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Master Gardeners Association of Oklahoma County Bylaws |
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Master Gardeners Association of Oklahoma County Bylaws |
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BYLAWS MASTER GARDENERS ASSOCIATION OF OKLAHOMA COUNTY
Article I 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 Objectives Section I. The primary objectives of the Association are: To assist as Master Gardener volunteers, disseminating researched/proven horticultural information to individuals and groups within the community, expanding the capabilities of the Oklahoma County Cooperative Extension Services; To develop community programs related to horticultural-based needs and requests; To develop a Master Gardener volunteer network that is administratively self-sufficient; To provide horticulture-related education, community service and fellowship for Association members; To generate funds for the purpose of supporting association-related programs. Article III Membership Section I. The Association shall be comprised of individuals who have satisfied criteria associated with the various membership categories. Certified Active Master Gardener: A Certified Active Master Gardener must annually satisfy the service, education and attendance requirements as stated in the Association’s Standing Rules. Certified members are entitled to vote on Association matters. They may also serve on committees, as a Committee Chair and hold an elective office. Associate Master Gardener: Associate Master Gardeners are those who do not satisfy the service, education and attendance requirements for the previous calendar year. Associates may re-certify for the following year by satisfying the service, education and attendance requirements, as stated in the Association’s Standing Rules, in the current year. Associate Master Gardeners may not vote, or hold an elective office. They may assist with committee activities, but may not vote on committee matters or serve as a committee chair. Emeritus Master Gardener: Master Gardeners who have earned two hundred sixty (260) service hours will be placed on Emeritus status if they submit a written request to the Board of Directors. Emeritus status exempts members from having to satisfy the service and attendance requirement as stated in the Association’s Standing Rules, but not from the education requirement. Emeritus members are entitled to vote on Association matters. They may also serve on committees, but may not serve as a committee chair or hold an elective office. Honorary Member: Honorary members are those individuals who have been recognized for their overall assistance and contribution to the Association’s activities and programs. Honorary members are selected by the Board of Directors from names submitted by certified members. Honorary Members may not vote on Association matters, serve on committees or hold an elective office. Section 2. Students are not considered members of the Association until they have officially received their certificates. They may not vote, or hold an elective office. They may assist with committee activities, but may not vote on committee matters or serve as a committee chair. Article IV Board of Directors Section 1. - Board The affairs of the Association shall be managed by a Board of Directors. This Board shall be comprised of four (4) elected officers and those individuals who chair the Association’s Standing Committees. The immediate Past President and the Master Gardener Coordinator shall also serve as ex officio members of the Board with the right to vote. The officers shall be a President, Vice-President, Secretary, Treasurer, Historian and Parliamentarian. The elective and appointed officers shall serve from January through December of the designated calendar year, or until their successors are elected/appointed, whichever is later. They shall be elected/appointed for a term of one (1) year and may not serve for more than two (2) consecutive terms in the same office. Standing Committee Chairs shall serve during the same designated calendar year, or until their successors are appointed, whichever is later. They may serve for a term of one (1) year with the opportunity for reappointment to an additional term. The Past President and Master Gardener Coordinator serve by virtue of position. Each officer, Standing Committee, Past President and Master Gardener Coordinator is entitled to vote on board-related issues, with the exception of the Historian and Parliamentarian. The officers and board members shall perform their expected duties as prescribed by these bylaws, and by the Parliamentary Authority adopted by the Association. The Board has a fiduciary responsibility to the Association. This shall include the preparation of an annual operating budget, the monitoring of revenues and expenditures, and assurance of the overall financial welfare of the organization. The officers and board members shall adopt such rules and regulations for the conduct of business as they deem advisable, within limits of the bylaws, and may appoint such agents and ad-hoc groups as they consider necessary. The Board of Directors shall also establish Standing and Special Committees to assist in the management of Association affairs. No member of the Board of Directors shall receive compensation for their service to the Association. Section 2. - Officers President: The President shall be the official representative of the Association