Bylaws

Master Gardeners Association of Oklahoma County

Approved June 1, 2005

Article I

Name

Section l.   The name of this organization shall be Master Gardeners Association of Oklahoma County, referred to herein as “Association” that operates under the direct supervision and authority of the Oklahoma State University Cooperative Extension Service.

Article II

Object

Section I.   The primary purpose of the Association is to assist as volunteers, the Horticulture Program of Oklahoma County Extension Service in the following ways:

A.  Answering inquiries relating to horticulture for the County    Extension Service.

B.  As coordinators and counselors in the Master Gardener training program.

C.  Provide County Extension personnel horticulture services as requested wherever applicable.

Section 2.  It shall also provide continuing education and fellowship for members interested in horticulture.

Article III

Membership

Section I.   The membership shall be limited to persons who have completed the Master Gardener training course and the required 60 phone service hours

A.  Certified Active Master Gardeners (C):  Certified Active Master Gardener requires 20 recorded service hours per year and 20 recorded education hours per year.

B.  Associate Master Gardeners (A):  Master Gardeners who do not meet the service and education hours per year.  Associates may re-certify by contributing the 20 hours service and 20 hours education the following year.

C.   Emeritus Master Gardeners (E):  Master Gardeners with over 260 hours service (Honor Roll) will be placed on Emeritus status if they request this status in writing to the Executive Board.  Emeritus status exempts the members of the Honor Roll from the continuing service hour requirement but not the 20 hours of education.

D.  Certified Active and Emeritus Master Gardeners are the voting members of the Association.

Section 2.  A. Student Master Gardeners are non-voting until completion of their contract with the Extension.

B.   Honorary Members:  Honorary membership is for the purpose of honoring those who have been of assistance to its activities.  Honorary members will be selected by the Executive Board from names submitted by the certified members of the Association.

Section 3.  The Association offers its programs to all eligible persons regardless of race, color, national origin, gender, religion, age or disability. 

Article IV

Officers

Section 1.  The officers shall consist of a President, Vice-President, Secretary and Treasurer.

 Section 2.  The officers shall perform the duties as prescribed by these bylaws, and by the Parliamentary Authority adopted by the Association.

Section 3.  Duties of officers:

A.  The President:

(1)   shall be the official representative of the Association.

(2)   shall be at minimum a two year (2 years from graduation date) continuous Certified Grand Master Gardener (500 hours).

(3)   shall appoint all committee chairmen, with approval of the Executive Board, except the Nominating Committee, Bylaw Committee and the Audit Committee.

(4)   shall be the ex officio member of all committees, except the Audit and Nominating Committees.

(5)   shall preside over meetings of the Executive Board and meetings of the Association.

(6)   shall have oversight of monthly newsletter, website and yearly directory.

(7)   perform such other duties as may be expected of the President of an Association. 

B.  The Vice-President:

(1)   shall assist the President, and shall preside at meetings in the event the President is absent.

(2)   shall be at minimum a Certified Senior Master Gardener (160 hours).

(3)   shall be the Program Chairman and shall perform such other duties as may be assigned by the President.

C.  The Secretary:

(1)   shall take the minutes of Executive Board and Association meetings.

(2)   shall be at minimum a Certified Senior Master Gardener (160 hours).

(3)   is Corresponding Secretary for the Association.

(4)   shall yearly, request a copy of the Certificate of Self-Insurance from State of Oklahoma, Department of Central Services, through the Oklahoma County OSU Extension Office.

D.  The Treasurer:

(1)    is responsible for receipt and disbursement of all money in accordance with good fiscal policy.

(2)    shall be at minimum a Certified Senior Master Gardener (160 hours).

(3)    shall keep books that will be audited once a year or at other times as circumstance dictate.

(4)    shall submit all records to the Historian for safe keeping at end of the fiscal year.

(5)    The fiscal year runs from January 1st through December 31st.

Section 4.  The Executive Board at the regular August meeting shall appoint a Nominating Committee.  The committee will solicit written nominees at the September meeting.  The committee shall select at least two candidates (if available) for each office who meet the qualifications from those nominated and the election will be held at the regular November meeting.  Prior consent to serve if elected must be obtained from all nominees.

