ARTICLE I NAME AND STRUCTURE
HOP is independent of Harmony Ball
Company,[ Harmony International, Antiquark] 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 III MEMBERSHIP
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.[ Retail operators for the
Company may not be HOP delegates.] 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
Section 2 Election of Officers.
Section 2.1 Nominations.[ In April of each year] 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[ in
May] 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[ the primary] 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 2.3 Term of
Office. Officers shall serve for a term of two (2) years[, excluding the first
fiscal year of operation (1999), where officers shall serve for one (1) year,] 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[, in the second year of operation (2000)] the President,
Secretary, and Member-at-Large are elected[ to a two-year term] in one year and the Vice President and
Treasurer are elected[ to a one-year term] the following year.
Section 2.4 Vacancies.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 Clubs[ primary] 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)[ members] officers of the Board, to discuss any
pending business. Three (3)[ members] 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 3.2 Finances. The Board shall approve an operating budget annually, which shall be available to Member
Clubs. Payment of bills over[ Twenty-five] one hundred U.S. Dollars[ ($25.00)] ($100.00), which are not within the
approved budget, must have prior approval by the Board.
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.[ (Exception: Treasurer and Charity Coordinator may not be held by the same
person).] These appointed positions[ do not have voting privileges on the Board, nor entitle the position additional voting privileges for their Member Club] may vote on specific issues at the discretion of the Board.
Section 4 Duties of the
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 HOPs
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 Boards approval. The
Board[ shall ensure] may request that a non-Board member perform[s] an audit[ no later than January 30th of the following year]. 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 1 There
shall be an Annual Meeting of HOP delegates in[ June of each year. This meeting may
coincide with the International Collectibles Exposition generally held in Rosemont,
Illinois] 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
Leanna Barron, President HK House of Peers
Amendments adopted April 11, 2008