and shall preside over all board and general assembly meetings. Responsibilities shall include the implementation and adherence to the Association’s bylaws, formulation of board and assembly agendas, and oversight of the monthly newsletter, the Association website and the annual directory. The President shall also have the authority to authorize the expenditure of funds from the Association’s treasury, with the Board’s approval. The President shall appoint all Standing and Special Committee Chairs, with final approval by the Board of Directors, excluding the Audit and Nominating Committees. The President shall be an ex-officio member of all committees with the right to vote, except for the Audit and Nominating Committees. Vice-President: The Vice-President shall assist the President and shall preside at meetings in the President’s absence or when the President must temporarily vacate the chair. The Vice-President shall also serve as Chair of the Program Committee. Secretary: The Secretary shall record the proceedings of all board and assembly meetings and in addition serve as the Association’s official corresponding secretary. The Secretary shall assure the maintenance of the Association’s records, which shall include the Certificate of Self-Insurance, the minutes of prior meetings, a current list of names of Standing and Special Committee members and Association advisors, committee reports, membership roles, Bylaws, Standing Rules, policies and other related documents. The Secretary shall also make appropriate materials available to members upon written request, and to the Master Gardener Coordinator at year end. The Secretary shall preside at board and assembly meetings in the absence of the President and Vice-President. Treasurer: The Treasurer is responsible for maintaining the financial accounts and records of the Association. This shall include the receipt of all monies and the authority to disburse monies in accordance with the Association’s fiscal policies and the Board’s approval. The Treasurer shall also make all financial records available for annual audits and other reviews as deemed necessary, and provide the Master Gardener Coordinator with year end copies of all financial documents. Historian: A Historian shall be appointed by the Board of Directors, who will maintain an annual historical record of the Association’s activities. The Historian is responsible for preparing a narrative and pictorial account of the Association’s activities, which will become part of the Association’s official history. The history shall also include the annual directory with updates, and a written monthly narrative of Association activities. Parliamentarian: A Parliamentarian may be appointed by the President for the purpose of advising the President, Board and committees on matters of parliamentary procedure. This shall include, but is not limited to Chairing the Bylaws Committee when required, assisting in the interpretation of the Association’s Bylaws and the Parliamentary Authority, and providing guidance in matters regarding Parliamentary protocol. Section 3 - Elections Candidates for officers shall be selected by the Nominating Committee from names submitted by the membership. Candidates receiving a majority of the votes cast by Certified and Emeritus members present during a designated monthly meeting of the Association shall be duly elected, assuming that a quorum is present. Votes will be cast during such meeting via a printed ballot and the results will be announced prior to assembly adjournment. No candidate shall run for, or hold, more than one elective office at a time. A candidate for President must be certified for a period of at least two (2) years and have attained the level of Grand Master Gardener. Candidates for the positions of Vice-President, Secretary and Treasurer, must be certified and have attained the level of Senior Master Gardener. Section 4 - Vacancies In the event an officer is unable to serve, they must be replaced through the Association’s recognized elective process. Persons filling vacancies must meet all qualifications that would normally be necessary for election by the membership. A special elected officer shall serve for the remainder of the previous individual’s term and may stand as a candidate for regular terms as stated in Article I, Section 1 of these bylaws. Article V Meetings Section 1 - Board and Assembly The Association shall hold regular monthly board and assembly meetings as determined by the Board of Directors. Unscheduled meetings may also be called by the President and/or Board of Directors. All board meetings are open to students and members for the purpose of observation. An unscheduled board or assembly meeting may be held through a written request identifying the purpose of the meeting and signed by at least ten (10) certified members of the Association. A written notification shall be mailed to the membership at least ten (10) working days prior to the respective meeting. Section 2 - Quorum A quorum for a meeting of the Board of Directors shall consist of a majority of Officers and Standing Committee representatives. If during the meeting a quorum is lost, the meeting shall adjourn and reconvene at a later date. A quorum for any assembly meeting of the Association shall consist of fifty voting members. Article VI Committees Section 1. – Standing Committees
