Master Gardeners Association of Oklahoma County

Bylaws

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BYLAWS

OKLAHOMA COUNTY MASTER GARDENERS ASSOCIATION 

Article I

Name

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

Article II

Objectives

     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 Services;

To develop community programs related to horticultural needs and requests;

To develop a Master Gardener volunteer network that is administratively self-sufficient;

To provide horticultural education, community service and fellowship for Association members; and

To generate funds for the purpose of supporting Association programs.

 

                                                               Article III

                                                 Conduct and Discipline

     Members should refrain from conduct injurious to the Association or its purposes.  Failure to do so may result in disciplinary action by the Executive Board which consists of the President, Vice-President, Secretary, Treasurer and the Master Gardener Advisor.

Article IV

Membership

Section 1.   The Association shall be comprised of individuals who have completed the initial Master Gardener Training Program and satisfied criteria associated with the various membership categories.

Certified Master Gardener:  A Certified Master Gardener must annually satisfy the service, education and attendance requirements as stated in the Associationís Standing Rules.  Certified members are entitled to vote on Association matters.  They may also serve on committees, serve as committee chairs and hold elective offices. 

Associate Master Gardener:  Associate Master Gardeners did not satisfy the service, education and attendance requirements for Certified Master Gardeners but did satisfy the service, education and attendance requirements for Associates as stated in the Associationís Standing Rules.  Associates may re-certify for the following year by satisfying the annual certification requirements, as stated in the Associationís Standing Rules, in the current year.

Associate Master Gardeners may not vote, or hold elective offices.  They may assist with committee activities, but may not vote on committee matters or serve as committee chairs. 

Emeritus Master Gardener: Master Gardeners who have served with distinction and have accrued 500 hours of service may be honored with this permanent membership status.  An Emeritus member must be approved by the Board after written request by the member with a recommendation by the Recording Committee.  Emeritus members are exempt from the annual service, education and attendance requirements.  They are entitled to attend monthly meetings, scheduled events and tours.  They may not vote, serve on committees or hold elective offices.  An Emeritus member cannot be returned to active status.

Section 2.  Students are not considered members of the Association until they have officially received their certification.  They may not vote, or hold elective offices.  They may assist with committee activities, but may not vote on committee matters or serve as committee chairs.

Section 3.  Honorary Master Gardeners are those individuals from outside the Association who have been recognized for their overall assistance and contribution to the Associationís activities and programs.  Honorary Master Gardeners are selected by the Board from names submitted by certified members.  Honorary Master Gardeners may not vote on Association matters, serve on committees or hold elective offices.

Article V

                                              Board of Directors

     The affairs of the Association shall be managed by a Board of Directors, referred to herein as ďBoardĒ.  This Board shall be comprised of four (4) elected officers, President, Vice-President, Secretary and Treasurer, and those individuals who chair the Associationís Standing Committees.  The immediate Past President and the Master Gardener Advisor shall serve as ex officio members of the Board by virtue of position.                                                                                                                                        

Each elected officer, Standing Committee, Past President and Master Gardener Advisor is entitled to vote on Board issues.

The Board shall perform the expected duties as prescribed by these Bylaws, and by the Parliamentary Authority adopted by 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 Association.  The Board shall adopt such rules and regulations for the conduct of business as deemed advisable, within limits of the Bylaws, and may appoint such agents and ad-hoc groups as considered necessary.  The Board shall also establish Standing and Special Committees to assist in the management of Association affairs. The Board has a legal responsibility to the Association. No member of the Board shall receive compensation for service to the Association.

Article VI

Officers of the Association

Section 1.  Elected Officers. The elected officers shall be a President, Vice-President, Secretary, and Treasurer.   The elected officers shall serve from January through December of the designated calendar year. They shall be elected for a term of one (1) year and may not serve for more than two (2) consecutive terms in the same office.

            President:  The President shall be the official representative of the

            Association and shall preside over all Board and Association meetings.

            Responsibilities shall include the implementation and adherence to the

            Associationís Bylaws, formulation of Board and Association meeting

            agendas, and oversight of the monthly newsletter, the Association website

            and the annual directory.  The President shall serve as an authorized

            signatory on the Associationís bank account.

            The President shall appoint all Standing and Special Committee Chairs, with

            final approval by the Board except for the Audit and Nominating

            Committee Chairs.  The President shall be an ex-officio member of all

            committees except for the Audit and Nominating Committees.

 

             Vice-President:  The Vice-President shall assist the President and shall

             preside at meetings in the Presidentís absence or when the President must

             temporarily vacate the chair.  The Vice-President shall also serve as

             Program Committee Chair.

 

             Secretary:  The Secretary shall record the proceedings of all Board and

             Association meetings and, in addition, serve as the Associationís official

             corresponding secretary.  The Secretary shall assure the maintenance of

             the Associationís records, which shall include the certificates of insurance,

             the minutes of prior meetings, a current list of Standing and

             Special Committee Chairs, committee reports, membership rolls, Bylaws,

             Standing Rules, policies and other related documents.  The Secretary shall

             also make appropriate materials available to members upon written

             request. The Secretary shall preside at Board and Association 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

             Associationís fiscal policies and the Boardís approval.  The Treasurer shall

             also make all financial records available for annual audit and other reviews

             as deemed necessary, and provide the Master Gardener Advisor with year-

             end copies of all financial documents.

