the Bylaws
of the Baxter County Master Gardeners
Approved 1/10/2013
Amended 12/10/2015
Amended 6/9/2016
Amended 2/9/2017
Amended 12/10/2015
Amended 6/9/2016
Amended 2/9/2017
ARTICLE I. NAME
The name of this organization shall be “Baxter County Master Gardeners”, hereinafter referred to as BCMG.
ARTICLE II. OBJECTIVES
The objective of this organization is to afford members the opportunity to 1) expand their knowledge and experience in horticulture, 2) extend their volunteer commitment, and 3) share the benefits of cooperative effort with the community.
The name of this organization shall be “Baxter County Master Gardeners”, hereinafter referred to as BCMG.
ARTICLE II. OBJECTIVES
The objective of this organization is to afford members the opportunity to 1) expand their knowledge and experience in horticulture, 2) extend their volunteer commitment, and 3) share the benefits of cooperative effort with the community.
ARTICLE III. MEMBERSHIP
Membership shall be comprised of individuals who have successfully completed the Arkansas Cooperative Extension Master Gardener Training Program. In addition, members must fulfill the annual volunteer service and re-certification requirements. Membership dues will be payable each year as defined in the Standing Rules. Members will adhere to the University of Arkansas Master Gardener Policies as provided in their volunteer manual. An updated copy of such polices may be obtained from the Secretary upon request or on the website.
ARTICLE IV. BOARD OF DIRECTORS
Section 1. The Board of Directors comprised of the elected officers and two elected members at large (one from the general membership and one from the graduating new class) shall meet monthly. A past President/Advisor shall be a voting member of the Board of Directors.
Section 2. The officers of BCMG shall consist of a President, Vice President(s) of Membership, Vice President(s) of Garden Projects, Vice President(s) of Public Events and Outreach, Secretary and Treasurer. No person may hold more than one board position at the same time.
Section 3. The President shall preside at all Board and regular membership meetings. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall be the liaison officer between this organization and the Extension Office.
Section 4. The Vice President(s) of Membership, in the absence of the President, shall perform the duties of that office, and will assume the office of President should a vacancy occur. The officer shall be in charge of all internal membership programs, including, but not limited to, securing programs of interest for the meetings, mentoring, and member education.
Section 5. The Vice President(s) of Garden Projects shall serve as projects coordinator for all ongoing and single occurrence garden projects, and shall oversee all project committee chairpersons.
Section 6. The Vice President(s) of Public Events and Outreach shall serve as the overall events and outreach coordinator, and shall oversee all events coordinators and public outreach efforts.
Section 7. The Secretary shall keep a current roster of the membership and attendance at the meetings, shall be responsible for correspondence, records, documents and forms. The Secretary will maintain the master copies of all forms and documents, and make all approved changes. The Secretary will also record minutes of BCMG meetings and may appoint an attendance clerk
Section 8. The Treasurer shall receive all monies of BCMG and keep an accurate record of all transactions, pay out all monies by check only, to cover those expenses of BCMG. The Treasurer shall provide a detailed, month-end Treasurer’s Report of income and expense items at each Board meeting. The Treasurer, along with the Board of Directors, shall prepare an annual operating budget for the approval of the membership at the January meeting. At the close of the year the books shall be audited; the auditing committee shall consist of not less than three (3) members as appointed by the President no later than December 31st.
Section 9. Officers leaving their term of office for any reason shall transfer all records and property to their successor or appointee.
ARTICLE V. NOMINATIONS, ELECTIONS AND TERM OF OFFICE
Section1. A nominating committee of three (3) members shall be appointed by the President annually at the August meeting. The Nominating Committee shall present a slate of officers and a board member at large at the October meeting. Additional nominations will be taken from the floor at that meeting.
Section 2. No one may be nominated unless his/her consent to serve has been obtained and they are members in current good standing.
Section 3. The election shall be held at the November meeting.
Section 4. A majority of those present and voting will constitute an election.