Section 5.  The officers shall be elected by ballot and majority vote of certified active and emeritus master gardeners.  The officers shall serve for one year or until their successors are installed.  The term of Office will begin with the regular January meeting.

Section 6.  No member shall hold more than one elective office at a time.  No member shall serve more than two consecutive terms in the same office.  The secretary and treasurer can be exempt from term limitations with the approval of the Executive Board.

Article V

The Executive Board

Section 1.  The President, Vice-President, Secretary, Treasurer and all Chairmen of Standing Committees shall constitute the Executive Board.  The Past President and the Horticulture Extension Advisor will serve as voting ex officio members.

Section 2.  The Executive Board shall have general supervision of the affairs of the Association between its business meetings, fix the date, hour and place of meetings, make recommendations to the Association and perform such other duties as are specified herein.  The Board will be subject to the instructions of the Association.

Section 3.  All requests for expenditures must be referred to the Executive Board, which will review and make recommendations.

Section 4.  Majority shall constitute a quorum for an Executive Board meeting.

Section 5.  All Executive Board and Committee meetings are open to the general membership.

Article VI

Meetings

Section 1.  The regular meeting of the Association shall be held on the first Wednesday of each month, unless otherwise ordered by the Membership or the Executive Board.

Section 2.  Special Meetings may be called:

A.  by the President

B.  by the Executive Board

C.  by written request signed by ten or more certified members, indicating the purpose of the special meeting.  A written notice shall be mailed to the membership at least 10 working days before the special meeting.

Section 3.  Fifty members of the Association shall constitute a quorum.

Article VII

Standing Committees

Section 1.  Education Committee.  Composed of a Coordinator and Assistant who shall be certified Senior Master Gardeners (160 hours), and as many counselors as necessary to interview, counsel and assist students to meet the qualifications and standards of the Master Gardner program.    The counselors will be certified Master Gardeners.  The Executive Board must approve any exceptions.  This committee will assist in implementing the programs and “follow up” on the students through completion of contract service hours.

A. Student Materials Subcommittee.  Composed of a Chairman and Assistant and other members necessary for the preparation of educational materials.  The committee shall notify if necessary the Association membership at the monthly meetings of fact sheet revisions.

Section 2.  Public Relations Committee.  Composed of a Chairman, Assistant and other members as necessary.  They will assist the Extension Horticulture Educator in publicizing Master Gardener programs and will be in charge of these activities for the Oklahoma County community.

Section 3.  Gardening Committee.  Composed of a Chairman, Assistant and other members as necessary.  The committee is responsible for planning, implementing and maintaining the Anniversary Garden and planting and maintaining the gardens surrounding the extension center building.

Section 4. Fund Raising Committee.  Composed of a Chairman, Assistant, the Association Treasurer, and other members as necessary.  Committee will be responsible for clothing sales and other sales as deemed necessary by the Executive Board.  All such projects shall be referred to the Executive Board for approval.  Chairman must attend Executive Board meetings.

Section 5.  Project Sales Committee.  Composed of a Chairman, Assistant, the Association Treasurer, and other members as necessary.  The committee shall be responsible for creating and implementing fund raising projects for the association.  All such projects shall be referred to the Executive Board for approval.  Chairman must attend Executive Board meetings.

Section 6.  Recording Committee.  Composed of a Chairman and three recorders.  Chairman shall be at minimum an Honor Roll master gardener (260 hours) and recorders at minimum Senior master gardeners (160 hours). Shall be responsible for validating and recording service and education hours turned in by master gardeners.  Create end-of-year service report (budgeting data) for president and horticulture extension advisor.  Prepare report of new badge holders.

Section 7. Touring Committee.  Composed of a Chairman and other members as needed.  This committee is responsible for planning and making arrangements for field trips and garden visits for the Association.

Section 8. Telephone Committee.  Composed of a Chairman and other members as needed.  This committee is responsible for calling members to inform them of topics for the next Association meeting and to impart any additional pertinent information.  Also, will send cards as needed to Master Gardeners.

Section 9. Community Speaker Committee.  Composed of a Chairman who will coordinate all master gardener speaking engagements and solicit members to fill these commitments.  Only those speaking engagements that go through the proper procedures will count as service hours.