Section 2.  Appointed Officers and Consultants.  The appointed officers and consultants shall serve from January through December of the designated calendar year. They shall be appointed for a term of one (1) year and may be reappointed for additional terms. They may not vote on Board issues.

             Historian:  The Historian, appointed by the President, will maintain an

             annual historical record of the Associationís activities.  The Historian is

             responsible for preparing a narrative and pictorial account of the

             Associationís activities, which will become part of the Associationís official

             history.  The history shall also include the annual directory.

 

            Parliamentarian:  The Parliamentarian may be appointed by the President

            as a consultant.  During meetings, the Parliamentarian may give advice to

            the President as requested and   may call attention to any points of order 

            in the proceedings.  The Parliamentarian does not make motions,

            participate in debate or vote on any Board questions.   

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 members present and voting during a designated monthly meeting of the Association shall be duly elected, assuming a quorum is present.  Votes will be cast during such meeting via printed ballot and the results will be announced prior to 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 Associationís 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 individualís term and may stand as a candidate for regular terms as stated in Article VI, Section 1 of these Bylaws.

Article VII

Meetings

Section 1.   Board and Association.  The Association shall hold monthly Board and Association meetings as determined by the Board. All Board meetings are open to members and students for the purpose of observation.

Unscheduled meetings may be called by the President, Board and/or through a written request identifying the purpose of the meeting and signed by at least ten (10) certified members of the Association.  Notification shall be given 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 shall consist of a majority of elected officers, Standing Committee representatives, and ex officio members.  If during the meeting a quorum is lost, the meeting shall adjourn and reconvene at a later date.  A quorum for an Association meeting shall consist of the number of voting members present.

Article VIII

Committees

 

Section 1.   Standing Committees.  Standing Committees assist in the management of the Associationís 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 and the number may vary depending upon the needs of the organization.  The President and Master Gardener Advisor are ex-officio members of all Standing Committees.

Chairs of Standing Committees shall be Certified Master Gardeners. The Chairs shall be appointed for a term of one (1) year and may be reappointed for additional terms. They shall serve from January through December of the designated year. Standing Committees may, on occasion, appoint ad hoc committees to assist in their duties and functions. 

Each Standing Committee shall provide representation at any and all meetings of the Board.  Each committee is entitled to one (1) vote and in the absence of the Committee Chair, the vote may be cast by a designated representative of the committee.  Each committee chair is responsible for submitting a proposed budget during the preparation of the Associationís annual budget, as well as, maintaining a record of its activities.

All committee meetings are open to members and students 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 Master Gardeners to satisfy speaking commitments.  The committee shall maintain a speaking engagement record, which is to be submitted to the Master Gardener Advisor at year end.

Section 1(b).   Directory Committee.    The Directory Committee consist of a Chair and as many members as needed to perform its duties.   The committee is responsible for the preparation, printing, distribution and updates of the Associationís membership directory.

Section 1(c).  Education Committee.  The Education Committee consists 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 certified Senior Master Gardeners. The Assistant Chair is selected by the Education Chair and approved by the Board.  The Assistant Chair will become the Education Chair the following year.  Those serving as counselors must be Certified Master Gardeners.  The committee shall assist in managing the Master Gardener Training Program.  This shall include the selection of students, the implementation of training classes, the monitoring of students during service obligations and the recognition of those who satisfy the certification process.

 

The Education Committee also consists of the Student Materials Subcommittee. 

 

1)  The Student Materials Subcommittee consists of a Chair and as many members as needed to perform its duties.  The subcommittee shall be responsible for the preparation of educational materials for use during the Master Gardener Training Program.

 

Section 1(d).  Merchandise Sales Committee.  The Merchandise Sales Committee consists of a Chair and as many members as needed to perform its duties.  The committee is responsible for the purchase and sale of all merchandise.

 

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 and the garden areas surrounding the Oklahoma County Extension Center.  The committee is also responsible for ordering and placing memorial bricks in the garden as stated in the Associationís Standing Rules.

 

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 and the set-up and clean-up at monthly Association meetings. 

 

Section 1(g).  Touring Committee.  The Touring Committee consists 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 for the Association.

 Section 1(h).  Hospitality Committee.  The Hospitality Committee consists of a Chair and as many members as needed to perform its duties.  The committee is responsible for planning and coordinating the Associationís monthly luncheons and Master Gardener special functions. 

 

Section 1(i).  Newsletter Committee.  The Newsletter Committee consists of a Chair and as many members as needed to perform its duties.  The committee shall be responsible for creating, proofing, editing and publishing the monthly newsletter. 

 

Section 1(j).  Project Sales Committee.  The Project Sales Committee consists of a Chair, and as many members as needed to perform its duties.  The committee is responsible for creating and implementing revenue generating projects which are in the best interest of the Association.