Standing Committees assist in the management of the Association’s affairs on a continuing basis and are considered essential to the month-to-month operations of the Association. The formation or removal of these committees requires the approval of the Board of Directors and their number may vary depending upon the needs of the organization. The President and Master Gardener Coordinator are ex-officio members of all Standing Committees, with the right to vote. Chairmen of Standing Committees shall be Certified Active Master Gardeners. All members of committees shall serve for a period of one year, but may be reappointed for additional terms. Standing Committees may, on occasion, appoint ad hoc committees to assist them in their duties and functions. Each Standing Committee shall provide representation at any and all meetings of the Board of Directors. Each committee is entitled to one vote and in the absence of the Committee Chair, the vote may be cast by any designated member of the committee. Each committee is responsible for submitting a proposed budget during the preparation of the Association’s annual budget as well as maintaining a record of its activities. All committee meetings are open to students and members for the purpose of observation. Section 1(a). - Community Speaker Committee The Community Speaker Committee consists of a Chair and as many speakers as needed to perform its duties. The Committee Chair is responsible for coordinating all Master Gardener speaking engagements and the solicitation of individuals to satisfy speaking commitments. The committee shall maintain a speaking engagement record, which is to be submitted to the Master Gardener Coordinator at year end. Section 1(b). - Directory Committee The Directory Committee consists of a Chair and as many members as needed to perform its duties. The committee is responsible for the preparation, printing, distribution and monthly updates of the Association’s membership directory. Section 1(c). - Education Committee The Education Committee is composed of a Chair, an Assistant Chair and as many members as needed to perform its duties. The Chair and Assistant Chair must be at least Senior Master Gardeners. Those serving as counselors must be Certified Active Master Gardeners. The committee shall assist in managing the Association’s certification-related training programs. This shall include the selection of students, the implementation of training classes, the monitoring of students during phone duty and the recognition of those who satisfy the certification process. The Education Committee shall also contain two (2) subcommittees: 1) The Student Materials Subcommittee consists of a Chair and as many members as needed to perform its duties. The committee shall be responsible for the preparation of educational materials for use during the Master Gardener Training Program. 2) The Continuing Education Subcommittee consists of a Chair and as many members as needed to perform its duties. The committee shall be responsible for planning and managing supplemental education and training programs, such as Learning Labs, transfers and others as required. Section 1(d). - Merchandise Sales Committee The Merchandise Sales Committee consists of a Chair, the Association Treasurer, and as many members as needed to perform its duties. The committee is responsible for the sale of all merchandise previously approved by the Association’s Board of Directors. Section 1(e). - Gardening Committee The Gardening Committee consists of a Chair and as many members as needed to perform its duties. The committee is responsible for planning, planting and maintaining the Anniversary Garden as well as the garden areas surrounding the Oklahoma County Extension Center building. Section 1(f). - Greeters Committee The Greeters Committee consists of a Chair and as many members as needed to perform its duties. The committee is responsible for greeting and assisting Association members and visitors. In addition, the committee is responsible for the set-up and clean-up of Association meetings. Section 1(g). – Touring Committee The Touring Committee is composed of a Chair and as many members as needed to perform its duties. The committee is responsible for planning and arranging group field trips and garden visits, approved by the Board, for Association members. Section 1(h). – Hospitality Committee The Hospitality Committee is composed of a Chair and as many members as needed to perform its duties. The committee is responsible for planning and coordinating the Association’s monthly luncheons and any special functions approved by the Board of Directors. Section 1(i). – Newsletter Committee The Newsletter Committee is composed of a Chair and as many members as needed to perform its duties. The committee shall be responsible for creating, editing and publishing the monthly newsletter. Section 1(j). – Project Sales Committee The Project Sales Committee is composed of a Chair, the Association’s Treasurer and as many members as needed to perform its duties. The committee is responsible for creating and implementing revenue-generating projects, which have been approved by the Board of Directors. Section 1(k). – Public Relations Committee The Public Relations Committee is composed of a Chair and as many members as needed to perform its duties. The Committee assists the Extension Center staff in publicizing Master Gardener programs. It also coordinates the volunteer effort associated with all Association public relations activities. Section 1(l). - Recording Committee The Recording Committee consists of a Chair, who has completed two hundred