Section 5. At early class meeting advise new class to elect member of their class to represent them on the board as a member at large for a term of one year beginning January 1st.
Section 6. The term of office for all elected officers and a member at large shall be for one year. Partial term appointments shall not constitute a full term of service. Newly elected officers shall assume their duties January 1st following their election.
Section 7. Any vacancies which occur in any office other than that of President shall be filled by appointment by the President. Committee chairmanships shall be filled by appointment by the Officer to whom that committee reports, with the approval of the President. An Officer may hold no more than one committee chairmanship within his or her own area of responsibility at a time.
Section 8. Two board members representing one board position may cast only one vote. If they disagree, there will be no vote cast.
ARTICLE VI. MEETINGS
Section 1. Regular monthly membership meetings shall be held as specified in the Standing Rules.
Section 2. The time, place and date, of a regular meeting may be changed by the President when it is deemed necessary or expedient, and all members shall be contacted accordingly.
Section 3. Special meetings may be called by the President or by petition of not less than five (5) members. Special meetings shall be held at the regular meeting place, if available, and within fourteen (14) days of the date that they are called. Notice of any special meeting shall include a statement of the purpose or purposes for which the meeting is being called.
Section 4. Twenty five percent (25%) of the current active membership of BCMG shall constitute a quorum for membership meetings. Fifty-one percent (51%) of the voting members Board of Directors shall constitute a quorum for Board meetings.
ARTICLE VII. COMMITTEES
Section 1. All Officers shall oversee the committees and sub-committees under their areas of responsibility. Sub-committees may be formed as required for various areas of responsibility, and two or more such areas of responsibility may be combined into one subcommittee or position if deemed practical by the Director.
Section 2. Each Committee chair shall take care of any correspondence pertaining to that committee’s function. Each shall also keep a file or written record of names, dates, contacts, etc. of necessary information to be given to his/her successor to facilitate transition and avoid unnecessary research or duplication. Files and documents which are no longer current should be turned over to the Historian for archiving.
ARTICLE VIII. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, newly revised, shall govern BCMG in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order this organization may adopt.
ARTICLE IX. AMENDMENTS
Amendments to these bylaws shall be recommended by a quorum of the Board of Directors; submitted in writing; discussed at a regular meeting and then approved by two-thirds vote of those members present at the next regular meeting.
ARTICLE X. DISSOLUTION
In the event BCMG ceases to exist, all assets shall be given to the Baxter County 4-H Foundation. No officer or member shall receive any portion of the assets.
Membership shall be comprised of individuals who have successfully completed the Arkansas Cooperative Extension Master Gardener Training Program. In addition, members must fulfill the annual volunteer service and re-certification requirements. Membership dues will be payable each year as defined in the Standing Rules. Members will adhere to the University of Arkansas Master Gardener Policies as provided in their volunteer manual. An updated copy of such polices may be obtained from the Secretary upon request or on the website.
ARTICLE IV. BOARD OF DIRECTORS
Section 1. The Board of Directors comprised of the elected officers and two elected members at large (one from the general membership and one from the graduating new class) shall meet monthly. A past President/Advisor shall be a voting member of the Board of Directors.
Section 2. The officers of BCMG shall consist of a President, Vice President(s) of Membership, Vice President(s) of Garden Projects, Vice President(s) of Public Events and Outreach, Secretary and Treasurer. No person may hold more than one board position at the same time.
Section 3. The President shall preside at all Board and regular membership meetings. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall be the liaison officer between this organization and the Extension Office.
Section 4. The Vice President(s) of Membership, in the absence of the President, shall perform the duties of that office, and will assume the office of President should a vacancy occur. The officer shall be in charge of all internal membership programs, including, but not limited to, securing programs of interest for the meetings, mentoring, and member education.
Section 5. The Vice President(s) of Garden Projects shall serve as projects coordinator for all ongoing and single occurrence garden projects, and shall oversee all project committee chairpersons.