Section 10. Hospitality Committee.  Composed of a Chairman, Co-Chairman and other members.  The committee is responsible for planning and coordinating monthly luncheons for the Association.

Section 11. Greeters Committee.  Composed of a Chairman and other members as needed.  The committee is responsible for greeting and assisting members and visitors as needed.

Section 12. Program Committee.  Composed of the Vice President and two certified active master gardeners plus the horticulture extension advisor.  The committee is responsible for securing qualified and interesting speakers based on the interests of the membership.

Section 13.  Historian.  Prepares a narrative and pictorial account of the Association’s activities during the term of office; which shall become a part of the Association’s official history.  Upon completion of the term, the secretary and treasurer will submit all records from the previous term to the historian for safekeeping.  Records shall be maintained for a period of three years.

Section 14.  Newsletter Editor:  Composed of Chairman and members as required.  Responsible for creating, editing and publishing monthly newsletter.  Newsletter shall be published in time for distribution at monthly meetings.  Direct oversight of the newsletter will be the responsibility of the President.

Section 15.  Website Manager.  (Webmaster) Composed of Chairman and members as required.  Responsible for creating, editing and problem solving to keep the website up-to-date.  Direct supervision of the website will be the responsibility of the President with oversight by assigned Horticulture Educator Advisor.

Section 16.  Directory Committee:  Composed of Chairman and members as required.  Responsible for preparation and coordinating with extension personnel the publishing of the association’s directory.

 Article VIII

Special Committees

Section 1. Audit Committee.  Composed of Chairman and two or more members appointed by the Executive Board.  The committee shall audit the treasurer’s books at least once a year or as circumstances require.  The committee will report the results of the audit and make recommendations regarding the fiscal policy of the Association.

Section 2.  Bylaws Review Committee.  If a review is necessary, the committee will be composed of a chairman and at least six other members appointed by the Executive Board.

Section 3.  Nominating Committee.  Composed of Chairman and four certified active master gardeners appointed by the Executive Board.     

Committee chairpersons can succeed themselves at the request of the incoming president with board approval.

Article IX 

Parliamentary Authority

       The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases where they are applicable and which are consistent with these bylaws and any Special Rules of Order the Association may add.  A parliamentarian may be appointed with executive board approval.

Article X

Amendment to Bylaws

       These Bylaws may be amended at any regular meeting of the Association by a two-thirds vote of the certified members present, provided the amendment(s) has been submitted in writing at the previous regular meeting.

Article XI

Oath of Office

       The following Oath of Office will be administered to all elected officers at the beginning of their term of office.

       I _____________________ do solemnly and sincerely promise on my honor as a member of the Association, that I will faithfully discharge the duties of my office and that I will, to the best of my ability, abide by the Bylaws of the Master Gardener Association of Oklahoma County, and work in cooperation with Oklahoma County OSU Extension Service.

We do hereby certify that the above constitutes a true and correct copy of the Bylaws approved by the certified members of the Association at the regular monthly meeting held on the _____ Day of __________, _____.

_________________________                            ________________________

PRESIDENT                                                              VICE PRESIDENT

_________________________                            ________________________

SECRETARY                                                            TREASURER

Oklahoma County Master Gardeners Association

Standing Rules

1.      The Master Gardeners shall leave the meeting room clean and orderly after the meeting and lunch are over.

2.      If the weather does not permit the association to have its monthly meeting, listen to the TV or Radio for the announcement that the Putnam City School System is canceling classes.  If the Putnam City School System cancels school, then the monthly meeting of the Oklahoma County Master Gardeners will also be cancelled.  If the Oklahoma County Courthouse is closed, the Extension Center will be closed.

3.      In the event of the death of a Master Gardener, the purchase of a memorial brick for inclusion in the Silver Anniversary Garden will be purchased in Master Gardener’s name.

4.      The designation of "Senior Master Gardener"  shall be for those Master Gardeners who have completed 160 hours of volunteering in Master Gardener related projects  and that Master Gardener will be presented a blue badge.

5.      A Master Gardener’s name shall be added to the "Honor Roll" when a Master Gardener has completed 260 hours of service to the organization.