 

Section 1(k).  Public Relations Committee.  The Public Relations Committee consists of a Chair and as many members as needed to perform its duties.  The committee publicizes and promotes the Master Gardener Program, the Master Gardener Association and the other Extension horticultural programs.  The committee is responsible for designing and setting up booths at selected events where they answer horticultural questions and distribute university research based information to the public.

 

Section 1(l).  Recording Committee.  The Recording Committee consists of a Chair and an Assistant Chair who are at least certified Grand Master Gardeners and two (2) other members who are at least certified Senior Master Gardeners. The committee is responsible for validating, recording, and maintaining education and service hours that are submitted by Association members and students. The committee is responsible for submitting to the Associationís President and the Master Gardener Advisor a year-end report, which contains membersí service and education hours, certification status and those members entitled to new badges.  The Chair is responsible for ordering and distributing the new badges. The committee maintains a list of all graduates of the Oklahoma County Master Gardeners Training Program.  The Chair will also insure that the Assistant Chair has current and adequate backup data.

 

The Recording Committee also consists of the Transfer/Reinstatement Subcommittee.

 

1)    The Transfer/Reinstatement Subcommittee consists of the Assistant Recording Chair and as many Certified Master Gardeners as needed to perform its duties.  The subcommittee is responsible for the administration of the Transfer/Reinstatement policies for the Association.

 

Section 1(m).  Telephone Committee.  The Telephone Committee consists 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 relevant.  The committee is also responsible for mailing special cards to Master Gardeners as stated in the Associationís Standing Rules.

 

Section 1(n).  Website Committee.  The Website Committee consists of a Chair and as many members as needed to perform its duties.  The committee is responsible for creating, editing and maintaining the Associationís official website and for sending e-mail to the membership as requested by the Board.

 

Section 1 (o).  Program Committee.  The Program Committee consists of a Chair, who is the Vice-President, and two (2) other members who are certified Master Gardeners.  The committee is responsible for securing qualified programs based on the interests of the membership.

 

The Program Committee also consists of the Continuing Education Subcommittee.

 

1)     The Continuing Education Subcommittee consists of a Chair and as many members as need to perform its duties.  The subcommittee shall be responsible for planning and managing supplemental education programs for the membership.

 

Section 2.   Special Committees.  Special Committees are formed for the purpose of addressing specific topics. The formation or removal of these committees requires the approval of the Board, and the number may vary depending upon the needs of the Association. The President and Master Gardener Advisor are

ex officio members of all Special Committees, except for the Nominating and Audit Committees.

 

Chairs of Special Committees shall be Certified Master Gardeners.  The Chairs shall be appointed for a term of one (1) year and may be reappointed for additional terms. They shall serve from January through December of the designated calendar year. Special Committees may, on occasion, appoint ad hoc committees to assist them in their duties and functions.

 

Each Special Committee shall provide representation at meetings of the Board, as directed by the President.  Special Committees may not vote on Board issues.  Each committee chair is responsible for submitting a proposed budget during the preparation of the Associationís annual budget, as well as, maintaining a record of its activities.

 

All committee meetings are open to members and students for the purpose of observation, except for the Nominating and Audit Committees.

 

Section 2(a).  Audit Committee.  The Audit Committee consists of a Chair and two (2) other members who are Certified Master Gardeners.  The Chair and committee members are appointed by the Board, but none shall be current members of the Board.  The committee is responsible for annually auditing the Associationís 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 consists of a Chair and six (6) other members who are at least certified Senior Master Gardeners.  At the Boardís request, the committee is responsible for reviewing and drafting recommended revisions or amendments to the Associationís Bylaws and other documents as required.  The committeeís recommendations are submitted to the Board for approval prior to submission to the general membership for final approval.

 

Section 2(c).  Nominating Committee.  The Nominating Committee consists of a Chair and four (4) other members who are Certified Master Gardeners.  The Chair and 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 for candidates for election to the offices of President, Vice-President, Secretary and Treasurer.  The committee shall provide to the voting membership at least two (2) names (if available), who have consented to serve and who satisfy the required qualifications for each office.

 

Section 2(d).  Finance Committee.  The Finance Committee consists of a Chair, who is the Associationís Treasurer, and four (4) other members who are at least certified Senior Master Gardeners.  Two (2) of these members are to be selected by the President and the Master Gardener Advisor.  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 Associationís annual budget and for monitoring the Associationís monthly financials, as needed.  It shall also recommend budgetary amendments and advise the Board of any concerns the committee may have regarding the Associationís financial welfare.

 

Article IX

Parliamentary Authority

 

The rules contained in the current edition of Robertís 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 X

Amendment to Bylaws

 

These Bylaws may be amended at a monthly meeting of the Association by a two-thirds vote of the Certified Master Gardeners present and voting, provided the amendment(s) has been submitted in writing to the membership during the previous regular monthly meeting.

First Drafted Ė 1986

Amended Ė August 1, 1988

Amended Ė June 1, 1994

Amended Ė 1995

Amended Ė 2002

Amended Ė 2003

Amended Ė June 1, 2005

Amended Ė May, 2007

Amended Ė November 4, 2009

Amended Ė July 11, 2012

 

 

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