Section 6. The Vice President(s) of Public Events and Outreach shall serve as the overall events and outreach coordinator, and shall oversee all events coordinators and public outreach efforts.
Section 7. The Secretary shall keep a current roster of the membership and attendance at the meetings, shall be responsible for correspondence, records, documents and forms. The Secretary will maintain the master copies of all forms and documents, and make all approved changes. The Secretary will also record minutes of BCMG meetings and may appoint an attendance clerk
Section 8. The Treasurer shall receive all monies of BCMG and keep an accurate record of all transactions, pay out all monies by check only, to cover those expenses of BCMG. The Treasurer shall provide a detailed, month-end Treasurer’s Report of income and expense items at each Board meeting. The Treasurer, along with the Board of Directors, shall prepare an annual operating budget for the approval of the membership at the January meeting. At the close of the year the books shall be audited; the auditing committee shall consist of not less than three (3) members as appointed by the President no later than December 31st.
Section 9. Officers leaving their term of office for any reason shall transfer all records and property to their successor or appointee.
ARTICLE V. NOMINATIONS, ELECTIONS AND TERM OF OFFICE
Section1. A nominating committee of three (3) members shall be appointed by the President annually at the August meeting. The Nominating Committee shall present a slate of officers and a board member at large at the October meeting. Additional nominations will be taken from the floor at that meeting.
Section 2. No one may be nominated unless his/her consent to serve has been obtained and they are members in current good standing.
Section 3. The election shall be held at the November meeting.
Section 4. A majority of those present and voting will constitute an election.
Section 5. At early class meeting advise new class to elect member of their class to represent them on the board as a member at large for a term of one year beginning January 1st.
Section 6. The term of office for all elected officers and a member at large shall be for one year. Partial term appointments shall not constitute a full term of service. Newly elected officers shall assume their duties January 1st following their election.
Section 7. Any vacancies which occur in any office other than that of President shall be filled by appointment by the President. Committee chairmanships shall be filled by appointment by the Officer to whom that committee reports, with the approval of the President. An Officer may hold no more than one committee chairmanship within his or her own area of responsibility at a time.
Section 8. Two board members representing one board position may cast only one vote. If they disagree, there will be no vote cast.
ARTICLE VI. MEETINGS
Section 1. Regular monthly membership meetings shall be held as specified in the Standing Rules.
Section 2. The time, place and date, of a regular meeting may be changed by the President when it is deemed necessary or expedient, and all members shall be contacted accordingly.
Section 3. Special meetings may be called by the President or by petition of not less than five (5) members. Special meetings shall be held at the regular meeting place, if available, and within fourteen (14) days of the date that they are called. Notice of any special meeting shall include a statement of the purpose or purposes for which the meeting is being called.
Section 4. Twenty five percent (25%) of the current active membership of BCMG shall constitute a quorum for membership meetings. Fifty-one percent (51%) of the voting members Board of Directors shall constitute a quorum for Board meetings.
ARTICLE VII. COMMITTEES
Section 1. All Officers shall oversee the committees and sub-committees under their areas of responsibility. Sub-committees may be formed as required for various areas of responsibility, and two or more such areas of responsibility may be combined into one subcommittee or position if deemed practical by the Director.
Section 2. Each Committee chair shall take care of any correspondence pertaining to that committee’s function. Each shall also keep a file or written record of names, dates, contacts, etc. of necessary information to be given to his/her successor to facilitate transition and avoid unnecessary research or duplication. Files and documents which are no longer current should be turned over to the Historian for archiving.
ARTICLE VIII. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, newly revised, shall govern BCMG in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order this organization may adopt.
ARTICLE IX. AMENDMENTS
Amendments to these bylaws shall be recommended by a quorum of the Board of Directors; submitted in writing; discussed at a regular meeting and then approved by two-thirds vote of those members present at the next regular meeting.
ARTICLE X. DISSOLUTION
In the event BCMG ceases to exist, all assets shall be given to the Baxter County 4-H Foundation. No officer or member shall receive any portion of the assets.
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