft Excel 97 or higher and Microsoft
Word 97 or higher within the Club membership for sharing information
between the Club and HK / HOP as well as other Clubs.
- The Club should
supply a current list of names, addresses and e-mail addresses of
officers and the five Coordinators (see Guideline #4) of the Club to
the House of Peers (Attn: HOP Secretary), as well as name and
address for receipt of HK donations.
- The Club shall
supply a current list of members, in the Excel format provided by
HOP, to the HOP Secretary on a monthly or as needed basis.
- The Club should
provide an e-mail address for the Club President (or officially
designated representative), the five Coordinators, the HOP Delegate
and an Alternate HOP Delegate. It is understood that the officers /
delegate and alternate may also hold one of the five Coordinator
roles. The HOP Delegate and the HOP Alternate Delegate shall have
e-mail addresses, should reside in different households and may hold
other officers positions in the Club.
- The Club should
apply to be officially authorized by Harmony Kingdom by submitting a
Notice of Intent to the House of Peers (Attn: HOP Secretary).
- The Club shall
provide requested information for the annual Club audit to determine
the Club's compliance with the guidelines and appropriateness for
re-authorization. The Club shall report how it used the fundraising
/ charity items and the amounts raised. The Club shall report on the
total amount of charitable donations and the names(s) of the
recipients.
- The Club should
participate in periodic surveys conducted by HBC / PGF / HOP and
shall authorize use of the Peer database for this purpose.
- The Club should
participate in the annual HOP Meeting with at least one
representative at the meeting.
- The Club shall adopt
and submit bylaws that explain how elections are held, dues are
paid, funds distributed, frequency of meetings, sponsorship (if
applicable), procedures for dissolution of Club or membership (if
applicable, including funds of treasury). Send a copy of the Club's
bylaws to the HOP Secretary with your application and anytime they
are amended.
- The Club shall not
release members' names and personal information without specific
written approval of the member. If the Club provides its membership
list to any retailer / sponsor, it must make that list equally
available to all retailers / sponsors.
- The Club should
notify the House of Peers (Attn: HOP Secretary) within two (2) weeks
in the case of dissolution of Club.
Harmony Kingdom / HOP agrees to the following:
- FUND RAISING
DONATION: Harmony Kingdom will supply donations two (2) times per
year of "value items" for fundraising purposes. These will
be shipped in equal quantity to each club regardless of number of
members, in January/February and June/July. These items are to be
used for charity and club fundraising only and will have higher
values than door prize items. At least 50% of the funds raised from
thee items must be given to charity.
- DISCRETIONARY
DONATION: Harmony Kingdom will supply donations two (2) times per
year of "giveaway/door prize items" to be used by the Club
at its discretion. The quantity of items shipped will be based on
Club membership. These donations will be shipped in March/April and
September/October. Examples of "giveaway/door prize items"
include open edition box figurines, hats, tee shirts, jewelry, paper
products, and displays.
- Harmony Kingdom will
list on an annual basis all authorized independent Clubs, as
provided by HOP, in the Royal Watch publication, The Queen's
Courier, usually in the Spring issue.
- Harmony Kingdom will
list authorized independent Club information, as provided by HOP, on
the Harmony Kingdom and/or HOP Website.
- Harmony Kingdom will
supply timely information and updates via e-mail to HOP, who will
then notify the Club via the HOP bulleting board, the HOP Website,
or e-mail.
- While most
communication between Harmony Kingdom and the Club will occur via
HOP, Harmony Kingdom or HOP may contact the specific Coordinator in
the Club about relevant information (i.e. HBC may contact the
Meeting / Event Coordinator in relation to an upcoming event).
- Harmony Kingdom and
HOP will conduct periodic surveys among all Clubs for feedback.
- HOP will organize
and sponsor authorized independent club national events.
- Harmony Kingdom will
supply each Club with a Harmony Kingdom Authorized Independent Club
Certificate.
- Harmony Kingdom will
review each Club yearly, using the audit information provided by
HOP, for renewal.
- Harmony Kingdom
reserves the right to refuse or rescind any Club authorization.
An individual or a group of individuals
may apply for authorization as a Harmony
Kingdom Authorized Independent Club
with the privileges outline above, if they agree to abide by the rules and guidelines outlined above.
Prospective independent clubs should
submit a preliminary [Harmony Kingdom
Authorized Independent Club Application - Notice of Intent]
to reserve a geographical area and apprise HK and HOP of the club
formation so that assistance can be provided. A Club Helper Kit will be
sent to the prospective club. The [Notice of Intent] is a portion of the
information required in the formal [Harmony Kingdom
Authorized Independent Club Application]. The House of Peers,
through the [HOP Secretary], will assist in the completion
and final submission of applications.
Print the forms; [Harmony
Kingdom Authorized Independent Club Application - Notice of Intent] and [Harmony Kingdom
Authorized Independent
Club Application]
found on the HOP Website, or request them by e-mail from [Secretary@HouseofPeers.com]
or by mail from: HK HOUSE OF PEERS (HOP
SECRETARY), 4532 SHOAL CREEK CT, ALEXANDRIA VA 22312-3166.
[Harmony
Kingdom Authorized Independent Club Application -
Notice of Intent]
[Harmony Kingdom
Authorized Independent
Club Application]
© 1999-2009 Harmony Kingdom / HK House of Peers. All rights reserved.
|
[HK/HOP CLUB GUIDELINES] [