sixty (260) hours of service, and as many members, who are at least Senior Master Gardeners, as needed to perform its duties. The committee is responsible for validating and recording education and service hours that are submitted by Association members and students, and maintaining a list of all graduates of the Master Gardeners of Oklahoma County program. The committee is also responsible for submitting to the Association’s President and the Master Gardener Coordinator a year-end report, which contains member’s accumulated hours, certification status and those members entitled to new badges. Section 1(m). – Telephone Committee The Telephone Committee is composed of a Chair and as many members as needed to perform its duties. The committee is responsible for providing information associated with the upcoming monthly meeting and any additional topics that may be of importance. The committee is also responsible for mailing cards to Master Gardeners as needed. Section 1(n). – Finance Committee The Finance Committee is composed of a Chair, who is the Association’s Treasurer, and four (4) other members who are at least Senior Master Gardeners. Two (2) of these members are to be selected by the President and the Master Gardener Coordinator respectively. The remaining two (2) are to be chosen by the Board from members who do not currently serve on the Board. The Finance Committee is responsible for assisting in the preparation of the Association’s annual budget and for monitoring the Association’s monthly financials. It shall also recommend budgetary amendments and advise the Board of any concerns the committee may have regarding the Association’s financial welfare. Section 2. – Special Committees Special Committees are formed for the purpose of addressing specific topics within a varied or shortened time frame. They are not considered essential to the month-to-month operations of the Association. The formation or removal of these committees requires the approval of the Board of Directors, and their number may vary depending upon the needs of the organization. The President and Master Gardener Coordinator are ex-officio members of all Special Committees, with the right to vote, except in the Nominating and Audit Committees. Chairmen of Special Committees shall be Certified Active Master Gardeners. All members of committees shall serve for a period of one year, but may be reappointed for additional terms. Special Committees may, on occasion, appoint ad hoc committees to assist them in their duties and functions. Each Special Committee shall provide representation at all meetings of the Board of Directors. However, Special Committees are not entitled to vote on Board issues. Each committee is responsible for submitting a proposed budget during the preparation of the Association’s annual budget as well as maintaining a record of its activities. All committee meetings are open to students and members for the purpose of observation, except the Nominating and Audit Committees. Section 2 (a). – Audit Committee The Audit Committee is composed of a Chair and two (2) or more members as needed to perform its duties. Committee members are appointed by the Board, but none shall be current members of the Board. The Committee is responsible for annually auditing the Association’s financial records or at any time circumstances may require. The committee shall also submit an annual report of its findings to the membership within the first quarter of the year. Section 2(b). - Bylaws Committee The Bylaws Committee is composed of a Chair and six (6) other members. At the Board’s request, the committee is responsible for reviewing and drafting recommended revisions or amendments to the Association’s Bylaws and other documents as required. The committee’s recommendations are submitted to the Board for approval. Section 2(c). – Nominating Committee The Nominating Committee is composed of a Chair and four (4) other members who are Certified Active Master Gardeners. Committee members are appointed by the Board, but none shall be current members of the Board. The committee is responsible for soliciting written nominations from the membership of individuals willing to stand for election to the Association’s Board of Directors. The committee shall provide at least two (2) individual’s names (if available), who have consented to serve and who satisfy the required qualifications for each office. Section 2(d). – Program Committee The Program Committee is composed of a Chair who is the Vice-President, the Master Gardener Coordinator and two (2) other members who are at least Certified Active Master Gardeners. The committee is responsible for securing qualified programs based on the interests of the membership. Section 2(e). Webmaster The Webmaster is responsible for creating, editing and maintaining the Association’s official website. Article VII Parliamentary Authority The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Association may adopt. Article VIII Amendment to Bylaws
These Bylaws may be amended at any
regular monthly meeting of the Association by a two-thirds vote of the
Certified Active and Emeritus Master Gardeners present, provided there
is a quorum and the amendment(s) has been submitted in writing to the
membership during First Drafted - 1986 Amended - August 1, 1988 Amended - June 1, 1994 Amended - 1995 Amended - 2002 Amended - 2003 Amended - June 1, 2005 Amended - May, 2007 Amended – November 4, 2009
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