6.      500 volunteer hours for the Oklahoma Extension Service will entitle a Master Gardener to be known as a "Grand Master Gardener" and that Master Gardener will be presented a red badge.

7.      1000 volunteer hours for the Oklahoma Extension Service will entitle a Master Gardener to be known as a "Distinguished Master Gardener" and that Master Gardener will be presented a gold badge.

8.      1500 volunteer hours for the Oklahoma Extension Service will entitle a Master Gardener to be known as a “Distinguished Grand Master Gardener” and that Master Gardener will be presented a purple badge.

9.      2000 volunteer hours for the Oklahoma Extension Service will entitle a Master Gardener to be known as a “Platinum Master Gardener” and that Master Gardener will be presented a platinum badge.

10.  For distinguished service to the Oklahoma County Extension Service a "Master Gardener of the Year" shall be selected from written nominations submitted by Master Gardeners attending the meeting.  The Executive Board will present a ballot of the top nominations to the certified and emeritus Master Gardeners who will elect the “Master Gardener of the Year”.

11.  The Activity year runs from January 1^st to December 31^st.

12.  All education and service hours must be turned in by December 31st of the year the hours were completed.

Master Gardeners who do not meet requirements will be placed on Associate Master Gardener list.  Associate Master Gardeners may attend meetings and participate in trips as room allows.  Associate Master Gardeners may not vote, serve as officers or as a committee chair.

Associate Master Gardeners may re-certify by contributing the 20 hours service and 20 hours continuing education the next year.

In recognition of past service, Master Gardeners with over 260 hours service (Honor Roll) will be placed on Emeritus status, if they request in writing to the Executive Board.  Emeritus status exempts the members of the Honor Roll from the continuing service requirements but not the 20 education hours.  Emeritus Master Gardeners will retain full rights in the Association.

Certified Master Gardeners and Emeritus Master Gardeners have first choice on all activities and trips followed by Associate Master Gardeners, students and then spouses.                                       

OK County Master Gardener Continuing Education

and Service Hours Policy

Education Hours - 20 hours per year to be a certified or emeritus master gardener

·        OCES County Office Classes, actual class length

·        Statewide Master Gardener Meeting, hours determined by organizers

·        Educational seminars and conferences, actual program length

·        Horticulture (Garden) Club Meetings, actual presentation length

·        College Credit Courses, 3 hours continuing credit per course credit hour

·        Oklahoma Gardening, each NEW episode ½ hour credit

·        Plant Detective Video series, each tape ½ hour credit

·        OCES Videos, video length credit

·        TV/radio garden programs, program length - maximum 5 hours/year

·        Garden books and magazines, actual time studied - maximum 5 hours/year

·        Horticultural Tours, hours determined by Horticulture Educator

·        Monthly Master Gardener programs – 1 hour per meeting (does not include business meeting)

·        Other opportunities announced at the monthly Master Gardener meeting

·        Food Bank actual gardening time

ONLY 20 hours of EDUCATION need to be turned in per year

Service Hours - 20 hours per year

·        Committee service, actual hours served

                        Executive Board meeting, actual length of meeting

                        Committee meetings, actual length of meeting

                        Committee activities, actual length of activity

·        Clean and beautify schools, actual hours served

·        Community Gardens, actual hours served as Master Gardener

·        OSU-OKC Horticulture Center greenhouse and gardens only, actual hours served as a Master Gardener

·        Will Rogers Gardens, actual hours served as a Master Gardener

·        OKC Beautiful, actual hours served as a Master Gardener

·        The Tree Bank, gardening only, actual hours served as a Master Gardener

·        Writing articles for newsletter, website, etc., actual time writing

·        Develop educational materials for the Association, actual time developing

·        Junior Master Gardener program, actual time served

·        Gardener in the Schools, actual time teaching

·        Consultations with neighbors using researched-based material, as a Master Gardener (actual time consulting) - Maximum 10 hours per year

·        Community beautification in gardens and greenhouses

·        Additional opportunities, as determined by Executive Board and Horticulture Educator

·        Food Bank, actual gardening time

Travel time is for speakers’ engagements only!